Panama City reviews draft special event ordinance, staff proposes resource-based classification and late fees

City staff on Tuesday presented a draft update to Panama City's special event ordinance that would shift how events are classified, add late fees and create an internal review committee to coordinate municipal services.

The changes aim to reduce the operational bottlenecks created when applicants understate attendance or file late and to shift more of the event cost burden away from the general fund, staff said. The commission was told a first reading of the revised ordinance is scheduled for Nov. 18, with a second reading on Dec. 16; the handbook and fee schedule would be updated administratively after adoption.

Why it matters: The policy affects festivals, parades, road closures and other gatherings that require police, fire or public works support. Commissioners and staff said improved clarity could reduce last-minute workload, avoid safety risks and ensure applicants pay for actual city resources used.

Staff's proposal and examples City staff recommended classifying events by the municipal resources required rather than by an applicant's projected attendance, instituting a late fee for applications arriving within the 60-day window, and establishing a Special Event Review and Verification (SERV) committee to improve interdepartmental coordination. "Instead of classifying our events by the anticipated number of attendees ... we were proposing to do it by resources required," staff explained.

The presentation cited benchmarks used by nearby jurisdictions. In Panama City Beach and Bay County, staff said, size tiers, timing windows and nonrefundable application fees are used; deposits cover cleanup, damages and extra city costs and typically have caps. Staff said similar frameworks would reduce misrepresentation of expected attendance.

Commissioners push for parity, transparency and sponsorships Commissioner Josh Street said city-run events should require the same approvals as private events and asked that commissioners approve city events "prior to planning." He urged the city to require named sponsors on city events to offset costs. "City events should be requested and approved by the commission prior to planning," Street said.

Commissioner Robbie Hughes pressed staff for direct, comparable cost data for large events, including how much the city spends on emergency services. "What can you give us apples-to-apples comparisons now?" Hughes asked, citing Mardi Gras as an example. Several commissioners said they want the staff to include explicit cost comparisons with the benchmarked cities and to survey event organizers before finalizing changes.

Process and next steps Staff said the revised ordinance will be scheduled for first and second readings in November and December and that the city manager would have authority to implement the handbook updates after adoption. Staff also proposed circulating a questionnaire to affected organizers and returning refined proposals based on commissioner feedback and public input.

What it does not include No formal votes or ordinance adoptions occurred at the workshop. Commissioners did not approve a final fee schedule at this meeting; staff described options and asked for direction.

The next step: Staff will gather clearer cost comparisons, draft potential language for sponsorship requirements and late fees, and return with an updated proposal ahead of the scheduled readings.