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Pocomoke City fair committee presses for clearer event permits, backup plans
Summary
Members of the Pocomoke City Fair Committee and city staff discussed gaps in the city event-permit process, asking for clearer rules that distinguish event types, require backup plans for equipment and staffing, and better coordination with the city events coordinator and public works.
Pocomoke City Fair Committee members and city staff spent substantial time discussing the city event-permit process, concluding the current approach lacks enough differentiation by event type and consistent backup planning.
Committee members said large open-to-public events such as the Easter egg hunt are fundamentally different from ticketed concerts and that a single permit rule cannot cover both. City staff and committee members agreed permits should require an event-specific backup plan that lists equipment and staffing needs in advance so the city and vendors can be reserved or sourced ahead of time.
The committee discussed recurring problems during recent events: last-minute requests for generators, uncertainty about what public-works equipment can be requested, and missing inventories that caused delays. One committee member said Sunbelt and other rental vendors have limited large generators and that late requests left organizers scrambling to locate equipment. Committee members said they have started seeking grants to add permanent electrical service and lighting at the fairgrounds to reduce reliance on rentals.
City staff urged organizers to document requests by email and to include a written backup plan in event permit submissions so the city can route requests to the correct departments. The events coordinator, Kara, was named as the contact to coordinate promotion and logistics; staff advised emailing Kara to arrange collaboration on publicity and signage. Council liaison Scott and the mayor were described as the channels by which more formal items or disputes should be escalated to Mayor and Council.
Committee members and staff also discussed the availability and movement of picnic tables and other assets. Public works said requests that require moving heavy equipment or tables must be scheduled in advance because of competing workloads and trailer/transport needs. Members urged creating a simple inventory of city equipment available for events and a clear rubric for when nonprofit groups should be charged or exempted.
The committee agreed to improve planning for the eight-day fair this year by compiling comprehensive equipment lists and backup plans and by communicating those lists to city staff well ahead of events. Staff offered to help assemble and circulate the lists and to route requests to specific departments (public works, code enforcement, police, fire) as needed.
Ending: Committee members asked to continue the discussion at the next meeting after assembling written permit-backup templates and an equipment inventory; staff said they would support that follow-up and encouraged written email requests to create a paper trail.
