Estacada planners finalize logistics for downtown tree-lighting Friday

The Downtown Estacada Commission met on Monday, Dec. 2, 2024, and spent most of the session finalizing logistics for the upcoming downtown tree-lighting and First Friday events scheduled for the coming Friday (Dec. 6, 2024). Commissioners and volunteers discussed sound and music, vendor placement and power, street closures, tents, performer payments and safety measures including portable restrooms and horse-wagon cleanup.

Commission members and community volunteers agreed to centralize sound and music coordination after Mike, who identified himself as a local sound engineer and musician, offered to manage the music and stage audio. Mike said he and a colleague would adapt the setup to whatever the students and performers needed; another participant said school staff (identified in the meeting as “Mr. Frank”) planned to mic student performers if necessary. The group decided the primary power source for the tree area will be the same outlet used previously for the stage area; commissioners pointed to power panels on the side of the food bank and said vendors that require electricity should be placed where they can plug in.

Organizers outlined the event schedule and site plan: music and caroling are expected to begin around 5:20 p.m., followed by the mayor’s remarks and Santa’s arrival (Santa’s arrival mode—fire truck or horse-drawn wagon—was not finalized). The group plans a short post-lighting program including additional music and a four-dancer performance. A small pedestal or platform will be placed for speakers; the commission asked City Works staff (Don) to confirm the decorative “fake switch” box used for the ceremonial tree-lighting and to deliver cones and other equipment ahead of the event.

Vendors and the “hot drink walk”: The group reported about seven vendors confirmed (bakers, food truck, soap, leather, 2–3D printing vendors and others) with a mix of food and retail. Organizers said vendors should bring their own tents and tables and that one vendor needing power will be placed where a tree-area power box is available. The commission agreed on a $20 table fee to cover event costs; volunteer-run hot drink stations (coffee, cider, hot chocolate) will be placed at multiple businesses, and the bookmobile will be parked near Reliance.

Street closures, setup and safety: The commission will close Broadway from Third to Fourth and a block near Harvest Market from about 3:00 p.m. to 8:00 p.m. on the event day for vendor setup and the evening program. Public works will deliver cones and equipment before the event; commissioners asked organizers to confirm delivery location and number of cones. Organizers discussed rain contingencies (pop-up tents) and asked Parks & Rec to drop off tents if needed. They discussed coordinating with the fire department about propane heaters and safety for small propane units and agreed to check whether the city will keep the tree lights on nightly after the event or use a timer.

Payments and performers: Mike asked if payment for visiting musicians could be covered; commissioners said the arts commission’s customary practice is to pay performers up front (examples given of $100 for a 90-minute appearance). Mike offered to submit a payment request form for signatures; the commission said checks are cut on Thursdays and asked that payment requests be submitted by that day to ensure processing.

Other logistics and concerns: Organizers flagged several unresolved items: whether portable restrooms would be needed (existing public restrooms have been closed at times), who would supply a “pooper scooper” and waste removal for the horse-drawn wagon, how Santa will be staged for photos, and where performers would store equipment. The group also confirmed that PGE, Ben Wheeler and Reliance donated or supported tree elements (lights and the star) and that Noble Consulting is advising future merchandise and branding efforts.

Public comment: Resident Cliff Gavic attended and praised the events and asked whether the commission will produce event merchandise (T-shirts/hoodies). Commissioners said they are working with Noble Consulting on branding and plan merchandise for 2025.

Administrative note: The commission took a brief procedural voice vote to approve the November minutes earlier in the meeting (motion made; second recorded by John). No roll-call or detailed tally was recorded in the transcript.

The commission set a follow-up review and reminded volunteers and vendors to coordinate arrival times and power needs. The next commission meeting was announced for Jan. 6, 2025.