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HomeMy Public PortalAbout14) 10A Co-Sponsor 2019 Moon Festival with World JournalAGENDA ITEM 10.A. MANAGEM ENT SERVICES DEPARTM ENT MEMORANDUM DATE: April 16, 2019 TO: The Honorable City Council FROM: Bryan Cook, City Manager By: Bryan Ariizumi, Public Safety Supervisor Cathy Burroughs, Parks and Recreation Director lliana Flores, Administrative Assistant to the City Manager and Council SUBJECT: CO-SPONSOR 2019 MOON FESTIVAL AND GOURMET FOOD FAIR WITH WORLD JOURNAL LA, LLC RECOMMENDATION: The City Council is requested to : 1. Approve hosting and co -sponsorship of a 2019 Moon Festival & Gourmet Food Fair (Festival) with World Journal LA, LLC (World Journal) on Saturday , September 7 through Sunday, September 8, 2019 ; 2. Approve the temporary parking ban and street closure on Las Tunas Drive between Kauffman Avenue and Golden West Avenue f rom 6 :00 a .m . on September 7 , 2019 through 11 :59 p .m. on September 8 , 2019; 3. Waive all fees and deposits for use of Temple City Park and the Performing Arts Pavilion; 4. Waive all fees and authorize City staff to hang a street banner on Las Tunas Drive from August 18 to September 8, 2019 ; 5 . Approve the use of the City Seal and City Logo for advertising and promotional materials ; and 6. Grant World Journal LA , LLC a special event permit with the conditions and responsibilities stated in the staff report and authorize the City Manager to place additional conditions if necessary. City Council April 16, 2019 Page 2 of 5 BACKGROUND: The City received interest from World Journal requesting that the City host and co- sponsor a 2019 Festival, proposed to take place on Saturday, September 7, through Sunday , September 8, 2019. ANALYSIS: Last year, the City and World Journal partnered for its 151 ever Moon Festival, a two-day event which saw thousands of residents and visitors enjoying a robust combination of local and regional entertainment and food . The success of the festival and the cost-effective manner in which it was produced for both the City and World Journal has prompted a request to have another Moon Festival in the same manner as last year. The 2019 Moon Festival will mimic last year's layouts , foot print, and therefore costs associated with the event. World Journal faithfully abided by all the conditions and requirements of the 2018 festival, and very successfully worked with City Staff and the Sheriff's Department, with no major incidents or concerns noted or reported. While the original purpose of the Moon Festival was to worship a lunar deity , the modern celebration steers towards gathering as its central theme. For many cultures in Asia , it is a time to reunite with family and friends to eat moon cake , light lanterns , play games, and appreciate the full moon , which is a symbol of harmony and unity. World Journal hopes to bring the community together to celebrate the Moon Festival through gourmet food , shopping and entertainment. World Journal is an experienced event producer, having organized and produced over 1,000 festivals and exhibitions both nationally and internationally. Event Details Date and Time: The proposed dates and times for the Festival are Saturday, September 7 , 2019 , from 2 p .m . to 10 p.m. and Sunday , September 8 , 2019, from 10 a .m. to 8 p.m . Location: World Journal is requesting use of Temple City Park and Las Tunas Drive between Kauffman Avenue and Golden West Avenue . The location was selected based on staff's input. The identified location has been used for previous events and both City staff and Sheriff's Department personnel have e xperience in managing events within the requested location . City Council April16, 2019 Page 3 of 5 World Journal Responsibilities As the event organizer and producer, World Journal would be responsible for all costs associated with the following : Promotion: Advertising in English and Chinese media, social media, and local newspapers, including an advertisement in Temple City Life (i.e ., Chamber of Commerce newspaper). World Journal will also be responsible for the production of all advertisement/promotional banners . Production: Coordination of all event activities, including planning , entertainment , vendors, and equipment (audio/video, tents , booths , portab le toilets, sinks , etc .). Entertainment: World Journal will coordinate with the City to work with local businesses, community groups and schools to book local performers. In addition to local performers , professional entertainers will also perform at the Festival. Vendor Booths: World Journal will provide five free vendor booths to the City . At the City's discretion, the booths will be allocated to City Departments, the School District and Non-Profit Organizations . Permits, Licenses and Approvals: World Journal will obtain all permits and approvals from the Los Angeles County Public Health and Fire Departments (i.e ., Commun ity Event Permits and a Special Event Permit) for the food booths an d the Festival. Special Event Insurance: Wo rld Journal will obtain and purchase special event insurance from the Joint Powers Insurance Authority (JPIA) Event Program . Coverage and limits will b~ to the satisfaction of the City and the JPIA. Overnight Security: World Journal will provide security personnel to monitor the event site on Saturday night. Event Staffing: World Journal will assign approximately 25+ personnel to work and monitor event activities. World Journal staff will be present at all times during the event and will be available to assist with complaints or comments . Festival Expenses: World Journal will be responsible for all event expenses , with the exception of the cost for City staff and Sheriff's Department personnel as detailed below. City Council April 16 , 2019 Page 4 of 5 Closeout of Event: Trash collection and clean-up , returning the event site back to its original condition Temple City Responsibilities As the host and co-sponsor of the event, the City would be responsible for the following : City Facilities: Provide use of Temple City Park , the Performing Arts Pavilion and City Hall parking lots for Festival activities . Street Closure: Temporary parking ban and street closure on Las Tunas Drive , between Kauffman Avenue and Golden West Avenue. The closure of Las Tunas Drive will be completed utilizing City staff and equipment and will occur between 6 a .m. on Saturday, September 7 and 11 :59 p .m. on Sunday , September 8 . Security During Operating Hours: Provide Los Angeles County Sheriff's Department (LASD) personnel for law enforcement services during the Festival. Street Banner: Waiver of associated fees and installation of a street banner, provided by World Journal, on Las Tunas Drive (location to be determined). School District Parking Lot: Facilitate a discussion with the Temple City Unified School District (TCUSD) for World Journal 's use of their parking lot during the event. World Journal will be responsible for all applicable fees charged by TCUSD . Farmers Market: Per the City's agreement for the farmers market, the City can cancel up to two (2) farmers markets per year for special events with 30 days' notice . This would be the second closure of the year. City Seal and City Logo: Authorize the use of the City Seal and City Logo for use on advertising and promotional materials. Event Staffing for Street Closure and Closeout of Event: Provide City staff for the street closure and miscellaneous logistical support services during the Festival. CITY STRATEGIC GOALS: Approval of the 2019 Moon Festival would promote the City's Strategic Goal of Quality of Life. City Council April 16 , 2019 Page 5 of 5 FISCAL IMPACT: The cost model is similar to the cost model used for other events that are hosted and co- sponsored by the City . The estimated cost for providing LASD and City personnel for the two-day event will not exceed $13 ,500 , but may be less. Last year's total cost was $10,571 .30. If the event is approved by the City Council, the funds will be included in the Proposed FY 2019-20 City Budget. ATTACHMENT: A. Proposed 2019 layout ATTACHMENT A ...J ~ _en 1--"'l""" cno wN U.cti z• 0"- 0....,: :2:0.. ...Jw ...Jcn :::;) u.