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Committee discusses Oct. 11 car show logistics; location and vendor details unresolved
Summary
Organizers presented plans for a community car show to thank police and fire on Oct. 11; the committee discussed DJ selection, a vendor RFP and the uncertain Main Street lot availability but did not take a formal vote on site selection.
Organizers asked the Public Safety Committee to support a community car show scheduled for Oct. 11 and described plans for vendors, a DJ and program elements to thank first responders.
Yunel Cabrera, representing event organizers, told the committee the event will include a DJ, microphones for remarks and vendor booths and said an RFP process would invite multiple vendors. “The DJ would be responsible for, you know, pretty much following the theme of music that we’re looking to…we’ll be sending that over,” Cabrera said. He asked staff to circulate the RFP to potential vendors in June or July.
Committee members pushed for clarity about location: the initially proposed Main Street parking lot may be under renovation by the property manager (referred to in the meeting by staff as the Gram[a/ham] company), and staff said they did not yet have a confirmation. The committee discussed the university parking lot as a backup site. Several members urged the chair and staff to finalize the lot as soon as the property manager confirms availability; no formal site-selection vote was recorded.
Why it matters: organizers and committee members flagged lead time needs for staging, lighting, insurance/hold-harmless requirements and advertising. Staff said the property manager requires a layout (number of cars, stage, hours) before approving any hold-harmless or permit. The committee also discussed whether the Columbus Day weekend date would affect attendance and agreed to proceed while monitoring potential conflicts.
The committee directed staff to prepare an RFP for DJs and vendors, coordinate with the property manager and, if necessary, use the university lot as a backup; that work will continue outside of a formal recorded vote. The committee approved a procedural motion to authorize social-media outreach and advertising for the event as part of the public-awareness campaign (see separate article).
