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Allard, Tina <br /> From: Debbi Rydberg <Debbi @elkriverchamber.org> <br /> Sent: Wednesday, May 15, 2013 3:04 PM <br /> To: Mayor John Dietz; Portner, Cal;Allard, Tina; pmotin;Westgaard, Matt; <br /> bburandt @elkrivermn.gov; swilson @thebankofelkriver.com <br /> Subject: Special Events Policy <br /> City Council, Cal Portner &Tina Allard: <br /> I applaud the effort of city staff in working toward a comprehensive special events policy. I understand that at <br /> a time when events seem to be blossoming in our community, that it is important for city staff to get a handle <br /> on their response to requests for assistance. Many of the provision of this draft policy are excellent and help <br /> to ensure public safety and smooth operation of the event. Coordination of services provided is central to a <br /> well-run event. <br /> As a 15 year veteran of community events and a Certified Festival Manager, I do have a few concerns that I <br /> wanted to bring to your attention for consideration before the policy is passed by the council. <br /> 1. Throughout the policy it is very unclear how it will be determined which City services will be offered <br /> and what if anything will be the charge. Is the fee an application fee, a user's fee or reimbursement to <br /> the City of Elk River for their expense in assisting with the event? Addressing this now will help to <br /> alleviate confusion and manage expectations of both parties. <br /> 2. Identifying the event planner at the event, while important, it is not necessary to issue a city <br /> identification badge. Many events have their own identification of volunteers and staff. The <br /> enforcement personnel need contact information, such as a cell phone number, but a badge seems <br /> unnecessary. <br /> 3. While it is best practices at very large events that an information booth is available, unless the City of <br /> Elk River is running the event, it really isn't their call to require it. It most certainly can be a <br /> recommendation. <br /> 4. The provision of space for outreach activities also falls under great recommendations, but probably <br /> not something the City wants to dictate to each organization or event planner. Event organizers are <br /> taking on the cost of promotion and creation of an event, if the City needs space then they need to <br /> consider remuneration just as any other participant would. If a community outreach booth does not <br /> enhance the purpose and goals of the organization or their event, it should not be a requirement by <br /> the city in exchange for their services. <br /> 5. Sponsorship for an event is a negotiated item and again should be left to the discretion of the event <br /> organizers. Offering city services as an in-kind sponsorship instead of a paid service is certainly a great <br /> idea that will create a win-win scenario, however requiring that every event that takes place within the <br /> City limits names the City of Elk River as the presenting sponsor, is just not fair to any organization, or <br /> to the City. Best practices among event planners is that in-kind services are recognized either in their <br /> own category or on a 2:1 ration with cash sponsors <br /> 6. Consider adding back community event information on the Cable channel. It is my understanding that <br /> this is a community access channel and as such, event promotion, within guidelines is an appropriate <br /> use. <br /> I would be more than delighted to help council and staff as they work toward creating a policy that supports the <br /> needs of the City and the needs of event organizers. Please do not hesitate to contact me with any questions or <br /> concerns. <br /> 1 <br />