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 an...
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