VillaFest subcommittee earmarks $10,000 for music, removes magician expense and scales back banners

Leslie Allison, chair of the VillaFest subcommittee, called a special meeting May 19 to finalize vendor, entertainment and marketing plans for this year’s event and to act on a revised draft budget.

The subcommittee voted to earmark $10,000 for sound, lights and bands after staff presented updated expense and revenue figures based on 2025 actuals. Chair Leslie Allison said the committee should secure performers now that the board had approved the event, and members amended a larger proposed allocation down to $10,000 to leave room in the budget for other needs.

Why it matters: the music-and-sound lines make up the single largest portion of the current draft budget; approving a specific allocation lets staff and volunteers begin confirming contracts and schedules while staff confirms the one-time music licensing (BMI) costs for two performance dates.

During the budget review, staff explained that Broadcast Music Inc. (BMI) handles public-performance licensing for artists’ repertoire and that the fee last year was $437. "That is our music licensing," staff member Steve Plywick said, "that essentially covers our bands from any copyright issues for any of the songs that they perform." The committee agreed to have staff check whether the fee will change for two days of performances.

The subcommittee also voted to remove the budget line for roaming entertainers such as a magician. "I will move that we eliminate the paying for a magician or any other kind of walk-around entertainer," Dave Longfellow said; the motion was seconded and passed by voice vote. Members agreed that cutting that line would produce a modest savings while preserving headline entertainment.

On marketing, staff presented two logo/poster color schemes and a package of print items (yard signs, posters, banners, social graphics). After debate about readability and long-term branding, the committee approved the warmer-tone logo and decided to strike banner printing from this year’s budget to reduce costs. Staff said the design package still includes a social-media graphic and poster templates.

Operational details and vendor notes discussed included the DuPage County event permit (fee $50), logistical rentals (commercial tents and chairs rather than village party trailers for liability reasons), freezer/ice rental (Home City Ice quoted about $781 to supply an 80-bag freezer), and the beer-sales model the subcommittee has used previously with Euclid Beverage and the Chamber of Commerce. Staff reported that Euclid supplied about $7,368 in alcohol last year, the Chamber advanced liquor-license filings (village $79; state $51) and the net liquor receipts after reimbursement were roughly $3,500; volunteers (including past Lions Club support checking IDs) have typically been used for pouring.

What’s next: staff will circulate proofs of the approved logo and poster layouts, provide vendor-contact lists and contract/ vendor-application instructions, and follow up on outstanding price confirmations (BMI licensing for two days; ice/freezer scheduling; table/chair/tent volume for rentals). The subcommittee scheduled follow-up work for next week and adjourned after members confirmed assignments for ice, BMI follow-up and permit coordination.

Votes at a glance: - Approved: minutes from the April 28 meeting (consent agenda) — motion carried by voice vote. - Approved: motion to remove funding for roaming entertainers (magician/walk-around performers) — motion carried by voice vote. - Approved: amended motion to earmark $10,000 for sound, lights and music (BMI excluded pending staff confirmation) — motion carried by voice vote. - Approved: adoption of warmer-tone logo and striking banner printing from this year’s budget — motion carried by voice vote.

The subcommittee asked absent member Carlos Jackson to provide a written vendor update for the next meeting and instructed staff to prepare vendor paperwork and proofs for review.