TO: Mayor Robert J. O'Connor
FROM: Gina Moga, Special Events Manager
DATE: March 16, 2017
SUBJECT:title
Requesting permission to change logistics and services for L.I.F.T.'s Aurora's Harry Potter Festival taking place on July 30, 2017 (17-00046), approved by City Council on February 28, 2017.
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PURPOSE:
Event organizers are looking to expand the festival area due to the increased estimated attendance, number of participating vendors and expanded activities.
BACKGROUND:
Event organizers have been monitoring social media, and with the festival more then four months out there are over 2,500 RSVP's and over 12,000 people who have expressed interest in attending. This is obviously garnering massive interest, as Harry Potter festivals do all around the county and could easily have 5,000 in attendance.
DISCUSSION:
Because of this interest, more vendors are looking to participate and organizers are looking to close Downer from Broadway to Stolp and Stolp from Downer to Galena. This is in part for public safety. That number of attendees cannot safely fit on the sidewalks and comingle with traffic.
Event set-up would be 7:00 am to Noon with event hours from Noon to 5:00 pm. Clean-up from 5:00 to 8:00 pm. There is no admission charge, however some vendors will be charging for their activities. Downtown businesses are being encouraged to participate and festival organizers are willing to work with them individually to identify the best fit.
IMPACT STATEMENT:
The following additional City services are requested:
Street Department: Barricades for street closures
Electrical: Access to power along the event site
MVPS: Access to the lot at the SW corner of Benton and Water for vendor parking. Access to all city lots and street parking.
Special Event staff will be on site for the duration of the festival
Event organizers are responsible for the following:
Place no parking signs on all light poles along festival location
Close and open all streets at specific ...
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