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Organizers seek earlier Music Fest permit; police chief urges a concrete safety plan before approval
Summary
The new president of the Heart of Music Festival asked the East Aurora Village Board on Feb. 3 for a contingent, earlier temporary-use permit so the event can begin marketing and booking. Police and fire leaders said a full safety plan, parking and public‑safety arrangements must be in place before the board approves a final permit.
East Aurora — Organizers of the Heart of Music Festival requested early, contingent approval to secure June bookings and begin marketing, while the police chief told trustees the event needs a concrete public‑safety plan before the board can approve a final permit.
Chris Welch, who introduced himself to the Village Board as the new president of the Heart of Music Festival, said the committee wants to begin booking bands and venues earlier than the village’s current temporary use permit schedule allows. Welch said the organizers are targeting June 7, 2025, and asked the board to allow a contingent or early submission of the permit application so that marketing and deposits can proceed.
Why it matters: Music Fest is a large, multi‑venue community event that draws thousands. Organizers said it generates revenues for local businesses and charities; public-safety officials said its size requires detailed, vetted plans that include police staffing, ambulance coverage and managed parking before a permit is finalized.
What organizers asked and what officials said
- Request: Chris Welch, president of the Heart of Music Festival, asked the board to allow earlier (contingent) permitting or to accept a completed application ahead of the usual 60–75 day window so the group can secure bands, venues and vendors.
- Safety concerns: The police chief told the board he needs a firm plan to staff a “very large event that involves an overindulgence of alcohol consumption” and stressed that public‑safety approval is a precondition for the board’s support. The police chief said: "I need to plan for a police department to man a very large event that involves an overindulgence of alcohol consumption... I need public safety and you need to get a plan and I want the board to hear that." (police chief remarks in transcript)
- Logistics discussed: Welch proposed moving parking to Knox Field (available after 11 a.m. on the festival day), posted streets to control tailgating and ending music at 10 p.m. rather than 11 p.m. He said the festival budgets about $27,000 for outside security and has historically used volunteers from beneficiary charities.
Board and staff response
- Department-head review: Trustees asked Welch to submit the application and all safety materials to department heads for review in advance of the Feb. 11 department-head meeting. The board said department heads would flag any shortfalls before the application is brought for formal action.
- Formally changing the local permit window: Trustees noted that altering the temporary use permit schedule or allowing contingent permits would require a local‑law change and underscored the legal constraints on issuing permits earlier than the code currently allows.
- Additional items: Fire and police officials said they want clear agreements on ambulance coverage (Part 18 arrangements were discussed) and parking logistics; the board asked organizers to provide detailed parking plans, a security plan and the Part 18 documentation so department heads can complete a technical review.
Ending: The board did not grant an early contingent permit at the meeting. Organizers were asked to submit a complete application to department heads before the Feb. 11 review so staff can identify gaps; final board action will follow any required public-safety signoffs.
