HomeMy WebLinkAboutA001 - Council Action Form dated October 13, 2026ITEM #:16
DATE:10-13-26
DEPT:ADMIN
SUBJECT:REQUESTS FROM AMES REGIONAL ECONOMIC ALLIANCE FOR
CAMPUSTOWN COCOA CRAWL ON DECEMBER 4, 2026
COUNCIL ACTION FORM
BACKGROUND:
Ames Regional Economic Alliance (AREA) is planning to host the Campustown Cocoa Crawl
on Friday, December 4, from 4:00 p.m. to 7:00 p.m. The Campustown Cocoa Crawl is an
opportunity for attendees to sample hot cocoa in the businesses within the Campustown
Business District. This is a promotional event to showcase the businesses in Campustown.
In addition to hot cocoa, organizers will set up a smores station in Campustown Lot Y and the
adjacent portion of Chamberlain Street which will include three fire pits. The Fire Department
has reviewed the use of the fire pits, which will be in compliance with the City's outdoor fire
code. A live musician will also be performing in Campustown Court. The event is free and
open to the public. In order to facilitate this event, AREA has requested approval for the
following:
Blanket Temporary Obstruction Permit for the Campustown Business District from 2:00
p.m. to 8:00 p.m.
Blanket Vending License for the Campustown Business District from 4:00 p.m. to 7:00
p.m. and waiver of fee ($50 loss to City Clerkâs Office)
Use of electricity in Campustown Court and waiver of fees for electricity
Closure of Campustown Lot Y and adjacent portion of Chamberlain Street from 2:00
p.m. to 8:00 p.m., including closure of 19 metered parking spaces, and waiver of
metered parking fees ($38 loss to the Parking Fund)
The City Council's policy regarding parking fees is that requests to waive parking meter fees in
an area that is less than district-wide may be considered by the City Council on a case-by-
case basis.
Event organizers will notify affected residents and businesses by going door-to-door with
event information, placing signs in the area prior to the event, and distributing details via
email.
ALTERNATIVES:
1. Approve the requests for the Campustown Cocoa Crawl, including the waiver of fees.
2. Approve the requests for the Campustown Cocoa Crawl, but require reimbursement of
the lost parking meter and Vending License fees.
3. Deny the requests.
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CITY MANAGER'S RECOMMENDED ACTION:
The Campustown Cocoa Crawl adds vitality to Campustown by encouraging repeat
visits to Campustown establishments and increasing foot traffic in the area, benefitting
businesses in the area. The event organizers have experience hosting many other
events throughout the year. Therefore, it is the recommendation of the City Manager that the
City Council adopt Alternative No. 1, as noted above.
ATTACHMENT(S):
12.04 Campustown Cocoa Crawl LOS.pdf
Application_Redacted.pdf
2026 Campustown Cocoa Crawl Map.png
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July 30, 2026
Mayor and City Council
City of Ames
515 Clark Ave
Ames, IA 50010
Dear Mayor Haila and Members of the Ames City Council,
The Ames Regional Economic Alliance plans to host the Campustown Cocoa Crawl, located
within the Campustown Business District, on December 4, 2026 from 4:00pm-7:00pm.
SpecifIc information about the event can be found on the included Special Event Application,
where we request a temporary obstruction permit, and a waiver of fees for the Blanket Vendor
Permit.
Thank you for your consideration of this request. We look forward to seeing you at the upcoming
Campustown Cocoa Crawl.
Sincerely,
Dan Culhane, CEcD, CCE
President & CEO
Ames Regional Economic Alliance
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How many years?0
Region Campustown District
Upload your letter of support from AREA here.12.04 Campustown Cocoa Crawl LOS.pdf
Upload your letter of support from ISU here.
Upload your letter of support from Ames Main Street here.
Please explain:
Timeline 2:00pm - street closure to begin
3:30pm - lighting of the fire pits
4:00pm - event to begin
6:45pm - fire pits turned off
7:00pm - event to conclude
Description of Event Activities The Campustown Cocoa Crawl is an opportunity for attendees to
sample hot cocoa in the businesses within the Campustown
Business District! This is a promotional event that allows for
businesses to showcase their business how they they see fit. In
addition to hot cocoa, we will set up a smores station on
Chamberlain between Welch and Stanton and Parking lot Y
which will include up to three fire pits.
Event Category Other
Is the event open to the public?Yes
Anticipated Daily Attendance 500
Audience Profile Everyone
Is your event being held in conjunction with another event?
(e.g. Farmers' Market, 4th of July etc.)
No
Please list.
Organization Status Nonprofit
Are patron admission, entry, or participant fees required?No
Percentage of net proceeds going towards fundraising:
Percentage of net proceeds going towards for-profit entity:
Are vendor or other fees required?No
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Would you like to make a formal request to the City
Council for waiver of some fees associated with the event?
Yes
Waivers Requested Blanket Vending License
Electric Usage
Parking Meter Fees
Estimated Value of Requested Waivers 250
Fee waivers are generally granted only in unique
circumstances or in exchange for specific benefits. What is
different about this event from most special events making
it uniquely deserving of fee waiver(s)?
We are bringing customers to Campustown who many not
normally visit on a weekend.
Benefits Provided to the City in Exchange for Requested
Waivers
The Campustown Business District is perceived as a space just
for students. By creating events such as this, we are bringing the
entire community to join us in Campustown to showcase that is
not the case and Campustown is for everyone.
Formal Letter to the City Council Requesting Fee Waivers 12.04 Campustown Cocoa Crawl LOS.pdf
Security & Communication
Who will be responsible for security during the event?
Check all that apply.
Volunteers
Staff
Security Organization
Security Organization Contact Name
Security Organization Phone Number
Security Organization Email
Number of Volunteers 6
Number of Staff 2
Describe identification method of staffing levels (e.g.
yellow shirts for volunteers, red shirts for managers).
Staff will be denoted with their name tags
Provide details of the training for crowd management
personnel/staff/volunteers, including dates and times of
pre-event briefing and training sessions.
Sarah is already crowd management trained
All other volunteers will go through training closer to the event
date. Primary need for volunteers is at barricades.
Provide details of how the number of attendees at the
event are to be monitored and controlled (e.g. ticketed
Event is not ticketed
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