DATE: August 27, 2015
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 24, 2015. (09/08/15 WS)
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Purpose
The purpose of this memo 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 24th and consists of entertainment; arts & crafts; and a chili cook-off sponsored by Franklin Tomorrow. Changes for this year include the location of a beer tent on East Main Street (Landmark Booksellers parking lot) and a stage at East Main and First Avenue. Beer will also be served in the Franklin Tomorrow area as well as in front of Gray’s and McCreary’s.
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.
• 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 23rd.
• Although the applicant has requested to close parking along Main Street all day on Friday, staff recommends that they use volunteers and cones to block parking along Main Street beginning at 2 p.m.
• All other requested streets will close at 8 p.m. on Friday, October 23rd.
• “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 City Hall (stage located off the Square in front of City Hall)
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 Tennessee Alcoholic Beverage Commission.
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.