Miami Lakes committee approves vendor lineup and nonprofit fee waiver for Mental Health Fall Fest

Miami Lakes planning committee members on Monday approved key logistics for a Mental Health Fall Festival, including contracting laser-tag and bowling vendors, scheduling additional planning sessions, and creating a $0 registration option for nonprofit organizations that request it.

The committee voted to add an outreach item about mental health awareness to the agenda and later approved a motion to offer free registration to nonprofit groups that request the exemption. "I have to create a 0 dollar registration free for nonprofit organizations if they request it," said a committee member who moved the motion; the proposal was seconded and passed by voice vote.

Organizers reviewed vendor quotes and activity costs: committee members cited a $500 quote for laser tag and additional estimates for face painting and bowling. After a discussion on liability and staffing, the committee approved the laser-tag and bowling vendors to be included in the festival program and asked staff to secure invoices and finalize vendor details.

Logistics decisions included a request to the town for 35 tables and 70 chairs and a plan to use a town-approved vendor for tent rentals. Committee members discussed vendor pricing for tents (one vendor quoted about $150 per tent plus a roughly $340 setup fee) and said sponsor funds would be used to cover tent and table costs so that vendors have uniform equipment and volunteer labor is minimized.

Safety and staffing were also on the agenda. Committee members discussed whether to request police coverage for the event and noted last year’s suggestion of four deputies for four hours and an estimated cost that was discussed during the meeting; the final police staffing decision was deferred pending a formal invoice and an updated headcount.

The committee scheduled special planning meetings for September 3, September 17 and October 1 at 4:00 p.m. to finalize pending items such as stage confirmations, insurance certificates, vendor licenses and cleanup plans. Communications staff also proposed social-media hashtags emphasizing mental health (examples included "Mental Health Fall Fest" and "ML Fall Fest"); the committee said it would follow up on branding and promotion.

The meeting also covered earlier town action to permit placement of 988 crisis hotline signage in parks and public buildings and discussed vendor sign pricing (examples cited: 18x24 metal sign $85, 12x18 one-sided sign $55, not including installation or permit fees).

The committee adjourned after confirming next steps and assigning follow-up items, including collecting vendor invoices, confirming stage and generator availability, and finalizing sponsorship commitments.