August 13, 2026
PUBLIC BODY: Events Advisory Commission
DATE: Thursday, August 13, 2026 ROOM: City Council Conference Room #1002
(Right next to the City Council Chambers)
TIME: 4:00 p.m. – 5:30 p.m. ADDRESS: 56 North State Street, Orem, Utah
ROUGH DRAFT
Meeting Link https://youtu.be/-NXfil0VrcY
Commission Members in Attendance: Ashley Shumay (Chair), Rodney Gardner, Suzanne Whitaker,
Kami Burgess, Taylor Fox, Ashlie Mann, Bryan Waite
City Council: Crystal Muhlestein, Jeff Lambson (zoom)
City Staff: Kenice Whitaker, Sydney Bailey, Bryce Merrill, Peter Wolfley, Jill Winder
Absent: Christie Ekins, Debbie Lauret, Paula Pilivi, Madisen McArthur
Welcome/Introductions: Ashley Shumway (Chair) welcomed everyone to the August meeting.
Introduced our newest commission member, Bryan Waite. He took a few moments and stated a few
things about himself.
Approval of the Minutes https://youtu.be/-NXfil0VrcY?t=323
Ashley Shumway asked for a motion to approve the July 9, 2026 meeting minutes. Rodney Gardner
motioned for approval of the minutes with Suzanne Whitaker seconding the motion. All other
attending voting committee members Ashely Shumway, Kami Burgess, Taylor Fox, Ashlie Mann,
Bryan Waite unanimously accepted the July meeting minutes. Minutes Approved.
The commission welcomed the newest member, Dr. Brian Waite. Dr. Waite is the Associate Dean of
the College of Health and Public Service at UVU, has been with the university since 2007, and has
lived in Orem for 19 years. He expressed excitement about getting involved with the community.
City Updates
City Council Comments: https://youtu.be/-NXfil0VrcY?t=51
Crystal Muhlestein provided a brief and supportive update on behalf of the City Council. She
expressed her appreciation for the commission, stating, “you guys are awesome and we love you”.
Crystal also shared that the council is very excited for the upcoming Taste of Orem and is happy to
help in whatever way they can.
Upcoming Events/Announcements: https://youtu.be/-NXfil0VrcY?t=69
Several upcoming events and announcements were highlighted.
Picnic with Police (August 20th at 6:00 p.m. at Westmore Park)
This event will be held at Westmore Park specifically for the Stonewood and Westmore neighborhood
cluster. It is designed to let neighbors interact with the police while enjoying grilled hot dogs, ice
cream, and games.
Taste of Orem (September 19, 2026, from 12:00 PM to 8:00 p.m.): This is the commission’s next
major event. Pre-sale tickets are already open. Setup will begin the day before on Friday, September
18th, starting at 8:00 a.m. at the City Center Park. If you can help, meet around the stage.
Puppy Paddle Pool Party (September 19, 2026): Happening earlier on the same day as the Taste of
Orem, this post-season dog swim event will take place at the SCERA pool The commission noted the
crossover demographic and discussed sharing literature to cross-promote the event.
Trunk or Treat (October 17, 2026, from 10:00 a.m. to 2:00 p.m.): Held at the University Mall during
fall break, this family-oriented event will feature trick-or-treating, large trucks for kids to explore, a
360-photo booth, and potentially a reptile/animal show. It will include a low-sensory hour from 10:00
a.m. to 11:00 a.m., where horns and music will be turned off. Volunteers are invited to help pack candy
on Thursday, October 15th. More details to follow.
Veterans Day & Memorial Day Planning: The commission discussed speaker recommendations for
these holidays, proposing David Spencer’s father (an officer in the military) for Veterans Day and
Nathan Osmond for Memorial Day. They also discussed inviting a high school or community band to
perform on Veterans Day to encourage better attendance.
Discussion Items
Taste of Orem: https://youtu.be/-NXfil0VrcY?t=462
The commission brainstormed several creative ways to keep families and couples at the
event longer and encouraged them to grab a second round of food or dessert without
losing the uniquely relaxed, “chill” vibe that defined last year’s success.
The Police Department’s “Bacon Run” motorcycle ride is scheduled for the morning
of the Taste of Orem and will finish at the park, bringing in an early crowd.
Set Up and Take Down
When: Set up begins on Friday, September 18th, starting at 8:00 a.m. There is also
setup work happening on the morning of the event, Saturday, September 19th,
starting at 8:00 a.m.
Where to Meet: Volunteers helping with setup will meet at the City Center
Park arbor, right by the stage area.
What it Involves: The Friday daytime shift is a physical one, involving
lugging equipment, hanging banners, and setting up tables and chairs.
Take Down Logistics
When: Takedown begins immediately after the event concludes on Saturday,
September 19th, starting at 8:00 p.m. They would like to finish everything Saturday
night so that nobody must come back on Sunday.
What it Involves: Volunteers will primarily help with folding and taking down chairs.
The commission won’t have to worry about the heavy lifting, as the contracted rental
company is responsible for taking down all the tents and tables.
Information Booth
The Information Booth has specific operational restrictions that set it apart from other
event stations. Because the booth is responsible for taking financial payments (such as
ticket sales), the city requires that it be run strictly by official city employees.
Support with Cultural Group Tent
Instead of hosting multiple individual cultural booths like last year, the commission
decided to streamline the event’s footprint by setting up one single centralized cultural
information tent. Volunteers will help in two-hour slots throughout the day to host
performers in the green room, manage the stage, and assist with logistics.
The confirmed lineup features:
Ali’ei Hawaiian (featuring the fire dancers from Aloha Fest who had the entire crowd on their
feet last year)
Latin Dance Heritage (a Bolivian dance group)
Haitian Community of Utah (traditional Haitian dancing)
Ballet Folklorico (Mexican dance)
Viva Chile
Indian Classical Dance & Music
Chinese Dancers
Peruvian Performance Group
Break Dance Group (who previously performed at Orchard)
Bagpipes
The commission still has one remaining 30-minute performance slot to fill. Because the current roster
is highly dance-heavy, they are actively looking for a music-focused group.
Truck or Treat https://youtu.be/-NXfil0VrcY?t=2266
The Truck or Treat is scheduled for Saturday, October 17th at the University Mall during fall break.
Low-Sensory Hour (10:00 AM – 11:00 a.m.): The first hour of the event is dedicated to
sensory-sensitive attendees. All music, DJ equipment, and big truck horns will be completely turned
off.
Major Layout and Construction Adaptations: Due to the permanent parking space reduction from the
new Home Depot construction near Costco, the Orchard parking lot is too small. The city will adapt by
closing the street, staging the vehicles on the closed road, and utilizing the surrounding sidewalk. The
train is permanently cut due to these layout constraints.
Key Activities: Big truck exploration (Police, Fire, Public Works, Waste Management trucks, etc.),
trick-or-treating with local businesses, a 360 photo booth, a reptile/animal show (such as Scales and
Tails with snakes) instead of a magician, a play area with hay bales and a slide, a custom
button-making station (modeled on the popular Orem Fest station), and fast face painting with
streamlined, quick designs.
Next Meeting: The next meeting will be on Thursday, October 8, 2026 at 4:00 p.m.
Adjournment: Asley Shumway asked for a motion for adjournment. Ashlie Mann motioned to
adjourn with Taylor Fox seconding the motion. All other committee members voted unanimously to
adjourn the meeting. See you Thursday, October 8, 2026.