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HomeMy WebLinkAboutCS 30-19DICKERING od Report to Executive Committee Report Number: CS 30-19 Date: June 17, 2019 From: Marisa Carpino Director, Community Services Subject: Community Festivals and Events - Approval of Christmas Market in Esplanade Park File: A-1440-001 Recommendation: 1. That Council authorize staff to issue a park permit for the use of Esplanade Park by Graymatter Marketing Solutions from Friday, November 29 to Saturday, November 30, 2019 (inclusive) for a Christmas Market, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; and, 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: The Community Festivals and Events Policy CUL 070 (the "Policy") outlines the criteria, guidelines and processes by which requests to host private and/or public events in City Parks are received and considered for approval. Prospective applicants are supported by the Community Events staff team and the Community Festivals & Events Manual which provides key information, timelines and required documentation to apply for events in City parks. As per section 05.02(b) in the Policy, the permitting of Esplanade Park for public events is subject to the approval of Council. Therefore, the purpose of this report is to seek Council endorsement of the Christmas Market proposed to take place at Esplanade Park on Friday, November 29 from 6 pm to 9 pm and Saturday, November 30, 2019 from 10 am to 9 pm. The Market will coincide with the Tree Lighting event on Friday, November 29th, and organizers will operate independently on Saturday, November 30th Financial Implications: Applicants are responsible to coordinate and operate all aspects of their events including marketing, event organization and operation, set up, and clean up according to the terms and conditions set out by the City of Pickering. The City of Pickering will work closely with the organizers to plan and execute the event on Friday evening which takes part during the City's Tree Lighting. Applicants are also responsible for all costs associated with application fees including park permit fees, table rentals, garbage/recycling receptacles, etc. (as per the Summary of Fees and Charges Schedule) and the costs associated with paid duty police officers and/or contracted security guards as required by the City. CS 30-19 June 17, 2019 Subject: Community Festivals and Events Page 2 For events with attendance greater than 1,000 guests, City staff are in attendance to oversee weather and emergency operations, check that conditions of the agreements are being met, and to provide a City staff contact during event operations. To be clear, in-kind City staff resources are contributed with each event in order to facilitate and support the event planning, implementation, set up and clean up. Total value of in-kind support for this event is estimated at $5,200.00. Discussion: As per section 05.02(b) of the Policy, staff are required to seek Council approval for event applications proposed to operate in Esplanade Park. Graymatter Marketing Solutions has submitted an application to host a Christmas Market in Esplanade Park on Friday, November 29, 2019.from 6 pm to 9 pm and Saturday, November 30, 2019 from 10 am to 9 pm which includes event set up and clean up. Open to all ages, the Christmas Market will feature a variety of craft vendors, food trucks, alcoholic beverages in enclosed tasting areas, entertainment, games and a horse drawn carriage ride. Organizers are seeking sponsorships in order to offer a light display tunnel through the middle of Esplanade Park. A portion of the proceeds from the festival will be donated to a local charity, Dreams & Wishes. The aim of the charity is to preserve and create childhood memories by fulfilling `dreams and wishes' made by children and families deemed underprivileged and in need at the holiday season. As part of their two day permit, Graymatter Marketing Solutions is requesting access to electrical, water, picnic tables, restroom facilities, and garbage units. The Coordinator, Community Partnerships has met with the organizer to identify costs based on their event request. City staff from applicable Departments (Community Events Committee) have reviewed this two day event request and also supports the event, in principle, subject to the following event/festival requirements being met by the applicant during the event planning process: • terms and conditions of the City of Pickering Community Events Partnership Agreement • proof of five million dollars in liability insurance • proof of Liquor Licence • City approval of vendor listing • electrician onsite to oversee all electrical hook-ups • adherence to City traffic management plan for event • road occupancy permit • Region of Durham permit for water hook-up and inspection • rentals and event equipment and supplies • fire inspection for all vendors • building permit for all structures exceeding 600 square feet • locates completed for all staked and grounded equipment • Region of Durham community festival coordinator and vendor permits • rental of all required portable restroom and hand -washing stations • rental and installation of all required perimeter fencing • submission of site plan and emergency response plan • adherence to the City's Emergency Weather Standard Operating Procedure • hiring of site security and police officers to monitor event operations CS 30-19 June 17, 2019 Subject: Community Festivals and Events Page 3 About Graymatter Marketing Solutions — Graymatter Marketing Solutions is a full-service marketing and communications firm, established in Pickering for the past seven years, with experience in all aspects of strategic development including branding of business, print and online strategies, relationship building, event planning, website creation, electronic marketing and social media, all key to strong brand growth. Graymatter has 25 years' experience in the marketing and publishing world working with companies like Avon Canada and Kraft Canada as well as continuing to create and publish custom material such as Durham Region's MOVE magazine, Ontario's Navigate Magazine, and soon to launch, Your City, the City of Pickering's first custom publication. Graymatter Marketing Solutions Event Planning Team strives to make each event a success from beginning planning stages through to execution. They have created successful open house events for multiple businesses in Durham Region to launch their business and showcase their space into the public eye. Graymatter have also organized corporate events and conferences for organizations such as VRA Canada, Emergency Nurses of Ontario and Avon Canada Foundation. Hundreds of people attend these events. Attachments: n/a Prepared By: A Tanya Ryc a Supervisor, Cultural Services MC:tr Approved/Endorsed By: Marisa pino Directo , ommunity Services Recommended for the consideration of Pickering City Council Tony Prevedel, P.Eng. Chief Administrative Officer ja„it S, zor9