DATE: February 7, 2018
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Special Events Advisory Team
SUBJECT:
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*Consideration of Long Term Special Event Permit for the Pilgrimage Music and Cultural Festival at the Park at Harlinsdale Farm.
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Purpose
The purpose of this memorandum is to outline recommendations for the Pilgrimage Festival at Harlinsdale Farm.
Background
Pilgrimage Presents has requested a long-term special event permit for their music festival, Pilgrimage Music and Cultural Festival, at the Park at Harlinsdale Farm from 2018 - 2022.
In 2017, the Board of Mayor and Aldermen granted, by ordinance, the ability to issue long-term special event permits to significant community-wide events with anticipated attendance of greater than 15,000 which have been held for two or more consecutive years in the City of Franklin. The term for the permit is five years. The permit, once approved, will be reviewed annually by the Board of Mayor and Aldermen and the City’s Special Events Advisory Team for specific recommendations for the current year.
This is the fourth year for this ticketed event.
Recommendation
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Staff recommends approval of the long-term special event permit (2018 - 2022) with the following conditions:
• In accordance with the ordinance, applicant must file an amendment to the long-term permit annually no later than six months prior to the approved event date.
• The event will be held on the fourth weekend of September at the Park at Harlinsdale Farm.
• Applicant will regularly meet with staff throughout the year to discuss any updates to logistics, attendance numbers, attractions, and/or entertainment.
• Applicant will provide Good Neighbor Letter which will be distributed to residents in the surrounding area at least 60 days in advance of the event. Addresses will be provided by staff.
• Applicant is responsible for all damage to the Park (grounds, buildings, and facilities) that occurs during the time they are on the property. Any damage should be reported to the City as soon as it occurs or is noticed.
• For 2018, Pilgrimage organizers will donate $1 per ticket sold to Friends of Franklin Parks. A settlement with ticket counts and a statement of revenue for this contribution will be provided to Friends of Franklin Parks prior to October 8th. The contribution via check should be received no later than October 31st.
For 2018, staff makes the following recommendations:
• Risk Management:
o Applicant will provide certificate of insurance with liquor liability naming the City as additional insured and with the following limits:
o Each occurrence: $2,000,000
o Damage to Rented Premises: $2,000,000
o Personal & Adv. Injury: $2,000,000
o General Aggregate: $5,000,000
o Products-Comp/Op Agg: $5,000,000
o Liquor Liability: $5,000,000
o Proof of Automobile Liability: combined single limit needs to be $5,000,000
o Proof of Workers’ Compensation coverage
o The Certificate of Insurance is due 30 days prior to event and needs to include the dates of set up through equipment pickups and cleanup. It must include all activities, equipment, vendors, booths, and food trucks that are part of the event. Any hired providers must have insurance covering their activity, equipment and service, naming the city as additional insured.
• Revenue Management:
o Applicant must obtain a Beer Permit from the City’s Beer Board.
o Applicant will provide a complete list of vendors to the City at least five days prior to the event. List needs to include contact name, business name, and phone number where vendor can be reached in case of emergency during event.
• Police Department:
o Applicant will continue to work with Department on parking and traffic control plan.
o Applicant will hire required number of extra-duty Franklin Police Officers to provide traffic control and onsite Police presence.
o Any contracted security company will need to be approved by Department.
o Pursuant to Franklin Municipal Code Section 11-403(3), amplified sound will only be permitted in the areas indicated on the application.
• Building and Neighborhood Services:
o Special Event Electrical Permit and inspection will be required.
• Sanitation and Environmental Services:
o Plan for clean-up must be provided to Department at least 30 days prior to set-up.
o Dumpsters (garbage) are available from the department at a cost of $85 per dump each
• Fire/EMS Department:
o Applicant must meet with Department to discuss access for emergency vehicles, adequate number and location of fire extinguishers, and other life safety issues.
o Tent permits and inspection will be required for any tents larger than 200 square feet.
o Department will work with EMS provider chosen by Applicant to coordinate efforts for medical coverage.
o Applicant must abide by all codes requirements as enforced by the City.
• Emergency Management
o A comprehensive event Emergency Operations Plan must be supplied by applicant in writing and reviewed with the City’s Emergency Manager. This plan will need to be continually modified as required due to changing conditions as identified in the planning meetings. The final plan must be complete and approved ten business days prior to the start of the event.
o Organizers charged with creation of this operations plan must be present at the daily briefings with City staff.
• Parks Department:
o Upon setup, the event organizers will work with Park staff for placement of signs, portable toilets, fencing, tents, vehicles, all equipment and stages.
o Four additional light towers must be added around the Midnight Sun stage and the TSC arena.
o The Park at Harlinsdale Farm will remain open until Sunday evening on September 9, 2018 and will re-open on Monday October 1, 2018.
o Once BOMA approves the event, the Franklin Parks Department will determine the fees based on our fee schedule in place at the time of the event and based on the amount of days the Pilgrimage Music and Cultural Festival will use The Park at Harlinsdale Farm. The certificate of insurance needs to include the dates of set up through equipment pickups and cleanup. All staff fees will be determined after the event tear down concludes.
o A banner, no longer than eight feet, can be placed on the fence at the entrance (eye bolts indicate location) two weeks prior to the event.
o Parking for the event participants in the cross-country fields and the North entry fields shall be supervised and monitored by the event organizers with a paid parking service of their choosing for organized parking and traffic control in and out of the facility. Appropriate safety gear, identification, and radio communication are required.
o A pre-event meeting the day before the event opens to the public shall be held with applicant and identified City contacts to review parking plan and to walk the site.
o Trash bins and cans will be supplied by event organizer through a vendor of their choice. Excessive trash beyond these will need to be removed from the site. All ground trash must be addressed with a vendor or hired hands of organizer’s choice both during and after the event each day and the park must be left in the condition it was found.
o The event organizer is responsible to provide portable toilets to handle the number of attendees. The locations will be determined with Parks Staff.
o Any use of the main barn must be reviewed with Parks Staff and the Franklin Fire Department prior to use. No open flames or smoking or vaping shall be allowed around or inside structures.
o Electrical boxes in the event space are available for use. Applicants must provide extension cords as needed.
o Irrigation on the event pad will be marked on Friday, September 7, 2018.
o The layout of tents, stages, vendor/food booths is up to event organizer with City staff approval. Temporary directional signage will be the responsibility of the event organizer. Only non-permanent field paint and temporary signs/arrows are permitted.
o There is no lighting at the park. It is the responsibility of the event organizers to provide light towers.
o The vendors will be required to use the north entrance for access to parking.
o The access road around the main barn and the roads entering this space must be kept clear of booths, cars or any obstacles. The barn buildings have a 20-foot perimeter for putting any temporary structures.
o Event organizers must have a plan to safely allow vendors to set up and exit while allowing emergency vehicle access to all Park roads.
o Security must be onsite once the setup is underway. The City is not responsible for the tents or booths or equipment that stays onsite for the event.