Title
The Orland Park Area Chamber of Commerce - Summerfest Special Event Permit
History
The Orland Park Area Chamber of Commerce has submitted a special event permit to host the 2024 Summerfest in the Centennial Park 153rd Street parking lot. Summerfest plans include a carnival, big tent, beer & food sales, live music and car show. The event is planned to take place June 14, 15 & 16, 2024.
The proposed schedule is as follows:
Friday June 14, 2024
1:30p - 4p Sensory Carnival Hours
5p - 11p Carnival and Vendors Open
5p - 6/6:15p Andrew Scott Denlinger
6:30p-8p Saving Grace
9p - 11p Sparks Fly: A Taylor Swift Tribute
Saturday June 15, 2024
12p - 11p Carnival Open & Vendors
12p - 4p House of Music Bands/Students
4:30p - 6p Ramzi & the Loafers
6:30p - 8p Who Dat Dere Band
9p - 11p Kashmir: A Led Zeppelin Tribute
Sunday June 16, 2024
12p - 9p Carnival Open & Vendors (12p - 9p)
12p - 2:30p DJ and Family Fun (12p - 2:30p)
1p - 4p Car Show (1p - 4p)
3p - 4:30p The PriSSillas (3p - 4:30p)
5p - 6:15/6:30p Of Perception: A Doors Tribute (5p - 6:15/6:30p)
7p - 9p The Neverly Brothers (7p - 9p)
In addition to the above listed activities there will be carnival concession foods and five to ten local food vendors. Basset certified volunteers and OPACC Board will serve beer and alcoholic seltzer beverages. Specialty drinks will be sold by Coach's Corner bartenders.
Event Logistics
~Carnival set-up will begin: Monday, June 10, 2024 (time TBD) and be struck on Monday, June 17, 2024 (time TBD).
~Stage/Sound/Lights by Sound Works. Equipment, stage delivery and set-up will begin 6/14 at 1 pm; tear -down will be on 6/16 beginning after the last concert concludes (approximately 9 pm).
~Dumpsters: Provided by Waste Management.
~Porta-potties and handwashing stations by Service Sanitation.
~The Village will provide trash barrels. The OPACC will be responsible for providing trash can liners, emptying trash and maintaining the grounds throughout the event.
~A custodial firm will be hired to clean throughout the event and at the conclusion of the event.
Health Requirements
Each food vendor must complete a temp food service application that includes the layout of their booth. Each food vendor is required to have an inspection - if it is scheduled during normal business hours there is no additional fee. If it is after hours, then $300.00 is required for the inspection.
Building Division Requirements
~All tents greater than 400sf must provide the following:
~Flame Resistance Certification
~Designate areas as non-smoking
~4A 60BC Fire Extinguisher no higher than 48' above ground
~May not obstruct fire lanes, hydrants etc.
~Aisle widths - 24" minimum for employee areas; 44" for public areas
~Anchored Properly
Generators will be provided by Altorfer-CAT. The quantity of generators is based upon the final ride count and will require a Village permit.
Liquor License
Class G-10 License - Temporary Village Property License - Public A Class G-10 Temporary Village Property license may also be issued to entitle the licensee to conduct an event of no more than five (5) consecutive days open to the public on Village property at which event alcoholic liquor will be sold or served and consumed on the designated premises.
Required Application Fee: $275.00
Insurance Requirements
Required General Liability Insurance $2 Million per occurrence
Liquor Liability Insurance Minimum Limit $2 Million
Hold Harmless Agreement
Orland Fire Protection District
Will inspect with Building Division to ensure egress paths are maintained. The OPFD will maintain a presence throughout the event to respond to emergencies and provide first-aid.
Controlled Access to the Grounds
Similar to the Taste of Orland Park and the Summer Concert Series in the past, fencing (6’ chain link) will be erected around the site. This fencing will allow access points to be controlled to the grounds. These access points will have metal detectors (the purpose of these detectors is to check for weapons on a person, which are not detected during a bag check) and will need to be staffed by non-police, trained security personnel to include bag checks. A signed agreement from a security company will need to be provided in advance to the Village for review and approval.
Youth Supervision Policy
Adult supervision is required for individuals under the age of 17. Wristbands will be issued to individuals 12 - 17, 18 - 20 and 21+. Individuals 18 and older may supervise those 17 & under. Those under the age of 12 will not be wrist-banded. Each wristband will be a different color each day. Wristbands will be issued by OPACC volunteers and the contracted security firm. No wristbands will be repeated on any given day.
Signage
Signs will need to be posted at all entrances with items that are prohibited from being brought into the grounds.
Beer Tent
The entire event will be fenced and ages will be checked upon entrance with those over 21 given a wristband; No other areas will be fenced.
Officer Staffing
The Village of Orland Park does not take the security and planning of these events lightly. Staffing levels are the same as the Taste of Orland and other similar events. One police supervisor is required on site each day from open to close. There will be 5 officers on site all hours each day. Additional personnel may be added based on needs.
Traffic Concerns/Staffing
Recommendation of (7) CSO on site from open to close.
Three at the Metra entrance on 153rd Street
Two at Park Station Blvd.
Two at the Centennial West parking lot
No recommendation of street closures.
The Village of Orland Park is sponsoring certain portions of the event to help the success and safety of Summerfest. The Village has offered to cover a portion of the cost of police officers as depicted in the attached safety plan. Six-foot fencing will be erected around the site, the Village's Communications and Marketing Department will be promoting the event on all Village social and print media and the Village will cover the cost of the metal detectors.
Inspections Scheduling
The Chamber will schedule inspections of the tents, stage, generators and general site requirements with the Village of Orland Park Building Division and the Orland Fire Protection District. Inspections will begin as early as the week of the event but will be dependent on the when the setup is scheduled. All grounds will be inspected for the minimum level of safety prior to the event opening to the public.
The Orland Park Area Chamber of Commerce is requesting that the Village approve the event contingent upon meeting all applicable Village requirements and providing appropriate documentation.
Financial Impact
The cost of the services provided by the Village is estimated at $50,000. A budget adjustment will be required to account for the necessary funds. The Village has the potential to gain back $25,000 based on how much profit the event earns.
Organizers will be subject to all permit, staffing and rental fees applicable to the production of this event.
Recommended Action/Motion
I move to approve permitting the Orland Park Chamber of Commerce to host the 2024 Summerfest Event on June 14, 15 & 16, 2024 at the Centennial Park utilizing the east parking lots contingent upon meeting all the Village's permitting requirements, payment of fees and inspections.