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   Jazz Festival Logistics


Dear BIA Members,

Below is the logistics information for the TD Downtown Oakville Jazz Festival happening on August 7th and 8th.

Please read.

(Procedures will be the same for both Friday and Saturday)

Road Closures
  • Roads will close at 5:00pm
  • Parking meters will be bagged starting at 1:00pm
  • All cars must be moved off of Lakeshore Road East by 4:30pm
  • Tip- Please be sure to communicate this to your customers in case they have been downtown since before 1:00pm
  • Staff vehicles must also be moved by 4:30pm from Lakeshore and side streets
  • Lakeshore will re-open at Midnight on Friday, and will remain open on Saturday until 5pm
  • On Saturday August 8th, the following roads will remain closed Navy Street, George Street, and Thomas Street and will be open on Sunday.
Set-Up
  • Set-up may begin no earlier than 5:30pm (when the roads have been cleared and deemed safe by the Town’s representatives), any time prior will be at risk for fines by the Town of Oakville
  • Please set up only in your designated area (as indicated on your participation form, or as discussed with the BIA, and at the designated time)
  • You will need to take down your display on Friday and set-up again on Saturday if you are set up on the road way. Sidewalk displays may stay up, as long as they are leaving the required 5 feet passage clearance (items left out overnight are done so at your own discretion)
  • Tip- Please leave 5 feet of walkway along the sidewalk for patrons to walk by and all wiring must be taped down and covered to ensure safety and prevent tripping
  • Outside vendors will be setting up at 5:30pm in the location designated by the BIA
  • Extra washrooms will be located in parking spaces on side streets and garbage facilities will be on hand throughout the area
  • All tents must be weighed down safely with weights, water bags or sand (the Town will be checking the safety of tents and if they are not properly secured you may be asked to take your tent down)
BIA Support
  • The BIA office will be manned during the event to take your calls
  • Calls will be prioritized and responded to in that sequence
  • Please keep in mind that we have limited staff and volunteers, we will respond as quickly as possible
  • Halton Region Police and Saint John’s Ambulance will be in attendance
  • Volunteers will be supporting production, attendees and BIA office/event logistics
Tear-Down
  • Teardown may begin at midnight and completed by 1:00am
  • All items pertaining to the event must be removed from the street by 1:00am or are at risk for receiving a fine from the Town of Oakville
  • Tear-down items include: tables, tents, shopping bags, garbage, food displays, retail items, decorations etc.
  • The street is to look as it does pre-event
  • Tip – If we all clean our own area we can quickly complete the tear-down to achieve the following
  •     Ensure we are ready for the street to reopen
  •     Business can continue without the impact from the event
  •     Keep the street beautiful for Saturday customers
Weather
  • The night will proceed rain or shine 
  • We must cancel all acts if there is lightening
  • Extreme weather may result in event cancellation

Safety
  • Set ups with BBQs must have fire extinguisher near BBQ - this must be separate from your store/restaurant extinguisher (i.e. can't move inside extinguisher)                       
  • Sidewalks must have 5 feet width of clear walkway
  • All tents must be weighed down safely with weights, water bags or sand (the Town will be checking the safety of tents and if they are not properly secured you may be asked to take your tent down)
  • Contact Police at the first sign of potential crowd management/behaviour issues
If you have any questions, please contact Jennifer at the BIA office at 905-844-4520 or by email at info@oakvilledowntown.com.

We look forward to your participation, and appreciate your contribution in making this a great event!


Thank you,

Jennifer Cain
Administrative and Membership Coordinator
Downtown Oakville Business Improvement Area
146 Lakeshore Road East (2nd Floor - West Office)
phone: 905-844-4520 (x.10)
fax: 905-844-1154
email: info@oakvilledowntown.com