HomeMy WebLinkAboutA035 - Requests from Ames Main Street for 515 Days on May 15-16, 2025ITEM #:36
DATE:03-11-25
DEPT:ADMIN
SUBJECT:REQUESTS FROM AMES MAIN STREET FOR 515 DAYS ON MAY 15-16,
2025
COUNCIL ACTION FORM
BACKGROUND:
Ames Main Street (AMS) plans to host “515 Days” from Thursday, May 15 through Friday, May 16.
This event was implemented by Ames Main Street in 2021 with the intention of celebrating area code
515 through a variety of activities each day, such as 515-themed specials in businesses and giveaways
to attract individuals to Downtown Ames. Additionally, this event is the first of a three part Ames
Summertime Series.
THURSDAY, MAY 15
The activities on Thursday May 15 include a beer garden, live music on Douglas Avenue, and a family
activity zone on Douglas Avenue. The events are free to attend. Organizers expect up to 1,000 people to
participate in the activities. To facilitate the Thursday activities, Ames Main Street requests the
following for May 15:
Closures of 5th Street from Burnett Ave through Douglas Ave, Kellogg Ave from Main Street to
5th St, Douglas Street from Main Street to 5th Street.
Use of City electrical outlets and waiver of fees for electricity (estimated loss to Electric Fund of
$5).
A blanket Temporary Obstruction Permit and a blanket Vending License for Downtown to allow
stores to display and sell merchandise and for food truck vendors. A waiver of the Vending
License fee is requested ($50 loss to City Clerk’s Office).
Organizers have hired 10 private security officers to check IDs and staff the event area. Wristbands will
be provided to those of legal age to consume alcohol. Ames Main Street staff and volunteers will
monitor the crowd and staff the road closures.
REQUEST FOR SUSPENSION OF ENFORCEMENT OF MUNICIPAL CODE 17.16:
Section 17.16 of Municipal Code makes a distinction between alcohol-licensed premises that function
more like a restaurant, with food sales making up the majority of the sales, and premises that function
as a bar, where alcohol sales are a majority of the business. For the former, minors may be in the
premises without a legal-age adult. For the latter, minors are not permitted without a legal-age adult
accompanying them. The Police Department relies on business records of transactions to make the
determination regarding whether minors would be allowed or not under the ordinance's criteria.
Event organizers have requested suspension of Municipal Code 17.16 to allow for event attendees
to carry their beverages throughout the event space. Typically for events of this type, since the
license holder sells the alcohol and separate vendors sell food and other items, and since no historical
pattern of sales can be evaluated for intermittent events, the alcohol sales have been treated like a bar--a
designated alcohol consumption area has been created using fencing, and those allowed in must either
be 21 years of age or older, or (if the organizers wish) a minor child accompanied by their legal-age
parent or guardian.
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Ames Main Street has requested the ability to license the entire event area as the premises for the event
and not be required to fence a separate beer garden area. This would allow attendees of all ages to move
freely throughout the event area. The alcohol license will be presented to the Council at a later date for
local authority approval.
The City has had a long history of requiring alcohol consumption for special events to occur in a
designated area without intermingling of legal age adults and minors. The concern from staff has
historically been the challenges observed with minors being able to obtain alcohol in establishments
that advertise or operate like a bar, but where just enough food sales occur to qualify for minors to be
allowed on the premises.
Staff discussed these issues with Ames Main Street and has developed a list of the specific
circumstances for the proposed event that the Council could consider to justify allowing a
suspension of Section 17.16 in this instance. It should be emphasized that other events in the
future, with circumstances outside of these described below, are not likely to receive staff support
to allow minors on the premises. The circumstances related to this event that may justify the
requested suspension of enforcement of Section 17.16 include:
1. The event includes entertainment and activities that are the focus of the event (alcohol
consumption is incidental to the event).
2. Food and non-alcoholic beverages will be offered in a meaningful variety. No distilled spirits are
involved.
3. The event is non-ticketed, intended to be family-friendly, and includes promotional materials that
suggest it as a family event.
4. It is organized by a locally established entity, with a track record of hosting events successfully
and with an interest in continuing to do so.
5. Private security is being hired for the event, in addition to volunteers to manage the event area.
6. The event is on a weekday night and will conclude by 9:00 p.m., placing the event entirely during
daylight hours. Evening civil twilight ends at 9:00 p.m. on May 14.
7. The event area is in a portion of the downtown that does not contain a significant number of other
alcohol-licensed establishments, minimizing the need to manage the area between licensed
premises to ensure alcohol does not travel from one premises to another.
The Thursday activities will require the closure of 76 metered parking spaces for 10 metered
hours, resulting in a loss of approximately $190 to the Parking Fund. Organizers have requested
that this amount be waived by the City Council. The Council's policy regarding the closure of
metered parking in an area less than an entire business district is to consider the waiver of such
fees on a case-by-case basis.
PUBLIC OUTREACH:
Organizers were asked to contact the businesses in the area where the Thursday event would take
place to inform them specifically of the proposed change to the event regarding alcohol. Ames
Main Street sent flyers to the entire listing of downtown businesses on four separate occasions
(two standalone emails and two mentions in the Business Bulletin). Additionally, Ames Main
Street forwarded the standalone emails to the businesses in the event area, and followed up with a
hand delivered paper notice. The notices indicated the proposed change regarding alcohol, the
proposed event date, and the date and time of the Council meeting where approval is to be
considered.
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FRIDAY MAY 16:
To facilitate the Big Bash in Bandshell Park, on Friday, May 16, Ames Main Street requests the
following:
Use of City electrical outlets in Bandshell Park and waiver of fees for electricity (estimated loss
to Electric Fund of $10).
As with the Thursday event, for the Big Bash in Bandshell Park, organizers have hired private security
to check IDs and staff the entrance/exit points to the beer garden area. Wristbands will be provided to
those of legal age to consume alcohol. Minor children will be permitted into the event area with their
legal parent or guardian, in compliance with the City’s existing ordinance pertaining to minors in
liquor-licensed establishments. Ames Main Street staff and volunteers will monitor the crowd.
The Council should note that for both of these events, the alcohol license application will be
submitted at a later date for Council consideration.
ALTERNATIVES:
1. Approve the requests for 515 Week as described above, including the requested waiver of fees.
2. Approve the requests as indicatED above, but require reimbursement for the blanket Vending
License, electricity use, and lost parking meter revenue.
3. Approve the requests as indicated above, but deny waiver of Municipal Code 17.16 for the event
area on Thursday, May 15.
4. Deny the requests.
CITY MANAGER'S RECOMMENDED ACTION:
515 Week provides an opportunity to attract visitors to Downtown Ames. The events include family
friendly activities and promotions that support local businesses. Given the small dollar amount and
number of parking spaces involved, staff believes it is reasonable to waive the parking fees for this
event, along with the other requested fee waivers.
Ames Main Street is a well-established local entity that has successfully hosted many events with
alcohol components in Downtown. With future event approvals subject to City staff review, the
organization has considerable incentive to ensure a safe, well-run event. Additionally, City staff
will document any issues or concerns observed and refer to it for any future requests from the
organization. Staff believes that the factors listed in the report above make a case to support a
waiver of enforcement of Section 17.16 of Municipal Code. If approved, staff would look to these
same factors in evaluating future requests for similar events. Therefore, it is the recommendation of
the City Manager that the City Council adopt Alternative No. 1 as described above.
ATTACHMENT(S):
05.15 515 Days LOS.pdf
2025 515 Days Special Events Application.pdf
515 Days Event Maps 2025.pdf
Alliance Letter of Support - 515 Day City of Ames.pdf
Discover Ames Letter of Support - 515 Days.pdf
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Travis Toliver, IOM
Executive Director
travis@amesalliance.com
304 Main Street, Ames, IA 50010 | 515.233.3472 | DowntownAmes.org
Ames Main Street advances and promotes Downtown Ames as the heart of the Ames community.
January 16, 2025
Mayor and City Council
City of Ames
515 Clark Ave
Ames, IA 50010
Dear Mayor Haila and Members of the Ames City Council,
Ames Main Street is planning to hold the 5th annual 515 Days event from May 15-16, 2025 in
Downtown Ames.
Developed in 2021, 515 Days has become a tradition in Downtown Ames and a way for us to
celebrate our area code. To celebrate year 5, we will host two days of activities
May 15 – Ames Summertime Event Series featuring live music and a food truck showdown
May 16 – Big Bash in Bandshell Park
Specific information about the event can be found on the included Special Event Application.
Additionally, we request the following:
• May 15
o Street Closures : 5th St from Burnett Ave through Douglas Ave, Kellogg Ave
from Main St to 5th St, Douglas St from Main St to 5th St
o Waiver of fees for: electric use in the event boundary, blanket vendor permit in
the event boundary, Temporary Obstruction Permit for the event boundary,
and the parking meter fees on the closed streets
o Suspension of enforcement of ordinance 17.16, minors on certain premises.
We would require minors to be present with an adult.
• May 16
o Use of Bandshell Park
o Waiver of fees for electric use, and blanket vendor permit in Bandshell Park
By bringing residents to Downtown Ames for attractions such as this, Ames Main Street is
able to fulfill its mission as a Main Street Iowa community and create an economically vibrant
downtown with unique living, dining, and entertainment experiences.
Thank you for your consideration of this request and continued support of Ames Main Street.
We look forward to seeing celebrating 515 Days!
Sincerely,
Travis Toliver
Executive Director
Ames Main Street
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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
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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
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Barricade
Beverage Tent -
includes non
alcoholic
beverages
Tables and chairs
for seating
Food Trucks
and Vendors
Event boundary, Beer garden boundaries
Family Zone featuring
inflatables, face
painting, seating and
activities for all
Musicians
515 Days - May 15, 2025
Kick off Event Map updated 1.14.25 Restrooms
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VIP
Presenting Sponsor
reserved seating,
includes tables and
chairs
Food Truck (no more
than 2)
ID Check/ Entrance
Event boundary, Beer garden boundaries515 Days - May 16, 2025
Big Bash Event Map updated 1.14.25 Portable restroom
Beverage sales -
includes non
alcoholic
beverages
open space for
personal chairs
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February 25, 2025
Mayor John Haila
515 Clark Avenue
Ames, IA 50010
Subject: Letter of Support for the 5th Annual 515 Days Event
Mayor Haila and Members of the Ames City Council,
On behalf of the Ames Regional Economic Alliance, I am pleased to express my strong support for
the 5th Annual 515 Days event hosted by Ames Main Street. This event has become a
cornerstone of our community, bringing residents and visitors together to celebrate all that
makes downtown Ames vibrant and unique.
Over the past four years, 515 Days has provided a family-friendly, engaging, and inclusive
experience that highlights our local businesses, fosters community pride, and enhances the
economic vitality of our downtown district. Each year, the event has grown in popularity,
demonstrating its value to both attendees and our business community.
As Ames Main Street seeks city approval to adjust the eventʼs alcohol policy—allowing beverages
throughout the designated event area rather than restricting them to a single location seems
logical and something we can support. This change will create a more seamless and welcoming
experience for attendees, making it easier for them to enjoy all aspects of the event without
limitations.
I encourage the City Council to approve this request, ensuring that 515 Days continues to be a
well-organized, enjoyable, and beneficial event for the Ames community. Thank you for your
consideration and for your ongoing support of initiatives that strengthen our local economy and
enhance our communityʼs quality of life.
Sincerely,
Dan Culhane
President & CEO
Ames Regional Economic Alliance
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February 26, 2025
Ames City Council
515 Clark Avenue
Ames, IA 50010
Subject: Letter of Support for the 5th Annual 515 Days Event
Dear Mayor Haila and Members of the Ames City Council,
On behalf of Discover Ames, I am pleased to offer my strong support for the 5th Annual 515
Days event hosted by Ames Main Street. This event has proven to be an outstanding attraction
that not only engages Ames residents but also draws visitors from surrounding communities,
enhancing Ames’ reputation as a welcoming and vibrant destination.
515 Days serves as an important tourism driver, bringing new and returning visitors into our
downtown district. The event showcases the unique character of Ames, highlighting our local
businesses, live entertainment, and family-friendly atmosphere. By encouraging tourism and
increasing foot traffic, 515 Days provides a direct economic boost to our restaurants, retailers,
and hospitality businesses, reinforcing Ames as a top destination in Central Iowa.
I also support Ames Main Street’s proposal to allow alcohol throughout the designated event
area rather than limiting it to a single space. This adjustment will create a more inclusive and
accessible experience for attendees, making it easier for families and visitors to fully enjoy all
aspects of the event.
I encourage the City Council to approve this proposal and continue supporting events that
strengthen Ames’ tourism appeal and economic vitality. Thank you for your time and
consideration.
Regards,
Kevin M. Bourke
President & CEO
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