Leesburg committee readies Mistletoe Market plan, seeks council approval

The Leesburg Performing Arts Committee at a recent meeting agreed to draft a budget and logistics proposal for the Leesburg Movement Mistletoe Market, scheduled for Saturday, Dec. 6, with Sunday as a rain date, and to ask the town council to approve funding and permits needed for the event.

The committee's discussion focused on vendors, entertainment, volunteer support and the practical logistics of staging performances at the courthouse green. Barbara (committee member) summarized last year's show and current goals: "They had 18 vendors last year. They're hoping to have more this year with more publicity," and described a lineup that has previously included a professional Santa, a children’s story time by Birch Tree Books and at least one musician with students.

Committee members said the market would be held on the courthouse green in coordination with the town tree-lighting ceremony (the market takes place before the lighting). Members emphasized that the courthouse area is largely open (streets are not closed for the event) and that load-in and setup logistics must be coordinated with Leesburg Movement. "You have to think about your logistics — where are they parking? How are they getting in and out?" a committee member said during the discussion.

Most of the substantive planning decisions were procedural rather than final approvals: the group directed staff and members to prepare a budget and a presentation for the council. The committee set an internal schedule to finalize a mistletoe-market budget at its August meeting, complete material for the town by Sept. 10 and, if approved, to present at the town council meeting on Sept. 23. Chair (committee chair) said the market "is gonna be our focus at the August meeting," and members agreed to return with candidate lineups, cost estimates and volunteer plans.

Key logistics and program items discussed

- Date and location: Saturday, Dec. 6, with Sunday as a rain date, on the courthouse green in Leesburg; event scheduled to occur before the town tree-lighting ceremony. - Vendors and attendance: 18 vendors participated last year; committee hopes to increase that number. - Programming ideas: professional Santa with photos; children's story time; solo and traveling musicians; school choirs or small school ensembles; carolers and small theater or spoken-word pieces. Committee members noted constraints for dance performances on brick/concrete surfaces and cold-weather costumes. - Performer suitability: brass and guitars were noted as workable outdoors in cold weather; some stringed instruments and dancers were considered less practical without additional support (stage/tent/flooring). - Logistics: streets for the market are not closed; load-in is expected from Church Street; tent rental and possibly a stage floor will be needed; volunteer staffing could include National Honor Society or similar high-school groups. - Budget expectations: one committee member said, "I expect our expenses to be under a thousand dollars" for basic honoraria and rentals, while noting that larger acts or professional groups would require higher fees and additional budgeting.

Assignments and next steps

Committee members divided research tasks to return with concrete proposals at the August meeting: Mark will contact school music and choral directors, Marjorie will look into area musicians (community and semi-professional groups), Barbara will investigate tent and floor rental sizes and pricing, and another member will pursue caroling and volunteer options. The committee agreed to draft a budget in August so staff can submit the package to the town by the Sept. 10 deadline for the Sept. 23 council meeting agenda.

Funding and approvals

Members repeatedly noted that any financial commitments are contingent on town council approval. The committee agreed they may approach performers and gather cost estimates but cannot promise donations or guaranteed payments "till the council approves it." The committee also discussed the possibility of charging for reserved seating where venues impose limits, but members emphasized that committee-run events generally do not charge entrance fees unless council policy or a partner venue allows ticketing for specific indoor shows.

Context and broader planning

Committee members said responses from a public survey (already posted and promoted on social media) show community interest in theater, music and family-friendly performances; the committee flagged the survey as a source of guidance for spring programming ideas. Members discussed creating a year-round plan that starts with the mistletoe market in December and could include a separate spring event or a future proposal to request a dedicated performing-arts venue from the town. Several members cautioned that demonstrating community demand through events will be important if the committee later pursues a proposal for a cultural or performing-arts center.

Votes at a glance

- Motion to allow remote participation for Marjorie: approved; tally recorded as "4 yes, 0 no, 0 abstain, 2 absent" (motion, second not specified in the minutes). Outcome: approved. - Motion to adopt the meeting agenda: approved, recorded as "5 yes, 0 no, 0 abstain, 1 absent." Outcome: approved. - Motion to adopt June 26 minutes: approved; minutes record a motion by Marjorie and second by Barbara; tally recorded as "5 yes, 0 no, 0 abstain, 2 absent." Outcome: approved. - Motion to adjourn: approved, recorded as "5 yes, 0 no, 0 abstain, 1 absent." Outcome: approved.

What the committee will present to council

Members said the package to council should include a budget outline, a proposed program schedule for the market (performer time slots and locations), vendor outreach and volunteer plans. The committee expects to use cost estimates gathered over the next month to set a clear dollar request; members said the first-year funding ask may be modest and that the committee could return to council later for additional allocations once initial results and community engagement are demonstrated.

Ending

The committee scheduled work over the next month to produce the mistletoe-market budget and logistics memo for the August meeting and the Sept. 10 submission deadline. Members indicated they will use survey results and follow-up outreach to refine programming and costs and to determine whether to pursue an additional spring event in the next fiscal year.