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Home My WebLink AboutA010 - Requests from Ames Main Street for Snow Magic on December 1, 2025, through December 31, 2025ITEM #:11 DATE:12-09-25 DEPT:ADMIN SUBJECT:REQUESTS FROM AMES MAIN STREET FOR SNOW MAGIC CELEBRATION ON DECEMBER 1, 2025 THROUGH DECEMBER 31, 2025 COUNCIL ACTION FORM BACKGROUND: Ames Main Street (AMS) plans to host its annual Snow Magic Celebration December 1 through December 31. The event will continue throughout the month of December with promotions in Downtown businesses. To facilitate this event, AMS has made the following requests: A blanket Temporary Obstruction Permit and a blanket Vending License for the Downtown from December 1 through December 31 to allow stores to display and sell merchandise and waiver of Vending License fee ($50 loss to City Clerk’s Office). Use of electricity in Tom Evans Plaza and waiver of fees for electricity (Loss of $10 to the Electric Fund). City staff is requesting that the Council approve these requests retroactively. Although Ames Main Street submitted its application in a timely manner, the requests were delayed in being brought to the Council for review. Staff has the authority to approve the Temporary Obstruction Permit and Vending License, but only the City Council can approve the waiver of fees. ALTERNATIVES: 1. Approve the requests made by Ames Main Street as indicated above, including the requested waiver of a Vending License and electricity user fees. 2. Approve the requests as indicated above but require reimbursement for the blanket Vending Permit ($50) and electricity use ($10). 3. Deny the requests. CITY MANAGER'S RECOMMENDED ACTION: Snow Magic provides an opportunity to draw residents and visitors to the Downtown and supports local businesses during the holiday shopping season. It is, therefore, the recommendation of the City Manager that the City Council adopt Alternative No. 1 as described above. ATTACHMENT(S): Snow Magic Application 2025.pdf 1 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. October 31, 2024 Mayor and City Councill 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 annual Snow Magic event from December 1 through December 31, 2025. Specific information about the event can be found on the included Special Event Application. We request a waiver of fees for the Blanket Vendor Permit, use of electricity in Tom Evans Park during the kick-off event on Thursday, December 4. 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 you shopping in Downtown Ames! Sincerely, Travis Toliver Executive Director Ames Main Street 2 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 ___sĞŶĚŝŶŐ 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:dŽŵ^ŚĞůƚŽŶ or DŝŬĞƌŬŽǀŝĐŚ ___ Water:,ĞŝĚŝ WĞƚĞƌƐĞŶ ___ Risk Management: Bill Walton CAA:^ĂƌĂŚǀŽƌƐŬǇ D^:^ĂƌĂŚǀŽƌƐŬǇ 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) $PHVMain 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 $PHV0DLQ6WUHHW if the event occurs in Downtown. Please contact the appropriate office well in advance: Downtown -$PHV0DLQ6WUHHW: (515) 23- &ampustown Action Association: (515)- ISU - Events Authorization Committee: (515) 294-1437 GLUHFWRU@amesdowntown.org VDUDKG#DPHVFKDPEHUFRP 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 Date Time M T W R F Sa Su Event Starts Date Time M T W R F Sa Su Žƌ<ĞǀŝŶ'ƌŝĞƐ Snow Magic Downtown Ames ✔ 12/4/2025 10:00 am 12/4/2025 5:00 pm 12/4/2025 8:00 pm Snow Magic is an annual event for the downtown businesses held December 1-December 31. Special Kick Off on December 4. Rest of month will be special promotions inside businesses. 12/4/2025 10:00 pm ✔✔ 3 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 Sarah Hurley/Ames Main Street 304 Main St Ames Iowa 50010 515-232-2310 319-930-2276 sarah@amesalliance.com Travis Toliver 515-232-2310 701-200-3871 travis@amesalliance.com 800 ✔ 4