Item 6B - Narrative and PlansThe 5-Year Plan for Annual Southlake Spring Festival (Springfest)
●Music,performance,foods,crafting,parade
●Rustin &Family Park at Southlake Town Square
Background:
Southlake Springfest celebrates East &Southeast Asian cultures,with the day generally correlating
with the Lunar New Year ’s Day.It was first created in 2022 jointly by the ideas of former Mayor John
Huffman and the local community to showcase the diversity &hospitality of Southlake.In the last 3
years,we had booths &performances representing cultures from Japan,Korea,China,Vietnam,
Thailand,Malaysia,etc.We plan to invite &accommodate more cultures as the festival grows.
The following table summarizes the major statistics for the last 3 events.
Southlake Spring Festival Crowd1 Tents
(10x10 or 10x20)
Vendors
Food Non-Food Total
Sat,02/12/22 (tiger)2 1,500 30 6 16 22 pictures
Sat,01/21/23 (rabbit)2,800 45 8 26 34 pictures
Sat,02/10/24 (dragon)1,700 553 8 38 46 pictures
1.Crowd data was from the City's Festival &Event Department,based on cellular data at the event.
2.The first event was postponed by a week because of a snow storm.
3.The event organizer kept about 10 tents for information,performances,&culture activity.
Planning:
●We would like to request a 5-year approval for the SUP,between 2025 -2029.
●Dates:the following table lists the specific dates &main expected numbers for these 5 years.
Lunar New Year ’s Day Spring Festival
Plan Day Backup Day
Expected Growth
Crowd Tents Vendors
Wed,01/29/25 (snake)Sat,02/01/25 Sat,02/08/25 2,500 65 55
Tue,02/17/26 (horse)Sat,02/21/26 Sat,02/28/26 3,000 70 60
Sat,02/06/27 (goat)Sat,02/06/27 Sat,02/13/27 3,500 75 65
Wed,01/26/28 (monkey)Sat,01/29/28 Sat,02/05/28 4,000 80 70
Tue,02/13/29 (rooster)Sat,02/17/29 Sat,02/24/29 4,500 85 75
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●Time:the single-day event will span 5 hours,between 11:00am -4:00pm.
o If weather conditions (like rain or snow)prevent events from starting or ending on time,a
movement of time by up to 2 hours may be possible (based on the weather forecast).
●We will have a committee to coordinate the event planning.
o There is a general coordinator,&about 10 different subcommittees.
o There are about 100 volunteers to help in each event,expected to grow up to 200 in 2029.
●Food truck /Food booth:
o Up to 10 in 2025,and grow to about 15 in 2029.However,we don’t intend to invite too
many food vendors to make sure the participating ones will have sufficient customers.
●Tents (10 x 10 tent):starting at 55 tents in 2025,growing at about 10%each subsequent year.
●Event insurance meeting city requirements will be provided to cover public liability.
●Stage Performances (music,dance,fashion show,martial art,etc.):about 35 (no major changes).
●Parades:dragon &lion to dance and parade on the streets surrounding the park
o There will be no motorized vehicles in the parades.
●Possibly alcoholic beverage sale during the event
o Will apply for TABC permit:a Nonprofit Entity Temporary Event Permit (NT)to conduct
alcoholic beverage sales and service at a temporary event.
o Will hire 2 on-site medics during the event,and have volunteers at all the exits to make
sure no one leaves the venue with alcohol.
Security:
●Between 4 -8 uniformed police officers,and 4 -6 hired private security staff will work the event.
o The number of officers &private security will increase based on expected attendance.
o The private security staff will man the barriers (one for each barricade),and their company
contact will be provided to PD as early as possible (30 days prior).
●We will have a team of volunteers scattered across the park to provide info &direct traffic
o There is a general information booth next to the Stage.
o Each bouncing house will have one adult &one youth volunteer to maintain order
Site Map:
●Below is the planned site map,largely based on the last event.
o On the left side of Fountain Pl,the green star marks the main entrance for event setup.
o See Appendix for an alternative map (parade route,mobile toilets &extra tent placement).
●The streets to be blocked off are marked by the 8 orange blocks
o Those at Main St,State St,&Grand Ave are water barricades (both ends).
o Dragons &lions will parade from Fountain Pl ->State St ->Main St ->Grand Ave (a few
times),&the route is marked by green lines on the alternative site map.
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●Tents will be placed on the parking lot spaces along the four concrete streets (Main St,Fountain
Pl,State St,&Grand Ave),and secured by concrete blocks or water tanks.
o Vendors are named in the site map,and their tents &supplies won’t obstruct fire lanes,
pedestrian walkways,or encroach on any storefronts.
o Most tents will be 10x10 feet in size,and some will be 10x20.
o Tents are anchored by concrete blocks or water baskets,with no stakes to the ground.
o Except for the ones used by performers to change clothes,tents won’t be enclosed.
o Wherever possible,all tents will be placed 12 feet away from each other.For those places
where 12-feet distance are not possible,we will make sure the aggregate area of all those
closed-by tents is below 700 square feet (i.e.,no more than seven 10x10 tents closing by).
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o In future years when there is not enough space along concrete streets,tents may be
placed on the grass area (see the alternative map in the Appendix section).
o Inspection by the Fire Marshall &city staff will be requested after tents are installed.
●Food trucks,vendors,&culture booths:marked locations along the concrete streets.
o They will not be in places that obstruct /block fire lanes.
o We will centrally manage the permit application process to make sure it gets done on time.
●Generators will be provided for those booths needing electricity:marked locations
o Will be 20-feet away from tents,&will be isolated from public contact by proper fencing.
o Will have cable ramps covering all extension cords that are exposed to pedestrian traffic.
●Portable toilets:depending on the crowd,at least 4 will be rented and put in the marked location.
●Dumpster:a standard size dumpster will be placed at a parking lot outside West Garage (same
location as the last event).Alternative location will be seeked if Kite doesn’t provide the permit.
●Heaters /warmers may be provided (depending on weather).
●Stage:in marked location
o If it rains or snows,there may be no stage,&performance will be moved into the pavilion.
o Non-adhesive PVC flooring may be used inside the pavilion to improve performing safety.
Post Event Cleanup:
●A team of volunteers will walk the entire ground to remove any trash,debris,etc.
o Make every effort to restore the place to pre-event condition.
o City supplied materials (sand bags &garbage bins)will be restored to their original places.
o Dumpster:garbage bags will be collected periodically by a team of volunteers.
o Porter service will be arranged to remove the collected garbage &dumpster ASAP.
o Mobile toilets will be removed ASAP (the latest by 7:00 am Monday morning).
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Event Timeline:
●Below is our planned event timeline between 11:00am and 4:00pm,based on the actual
programming from the last event.
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Appendix:
Alternative Site Map to show the parade route,and solutions to two possible issues:
1.If Kite Realty does not approve the mobile toilet location as outlined in the Preferred Site Map,
we will (1)move the Fountain Pl barrier closer to State St,and (2)relocate the mobile toilets to
the parking lot area on the south end of Grand Ave.These are the only two changes from the
Preferred Site Map.
2.If there is not enough space to place all the tents along the concrete streets,some tents will
be placed on the grass area,as indicated here.
a.Tents placement on grass areas will follow the same spacing &anchoring requirement
as those on concrete street surfaces.
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