DATE: March 20, 2017
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 Boots for Troops 5K Sponsored By Medals of Honor, Inc. On November 18, 2017 at the Park at Harlinsdale Farm (3/28/17 WS)
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Purpose
The purpose of this memo is to outline recommendations for the Boots for Troops 5K at the Park at Harlinsdale Farm.
Background
Boots for Troops is a 5K sponsored by Medals of Honor, Inc., a 501(c)3 organization based in Williamson County dedicated to honoring fallen military and offering support for their families. One hundred percent of the proceeds for the event goes directly to their programs. Participants are encouraged (but not required) to wear combat boots and/or military packs.
Recommendation
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Staff recommends approval with the following conditions:
* Applicant will provide Good Neighbor Letter which will be distributed to area residents.
Risk Management:
* Applicant will provide certificate of insurance naming the City as additional insured. 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. Certificate of Insurance must include all activities, equipment, vendors, booths and food trucks for the event. Any hired providers must have insurance covering their activity, equipment and service, naming the city as additional insured.
Building and Neighborhood Services:
* Special Event Electrical Permit will be required.
Police Department:
* Applicant will hire recommended number of extra-duty Franklin Police Officer to provide traffic control and security.
Fire/EMS Department:
* Tent permit and inspection will be required for any tents larger than 200 square feet.
* Department will provide bike medic team for the event.
Parks Department:
* Upon setup, the event organizers will work with Park staff for placement of signs, portable toilets...
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