DATE: April 2, 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 Bella Vintage sponsored by AGAPE at the Park at Harlinsdale Farm on August 28 - 30, 2015
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Purpose
The purpose of this memorandum is to outline recommendations for the Bella Vintage event sponsored by AGAPE at Harlinsdale Farm.
Background
AGAPE provides professional counseling and psychological services for adoption, foster care, and family preservation. They serve children adolescents, and adults with guidance with depression, anxiety, divorce, grief, and emotional, behavioral, and relationship-related challenges. This is the second year the event would be held at the Park at Harlinsdale Farm. Bella Vintage is a two-day Vintage Market event produced as an annual fundraiser for the organization. An admission fee is required. Antique dealers with vintage furniture and wares set up shop in a French Marketplace setting under large tents. The event also includes live music. The applicant anticipates over 5,000 attendees throughout the course of the event.
Recommendation
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Staff recommends approval with the following conditions:
· Applicant will provide Good Neighbor Letter which will be distributed to area residents.
· Risk Management:
o Certificate of Insurance for AGAPE must include all the activities, equipment, vendors, booths and food trucks to put on this event. Any hired providers must have insurance covering their activity, equipment and service, naming the City of Franklin as additional insured for the duration of the event from set up to clean up.
· Building and Neighborhood Services:
o Special Event Electrical Permit may be required if generators are used.
· Police Department:
o Applicant will hire recommended number of extra-duty Franklin Police Officer to provide traffic control and security, including overnight.
o Pursuant to Franklin Municipal Code Section 11-403(3), amplified sound will only be permitted in the areas indicated on the application.
· Sanitation and Environmental Services:
o Dumpsters are available from the department at a cost of $85 each
· Fire/EMS Department:
o Tent permit and inspection will be required for any tents larger than 200 square feet.
o The applicant will contact the Fire Department to determine if on-site EMS services are needed.
· Parks Department:
o The applicant requests the use of the park for August 25th (set-up) until August 31st (tear-down).
o On setup, work with Park staff for placement of signs, portable toilets, tent set up and any other equipment or stages.
o Once BOMA approves, the rental fees for a non- Williamson County 501c3 of $250 per day Tuesday - Thursday and $350 per day Friday, Saturday and Sunday are due and the $500 refundable damage deposit. The fees can be split and 50% paid initially and the remaining fees are due 30 days prior to event.
o On Saturday of the event week, one Parks Staff will be required to supervise the facility for the duration of the event. A payment of $25 per hour (minimum of 4 hours) will be payable at the week prior to the event. The check should be made out to The City of Franklin.
o The park will remain open to the public during the event.
o Parking for the event participants will be in the cross country field & will be supervised and monitored by the event organizers with a parking service of their choosing (Staff must be over 18) for organized parking and traffic control in and out of the facility. Appropriate safety gear, cones to mark lanes, handheld Flags and identification required along with radio communication.
o Parks Dept. will supply 6 roll around trash receptacles. Excessive trash beyond these will need to be removed from the site or arrangements can be made with Sanitation and Environmental Services for more receptacles or a dumpster or staff to clean up.
o The Event organizer is responsible to rent portable toilets to handle the load of their participants. The location can be either the power house wall or behind the 12 stall mare barn.
o Electrical boxes in the event space are available for use.
o Irrigation on the event pad will be marked prior to any tents being staked. All delivery trucks must put down matting or plywood onto the event grass to prevent damage of the turf. Any ruts or damage to the turf will result in using the deposit to repair.
o Any interior use of the barn must be approved by the Fire Marshal's office and approved before approval of the permit. (615-791-3270)
o A banner, no longer than 8 feet, can be placed on the fence at the entrance (eye bolts indicate location) 1-2 weeks prior to the event.
o The layout of tents, stages, vendor booths is up to event organizer. Temporary directional signage will be the responsibility of the event organizer. Non-permanent field paint and temporary signs/arrows only.
o Ice and EMS/first aid onsite would be optimal.
o Gate fees will be charged at the entrance to the main parking area, not on the entry road, and any citizens not attending the event will not be charged.
o There is no lighting at the park for after dark and it is the responsibility of the event organizers to provide a light tower for safety and breakdown of the event after hours.
o The emergency road around the 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 without blocking the emergency road. And a safe method to pick up merchandise and exiting.
o Security must be onsite once the setup is underway. The city park is not supervised and not responsible for the tents or booths that stay onsite for the event.
o On the days of the event, the center road will be for closed and used for emergency vehicles only. The public and vendors will be required to use the outside loop road for access to parking.