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TD Songs of Summer Event Information 2018

 
Dear BIA members,

We are just over a week away from TD Songs of Summer Music and Art Festival in Downtown Oakville on August 10 & 11! Please see below for additional information about the event. 

Event Details 

Road Closures
  • Parking meters will be bagged starting at 11 am on Friday August 10 and Saturday August 11 (your customers can continue to park until the road closes at 4:30pm)
  • All cars must be moved off of Lakeshore Road East by 4:30 p.m. on Friday August 10 and Saturday Aug 11
    • Tip - Please be sure to communicate this to your customers and staff  in case they have been downtown since before 11 am. 
  • Staff vehicles must also be moved by 4:30 p.m. 
  • Specific areas will be used for staging for production/entertainment
    • Tip- Please respect these spaces and keep items clear to help the flow of the setup and activity on the street to make it easier for everyone
  • During the event the road closure will be along Lakeshore Rd (Including all side streets (Navy, Thomas, George, Dunn, Reynolds) 
  • Please note that North Navy St, South Thomas St, and North George St. will remain closed from 4:30 pm on Friday night until early Sunday morning 
Set-Up
  • Set-up on the road may begin no earlier than 4:30 p.m., 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 and at the designated time)
    • Tip- Please leave 5 feet from your building to the edge of the sidewalk for patrons to walk by and all wiring must be taped down and covered to ensure safety and prevent tripping
  • Extra washrooms will be located in parking spaces on side streets and garbage facilities will be on hand throughout the area
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 a 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
  • Tear down may begin at 11pm and completed by Midnight 
  • All items pertaining to the event must be removed from the street by midnight 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 prior to the 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
    • Tip – Any event updates/changes will happening via social media and/or email
Safety
  • 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)
  • Set ups with BBQs must have fire extinguisher near BBQ - this must be separate from your store/restaurant extinguisher (ie. can't move inside extinguisher)          
  • Food vendors must comply with the Region's Health Department regulations.              
  • Sidewalks must have 5 feet width of clear walkway
  • Contact Police at the first sign of potential crowd management/behavior issues
Images  Please feel free to post the above images on your own social media to promote the event. 

All acceptance packages will be delivered early next week.

If you have any questions regarding the event you can email me at info@oakvilledowntown.com. 

Best, 
Milan 

Milan Bowie 
Membership Coordinator
Downtown Oakville Business Improvement Area
146 Lakeshore Road East (2nd Floor - West Office)
905-844-4520 x 10
oakvilledowntown.com

Date: Thursday August 2, 2018