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Street fairpolicy forweb

  2. REVIEWING POLICY SURROUNDING MERCHANT PARTICIPATION AND ENTITMENT DURING STREET FESTIVALS ON SAINT LAURENT 01 The Société de développement du boulevard Saint-Laurent (SDBSL) organizes 3 large events during the year: • Grand Prix on the Main (June 10-13,2010) • Club Main (June 17-20,2010) • Mix’Arts (August 26-29,2010) The administration of these events is widely recognized to be one of the principal functions of the SDBSL. It is taken very seriously because the success of these street fairs is important for the SDBSL’s reputation as an active member in Saint- Laurent’s business community. InterACTION has discovered, however, that control of these events is a source of tension between the SDBSL and its membership. Acting as an enforcer of these regulations puts the SDBSL in the awkward position of appearing to interfere with the business of their merchants.This approach may weaken relations with the membership and should be revised. These street fairs are an important opportunity to make contact and foster good relations with the membership. The following is a review of the these rules and regulations. The purpose of this review is determine whether there are changes to be made to the rules and/or the presentation of the rules in order to facilitate easier member relations. It is also to clarify what the SDBSL can expect from partner agencies (Montreal police, Société deTransports Montréal, Arrondisment Plateau Mont-Royale, etc.) in order ease the responsibility of the SDBSL as an enforcement agency.
  3. DOCUMENT OVERVIEW The following is a list of the SDBSL’s regulations concerning street festivals as they appear in this document.  Location / Space entitlement  Sale of goods and services  Deliveries  Temporary Structures  Music  Respect for the public realm  Cleanliness  Alcohol Comments by interACTION appear in grey text beneath the set of regulations.
  4. LOCATION/SPACE ENTITLEMENT  IT IS STRICTLY FORBIDDEN AT ANYTIME DURINGTHE EVENTSTO RENT THE SPACETHAT HAS BEEN ALLOTTEDTOYOU ON PUBLIC PROPERTY TO ATHIRD PARTY; (unless the SDBSL authorizes me to do so)  Every member has the right to use the space available in front of his/her establishment. If more than one member from the same building wants a space for the events, the members must divide the available space located in front of their building between them;  The SDBSL has the legal right to allot the space in front of your building to another member or to a sponsor if you are not taking part in the event; Ambiguity exists in the presentation of the first of these regulations. It is presented twice in registration form.The first time “It is strictly forbidden at anytime during the event to rent the space…” the second time the same restriction is presented prefaced by the statement appearing in brackets above:“unless the SDBSL authorizes…” Softening the language in some instances would improve delivery without diminishing the message.Adding a gesture of willingness to interact to the last regulation shows interest and opens the door for negotiating mutually favorable outcomes; for example: “… taking part in the event. The SDBSL is happy to engage with you concerning the space in front of your store.” Fig.1 Terrasse photo: interACTION
  5. SALE OF GOODS AND SERVICES  The goods or services offered for sale must be representative of the products sold all year long inside the member’s establishment (unless the SDBSL authorizes me to do otherwise).The goods or services must also comply with the certificate of occupancy issued to the member by the City of Montreal;  The SDBSL, security personnel and the police will check all registrations and reserve the right to revoke a permit at any time during an event;  During the events, members are required to display the participation permit issued by the SDBSL  Any change of operator, use, merchandise, or service will result in cancellation of the permit, and the merchant involved will be required to remove all equipment and merchandise on the space allotted under the permit immediately;  Members must at all times respect the sales-taxes laws. It is illegal not to comply, and anyone disobeying the law may be audited and penalized.  Unless the SDBSL authorizes me to do so, I undertake not to allow the staff of any supplier to be present and not to use its promotional material to give out samples or sell its products at any time during the events for which I am registering, Allow the membership to self regulate and compete with the goods sold near their business. If neighbouring businesses take offence at the quality (or origin) of the goods being sold near them, it should be clear that the SDBSL can act as a mediator after the event. An alternative paradigm concerning the inclusion of foreign vendors should be considered ie. opening the street up to vendors from beyond Saint-Laurent’s community could helps to draw new business toThe Main.
  6. DELIVERIES  No deliveries will be tolerated on the street while it is closed unless by agreement with the SDBSL:  Only suppliers listed on this form will be given access to the site during permitted hours; - Thursday before 12 pm (noon); - Friday through Sunday before 10 am.  Please advise your suppliers of the authorized delivery hours. The wording of the first of these regulations might be reconsidered.The Street fairs will inconvenience some of the membership, especially those who do not engage in the style of daily commerce which benefits from an opportunity to erect a stall or attract passing foot traffic (ex. a second story manufacturer). Insisting that every effort will be made to allow for businesses to receive deliveries during the operating hours of the festival is a possible strategy for the SDBSL to pursue. Some of the merchants that benefit from the on street traffic may also require deliveries during the fair. An open and willing attitude towards deliveries will be rewarded with an ability to have the street fairs appeal to more of the membership. Fig.2 Le Monde Sur La Main photo: SDBSL
  7. TEMPORARY STRUCTURES  The SDBSL is not responsible at any time during an event for any breakage, theft or vandalism of anything (e.g., tent, umbrella, furniture, merchandise) outside your establishment and/or in the space that you have been allotted;  Every tent must be secured to the ground by cement or water-filled counterweights: - Canopy-type tents: one 45 gallon water-filled counterweight or equivalent by weight per leg. - Easy-Up type tents: one sandbag per leg.  Setup of terraces and tents may start at midnight onWednesday night and must be completed onThursday morning by 10 am;  It is forbidden to take down any installations before 8 pm Sunday.Anyone who begins takedown early is liable to having his/her permits for subsequent events revoked. No takedown will be permitted overnight from Saturday to Sunday, Sunday morning or Sunday during the day;  Every terrace and/or other installation must be taken down by 2 am Monday;  The street will be thoroughly cleaned overnight from Sunday to Monday.The street will be reopened to traffic at 5 am Monday. Explanations interspersed between regulations (ex. why is it forbidden to take the installations down before the end of the festival) in order to offer the membership the background rationale supporting the regulations helps to humanize the delivery of the regulations. (NB. It is possible for regulations to appear official and authoritative with the proper formatting. This consideration might allow for the reconsideration of words like:“Forbidden”)
  8. MUSIC  It is strictly forbidden for a merchant to play music unless authorized to do so by the SDBSL;  All music must stop at 11 pm. These are regulations that should be enforced by the police. It is important that the SDBSL is engaged & collaborative with the merchants in their decisions to allow or not allow music to be played. The SDBSLs role should be to inform merchants about the police- enforced noise by-laws ie. What is permissible and what could result in a fine or warning from Police? Fig.3 Guitar Circle photo: SDBSL
  9. RESPECT FOR THE PUBLIC REALM  It is forbidden to secure any object (e.g., tent, furniture, post) to the ground by driving anything (e.g., nail, spike, stake) into the asphalt.  The merchant undertakes not to use and/or display any promotional material on the terrace or frontage (e.g., umbrellas, banners, posters) unless authorized to do so by the SDBSL. Any violation of this regulation will result in cancellation of the permit and the immediate closure of the terrace if the promotional material is not removed.  The events must take place in a spirit of mutual respect between members, security staff, SDBSL staff, customers, and any other person involved.  Members who ask for street furniture to be removed must assume all the costs involved;  Costs for removal of street furniture: - Bike rack (Multiple): no charge. - Parking pay station: $250 each. - Numbered parking post: $90 for the first post and $60 for subsequent ones. - Loss of revenue to Stationnement Montréal: $33/day (forWednesday only)
  10. CLEANLINESS  The members undertake to respect standards of cleanliness on the site at all times during the events and after the site is closed.The City of Montreal may fine anyone who does not complyThe SDBSL is not responsible for garbage left out by members after the events are closed.  During the events, garbage will be collected once a day in the morning between 7:30 and 8:30.  Rubbish and garbage cans must be left out the night before on the sidewalk—not on the road—to leave the way clear for the street to be cleaned;  Every establishment must put out a garbage can for the use of its clients in order to keep the area clean;  Members may not throw garbage, hangers, etc on to the road at any time;  Health regulations and bylaws that apply to the cooking and refrigeration of food and drinks must be observed. These are important guidelines with very practical consequences. Informing the membership about regulations regarding this detail is a good opportunity for the SDBSL to promote or announce the services engaged for festival clean-up. The stewardship of the common space is an important activity for the SDBSL to be a part of. Communicating this involvement effectively is critical for good member relations.
  11. ALCOHOL  Any merchant who wishes to sell alcoholic products during an event must apply for a temporary liquor license through the SDBSL;  During events, merchants are required to display the temporary liquor license issued by the;  Alcoholic drinks must be consumed on the terrace of a licensed establishment. It is forbidden to drink them on the street;  Every terrace must be surrounded by a rope or fence;  Members applying for a space with a temporary liquor license must enclose with their registration form a separate cheque in the amount of $115 made out to the Régie des alcools,des courses et des jeux for each event they wish to take part in;  Every bar and restaurant that wishes to apply for a temporary liquor license must enclose with its registration form a detailed plan of the outdoor terrace that it wishes to set up.The plan must be neat and drawn with a ruler.The following must be clearly indicated: - The name and address of the establishment; - The frontage of the establishment and the width of the facade; - The dimensions of the proposed terrace; - The entrance to the establishment and the emergency exit; - Gas entry valves; - Fire hydrants.  Every terrace must conform to the plan that is submitted and must be approved by the Fire Department. These regulations conform to basic standards regarding the purveyance of alcohol. The laws which govern this can be reviewed at the website of the Régie des alcools,des courses et des jeux:
  12. RECOMMENDATIONS 12 Ensuring the success of an event like the street festivals on Saint Laurent is a big responsibility for the organizer. Above all the SDBSL does not want to appear to be stifling the business of its membership during an event. The SDBSL must have a very clear knowledge of SDC responsibility in order to off-load regulation enforcement where ever possible. Policing the conduct of the merchants can fall in the hands of Montreal police, the STM security, private security hired for the event and the self regulation imposed by the interrelations of the merchants themselves. The SDBSL should act as a mediator. If, for example, a grievance is filed by one merchant against another due to the sale of goods not normally kept on a given shop’s shelves, the SDBSL might explore an alternative recourse to immediate closure of the operation (ex. Independent mediation after the event, bringing the two merchants together in the offices of the SDC). This should happen outside of the context of the street fair. The SDBSL should act as a resource. Should a merchant require legal advice, marketing advice, local partnership advice, or an audience with local government, the SDBSL should provide this liaison. It is important that the entire membership understand that these opportunities are available. Fig.4 Mix’Arts poster photo:
  13. RECOMMENDATION CONT. The SDBSL should act as a communicator. Clarity is the most important issue concerning existing policy for the street festivals. Delivering very clear information concerning what is and is not allowed during the festivals is the SDBSL’s most important function. Fig. 5 is an example of an unclear diagram. Many of the regulations, as they are presented, could be written more clearly and in more approachable language. Friendly delivery of this information is critical for an SDC that wants to have good relations with its membership. The policies that are in place for street festivals must be delivered to the membership in a package that is as easy to understand as possible but also seems to be coming from a partner rather than an authority. During a street fair the SDBSL should be a supportive, approachable member of the business community. It should be involved with and enjoying a mutual benefit from a celebration of the street. SDBSL enforcement of these policies during the event must be minimized. The SDBSL should review or establish an internal policy of conduct for its interaction with the merchants when delivering and following up with these regulations. This will give staff an established framework of behavior to fall back on during merchant canvassing & help to unify the SDBSL’s public image. ex. Mcdonald’s “Service with a Smile”. Fig.5. Stall Layout allowance Diagram: Guide Promotion Commerciale 2008 Ville Mtl.