Old Orchard commission designates Fall Festival, Gazebo Series as city-covered events

The Old Orchard Special Business District Commission voted to designate the Fall Festival and the Gazebo Series as its two official city-designated events, shifting city resources and insurance responsibility to the city for those two events.

Commissioners said the designation primarily aims to address liability and insurance costs for events that feature music and third-party sponsorships. Fran, a city staff member, explained that city designation allows events to use city insurance and resources such as barricades and permits. “Each commission is allowed to designate 2 of their events as their official events,” a commission member said at the meeting.

Commission members described a sharp rise in insurance costs for similar events: one speaker said that insurance for the commission’s music-related events increased “from $700 to $5,000.” Commissioners also noted that events with sponsorship revenue and live bands could present higher liability risks; the gazebo series and the new fall festival were identified as the two events with the greatest resource and insurance needs. One commissioner summarized the reason for the designation as primarily insurance and liability coverage rather than direct funding.

The commission put a motion on the floor to designate the Gazebo Series and the Fall Festival as the two city-designated events. The motion was seconded and approved with no opposition recorded during the meeting. The commission directed city staff to confirm the full list of city resources and services that will be provided for designated events — for example, barricades, permit waivers, and expanded marketing opportunities — and to report back with specifics.

James, a staff member, was asked to follow up to clarify exactly what the city will cover for the two designated events. Commissioners also discussed that city designation could open additional promotional options — for example, street banners and other city-controlled marketing that previously were limited for non-designated events.

Commission members stressed that the designation removes the insurance burden for the two largest events from the commission and places it with the city, but that other operational decisions (such as specific entertainment choices or additional attractions) would still require requests for funding or approval through the Old Orchard Special Business District process if extra funds are needed.

Staff follow-up was requested to: provide a definitive list of city-covered services for designated events; confirm whether and how the commission’s seed funding and any event-specific revenues would be managed; and outline any additional requirements or conditions tied to city designation.