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 City of Hermosa Beach --- 03-23-991999 COMMERCIAL EVENT APPLICATIONS
Recommendation
The Parks, Recreation and Community Resources Commission and staff recommend that Council approve the slate of special events as listed below.
EVENT DATE FEE
Note: Complete applications and event information are available for public review:
Background
The City received three applications for commercial events, two exclusively on the beach, and one with limited beach use (Triathlon). Each applicant paid the City a $500 deposit as required by the special event policy.
Attachment A provides the Council with a grid that identifies (a) years the event has been held in the City, (b) proposed event dates, and (c) projected City fees. Attachment B includes: (a) a description for each proposed event and special issues, (b) event applications, (c) site maps, and (d) event contracts.
Analysis
The attached contracts and policies have been developed by the City through several years of experience in staging commercial events. The City and event operators have worked together through the years in order to consider the needs of residents and to account for potential opportunities for local businesses in the assembly and conduct of these events.
Not only have special events provided local residents and visitors with an opportunity to enjoy world class sporting and cultural events but they have also given the downtown area commerce and media exposure as a result of their existence here.
As identified in Attachment A, IMG's set-up encompasses nine days (tear-down is four days). It is important to note that the work will be suspended on the weekend (June 5-6) to accommodate weekend beach activities. This time is required to create the unique venue inclusive of the "soul bowl." The event will be the summer's largest and will replace the AVP's large event originally scheduled for August.
While the IMG event is in its first year, the City has worked with the company on prior events including a Qualifier for the 1996 Olympics. As one of the largest sports agencies in the world, they have the resources and experience to present an event that will be a great source of pride for the City and our downtown businesses.
Cal-King and the Hermosa Beach Triathlon are repeat events for the City. Each of the two events are recreational and as such, their contracts do not focus on impacts from large spectator crowds. Both operators have abided by their contractual requirements in past years and have presented successful and safe events in Hermosa Beach.
Once Council approves the event contracts, staff will schedule operations meetings with event organizers and representatives from Police, Fire, Public Works, and Community Resources to finalize safety and operational requirements.
Special events have long been part of the summer culture in Hermosa Beach. The City has been fortunate to work in partnership with competent event operators through these years in order to ensure that these events are safe and successful to the betterment of the City, the business community, and residents who enjoy these activities.
Fiscal Impact: $48,661.90 revenue to the General Fund $13,648.00 of the $48,661.90 pays for direct costs and city overhead charges.
*includes $3271.00 from admission charges past due from the 1998 AVP Tourney
INTERNATIONAL MANAGEMENT GROUP COMMERCIAL BEACH EVENT CONTRACT
This contract is entered into on March 23, 1999, at Hermosa Beach, California by and between the INTERNATIONAL MANAGEMENT GROUP (IMG) and the CITY OF HERMOSA BEACH (CITY) with regards to the IMG - California Sports Festival on JUNE 10 - JUNE 13,1999.
FEES
Permit fee shall be $16,895.00 plus set up/tear down fee of $200 per day and other CITY fees as required.
The $500 application deposit will be applied toward the permit fee and will be refunded only if the permit request is denied by CITY.
All predetermined costs/fees shall be paid two weeks prior to the tournament.
All unanticipated costs incurred by CITY on behalf of the tournament shall be paid within 15 days of receiving an invoice from CITY.
LOCATION
SECURITY
CITY shall establish a command post in the immediate vicinity of the tournament. The command post shall be staffed at all times with one (1) representative of the Hermosa Beach Police Department and one (1) representative of IMG.
IMG shall provide no less than ten (10) security officers. Said Officers shall wear identifiable uniforms that indicate a separate identity from other tournament staff.
A representative of the security staff shall meet with the Hermosa Beach Police Department Watch Commander prior to the tournament for a pre-event briefing.
The private security staff shall be responsible primarily for informing spectators of CITY'S alcohol ordinance.
CITY shall provide Officers for the event as follows: (6) Officers per day, or as many Officers as deemed necessary by the Chief of Police.
CITY shall provide as many Fire/Paramedic personnel for the event as deemed necessary by the Fire Chief.
Cost of Officers and Fire/Paramedic personnel shall be assumed by IMG.
CLEAN-UP
IMG shall use a professional maintenance service to clean the following areas each day of the tournament:
IMG shall use Browning-Ferris Industries to provide: One (1) 30 yard roll-off trash bin on 11th Street at Beach Drive and six (6) portable toilets that includes one (1) handicap toilet at the base of the Pier on the south side. CITY staff will determine if additional toilets are needed.
IMG shall take necessary steps to encourage participants and require sponsors to utilize recycling bins for appropriate materials. IMG shall make arrangements for such bins.
LOS ANGELES COUNTY DEPARTMENT OF BEACHES AND HARBORS SERVICES
CITY shall make any necessary contacts on behalf of the event with the Los Angeles County Department of Beaches and Harbors.
IMG shall assume all costs for any additional lifeguards each day of tournament if required by Los Angeles County Lifeguards.
If IMG desires any County services, they must process their request through CITY. Any costs for County services will be borne by IMG.
INSURANCE
At least ten (10) days prior to the event, IMG 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 combined single limit coverage. Insurance is to be placed with insurers with a current AM Best's rating of no less than A:VII. Said insurance shall not be canceled or altered without 30 days notice in writing to CITY and County.
IMG insurers shall be primarily responsible for any and 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 any and all areas occupied or affected by the event.
IMG agrees to defend, indemnify, and hold CITY and County of Los Angeles harmless from and against any and all liability and expense, including defense costs and legal fees, caused by the negligent or wrongful act or omission of IMG, its agents, officers and employees, including, but not limited to, personal injury, bodily injury, death and property damage.
CO-SPONSORS
A fee of $100 each shall be charged for all co-sponsors; with each co-sponsor permitted one display booth. All co-sponsors must meet with CITY approval prior to event.
ADVERTISING
IMG shall be required to make announcements informing spectators of CITY'S alcoholic beverage ordinance as deemed necessary by Hermosa Beach Police. Signage regarding CITY'S alcohol ordinance shall be required by IMG. CITY staff shall determine criteria for size, wording and locations for postings.
All sponsor signs, props, product facsimiles, etc. deemed necessary by IMG 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 IMG.
CITY shall permit two street banners to be posted for tournament. Cost of installation shall be the responsibility of IMG.
CITY shall permit IMG to display six (6) large replicas of their product. CITY staff shall have final approval of said replicas and determine location.
PARKING
IMG shall be required to post temporary "No Parking" signs 24-72 hours in advance of event (as directed by CITY), and be responsible for the removal of signs on final event day. IMG shall use plastic cable ties to secure the signs.
IMG shall be required to make announcements indicating: 1) where there is free parking; and, 2) that CITY will strictly enforce all traffic and parking regulations.
IMG shall provide a shuttle bus service from a major satellite point(s) on the outskirts of or outside of CITY. IMG shall provide directional signs and advertisement which shall be approved in advance by CITY. Information regarding shuttle bus service shall be included in all tournament advertisements.
At no time may IMG block emergency vehicle access. 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 tournament. CITY shall have the right to deny all requests.
CITY Council must approve any/all requests for bands/concerts prior to the event.
ADDITIONAL PROVISIONS/RESPONSIBILITIES OF CITY
CITY reserves the right to use the stadium for civic or recreational events or activities.
CITY shall allow IMG the opportunity to sell official IMG tournament concession items pursuant to certain conditions:
ADDITIONAL PROVISIONS/RESPONSIBILITIES OF IMG
IMG shall be responsible to obtain all necessary County and State health permits as required.
IMG will be required to obtain an amplification permit from CITY.
Event shall be conducted in compliance with CITY Noise Ordinances. Ordinances are on file at the Department of Community Resources.
IMG will be solely responsible for event management.
IMG shall be responsible to protect the lower Pier (plaza) surface per the Department of Public Works.
IMG shall provide barricades and cones for use at pre-approved street closures and other areas as deemed necessary by CITY staff.
IMG shall designate area for spectators to store alcoholic beverages.
IMG shall maintain public access openings on the Strand Wall (Pier).
IMG will abide by any additional policies or appropriate fees as established by CITY.
IMG shall be responsible for all prize money, equipment, sound system and personnel necessary for conducting said tournament.
IMG shall set up/tear down between the hours of 8:00 a.m. and 9:00 p.m. on scheduled days.
At CITY'S option, IMG is required to display and permit CITY representatives to present a perpetual trophy to tournament winners following the finals.
CITY RESERVES THE RIGHT TO AMEND AND/OR TERMINATE THIS CONTRACT AT ANY TIME.
APPROPRIATE ALTERNATIVE WEST, INC. COMMERCIAL BEACH EVENT CONTRACT This contract is entered into on March 23, 1999, at Hermosa Beach, California by and between APPROPRIATE ALTERNATIVE WEST, INC. (AAW), a Sporting Events Promoter, and the CITY OF HERMOSA BEACH (CITY) with regards to the CAL-KING BEACH VOLLEYBALL TOURNAMENT on AUGUST 21 - 22 1999.
FEES
Permit fee shall be $3,746.60 plus set up/tear down fee of $200 per day and other CITY fees as required. The $500 application deposit will be applied toward the permit fee and will be refunded only if the permit request is denied by CITY. All predetermined costs/fees shall be paid two weeks prior to the tournament. All unanticipated costs incurred by CITY on behalf of the event shall be paid within 15 days of receiving an invoice from CITY. LOCATION
SECURITY CITY shall establish a command post in the immediate vicinity of the tournament. The command post shall be staffed at all times with one (1) representative of the Hermosa Beach Police Department and (1) one representative of AAW. AAW shall provide no less than six (6) security officers. Said officers shall wear identifiable uniforms that indicate a separate identity from other tournament staff. A representative of the security staff shall meet with the Hermosa Beach Police Department Watch Commander prior to the tournament for a pre-event briefing. The private security staff shall be responsible primarily for informing spectators of CITY'S alcohol ordinance. CITY shall provide Officers for each day of the event as follows: One (1) Officer from 10:00 a.m. - 6:00 p.m., or as many Officers as deemed necessary by the Chief of Police. CITY shall provide Fire/Paramedic personnel for the event or as many firefighters as deemed necessary by the Fire Chief. Cost of officers and Fire/Paramedic personnel shall be assumed by AAW CLEAN -UP AAW shall use a professional maintenance service to clean the following areas each day of the tournament:
The maintenance service shall be responsible for hauling the trash outside the CITY following the tournament. AAW shall provide additional trash receptacles at the following locations:
AAW shall use Browning-Ferris Industries to provide: One (1) 30 yard roll-off trash bin on 11th Street at Beach Drive and six (6) portable toilets that includes one (1) handicap toilet at the base of the Pier on the south side. CITY staff will determine if additional toilets are needed. AAW shall take the necessary steps to encourage participants and require sponsors to utilize recycling bins for appropriate materials. AAW shall make arrangements for such bins. LOS ANGELES COUNTY DEPARTMENT OF BEACHES AND HARBORS SERVICES CITY shall make any necessary contacts on behalf of the event with the Los Angeles County Department of Beaches and Harbors. AAW shall assume all costs for any additional lifeguards each day of tournament if required by Los Angeles County Lifeguards. If AAW desires any County services, they must process their request through CITY. Any costs for County services will be borne by AAW INSURANCE At least ten (10) days prior to the event, AAW 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 minimum coverage of $2 million combined single limit coverage. Insurance is to be placed with insurers with a current AM Best's rating of no less than A:VII. Said insurance shall not be canceled or altered without 30 days notice in writing to CITY and County. AAW insurers shall be primarily responsible for any and 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 any and all areas occupied or affected by the event. AAW agrees to defend, indemnify, and hold CITY and County of Los Angeles harmless from and against any and all liability and expense, including defense costs and legal fees, caused by the negligent or wrongful act or omission of AAW its agents, officers and employees, including but not limited to, personal injury, bodily injury, death and property damage. CO-SPONSORS A fee of $100 each shall be charged for all co-sponsors with each co-sponsor permitted one display booth. All co-sponsors must meet with CITY approval prior to the event.
ADVERTISING AAW shall be required to make announcements informing spectators of CITY'S alcoholic beverage ordinance as deemed necessary by Hermosa Beach Police. Signage regarding the CITY'S alcohol ordinance shall be required by AAW. CITY staff shall determine criteria for size, wording and locations for posting. All sponsor signs, props, product facsimiles, etc. deemed necessary by AAW 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 AAW CITY shall permit two (2) street banners to be posted for tournament. Cost of installation shall be the responsibility of AAW CITY shall permit AAW to display six (6) large replicas of their product. CITY staff shall have final approval of said replicas and determine location. PARKING AAW shall be required to post temporary "No Parking" signs 24-72 hours in advance of event (as directed by CITY) and be responsible for the removal of signs on final event day. AAW shall use plastic cable ties to secure the signs. AAW shall be required to make announcements indicating: 1) where there is free parking; and 2) that CITY will strictly enforce all traffic and parking regulations. At no time may AAW block emergency vehicle access. 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 tournament. CITY shall have the right to deny all requests. CITY Council must approve any/all requests for bands/concerts prior to the event. ADDITIONAL PROVISION/RESPONSIBILITIES OF CITY CITY reserves the right to use the stadium for civic or recreational events or activities. CITY shall allow AAW the opportunity to sell official AAW concession items per certain conditions:
ADDITIONAL PROVISIONS/RESPONSIBILITIES OF AAW AAW shall be responsible to obtain all necessary County and State health permits as required. AAW will be required to obtain an amplification permit from CITY. Event shall be conducted in compliance with CITY Noise Ordinances. Ordinances are on file at the Department of Community Resources. AAW will be solely responsible for event management. AAW shall provide barricades and cones for use at pre-approved street closures and other areas as deemed necessary by CITY staff. AAW shall designate area for spectators to store alcoholic beverages. AAW will abide by any additional policies or appropriate fees as established by the CITY. AAW shall be responsible for all prize money, equipment, sound system and necessary personnel for conducting said tournament. AAW shall only set up/tear down between the hours of 8:00 a.m. and 9:00 p.m. on scheduled days. CITY RESERVES THE RIGHT TO AMEND AND/OR TERMINATE THIS CONTRACT AT ANY TIME.
MICHAEL EPSTEIN SPORTS PRODUCTIONS COMMERCIAL BEACH EVENT CONTRACT
This contract is entered into on March 23, 1999 at Hermosa Beach, California by and between the MICHAEL EPSTEIN SPORTS PRODUCTIONS (MESP), a Sporting Events Promoter, and the CITY OF HERMOSA BEACH (CITY) with regards to TRIATHLON AND FESTIVAL on OCTOBER 10, 1999.
FEES
Permit fee shall be $1,873.30 plus set up/tear down fee of $200 per day and other CITY fees as required.
The $500 application deposit will be applied toward the permit fee and will be refunded only if the permit request is denied by CITY.
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
SECURITY
CITY shall establish a command post in the immediate vicinity of the tournament. The command post shall be staffed at all times with one (1) representative of the Hermosa Beach Police Department and one (1) representative of MESP.
CITY shall provide Officers for the event as follows: Fourteen (14) Officers (average of 2-4 hours) from 7:00 a.m., or as many Officers as deemed necessary by the Chief of Police.
CITY may require MESP to provide additional security guards and the cost shall be borne by MESP.
CITY shall provide Fire/Paramedic personnel for the event or as many firefighters as deemed necessary by the Fire Chief.
Cost of officers and fire/paramedic personnel shall be assumed by MESP.
CLEAN-UP
MESP shall use a professional maintenance service to provide additional trash receptacles (at the following locations), clean the area, and haul the trash outside CITY following the event:
MESP shall use Browning-Ferris Industries to provide: One (1) 3 yard trash bin on 11th Street at Beach Drive and six (6) portable toilets that includes one (1) handicap toilet at the base of the Pier on the south side. CITY staff will determine if additional toilets are needed.
LOS ANGELES COUNTY DEPARTMENT OF BEACHES AND HARBORS SERVICES
CITY shall make any necessary contacts on behalf of the event with the Los Angeles County Department of Beaches and Harbors.
MESP shall assume all costs for any additional lifeguards each day of event if required by Los Angeles County Lifeguards. The County shall have the authority to cancel or re-route the swim portion of the race depending on surf conditions. CITY requires written confirmation from the County on the number of Lifeguards needed to ensure maximum safety for the swim portion of the event.
If MESP desires any County services, they must process their request through CITY. Any costs for County services will be borne by MESP.
INSURANCE
At least ten (10) days prior to the event, MESP 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 combined single limit coverage. Insurance is to be placed with insurers with a current AM Best's rating of no less than A:VII. Said insurance shall not be canceled or altered without 30 days notice in writing to CITY and County.
MESP insurers shall be primarily responsible for any and 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.
MESP agrees to defend, indemnify, and hold CITY and County of Los Angeles harmless from and against any and all liability and expense, including defense costs and legal fees, caused by the negligent or wrongful act or omission of MESP its agents, officers and employees, including, but not limited to, personal injury, bodily injury, death and property damage.
All participants will be required to show waivers on behalf of CITY. MESP will assume full responsibility for ensuring the waivers are signed by said participant and shall assume cost for reproduction of waivers.
CO-SPONSORS
A fee of $100 each shall be charged for all co-sponsors with each co-sponsor permitted one display booth. All co-sponsors must meet with CITY approval prior to event.
ADVERTISING
All sponsor signs, props, product facsimiles, deemed necessary by MESP 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 MESP.
CITY shall permit two (2) street banners to be posted for the event. Cost of installation shall be the responsibility of MESP.
PARKING
MESP shall be required to post temporary "No Parking" signs along the race course where appropriate 24-72 hours in advance of event (as directed by CITY) and be responsible for the removal of signs on event day. MESP shall use plastic cable ties to secure the signs.
MESP shall be required to direct participant parking in CITY lots through advertising and race flyers.
All costs to reserve parking will be paid by MESP.
At no time may MESP block emergency vehicle access. 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 contracted event. CITY shall have the right to deny all requests.
CITY Council must approve any/all requests for bands/concerts prior to the event.
ADDITIONAL PROVISIONS/RESPONSIBILITIES OF CITY
CITY shall allow MESP the opportunity to sell official MESP concession items pursuant to certain conditions:
ADDITIONAL PROVISIONS/RESPONSIBILITIES OF MESP
MESP shall be responsible to obtain all necessary County and State health permits as required.
MESP will be required to obtain an amplification permit from CITY.
Event shall be conducted in compliance with CITY Noise Ordinances. Ordinances on file at the Department of Community Resources.
MESP will be solely responsible for event management.
MESP shall be responsible for the protection of lower Pier (plaza) surface, per the Department of Public Works.
MESP shall notice all affected residents and businesses of race. CITY staff shall determine areas to be noticed.
MESP shall provide barricades and cones for use at pre-approved street closures and other areas as deemed necessary by CITY staff.
MESP shall provide adequate detour signs to identify alternate driving routes through the CITY.
MESP will abide by any additional policies or appropriate fees as established by the CITY.
MESP shall be responsible for all prize money, equipment, sound system and personnel necessary for conducting such an event.
MESP shall only set up/tear down between the hours of 8:00 a.m. and 9:00 p.m. on scheduled days.
CITY RESERVES THE RIGHT TO AMEND AND/OR TERMINATE THIS CONTRACT AT ANY TIME.
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