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 Made South Market and Presale event at the Park at Harlinsdale Farm on September 11 - 12, 2015
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Purpose
The purpose of this memorandum is to outline recommendations for the Made South Market and Presale event at Harlinsdale Farm.
Background
Made South is a company that specializes in southern-made gifts, food, products and goods. They are proposing a one-day market at Harlinsdale which will feature approximately 100 vendors from all over the south. This event would charge an admission fee and include music and a kids area. The pre-event for special guests would occur the day before (Friday, September 11th) and feature BBQ, bourbon, and music. The pre-event is a ticketed event limited to 300 people. The applicant anticipates 2,500 attendees at the main event on Saturday. Proceeds will benefit the Monroe Carell Jr. Children's Hospital Vanderbilt at Williamson Medical Center.
Recommendation
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 Made South must include all the activities, alcohol liability, equipment, vendors, booths and food trucks including the dates from set up to clean up 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.
· Revenue Management
o Applicant will contact Revenue Management to determine if Beer permit is needed.
· Parks Department:
o The applicant requests the use of the park for September 10th (set-up) until September 14th (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 Williamson County Resident of $300 per day Tuesday - Thursday and $500 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 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 center field close to the Hayes home & 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 will be determined with Park Staff.
o No electricity available at the Hayes Home front lawn. Generators will be required.
o 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 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 need to 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 light tower sufficient for safety and breakdown of the event after hours.
o The road must remain clear for emergency vehicles upon entering this space & must be kept clear of booths, cars or any obstacles. All structures and 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.