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HomeMy Public PortalAbout090_011_5-23CCAR_Pirate Fest MAYOR ilik'SE Ii CITY MANAGER Jason Buelterman ri Diane Schleicher A CITY COUNCIL CLERK OF COUNCIL Wanda Doyle,Mayor Pro Tern - , Janet LeViner Barry Brown I ? ' Jan Fox tt CITY ATTORNEY Bill Garbett ° Edward M.Hughes Tom Groover ?• I &' Paul Wolff CITY OF TYBEE ISLAND City Council Agenda Item Request Agenda Item Requests and supporting documentation must be submitted to the Clerk of Council by 4:00PM on the Thursday prior to the next scheduled Council meeting. If this form is received after the deadline, the item will be listed on the next scheduled agenda. Council Meeting Date for Request: 5/23/13 Category: Special Event Consideration Item: TYBEE ISLAND PIRATE FEST (October 11 — 13): Festival grounds @, 16th Street Lot; Pirate Encampment on beach @ 16th Street Crossover; Beach Derby from North Beach to 18th Street; Parade from NB lot to Tybrisa Street Organization: Tybee Island Tourism Council Explanation: Budget Line Item Number(if applicable): Paper Work: X Attached* Audio/Video Presentation** * Electronic submissions are requested but not required. Please email to jleviner(&,,cityoftybee.org. ** Audio/video presentations must be submitted to the IT department at City Hall by 4:00PM on the Thursday prior to the scheduled meeting. Submitted by: Chantel Morton, BHT Program Coordinator Phone/Email: 912-844-9771 /cmorton(&,,cityoftybee.org Comments: Date given to Clerk of Council 5/16/13 * * P.O. Box 2749—403 Butler Avenue,Tybee Island,Georgia 31328-2749 *Certified (866) 786-4573—FAX(866) 786-5737 City of www.cityoftybee.org Ethi`� man TDt'f CITY MANAGER �S ��a '1i '/� 5/ / " Diane Schleicher JUNCIL /...... 'z 1", ), /tie f/� � �r�a t / ra, CLERK OF COUNCIL Doyle, Mayor Pro Tern % Janet LeViner j Brown \,k .f Fox 1''' i' CITY ATTORNEY ,ill Garbett ". , Edward M. Hughes Tom Groover -,..-4:4",.. ./4"-•, Paul Wolff t41,411rxl00.\ CITY OF TYBEE ISLAND SPECIAL EVENTS APPLICATION The City of Tybee Island recognizes that special events play a significant role in the life of the community. Special events enhance the community by providing recreation,cultural and educational opportunities to residents and tourists and they attribute to the economic health of the community. It is our goal to assist event organizers in planning safe and successful events that have a minimal impact in the areas surrounding the event. By keeping the public's best interest in mind, persons or organizations wishing to host a special event upon public property or private property requiring City Services,special permitting and/or vendors must first be granted approval from the City Council and/or the City Manager. The Special Event application shall be completed with all requested information completed and submitted for consideration at least sixty(60)days prior to event. Events with 75 or more people upon public property or private property requiring City Services,special permitting and/or vendor permits that are not for the non-profit organizer of the event require approval from the City of Tybee Island. No more than one event per day will be permitted due to limited infrastructure and city resources. In order to ensure a smooth review process for permission to have a Special Event,the applicant will receive direction from applicable City Departments,City Manager and Better Hometown'Program Coordinator. Prior to the application being submitted for City Council consideration(if applicable),all concerns and details must be addressed,confirmed by the organizer and accepted by designated City Staff of impacted Departments. Note: Applicant must meet with the Better Hometown Program Coordinator or his/her designee at time of submitting application. Additional meetings may be required. Today's Date: 5/13/2013 Application Fee Submitted: $50 *A non-refundable Special Event application fee of$50 is required at time of application submittal for processing and consideration. Checks or money orders should be made payable to the City of Tybee Island. I SECTION 1: EVENT INFORMATION 1. Name of Event: Tybee Island Pirate Fest 2 Date and time of event: October 11 - 13, 2013 ' 4• Setup: Date/Time period Monday, October 7 • Breakdown: Date/Time period Tuesday, October 15 3. Location(s): 15th and 16th Street Parking Lots and beach area •- A site plan of the event area drawn to scale and depicting all event structures is required at time of application submittal. + A Letter of Permission(LOP)from Georgia Department of Natural Resources(htto://coastalgadnr.ors/sendemail) is required for events with beach usage and/or within the Shore Protection jurisdiction(i.e.beach side parking lot areas,etc.). The LOP is due no later than two(2)weeks prior to the event. 4. Organization: Tybee Island Tourism Council 4• ❑Commercial? I Non-profit/Tax Exempt?(Non Profit Status/GA Tax Exempt Certificate must be attached.) 5. Phone number and/or website for public event information: 912-786-5444; TybeePirateFest.com 6. Organizer/Applicant: Casey Slone Address: PO Box 491 City: Tybee Island State: GA 31328 Zip Contact Phone: 912-644-6472 Email: cslone©tybeevisit,com Organizer/Applkant listed above must be in attendance and readily available for the duration of the event. P.O.Box 2749-403 Butler Avenue,Tybee Island,Georgia 31328-2749 (912)472-5071—FAX(912)786-9539 www.cityoftybee.org SECTION 2: EVENT DETAILS 1. Is this event... A Open to the public 0 Private Invitation only 2. Describe the event and Its goals: Pirate Fest exists to increase visitation during the shoulder season. 3. Estimated number of people to attend and what this is based on: 7,000-9,000 -2012 Attendance 4. Is there an admission fee for attendees? 0 No d Yes-Fee will be: 510-520-tree kids and Sunday • A preliminary budget is due with application. (refer to Section 7: Financial) 5. Have you ever done this event before? If yes,list dates and locations: TITC produced the 2012 TIPF, 6. Describe parking arrangements during event in detail: See Attachment A-2 ••r Please attach a drawing of parking plan. Organizer may be required to run a shuttle if a parking lot is closed for the event. 7. List event sponsors and marketing plan: Primary Sponsor-Southern Eagle Distributing Additional sponsors include local businesses and TITC 8. List any additional contact person(s)and their phone numbers involved in the planning of this event. Lindsay Fruchtl -TITC Marketing Director-912-644-6470 9. What plans exist for clean up and recycling?(Disposal of grease,trash,etc.) TITC will provide trash/recycling pickup within the festival grounds.An independent dumpster will be rented and hauled following the event. 10. Please list any entertainment,bands,emcees or onsite promoters attending this event. bands - Shooter Jennings, Al A, Brigands Describe sound equipment: All audio equipment will be provided by professional providers. SECTION 3: REFERENCES 1. Please list your previous special event and/or hosting organization's experience in producing events. TITC produced the 2012 and 2013 Mardi Gras events, 2012 Labor Day Beach Bash, 2012 Tybee Island Pirate Fest, and 2012 New Year's Eve Fireworks 2. Please list two(2)references excluding City Officials and Staff: a. Name: Lindsay Fruchtl Address: PO Box 491 Tybee Island, GA 31328 Phone: 912-644-6470 b. Name: Keith Gay Address 1106 Hwy 80 Tybee Island, GA 31328 Phone: 912-786-0100 Page 2 of 8 City Council Approved:February 14,2013 SECTION 4; OTHER REQUESTS (Check the boxes below and provide additional information If applicable.) I Vendors(Organizer must submit all Vendor Applications with payment no later than two(2)weeks prior to event. Chatham County Health Department must be contacted for approval of food vendors in accordance with their regulations.) 2. I Department of Public Works(DPW)Request(s)(DPW approval required;staffing/equipment fees may apply) DPW Item Amount needed Total hours needed Traffic Cones Barricades Traffic Barrels — Trash cans 25 Recycling containers 20 Port-a-lets Sweeper Vac Truck Fire ant treatment Dump Truck Back-hoe List other services that are requested. Costs will be determined. TITC requests DPW change the flags at Park of the Seven Flags from Wed.Oct.9th to Sun.Oct.13.Flags to be provided by TITC. 3. I Street Closures(Tybee Island Police Department(TIPD]approval required.) a. List requested streets: See A-3 4. I Special parking/parking pass request(s)(Parking Service Division approval required.) a. Please describe: See A-4 5. d Commercial truck parking a. Please describe: TITC requests permission to park the technical equipment truck behind the mainstage. 6. I Police Detail(TIPD approval required;staffing/equipment fees may apply) a. Please describe: TITC requests waiver of police fees per the grant request.TITC will hire additional off duty officers per recommendation (If off duty police officers are hired,organizer is responsible for contracting directly with the individual[s]and paying fees direct as agreed upon.) 7 6 Alcoholic Beverages(License Application should be submitted to the Administrative Assistant to the City Manager, Approval is required by City then State.) 8. ❑ Fire Detail/Inspection(staffing/equipment fees may apply) a. Please describe: (If off duty fire department staff/volunteers are hired,organizer is responsible for contracting directly with the individual(s)and paying fees direct as agreed upon.) 9. ❑ Fireworks(TIFD,Chatham County and U.S.Coast Guard approval required. Special application due to USCG at least 135 days prior.) 10. I Additional Security a. Please describe: See 6. 11. ❑ Petting Zoo a. Please describe: Page 3 of 8 City Council Approved:February 14,2013 SECTION 4: OTHER REQUESTS(CON'T.) (Check the boxes below and provide additional Information If applicable.) 12. I Parade/Procession(TIPD approval required;staffing/equipment fees may apply) a. List requested parade staging area and route: See attachment F. (*Parades are required to start on Saturdays no later than 3:00pm with the exception of the Beach Bum Parade. Participants must adhere to safety guidelines.) 13. ❑ Amusement Rides(Insurance from providing company is required no later than two(2)weeks prior to event.) 14. I Temporary Structure(i.e.tents,booths,stage,etc.) a. Please describe: structure tents and stage.See attachment B. (Permits for tents larger than 10'x 10',stages,booths and the like are required through the Planning&Zoning Department. Completed application with required documentation must be submitted no later than thirty(30]days prior to the event.Structures are not permitted without approval from the Planning&Zoning Department. Fees apply.) 15. I Electrical needs(fees may apply) a. Please describe: TITC utilizes rental generators. 16. ❑ Filming(Permit application should be filed with Facilities Coordinator. Approval is required.) 17. I Banner Permits(Permit application should be filed with Facilities Coordinator. Approval is required.) 18. I City Facility requests require separate forms and approval through the Facilities Coordinator. a. The Walter W.Parker Pier and Pavilion is managed by Chatham County Parks&Recreation. Reservations for use of this facility must go through their office. SECTIONS: ADDITIONAL REQUIREMENTS A non-refundable Special Events application fee is required at time of application submittal. The application will not be processed without the application fee of$50.00. Checks should be made payable to the City of Tybee Island.. If the applying organization is tax exempt,a GA Tax Exempt Certificate must be submitted with the application. Insurance,as indicated below,is required at least two(2)weeks prior to the Event. Failure to provide insurance will result in the cancellation of event. PRIVATE PROPERTY PUBLIC PROPERTY PRIVATE Organizer is responsible to obtain Signed Indemnification INVITATION necessary insurance as deemed Agreement required. appropriate by the property owner. Signed Indemnification Agreement Signed Indemnification Agreement required, required and a Organizer is responsible to obtain necessary insurance as deemed $1 million certificate of insurance,with the OPEN TO appropriate by property owner. City of Tybee Island listed as additional insured and THE PUBLIC *If use of the Walter W.Parker Pier and Pavilion is part * certificate holder. If use of the Walter W.Parker Pier and Pavilion is of the event,a$1 million certificate of insurance,with part of the event,a$1 million certificate of insurance, Chatham County Parks&Recreation listed as an with Chatham County Parks&Recreation listed as an additional insured and certificate holder is required. additional insured and certificate holder is required. The application will go through the review process again if substantial changes are made or additional needs are requested. Additional application fees will result with additional meetings. Page 4 of 8 City Council Approved:February 14,2013 SECTION 6: INDEMIFICATION AGREEMENT AND ACCEPTANCE TO ADHERE TO APPLICATION REQUIREMENTS I,individually and as the Agent representing the Event Organization,do hereby agree to indemnify and hold harmless the City of Tybee island,Georgia,its officers,agents,employees and contractors from and against any and all loss,damage,claim,demand, liability or expense by reason of any damage or injury to property or person which may be claimed to have arisen as a result of or in connection with the occupancy or use of listed event premises during the time period of said event. Such obligation to indemnify and hold harmless shall continue notwithstanding any negligence or comparative negligence on the part of the City relating to such loss or damage,except for loss or damage arising from the sole negligence or willful misconduct or gross negligence of the city,and shall include all costs,expenses and liabilities incurred by the City in connection with any such claim, suit,action or cause of action,including the investigation thereof and the defense of any action or proceeding brought thereon and any other judgment or decree which may be entered in any such action or proceeding or as a result thereof. These provisions shall survive the expiration or earlier termination of the use of premises. Nothing in this Agreement shall be construed to affect in any way the City's rights,privilege ,a rt imm nat-ies-as,ce • t-h,in Georgia tatutes and/or the Constitution of the State of Georgia. Organizer/Applicant's 5ignatt,{re, .t'; .,_\. •5� ,~�'1-\1 l )\ `N Date: 5/1 3/201 3 {r INTERNAL USE BELOW. J St.- sig .tures for City D-,.•ments listed belo, ndicate the event application has been reviewed and department needs are acce.ted as reques -. signtes ar-, '' -d prior .Q applica ion bet�g sub `fitted for City Council consideration. City anager and/or Designee Finan ; Director and/or Designee ) i 4e_C 10vJ PI..ling&Zoning Manager and/or r,-signee Wat= &Sew. D-�e • Supervisor and/or Designee Chief o lice ao /o .ignee Campground anager and/or D ignee y____ Chief of Fire . Tn .nd/o s- gnee Department of Public Works Director and/or Designee COMMENTS: DATE APPROVED BY CITY COUNCIL: ADMINISTRATIVE APPROVAL(as applicable): Better Hometown Coordinator: Date: City Manager: Date: 61131 I3 , j ((Diti 10 m041at 4e'4ew ; g ivkai, (4,5-16 1 v.m.51A4s5slit, Estimated permit fees for this event at$100 each;with electrical additional$40=±$1,200 2 stages 24x20;34x15 2 bouncy houses 1 main stage tent 50x100 1 green room tent 10x20 3 food tents 15x15 2 or 3 encampment tents(requested site plan not yet received) 1 entry tent 15x15 electrical permit Inclusion of the Tybee Beach Derby event by Stafford Promotions bypasses the one event per day restriction Page 5 of and the purpose for which it was adopted. [paragraph 1 of Application: No more than one event per day will be permitted due to limited infrastructure and city resources. For that reason this application is not approved. 5•—I (0-13 SECTION 7: STANDARD EVENT APPUCATION POUCIES AND PROCEDURES THE APPLICANT SHALL USE THE MUNICIPAL PROPERTY SOLELY FOR CARRYING OUT THE SPECIAL EVENT AS APPROVED BY THE CITY MANAGER AND/OR THE CITY COUNCIL. Application Will Be Based On: /. Whether the applicant for a Special Event Permit is capable or incapable of executing the planned special event. 2, Whether budgetary considerations at the time of application create such a burden upon the City's financial resources that it would not be practical to hold the proposed special event at the time requested. 3. Whether the holding of the special event as planned would create an undue burden upon the public and staff resources of the city. 4. The timing of the proposed special event. 5. Whether the applicant producing the special event is profit making or not for profit purpose only. 6. The historical experience,if any,of the special event in the past years. 7. The effect the proposed special event will have upon the City's resources and public health and safety,and frequency with which such events are held. 8. All City Department Heads affected by said event must review and confirm acceptance of the application prior to the application being approved by the City Manager or City Council. All relevant fire and life safety issues must be adequately addressed. 9. A Special Event permit may be refrained from issuance when the directors of city departments in good faith believe that the proposed special event will endanger the public health,safety,welfare,and/or damage property. W. A special events permit shall be revoked when the directors in good faith believe that allowing the continuations of the proposed special event may endanger the public health,safety,or welfare of property of others. 11. After reviewing the comments of all affected Departments of the City,based on the specifics of the event,approval or rejection of the application for a Special Event permit will be granted. Approval of Application: 1. The City Manager may at her/his discretion approve an event for up to 500 people. These events must meet the following criteria: exclusive use of city property;minimal impact on neighboring residents and businesses;small scale events with some special requirements;temporary use of public parks or public facilities,and no street closures. The City Manager may at her/his discretion approve an event exceeding 500 people if the event is on Private Property. 2. Events exceeding 500 people on Public property must be reviewed by City Council for approval. City Council may also review events that significantly impact residents and businesses,request use of city streets,parks,beach or other city facilities,extensive activities,and/or require alcohol permits.Special Event applications are considered by City Council during a regularly scheduled monthly meeting as the agenda allows. 3. Upon the issuance of a Special Event Permit from the City Council or the City Manager,the applicant shall obtain all other State,County,and City permits no later than thirty(30)days prior to the scheduled special event. 4. The City Manager,in consultation with Directors of affected Departments,may also impose any necessary restrictions or conditions to be observed in accordance with public safety,environmental and administrative considerations involved in the application. 5. Nothing in this section shall be construed to prohibit the imposition necessary for the carrying out of the event. Application Denial and Process of Appeal: /. Any applicant denied a Special Event permit to conduct a special event shall be notified in writing prior to the proposed date of the special event. Said notification shall state the reason for the denial. The applicant has the right to appeal to the City Manager. 2. Appeals from the determination of the City Manager,as to the denial of a Special Event permit,shall be made to the City Council. These appeals shall have priority and shall be heard at a regularly scheduled monthly meeting as the agenda allows. Planning&Zoning Department 1. Building permits—an applicant shall obtain the applicable permits including,but not limited to,electrical,plumbing, mechanical,and structural from the City's Building Official at least thirty(30)days prior to the scheduled event. An applicant may be required to obtain other permits pursuant to state law,city ordinances and the International Building Code and the Georgia Amendments. The Building Official shall make inspections deemed necessary to insure that all building code standards are followed. Non-compliance of any building code standards may be cause to cancel the event. 2. Any person or organization which is granted a Special Event permit shall comply with all applicable laws,ordinances and building codes pertaining to said event. 3. The person or organization receiving a Special Event permit shall be responsible for ensuring that its contractors and subcontractors obtain all permits and comply with applicable laws,ordinances and building codes. Page 6 of 8 City Council Approved:Februosy 14,2013 SECTION 7: STANDARD EVENTAPPUCATION POLICIES AND PROCEDURES(CON'T.) ( Financial I. A proposed budget for the special event and a detailed explanation of how proceeds from the special event will be allocated shall also be provided at the time of application submittal. 2. The applicant shall be financially responsible for any cleaning,replacement and repair to municipal property or its accompanying articles requiring city clean-up after completion of the special event. 3. The applicant shall be financially responsible for extra personnel hours incurred by the city as a result of the use of municipal personnel. 4. The personnel hours shall include the Police Department,Fire Department, Department of Public Works, Parking Services and Lifeguard Services necessary to monitor,check,observe,control or otherwise regulate any phase of the special event, including without limitation to any planning,on-site management of the special event and support of any activities. S. Waiver of fees for parking shall not be granted between Memorial Day Weekend through Labor Day. 6. In order for your organization to be eligible for any waiver of fees,that organization must have a contract with the City of Tybee Island. If your organization is one that has received funding from the City of Tybee Island for services provided to the City,you are eligible to request waiver of up to$2,000 worth of fees for the special event,which also includes fees associated with parades.The application fee is not permitted to be a part of any waiver of fees and must accompany the application or it will not be processed. No waived fees for alcoholic beverages,vendor fees and/or facilities will be considered. The City of Tybee Island reserves the right to request financial revenue and expenditure statements for review prior to or as a condition of any waiver of fees. Fire/Emergency Management Department 1. In the interest of public safety,the FEMD must review and approve aspects of events that may include,but not limited to, fireworks or pyrotechnics,emergency vehicle access,and use of open flame. The Fire Chief will determine whether or not FEMD personnel are needed and the event applicant shall pay for said services. Parking Services Division 1. Where public parking Is to be used or restricted,the Finance Director may require that permits are issued or reimbursement be made based on standard parking fees. 2. Request for use of parking lots or spaces must be submitted in detail for approval with the application. Police Department 1. Any person or organization shall comply with security and safety guidelines set by the Tybee Island Police Department. Department of Public Works 1. The site of the event must be left in its original condition or additional charges will apply. 2. If any event requires the use of the electrical service,equipment owned by the City of Tybee,and/or labor fees will be assessed on a per hour rate and determined by the city. If special electrical requirements are needed by vendors in which the city personnel and equipment is needed,an additional charge shall be passed on to the organizer for setup and breakdown. This is only applicable for specific areas and must be requested at the time of application submittal. 3. Streets may be closed in connection with a special event at the discretion of the City Council and/or City Manager having due regard to public safety and environmental effects of such closings. All reasonable steps are taken to minimize adverse impact upon the community. 4. Vendors must use grounded extension cords and lighting that does not exceed 30 amps per vendor space if permitted. Extension cords,hoses or other trip hazards in pedestrian walkways are not permitted. 5. It is the responsibility of the event organization to provide adequate toilet facilities during a parade and event appropriate for the anticipated attendance. Location(s)of said stations shall be indicated on provided site plan.One chemical toilet for every 200 people is recommended. 6. In the case of requested and approved permission for pole banner and/or flag hangings,the event applicant is financially responsible for costs incurred with the installation and/or dismantling. Sale of Alcohol 1. Events involving alcohol sales/distribution must complete an Alcohol License application for consideration. The application and information can be obtained at Tybee Island City Hall. 2. Upon TIPD review,alcohol license applications are considered by City Council at the first available Council meeting. Page 7 of 8 City Council Approved:February 14,2013 SECTION 7: STANDARD EVENT APPUCATION POLICIES AND PROCEDURES(CONT.)_ Sale of Food/Merchandise I. The sale of food at special events requires a permit from the Chatham County Health Department. Food vendors that involve cooking require an inspection and permit by the Chatham County Fire Marshal. 2. Event organizers are responsible for obtaining Vendor Permits. Vendor permit applications are due with payment in accordance with City Code Sec.58-179 no later than two(2)weeks prior to the event. 3. A method must be established for the removal of used cooking oils,gray water or any other solvents from the event site. Event organizer will incur costs imposed by the city,county,and state if any solvents are left or discarded at the event site. 4. All debris in Vendor set up area must be contained at all times. The event applicant will be charged an hourly rate and dumping fee determined by the City if any debris is left and disposed of by the Public Works Department. Other 1. Temporary structures may not be anchored in the ground. If damage is done to City property,applicable fines and/or fees shall be billed to and paid by the event applicant. Indemnification/Insurance I. The applicant must sign the Indemnification Agreement at time of submitting event application. Prior to the issuance of the Special Event Permit,the application shall maintain,at its sole expense,public liability insurance covering the City properties and resultant use thereof,naming the City as an additional insured,in the amount of$1 million. 2. The applicant shall pay the premiums of the public liability insurance before the issuance of the Special Events Permit. The applicant shall furnish and deliver to the Better Hometown Coordinator a certificate or certificates of insurance,as specified in Section 5,evidencing the existence of public liability insurance in the minimum amounts described above. Each certificate shall provide that the city receive not less than thirty(30)days written notice of cancellation,expiration to termination to public liability insurance. In the event that such insurance is cancelled,expired or terminated,the applicant shall be required to obtain insurance immediately and furnish proof to the Better Hometown Coordinator. If such valid insurance is not obtained within twenty-four(24)hours after cancellation or termination,the Coordinator shall revoke the Special Event Permit and the special event shall cease. The applicant shall be responsible for submitting all certificates or insurance of its contractors and subcontractors. Page 8 of 8 City Council Approved:February 14,2013 2013 Tybee Island Pirate Fest Special Event Application Supplement A. Additional Information 2 A-1: Dates and Times 2 A-2: Parking Arrangements 2 A-3: Street Closures 2 A-4:Special Parking/Parking Pass Request 2 7-6: Financial 2 B. Site Plan 3 C. Non-Profit Status 7 D. Preliminary Budget.., 9 E. Parade Information 10 F. Banner Permit 11 G. Pier Reservation 12 H. Tybee Beach Derby 13 I. Anticipated Permits 16 J. Background on 2013 Site Plan Enhancements 17 2013 Tybee Island Pirate Fest 1 Special Event Application A. Additional Information A-1: Dates and Times • Friday, October 11, 2013 o Festival Open 5pm- 11 pm • Saturday, October 12, 2013 o Festival Open 10am- 11 pm o Tybee Beach Derby 8am- 1 pm • See Attachment H for more info • Sunday, October 13, 2013 o Festival Open 11 am-4pm A-2: Parking Arrangements • TITC requests partial use of the 15th and 16th street parking lots. • TITC requests the use of the North Beach Parking Lot for parade set up during the following hours: o Saturday, October 12 11 am-4pm • TITC will operate a shuttle from areas around the island to the festival site throughout the weekend. • TITC requests that digital parking sign be placed before 141h Street to direct festival goers to available parking areas. A-3: Street Closures • TITC requests the closure of the parade route (see attachment F) from 2:45pm- 5pm, or until the end of the parade. • TITC requests partial closure of the Tybrisa Street roundabout (see attachment B). • TITC requests the closure of parking area on far side of 15th Street parking lot for use as part of emergency vehicle lane. A-4: Special Parking/Parking Pass Request • TITC requests full day parking passes for crew vehicles for the following: o (10) Monday, October 7- Friday, October 11 o (10) Friday, October 11 -Sunday, October 13 o (6) Sunday, October 13-Tuesday, October 15 • TITC requests to pre-purchase 3-day parking passes for festival vendors to be distributed in vendor packets. Estimated 30 passes needed. • TITC requests complimentary parking passes for off-island event volunteers as needed. 7-6: Financial • TITC requests to be released from the following fees (previously requested in City Services Grant Application)*: o Building and Zoning permitting fees 2013 Tybee Island Pirate Fest 2 Special Event Application o Parking fees as listed in A-4 o Parking lot usage fee o DPW o Tybee Police-standard parade * It is understood that all waivers are contingent on grant approvals from city. B. Site Plan [Illustration on next page] In addition to the provided illustration,TITC requests permission to have roving performers utilize Tybrisa Street and the Strand as well. 2013 Tybee Island Pirate Fest 3 Special Event Application 15th Stoat NI 13 ■ IA B N I X fgi l .„ it 7- g ;, !3 1 X '4eeis Suet 0 ■ I RI ih 1) 1 I I 'll I ill IAnue J 1 ... ■ ■x a� ", t A l x i SI rMeow - 1 e i I i V li x i I 1 I.1011111in 17th Street ■ t' m ■ s© ■ ■ L NE 3 2013 Tybee Island Pirate Fest 4 Special Event Application Proposed Pirate Fest Layout Inventory Mainstage: Portable Stage 24ff x 20ft Budweiser Beer Trailer: (1) 50ft x 12ft Mainstage Tent: (1) 15m x 30m Vendor Tents: 10ft x 10ft-Maximum 72 Gate Tent: (1) 15ft x 15ft Blackbeard's Pirate Ship: (1) 22ft x 15ff Ship will be in loading zone. Food Tents: (3) 15ft x 15ff Beer Tents: (2) 10ft x 10ft Kids Stage: Mobile Stage 34ff x 15ff Portable Restrooms: (20) Approx. 3.5ff x Off (4) ADA Approved 5ft x 5ft Shade Zones: 10ft x 10ft tents-Maximum 7 Inflatable Bounce Houses: (1) 20ff x 20 ft (1) 40ft x 14 ft Green Room Tent: (1) 10ft x 20ft (backstage) Dressing Room Tents: (2) 10ft x 10ft (backstage) Dumpsters: (2) 12ff x 8ff Pirate Encampment The pirate encampment is being contracted through The Pirates of the Treasure Coast (POTC).The encampment will include two tents representing historic pirate life.The area is staffed by POTC re-enactors that will conduct demonstrations, talks, and other activities.TITC will request appropriate beach permits following approval from the city. Two to three tents and one or two tent flies for the pirate encampment which consist of either wall tents, baker tents, or a combination of both. 2013 Tybee Island Pirate Fest 5 Special Event Application Each of these tent styles are made up of a natural canvas with pine or bamboo supports, sisal rope, and iron stakes. Base Foot Print Wall Tent- approx. 10'x 12' Baker Tent-approx.8' x 10' Tent Fly-approx. 10'x 12' Foot Print/with stakes Wall Tent-approx. 16'x 18' Baker Tent- approx. 14' x 16' Tent Fly-approx. 16'x 15' Notes on the encampment: • The encampment has been reviewed and approved in a meeting with DNR with the following restrictions: o Free and open to the public o Encampment must fall below the dune line and above the water line. • There will be no live fire. • There will be no black powder weapons demonstrations. • POTC requires overnight security.TITC will be hiring officers for overnight security. Additionally, POTC requests to have one staff member on-site overnight to stay with valuable props with the permission of the city.This POTC staff member will not be sleeping on site. • The encampment uses sand-specific staking. • POTC has experience with encampments throughout the southeast. Sample Photos _al • i p r r �i • fil , s � .. . . i i . - r LIM t �P a; Clockwise from top left: ; 4 • Sample set up _ik' • Large encampment ariel l, ., • Prop samples 2013 Tybee Island Pirate Fest 6 Special Event Application C. Non-Profit Status 1 276 PNOhoes Si NI.tAtlanta aa, 30303 4 220 e,Aeha 61.,GreensbOro,N.C. 17401 1 400 W.Bay IN..Jacksonville,yin. 32202 0 2121111h Ave, .m,All 0J�9 s 101 N.Lamar Si.,Jackson.Mlle. 10202 7 101 Broad 111.,Nashville,Tenn. 07202 Mg3 Unman' D® ®two®nu4 Address sny reply to DISTRICT DIRECTOR at onto No. Y'- c.°cn 20 o°C:o 00.7t100 Oslo In ropy afar to, April 30, 1968 ( 233t • Mr. 6. D. Guthrie, Executive Vioe.Preaideut 9avam eh Area Obamber of Camera 100 East Bay Street Savannah, Georgia 31401 Dear Mr. Guthbtog Tel,rem Number 990 The Information return which you filed should be used only by an organisation that has estab- lished an exempt status under the provisions of the Inteafai•Revenue Code, Our records Indicate that you have not been ruled exempt from Federal income tax. If you hays been ruled exempt, please tell us the name under which exemption was granted and the dote. Otherwise, your organization is required to tile Form 1120, Corporation Income Tax Return.You may apply for exemption by filling out and submitUng the enclosed forms in duplicate. Please return the requested infonnaUon or forms with this letter attached. Very truly yours, District Director Enclosures-2: Forms 1120 2013 Tybee Island Pirate Fest 7 Special Event Application HANCOCK, MAZO & ASKEW CERTIFIED PUBLIC ACCOUNTANTS 300 EAST MY JAM$ WNANOOCN,JR.C.RA• SAVANNAH,GEORGIA. 31401 MUMSSIIS IRWIN MALO,C.I.A. WALTER ASKEW III,C.P.A. AMERICAN INSTITUTE OT CSSTINIED PUBLIC ACCOUNTANTS CLAUDL NODDSS DONALD L.JAMES,O.r.A. May 8, 1968 TAir lfl 51C-0 14 i / cr 3 0 District Director Internal Revenue Service Atlanta, 0eorwia 1 1 Dear Sir: i Your Form FL-67 (copy attached) ed to the Savannah Chamber of Commerce has been referred to me fo \reply. We prepared for the Chamber of Commerce the For,t� 0 referre to in your letter. This being the first year that we,ftinverforsed this service for the Chamber, X discussed the matfer of he exemption letter with the Certified Public Accountantint epared the Form 990 for several prior years and his recoil cx on is that an exemption letter is somewhere in the at he Chamber. The Chamber has been in existence since 6l and las be annually filing Form's 990 since that date. We therefor assumed that had an exemption letter not been on file,`the Chnmb r would have been notified years ago. If a further search o your files does not !lad the letter, please adv the' nderpigned so that we may re-apply for an exemption let r. Yours truly, c�. Walter C. Askew III WCA:yks Enclosure cc: Mr. S.D. Guthrie, Executive Vice-President Savannah Area Chamber of Commerce 2013 Tybee Island Pirate Fest 8 Special Event Application D. Preliminary Budget 2013 2013 Revenue '- Personnel Costs !ud°eL Alcohol/Beer Soles 22,000 Salaries Coca-Colo Sales 3,000 Payroll Taxes Merchandise/T Shirt Soles 10,037 Fringe-Group Insurance Event Specific Advertising Fringe-Retirement Parade Entry Fee 1,100 Contract Help/Misc.Personnel Costs 5,000 Promotional Sponsorship Total Personnel 5,000 Shipping income 200 Sponsorships 47,000 ADMINISTRATIVE COSTS Ticket Sales 67,000 Postage&Delivery 200 Vendor Booth/Food 1,000 Printing a Reproduction 500 Vendor booth/Merchandise 11,000 Processing Fees Vendors Compensation Professional Fees-Legal Total Event Revenue 162,337 Professional Fees er - Repairs&Maintenance 500 Additional Event Funding CIty Services 5,000 TITC Advertising Revenue Ins wan s Expense 1,500 Total Alternate Revenue • Licenses 6 Psrmlts 500 Office Expense - Total Revenue 162,337 Operating Supplies 3,000 Credit Card Processing Fees 100 Cost of Goods Sold Bank Fees Cost of Alcohol/Beer 13,000 Sales tax expense 6,200 Cost of Concessions Meals and Hospiloft 1,000 Cost of SCAD 8,800 Total Adtrin 18,500 T-Shk1s]Hals/Koozies 8000 Total Cost of Merchandise 800D SITE PREP Security SECURITY 2,000 Total Cod of Goods Sold 29,500 y Pier Rental 1,000 Gross Profit 132,637 Communication Rentals 500 Expenses Lighting 3,000 FAMILY ACTIVITIES Audio Rentals 4,000 Children's Entertainment 7,000 Stage-Projector/Video 1,500 Restrooms 2,000 Decorations 300 Site Materials 2,500 Prizes and Giveaways 500 Table And Chair Rental 1,000 Total Children's Events 7,800 Tents 18,000 ENTERTAINMENT Staging 7,000 Contest Expenses 200 Electrical 10,000 Decorations 1,500 Total Site Proparallon 52,500 Event Entertainment 30,000 MISC Accommodations/Food 200 Storage - Fireworks Telephone . Total Event Entertainment 31,900 Trolley 1,000 Vold Check - Contingency 10,000 Parade Total Misc,Exp 11,000 oat Rental,Repairs&Decorations 750 Give-away Merchandise 750 Total Expenses 157700' Total Parade 1,500 Surplus/Defielt 4,687 2013 Tybee Island Pirate Fest 9 Special Event Application E. Parade Information Pirate Victory Parade Phis Staging't v..0 •."Parking Beach Date:Saturday, October 12 4 } ‘z / Time: 3pm '�'"' Lineup begins: 12:30pm a e !--,. %s ¢` .:„. Lineup r . o North Beach Parking Lot-Vehicles . `4`, Memorial Park—Walkers _r.* PIrat® t '"4e t `'%. cgl�� Route-same as previous years � Y. Prn " ,�� ` Start: NB Lot `�iall Pirate Parade ►n� South on Meddin Drive gg Krems Wail 40 V481kirl St.et BuNar AVM >~A r kl ! .! Left onto VanHorne Avenue shit k Pit tk; x // Left onto 1St street onto Butler �bk Left onto Tybrisa Street +Mw Np. Right onto Strand Avenue i g• °kb '"49 End: 17th Street "o• {it ,b wk x ' Floats will exit the festival area via 18th st. ay 41 ,4a� lajc 1 . i+ it '.,, oili 4 1 1 Pirate Parade EMI Ar 2013 Tybee Island Pirate Fest 10 Special Event Application F. Banner Permit RECEIVED SEP 17 X. „co.~ CITY OF TYBEE ISLAND {�i ' PARKS AND RECREATION DEPARTMENT ._ .Y-211)`)e-- P.O.Box 2749 • 403 Butler Ave. Tybee Island,GA 31328 Phone(912)472-5045 • Fax(912)786.5832 BANNER PERMIT APPLICATION Name of Organization Tybee Island Tourism Council Person Responsible for Banner Permit Casey Slone Person's Street Address,City and State PO Box 491 Tybee Island,GA 31328 Telephone Number(s) 912-433-0129 Name of Event Tybee Island Pirate Fest Event Location Southend Parking Lot Event Description „ .. ..- u•,. •u .. . . .. - Date(s)and Duration of Event: Begin Date Fri,October 11,2013 From am r pm To 11 am/inn End Date Sunday,October 13.2013 From 12 am/pa To 4 am/pa Requested Banner Location: ❑ Memorial Park ❑ Tybee Sign Requested Banner Display Dates: f ' 'S � �•inN (Le.c S� Begin Date Fd.Sept.27,Z End Date Tue.October 15,2013 I have read -r., rstand Section 6-080(I)of the Municipal Code and agree to abide by It.The organ' iiZ`� a•ree to hold harmless the City of Tybee Island from all liability whatsoever. Signulurc , � Today's Date 8/27/12 .r' - Printed Name Casey Slone Section 6-080 Design Standards;(I)Signs in Parks—Conservation Districts:The City shall identify an area located near the Intersection of Highway 80 and Old Highway 80,and between the Library and Filth Street in Memorial Park along Butler Avenue,where banners advertising Special Events may be located upon application to the Zoning Administrator,These banners shall not exceed thirty-two(32)square feet and can not be erected earlier than 15 days before an event and must be removed within 2 days of completion of the event.Permits will be Issued on a first come Mt serve basis. Approval: Zia! re pare Zoning Administrator g g21(.2 -- 2013 Tybee Island Pirate Fest 11 Special Event Application G. Pier Reservation O Moths m Oo unty•Public Works end Park Servioes P.0.Box6161 Sam nneh,OA 31412 P ho na r(912)6 6.6>n90 F acv(212)6 r11.W 2 Sr:hyaena Invoice Mellen Tue Jan 15,2013 Invoice 0: 7131 PA4!! Casey 6bne 10t/I AMOuntDue 01400.03 Tybee slentl Tourism Council AMOuntP110: 0100,00 P.0,15:ot491 Bide eoeDuso *ROOM Tybu eland,(143132! CllentN: 4801 ACCOuntM: em III: oeloneeitlbecieltaom Phone 1: (912y644.8472 Phone 2: (912)4330120 Fix: oe12)788.bee5 event: 'Plrale Fur Facility 1rtt it flame; DalerliAlon DMA Tina Mee 1y1ee Pk r•Plero•Widle Pier 10•HourNon•proltie ntel•p400A)PItFat lid oath 8010 04:00PM•1100PM 0100.00 15•Hour Non•preltleent l•0800 AO PktFat Oat Oat 12,2013 00700N4•11AOPM Coto PecOlt(subtotal: 01,000.00 16tI: 01,000,00 Payments t• Payment Tyne Amount Fri Jul 21,2013 OAeak•wow 610o.00 Oomnnlnlo SubtolI: 411,000.00 Your Ethnae k cue 2111113.Vaunt/eooteetln"rmdon give' ink you l Totl: _ 01,000.00 Rapt e:133509.N01e:Al Pm Pahl Pre Non•retnarble. Aln cunt Pra0; 9107.00 Bab no 0 mu $IN PO Al ndby5ookIcing Cuba Pd Jul 116,201300221PMpro 2013 Tybee Island Pirate Fest 12 Special Event Application H. Tybee Beach Derby The Tybee Island Tourism Council is contracting Stafford Promotions to organize and facilitate the Tybee Beach Derby as part of the Tybee Island Pirate Fest.Stafford Promotions is an independent contractor. All required permitting and additional requests of the city would be facilitated through Stafford Promotions. Proceeds from the derby will benefit local non-profit organizations. Please find details below: Primary Contact: Stafford Promotions Brian Stafford 912-660-9001 StaffordprQmos @gmfil.com Date and Time: Saturday, October 12, 2013 Set Up: 7am-9am Breakdown: 12pm-2pm Location: Beach-North Beach to Pier Staging: North Beach Description: 5K beach obstacle course designed to raise money for local non-profits. Estimated Attendance: Goal 2000 Admission: Spectators-Free Participants-$49.99 (includes race and entry to Pirate Fest on Saturday) Parking: Participants are encouraged to park on the South End.The North Beach Parking lot will be closed for Pirate Fest parade lineup.The derby will utilize the Pirate Fest trolleys to shuttle participants from the south end to the starting line from 7:30 -9:30 am. Clean Up: Each obstacle will be manned by a volunteer cleanup crew The first wave of the Tybee Island Beach Derby will take off from North Beach jetties at 0930am sharp and we will send 200 person waves every 15 minutes.The last wave will take off at 11 am so the last participant should cross the finish line at The Pier by 12pm. All obstacles will be off the beach by 1 pm. 2013 Tybee Island Pirate Fest 13 Special Event Application Stafford Promotions advises that approval has been received from DNR. Site Plan: iyi Iiii US Comet Gaud Station tytwe Start line-North Reach(Jetty) ..„.......#j fort Puti(s9tt1 N ebo gonumant 4417174* 4 y ? ,.�, I; ``/ Obstacle 1 (lullick Street ,..1 ` Obstacle 2-]nuance to Ft.Sere en S `s. ( C i ' J ., ,`Obstacle 3-3rd Street(Desoto) a Obstacle 4-Center Street(Marlin Monme's) ) i j .4.1`Obstacle 5-7th Street \., I AL 7 Obstacle 6-9t1 Street I' + r 1 il, Obstacle 7.11th Stmt r f. it 'fir i Obstacle 8- 14th Street Finish Line-South Reach(Pier Obstacle 9-16th Street re in(tSt ADD , ` f- : Obstacle 12-16th Street(Finish Line) Obstacle 10..17th Street(Fannies) a. Obstacle 11 18th Street(Jetty) Pirate Fest 20213 Beach Derby FINAL Pending City Council Approval-5.13.13 Any changes due to unforeseen circumstances to be approved by City Manager 2013 Tybee Island Pirate Fest 14 Special Event Application Obstacle Descriptions: Obstacle 1: "Captain Jack Sparrow's High Knee Extravaganza"Inner-tubes will be blown up and staked in the sand to resemble tires. Runners will have to high knee through the inner-tubes. Obstacle 2: "Jacob's Ladder"We will put 4x4's sticking out of the sand 2 ft. and drape a net across so the participants can crawl under the ladder. Obstacle 3: 'The Jolly Roger" Build Hurdles out of 4x4's so the runners can hurdle over. Obstacle 4: 'The Scalleywag" Bust through the noodles to find the hidden treasure on the other side. Stake Noodles in the sand so runners can't see the other side. Obstacle 5: "Captain Hook's Rope Climb" Because wouldn't we all like to see Captain Hook attempt a rope climb?There will be a 45-degree angle with a net of rope to climb up and over. Max height of 4 feet. Obstacle 6: "Man 0 War Dizzy Spell"Spin around on a baseball bat 5 times. Obstacle 7: "Blackbeard's Secret"Crawl through tunnels where Blackbeard hid all of his treasure! We will install tubes that are 3 ft.x 3 ft. for the runners to crawl through. Obstacle 8: 'The Black Pearl"The runners will have to avoid being attacked by our pirates waiting to attack. Obstacle 9: 'The Neptune"Cones will be set up so the runners will have to zig zag through the sand. Obstacle 10: "Ahoy Matey" A wall will be built that the runners must go up and over.This wall will be no higher than four feet tall. Obstacle 11: "Walk the Plank" Runners will balance their way across a 4x4 placed two feet in the air. Fall off and you get eaten by the alligators. Obstacle 12: "Pirate's Booty Finish Line" Finish this race by crawling into the gates of the Pirate's Fest to retrieve your booty. 2013 Tybee Island Pirate Fest 15 Special Event Application I. Anticipated Permits Further to this application,TITC anticipates needing to pursue permits for: - Food Tents - Encampment Tents - Mainstage Tent - Inflatable Bounce Houses - Mainstage - Children's Stage - Ticket Entry Tent - Green Room Tent - Electrical - No Parking posting for 15th Street spots 2013 Tybee Island Pirate Fest 16 Special Event Application J. 2013 Site Plan Enhancement Background TITC has designed a new site plan layout for the 2013 Pirate Fest. For Pirate Fest to be sustainable and grow, the festival must evolve.The proposed plan accommodates feedback from festival attendees through the 2012 TouchPoll survey, local business owners, vendors, and organizers. Among the advantages of the new layout include: • Making more parking spots available for use in the South End parking lots (approximately 50 spots added) • Bringing more foot traffic along Tybrisa by directing all attendees down that street towards entrance enhancing business opportunities and exposure • Allows for more children's activities • Allows for additional shade/seating areas • Moves the children's area away from bars while keeping adult activities in front of Strand bars • Directs sound from the speakers on the mainstage towards the commercial district and away from residential properties • Improves traffic flow and increases safety along the Strand by dividing up the area and decreasing the backlog along the sidewalk at the entrance • Adds a free area with food vendors, atmosphere, entertainment • Improves night-time experience by separating closed children's area from the part of the event that is still active • Improves entrance experience by featuring roundabout, ocean, atmosphere • Enhances pirate atmosphere for festival and surrounding area 2013 Tybee Island Pirate Fest 17 Special Event Application