Special Event Request

1. Notice to Employers

Off-duty FF (Firefighter)/EMTs (Emergency Medical Technicians) are subject to Charlotte Fire Department policies and Mecklenburg County First Responder Protocols. An employer has no authority over FF/EMT personnel and is restricted to providing only a general assignment of duties to be performed by the members.

FF/EMT’s must confine their duties to those of Charlotte Fire Department policies and Mecklenburg County First Responder Protocols.

Employers are responsible for maintaining records of each FF/EMT’s hours and shall make those records available for review by Charlotte Fire Department representatives during business hours.

Charlotte Fire Department representatives will make periodic inspections of special event employment jobs. If any job is discovered to be using FF/EMTs for duties not within Charlotte Fire Department policies and Mecklenburg County First Responder Protocols, the permit for that job will be suspended immediately and FF/EMT’s will no longer be able to be employed by that employer.

Any deviation from the restrictions imposed above must be outlined in writing and formally approved in writing by the Special Events Coordinator.

B. Rate Schedule

Charlotte Fire Department reviews the rate annually, and the rate is based upon the average salary per rank. Charlotte Fire Department reserves the right to change any rates at any time; however, every effort will be made to ensure that Charlotte Fire Department gives employers advance notice of any rate change.

* Employers may compensate FF/EMT at the minimum rate or higher at the employer’s discretion. Charlotte Fire Department FF/EMTs cannot negotiate rates with an employer; any rate paid to any FF/EMT that exceeds the minimum rate must be approved by the Special Events Coordinator.

Event Request made within 30 days are subject to Holiday Rates while requests made less than 72 hours prior to the event will be charged at Holiday Rates.

Holiday Rates may equal to one and a half the minimum secondary employment rate per rank and will take effect for those jobs/ events associated with a Charlotte Department of Transportation Permit on certain holidays. The holidays in question are:

C. Compensation

All off-duty members for Charlotte Fire Department will be scheduled and directly paid the day of or prior to the event unless approved by the Special Events Coordinator. This will be in the form of check or cash. Payment apps need approval from the Special Events Coordinator at time of Special Event Request to be accepted. Credit Card payments will not be accepted.

The off-duty employer hires the FF/EMT as an independent contract employee.

The Special Events Coordinator will post an invoice to the employer prior to the event dates as positions are filled.

The employer must specify in the application the procedure that the FF/EMTs should follow to receive day of event payment, including any tax forms that must be completed. The employer agrees not to withhold payment or require FF/EMTs to sign any contracts or forms that were not submitted at the time of application.

D. Staffing Requirements

The Special Events Coordinator, along with the Fire Marshals Office, will review each application to determine the correct staffing levels; staffing levels are based upon a variety of factors, to include, but not limited to, the following: estimated attendance, the sale and/or consumption of alcoholic beverages on the premises, previous event history, physical layout of the site, traffic and/or parking issues, and time of year.

Jobs that require more than (4) FF/EMTs will require a supervisor. Additional supervisors may be required for certain large jobs. A supervisor may be required for certain jobs regardless of the number of FF/EMTs required for the job. Larger venues may require the employment of Captain(s), Battalion Chief(s) and/or a Division Chief.

In cases where the employer underestimates the attendance of an event, a supervisor may call in additional on-duty FF/EMTs for the event. The employer may be billed for the on-duty resources at the average on duty firefighter cost per hour. This rate will be reviewed on an annual basis.

E. Cancellation Procedures

Cancellations by the employer must be made at least 24 hours before the assignment begins. If the Special Event Coordinator receives less than 24-hour notice from the employer and is unable to contact FF/EMT’s working the job, the employer will be required to pay the members assigned to the job for three hours of pay at the minimum rate.

Employers may contact the Special Events Coordinator at 704-574-5926.

You may also notify email at CFDSpecialEvents@Charlottenc.gov

F. Filling Assignments

Special Events employment is voluntary and done on a FF/EMT’s time off from the department. Therefore, it can never be guaranteed that an off-duty assignment will be filled. The employer may request that a particular member or member(s) staff a job; however, whether the member or member(s) are employed at this job is at the discretion of the Charlotte Fire Department. When an employer asks to hire a Charlotte Fire Department member, it is understood that ANY member may in fact work the job.

Under extraordinary circumstances, off-duty FF/EMT’s may be activated to an on-duty status and pulled away from their off-duty assignments. The priority of Charlotte Fire Department member is their full-time assignment within the department and any obligations, such as mandatory call-back, which come with their Charlotte Fire Department assignment.

G. FF/EMTs Not Reporting for Off-Duty Job

If an FF/EMT is scheduled to work and did not report, the employer should notify the Special Events Coordinator at 704-574-5926. You may also notify us by e-mail at CFDSpecialEvents@Charlottenc.gov

H. Scheduled Hours Changed

The Special Events Coordinator will try to accommodate schedule change requests if made more than 24 hours prior to the time of the event /job.

I. Minimum Hours for Assignment

FF/EMTs will be compensated at the agreed upon rate for a minimum of (3) hours, even if the assignment is less than (3) hours.

Procedures for Special Events Employment Application

Acknowledge items A through I above and complete application below.

Applications can ONLY be accepted electronically.

Applications must be submitted at least (30) days prior to the job.

                                    Email: CFDSpecialEvents@Charlottenc.gov

Assistance for applications can be provided by calling the Special Events Coordinator at (704) 574-5926, or by email at CFDSpecialEvents@Charlottenc.gov

Applications submitted without sufficient detail, or the required payroll Information will be rejected, and must be resubmitted with the required information.

The employer cannot retain the services of off duty Charlotte Fire Department members until such time as this agreement ls acknowledged by an authorized representative of the employer.