Centre Wellington councillors had no issue with Riverfest’s request to host its 3rd Annual Ice Jam Music Festival on March 5 in Bissell Park.
However, there were a few concerns raised that the township was the last to know about it – especially since the new venue is on municipal property.
Managing director of community services Brian Detzler offered a report to Centre Wellington’s committee of the whole on Feb. 2.
He also introduced Jon Ralston, a Riverfest/Lot 18 Productions Inc. event organizer.
Detzler said this year Ice Jam sought to relocate the event from the Pearle Hospitality property to Bissell Park.
“In order to do that they require permission from council,” said Detzler.
The township also needed to designate Ice Jam as a municipally significant event in order for organizers to apply for a liquor licence to sell alcohol.
Lot 18 Productions is a local organization that has held two previous Ice Jam music festivals in 2013 and 2014 at the Elora Mill property.
This year officials plan to erect a performance tent in the east parking lot area at Bissell Park.
Lot 18 Productions hosts the public ticketed event with the assistance of Riverfest volunteers and they adhere to all applicable local and provincial requirements, Ralston explained.
“We know that could do this at the Elora Mill for one more year, but moving forward we will not be able to,” he told council.
As a result the decision was made to move the event.
He noted Bissell Park already has a connection with the event, being the location of the summer venue – Riverfest Elora.
“What we would be doing is placing as massive tent in the eastern parking lot of Bissell Park – so that grass in the park would be unaffected. Everything would be on top of the crushed stone/gravel parking lot.”
Ralston said the licensed area would be within the tent and possibly a small area where the food vendors would be located.
“Essentially it’s just a huge tent over the gravel parking lot.” He estimated the tent to be 60 feet by 150 feet.
Ralston said the event would be self-supporting in terms of services.
“We would be bringing in our own power, water, grey water tanks, etc.,” he said.
A letter from Riverfest director Shawn Watters added, “Bissell Park also provides additional opportunity for winter events such as ice skating, the use of the KIPP ovens and snow sculpturing.
“The park location is all within walking distance of downtown which is tremendous value to our event.”
Detzler stated his report noted a number of items he would like to see covered off from Centre Wellington’s perspective.
He also advised council “we came across this rather late in the process.”
His report stated that on Jan. 25, community services became aware through social media that the Ice Jam event scheduled for March 5 was being promoted to take place in Bissell Park.
“Upon checking our booking system we were surprised that the event was being promoted through social media at Bissell Park, even though we had not received any request from event organizers to secure this venue,” said Detzler.
Staff contacted the organizers to obtain clarification of this information and on Jan. 26 received a letter requesting the use of Bissell Park to host the all-ages event.
Detzler said the organizers have stated they are going to do their best to ensure this situation does not happen again.
“But it did catch us off guard,” Detzler said.
He noted the Alcohol and Gaming Commission of Ontario will require specific details and compliance from Lot 18 Productions with items to ensure public safety.
As well, organizers are required to comply with the Centre Wellington Municipal Alcohol Policy and provide liability insurance of $2 million to the township.
Event organizers are also responsible to obtain and pay for the appropriate police presence and professional security for the event.
Volunteers will set up and clean the area in a timely manner.
Detzler said, “Being as the event is of a musical nature, obviously noise will be generated during the event.
“Event organizers are expected to make personal contact with residents adjacent to Bissell Park to make them aware of the event.”
He also added Lot 18 Productions is responsible to facilitate and pay a rental fee of $1,361.
Detzler added that additional required services will be delivered at cost recovery.
Mayor Kelly Linton wanted to ensure the municipality would be recouping its costs.
Detzler said the rates listed are the posted rates charged for events in Bissell Park.
Council agreed to allow the event in Bissell Park.
