PE Council on Aging Picnic 8-8 — File 23-1181

PUBLIC EVENT/SPECIAL ALCOHOL LICENSE APPLICATION City of Somerville, Commonwealth of Massachusetts Application #: PEL23-000135 File #: 23-013524   Application for: Public Event Organization name: Somerville Council on Aging--- Ashley Speliotis   Event name: Mayor Ballantyne's Senior Picnic Description: The picnic will be held from 11am until 1pm. All Somerville residents over the age of 60 are invited to attend free of charge. Seniors will be able to listen to music, and enjoy lunch together. Free transportation to the event will also be offered.   Location: The Mayor's Picnic will take place on Trum Field and will occupy the space in between both baseball diamonds. Date(s): 08/08/2023   Rain date(s): 08/09/2023 Setup starts at (time): 8:30am   Event starts at (time): 11:00am  Cleanup after the event ends at (time): 2:00pm   Event ends at (time): 1:00pm Entertainment: A DJ will play from 11am until 12:15pm. The Backtrack Band will perform from 12:15pm until 1pm. They perform songs for the 50's, 60's and 70's. Temporary Structures: Tents, tables and chairs will be set up on Trum Field. Attendees:     Max attendance at one time: 400   Total people attending: 450     Maximum attendees accommodated: 450   Total Somerville residents attending: 375   Attendee fees or suggested donations: none   What is your budget for this event: $18,000   Social or cultural benefits:  This is a free event for all Somerville residents age 60 and over. Seniors will be able to enjoy an afternoon of music, lunch, and the company of their neighbors.   Financial benefits:  This event will bring a large number of older adults into the Trum Field area. Event Contact: Ashley Speliotis Event Contact Phone: [phone removed] ext 2300     Event Information  Yes/No If yes, Describe Open to the public? Yes This event has been advertised through the COA newsletter, social media accounts, the Somerville Housing Authority network and will be advertised in local print media and the City of Somerville social media accounts--outreach has been conducted in English, Spanish, Portuguese and Simplified Chinese. Food served? Yes Boxed lunches Caterer used? Yes Pace 190 Main St Saugus, MA 01906 Alcohol served? No Grill/open-flame device used? No Streets blocked? No Sidewalks blocked? No Describe any accessibility features available to attendees/participants A ramp and handicapped bathrooms are available on site. Arrangements:     Police Detail: Yes Police will be on site to assist if needed. Parking (for Attendees)? Yes Free transportation is provided to attendees. Bus parking and additional handicapped parking will be marked in

front of Trum Field. Restrooms? Yes Restrooms available on site. Liability Insurance? No Will any public parks be used? Yes Trum Field Has the event occurred in the last two years? No Approval Conditions: Approved By: CS Mayor, Approved Maureen Lee, Approved with Conditions Approved pending a coordinators checklist submitted. Susan Yerkes, Approved Kevin Roche, Approved Charles Breen, Approved with Conditions Depending upon the tent size - may require permit from Fire Prevention. Contact FP for further details. CS Traffic and Parking, Approved Timothy Mitsakis, Approved Eric Weisman, Approved Kimberly M. Wells, Approved