HomeMy WebLinkAboutCS 05-22Report to Council
Report Number: CS 05-22
Date: February 28, 2022
From: Sarah Douglas-Murray
Director, Community Services
Subject: 2022 Community Events
-Approval of 2022 Community Events 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
House of Culture and Durham Carifest from Wednesday, July 20 to Tuesday, August 2,
2022 for Carnival City, on terms and conditions satisfactory to Director, Community
Services and Chief Administrative Officer;
2.That the list of Community & City Events scheduled for Esplanade Park in 2022 be
received for information; and,
3. 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.
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 approval of Council. A number of 2022 Community Events were approved to
take place in Esplanade Park by Council on October 25, 2021 through Report CS 31-21
(Resolution #709-21). At this time, an additional request has come forward to host the Carnival
City in Esplanade Park in 2022. Therefore, the purpose of this report is to seek Council’s
authorization that staff permit Esplanade Park for the Carnival City event in 2022.
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.
CS 05-22 February 28, 2022
Subject: 2022 Community Events Page 2
Financial Implications: There are no financial implications for the City with the proposed
Carnival City event;
The organizers 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;
•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,
•Costs associated with paid duty police officers and/or contracted security guards as
required by the City.
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.
Due to the size and scope of this event (medium size), staff recommend operation at
Esplanade Park in 2022 despite the anticipated works associated with the City Centre Project
(subject to Council’s approval for construction of project). After speaking with appropriate City
and Project Manager staff responsible for the City Centre Project, staff do not anticipate that
these works will negatively impact the event operations or event parking.
Proposed Event Event Organizers Proposed Dates
(includes event setup,
operation and cleanup)
Carnival City House of Culture & Durham Wednesday, July 20 –
Carifest Tuesday, August 2, 2022
The Community/Corporate Events Committee, comprised of City staff from Roads, Parks, By-
law, Fire, Security, Facilities and Building Services support the above event, subject that
various event/festival requirements are 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
•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)
CS 05-22 February 28, 2022
Subject: 2022 Community Events Page 3
•operation within current community public health guidelines
Event Details/Description
Carnival City, a Caribbean community festival, is a new event in Pickering proposed by
Durham Carifest and House of Culture. Patrice Barnes, one of the lead Organizers has
been part of The Durham Caribbean Festival in Ajax for several years prior to launching
Durham Carifest in 2021. Durham Carifest was held at Ajax Downs, but is now looking
for a new venue. The event will operate two weekends at the end of July, featuring two
stages with live music, entertainment, and food and beer tent.
Event Operating Hours
Thursday, July 21 4:00pm – 9:00 pm
Friday, July 22 4:00 pm – 11:00 pm
Saturday, July 23 12:00 pm – 11:00 pm
Sunday, July 24 2:00 pm – 9:00 pm
Thursday, July 28 4:00 pm – 9:00 pm
Friday, July 29 12:00 pm – 11:00 pm
Saturday, July 30 12:00 pm – 11:00 pm
Sunday, July 31 12:00 pm – 11:00 pm
Monday, August 1 12:00 pm – 4:00 pm
The event times that run later than 9:00 pm require a noise exemption. The Event
Organizer will apply for a noise exemption through By-law Services. When the event is
not in operation the fencing will be open for through-way traffic until 1 hour before event
start, in which gates will be closed for event entry only.
The event will be free on Thursdays (July 21 and July 28) and paid admission from
Friday to Sunday, including Civic Holiday Monday. Tickets will be available for
reserve/purchase in advance of the event to maintain attendance numbers.
Durham Regional Police Services (DRPS) have met with our Security Specialist to
review the security plan, and have agreed to provide support officers for this event,
should the event proceed. DRPS will work closely with City Staff and Event Organizers
and sit in on the planning and execution of the event.
At this time, staff are requesting Council authorization to permit Esplanade Park for the above
community event.
The below event table indicates the City and Community events scheduled to take place in
Esplanade Park in 2022.
CS 05-22 February 28, 2022
Subject: 2022 Community Events Page 4
Events Organizer Dates Status
Artfest City of Pickering and
PineRidge Arts Council
Saturday,
Saturday,
Saturday,
May 28,
June 4 and
June 11
City Event
D-Day Parade &
Ceremony
Royal Canadian Legion &
of Pickering
City Sunday, June 5 City Partnership
Aboriginal Celebration Carea Community
Centre
Health Tuesday, June 21 Community Event
Approved via
Resolution 709-21
Canada Day City of Pickering Friday, July 1
Daytime only (noon to 5 pm)
City Event
Sunday Concert Series City of Pickering Sunday’s
July 3, 10,
August 14,
17,
28
City Event
BBQ & Brew Fest Frederica Black Events Saturday, July 16 Community Event
Approved via
Resolution 709-21
Theatre in the Park City of Pickering Wednesday, August 3 City Event
Food Truck Festival Canadian Food Truck
Festivals
Wednesday, August
Monday, August 8,
3 – Community Event
Approved via
Resolution 709-21
Festival of
Heritage
India’s Indo-Canadian Cultural
Association of Durham Inc.
Sunday, August 14 Community Event
Approved via
Resolution 709-21
Cultural Fusion Festival City of Pickering and Rotary
Club of Pickering
Friday,
August
August
21
19 – Sunday, City Event
Remembrance Day Royal Canadian Legion &
of Pickering
City Sunday, November 6 and
Friday, November 11
City Partnership
Winter
Lights
Nights, City City of Pickering Friday, November 25 –
Sunday November 27
City Event
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Subject: 2022 Community Events Page 5
Attachments:
1.Carnival City Site Plan
Prepared By: Approved/Endorsed By:
Original Signed By Original Signed By
Laura Gibbs MBA, MSc. Sarah Douglas-Murray
Manager, Cultural services Director, Community Services
LG:kr
Recommended for the consideration
of Pickering City Council
Original Signed By
Marisa Carpino, M.A.
Chief Administrative Officer
Esplanade North
Esplanade South
Library
City Hall
Courtyard
Parking Lot
+
VIP
Beer Tent
Garbage Bin
Audience
Audience
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Carnival City Site Plan
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