East Aurora board gives conditional approval to Heart of Music festival after safety debate

The Village of East Aurora Board of Trustees voted to grant conditional approval for the Heart of Music festival on June 7, 2025, after an extended public hearing and hours of testimony from organizers, beneficiaries, business owners and first responders. The permit passed with the motion’s conditions, and the board required final confirmation from emergency services before the festival goes forward.

The festival organizers told the board they have capped ticket sales at 7,000 and made changes they said were intended to reduce the event’s footprint and late‑night disorder. "We are capping ticket sales at 7,000 versus 10,000 or more in the past," Michael Connor, a festival organizer, told trustees. He also described changes including additional security staffing, blacked‑out fencing to reduce tailgating visibility, and limiting headline acts to avoid drawing extra out‑of‑area crowds.

But police and fire officials warned the trustees that public safety during the evening hours was the principal risk. "My biggest issue is my manpower. We are gonna need help," Police Chief Pat told the board, explaining that the department already faces serious staffing constraints for that date. Fire Chief Aaron and emergency responders likewise described strain from prior events and said late‑night crowds create the most calls and the greatest risk.

Community members and nonprofit leaders urged approval, highlighting charitable proceeds and local economic benefits. Mike Tian, president of the East Aurora Ice Rink board, and several nonprofit representatives described reliance on festival proceeds. Local businesses also spoke in support, saying the event generates key income for staff and operations.

After extended discussion the board adopted a motion to approve the temporary‑use permit with specific conditions: the festival will operate noon–8:00 p.m. on June 7, 2025; participating bars were asked to cease alcohol service at 10:00 p.m. that night; the organizers must file a certificate of liability insurance with the village by April 29, 2025; the festival must submit completed Part 18 paperwork (the county event/medical plan) addressing up to 10,000 people; the event will enforce a 7,000‑ticket hard cap; shuttle stop signage must be posted and clarified; Person’s Alley and Fillmore (between Church and Riley) must be closed for the event; venues must prohibit backpacks and enforce bag checks where practical; and the police and fire chiefs must confirm they can obtain any outside mutual‑aid or staffing they deem necessary. The board retained final authority to withhold final clearance if the chiefs report insufficient coverage.

The motion passed on a voice vote with four ayes, one nay; the board recorded that final operational sign‑offs remain conditional on the chiefs' ability to secure needed personnel or mutual aid. The board instructed staff to return at the next meeting with documentation from the organizers and any staffing confirmations.

Organizers and trustees emphasized that the conditions aim to balance public safety with the festival’s charitable mission. Connor said the organizers had already cut ticket sales and altered on‑site layout to address earlier concerns. Chief Pat and Chief Aaron said they will pursue mutual‑aid options and report back to the board. The board's final sign‑off remains dependent on those reports and on the insurance and Part 18 paperwork being delivered by the deadlines set by the board.

The trustees also reminded organizers and the public that open‑container and public‑safety enforcement will be active and that unauthorized street tailgating and illegal parking will be subject to towing and enforcement actions.

The board’s conditional approval allows planners and vendors to proceed with permitting and contracting, while preserving the board’s ability to halt the event if public‑safety conditions cannot be met.