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Home My WebLink AboutA001 - Council Action Form dated January 28, 2025ITEM #:6 DATE:01-28-25 DEPT:ADMIN SUBJECT:REQUESTS FOR CAMPUSTOWN SHOWDOWN COUNCIL ACTION FORM BACKGROUND: The Grand Drives, LLC is requesting to hold a cattle show in Campustown on April 26, 2025. Event organizers began holding the same model of annual event in Manhattan, Kansas in 2021 and now seek to expand into other communities. The purpose of the show is to celebrate American beef producers, while advancing exhibitors’ and the public’s knowledge about the livestock industry. The event consists of activities in two areas: 1) A cattle show will take place in the Hansen Agricultural Student Learning Center, and 2) a grand drive (a show of selected cattle in different categories) will occur on the 200-block of Welch Avenue in Campustown. For the grand drive, a portion of the street will be used for vendors, a stage featuring live music and a fashion show, and the show arena. An area of Welch Avenue south of Hunt Street will be used for loading and unloading cattle from the trailers that transport them to and from the Hansen Center. Only six animals will be in the show arena at a time. The event is scheduled to begin at 6:30 p.m. and conclude by 11:00 p.m., with clean-up complete by 11:45 p.m. Organizers first contacted City staff in summer 2023 to explore the possibility of hosting this event. On July 7, 2023, the event organizers met with City staff to discuss event details. At that time, a site tour was conducted with representatives from the Ames Chamber of Commerce, Discover Ames, and City s t a f f . Following the review of a Special Event Application and Public Safety and Event Management Plan by City staff, the City Council approved the 2024 version of this event at the January 23, 2024 City Council meeting. However, the event did not proceed in 2024 due to a shortfall in funding. Since that time, event organizers have remained proactive and stayed in communication with City staff. Organizers indicate that they have now received sufficient funding to proceed with the event in 2025, so a Special Event application was submitted for review. Staff met with the organizers on January 13, 2025, to review the proposed event plans, which are substantially similar to the proposal approved by Council in 2024. The applicant is requesting closure of Welch Avenue from approximately 100 feet south of Chamberlain Street to Knapp Street, and Hunt Street from Chamberlain Place to Welch Avenue, between 11 a.m. and 11:45 p.m. on April 26, 2025. Local traffic will be facilitated into and out of the route that is closed for trailering the animals at times when loading and unloading are not actively occurring. The event requires the closure of 30 parking meters which results in an estimated loss to the Parking Fund of $150. Applicants are requesting access to City-owned electrical outlets ($10) and a blanket Vending License ($50). Staff will invoice the applicant for these costs. Organizers indicated that carpeting will be placed on the street in the show arena. Once the show concludes, the carpeting will be rolled up and transported offsite for cleanup. 1 Although the 200-block of Welch Avenue is anticipated to be reconstructed beginning this year, Public Works staff has confirmed that the construction is not anticipated to begin until after the time this event would occur. PUBLIC OUTREACH: The event has received a letter of support from the Ames Regional Economic Alliance. Event organizers indicated that they have sent emails to affected businesses regarding the event plans. Organizers have also indicated that they will provide information door-to-door to affected businesses and residents in the area, notifying them both of the date of this Council meeting and the date of the event. ALTERNATIVES: 1. Approve the requests for the Campustown Showdown as described above. 2. Do not approve the requests. CITY MANAGER'S RECOMMENDED ACTION: The Campustown Showdown provides an opportunity to attract visitors to the Campustown District for a unique experience. The events include a cattle show, fashion show, live music, and local vendors. The applicant has provided all necessary documentation supporting their requests. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No. 1 as described above. ATTACHMENT(S): Campustown Showdown Event Permit Letter of Support - 2025.docx Special Event Application - 2025 Campustown Showdown - PEAK.pdf 2 AmesAlliance.com 515.232.2310 304 Main Street Ames, Iowa 50010 December 20, 2024 John Haila, Mayor City of Ames 515 Clark Avenue Ames, IA 50010 RE: Campustown Showdown Event Permit Request Mayor Haila, I am wri?ng to express my enthusias?c support for The Grand Drives, LLC's Campustown Showdown event scheduled for Saturday, April 26, 2025. I believe that this unique event will bring immense value to our community and contribute to the vibrant atmosphere of Campustown. The proposed event, set to take place on the streets of Campustown, par?cularly the 200 block of Welch Avenue and Hunt Street between Chamberlain Place and Welch Ave, promises to be an exci?ng and engaging experience for residents and visitors alike. The planned ac?vi?es, such as the Ca?le Show (Grand March), Fashion Show, Vendors, and Music, showcase a diverse range of a?rac?ons that will undoubtedly appeal to a broad audience. One aspect that stands out is the eﬀort to educate the community on agriculture. The inclusion of educa?onal components aligns with our city's commitment to fostering awareness and understanding of various industries, and it reﬂects posi?vely on the organizers' dedica?on to providing a well-rounded experience for a?endees. Furthermore, I appreciate The Grand Drives, LLC's decision to extend the event's impact beyond the streets of Campustown by hos?ng related events at the Hansen Ag Center on the day before and a?er the Campustown Showdown. This demonstrates a comprehensive and though?ul approach to community engagement and involvement. The Campustown Showdown has the poten?al to showcase our city in a posi?ve light, a?ract visitors, and enhance the overall quality of life for residents. I respec?ully request that you grant the necessary event permit for the Campustown Showdown, and I look forward to witnessing the posi?ve impact it will have on our community. Thank you for your ?me and considera?on. Sincerely, Daniel A. Culhane, President & CEO Ames Regional Economic Alliance 3 1 For Office Use Only Documents Received Date: ____________________ ___ Completed Application ___ Fireworks Application ($25 fee) ___ Insurance Certificate ___ Public Safety & Event Management Plan ___ Site Plan/Route Map ($25 fee) (Road Race) ___ Vendor List ($50 fee/each) ___ Parking fees Special Events Meeting Date ____________________ Time ____________________ Room ___________________ Documents Sent: ___ Alcohol License ABD ________________ ___ Fireworks Permit ___ Road Race Permit ___ TOP ___ Vending Permit ___ Other ________________ Departments Included ___ City Manager: Brian Phillips and Tasheik Kerr ___ CyRide: Jenny Bethurem or Rob Holm ___ Electric: Mark Imhoff ___ Fire: Jason Ziph or Rich Higgins ___ Parks & Rec: Craig Kaufman or Joshua Thompson ___ Public Works: Brad Becker or Dave Cole ___ Police: Tom Shelton or Mike Arkovich ___ Water: Heidi Petersen ___ Risk Management: Bill Walton CAA: Sarah Dvorsky AMS: Sarah Dvorsky ISU: Events Authorization Committee City Council Meeting Date _____________________ ___ Added to Agenda with CAF Approved Y N Reminder Date ____________ SPECIAL EVENT APPLICATION Applications received less than thirty (30) days before the event may not be processed by the City in time for the event and will automatically be denied. Each application is viewed as a new event regardless of previous occasions. Event Name Location/Address Region (Select one or more) Ames Main Street (Downtown) Campustown District Iowa State University Property City Parks Other (please explain) Please note that events occurring in the Downtown, Campustown, in City parks, or on ISU property require prior approvals. A letter of support will be required from CAA if the event occurs in Campustown or from Ames Main Street if the event occurs in Downtown. Please contact the appropriate office well in advance: Downtown - Ames Main Street: (515) 232-2310 Campustown Action Association: (515) 232-2310 ISU - Events Authorization Committee: (515) 294-1437 director@amesdowntown.org sarahd@ameschamber.com eventauthorization@iastate.edu TIMELINE Detailed Description of Event Activities (written overview of event and what’s going to happen) Event Ends Date Time M T W R F Sa Su Teardown Complete Date Time M T W R F Sa Su Event Category Concert/Performance Farmer/Outdoor Market Other (please explain) Athletic/Recreation Exhibits/Misc. Festival/Celebration Parade/Procession/March Rain Date Rain Location Yes No Is this an annual event? If yes, how many years? Setup Event Starts or Kevin Gries Campustown Showdown Welch Ave - Chamberlain St. to Knapp St. 4 4/26/2025 11:00 am 4/26/2025 6:30 pm 4/26/2025 11:00 pm Grand drive event for national cattle show. The grand drive, selection of champion market and breeding heifers, will occur within a confined area and created by a temporary gate system. Additionally, live music and a fashion show will take place on a stage near the paneled arena. 4/26/2025 11:45 pm 4 4 4/26/2025 Hansen Center 4 2 CONTACTS State Zip Code Cell Phone Cell Phone Sponsor/Applicant Name Address City Daytime Phone E-mail Alternate Contact Name Daytime Phone E-mail ATTENDANCE Anticipated Daily Attendance Yes No Is this event open to the public? Is your event being held in conjunction with another event (e.g. Farmers' Market, 4th of July, etc.)? If yes, please list: ORGANIZATION STATUS/PROCEEDS For-Profit Bona Fide Tax Exempt Nonprofit Yes No Are patron admission, entry, or participant fees required? If yes, please describe and provide amounts: Are vendor or other fees required? If yes, please provide amounts: Percentage of net proceeds going towards fundraising % Percentage of net proceeds going towards for-profit entity % SECURITY Ames Police Department 24 hour non-emergency phone number: 515-239-5133 Please complete the course at https://www.crowdmanagers.com/training for crowd management training. Yes No Have you hired a professional security company to develop and manage your event’s security plan? If yes, please fill out the following information: Security Organization State Zip Phone Address City Email Christian Calliham 5100 Zeandale Rd Manhattan KS 66502 785-443-1569 785-443-1569 christianc@thegranddrives.com Celine Beggs-Shoemaker 515-294-8617 641-344-8209 celines@thegranddrives.com 800 The rest of the show will take place at the Hansen Center 4 $200 0 100 Contract individuals with security experience. 5