Subject:
Title
Request approval of Memorandum of Understanding (MOU) between Town of Vienna and Rotary Club of Vienna for 2025 Viva! Vienna! Festival and Brewfest
Body
DATE(S) OF PRIOR COUNCIL CONSIDERATION OF THIS ISSUE: None
EXPLANATION AND SUMMARY:
Each year a Memorandum of Understanding (MOU) is required between the Town and the Rotary Club of Vienna for the annual Viva! Vienna! Festival and Brewfest. The Town of Vienna and Rotary are continuing this very popular, 41st Annual ViVa! Vienna Festival & 4th Annual Brewfest scheduled for Memorial Day weekend, May 24-26, 2025.
The Viva! Vienna! Festival will be held in downtown Vienna on Church Street between Lawyers Road and Mill Street, Dominion Road, NE, between Ayr Hill Avenue, NE, and Church Street, Mill Street between Church Street and Maple Avenue and the Vienna Town Green.
Brewfest will be held on Mill Street between Church Street and Maple Avenue and a small section of grass on the Town Green adjacent to the restrooms. Brewfest will operate Saturday and Sunday, 12-10 p.m. and on Monday from 2-6 p.m. (after the Memorial Day Ceremony on the Town Green stage).
13. Local Taxes: The Rotary is responsible for ensuring that all food and beverage vendors understand the new process and deadlines for paying the flat Town event meals tax. In addition, the Rotary will provide the Town with a list of all food and beverage vendors, including business name, contact, address, phone number, and email. Businesses with outstanding meal taxes owed to the Town will not be permitted to participate in the festival. The Town is responsible for collecting the meals tax and will make every effort to collect outstanding taxes.
20. Impacted businesses: Rotary will offer either a complimentary vendor space or charge a nominal administrative fee (no more than $50 per event) to businesses directly impacted by the closures (“impacted businesses”, which are hereby defined as businesses located inside event related street closures). The impacted businesses must opt-in on or before April 1st each year to receive the discounted vendor space and comply with the Vendor Policies and Guidelines. Event organizers will make every effort to position vendor spaces in front of or near the participating businesses and maintain accessible walking paths around parking lot aprons to the impacted businesses. Participating businesses must also commit to actively utilizing their vendor space to ensure it is not left empty during the event; otherwise, they will not be eligible for a discounted vendor space the following year.
21. As part of the Viva Vienna Event, the Town of Vienna will make outdoor seating and parking lot activations available to businesses directly affected by the event's road closures. Impacted property owners and impacted businesses will be permitted to set up temporary outdoor seating and dining in their private parking areas during the event, even if prior approval from the Town of Vienna has not been obtained. These setups must be non-permanent, located on paved surfaces, maintain at least five feet of unobstructed pedestrian space for a continuous path to entry and exit points, and comply with all Fairfax County building and fire code regulations. Any temporary outdoor seating and dining must be removed no later than 24 hours from the conclusion of Viva Vienna. If the event organizer identifies a private commercial property that requires use during the event, a use agreement must be signed and included in the event plan.
Numbers 20 and 21 were added following meetings and dialogue with event organizers, impacted Town businesses, and relevant Town staff in an effort to more effectively support businesses impacted by event related road closures and to provide consistent support from event to event. The same changes have been made to the Oktoberfest MOU for 2025
Strategic Plan Initiative: Vienna as a Complete Community
Board or Commission of Interest: Town Business Liaison Committee
Departmental Recommendation: The Parks and Recreation Director recommends approval.
Finance Recommendation: N/A
Purchasing Recommendation: N/A
Town Attorney Recommendation: The Town Council may approve the proposed Memorandum of Understanding in its discretion.
Town Manager's Recommendation: I recommend the Town Council authorize the Mayor to execute the attached Memorandum of Understanding between the Town and Rotary Club of Vienna, as presented.
Cost and Financing: N/A
Account Number: N/A
Prior Funding Approval: Annual General Budget (Year), Amendments, CIP Budget (Year), or ARPA. N/A
Decision Needed by This date: Feb. 24, 2025
PROPOSED/SUGGESTED MOTION
Recommended Action
"I move to authorize the Mayor to execute the attached MOU between the Town and Rotary Club of Vienna for the 2025 Viva! Vienna! Festival and Brewfest."
Or
Other action deemed necessary by Council.