VillaFest planners set August weekend, authorize logo work and table detailed budget

Chair Steve Dela Rosa called the VillaFest subcommittee to order on March 24 and outlined initial plans for a proposed August weekend festival in Villa Park, including a Friday evening adult night and a full Saturday schedule.

The committee heard a public commenter urge reconsideration of the name “VillaFest,” saying a shortened name could be mistaken as centering the Villa Avenue business district rather than the Ardmore district, and raised concerns about funding for an ambitious program of entertainment and activities. “Maybe Veil Fest needs to be revised or get a better name than VillaFest,” the resident said, adding worries about how sponsors and merchandise might be affected by the name choice.

The committee’s update noted staff had pulled historical SummerFest and Oktoberfest files (maps, budgets and vendor lists) from Parks & Recreation to guide planning. Staff liaison Lily Morgan said the group had requested a weekend in August and asked the committee to consider a working budget figure; she said prior budgets suggested roughly $30,000 and explained the subcommittee had asked for a preliminary $35,000 estimate to cover headliners, children’s entertainment and a beer tent.

“We did submit a request for the weekend of August to hold our event,” Lily Morgan said, and outlined an initial budget proposal that included musical headliners and family entertainment. Commissioners agreed the budget needed more detail and moved to table the budget breakout until the next meeting while using last year’s figures as a working estimate; the motion to table passed.

Branding, marketing and printing needs drew lengthy discussion. Ms. Morgan presented a quote from designer Kathy Bussert of Design Spring to create a distinct VillaFest logo and coordinated materials (posters, banners, yard signs and social graphics). She gave the commission estimated print costs — yard signs quoted at about $12–$16 each depending on option, 11x17 posters around $50 for an order of 50, and 3x5 banners roughly $75 each — and a total estimated marketing/printing range of about $1,400–$2,000 depending on final choices.

For the creative work, commissioners unanimously approved a motion authorizing Lily Morgan and volunteer Dee Longfellow to collaborate with the designer on logo concepts and marketing materials, with a suggested deadline to gather concepts by April 1 so a save‑the‑date could be included in the village summer brochure scheduled for print on April 17.

Committee members also reviewed event attractions and logistics. A commissioner reported outreach to the Chamber of Commerce and local motorcycle shops about organizing a motorcycle parade and blessing; the group discussed staging areas and the operational challenges of transitioning motorcycles to a later car show. The committee approved a motion to authorize Mary Bruner Hines (fund commission lead) to pursue outreach to bring the Wienermobile to VillaFest if available.

Staff and commissioners discussed vendor strategy and digital intake. The group favored a Cognito (digital) vendor application tied to the village’s CivicRec system to manage approvals and payments. Lily Morgan said past fees used for similar events were a useful reference: a 12x12 booth at $100 (plus $50 for electric) and food vendors typically $200; food trucks historically were treated similarly. Staff will adapt the vendor form and return with a populated spreadsheet of expected vendors and fees.

Noise, public‑safety and services logistics were highlighted: commissioners asked staff to confirm whether village departments would supply security and sanitation or whether the subcommittee must budget for off‑hour labor; Ms. Morgan agreed to check with the appropriate departments and follow up. The group discussed music end times for neighborhood impact and suggested a 10:30 p.m. cutoff (with vendor teardown and a staged close) to reduce disturbance while acknowledging teardown and clearing will extend beyond music end time.

Next steps: staff will check village services costs, produce a site map and schematic of electrical locations, and develop a digital vendor intake form. The committee set a special meeting for Thursday, April 9 at 6:00 p.m. (Village Hall) to review progress and confirmed the regular meeting for April 28 at 7:00 p.m. The budget breakout remains tabled for the next meeting; logo and marketing concept development will proceed in the interim.

The meeting adjourned after final announcements.