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HomeMy Public PortalAbout16) 8C EDI Media Inc. 2012 Full Moon Happy Family FestivalCity Council July 3, 2012 Page 2 of 3 agreed upon by EDI Media, the City Manager and Chamber of Commerce Executive Director; g) Pursuit of at least two other co-sponsorships from Temple City-based organizations, including but not limited to public agencies, non-profit organizations and private businesses; and h) Finalization of an outreach strategy and entertainment line-up schedule that maximizes public awareness and participation, and is inclusionary to all segments of the Temple City population. BACKGROUND/ ANALYSIS: 1. On June 19, 2012, the City Council received a presentation from EDI Media requesting the City host and co-sponsor the Full Moon Happy Family Festival on September 15, 2012 (Attachment "8"). The Council requested that staff identify necessary due diligence measures, and to bring recommendations before the Council for consideration at their July 3, 2012 meeting. 2. On June 25 and 26, 2012, staff met with Jack Zhou of EDI Media to discuss the City's required due diligence measures, particularly as they pertain to parking, traffic patterns, public safety, proposed performances, and event marketing and co-sponsorships. 1 Mr. Zhou also met with Peter Choi of the Chamber of Commerce, discussing ways to better include the business community into the event, as well as how to minimize impacts to those businesses most directly affected. The measures identified in this report represent a collective staff recommendation, provided the timely nature of EDI Media's request to move this event forward. All parties have agreed to complete the listed tasks before July 31, 2012. CONCLUSION: Based on progress made thus far, and given Mr. Zhou's experience coordinating similar events with other cities, staff is recommending that the Council consider hosting and co- sponsorship of the event, contingent upon EDI Media's completion of the identified tasks by July 31, 2012. 1 City staffers were Brian Haworth (Assistant to the City Manager), Robert Sahagun (Code Enforcement Supervisor) and Bryan Ariizumi (Public Safety Officer). City Council July 3, 2012 Page 3 of 3 FISCAL IMPACT: None. ATTACHMENT: A. Special Event Permit Application B. June 19, 2012 Staff Report and EDI Media Proposal Application Checklist The following pages have been submitted to the City of Temple City: Required N/A D D General Infonnation (page 4) D Site Plan & Route Map (page 5) D D Parking Plan (page 6) D D (ADA) Awareness (page 7) D D Security Information (page 8) D D Marketing I Advertising (page 8) D D Entertainment and Related Activities (page 9-1 0) (If Applicable) D D Alcohol (page 11) D D Food Concession or Preparation (page 11) D D Res !rooms (page 12) D D Waste Management (page 13) D D Insurance (page 14) D D Hold Harmless Agreement (page 15) D D City Department Review & Approval (page 16) n u D Business Vendor License Attachments D D Medical Evacuation Plan Attachment Rev. 6i27!12 Page 2 of 16 Applicant Initials General Information & ' Event Name: Group or Association sponsoring event: I & Address: City: State: Zip: ' Event Contact Person(s) Name: ' Event Contact Person(s) Phone: Fax: ' Number of expected participants I attendees per day: ,, Event Date(s) I Time(s): k ' Event Arrival Set-Up Time: ' Event Completion I Strike Time: ' Event Location: ' I Event Category: (Check all that apply) OsportsiRecreation 0Parade/March OF air/Festival 0Race1Walk Oconcert/Performance Ooutdoor Market 0Nonprofit Organization ~ther: {;- ' Is this an annual event? :J Yes JNo iJ How many years have you been holding this event? ~j Location(s) of previous events: REQUIRED: Emergency Contact: In case of an emergency during the event, a person must be available to be contacted during the hours of the event Please identifY: Name: Telephone: Cell I Pager: Will streets or traffic lanes need to be closed for the event? JYes :J No If yes, the applicant shall notifY the following: • The Temple City Community Development Department-Public Works Division, ( 626) 285-2171 ext.2336 • Los Angeles County Fire Department (LAFD), (626) 287-9521 Please Provide the City of Temple City Community Development Department with a Copy of your Fire Permit and Street Closure Permit. Rev, 6/27112 Page 4 of 16 Applicant Initials Americans with Disabilities (ADA) Awareness DEFINITIONS • The term accessible shall mean ADA compliant. GENERAL • Concern should be given to the accessibility of your event's location. • An event layout map with all elements (such as parking, portable toilets, ramps, seating, accessible paths of travel, etc.) is required " with this application. ; • All printed material for an event is to include the request for accommodation notice with the international symbol for accessibility, a q contact name, and the contact's phone number. N • Requests for accommodation may include material in an alternate format, an interpreter, or assistive listening devices. BARRIERS • Concern should be given to elevation changes of more than 14" vertical or Y2" beveled. This classifies as a barrier and requires a ' temporary ramp. • All cords, wires, hoses, etc., which are located within a path of travel must be ramped or placed within a cord cover. I PATHSOFTRAVEL ·i • An alternate path of travel is required when the public right-of-way is obstructed. • When an alternate path of travel is provided, signage designating the alternate path of travel is required. m • An altemate path of travel must be provided whenever the existing pedestrian access route in a public right-of-way is blocked by ;1 temporary conditions. s • Where possible, the alternate path of travel shall be parallel to the disrupted pedestrian access route, and on the same side of the street. • An alternate path of travel shall have no protrusions up to a height of 80", including scaffolding and scaffolding braces. Where the alternate pafh of travel is adjacent to potentially hazardous conditions, the path must be protected with a banicade. ; PARKING • If parking is provided for an event~ accessible parkjng is required. • If no parking is provided for an event, an accessible passenger loading and unloading zone is required. • Accessible parking, passenger loading, and unloading zones are required to be identified using the international symbol for accessibility. • Signs with the international symbol for accessibility are to be mounted at a minimum of 60" from the finished floor or the ground. l SALES OR SERVICE COUNTERS • If sales or service counters are provided for your event, the height must be no more than 36" from the finished floor or the ground, and the width must be at least 36" wide. ' ACCESSIBLE ROUTE * • An accessible route is required ITom the accessible parking, and from the passenger loading and unloading zone to the event entrance. ~ • An accessible route is required within the event. • An accessible route must be a minimum of 36" in width. • Accessible routes must be identified with the intemational symbol for accessibility, including directional arrows, a minimum of 60" from the finished floor or the ground. fl. • Temporary ramps that do not exceed 8.33% grade may be required to provide an accessible route. SEATING • If seating is provided, accessible seating and companion seating are required. ~ • Accessible seating and companion seating areas must be identified using the international symbol for accessibility, placed at a minimum height of 60" above the finished floor or the ground. PORTABLE TOILETS • If portable toilets are provided, they must be accessible and located on a level area not to exceed a 2% cross-slope in any direction. ~ • The total numbers of portable toilets that are being provided for the event determines the required number of accessible portable toilets ~ This number is I 0% of the total, but in no event less than one for each location. If a single unit is placed, it must be accessible. The placement of single units will increase the number of accessible pmtable toilets required for your event. '(.1 • An accessible route to each p011able toilet is required. ~ • Accessible portable toilets must be identified with the international symbol of accessibility. Rev. 6!271!2 Page 7 of 16 Applicant Initials Entertainment and Related Activities , See City of Temple City Municipal Code Sections {4130-4133}. :1 ! Is there any entertainment features related to your event? JYes JNo If yes, complete the following or provide an attachment that lists all bands I performers, type of music, time of l sound check, and perfonnance schedule. 1 o Number of stages ____ _ Stage # I size notated: Height: ____ Depth: ____ Width: Stage # 2 size notated: Height: ____ Depth: ____ Width: ____ _ o Number of performing groups: _____ _ 1 Please List Perfonner name(s) and type(s) of Entertainment: ' 2 I Will dressing room areas be provided for the entertainment? :J Yes :J No 1 * ' Size of dressing room area and type: : Will sound checks be conducted prior to the event? JYes ' J If yes, Start time: _____ _ Finish time: ____ _ Will amplification be used? JYes JNo ., If yes, Start time: _____ _ Finish time: ____ _ JNo l Please describe the sound equipment that will be used for the event: ______________ _ !fusing a licensed sound company, please complete the following: Name of Company: Address: City: State: Zip: § Daytime Telephone: Evening: Fax: Pager I Cell: ,, Rev. 6/271!2 Page 9 of 16 Applicant Initials Entertainment and Related Activities (Continued) Will Generators as a power source be used? JYes JNo If yes, what type: ________ _ How Many: ____ _ !fusing a licensed Power company, please complete the following: Name of Company: Address: City: State: Zip: Daytime Telephone: Evening: Fax: Pager I Cell: Rev. 6/27/12 Page 10 of 16 Applicant Initials Restrooms The Los Angeles County Department of Health Services (DHS) recommends I chemical or portable toilet for every 175 women and I_ chemical or portable toilet for every 250 men. At least I chemical or portable j toilet facility must be ADA accessible (The total numbers of portable toilets that are being provided for the event determines the required number of accessible portable toilets. This number is I 0% of the total, but in no event less than one ADA accessible toilet for each location). This fignre is based upon the maximum number of attendees at your event dnring peak time. For the cmTent requirements please contact DHS at j (661) 254-9560. ' Are you planning to provide rest rooms at the event? Yes ::J No 1 If yes, please identify the following: 0 o Total number of port -a-toilets: ____________ _ o Total number of ADA accessible rest rooms: Setup Pickup Date: ____ _ Date: ____ _ -------- Time: _______ _ Time: _______ _ I Portable Toilet Company Name:------------------------------ " Telephone Number: __________ _ Fax: _________ __ Address: ___________________________________ ___ City: State: Zip: ------------------------ I j • Rev. 6/27!12 Page 12 of 16 Applicant Initials Waste Management SANITATION AND RECYCLYING • The event must be planned and organized to have a minimum impact on the environment. As an event ~ organizer, you must properly dispose of waste and garbage throughout the tenn of your event and immediately upon conclusion of the event the area must be returned to a clean condition. ~ California State law requires each City to divert 50% of solid waste from landfill. Athens Services manages the City of Temple City's solid waste programs. You can help by planning recycling strategies for the waste generated at your event by calling the Public Works Division at ( 626) 285-2171 ~ Exclusive franchise agreements require applicants to use Athens Services for garbage removal. ' Please contact them (626) 336-3636 at least 30 days in advance to arrange for service at the event. ' Will there be dumpsters? ::J Yes :J No If yes, please identify the following: o Total number of dumpsters I size: ____________ _ Delivery Date: ____ _ Time: _______ _ Pickup Date: -----Time: _______ _ I ! PLACEMENT OF DUMPSTERS Please explain your plan for clean-up and waste removal during and after the event: ; STORM WATER PROTECTION Local and State regulations prohibit the discharge of wash water, cleaning water, trash and debris to the Stann Drain System. Please contact the City's Community Development Department for specific information and assistance with your event planning at (626) 285-2171. Rev. 6/27/!2 Page 13 of 16 Applicant Initials Insurance As a condition of use of City of Temple City facilities or City Programs, your organization must provide, at yom sole expense, each ~ ofthe following items indicated: l ~ ~ l .,; ;1 :!! j . j .t " j Proof of insurance comprised of certificates of insurance and original endorsements of comprehensive general liability insurance written by one or more responsible insurance companies licensed to do business in California. This coverage must: 1. Name the City of Temple City, its officials, officers, directors, employees, agents and volunteers as additionally 2. 3. 4. 5. insured against liability for injury to persons, damage to property and for the death of a person or persons arising or resulting from any act or omission on the part of your organization, its agents or employees. Include liability coverage for claims made by participants in your event/program. You are advised that any and all exclusions pertaining to athletic or recreational events/programs must be disclosed in the endorsement and failure to do so will not necessarily insulate your organization from individual liability for claims made as a result of the use of the facilities and your event/program. Be PRI.MARY insurance with respect to the additionally insured named above. Any other insurance available to the City of Temple City, its officials, officers, directors, employees, agents and volunteers shall be excess and noncontributing. The comprehensive general liability insurance policy limits of such insurance shall not be less than $2,000,000 per occurrence for bodily injury, personal injury and property damage. Any deductible or self-insured retention must be identified and approved by the City.ln the event the deductible is deemed to be too great, the City may require you to have your insurer eliminate the deductible or reduce it. Y au must satisfy these requirements by furnishing the City with certificates of insurance and original endorsements affecting the required coverage. The certit!cates and endorsements are to be on I SO-approved forms. The City will not accept a Certificate of Insurance alone as proof of insurance coverage. The original endorsement must specifically list the following: "The City of Temple City, its officials, officers, directors, employees, agents, and volunteers are additionally insured against liability for injury to persons, damage to properly and for the death of a person or persons arising or resulting from any act or omission on the part of your organization, its agents or employees. This insurance is primary \\'ith respect to the additionally insured. Any other insurance available to the City of Temple City, its officials, officers, directors, employees, agents, and volunteers shall be excess and noncontributing." You are strongly urged to show this Notice of Conditions (including the precise wording of these requirements) to your insurance agent or broker. Doing so will help you, your agent, and the City process the proper documents in a timely manner . If you are not able to obtain this insurance, the City may be able to provide you with an insurance quote through Diversified Risk J. Insurance Brokers, for the event coverage. You must provide the City with the endorsement 14 days prior to the start of your event/program. Each endorsement shall be subject to approval by the City of Temple City as to form and as to insurance company. Please sign and return this original Notice of Conditions to indicate your receipt and understanding of each of the conditions listed above. Signature of Designated Official _________________ Dated ____________ _ Title _____________________________________ _ Organization's Name ------------------------------------- Rev. 6/27!12 Page 14 of 16 Applicant Initials I Rev. 6/27/12 Hold Harmless Agreement HOLD HARMLESS AND INSURANCE AGREEMENT By my signature below, I hereby agree to and represent the following: --------------' as a condition of use of City ofTem- ple City facilities on the date of , hereby agrees to, and shall, defend, indemnify, and hold harmless the City of Temple City, its officials, officers, directors, employees, volunteers and agents from and against any or all loss, liability, expense, claim, costs, suits and damages of every kind, nature and description, directly or indirectly, arising from usage or activities for which Special Event Permits are granted. _______________ will take full responsibility for seeing that use of City facilities is in full adherence and compliance with all applicable City rules and conditions and the requirements of State Law. On the date(s) of , commencing at 12:01 a.m. and expiring at 12:00 midnight, will at its sole expense, maintain in full force and effect a policy or policies of comprehensive general liability insurance written by one or more responsible insurance companies licensed to do business in California, that will insure -,..-:----:--:------:--:-:---::-:-:-:--c' and the City of Temple City as an additional insured, against liability for injury to persons or property and for death of any person or persons with respect to usage or activities under the permit. Each such policy shall be subject to approval by City of Temple City as to form and as to insurance company. The comprehensive general liability insurance policy limits of such insurance shall not be less than $2,000,000 combined single limit. Signature of Applicant Dated Title Page 15 of 16 Applicant Initials ' ~ City Review & Approval ~ ~ ' 0 I! ~ The various City Departments will sign-offthat their department has been made aware of the request for a Special Event Application, and that the responsibilities of their department have been met. !fa department has any qnestions and/or the responsibilities have not been met, it could delay the processing of this application. The departments may suggest or require various steps or conditions concerning but not limited to traffic and parking enforcement, litter control, insurance requirements, and scheduling to avoid conflict ' with other activities. Only after each department has signed-off will this application process be considered complete. Name of Applicant: Permit Number: -. & Event Title: Event Date(s): Event Time(s): -Approved Not Disapproved (Provide reason, Use additional sheet if necessary) = = Approved % 0 " J2"'0;:::e q 1.., = ~ t ci! e"l t.. eo;~ " Q. " " O::Cl C~E Approved Not Disapproved (Provide reason, Use additional sheet if necessary) ·-~ "' Approved = 8 8 = Q.-8 0 ~ • e c:: g, l 0 > " ue;:Cl Approved Not Disapproved (Provide reason, Use additional sheet if necessary) Cl Approved "' < J ...l . ' ' -Approved Not Disapproved (Provide reason, Use additional sheet if necessary) = Approved " " ;:;.s ~ ~ ' = ~ ·-Q. '"' " Cl ~ Approved "' Not Disapproved (Provide reason, Use additional sheet if necessary) ~ Approved " ;$ .:: . :c = 0.. Suggestions or requirements, if any, must be attached to the Pennit. The Pennit will not be approved without resolution of any requirement noted . • Rev. 6/27/!2 Page 16 of 16 Applicant Initials 201 's 2 is a sta,ge in front and with orovid1:d as we I can reach<xl at: illlli£~'I!QillliillJillJ[!, r m "V<HldUl e at iltl\1!1" '" if Media Please Attacnment A Page 5 of 14 at lisl.ed below AND Rev. il/10 of'! 21111if:91Sll1178 IIJIJitUat at!!ll Gl•IIM Wll!l'. b~il, tA ~170 QIFt 1ll!llllllllllllii-!l Attachment c Page 2 of 2 6!!