DATE: December 30, 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 Heritage Ball sponsored by the Heritage Foundation on September 17, 2016 at Eastern Flank Battlefield Park. (01/12/16 WS
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Purpose
The purpose of this memo is to outline recommendations for the Heritage Foundation's Heritage Ball.
Background
The Heritage Foundation has requested the use of the Bicentennial Park for their annual Heritage Ball. The applicant has requested Eastern Flank Battlefield Park as an alternate in case work is not completed on the pavilion at Bicentennial by the time of their event. The applicant has requested the use of the park from September 11th - 20th. Estimated attendance is 700.
Recommendation
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Staff recommends approval with the following conditions:
* Applicant will provide copy of Good Neighbor letter which will be distributed to affected neighborhood.
Parks Department
* Applicant will be notified at least two months prior to the event if a Certificate of Occupancy is in place for Bicentennial Park. If it is not, applicant will meet with Parks Department on-site to go over logistics for the event at Eastern Flank Battlefield Park.
* Applicant will work with Parks Department on Park Facility Usage Fees. Other costs will include:
o Refundable Damage Deposit of $500 (Damage deposit covers all areas of rental site, including but not limited to areas for Parking, tent site and building).
o Applicant will be charged $25 per hour for one (1) Park Staff to be available on September 17th (Time begins 30 minutes prior to start of event and ends when event organizer has completed cleanup and locks the building).
* Event attendees are restricted to rental areas.
* The Heritage Foundation shall designate one (1) person as the "Point of Contact" for this event.
* A pre-event evaluation shall take p...
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