DATE: August 26, 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 Dickens of a Christmas sponsored by the Heritage Foundation on December 14-15, 2019 in Downtown Franklin. (WS 9/10/19)
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Purpose
The purpose of this memorandum is to outline recommendations for the Dickens of a Christmas Event.
Background
The Heritage Foundation/Downtown Franklin Association has requested street closures for the annual Dickens of a Christmas event (December 14-15). The applicant has requested the closure of Main Street from First Avenue to Fifth Avenue. Times for the event are 10 a.m. - 7 p.m. on Saturday and 11 a.m. - 4 p.m. on Sunday. Estimated attendance is 60,000.
Recommendation
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Staff recommends approval of the event application with the following recommendations:
• Applicant will provide a $1,000 refundable damage deposit to City prior to event.
• Applicant will provide a Good Neighbor letter which will be distributed to affected neighborhoods.
• Applicant must notify Harpeth Square that there is no vehicle outlet from the hotel to Main Street during the event.
• Applicant will provide at least one portable restroom trailer to be available for attendees. City will provide water and electricity for the trailer.
• Carriage Rides, if included as part of the event, will be at Franklin Grove and not within the street closure.
Risk Management:
o Applicant will provide certificate of insurance naming the City as additional insured.
o Any accidents or injuries occurring during the event should be reported to City representatives immediately.
Streets Department:
o Department will close the City Hall quadrant of the Square and Fourth Avenue (N & S) at 5 a.m. on Friday, December 13th.
o Department will place signs “No Parking after 3 p.m.” on Friday, December 13th.
o Department will set-up closure and provide barricades beginning at 8 p.m. on Friday, December 13th. Closure includes Main Street from First Avenue to Fifth Ave.
o Applicant or designee will stay present at event until all vendors are gone.
o Department will provide clean-up crew after the event.
Police Department:
o Applicant will hire required number of extra-duty Franklin Police Officers to provide security and crowd control.
o Applicant has requested amplification on stages at the following locations for the permitted area:
o Stage on the Square
Pursuant to Franklin Municipal Code Section 11-403(3), these are the only locations at which amplified sound will be permitted during this event.
Building & Neighborhood Services Department:
o Electrical permit will be required.
o No stakes should be placed in ground at City Hall (Third Avenue South)
Sanitation and Environmental Services Department:
o Department will provide clean-up crew during event.
Fire Department:
o Contact Franklin Fire Department for Tent and event inspections.
Water Management Department:
o Taps will be placed on hydrants at:
o Fourth & Main
o Third Ave. South at Square