CC MEETING: June 9, 2020
DATE: June 2, 2020
TO: Erin Rinehart, City Manager
FROM: Kelli Lewis, Marketing Director
Title
Consider A Resolution Authorizing The City Manager To Amend The Contract With Event Production Services LLP (EPS) For Festival Talent & Production Services To Postpone The 2020 Festival At The Switchyard.
Body
BACKGROUND:
The City has made the difficult decision to cancel the 11th annual Festival at the Switchyard. While the event was not scheduled to take place until November 7, planning for the event takes a full year, and due to the uncertainty of the COVID-19 pandemic and subsequent budget concerns, it would not be wise to plan for a Festival that could potentially put the public’s health at risk, and continue to spend resources on an event that typically draws more than 40,000 people within a tightly confined site map, and therefore may not be safe to hold.
FINANCIAL IMPLICATIONS:
Postponing the 2020 Carrollton Festival at the Switchyard at this point in the contract means all production costs will be averted for the 2020 year. All deposits and management fees for work already performed for the 2020 event include $8,000 deposit and up to five months of eligible monthly management fees for a total of $13,000. EPS will not be charging any other fees for the 2020 event.
IMPACT ON COMMUNITY SUSTAINABILITY:
This decision helps to ensure that City resources can remain fully focused on delivery of critical services throughout the duration of the COVID-19 situation, while simultaneously helping to protect the health and wellbeing of Carrollton residents, visitors, and staff.
STAFF RECOMMENDATION/ACTION DESIRED:
Staff recommends approving a resolution to amend the 2018 contract for Festival at the Switchyard to cancel the 2020 event, but allowing the contract to remain in effect for the remainder of the term and 2021 Festival.