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Home My WebLink AboutCS 31-21Report to Executive Committee Report Number: CS 31-21 Date: October 4, 2021 From: Sarah Douglas-Murray Director, Community Services Subject: 2022 Community Festivals and Events -Approval of 2022 Events in Esplanade Park-File: A-1440 Recommendation: 1.That Council authorize staff to issue a park permit for the use of Esplanade Park by CareaCommunity Health Centre on Tuesday, June 21, 2022 for National Indigenous Peoples Day,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 byFrederica Black Events on Saturday, July 16, 2022 for Brew & BBQ Fest on terms andconditions satisfactory to Director, Community Services and Chief Administrative Officer; 3.That Council authorize staff to issue a park permit for the use of Esplanade Park by Canadian Food Truck Festivals from Friday, August 5 to Sunday, August 7, 2022 (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 Indo-Canadian Cultural Association of Durham Inc. on Saturday, August 14, 2022 for Festival of India’s Heritage, 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 necessaryactions 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. Identified in the Policy are Signature Parks which consists of Esplanade Park, Millennium Square, Alex Robertson Park and Bruce Hanscombe Park. As per Section 05.02 (b), the permitting of Esplanade Park for public events with attendance greater than 5,000 persons is subject to the CS 31-21 October 4, 2021 Subject: Community Festivals and Events 2022 Page 2 approval of Council. Therefore, the purpose of this report is to seek Council’s endorsement of public events proposed to take place at Esplanade Park in 2022 as per the list below. City staff will ensure that the terms and conditions set out in the park permits and the applicants event plans achieve compliance with the province’s public health guidelines and restrictions (to combat the spread of COVID-19), as may be applicable at that time. The City of Pickering retains the right to revoke permits if public health guidelines change. Financial Implications: Applicants are responsible to coordinate and operate all aspects of their events including marketing, event organization and operation, setup, and cleanup 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 Partner Events with attendance greater than 1,000 guests, City staff check in throughout the day 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. Discussion: As per the Community Festivals and Events Policy, Section 05.02(b), staff are required to seek Council approval for applicants of “Partner Events” requesting to operate in Esplanade Park in 2022. As such, staff have prepared this report that identifies the following community organizations which have requested to continue to operate their 2022 event in Esplanade Park. Staff will revisit event applications in March 2022, and determine the conditions with which approved applicants can proceed. Community events in Esplanade Park are not anticipated by staff to be negatively impacted by works that may occur in 2022, subject to Council approval, regarding the City Centre project. Partner Events Applicant Proposed Dates 2021 (includes event setup, operation and cleanup) Aboriginal Celebration Carea Community Health Centre Tuesday, June 21, 2022 BBQ & Brew Fest Frederica Black Events Saturday, July 16, 2022 Food Truck Festival Canadian Food Truck Festivals Wednesday, August 3 – Monday, August 8, 2022 CS 31-21 October 4, 2021 Subject: Community Festivals and Events 2022 Page 3 Partner Events Applicant Proposed Dates 2021 (includes event setup, operation and cleanup) Festival of India’s Heritage Indo-Canadian Cultural Association of Durham Inc. Sunday, August 14, 2022 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 is not limited to the following: • proof of liability insurance • rentals of event equipment and supplies • Durham 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) • operation within applicable public health guidelines Event Details/Description 1. National Indigenous Peoples Day has operated successfully in Pickering since 2016, with different event names such as Big Drum Social and Aboriginal Celebration. Originally scheduled for June 2021, the event was postponed due to COVID-19 to June 2022. The event includes booths, drumming, and dancing, and is open to local schools to attend and experience Indigenous culture. 2. BBQ & Brew Fest originally scheduled for July 2021, was postponed due to COVID-19 to July 2022. The event is planned to host a variety of local breweries, and bbq stands, with live music. 3. The Canadian Food Truck Festival has operated successfully for the past number of years. Originally scheduled for August 2021, this event was postponed due to COVID-19 to August 2022. The event brings together some of the most sought after mobile food eateries across the GTA. The Canadian Food Truck Festival has grown as a phenomenon across south central Ontario in past years expanding from one, to two, to now four locations. SickKids Foundation has been Canadian Food Truck Festivals charitable partner since the organization’s inception in 2013. To date, more than $250,000 in donations have been raised at the festivals entrances for the Possibilities Fund, supporting the highest priority needs at SickKids. Because of the support SickKids receives from this event and community initiatives like it, important advances have been made in child health research, new life-saving medical equipment has been purchased for their clinics and operating CS 31-21 October 4, 2021 Subject: Community Festivals and Events 2022 Page 4 rooms, and their young patients continue to receive the best care that science, technology, and compassion have to offer – here in Pickering and around the world. 4.Festival of India’s Heritage, the Indo-Canadian Cultural Association of Durham have beenoffering this event in partnership with City staff for a number of years. The group havinggathered the needed skills and resources now intend to operate the festival independently.Organizers have operated this program for over a decade. The festival was postponed due to COVID-19, and operated as a Flag Raising in August 2021. The program for 2022 will include live entertainment, vendors, food and a flag raising. At this time, staff are requesting Council authorization to permit Esplanade Park for the above listed community events in 2022. Prepared By: Tanya Ryce Supervisor, Cultural Services Approved/Endorsed By: Sarah Douglas-Murray Director, Community Services SDM:kr Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer Original Signed By: Original Signed By:Original Signed By: