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Pryor trustees approve multiple Bluegrass & Chili Festival plans, budgets and contracts
Summary
Trustees approved an MOU for festival use of green space, a Square point‑of‑sale account, licensing and vendor purchases and authorized insurance and a change fund; staff reported a $75,000 budget with $60,306.67 currently confirmed in revenue.
The Pryor Economic Development & Tourism Authority advanced planning for the inaugural Bluegrass & Chili Festival on the downtown green space by approving a series of logistical and financial items intended to support the event.
Staff presented the festival layout and a budget that allocates $75,000 from downtown tax funds. Known revenue at the time of the meeting was $60,306.67, leaving a current shortfall of approximately $14,693.33, according to the staff packet. The board discussed vendor collections, shirt sales and beer revenues as potential offsets.
Trustees approved a memorandum of understanding with LandHawks LLC and Hopkins Family Limited Partnership to use the green space across from City Hall for the festival’s main stage. The MOU was amended to spell out mowing responsibilities: the city/EDTA will prepare the grounds for the festival and mowing responsibility reverts to the landowner afterward.
The board also voted to open an EDTA Square account to accept card payments at the festival; staff noted a one‑time equipment budget of roughly $500 and standard card‑processing rates (in‑person 2.6% + $0.10). Officials approved purchase of a festival ASPAC/ASCAP license (estimated $1,029; fee rises if attendance exceeds 19,999), beverage purchases from Love Bottling (water $4.56 per case of 24, pop $18 per case of 24), souvenir merchandise orders (t‑shirts, hoodies, hats) and a $10,000 maximum change fund to facilitate cash transactions.
On insurance, staff solicited quotes for general liability (example quotes in the packet showed $2,150–$2,225 for $1,000,000/$3,000,000 coverage) and presented a cancellation insurance quote (~$3,910) to protect the $75,000 event spend if the festival must be cancelled. Trustees authorized staff to obtain insurance and award the lowest acceptable quote not to exceed a maximum expenditure of $23,100 and to include cancellation insurance as part of the procurement process.
Finally, trustees approved up to $1,000 in EDTA funds to market the BYO building for sale or lease, with any sale offers subject to City Council approval. Members raised parking and access questions and asked staff to document potential public parking options for marketing materials.
The approvals were recorded by roll call for each item; no contested votes were reported in the transcript.
