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File #: 18-1146    Version: 1 Name: PMCF Long-Term Permit 2019
Type: Event Permit Status: Passed
File created: 10/26/2018 In control: Board of Mayor & Aldermen
On agenda: 1/8/2019 Final action: 1/8/2019
Title: Consideration of Special Event Permit for the Pilgrimage Music and Cultural Festival at the Park at Harlinsdale Farm To Be Held September 20 - 22, 2019 and 2018 Pilgrimage After Action Report. Continued from 11/27/18; 12/11/18 WS)
Sponsors: Lisa Clayton
Attachments: 1. PMCF 2019 APP with cover letter.pdf, 2. 2018 2019 Safety Programming.pdf, 3. 2018 Pilgrimage After Action Report Final - 12-7-18.pdf

 

DATE:                                                               November 26, 2018

 

TO:                                          Board of Mayor and Aldermen

 

FROM:                                          Eric Stuckey, City Administrator

                                          Special Events Advisory Team

                                          

SUBJECT:                                          

title

Consideration of Special Event Permit for the Pilgrimage Music and Cultural Festival at the Park at Harlinsdale Farm To Be Held September 20 - 22, 2019 and 2018 Pilgrimage After Action Report.  Continued from 11/27/18; 12/11/18 WS)

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Purpose

The purpose of this memorandum is to outline recommendations for the Pilgrimage Festival at Harlinsdale Farm. 

 

Background

Pilgrimage Foundation has requested renewal of their special event permit for the Park at Harlinsdale Farm.  This would be the fifth year for the event. 

 

In 2018, the event experienced its first severe weather incident.  This incident caused an evacuation and, eventually, cancellation of the event.  Even with plans in place for this type of scenario, there were many lessons learned.  Over the last couple of months, staff has met several times with Pilgrimage organizers.  There have also been several staff-only meetings.  We are in the process of finalizing the After-Action Report which will contain a complete evaluation of the event, including the evacuation, as well as recommendations/requirements.

 

Pilgrimage has agreed to work with staff on issues including (but not limited to) fewer ticketed attendees, modified onsite parking, better management of shelters, and improved communications to attendees.

 

Recommendation

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Staff recommends approval of the permit and will continue to work through the After-Action Report with the applicant to outline specific requirements for the event.