1999 FILM FESTIVAL: USE OF THE PIER AND BEACH FOR BEACH SCREENING

 

Recommendation

The Parks, Recreation and Community Resources Commission and staff recommend that Council approve the following:

1. Approve the use of the Pier, west end of plaza, and Beach by the Community Center Foundation for the Hermosa Beach Film Festival beach screening scheduled for Sunday, September 26, 1999 from 7:00 p.m. – 10:00 p.m.
2. Waive special event, sound amplification, and banner permit fees.
3. Charge for Police services (if required) at the actual hourly rate (no over-head charges).
4. Authorize the Mayor to sign the attached contract.

Background

This is the Third Annual Film Festival sponsored by the Hermosa Beach Community Center Foundation. The title of the event this year is the "Silver Sand Film Festival at Hermosa Beach". Last year City Council approved their use of the beach north of the Municipal Pier for a preview screening designed to "kick-off" the Festival.

Last year, the screening was attended by more than a thousand spectators, with the showing of two feature films and one "short".

At their July 6, 1999 meeting, the Parks and Recreation Commission approved the 1999 Film Festival use of the pier and beach for beach screening pending Council approval.

Analysis

TMG International has contracted with the Foundation to produce the 1999 Festival, however, the request for free use of the beach and fee waivers has been made by the Foundation Board of Directors as a means to assist event organizers with expenses during the early years of the Festival.

The beach screening is viewed by Festival organizers as a cornerstone to the success of their sponsorship drive. The event will provide a method for corporate presence on the beach that will supplement the exposure available to them in traditional screening venues. In addition, the event is timed to attract audience members to the Film Festival for the following weekend.

Based on last year’s crowds, staff anticipates approximately 1,500 spectators. Due to a later off-season date, the impact of the event should be moderate as is reflected in the attached contractual requirements.

The screening will be free and event organizers will select the movie(s) suitable for general audiences. If successful, the event will add to the exciting line-up of community offerings at the beach and may provide additional customers for merchants in the downtown area.

FISCAL IMPACT: * Total Requested Subsidy $1,953.00

Daily Event Fee $1,703.00*

Banner Permit Fee $ 210.00*

Sound Amplification Permit $ 40.00*

Community Resources Staff $ 200.00 Total: $2,153.00

 

 

 

COMMUNITY CENTER FOUNDATION

COMMERCIAL BEACH EVENT CONTRACT

 

This contract is entered into on July 27, 1999 , at Hermosa Beach, California by and between COMMUNITY CENTER FOUNDATION (CCF) , a non-profit organization and the CITY OF HERMOSA BEACH (CITY) with regards to a film preview on September 26, 1999 .

FEES

All predetermined costs/fees shall be paid two weeks prior to the event.

All unanticipated costs incurred by CITY on behalf of the event shall be paid within 15 days of receiving an invoice from CITY.

LOCATION

• On Beach, North of Pier.
• Pier Head and West End of Plaza.
• Film Festival Operations and Staging are Subject to Change.

SECURITY

CCF shall provide no less than three (3) security officers.

A representative of the security staff shall meet with the Hermosa Beach Police Department Watch Commander prior to the event for a pre-event briefing.

The private security staff shall be responsible for informing spectators of CITY’S alcohol ordinance.

CITY shall provide as many officers as deemed necessary by the Chief of Police.

Fire extinguishers will be required and equipment will be inspected by the Fire Department.

Cost of officers and fire/paramedic personnel shall be assumed by the CCF.

CLEAN-UP

CCF shall clean the following areas each day of the tournament:

• Beach and Strand from the Pier to 13 ^th Street

CCF shall be responsible for hauling the trash collected outside CITY.

CCF shall provide additional trash receptacles (if necessary) at the following locations:

• Beach (impacted area)

• Strand (impacted area)

INSURANCE

At least ten (10) days prior to the event, CCF shall provide CITY a Certificate of Insurance providing personal injury and property damage liability insurance naming CITY, and County of Los Angeles, their officers, employees and agents as additional insured with a minimum coverage of $2 million general aggregate with $1 million per occurrence. Said insurance shall not be canceled or altered without 30 days notice in writing to CITY and County.

CCF insurers shall be primarily responsible for all liability resulting or arising from the performance of the contract and CITY and County and their insurers shall not be required to contribute.

For insurance purposes, the event area shall be defined to include all areas occupied or affected by the event.

ADVERTISING

All sponsor signs, props, product facsimiles, etc. deemed necessary by Foundation to identify the event, shall be approved as to location and content by CITY. CITY will not unnecessarily deny said approval and will not curtail certain constitutional rights of CCF.

PARKING

CCF will be allowed to park one "working truck" on the pier head. No other vehicles shall be parked on pier, pier head, Plaza, or Strand without permission of CITY.

At no time may CCF block emergency vehicle assess. Parking privileges may be revoked at anytime by CITY.

SPECIAL EVENTS

CITY shall review all requests for any special events to be held as part of the preview. CITY shall have the right to deny all requests.

ADDITIONAL PROVISIONS/RESPONSIBILITIES OF CITY

CITY shall allow CCF the opportunity to sell official CCF concession items per certain conditions:

• No food or beverage concessions shall be permitted on the Beach or in the Pier Plaza area

• CITY must approve all concession items prior to event.

ADDITIONAL PROVISIONS/RESPONSIBILITIES OF CCF

CCF shall be responsible to obtain all necessary County and State health permits as required.

CCF will be required to obtain an amplification permit from CITY.

CCF will be solely responsible for event management.

Event shall be conducted in compliance with CITY Noise Ordinances. Ordinances are on file at the Department of Community Resources.

Foundation will abide by any additional policies or appropriate fees as established by CITY.

CITY RESERVES THE RIGHT TO AMEND AND/OR TERMINATE THIS CONTRACT AT ANY TIME.