HomeMy WebLinkAbout2013-04-30; City Council; 21210; Grant Request Carlsbad Beach FestCITY OF CARLSBAD - AGENDA BILL 22
21.210 AB#
MTG. 4/30/2013
DEPT. HNS
SPECIAL EVENT GRANT REQUEST
CARLSBAD BEACH FEST
DEPT. DIRECTORg^g^
CITY ATTORNEY^^^
CITY MANAGER
RECOMMENDED ACTION:
Consider the request from the Carlsbad Beach Fest Foundation for Special Events Grant
funding and adopt Resolution No. 2013-092 . to approve the request at an
amount not to exceed $10,000, and authorize the Finance Director to appropriate and disburse
the grant funds on a reimbursement basis.
ITEM EXPLANATION:
The Carlsbad Beach Fest Foundation (Foundation) is requesting a Special Event Grant from
the City for the maximum allowed amount of $10,000 to assist in production costs for the 6*^
annual Beach Fest. The City grant request is to cover the fully burdened cost of required city
services (est. $882) as well as provide a direct cash donation (est. $9,118) to the event. Beach
Fest is scheduled to be held on Saturday, June 15, 2013 and is intended to serve as an event
to raise awareness towards promoting good environmental stewardship in an effort to help
preserve and enhance Carlsbad's beaches and waterways. The Foundation anticipates that an
estimated 10,000 residents and visitors will attend this year's event. Best Fest is held entirely
on the California State Beach and all necessary permits have been attained from State Parks.
Adopted and re-adopted in December 2012, City Council Policy 51 specifically states that
Special Event Grants "provide city funding for start-up costs related to new special events held
within the city that have a citywide interest", and may be requested any time during the year.
Within this specific grant description, financial conditions have been established and are the
following:
• City grant shall not provide for 100 percent of the total event funding;
• The maximum grant shall not exceed $10,000 nor exceed 20 percent of the estimated
total event cost; and,
• City grant shall be used for expenses to be paid directly by the organizer to third party
vendors.
Organizations are eligible to receive grants of in-kind city assistance for city services/facilities
for a maximum of five (5) years and direct cash assistance for a maximum of three (3) years. In
FY 2011-2012, Beach Fest received the maximum grant of $10,000 from the City for both event
costs (which included in-kind city services) and direct cash assistance. If funded this year,
Beach Fest will be eligible for one additional year of direct cash assistance and 3 years of in-
kind services only.
DEPARTMENT CONTACT: Courtney Enriquez 760-434-2812 Courtnev.Enriquez@carlsbadca.gov
FOR CITY CLERKS USE ONLY.
COUNCIL ACTION: APPROVED
DENIED
CONTINUED
WITHDRAWN
AMENDED
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CONTINUED TO DATE SPECIFIC
CONTINUED TO DATE UNKNOWN
RETURNED TO STAFF
OTHER-SEE MINUTES
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This year represents the 6*^ Carlsbad Beach Fest; therefore it does not technically meet City
Council's Policy 51 definition for a "new special event" (initially developed no more than 3 years
from the date of the first grant request). However, the city Council gave special consideration
and approved the first grant for the program in FY 2011-2012 (in the 5*^ year of the event) to ^
help the organizers expand and enhance the event to provide greater public benefit; it is staff's
recommendation, based on last year's Council decision, that the current year grant request be
approved. In addition to the City funding, the Foundation in anticipating financial sponsorship
funding from the following private businesses:
- Life Technologies - SKLZ
- NRG Energy - Bob Baker Subaru
- Hoehn Motors - Poseidon
The funding request of $10,000 for the city contribution is roughly 18 percent of the total event
cost Which aligns with Council stated criteria/conditions for this grant. City grant funds are
intended to be used for the following type of reimbursable costs: marketing and advertising,
rental of event equipment, and event supplies.
Staff has determined that the request is eligible for consideration and recommends approval of
the Special Event Grant not to exceed $10,000 for Beach Fest. The grant will serve a public
purpose by:
• Building pride in the community by showcasing local achievements, heritage, culture,
environment, and/or neighborhoods;
• Encourage the development of new partnerships through local public and private sector
groups working together;
• Enhance the volunteer sector by providing opportunities to learn new leadership skills;
• Provide community events for people of all ages and abilities, which enhance the quality of
life in Carlsbad; and
• Strengthen local economies.
By adopting the attached resolution, the grant will be approved and will pay for all in-kind city
services estimated at $882 (Exhibit 3) as well as provide a direct cash donation of $9,118 to the
Foundation to help off-set other direct event costs. The direct cash donation will be disbursed
by city staff on a reimbursement basis only. The Special Event Grant is available as Exhibit 2
for City Council review and consideration.
FISCAL IMPACT:
The Foundation has indicated that the estimated total event expenses will amount to
approximately $58,234, and the revenues will be approximately $85,100 (including City of
funding of $10,000). This will result in a net profit of approximately of $26,866. The Foundation
has stated that this net profit will be used as a reserve fund for the planning of future events.
Beach Fest lists "administrative" expenses of $31,500 which are not an eligible reimbursement
cost for the City grant. No City funds will be expended for ineligible expenses.
If the City Council chooses to fund this Special Event Grant request, funding will be
appropriated directly from the City Council's General Fund contingency account. Currently, the
City Council's General Fund contingency account carries a balance of $907,243.
ENVIRONMENTAL IMPACT:
If the City Council decides to deny the grant request, the denial is exempt from the California
Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15061(b) (4).
However, if the City Council decides to fund the grant request, pursuant to Public Resources
Code section 21065, this action does not constitute a "project" within the meaning of CEQA in
that it has no potential to cause either a direct physical change in the environment, or a
reasonably foreseeable indirect physical change in the environment, and therefore does not
require environmental review.
EXHIBITS:
1. City Council Resolution No. 20I:^-()QO
2. Special Event Grant application
3. City services cost schedule/analysis
Exhibit 1
1 RESOLUTION NO. 2013-092
2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF CARLSBAD, CALIFORNIA, AUTHORIZING A SPECIAL
EVENT GRANT TO THE CARLSBAD BEACH FEST
FOUNDATION AND AUTHORIZING THE FINANCE
DIRECTOR TO APPROPRIATE AND DISBURSE SAID
FUNDS.
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6 WHEREAS, the Carlsbad Beach Fest Foundation has requested a Special Event
7 Grant for a second year to assist in the event production costs associated with the 6*^
^ annual Carlsbad Beach Fest; and
WHEREAS, the Carlsbad Beach Fest Foundation is sponsoring a family-friendly
community oriented event to be held on the State Beach of Carlsbad on Saturday, June
15*^and
WHEREAS, all necessary State permits have been obtained; and
WHEREAS, the public purpose served by the special event includes, but is not
15 limited tO: building pride in the community by showcasing local achievements, heritage,
16 culture, environment, and/or neighborhoods; encouraging the development of new
17 partnerships through local public and private sector groups working together;
18 strengthening the volunteer sector by providing opportunities to learn new leadership
skills; providing community events for people of all ages and abilities, which enhance
the quality of life in Carlsbad; and, strengthening local economies; and
WHEREAS, the City Council of the City of Carlsbad Beach Fest Foundation has
determined that there is a public purpose served by the special event and desires to invest
in the event by providing a grant not to exceed $10,000, which includes $882 for in-kind
city services and $9,118 in direct cash assistance.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Carlsbad, California, as follows:
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1. That the above recitations are true and correct.
2. That the Carlsbad City Council hereby authorizes the Finance Director to
appropriate $882 from the City Council's General Fund contingency account
to various General Fund budgets for in-kind City services for the Carlsbad
Beach Fest Foundation's 6*^ annual Carlsbad Beach Fest as detailed by the
Housing and Neighborhood Services Director, or designee.
3. That the Carlsbad City Council hereby approves a Special Event cash
donation in the amount of $9,118 for the Carlsbad Beach Fest Foundation
event from the City Council's General Fund contingency account, and
authorizes the Finance Director to appropriate and disburse said funds to the
event organizers through the reimbursement process, and subject to approval
by the Housing and Neighborhood Services Director, or designee.
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PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council
of the City of Carlsbad on the 30*^ day of April, 2013, by the following vote to wit:
AYES:
NOES:
Council Members Hall, Packard, Wood, Blackburn and Douglas.
None.
ABSENT: None.
MATT HALL, Mayor
ATTEST:
BARA ENGL^ON, City Clerk
Exhibit 2
January 8, 2013
City of Carisbad
Carisbad City Council
1200 Carisbad Village Dr.
Carlsbad, CA 92008
RE: Special Events Grant
Dear CaHsbad City Council,
Thank you very much for providing Carlsbad Beach Fest the opportunity again to apply for this generous
funding, if granted, this funding will greatly benefit the community of Carlsbad ~ as outlined in the
enclosed City of Carlsbad Special Events Grant Application.
As Executive Director of Carisbad Beach.Fest Foundation, f am requesting a grant amount of $10,000 to
supplement the hard costs of resources needed to facilitate the annuai Carlsbad Beach Fest 2013 event,
scheduled for Saturday, June 15. These costs are highlighted in Part 5 of the enclosed and cojmpleted
application. Included in this packet are:
Completed Parts land 2
Completed addendums for Parts 3-7
Copy of the CA State Parks Special Event Permit
Supplemental copy of the Carlsbad Beach Fest Foundation Partnership Package
Piease contact me directly if any additional information is needed. Thank you for your valuable time anc
consideration, i look forward to a positive response in support of our mission and community efforts.
Sincerely, .
Tamara Urie
Executive Director
Cc. Courtney Enriquez. Management Analyst City of Carisbad
Working in Partnership with the City of Carlsbad and California State Parks
300 Carlsbad Village Dr., Suite 108, #27 j Carlsbad. CA 920081760.529.2479 | www.CarlsbadBeachFestFoundation.org
CITY OF
SPECIAL EVENTS GRANT
SUPPLEMENTAL APPLICATION
Please complete the follovting supplsmental applicetion using tiie instrvctign? isd on the last oaae of this Bpoiicstion. Attach additional pages if ne<:esss.y.
Carlsbad Beach Fest Foundation Name of Applicant:_
Address: 300 Carishad Village Drive, m.jmB.MLOM\^^^J^-^Q^
Phone: ( 760 ) 529-2479
Contact 1 Tamara Urie, Executive DirectQL
Name
E-mail: io.fQ,@c-^rlsbadb.eadife.s.t
760-529-2479
Contact 2 Polly Hunter, Assistant Event Ooordinator
Phone
916-612-2519
Name Phone
Federal Tax ID # or Social Security #: 35:^421049.
TOTAL GRANT FUNDING REQUEST: $ ^12^000
ELIGIBLITY REQUIREMENTS
Please answer the following questions to determine if your event is eligible for City graht funds:
13
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• Wili your Special Event be held entirely within the City of Carlsbad?
Have you submitted a Special Events Permit Application to the City?
(If yes, please attach a copy to this grant supplemental; application)
Does your Special Event have a citywide interest? if yes, explain in the section below
Has the Special Event received less than three (3) years of grants from the City?
(7yes pleas^e ncS below the number of years you have received grants from the City, .f any)
/f vou answered ves to all of the above questions, your request is eligible for this grant program.
%ase remainder of this .pplio.tion. Ifyou an.w.r.^noto any oft.e^u^ons^p^esse
contact Courtney Enrique, at the City of Carlsbad (760^434^2812) to discuss your el^miity for the
special events grant.
L—f
•
City of Carlsbad
Housing And Neighborhood Services
Special Evonl Gram Suppiementai Apphcation
www-ca r 1 s b adc a. gov
GRANT REQUEST DESCRIPTION (if necessary, ptease attach suppletnental pages to document)
Applicant Background
Organization: Carlsbad Beach Fest Foundation Inc.
Names of Officers and Board of Directors (if applicable):
Name Title
Tamara Urie President, Executive Director
John Schaeffer Vice President
Don Patterson Treasurer
SharmtIa Melnychuk Secretary
Mat Huff Board member
Name of the special event: Carlsbad Beach Fest
Location of event: Tamarack & Frazee St^te Beaches
Date of event: Sat. June 15, 2013
Please list the years in which your team has received prior funding from the City and lj#t the related
dollar amounts: 2012 ($10.000)
9 How does your special event benefit and provide citywide interest to the Carlsbad community^
The event provides numerous long term benefits to the Carisbad community, it's unique in that it takes place on one mile of beach entirely
on state property and draws attention to Carisbad's coastal playground. By providing a fun festival on the beacl> steps away from the village, tHie
event draws thousands of people from around SD County and beyond. Most importantly, it provides opportunity Id full fill our fT^.ssion. promote
"stewardship and educate the attending pulBnc about the importance ot preserving our natural resource as they pieisure in its recreaiional
offerings. Over 9.000 people attended last year's event, triplihg participation in 2011 - many participating athletes spend the night at the local
hotels and others venture into th^ "tlfag''' *" y.hop,.Qr pnjny thd ra,;stauiaots Raising this kind-of^awareness promot^-good-^tewawte-aAd citizens
who will act responsibly while enjoying the benefits of our coastal community for years to coma. ^
FINANCIAL CAPABILITIES/BUDGET
Do you have any additional funding opportunities (I.e. corporate or private sponsors, matching grants)
currently committed or pending? Please complete the information below:
Percentage of financial contribution tovi/ards goal Name
NRG Energy
Life Technologies
30 %
Vo 30
Hoehn Motors 10
SKLZ 10
%
%
Please include a budget for program request including funding schedule
City of Carisbad
Housing and Neighbor ho(x1 Services
Sp'- )i G. I'it pi. ,tuMila'Application
www.carlsbadca.gov
CERTIFICATION
We, the undersigned, do hereby attest that the above information is true and correct to the best of our
knowledge (Two signatures required)
Signature Titie Date
Sign Title
Cir ^
Date
SUPPLEMENTAL INFORMATION & ALTERNATIVE FORMAT
Please submit this supplemental grant application together with a written request (co^er letter) to the
City Council stating the amount of funding requested and intended use for this funding. As noted
above, please attach a copy of your special event application.
City of Carisbad will provide written materials in alternative formats and reasonable modifications in
policies and procedures to persons with disabilities upon request.
RETURN COMPLETED APPLICATION
Please hand deliver, U.S. mail, e-mail or fax completed supplemental grant application packet
together with your cover letter request to:
City of Carlsbad
Housing and Neighborhood Services
2965 Roosevelt Street, Ste. B
Carlsbad, CA 92008
Attn: Courtney Enriquez
Telephone Number: 760-434-2812
Fax Number: 760-720-2037
E-mail: Courtney.Enriauez@carlsbadca.qov
City of Carlsbad
Housing and Neighborhood Services
special ljv«[u:Graiu SiippleuieiUal AppUcation
vv WW. ca rlsba cl c a.go v
0
2012 CARSLBAD BEACH FEST INCOME/EXPENSE
INCOME EXPENSE
Sponsor Donations 55,950.00 Promotions/advertising 8,625.10
Fundraiser Proceeds 615.00 Supplies 3,812.06
Auction/Raffle 727.00 Rentals 7,201.56
Logistics - CA State Parks 3,042.00
Booth Rentals 4,650.00 Vendor Fees 4,787.50
T-shirt Sales 460.00 T-Shirts 5,276.00
Athletic Events Registration 14,146.46 Administration 28,000.00
Gross Income Sub Total 75,049.09 Total Expense (64,115.22)
PROFIT/LOSS 2012
INCOME 75,049.09
EXPENSE (64,115.22)
PROFIT/LOSS 10,933.87
2013 CBF PROJECTED INCOME/EXPENSE
Sponsor Donations
Booth Rentals
T-shirt Sales
Registration
59,000
5,800
2,000
18,300
85,100.00
PROFIT/LOSS 2013 PROJECTED
EXPENSE
Prom/Adv.
Supplies
Rentals
CA Parks
Vendors
T-Shirts
Adm/Stipends
6,000
1,000
7,934
5,000
10,100
2,000
31,500
(58,234.00)
o
INCOME 85,100.00
EXPENSE (58,234.00)
PROFIT/LOSS 26,866.00
CBF 2012 BEACH FEST EXPENSES PROJECTED 2013 EXPENSES
1 DATE 1 ITEM | VENDOR 1 AMOUNT 1 Category |
Promotion/Advertising/Memberships/Promo Events/Brochures/S;gnogef4S33.4Sj Various 8,625.10 Promotion
Supplies, biz cards,stationarv,printing,transportation Various 1,734.52 Supplies
Credit Card Device Fee First Data 180.70 Rental
Generators ElCamino Rental 157.08 Rental
State Parks Aquatics Safety CASt. Parks 3,042.00 Logistics
Chandler Aquatics Safety 6 Mile Scott Chandler 1,000.00 Vendor Fee
Timing Chips/bibs One Time Racing 1,172.00 Supplies
Stage Rentals Raphaels Party R 3,600.00 Rental
Truck Rental Budget Rental 171.20 Rental
Jet Skis Gas Adrian Fegeroa 90.00 Supplies
Awards Tikis/Prty C/Zumba 815,54 Supplies
Pro Awards Medi Veminardi 300.00 Vendor Fee
Sound Equipment Audio Design 853.59 Rental
Judges SurfRide 500.00 Vendor Fee
Sound Engineer Felix Sierra 200.00 Vendor Fee
T-Shirts Phil Baker 5,276.00 T-Shirts
Archisand Archisand 2,000.00 Vendor Fee
Security Elite 787.50 Vendor Fee
Web Site Design Kendal Patterson 1,900.00 Web Site
Insurance NIAC 1,471.00 Insurance
Corporate Solicitation Event Relm Bistro 1,038.99 Rental
After Party Ocean House 1,200.00 Rental
Administration (Director salary) 28,000.00 Adm.
IAMOUNT
6,000
1,000
150
160
5,000
2,000
1,500
3,600
171
100
400
300
853
1500
200
2000
2000
800
1000
3000
3500
1500
28,000
Beach vehicle rentals
Volunteer Stipends
Portable Restrooms
TOTAL EXPENSES: (64,115.22) (58,234.00)
CBF 2012 CONTRIBUTIONS & INCOME 2013 PROJECTED CONTRIBUTIONS/INCOME
Source
Life Technologies
NRG Energy Inc.
City of Carlsbad
Hoehn Motors
SKLZ
Bob Baker Subaru
Critical Reach Access
Kids For Peace
Naked Juice
SONGS
SDGE
Booth Sponsors $250-S350
Auction /Cash & Check Collected
Raffle/Cash Collected
15,000.00
15,000.00
9,115.63
5,000.00
3,300.00
2,000.00
1,000.00
1,150.00
1,000.00
1,500.00
1,000.00
4,650.00
395.00
332.00
Life Technologies
NRG Energy
City of Carlsbad
Hoehn Motors
SKLZ
Bob Baker Subaru
Poseidon
Naked Juice
SONGS
SDGE
Booth Sponsors
15,000
15,000
10,000
7,000
4,500
2,000
2,000
1,000
1,500
1,000
5,800 o
Athletic Events Mailed in Registration 570.00
T-shirt Sales Event Day 460.00
Athletic Events Active Pre Registratron 11,286.46
Athletk: Events - Event Day Registratton 2,290.00
Athletic Events Mail in Registration
T-shirt Sales
Athletic Events On Line Pre Registration
Athletic Events - Event Day Registration
1,500
2,000
14,000
2,800
Gross Total 75,049.09 Projected 2013 Gross
Balance carried from 2012
85,100
10,933.87
96,034
()
2013 CBF PROJECTED INCOME/EXPENSE
INCOME EXPENSE
Sponsor Donations
Booth Rentals
T-Shirt Sales
Registration
59,000
5,800
2,000
18,300
Prom/Adv.
Supplies
Rentals
CA Parks
Vendors
T-Shirts
Adm/Stipends
6,000
1,000
7,934
5,000
10,100
2,000
31,500
O
85,100.00 (58,234.00)
PROFIT/LOSS 2013 PROJECTED
INCOME
EXPENSE
PROFIT/LOSS
85400.00
(58,234.00)
26,866.00
2013 PROJECTED CONTRIBUTIONS/INCOME
Source Amount
Life Technologies
NRG Energy
City of Carlsbad
Hoehn Motors
SKLZ
Bob Baker Subaru
Poseidon
15,000
15,000
10,000
7,000
4,500
2,000
2,000
Naked Juice
SONGS
SDGE
1,000
1,500
1,000
Booth Sponsors 5,800
Athletic Events Mail in Registration
T-Shirt Sales
Athletic Events On Line Pre Registration
Athletic Events - Event Day Registration
1,500
2,000
14,000
2,800
Projected 2013 Gross
Balance carried from 2012
85,100
10,933.87
96,034
5
VENDOR AMOUNT Category
PROJECTED 2013 EXPENSES
AMOUNT
Various 8,625.10 Promotion 6,000
Various 1,734.52 Supplies 1,000
First Data 180.70 Rental 150
ElCamino Rental 157.08 Rental 160
CA St. Parks 3,042.00 Logistics 5,000
Scott Chandler 1,000.00 Vendor Fee 2,000
One Time Racing 1,172.00 Supplies 1,500
Raphaels Party R 3,600.00 Rental 3,600
Budget Rental 171.20 Rental 171
Adrian Fegeroa 90.00 Supplies 100
nkis/Prty C/Zumba 815.54 Supplies 400
Medi Veminardi 300.00 Vendor Fee 300
Audio Design 853.59 Rental 853
SurfRide 500.00 Vendor Fee 1500
Felix Sierra 200.00 Vendor Fee 200
Phil Baker 5,276.00 T-Shirts 2000
Archisand 2,000.00 Vendor Fee 2000
Elite 787.50 Vendor Fee 800
Kendal Patterson 1,900.00 Web Site 1000
NIAC 1,471.00 Insurance 3000
Relm Bistro 1,038.99 Rental 3500
Ocean House 1,200.00 Rental 1500
28,000.00 Adm. 28,000
Beach vehicle rentals
* Volunteer Stipends
Portable Restrooms
TOTAL EXPENSES: (64,115.22) (58,234.00)
Volunteer Stipends Include:
Logistics Chief -1500
Volunteer Director -1300
Assistant Event Director - 700
'Volunteer Stipends are nominal and do not reflect
a salary, hourly pay, or health benefits; stipends cover out of
pocket expenses incurred by the volunteer, provide
incentive for long term commitment tothe event,
and appreciation of skills provided.
San Diego Coast District
Special Event Permit
Permit Fee
$
(Non-refundable)
follow ''^"'''"^-ft^'^Sfi' office. Additional forms, terms and conditions, and list of requiredfees will
APPLICANT/ORGANIZATION
Carlsbad Beach Fest Foundation Inc. CONTACT PERSON
Tamara Urie
ADDRESS
336 Pine Ave. Bll E-MAIL ADDRESS
tammy@carlsbadbeachfestfoundation.org CtTY/STATE/ZIP
Carlsbad, CA 92008 PRIMARY PHONE
760-529-2479
CELL PHONE
760-529-2479 LOCATION
• Torrey Pines Natural Reserve • Torrey Pines South Beach • Torrey Pines North Beach
• Cardiff Seaside State Beach • CardiffReef State Beach • San Elijo State Beach • S. Ponto State Beach
• South Carlsbad State Beach • Pelican Point • North Ponto State Beach • Carlsbad State Beach
• Silver Strand State Beach • Old Town State Historic Park • Tijuana Estuary
SPECffIC USE
Beach Festival with Beach/Water Events & Stewardship
DATES
June 14 Pre Event Set Up; June 15, 2013
Event Day ARRFVAL/SET-UP TIME
June 14 8am- 3pm Pre Event Set Up
June 15 5am-6pm Event Day
EVENT TIME
8am-4pm
CLEAN-UP/TEAR-DOWN TIME
Begins at 3pm
Ends at 6pm
2. SPECIFIC PARK AREA/FACILITY TO BE USED (List all areas of the park that may be utilized for the event or outing)-
Beach area including Tamarack State Beach to Frazee State Beach (at Pine Ave.); includes parking lots and restrooms Water
access from lifeguard station 34 to 36
3. MAXIMUM NUMBER OF PEOPLE EXPECTED TO ATTEND THE EVENT (The State may limit the maximum attendance within its discretion): 9,000-12,000
4. PARKING: ( Circle one )
Guests pay at arrival: YES NO Pre-Pay for Guests : YES NO # of Vehicles Pre-Pay
5. PLEASE CHECK ALL THAT APPLY:
• Alcohol will be used or sold during the event
• Participant fees (beyond regular facility fees) will be charged for the event.
• Merchandise/Items will be sold at the event
SPECIAL EVENT OFFICE ONLY:
FOR RESERVATION OFFICE ONLY (USE BLUE INK)
TOTAL PERMIT FEES DATE RECEIVED CHECK#
• Permit Copy Distributed to Staff
• Placed on Master Calendar
REVIEWED AND RECOMMENDED BY DATE
TITLE
Special Event Coordinator
PHONE
619-688-3385
ADDRESS
4477 Pacific Highv^ay
CITY, STATE, ZIP CODE
SanDiego, CA92110
APPROVED BY DATE
TITLE (Park Supervisor or Sector Superintendent) PHONE
SITE MAP ATTACHED
• Yes • Not Applicable
EMPLOYEE (S) ASSIGNED
NECESSARY PERMITS ATTACHED
• Yes • Not Applicable
EMPLOYEE (S) ASSIGNED
KIOSK NOTIFIED
• Yes • Not Applicable
EMPLOYEE (S) ASSIGNED
SAMPLE OF PARKING PERMTT ATTACHED
• Yes • Not Applicable
EMPLOYEE(S) ASSIGNED
RANGER/LAW ENFORCEMENT NOTIFIED
• Yes • Not Applicable
EMPLOYEE ASSIGNED
LIFEGUARD STAFF NOTIFIED
• Yes • Not Applicable
EMPLOYEE(S) ASSIGNED
MAINTENANCE NOTIFIED
• Yes • Not Applicable
EMPLOYEE(S) ASSIGNED
CHEMICAL TOILET ARRIVAL DATE / RETRIEVAL DATE
• Yes • Not Applicable
COMPANY & CONTACT INFO
DUMPSTER ARRIVAL DATE / RETRIEVAL DATE
• Yes • Not Applicable
COMPANY & CONTACT INFO
TABLE AND CHAIR ARRIVAL DATE / RETRIEVAL DATE
• Yes • Not Applicable
COMPANY & CONTACT INFO
FIREWOOD DELIVERY
• Yes • Not Applicable
EMPLOYEE ASSIGNED
I?)
San Diego Coast - North Sector
SPECIAL EVENT PERMIT QUESTIONNAIRE
^J^^I^y^™^f'fru''f '^'fo"om"Sf^'tionnaire to the best of your ability. California State Parks reserves the right to require specific amenities and services to be provided by the Applicant regardless of the answers provided below. ^ ^
Name ofevent as advertised: Carlsbad Beach Fest (CBF) 2013
Name of event manager: Tammv Urie
Yes No
0 O Is the event open to the public?
If yes, the Applicant must attach a list of expected total attendance number per day
Pre Event preparation - 20-30people volunteering
Event Day - approx. 9,000-12,000 people, including volunteers and public
o o Will the event be marketed, promoted, or advertised in any manner?
If yes, please provide method of advertisement, media coverage, and copies of flyers, posters, etc.
Advertising and promotion includes monthly press releases beginning in Feb; calendar listings include print
and on-line; sports magazines including print and on-line; social networks FB & Tweeter; memberships and
attendance to social events such as Rotary luncheons and Chamber monthly gathering; attendance to local
street fairs; distribution of flyers and posters around Carlsbad and neighboring towns; event web site
updates; volunteer promotion & recruitment through county & city networks, schools ', colleges, and Camp
Pendleton; street and city banners; event brochures, t-shirts, etc. Samples of CBF 2012 copies attached
o o Will the Applicant be notifying local businesses or property owners of the event?
0 o Are patron admission, entry or participant fees required to enter or participate in the event?
If yes, please provide the amount of each fee collected from spectators or
participants: Spectators are free - there is no admission fee to the event; Competitive sports event
fees range f^om $20 for early entry up to $60 on event day Fees vary depending on age and month
registering.
o o Are vendor fees or other fees required?
If yes, please list other fees: Fees for booth participants are required, (with the exception of non-profit
environmentally centered organizations), and begin at $250. Depending on the benefits and provisions
requested such as tents, tables, advertizing vip parking etc. fees may vary from $250 to $500. Event
Sponsors pay more and associated benefits are provided Please find attached Partnership Options.
o o Will items or services be sold at the event?
If yes, please list items or services to be sold: Event T-Shirts and food/beverages provided by vendors
o o Will alcohol be available on event premises?
If yes, has an ABC Permit been obtained for the event? Circle One Yes No
If yes, will the alcohol be sold or be free to those participants or
spectators over the age of 21 years? Circle One Sold Free
o o Will the event include food concession and/or preparation areas?
If yes, please describe how the food will be prepared: Food vendors prepare, cook, iSc provide food at 2
locations on Carlsbad Blvd One area at Pine Ave. and the other near Tamarack Ave. Vendors will have
Food Handlers Permits available on site and prepare food according to associated health standards. Some
vendors will cook food using gas grills or other cooking devices powered by own generators
Circle all that apply: Pre-packaged Gas Charcoal Electric Other
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Yes No
O o Will there be amplified sound associated with the event? The main stage with provide amplified
announcements throughout the day.
O o Will there be live music, amplified or otherwise associated with the event?
If yes, please provide the number of bands or performers expected: 6performing groups
If yes. The Applicant must also provide a list of bands and performers scheduled to play at the event
Performing on stage near Station 36; 9-10am Zip Zap, 10-11;30 CORE, 12-1:30 Jerome Dawson, 2-3:30
Verua Tahiti 'e. Performing near the green at Pine Ave. 12-2:00 Naruwan Taiko. Performing on the sand
near Station 35: 11-3:00 Adam World Drum Group; South of Station 36 a small stage will feature Zumba
fitness with amplified recorded music.
o o Does the event provide an established area for dancing to either live or recorded music?
0 0 Will the event include any type of games or athletic activities?
If yes, please describe all details: Details included in the Narrative Summary under Detailed Description
of Event
o o Will the event have any temporary structures including canopies, tents, fencing, etc erected during the event?
If yes, please list all structures including sizes; Main Stage 24' X28', with 10' high, 20 'X30' canopy
tent including 2' high platforms off sand; Small Stage 8'X12'XI6' with 10' high canopy tent; Several
10 'XI0' pop up tents either rented or brought in by booth exhibitors.
o o Will the event erect any platforms, stages, or scaffolding?
If yes, please list including sizes: In addition to above - 2 sets of Scaffolding set near Stations 35 & 36-
for Start/Finish Lines; aprox. 20 'wide by 14' high; SurfRide Scaffolding measures aprox. 2story high (14'
high X 30 long) near Station 35 to judge surf contest.
o 0 Will inflatable(s), hot air balloons, or similar devices be used during the event?
o o Does the event include the use of fireworks, rockets, lasers, or other forms of pyrotechnics?
If yes, please list type and amount:
o o Will the event include any self-contained fires; including bonfires, BBQs, or open flame cooking?
If yes, please list type and amount: Some food vendors will use grills to cook with on Carlsbad Blvd.
o o Will the event include any heating devices? If yes, please list size and amount:
o o Will the Applicant hire a licensed and professional security company to develop and manage the security
needs of the event? (Note: State Parks maintains the right to require security for any event)
0 0 Will the Applicant hire an emergency medical services provider to develop and manage the medical needs of
the event? (Note: State Parks maintains the right to require medical services for any event)
o o Will the event involve any type of aquatic activity?
If yes. Applicant will be required to hire California State Park Lifeguard services.
o o Will attendance or the event area impact parking or normal visitor use in a manner not usually permitted?
o o Will attendance or the event area impact any State Park owned roadways, walkways or accesses?
o o Will attendance or the event area impact any private, municipal, or state streets or roadways adjacent to the
park utilized for the event? If yes, it is the responsibility of the Applicant to contact and secure permits
from the affected agencies. A copy of each permit shall be attached to the final signed permit. N/A
o o Will the event require traffic control or traffic safety equipment?
If yes, please provide traffic control plan including safety equipment. Traffic control in Pine Ave. &
Tamarack parking lots only; Lead volunteers will wear vests so public can identify and will control the flow
of traffic in and out of lots and direct participants to loading/unloading zones. Exhibitors are mailed Arrival
Packets which provide complete instructions on where to unload, park, etc. Attached
0 0 Will the event require special parking and/or shuttle plan?
If yes, please list special parking needs and/or provide shuttle plan. Special parking will be provided
for vip (pre-paid) and loading zones only; a shuttle service will be provided for bands from village location
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Yes No
O o Will the event require signage or banners to be used?
If yes, please provide copy of signage/banner and demonstrate where signage will be placed on site
map. Samples of CBF 2012 are attached along with 2012 site maps to be updated for 2013
O o Will the event provide additional restroom facilities for event spectators, participants, and vendors?
(Note: State Parks maintains the right to require additional services for any event)
o 0 Will the event provide additional dumpsters or refuse collections containers during the event?
(Note: State Parks maintains the right to require additional services for any event)
o o Will the event necessitate the need for additional disabled parking?
0 o If all areas of the event venue cannot be made accessible, will maps or programs be made available to show
the location of accessible restrooms, parking, access routes and the like?
0 o Will the event require exclusive use of an area?
Please list guaranteed fees to be paid to the California State Parks, (permit fee, facility-use fee, etc.)
Lifeguard services to facilitate water events: $3042.00for CBF 2012 services listed in the attachment, plus negotiated
cost, if any, for lifeguard services to oversee 6 mile SUP yet TBD.
Method of garbage collection and disposal.
A city or private vehicle/driver will be hired and designated to collect trash at established cans near beach access points;
trash will be disposed in either a provided dumpster at Tamarack lot or hauled to the NSO lot and disposed in that
dumpster; recyclable containers will be available along with volunteer teams to manage the collection and keep areas
clean. A closing team will ensure the entire event area is clear of debris associated with event. A beach clean up headed
up by volunteers, scheduled throughout the day will also help with overall trash collection.
List all organizations/third parties involved, (ex: sponsors, party rentals, caterers, promotional firms, etc.) Please
attach copies of estimates and invoices. Invoices are samples from CBF 2012
SurfRide, One Time Racing, New Ocean Blue, I Love a Clean San Diego, SD BIG, Legends, Raphael's Party Rental, Elite
Security, Archisand, Hoehn Motors, Bob Baker Subaru, Life Technologies, NRG, SKLZ, SONGS, SDGE, City of
Carlsbad, EZIA, Kids for Peace, Optimist Club, FCCSB, Agua H. Lagoon F., Ocotillo Wells, Batiquitos Lagoon F.,
Carlsbad Community Gardens, Raptor Institute, Zumba, Greg Gutierrez, Lynn Forbes, Surf Angel, Smart Solar, Sullivan
Solar, Urgent Care Carlsbad, Critical Reach Access, Aerial Action Sports, Remodel Works, Welk Resorts, Skin Authority,
Naked Juice, Westfield, Go Green Purity, Pop Chips, Sea Life Aquarium, Chick Sticks, Ocean Palms Resort, Energy
Radio, Bull Taco, Italian Ice, Flippin Pizza, SoSo Kold Shaved Ice, Divine Fresh, Chris Ono Hawaiian Food, Pop-n-
Mama, Anthony's Smoothies, Center Cut Fresh Fruit, One Love Island Cuisine, Conscious Coconuts, Jerome Dawson &
Wazabe Blue, Verua Tahiti 'e, CORE, Zip Zap, Naruwan Taiko, Adam World Drums
Detailed description of event:
Narrative Summary below - attachments include Pre Event & Event Day Schedule and Event Plan
Since 2008, in partnership with CA State Parks and the community of Carlsbad, CBF has grown from a small
grassroots endeavor promoting the biological and cultural resources of the local Carlsbad coastline and inland
waterways, to a unique event held on one mile of beach which continues to draw attention specifically to its
coastal playground. The mission of CBF is to highlight Carlsbad's coastal playground as an irreplaceable
resource, show appreciation for its beauty and value, raise community awareness by promoting environmental
stewardship, and provide support to preserve and enhance its beaches and waterways.
By providing a fun festival atmosphere on the beach, the event attracts thousands of people from Carlsbad and
surrounding San Diego County and Orange County communities. Most importantly, it creates opportunity to
educate the attending public about the importance of preserving our natural resource as they take pleasure in
its recreational offerings.
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This annual event is held on one day in June from 8:00am to 4:00pm. Non-profit, environmentally centered
organizations, along with local businesses, help promote stewardship and raise awareness by providing
interactive interpretive booths. A beach cleanup is staged throughout the day to include the event area,
neighboring streets, and beach access ways. Giant sand sculptures reflecting the event's mission are created
U.S. Open Champs, Archisand. Competitive sporting events include a 5KLow Tide Beach Run & Walk, a
Beach Triathlon & Duathlons, a One Mile Ocean Swim, a 6 Mile SUP & SUP Cross Race, and a 16 division
Surfing Contest. Free activities include a Kids One Mile Fun Run, surf clinics, volleyball, and "Hands Across
the Beach " where festival-goers, lead by city and state representatives, come together with linked hands at the
water's edge to declare the purpose of CBF. Green organizations share their environmentally friendly products,
businesses offer free samples of their recreational related products and/or services, live entertainment is
donated by talented artists and showcased all day on stage, andfood vendors provide a variety of menu choices
from frozen ice to tacos at reasonable prices. Military, students, families, and individuals who share the love of
being outdoors on the beach donate their time to help make this event a success. Volunteers are awarded with
Community Service Certificates, event T-Shirts, free food, and a chance to win prizes at the Opportunity
Drawing booth.
Event web site to visit: www. CarlsbadBeachFest. com and www. CarlsbadBeachFestFoundation. or2
PELICAN POINT GROUP CAMP ONLY:
# of vehicles parked at site:
Will you have a trailer in the site? YES NO
Will you need electricity? ($20.00 per day) YES NO
Will you need water? ($20.00 per day) YES NO
I have read and accept the Special Event Terms and Conditions attached. I understand that the District Superintendent or authorized representative
may terminate, without prior notice, any special event activity when h is necessary for the safety and enjoyment of the public, for the protection of
the resources, or for violation of any rules or regulations of the Department of Parks and Recreation or conditions of this permit. I also understand
that any Special Event Permit may be cancelled without notice in tiie event of disaster or unforeseen emergency.
SIGNATURE DATE
•
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Exhibit 3
6^*^ Annual Carlsbad Beach Fest
Cost Breakdown
Service Provider Cost
Maintenance Worker II City of Carlsbad,
Parks & Recreation
$882.00
*Costs reflect the fully burdened rate.
$9,118.00
TOTAL $10,000.00
Special Event Grant
Carlsbad Beach Fest Foundation’s
6th Annual Carlsbad Beach Fest
Frank Boensch
April 30, 2013
Grant Request
•Council Policy 51
•Carlsbad Beach Fest Foundation
•Eligibility and requirements
•Fiscal impact
City Council Action
•Adopt resolution approving a Special Event
Grant and appropriating said funds.
•Deny the request by minute motion.
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