APPLICATION FOR TWO COMMERCIAL EVENTS:

BILLIARDS BY THE BEACH (PIER PLAZA)

AND

STAR 98.7 BENEFIT CONCERT (BEACH)

Recommendation

The Commission and staff recommend that Council:

1. Approve the event applications and authorize Mayor to sign event contracts for:

• Billiards By The Beach at the Pier Plaza: August 21-23, 1998 with estimated fees of $8,275.36; and,

• Star 98.7 Benefit Concert: September 19, 1998 with estimated fees of $12,475.40.

Background

At the March 24, 1998 meeting, Council approved 7 commercial events for the 1998 season. Subsequent to this approval, Council directed staff to review these two new prospective events with the Commission.

At their April 15, 1998 meeting, the Commission approved both events and forwarded them to Council for final review.

With the addition of the two events above, the 1998 commercial event schedule would include 5 beach events, 2 events on the Pier Plaza, and 1 event on the Community Center Lawn (See Attachment A).

Analysis

BILLIARDS BY THE BEACH

Historically the Parks, Recreation and Community Resources Commission reviews events that occur in parks or in recreational facilities (e.g., beach volleyball) while the City Council reviews and approves events on public streets. As such, the Commission would not typically advise the Council about prospective events on the Plaza.

Notwithstanding the above, Council requested that the Commission review and make a recommendation about this event to the Council.

Since the event operator asked to conduct Billiards by the Beach on the Plaza, staff approached the request from a downtown business promotion standpoint rather than strictly as a recreational event. As such, it seemed imperative to gage whether or not this event would be received enthusiastically by the local merchants.

To that end, event operator, Michael Challgren, canvassed the businesses on lower Pier Avenue to determine the level of support for the event. As evidenced in Attachment B, the vast majority of the merchants would be in favor of the event with exceptions as identified.

Operationally, Billiards by the Beach has minimal set-up and tear-down requirements. Staff drafted the recommended contract with special attention to: (a) maintaining fire lanes with the table set-up and (b) protecting the Plaza surface. There will be no food or vendor sales with this event.

Event operator, Challgren has not produced Billiards by the Beach before but has assisted in presenting "Hoops by the Beach," an annual basketball tournament at Venice Beach. Staff has received favorable reviews about the operation and conduct of that event.

In consideration of the favorable merchant response, staff recommends approval of this unique summer event that at best will prove to be a positive one for our local businesses.

STAR 98.7 "THE BAY CONCERT" (BENEFIT)

At the March 24, 1998 meeting, Council Member Benz and City Manager, Steve Burrell reported about a meeting they attended with Star 98.7 FM and Heal the Bay to discuss a potential benefit concert. Council appointed a subcommittee (Mayor Edgerton/Mayor Pro Tem Benz) to develop guidelines and an agreement about the benefit portion of the concert.

The Chief of Police and staff met with Star 98.7 FM marketing staff, Heal the Bay and Stonebridge Productions (who will handle event operations) to discuss scheduling, security and other operational issues. Staff previously worked with Stonebridge Productions and with the marketing staff from Star 98.7. Both organizations have proven to be responsible event operators and have successfully met City requirements in the past.

It is noteworthy that in order to schedule this event on September 19, 1998, the People Magazine event (to be held on September 20) set-up had to be scheduled on Friday, September 18 in order to accommodate the concert crowd. Star 98.7 will pay for the extra security required to guard the skate obstacles from Friday through Sunday morning.

The prospect of an "A" level act for a free beach concert will likely make this event the largest beach event of the season (despite its off-season date). As such, the recommended event contract pays special attention to: (a) security requirements, (b) Police staffing, and (c) shuttle bus service requirements.

With Council approval, the Mayor will be authorized to sign the attached event contracts on behalf of the City.

Fiscal Impact: $20,750.76

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