DATE: December 31, 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 the Pilgrimage Music and Cultural Festival on September 24-25, 2016 at the Park at Harlinsdale Farm. (01/12/16 WS)
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Purpose
The purpose of this memo is to outline recommendations for the Pilgrimage Festival at Harlinsdale Farm.
Background
The Pilgrimage Foundation has requested the use of Harlinsdale Farm for their music festival. This is the second year for the event. Set-up would begin on September 14th; tear-down would end on September 29th. 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, attendance numbers, attractions, and/or entertainment. Any major changes to the event may require BOMA approval.
* Applicant will provide Good Neighbor Letter which will be distributed to area residents at least 60 days in advance of the event.
* 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 ...
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