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 City of Hermosa Beach --- 05-25-99
APPLICATION FOR COMMERCIAL EVENT: LOS ANGELES RUGBY CLUB, MAKAI EVENTS
Recommendation
The Parks, Recreation and Community Resources Commission and staff recommend that Council approve the event application and contract for:
Background
At the March 23, 1999 meeting, Council approved three commercial events for the 1999 season.
With the addition of the above event, the 1999 commercial event schedule would include three beach events, and one with limited beach use (Triathlon). (See Attachment A).
At the May 4, 1999 meeting, the Parks, Recreation and Community Resources Advisory Commission approved the event.
Analysis
Los Angeles Rugby Club
The Los Angeles Rugby Club was founded in 1958, and is the second oldest rugby club in Southern California. The proposed event will assist the Los Angeles Rugby Club (LARC) in attaining their goal, to expand the exposure of the American game of rugby to as many players and fans locally, regionally, nationally and internationally.
Event operator, Robbie Thain, of Makai Events, has identified the operation to include a minimal set-up and tear-down schedule with no plaza vendors.
Makai Events has not produced a Los Angeles Rugby Club event before, but as a company, has presented many events in the past. The following is a list of their most recent events:
Staff has received favorable reviews about the operation and conduct of these events.
Since the two proposed Rugby fields will occupy a considerable amount of beach space, staff recommends conducting the event on the north side of the Pier; removing at least four of the northernmost volleyball courts and stretching the fields to just north of 14th Street. As the layout will enter residential areas, sound systems and any staging will be permitted only on the southernmost end of the event.
Fiscal Impact: $7,065.60 to the General Fund $ 2,416.00 of the $7,065.60 to pay for direct City costs.
Los Angeles Rugby Club COMMERCIAL BEACH EVENT CONTRACT
This contract is entered into on May 25, 1999, at Hermosa Beach, California by and between Makai Events (ME), a Sporting Events Promoter, and the CITY OF HERMOSA BEACH (CITY) with regards to the Los Angeles Rugby Club on August 7- 8, 1999.
FEES Event fee shall be $3,746.60 per day plus set up/tear down fee of $200 per day and other CITY fee 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 may 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 ME. ME shall provide no less than four (4) 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 event for a pre-event briefing. The private security staff shall be responsible primarily for informing spectators of the CITY'S alcohol ordinance.
CITY shall provide Officers for each day of the event as follows: One (1) Officer from 9:00 AM - 5:00 PM, 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 ME . CLEAN -UP ME shall use a professional maintenance service to clean the following areas each day of the event:
The maintenance service shall be responsible for hauling the trash outside CITY immediately following the event. ME shall provide additional trash receptacles at the following locations:
ME shall use Browning-Ferris Industries to provide: One (1) 15 yard roll-off trash bin on 11th Street at Beach Drive and four (4) 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. ME shall take the necessary steps to encourage participants and require sponsors to utilize recycling bins for appropriate materials. ME shall make arrangements for such bins. INSURANCE At least ten (10) days prior to the event, ME 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. Said insurance shall not be canceled or altered without 30 days notice in writing to CITY and County. ME 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. ME 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 ME 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 ME shall be required to make announcements informing spectators of the CITY'S alcoholic beverage ordinance as deemed necessary by Hermosa Beach Police. Signage regarding the CITY'S alcohol ordinance shall be required by ME. CITY staff shall determine criteria for size, wording and locations for posting. All sponsor signs, props, product facsimiles, etc. deemed necessary by ME 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 the ME. CITY of Hermosa Beach shall permit two (2) street banners to be posted for tournament. Cost of installation shall be the responsibility of ME. PARKING ME 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. ME shall use plastic cable ties to secure the signs. ME 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 ME 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 event. CITY shall have the right to deny all requests. ADDITIONAL PROVISIONS/RESPONSIBILITIES OF CITY CITY shall allow ME the opportunity to sell Los Angeles Rugby Club concession items pursuant to certain conditions:
ADDITIONAL PROVISIONS/RESPONSIBILITIES OF ME ME shall be responsible to obtain all necessary County and State health permits as required. ME 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. ME will be solely responsible for event management. ME shall provide barricades and cones for use at pre-approved street closures and other areas as deemed necessary by CITY staff. ME will abide by any additional policies or appropriate fees as established by CITY. ME shall be responsible for all prize money, equipment, sound system and necessary personnel for conducting said event. ME shall set up/tear down between the hours of 8:00 a.m. and 10:00 p.m. on scheduled days.
CITY RESERVES THE RIGHT TO AMEND AND/OR TERMINATE THIS CONTRACT AT ANY TIME.
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