Byram City Council sets July 18 festival date after rainout, orders contract review and clearer notifications

The Byram City Council voted to reschedule the Swinging Bridge Festival for July 18, with July 25 designated as a contingency date, after heavy rain forced a last-minute postponement that members said was not communicated consistently to the board.

Mayor Anne White said she called the cancellation because of safety concerns tied to rain and muddy conditions at the drag-strip site. "I felt like it was my duty to go ahead and call it," she said during the council discussion. Several council members said they learned of the change through Facebook or outside channels before receiving a city email or direct notice.

Council members pressed for a clearer, written notification procedure so elected officials can inform constituents. "Communication was not there," a council member said, describing frustration that leadership and board members lacked a consistent heads-up before the public notices went out.

City attorney Jerry Mills recommended the clerk assemble existing vendor and entertainment contracts for review. "Ask that the clerk gather all contracts we have," Mills said, urging the council to create standardized language on weather-related termination, refund and postponement clauses so future cancellations or reschedules are handled consistently.

Event production and stage staff told the council they had contacted headline acts and crews; the production lead said several bands and the crew could make a mid-July date. "If y'all wanna pick the 17th and the 18th, those are open dates," the stage manager said; council members settled on July 18 and a backup window centered on July 25 to give vendors and performers time to adjust their schedules.

Discussion also focused on vendor logistics: the event has about 36 sign-ups with a subset requiring electricity and prime spaces, and some vendor forms in use state deposits are nonrefundable. Council members debated whether to offer fee credit or free admission at a future attached event for vendors unable to attend the rescheduled dates. One council member recommended a committee to draft a consistent policy and contract template for future events.

Members also addressed public messaging and advertising. Several said social-media posts and local TV/radio messaging described the event as "canceled," and they asked staff to change public language to "postponed" and to consult with stations about re-running ads or amending spots where possible.

The council approved the rescheduled date by voice vote and directed staff and the city attorney to refine contract language, communicate with vendors, and convene a policy/contract committee ahead of the new event date. A special meeting will be called to finalize logistics; the session ended after the council moved to adjourn.