HomeMy WebLinkAboutCS 03-19~-C:~of--Pl(KERJNG From: Marisa Carpino Director, Community Services Subject: Community Festivals and Events -Approval of 2019 Events in Esplanade Park -File: A-1440-001 Recommendation: Report to Executive Committee Report Number: CS 03-19 Date: February 4, 2019 1. That Council authorize staff to issue a park permit for the use of Esplanade Park by Ajax-Pickering Rotary Clubs from May 31 to June 2, 2019 (inclusive) for Ribfest, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; 2. That Council authorize staff to issue a park permit for the use of Esplanade Park by Carea Community Health Centre on June 21, 2019 for Aboriginal Celebration Day, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; 3. That Council authorize staff to issue a park permit for the use of Canadian Food Truck Festivals from August 9 to August 11, 2019 (inclusive) for Pickering Food Truck Festival, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; 4. That Council authorize staff to issue a park permit for the use of Esplanade Park by Frederica Black Events on September 21, 2019 for a Brew & BBQ Fest on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; and, 5. 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 public events proposed to take place at Esplanade Park in 2019 which includes Ribfest, Aboriginal Celebration Day, Pickering Food Truck Fesitival and, new in 2019, Brew & BBQ Fest.
cs 03-19 Subject: Community Festivals and Events Policy February 4, 2019 Page 2 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. 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. 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. Discussion: As per section 05.02(b) of the Community Festivals and Events Policy CUL 070, staff are required to seek Council approval for applicants of events to operate in Esplanade Park. The following community organizations have confirmed with staff their intent continue to operate these annual events in Esplanade Park in the year 2019. The permit dates are included below and include event set up and clean up. Returning Events Applicant Proposed Dates 2019 (includes event set up, operation and clean up) Ribfest Ajax-Pickering Rotary Clubs Tuesday, May 28 -Monday, June 3, 2019 Aboriginal Celebration Day Carea Community Health Centre Friday, June 21, 2019 Food Truck Festival Canadian Food Truck Festivals Wednesday, August 7 -Monday, Auqust 12, 2019 City of Pickering staff from applicable departments support the events, in principle, subject to various event/festival requirements being met by the applicant during the event planning process. The requirements include but are not limited to the following: • proof of liability insurance • rentals of event equipment and supplies • burham Health Community Special Events Form for Event Coordinators/Organizers • locates completed for all staked equipment • rental of all required portable restroom and hand-washing stations (if applicable) • 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 (if applicable)
cs 03-19 Subject: Community Festivals and Events Policy February 4, 2019 Page 3 New in 2019 is the proposed a Brew & BBQ Fest to be held on September 21, 2019 from 11 am to 7 pm in Esplanade Park, as hosted by Frederica Black Events. The Brew & BBQ Fest is an event designed to showcase a variety of craft breweries, an amateur brewing competition and of course delectable BBQ cuisine. The festival will bring beer and barbecue lovers together for the last celebration of summer. The festival will feature·beer sampling opportunities along with delicious barbecued food, along with entertainment including music, games and buskers. New Event Applicant Proposed Dates 2019 (includes event set up, operation and clean up) Brew & BBQ Fest Frederica Black Events September 21, 2019 (new) The event is open to all ages, but will offer ticketed admission fees for attendees. Each brewery vendor will have smart serve servers. Patrons interested in buying a beer must first visit the check-in table to provide proof of age. Then, they will be issued a wristband which is required in order to be served alcohol at this event. A portion of the proceeds from the festival will be donated to Jump Start Canada, a.program designed to give kids from families who experience financial hardship, a chance to participate in organized sport wi_thin community. Frederica Black Events is requesting access to electrical, water, picnic tables, restroom facilities, and garbage units, as part of their one day permit. 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 one-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 5 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
cs 03-19 Subject: Community Festivals and Events Policy • adherence to the City's emergency weather standard operating procedure • hiring of site security and police officers to monitor event operations February 4, 2019 Page 4 Frederica Black Events is an event management company owned and operated by Frederica Black. Their company mandate is to create pristine events with a dash of fun wrapped in fabulous, adding an air of sophistication, all while providing a professional service. With over 11 years of event planning experience, they have come to appreciate that events should be enjoyable, memorable and a worry-free experience, while always keeping in mind the safety of the participants. Frederica Black Events has coordinated and planned a variety of outdoor events across the GTA including, Celebrate Canada Island Style in Oshawa, FreshFest 1 and 2 in Toronto, Dominica Day in Toronto, along with conferences, special occasion events and live shows. They are always interested in curating events for the community that are fun, fabulous and enjoyable for the entire family. Attachments: 1. Not applicable. Prepared By: ~ ; Tanya Ryce Supervisor, Cultural Services MC:tr Recommended for the consideration of Pickering City Council Tony Prevedel, P.Eng. Chief Administrative ·officer Approved/Endorsed By: Marisa Carpino Director, Community Services