DATE: April 9, 2019
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 October 5, 2019 at Eastern Flank Battlefield Park. (04/23/19 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 Eastern Flank Battlefield Park for their annual Heritage Ball. The applicant has requested the use of the park from September 27th - October 8th. Estimated attendance is 890.
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
• All coordinating regarding the event, including fees and pre-event site meetings, will be done with the Programming Division at the Parks Department.
• Applicant will call 811 (“Call Before You Dig”) before placing any stakes into the ground.
Risk Management:
• Applicant will provide certificate of insurance with liquor liability naming the City as additional insured. COI must cover all days applicant is on the property.
• Any hired providers must have insurance covering their activity, equipment and service, naming the city as additional insured. Insurance needs to include the entire time from set up to breakdown.
Police Department:
• Applicant will hire recommended number of extra-duty Franklin Police Officer to provide security and traffic control.
Sanitation and Environmental Services Department:
• Parks Department will supply roll-out trash receptacles.
• Applicant will lease two dumpsters from the Sanitation and Environmental Services Department
• Applicant will provide volunteers to pick-up any trash associated with the event.
Fire Department:
• Tents require permit and inspection from the Franklin Fire Department.
• Generators must be located 20-feet from tents and isolated from contact with the public.
• There must be a 20-foot separation from tents occupied by the public and any cooking operations.
• Propane tanks 500-gallons or less must be kept 10-feet from tents.
• For any tent larger than 20 x 20, provide the following:
o Flammability certificate
o Staking diagram
• For any tent larger than 30 x 30, provide the following:
o Proposed layout showing placement of fixtures and means of egress.
o Show locations of fire extinguishers
• Provide flammability information on any hanging draperies or other materials used for decoration.
Building & Neighborhood Services Department:
• It will be necessary to pull an electrical permit and have an inspection for this event.
• Make sure all power cords and outlets have GFI protection and that all male female cord connections are elevated off the ground.
Revenue Management:
• Applicant must obtain a Beer Permit from the City’s Beer Board.