DATE: February 26, 2016
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Special Events Advisory Team
SUBJECT:
title
Consideration of Event Permit for Main Street Festival sponsored by the Heritage Foundation on April 23 - 24, 2016 in Downtown Franklin. (03-09-16 WS) .
body
Purpose
Consideration of Event Permit for Main Street Festival sponsored by the Heritage Foundation on April 23 - 24, 2016 in Downtown Franklin
Background
The event, organized by the Heritage Foundation and consisting of more than 200 arts/crafts vendors and entertainment, brings in an estimated 130,000 visitors to Franklin each year. The festival is scheduled for April 23rd - 24th. This year, the event will not include a carnival.
Recommendation
rec
Staff recommends approval of the event with the following conditions:
• Applicant will provide detailed map/layout to City detailing location of tents, vendors, etc. at least 15 days prior to event.
• Applicant will provide at least one portable restroom trailer to be available for attendees. City will provide water and electricity for the trailer.
• Applicant will provide a $1,000 damage deposit to City prior to event.
• Church Street Parking Lot will be closed for official vehicles only.
• Applicant will use the lobby area in City Hall to allow vendors to sign-in beginning at 8 p.m. on April 22nd.
• When arriving for set up, vendors must enter the area via Third Avenue South. All vehicles must be out of the area no later than 9 a.m. on Saturday, April 23rd.
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.
• Vendor vehicles will be easily identifiable with placard or flyer in windshield which contains vendor name and booth number.
• In Kids Areas on Third Ave South, rides/activities must not extend all the way to Church Street.
• There should be a buffer of at least 20 feet from where the rides end to the barricades at Third & Bridge and Third & Church.
• Applicant will provide placard or weather-proof flyer on each tent/booth/vendor space that easily identifies the booth (corresponds to map/layout).
Parks Department:
• Parking for the event participants at Harlinsdale must be supervised by a professional paid parking service of their choosing with staff over 18 years old, for organized parking and traffic control in and out of the facility. Appropriate safety gear, identification and radio communication required. A pre event meeting should be held with hired service and City contacts to review parking plan and to walk the site and a certificate of insurance naming the city as additional insured is required.
• Consider adding tent at Harlinsdale for people waiting for trolley
• On Friday setup, work with Park staff for placement of signs and banners.
• A banner, no longer than 3.5’ x 8’ feet, can be placed on the fence at the entrance (eye bolts indicate location) one weeks prior to the event.
• On the day of the event, the center road will be closed and used for emergency vehicles only. The public and Franklin Transit Shuttles will be required to use the outside loop road for access to parking.
• Please note clearly on all signage: the cost of the shuttle and any restrictions, like dogs and strollers, and the schedule for pickups and the last drop off of the night.
• Bicentennial Park may not be available for vendor parking. Applicants should meet with Parks Department 30 days prior to event to determine if it is available.
Police Department:
• Applicant will hire recommended number of extra-duty Franklin Police Officers to provide security.
• Police Department Explorers and Volunteers will assist with the event at no charge to applicant.
• Vendors must not begin set-up until after the streets are closed to traffic
• Applicant should have tow company on stand-by
• Applicant will have private security monitoring the Beer area.
• Applicant has requested amplification on stages at the following locations for the permitted area:
• Main Street at First Avenue
• 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 must obtain a Beer Permit from the City’s Beer Board.
• Applicant will provide a complete list of vendors to the City prior to the event.
Streets Department:
• Fourth Avenue N & S will close at 5 a.m. on Friday, April 22nd
• Main Street will close at 8 p.m. on Friday, April 22nd
• “No Parking after 5 p.m.” signs will be placed along Main Street on Friday, April 22nd
• Applicant will use volunteers and cones to block parking after 5 p.m.
• No parking along Fourth Avenue South (only City vehicles) throughout the event.
• No parking along Fourth Ave North (next to Franklin Mercantile)
• No parking along Church Street from Third Avenue to Second Avenue.
• Applicant or designee will stay present at event until all vendors are gone.
• Variable Message Machines will be placed on April 19th
• Department will provide clean-up crew for after the event.
Sanitation and Environmental Services Department:
• Department will provide crew for cleanup during event.
• Department will provide and service recycling frames
• Applicant will use grease hauler for food vendors and notify Department of location of bins.
• Department will provide container for recycling cardboard on Fourth Avenue South for food vendors.
• Parking spaces next to Fourth Ave Parking Garage will be left open for Department to place dumpster boxes.
• Dumpsters will be provided for the event at $85 each.
Water Management Department:
• Taps will be placed on hydrants at:
• Fourth & Main
• Third Ave N at Square
• Third Ave S at City Hall
Building & Neighborhood Services:
• Special Event Electrical Permit will be required.
Fire Department/EMS:
• Applicant shall maintain 18 feet of clear width down the center of Main Street for the duration of the event.
• Alleys & fire hydrants must be kept clear and unobstructed
• Fire lane in alleys shall be maintained.
• Any vehicles or objects obstructing Fire Department or emergency access will be towed or removed.
• Applicant shall ensure that all vehicles, except authorized emergency vehicles, shall be moved out of the street closure area no later than one hour prior to the scheduled starting time.
• Tents over 400 square feet will require a tent permit.
• Vendors must have “ABC” extinguisher in their tent.
• All food vendors/booths will need to have working “Class K” fire extinguishers.
• Any automatic fire extinguishing systems used for cooking purposes must be certified and inspected
• LP Fuel Tanks should be located outside of tents and secured at the conclusion of the day.
• Applicant shall require all tents to be in place no later than midnight prior to the event for inspection purposes. All tents shall be secured with weights to prevent movement in wind conditions.
• Applicant will provide specs for proposed water walker activity to determine if feasible on Third Ave S.
• EMS will be present on-site throughout the event.