Public Safety Committee approves car show plan with vendor, time and budget parameters

The Public Safety Committee voted July 23 to move forward with an October car show, approving event parameters including a 5 p.m. start, revised vendor rules and a set of preliminary budget adjustments and deadlines and directing staff to present the plan to town council for final approval.

Committee members said the car show will be a town fundraiser and promotional event for Main Street merchants, with organizers relying on sponsorships, vendor fees and a $25-per-car entry fee rather than town operating funds. The committee approved changes that include a 5–10 p.m. event window, a sponsorship confirmation deadline of Sept. 15, a vendor policy requiring vendors to provide their own tents/tables/chairs, and modest budget revisions for trash and restrooms.

Committee members said the event will be held on a downtown parking lot near the Miami Lakes Farmers Market and that organizers coordinated with the market operator and potential food‑truck providers. Staff and volunteers are arranging a hold‑harmless agreement, vendor and sponsor packages, and a promotional plan that includes a social media push and a town mailer if council approves.

The committee discussed vendor fees and revenue. Organizers proposed a $100 flat fee for food trucks (rather than a revenue‑share arrangement) to reduce administrative tracking and a $25 registration fee per car; organizers estimated approximately 100 cars for early projections. Committee discussions identified a mix of revenue sources: title sponsorships (examples discussed included an identified local dealership as a potential major sponsor), vendor/exhibitor fees, and car registrations.

On expenses, presenters gave preliminary vendor quotes for staging, filming, and sanitation. The committee substituted lower‑cost options where possible; for example, a local vendor volunteered staging support at reduced cost, and the committee reduced a previously higher garbage estimate by referencing recent event costs. Committee members rounded certain line items to be conservative: garbage was set at $700 and portable restrooms at $500 in the package forwarded to council. The committee also endorsed charging vendors to bring their own tents and equipment rather than implying municipal provision.

Organizers asked the committee to allow staff to finalize artwork and promotional copy and to have the communications department repost the event flyer once council signs off. The committee approved asking staff to take those steps and to present the event budget and sponsorship commitments to the town council for final authorization.

The motion to forward the package to council and to proceed with the marketing plan passed on a voice vote.