DATE: September 5, 2018
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 Jingle Bell Run 5K sponsored by the Arthritis Foundation on December 1, 2018 in Downtown Franklin. (09/25/18 WS)
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Purpose
The purpose of this memorandum is to outline recommendations for approval of the Jingle Bell 5K Run.
Background
The Arthritis Foundation has requested an Event Permit for their annual “Jingle Bell 5K” on Saturday, December 1st. Estimated attendance is 1,000.
Recommendation
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Staff recommends approval of the event application with the following recommendations:
• Applicant will provide a $1,000 refundable damage deposit to City prior to event.
• Applicant will provide a Good Neighbor letter which will be distributed to affected neighborhoods.
• Applicant will meet with staff at least two weeks prior to event to finalize layout for activities on the Square.
• Applicant will need permission from Williamson County to place tent and/or any activities on Courthouse property.
• Applicant will explore using Bicentennial Park as the start/finish location in 2019.
• Risk Management:
o Applicant will provide certificate of insurance naming the City as additional insured.
• Police Department:
o Applicant will hire required extra-duty Franklin Police Officers to provide security and crowd control.
o Applicant will meet with Police Department before event for final look at route, timing of closure, and location of volunteers.
• Building & Neighborhood Services Department:
o Electrical permit will be required.
• Sanitation and Environmental Services Department:
o Applicant is responsible for clean-up.
o Department will provide fifteen extra roll-outs and recycling bins/bags for the applicant to use.
• Fire Department:
o Tent permits may be required.
o EMS will be onsite providing medical assistance if needed.
• Revenue Management:
o Applicant will provide list of vendors to City.