DATE: February 12, 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 Walk Across Williamson Celebration event sponsored by the Williamson County Health Department on April 11, 2015 in Pinkerton Park (02/24/15 WS)
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Purpose
The purpose of this memo is to outline recommendations for the Walk Across Williamson Celebration event at Pinkerton Park sponsored by the Williamson County Health Department.
Background
Walk Across Williamson is a collaborative effort between the Williamson County Health Council, Williamson County Schools and Franklin Special School District. Participants are encouraged to record the number of minutes they are active throughout the month of March, hopefully reaching the number of minutes that would equate to 90 miles (the width of Williamson County). Physical activity may include participation in gym workouts, walking or running, physical education, after school activities, or spending active time with the family. The celebration event planned for Pinkerton Park will include fitness demonstrations, a one-mile walk, and prize giveaways. They anticipate 1,000 people.
Recommendation
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Staff recommends approval with the following conditions:
• Applicant will provide a $1,000 damage deposit to City prior to event.
Risk Management:
• Applicant will provide certificate of insurance naming the City as additional insured. The certificate of insurance needs to include the dates of set up through equipment pickups and cleanup.
Police Department:
• Applicant will hire the recommended extra-duty Franklin Police Officers to provide security and traffic control.
• Pursuant to Franklin Municipal Code Section 11-403(3), amplified sound will only be permitted in the areas indicated on the application.
Parks Department:
• On Friday setup, work with Park staff for placement of stages, tents and any other equipment.
• On the day of the event, one Parks Staff will be required to supervise the facility for the duration of the event. One Pavilion will be scheduled for applicant use.
• The park will remain open to the public during the event.
• Parking for the event participants will be in the standard parking stalls, the lower field by the river and the upper fields as designated. The fields will be supervised and monitored by the event organizers either with at least 5 volunteers over 18 years old, or a paid parking service. Appropriate safety gear requested. This will include monitoring the parking lot.
• Electrical boxes in the event space are available for use.
• A banner, no longer than 8 feet, can be placed on the fence at the entrance (eye bolts indicate location) one week prior to the event.
• Directional signage will be the responsibility of the event organizer. Non-permanent field paint and temporary signs/arrows only.
• Ice and EMS onsite would be optimal.
• All materials sent to participants will need to list the parking garages as secondary parking locations with directional signage at Pinkerton. When the Park is full no other cars will be allowed on site.
Building & Neighborhood Services Department:
• Electrical permit may be required.
Sanitation and Environmental Services Department:
• The Parks Department will supply six roll-outs.
• Excessive trash beyond these will need to be removed from the site by the applicant.
• Dumpsters are available for $85 each.