CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the 2023 Special Events Calendar and designate the calendar as closed
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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 2023 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.
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 ser...
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