DATE: January 13, 2015
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
SUBJECT:
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Consideration of Event Permit for Americana Cross County Lines Festival at Harlinsdale Farm on May 30, 2015
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Purpose
The purpose of this memo is to outline recommendations for the Americana Cross County Lines Festival event at Harlinsdale Farm.
Background
Americana Music Association is a not for profit trade organization which promotes awareness, provides a forum, and advocates for the creative and economic vitality of the Americana music genre. Americana music incorporates elements of various American roots music styles, including country, folk, bluegrass, R&B and blues. The organization is located in The Factory at Franklin. The festival is a one-day music event that will feature bands from 11 a.m. until 12 Midnight. Tickets will be required for the event. All proceeds benefit the Americana Music Association. The applicant anticipates over 5,000 attendees.
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 Applicant will provide certificate of insurance with liquor liability naming the City as additional insured. 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.
· Building and Neighborhood Services:
o Special Event Electrical Permit will be required.
· 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.
· Fire/EMS Department:
o Tent permit and inspection will be required for any tents larger than 200 square feet.
o Department will provide bike medic team for the event.
· Parks Department:
o Applicant will work with Park staff for placement of signs, portable toilets, fencing, tents, vehicles, set up and any other equipment or stages.
o Park Facility Usage Fees are as follows:
o Friday - Sunday $250 per day
o Refundable Damage Deposit: $500
o Fees can be split with 50 percent paid upon approval by the Board of Mayor and Aldermen and the remaining fees due 30 days prior to the event.
o Two Parks Staff will be required to supervise the facility for the duration of the event from set up to clean up. A payment of $25 per hour per staff person will be payable at the end of the event. The check should be made out to The City of Franklin.
o The park will be closed to the public beginning on Thursday at dark until the end of the concert on Saturday. Signage can be placed two weeks before the event.
o Parking for the event participants in the cross country fields and some of the back field behind the barn will 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 and identification required and radio communication along with flashlights. The North Entry may be considered for parking based on ticket sales. A pre event meeting should be held with hired service and City contacts to review parking plan and to walk the site.
o The Department will supply 6 roll-out 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. Trash must be picked up continuously throughout the event and a cleaning crew assigned to pick up after the crowd leaves. A minimum of 4 walkways (lanes) through seating areas will be needed for safety and low trash cans. It should be marked and staked prior to event.
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 or on the front lawn. Electrical boxes in the event space are available for use.
o Electrical boxes in the event space are available for use. 400 AMPS TOTAL (CAN BE SPLIT BETWEEN 2 LOCATIONS)
o BARN: Any use of the barn must be approved by the Fire Marshall's office prior to the event.
o Irrigation on the event pad will be marked prior to any tents being staked.
o A banner, no longer than 3.5 feet X 8 feet, can be placed on the fence at the entrance (eye bolts indicate location) two weeks prior to the event.
o The layout of tents, stages, vendor/food 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 The Park does not have lights after dark and it is the responsibility of the event organizers to provide light towers for safety and breakdown of the event after hours. This includes parking lots, the stage area (once the stage is dropped there is no more lighting for cleanup), and restrooms.
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. The city will provide a 12 of orange/yellow barricades to assist with traffic control.
o Security must be onsite once the setup is underway. The city park is not supervised and not responsible for the tents or booths, or equipment that stay onsite for the event.
o On the day 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.
o After a pre and post -event facility walkthrough, any Damage to buildings or grounds resulting from equipment or staging brought in, will first be deducted from the damage deposit and then a claim will be filed to the insurance.
· Sanitation and Environmental Services:
o Services are available at a cost of $150 per hour.
o Dumpsters are available from the department at a cost of $85 each
o Applicant must provide grease hauler if necessary.
o Applicant will meet with Department to discuss layout of event with regards to garbage service. Walkways will need to be created.