CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the 2020 Special Events calendar and designate the calendar as closed
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DEPARTMENT: City Clerk's Office
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 2020 calendar was compiled based on applications received 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. City staff will begin scheduling logistics meetings in January to review routes, staffing levels, traffic control plans, and gather stakeholder input. The City Council will have the opportunity to review specific details for individual events at regularly scheduled meetings throughout the year.
DISCUSSION:
The Special Events Team
This is a multi-departmental (Clerk's Office, 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
In 2018, members of the Special Events Team performed a comprehensive review of how events are evaluated and categorized. The Team decided to eliminate the "major" and "minor" event designations as they are no longer relevant to the departments.
Instead, the group created department specific criteria for each event and assigned 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 included, but was no...
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