DATE: September 2, 2016
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Special Events Advisory Team
SUBJECT:
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Consideration of Event Permit for Pumpkinfest Sponsored by the Heritage Foundation in Downtown Franklin on October 29, 2016 (09-13-16 WS).
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Purpose
The purpose of this memorandum is to outline conditions for recommendations for approval of Pumpkinfest.
Background
Pumpkinfest is an annual event organized by the Heritage Foundation. The event is scheduled for Saturday, October 29th and consists of entertainment, a kids area, and arts & crafts.
Recommendation
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Staff recommends approval with the following conditions:
• Applicant shall meet with staff for walk through at least five days prior to event.
• Applicant will provide detailed map/layout to City detailing location of tents, vendors, etc. prior to event.
• Applicant will provide a $1,000 damage deposit to City prior to event.
• Applicant will use the lobby area in City Hall to allow vendors to sign-in on Friday evening and Saturday morning.
• Applicant will provide at least one portable restroom trailer to be available for attendees. City will provide water and electricity for the trailer.
• No parking along Fourth Avenue South (only City vehicles)
• Church Street Parking Lot will be closed for official vehicles.
• No parking along Church Street
Building & Neighborhood Services:
• Special Event Electrical Permit will be required.
• No stakes should be placed in ground at City Hall (Third Avenue South)
Risk Management:
• Applicant will provide certificate of insurance with liquor liability naming the City as additional insured.
• Any accidents or injuries occurring during the event should be reported to City representatives immediately.
Streets Department:
• Fourth Avenue North & South will close at 5 a.m. on Friday, October 28th.
• “No Parking after 3 p.m.” signs will be placed along Main Street on Friday morning.
• Food vendors must have mats under tents that sufficiently keep grease and other food waste off of the street.
• Applicant or designee will stay present at event until all vendors are gone.
• Department will provide clean-up crew for after the event.
Police Department:
• Applicant will hire the recommended number of extra-duty Franklin Police Officers to provide security and traffic control for the event.
• Applicant has requested amplification on stages at the following locations for the permitted area:
o East Main & First Avenue stage
o Off the Square in front of Capital Bank
Pursuant to Franklin Municipal Code Section 11-403(3), these are the only locations at which amplified sound will be permitted during this event.
Revenue Management:
• Applicant will provide a complete list of vendors to the City prior to the event.
• Permits from the Beer Board must be obtained for all locations on the street where beer will be served.
• Permit should be obtained from ABC.
Sanitation and Environmental Services Department:
• Department will provide crews for cleanup during event.
Water Management Department:
• Taps will be placed on hydrants at:
o Fourth & Main
o Third Ave S at City Hall
o Third Ave N at the Square
Fire Department:
• Applicant must secure tent permits.
• Stage at First Avenue should be placed so that it leaves a lane open for access to Main Street by emergency vehicles.