CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Consider re-opening the 2018 Special Events Calendar to Approve the Festa Italiana Event scheduled for Friday, August 3 - Sunday, August 5, 2018 at the Naper Settlement.
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DEPARTMENT: City Clerk’s Office
SUBMITTED BY: Dawn Portner, Special Events Coordinator
BOARD/COMMISSION REVIEW:
On November 7, 2017, The City Council approved the 2018 Special Events Calendar and designated it as closed to all new major events.
BACKGROUND:
Each year, the Special Events Team reviews all applications, sets the calendar and recommends Council grant preliminary approval for the events. The Team, including representatives from the Naperville Park District, Downtown Naperville Alliance, and Edward Hospital, makes this recommendation based impact to core services, effect on residents and business, date requested, and overall number of major events.
After the annual calendar is approved and designated as closed, all organizers requesting a major event must meet with the Special Events Team, receive a recommendation, and petition the City Council to re-open the calendar and add the event. An event is categorized as “major” if it requires one or more of the following items: street closures and traffic control plans, use of city-owned property, a liquor license, and/or on-site City staff resources.
DISCUSSION:
Star Events and Naperville Settlement are planning Festa Italiana for August 2018. It will feature a number of attractions including local restaurants and chefs, artisans, children’s activities, cooking demonstrations, a wine garden, and musical talent. The event is expected to draw more than 10,000 guests to Naper Settlement over three weekend days. Proposed hours for the event were submitted are as follows:
• Friday, August 10 - 5:00 p.m. - 10:00 p.m.
• Saturday, August 11 - 12:00 p.m. - 10:00 p.m.
• Sunday, August 12 - 12:00 p.m. - 9:00 p.m.
The Special Events Team met with representatives from Naper Settlement and Star Events on January 15, 2018 to discuss preliminary logistics. The India Day Parade and celebration are scheduled for August 12. Unfortunately, due to its proximity to Naper Settlement, set-up and associated road closures over the weekend, and City resources necessary to support India Day, the Special Events Team did not approve Festa Italiana. The Team proposed alternate dates based on resource availability and approved events on the calendar.
Star Events and Naper Settlement suggested moving the event to August 3-5. The Make Music Naperville, Sprint Triathlon, and the Emergency Car Show events are also scheduled that weekend. While this weekend is not preferred, the Special Events Team requested Festa Italiana delay the Sunday opening to 2:00 p.m. to ensure the Sprint Triathlon, as well as the Emergency Car Show, have concluded and all traffic control measures have returned to normal. Star Events and Naper Settlement have agreed to this request. The revised dates and hours for the event stand as follows:
• Friday, August 3 - 5:00 p.m. - 10:00 p.m.
• Saturday, August 4 - 12:00 p.m. - 10:00 p.m.
• Sunday, August 5 - 2:00 p.m. - 9:00 p.m.
Downtown Naperville Alliance Recommendation
The Downtown Naperville Alliance (DNA) is a member of the Special Events Team and a representative was present at the January 15 meeting. Given the size and scope of the event, the impact to local businesses, parking implications, and the Hotel Indigo schedule the DNA does not support re-opening the calendar and approving Festa Italiana.
Consideration
Staff recommended closing the special events calendar due to the overall number of events and ability to provide city support services. If the application had been submitted for this event during the annual review process, the Special Events Team would have, at a minimum, requested the event be moved to another month because of the other major events in the downtown area. This application was submitted after the approval of the special events calendar.
Staff recognizes Star Events’ financial commitment to Festa Italiana and the flexibility shown regarding changing the dates and times of the event. City services for the event are anticipated to be similar to Naper Nights and can be provided to Festa Italiana.
The City Council and Naperville Settlement will be hosting a joint workshop on April 9th. Staff recommends that special events planning/scheduling as well as the impact of events on the community (including downtown parking) are agenda items for the workshop to ensure that event organizers, the City and downtown are not put in this position again.
FISCAL IMPACT:
Star Events will be billed for all City Services required to support this event.