DATE: March 30, 2018
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 15, 2018 at Eastern Flank Battlefield Park. (04/10/18 WS)
body
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 Eastern Flank Battlefield Park for their annual Heritage Ball. The applicant has requested the use of the park from September 8th - 21st. Estimated attendance is 835.
Recommendation
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 work with Parks Department on the Eastern Flank Event Facility 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 per Park Staff to be available on the day of the event.
* 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 place on site with Parks Department and Heritage Foundation designee prior to tent setup.
* A post-event evaluation shall take place on site with Parks Department and Heritage Foundation designee after all tents are removed and Eastern Flank Battlefield Park has been cleaned by caterer/applicant.
* On setup week, the renter must work with Park staff for placement of signs, portable toilets, fencing, tents, vehicles, set up and any other equipment or stages.
* Prior to the event, the Heritage Foundation designee must make a ONE CALL to mark all utilities near their portab...
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