DATE: November 3, 2014
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
SUBJECT:
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Consideration of Event Permit for Pilgrimage Festival at The Park at Harlinsdale Farm on September 26-27, 2014
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Purpose
The purpose of this memorandum is to outline recommendations for the Pilgrimage Festival at Harlinsdale Farm.
Background
The Pilgrimage Foundation has requested the use of Harlinsdale Farm for a two-day music festival. The music will primarily be acoustic and will include rock and roll; jazz; blues; country; and bluegrass. The festival will include a kids' area, food trucks, and beer. Set-up would begin on September 17th; tear-down would end on October 2nd. Tickets will be required for the event. The applicant anticipates 15,000 attendees each day.
Recommendation
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Staff recommends approval with the following conditions:
· Applicant will regularly meet with staff to discuss any updates to logistics and attendance numbers. Any major changes to the event may require BOMA approval.
· 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 and with the following limits:
o Each occurrence: $1,000,000
o Damage to Rented Premises: $1,000,000
o Personal & Adv. Injury: $1,000,000
o General Aggregate: $5,000,000
o Products-Comp/Op Agg: $5,000,000
o Liquor Liability: $5,000,000
o Proof of Automobile Liability: combined single limit needs to be $5,000,000
o Proof of Workers' Compensation coverage
o 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.
o Need documentation/contract in place for Harlinsdale Farm landscaping repair, if applicable.
· Revenue Management:
o Applicant must obtain a Beer Permit from the City's Beer Board.
o Applicant will provide a complete list of vendors to the City prior to the event.
· Police Department:
o Applicant will continue to work with Department on parking and traffic control plan.
o Applicant will hire recommended number of extra-duty Franklin Police Officers to provide traffic control and security.
o Pursuant to Franklin Municipal Code Section 11-403(3), amplified sound will only be permitted in the areas indicated on the application.
· Building and Neighborhood Services:
o Special Event Electrical Permit and inspection will be required.
· 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.
· Fire/EMS Department:
o Applicant must meet with Department to discuss access for emergency vehicles, adequate number and location of fire extinguishers, and other life safety issues.
o Tent permits and inspection will be required for any tents larger than 200 square feet.
o Department will work with Williamson EMS to coordinate efforts for medical coverage.
· Parks Department:
o Upon setup, Applicant will work with Park staff for placement of signs, portable toilets, fencing, tents, vehicles, set up and all equipment or stages.
o Park should remain open until the Friday before the event and open up again as soon as possible after the event. Set up should start at the North side down to the Event space around the barn. Clean up should reverse order from the Barn to the North.
o Park Facility Usage Fees are as follows:
o Monday - Thursday $150 per day
o Friday - Sunday $500 per day
o Refundable Damage Deposit: $1000
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 On Saturday and Sunday of the event, four 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 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 from Thursday (September 25th) at dark until the end of the concert on Sunday (September 27th). Signage (banners) can be placed at the Park two weeks before the event. A banner, no longer than 8 feet, can be placed on the fence at the entrance (eye bolts indicate location) two weeks prior to the event.
o Parking for the event participants in the cross country fields and the North entry fields 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. A pre event meeting should be held with hired service and City contacts to review parking plan and to walk the site.
o Trash bins and cans will be supplied by event organizer either through the Sanitation and Environmental Services Department or through a vendor of their choice. Excessive trash beyond these will need to be removed from the site or arrangements can be made with Sanitation and Environmental Services. All ground trash must be addressed with a vendor or hired hands of organizers choice both during and after the event each day and the park must be left in the condition it was found.
o A communications plan, emergency weather plan, and emergency plan (for lost child, medical etc) must be supplied in writing and reviewed with Fire/EMS, Police, Traffic, and Parks prior to event. Organizers charged with this responsibility must be present on the day of the event to review all plans with personnel each day.
o The Event organizer is responsible to rent portable toilets to handle the number of participants. The locations will be determined by Parks staff.
o Any use of the BARN must be reviewed with Parks Staff prior to use. No candles or smoking allowed inside.
o Electrical boxes in the event space are available for use. 400 AMPS TOTAL (CAN BE SPLIT BETWEEN 2 LOCATIONS)
o Irrigation on the event pad will be marked prior to any tents being staked.
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 required.
o There is no lighting at the Park for after dark and it is the responsibility of the event organizers to provide light towers 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. The city will provide a 10 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.