CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the 2022 Special Events Calendar and designate the calendar as closed
body
DEPARTMENT: Community Services
SUBMITTED BY: Dawn Portner, Special Events Coordinator
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Special Events calendar is a tool to assist in the planning and preparation of the many annual events that are held in Naperville. The 2022 calendar was compiled based on applications from event organizers as well as the Special Events Team scoring criteria. As in previous years, staff is requesting the City Council grant preliminary approval for the dates and events listed. This will allow sponsors and organizers to proceed with planning. Upon approval, City staff will begin scheduling logistics meetings to review routes, staffing levels, and traffic control plans. The City Council will have the opportunity to review specific details for individual events at regularly scheduled meetings throughout the year.
As was done in 2021, in response to COVID-19, events will be modified to ensure a safe celebration.
DISCUSSION:
The Special Events Team
This is a multi-departmental (Community Services Department, Police, Fire, Public Works, Naper Settlement, Naperville Public Library, TED), multi-jurisdictional (Edward Hospital, Park District, DNA) group that evaluates applications, recommends the following year’s calendar, meets throughout the year with organizers to plan event logistics, and provides resources before, during, and after the event day(s).
Event Impact Scoring Criteria
The Special Events Team uses department-specific criteria for each event and assigns an “impact score” based on the information provided in the application and previous experience with the event. Scores ranged from zero to four by department and includes, but is not limited to, such criteria as staffing levels required, expected attendance, parking impact, length of event, footprint of event (including road closures), inspections, mutual aid potential, type of entertainment, community impact, and whether or not liquor is served.
The department scores were weighted and then divided by the aggregate score. Those events receiving a score of zero to one for either department or community impact were dropped from the calendar. This does not mean that the event will not occur, but rather because no City resources are necessary and permitting is minimal, the events will be managed administratively by the Community Services Department instead of requiring review by the full Special Events Team. Events receiving a score greater than one are on the calendar for approval.
New event for 2022
Juneteenth Celebration - Sunday, June 19
This inaugural event will be held at Rotary Hill and is sponsored by Naperville Neighbors United. Designed to commemorate Juneteenth, also known as Freedom Day, the event will include a celebration of Naperville’s diversity and performances by many community groups.
Approval of the 2022 Special Events Calendar
The calendar includes 33 events, for a total of 106 event days, from February through December that require City services and/or the closure of streets.
Fewer than 15 events, held primarily on sidewalks and not requiring excessive permitting or City staff support, are not listed and will be coordinated administratively by the Community Services Department.
In addition to approving the attached 2022 calendar, the Special Events Team is requesting the calendar be closed to all events that would receive an impact score greater than one based on the evaluation criteria outlined above.
Once the calendar is closed, the Special Events Coordinator will add event requests to a 2023 wait list. Events on the list will be reviewed in summer of 2022 during the annual application process. If an approved event is canceled prior to the summer of 2022, the Special Events Team will attempt to accommodate an event from the wait list.
If an organizer does not wish to be placed on the wait list, they will be directed to petition the City Council at a regularly scheduled meeting and an agenda item will be prepared for review with a recommendation from the Special Events Team.
FISCAL IMPACT:
N/A