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Home My Public Portal About12) 10A Co-Sponsor 2018 Moon FestivalAGENDA ITEM 10.A. MANAGEMENT SERVICES DEPARTMENT MEMORANDUM DATE: May 1, 2018 TO: The Honorable City Council FROM: Bryan Cook , City Manager By : Bryan Ariizumi , Public Safety Supervisor Cathy Burroughs , Parks and Re creation Director SUBJECT: CO-SPONSOR 2018 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 2018 Moon Fes tival & Gourmet Food Fair (Festival) with World Journal LA , LLC (World Journal) on Saturday , September 22 , through Sunday , September 23 , 2018 ; 2. Approve the temporary parking ban and street closure on Las Tunas Drive between Kauffman Avenue and Golden West Avenue from 6 :00 a .m . on September 22 , 2018 through 11 :59 p .m . on September 23 , 2018 ; 3. Approve consumption of al c ohol in Temple City Park , pursuant to Section 4-4 -0 of the Temple City Municipal Code (TCMC ); 4 . Waive all fees and deposits for use of Temple City Park and the Performing Arts Pavilion ; 5. Waive all fees and authorize City staff to hang a street banner on Las Tunas Drive from August 27 to September 24 , 2018 ; 6 . Approve the use of the City Seal and City Logo for advertising and promotional materials ; and 7 . 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 May1,2018 Page 2 of 5 BACKGROUND: The City received interest from World Journal requesting that the City host and co- sponsor a 2018 Festival, proposed to take place on Saturday, September 22, through Sunday, September 23, 2018 (Attachment "A"). ANALYSIS: The Moon Festival is a harvest festival celebrated on the 15th day of the 8th lunar month. For the 2018 calendar year, it falls on September 24th. 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 22, 2018, from 2 p.m. to 10 p.m. and Sunday, September 23, 2018, 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 experience in managing events within the requested location. 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. City Council May 1, 2018 Page 3 of 5 Production: Coordination of all event activities, including planning, entertainment, vendors, and equipment (audio/video, tents, booths, portable toilets, sinks, etc.). Enterlainment: 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., Community Event Permits and a Special Event Permit) for the food booths and the Festival. World Journal will obtain a Daily License from the State of California Department of Alcoholic Beverage Control for the sales and consumption of beer during hours approved by the City. The beer garden and beer garden sponsor will not be included in the advertising and promotional materials for the Festival. Beer Garden: Operation of a beer garden in the grass area north of the playground. The beer garden will be confined within an enclosed gated structure. Private security will check I D's and only allow patrons 21 and older enter the beer garden. The hours of the beer garden will be from 3:30 -9:30 p.m. on Saturday (Sep. 22) and 1 :30-7:30 p.m. on Sunday (Sep. 23). Special Event Insurance: World Journal will obtain and purchase special event insurance from the Joint Powers Insurance Authority (JPIA) Event Program. Coverage and limits will be 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 May 1, 2018 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 22 and 11:59 p.m. on Sunday, September 23. 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 2018 Moon Festival would promote the City's Strategic Goal of Quality of Life. City Council May1,2018 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. If the event is approved by the City Council, the funds will be included in the Proposed FY 2018-19 City Budget. ATTACHMENT: A. Letter and event area map from World Journal ATTACHMENT A "2018 Moon Festival & Gourmet Food Fair" in Temple City About Moon Festival The Moon Festival is a harvest fe stiv a l celeb rated o n the 15th day of the 8th lu nar month . For th e 2 018 calendar year, it fa ll s on Sept 24,2018. Whil e the o ri g inal purpose ofthe Moon Festival was to worship an a nc ie nt lun a r d e ity in folklore, th e mo dern celebration steers towa rd s ga the ring as its central theme. A c ross m a ny cu lture s in Asia, it is a time for reuni o ns among friends and re latives to eat m oo n ca ke s, li g ht la nte rn s, play games, and be ho ld t he bright full-moon, a symbo l of h a rmony and unity. With fami ly and thanks as the ce ntra l theme, we hope to bring the community and its families together in this ho liday season th rou gh gourmet food, s hopping, and in terestin g entertainments. Event Details: World Journal Los Angeles is intended to organi ze the "M oon Festival & Gourmet Food Fair" in Temple City together wit h Temple C ity in the Temp le C ity Park to cele brate th e "intang ible cultural heritage" be hind the holid ay. The event will have a n eve nt s tage for local community groups to s howcase th e ir ta le nts, exh ibiti o n space for c ultura l art, a nd booth space for gourmet foods. Date & Time: Saturday, Septe mbe r 22, 20 I 8, from 2 pm to I 0 pm. (set up beg in s at 6am) Sunday, September 23, 2018, fro m I Oam to 8pm. (cl ear o ut by midni ght) Location: Temple C ity Park, Te mple C ity, CA 9 1780 Street c losure o n Las Tunas Dri ve between Golden We st Ave a nd Kauffman Ave . Event highlights & plan: I . Exotic & Gourmet Foods: There will be ma ny different types of gourm e t food sta nd s vending s p ec ia lty foo d s to fe stival and party attend ees . These will range from s tinky f ried tofu, fried s wirl potatoes o n a s ti ck to Boba tea. 2. M e rc hant Booths: In clu ding cultura l goods, d a il y li ve m erchants, sm al l appli a nce, etc. 3 . Giant M oon Cake: We will have a g ia nt moon cake plate on di s pl ay w hi c h attendees can taste the different variety of gourmet m oo n cake. 4. Tea Tasting : T he re w ill be sampl e tea ta s tin g for g u ests to try different ty pes of o ri e nta l tea. 5. C hinese Ca lli g raphy: We w ill have a master artist at the event offerin g fe stiva l attendees the chance to have their name translated and written in Chinese to take home as a souvenir. 6. Proposed Stage Performances (past examples): a. Civic groups & schools band I choirs b. Folk dancing clubs: World Journal will invite different ethnic groups to perform c. Hispanic music (mariachi) d. Japanese Taiko (drum) e. LA Voice Singing Contest (open to public to register) f. And many more We promise there will be community involvement, cultural diversity and two days of fun and cultural learning and exchanges. Responsibility by the parties: World Jom·nal will responsible for the following, including but not limited to: I. Promotion for the event, advertising, marketing across all media including newspaper, local newspaper, social media, mobile app, etc. Advertising in Chamber newsletter and other local English media. 2. Producing the event: responsible for the staffing (about 25+ persons with multiple shifts & duties), scheduling for stage performances, banners, posters, general directions during the event, vendor move-in/out traffic control, setting up the tents and booths, advance overall planning, which including soliciting vendors & sponsors. Multiple pmta-potty and hand washing set up. 3. Site planning, event preparation and related negotiations, seating areas for general use 4. Stage performances: We are dedicated to the community with Taiwanese folk three princes, traditional Chinese dance, Martial arts demonstration, Mexican dance, Japanese Taiko Dance and other cultural diversity performances; raffle with prizes provided by sponsors and vendors. All kinds of general exhibits, from the daily necessities to the gourmet food. Children's play area of the traditional Night Market game. Moon Festival & Gourmet Fair will be inspired by the full moon. Along with a round table of the moon cake plate decorated by a variety of moon cakes to treat all visitors (till supplies last). We will integrate more cultural elements, and the World Journal and Temple City will invite more cultural groups and different civic groups to present their cultural programs. 5. Stage set up: large video wall and sound system will be set up in the gazebo. Additional lighting maybe added, to be determined. 6. Beer garden: located just north of the playground area, fenced off & gated beer pavilion with security and lD check only 21 +guests are allowed to enter. All permits will be obtained according to City ordinance. Not a tasting booth but actual sale of beer beverages. Open hours: 3:30-9:30 pm Saturday and 1:30-7:30 pm Sunday (6 hours each day). Beer Garden will not be in pre-event advertisements. There will be signs of the Beer Garden during the event specifying the ID and legal requirements. No alcoholic beverages sold in the beer garden will be permitted to be taken outside the garden perimeter. 7. Clean up & return the venue to its original condition 8. Opening and Closing Ceremony: City officials and World Journal management will open the event with speech and certificate presentation. During closing ceremony, raffle will be drawn and winners announced. 9. General security: Contracted Security Company will maintain order and security and Saturday overnight security watch. I 0. A direct objective by co-hosting with Temple City, World Journal will undoubtedly help enhance City's image, and the community relationship & cohesion, between its residents and the City governance. Ultimately, Temple City will enjoy overall positive branding and valuable community cohesive image. Temple City responsible for the following: I. Temple City Park as event venue and part of the City Hall parking. Street blocking on Las Tunas (between Golden West and Kauffman) 2. Invitation list of YIPs and Dignitaries 3. Facilitate required permits and approvals 4. Cost & staffing for road closure of the Las Tunas Dr.(between Golden West & Kauffman Ave.) from 6am Saturday, Sept 22,2018, to !2:01am Monday Sept 24,2018 5. Large street banner hanging (street banner to be produced by World Journal) 6. Police force for safety, traffic control & emergency response plan. 7. Coordinate with County Fire Department for Fire response. 8. City resident advanced notification & community publicity of this event. 9. Coordinate the 5 booths provided to City to be designated for local community presence I 0. Liaise for World Journal with School District for use of their parking lot during the event. II. Help source best rate for event insurance for World Journal Please be rest assured that World Journal has many years of proven track record of producing and promoting events. We are confident to co-host this event with Temple City and achieving the objectives of the City which is to serve the community. Thank you for your kind consideration and we sincerely look forward to working with your entire team! W\-Ht~E7:¥K I . ~ World Journal • presents Moon Festival & Gourmet Food Fair Co-hosted by Temple City @ Temple City Park Date : 9/22 : 2-lOpm 9/23 : 10-8pm Over 100 booths Stage performances I Stage I I Moon Cake Bonanza I ( Food & Beverage I I General booths I Seating Area Not to scale, for illustration only