HomeMy Public PortalAbout090_050_Tybee Rainbow Fest Parade 2014 SEA CCAR MAYOR '! ' It is CITY MANAGER
Jason Buelterman Diane Schleicher
CITY COUNCIL ! CLERK OF COUNCIL
Wanda Doyle,Mayor Pro Tern 4. Janet LeViner
Barry Brown .
Jan Fox A CITY ATTORNEY
Bill Garbett 'r Edward M.Hughes
Tom Groover
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: 7/11/13
Category: Special Event Consideration
Item: TYBEE RAINBOW FEST PARADE (May 2, 2014): 5:30pm— 7:00pm; Parade Route to
travel from the 14th Street parking lot to the Tybee Gym
Organization: Radius Media Group
Explanation: Application is attached.
Budget Line Item Number(if applicable):
Paper Work: X Attached*
Audio/Video Presentation**
* Electronic submissions are requested but not required. Please email to
ileviner(aicityoftybee.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@a,cityoftybee.org
Comments:
Date given to Clerk of Council 7/2/13
* *
P.O. Box 2749—403 Butler Avenue,Tybee Island, Georgia 31328-2749 *Certified*
(866) 786-4573-FAX(866) 786-5737 t City of ,
www.cityoftybee.org ��,;thicSL`yV�
0
MAYOR , �, -� ..� .,� , .:
Jason Buelterman �10475-1".&..... !.I T I OF I T :) 'AGER
��� j� Diane Schleicher
CITY COUNCIL ��n v CLERK OF COUNCIL
Wanda Doyle,Mayor Pro Tern a Janet LeViner
Barry Brown -.. 1
I tr i Jan Fox •. '� .� CITY ATTORNEY
Bill Garbeit\ r ,' , i.f*:4k r� a . _)-;4.. . ,�.,., t li‘' '�s Eduard M.Hughes
Torn Groover '�i. 1 x�, -'
Paul Wolff 44 4 T ' ____'
CITY OF TYBEE ISLAND - 'U
., ,SPECIAL EVENTS APPLICATION
The City of Tybee Island recognizes that specl'al`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 gpalto assist event organizers in planning safe and successful events that have a
minimal impact in the areas surr'obndingtheevent. Ey 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 Citx Services,special permitting and/or vendor permits that are not for
the non-profif ii`rganizer'df the event requiFe approval from'the City ofTybee Island. No more than one event per day will be
permitted due to litnifed 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 Departnents,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: _ :; �!" Application Fee Submitted: z.,5-`0 f
*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.
SECTION 1: EVENT INFORMATION J
1. Name of Event: 1 • - - !I g a. f ° • A,/
2. Date and time of event: FPrAti 04, Z f 201'1 S: 30 - t •W/7 i"
• Setup: Date/Time period I/I y / ./ .. '•0 o r
• Breakdown: Date/Time period (/A,�4 'i� ;�??{;s? j11[ L , G Z.i p 0,,,,
r .'r r1 �4
3. Location(s): ri.. 4. .; •I A. _ ..Ir ;,� .�% 'r��
. A site plan of t r - -nt area drawn to scale and depictin• .II event sir tures is r-quired at time of application ,
submittal.
• A Letter of Permission (LOP)from Georgia Departrhentpf Natufal Resources(htto://coastaleadnr.org/sendemail)
is required for events with beach usagetand/or.wj in the Shore Protection jurisdiction(i.e.beach side
parking lot areas,etc.). The LOP is due no later than two(2)weeks plhibr°to the event.
4. Organization: bi(5 . E1t- 9/2ov2.
. Commercial? q Non-profit/Tax Exempt?(Non Profit Status/GA Tax Exempt Certi 'cate must be attached.)
5. Phone number and/or website for public event information: 4.' �' 1 / G „i iI COs)
6. Organizer/Applicant: //....14-12-ell D6
Address: 912- COLUb)80S t)14.1 t/
City: SAVA'n/Atfti4 State: Zip: 3//to S
Contact Phone: Cl-a- 713 :3W7 Email: A j 1%� i / l 1 IT
Organizer/Applicant listed above must be in attendance and readily ava ',ble o h•f uration 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
I SECTION 2: EVENT DETAILS
1. Is this event... i Open to the public ❑ Private Invitation only
2. Describe the event and its goals: )`�A-Ck 41 pa 1, zoiy- .l /
aL. ___. a . _'' ' . /..../ 1A! ��il '�+ /. /G .1 . 'i_�/_ / /L.fl, Ai//I
3. Estimated number of people to attend and what this is based on: '0 0 `
4. Is there an admission fee for attendees? ❑ No E Y f es-Fee will be: LOCe/2 4, 40'f -plft
•o A preliminary budget is due with application. (refer to Section 7: Financial).-(; 0 (C'&tor fel IeG c ,�'� i
5. Have you ever done this event before? If yes, list dates and locations: IVO ye�"�SJ
01,23-L.11.,
wng,p
6. Describe parking arrangements during event in detail: „..p i
• Please attach a drawing of parking plan. Organizer may be required to run a shuttle if a parking lot is
closed for the event. L',�Q
7. List event sponsors and marketing plan: 71415 WIJGG � k�-`� p
. h a.— Z.O � ..a.I br..i '4*Also Nkg
8. List any additional contact person(s)and their phone numbers involved in the planning of this event.
9. What plans exist for clean up and recycling?(Disposal of grease,trash,etc.) N/ 4
10. Please list any entertainment,bands,emcees or onsite promoters attending this event. is// A
Describe sound equipment:
. SECTION 3:`REFERENCES •
1. Please list your previous special event and/or hosting organizatidn's experience in producing events.
. 1.--i b' Pt - --1)'' '61(4 '
y
2. Please list two(2) references excluding City Of' 'als and
a. Name:
Address: ?O• er /51-7 �{
Phone: Ty1e-�.34. Aid 4..�U' /d�' I3Z
b. Name: r,,, Ll . vtd.VL�0
Address : $CZ,. a^ �r� &f'tw 2
Phone: �M,l p���1�1X1�i1✓ f' 3f3 3
Page 2 of 8 City Council Approved:February 14,2013
SECTION 4: OTHER REQUESTS
(Check the boxes below and provide additional information if applicable.)
1. ❑ Vendors(Organizer must submit all Vendor Applications with payment no later than two[2]weeks prior to,
event. Chatham£aunty Health Department must be contacted for approval of food
vendors in accordance with their regulations.)
2. Department of Public Works(DPW)Request(s)(DPW approval required;staffing/equipment fees may apply)
DPW Item Amount needed Total hours needed
Traffic Cones
Barricades 4^ unt/1_ /) .
Traffic Barrels wl-- �"'°PfiA1�(�
Trash cans O p
Recycling containers - I fi
Port-a-lets
Sweeper - �
Vac Truck
Fire ant treatment -
Dump Truck -
Back-hoe
List other services that are requested. Costs will be determined.
3. Street€iosures(Tybee Island Police Depa ment ITIPDJ approval required.)
a. List requested streets: ,Qa & At51AZL.
4. ❑ Special parking/parking pass request(s)(Parking Service Division approval required.)
a. Please describe:
5. ❑ Commercial truck parking
a. Please describe:
6. Police Detail(TIPD approval�relq�uirl�d;staffing/e uipment fees may apply) r' ,(c Leo tii$
a. Please describe: W,l 40 v"'" _ •
(If off duty police officers are hired,organiser is responsi for contracting directly with the individual[s]and
paying fees direct as agreed upon.)
7. ❑ 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. ❑ Additional Security
a. Please describe:
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. Parade/Procession (TIPD approval required;staffing/equipment fees may apply)
a. List requested parade staging area and route: pp_ pb9-1 rtt!]✓1-
(*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. ❑ Temporary Structure(i.e. tents, booths,stage, etc.)
a. Please describe:
(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. ❑ Electrical needs(fees may apply)
a. Please describe:
16. ❑ Filming(Permit application should be filed with Facilities Coordinator. Approval is required.)
17. ❑ Banner Permits(Permit application should be filed with Facilities Coordinator. Approval is required.)
18. City Facility requests require separate forms and approval through the Facilities Coordinator.
a. The Walter W. Parker Pier and Pavilion is many ed by Chatham County Parks&Recreation. Reservations for use
of this facility must go through their office. , 7 _ // I
SECTION 5: 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
Organizer is responsible to obtain
PRIVATE insurance as deemed Signed Indemnification
INVITATION Agreement required.
appropriate by the property owner.
Signed Indemnification Agreement required. Signed Indemnification Agreement
Organizer is responsible to obtain required and a
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,privileges, and immun'ties as set f•rthhiin Georgia Statutes and/or the Constitution of the State of Georgia.
Organizer/Applicant's Signature: ,,∎Alieid,y' Date: 6 /1'L
(
INTERNAL USE BELOW. l
S aff signatures for City Department listed below indicate the event application has been reviewed and department needs are
accepted as(equ'ested. All si , tures are required prior to application bein ted for City Council consideration.
�� / 3
City ager and/or Designee Finance Director and/or Desig ee
Planning&Zoning .nager and/or Designee '.''.ter&S e e a ment Supervisor a d/o Designee
iC 1\:- .., ', to 12 C I .11,Y 0/..2.s-/t3
Chief of Policce/e��anc or D:sig Campgrou d Manager and/or Designee
C ',L. / wA C7—..... — ( y 2 -t
Chief of Fire Department and or Designee II iv1'`)z '��'L
p g 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:
zty tly 164 Ads Ad- i64 0126 64,
• jActai 1 M &( tin Ogl- (IM
Page 5 of 8 City Council Approved:February 14,2013
2014 Tybee Rainbow Fest Parade Budget
Expenses
Advertising $2,300
Signage $330
Police $1,000
DPW $1,000
Insurance $540.00
Staffing $5,700
Celebrity Grand Marshal Travel $863.00
Celebrity Float $1,000
Total $12,733
Revenues each parade entry will charged $300
(range based on 60 entries — 100 entries)
Parade Entry Fees
60 entries = 18,000
75 entries = 22,000
100 entries = $30,000 (range based on 60 entries — 100 entries)
Total* $18,000.00 - $30,000.00 (range based on entries)
Projected proceeds for Non-Profit
60 entries = $5,267
75 entries = $9,267
100 entries = $17,267
Projected proceeds will go to Chatham Care Center, for children and teens
suffering from HIV and AIDS.