CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the 2021 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 2021 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. Upon approval, City staff will begin scheduling logistics meetings 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.
As was done in 2020 in response to COVID-19, events will be modified to ensure a safe celebration.
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, the Special Events Team 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 not limited to, such criteria as staffing levels required, expected attendance, parking impact, length of event, footprint of event...
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