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VillaFest subcommittee approves layout, tent vendor and children's attractions; mechanical bull added
Summary
The VillaFest subcommittee approved a general event layout, awarded a tent contract to Premier Tent Rentals (about $3,012) and approved $9,882.90 for six children's attractions and a dunk tank; the group also voted to add a mechanical bull for up to $1,300 subject to run-time and volunteer staffing.
The VillaFest subcommittee voted Tuesday to approve the general layout for this year's VillaFest and to authorize staff to secure Premier Tent Rentals for the event after staff reported a new quote of $3,012 — sharply lower than a prior quote of $6,653.01.
Presenter Brian walked members through a revised map showing two food vendor areas, a fenced alcohol zone required by the county, craft-vendor placement on Ardmore, a 20-by-20 tent for wristbands and tickets, and locations for kids' attractions. Brian noted generator reach limits and said the village's generator typically provides roughly 80 feet of cable for powered vendors.
Lily Morgan, the staff liaison, summarized the budget update and recommended the committee secure the lower tent quote. "The total is gonna come to $3,012, which is significantly lower than our previous quotes of $6,653.01," Morgan said. Committee members moved and approved the tent contract not to exceed $3,200 (including tax), enabling staff to place the order the following day.
On entertainment and attractions, the subcommittee approved a $9,882.90 contract for six children's attractions and a dunk tank from the vendor listed in the packet. The motion to accept that quote passed on a voice vote.
Members then debated adding a mechanical bull as a separate attraction. Staff reported the additional cost would be about $1,200–$1,300 and said human-resources and risk staff indicated waivers and additional insurance could address liability concerns. Committee members asked staff to confirm how many hours the company would provide for that price; the committee ultimately voted to add the mechanical bull for not more than $1,300 on the condition it run roughly five to six hours concurrent with the children's attractions and that a volunteer be assigned to collect participant waivers.
The committee discussed logistics including accessible porta-potties (provided by an LRS sponsorship), staging for a Mystic Vines dance demonstration, and a plan for chalk-marking vendor booth locations a day or two in advance. Staff confirmed the chamber building will be made available for costume changes and that staff and tent crews will coordinate early-morning setup (staff typically on site about 6:30 a.m., road closures by about 7 a.m.).
The meeting record shows the committee approved the layout and the procurement items by voice votes and expressed appreciation to staff for the lower tent quote and the progress on vendor placements. The subcommittee will continue to refine placement and power coordination as more vendor information becomes available.
