TO: Mayor and Members of City Council
THRU: Douglas J. Hewett, ICMA-CM, City Manager
FROM: Brook Redding, MPA, PMP, Senior Assistant to the City Manager
DATE: November 24, 2025
RE:Title
Festival Park Security Protocol Implementation Update
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COUNCIL DISTRICT(S):
Council District(s)
All
b
Relationship To Strategic Plan:
Goal One: Safe and Secure Community
Executive Summary:
This report provides an update on the completed Festival Park Security Protocol that was developed in response to Council direction at the May 2025 Public Safety meeting. Staff have created and implemented a standardized system for security at Festival Park that includes tiered requirements, screening standards, coordinated staffing, and clear operational procedures.
The protocol is now fully active, including the clear bag and mask policies, and is being applied to all Festival Park events. Staff are continuing internal administrative work, but the overall system Council envisioned has been achieved and is functioning as intended.
Background:
At the May 2025 Public Safety meeting, Council directed staff to strengthen and formalize security expectations at Festival Park. Council emphasized consistent screening, a mask and bag policy, and a predictable approach to staffing and access control.
A cross departmental team from Police, Fire and EMS, Parks and Recreation, City Security, Marketing and Communications, and the City Manager’s Office worked together to develop and test the new protocol. Staff also met with major event partners to review the approach, explain the requirements, and identify operational considerations.
The protocol and matrix are complete, tested, and ready for full integration into the City’s special event process.
Issues/Analysis:
The Festival Park Security Protocol is fully implement and functioning. It provides a clear and consistent structure for securing events while allowing staff to adjust when needed.
Core Elements of the Protocol
Tiered Security Matrix
Events are assigned to one of four tiers based on attendance, alcohol service, time of day, and type of activity.
- Tier One: focuses on small, low risk daytime events with minimal inspection needs.
- Tier Two provides controlled access with wands and bag checks
- Tier Three requires controlled access with walk through magnetometers and a hardened perimeter for larger festivals and concerts.
- Tier Four sets the highest level of screening and staffing for major events that draw more than five thousand attendees.
Standardized Site Layouts
The protocol includes two approved configurations.
- Festival Park only
- Festival Park combined with the Promenade
Each layout identifies gate placement, screening lanes, emergency access, staging, and command locations.
Unified Operations
The system establishes a coordinated approach across Police, Fire and EMS, Parks and Recreation, Event Security, and Event organizers. It includes defined screening procedures, communications expectations, perimeter standards, and a formal After Action process following significant events.
Implementation and Results
The protocol has now been implemented across several events including July Fourth, the International Folk Festival, and the Dogwood Fall Festival. These events demonstrated:
- Clear and predictable screening for the public
- Strong coordination between police, fire, event security, and Parks staff
- Effective perimeter control and emergency access
- A working unified command structure
- Improved communication and operational readiness
Staff continue refining processes through each event, but the overall system is functioning as designed and is aligned with Council’s intent.
Outcome
The protocol provides a consistent and equitable security standard for all Festival Park events, improves coordination across departments, strengthens public safety, and ensures the City is meeting Council’s expectation of a higher and more predictable security posture.
Budget Impact:
No new appropriation is requested. The ongoing implementation of the protocol is being managed within existing departmental resources.
For the remainder of FY26, the City will fund incremental security costs for City sponsored and partnered events. For FY27 and beyond, only City sponsored events will continue to receive City funding for security. All other organizers will assume their own costs in accordance with the tiered requirements.
Options:
1. Receive the report and allow staff to continue implementation of the Festival Park Security Protocol.
2. Request additional discussion at a future work session.
Recommended Action::Recommended Action
For information only, no action required unless Council moves to add to an upcoming Work Session.
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Attachments:
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