HomeMy WebLinkAbout2021-07-08; TGIF Concerts in the Parks Update (Districts - All); Barberio, GaryTo the members of the:
CITY COUNCIL
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Council Memorandum
July 8, 2021
To:
From:
Via:
Re:
Honorable Mayor Hall and Members of the City Council
Gary Barberio, Deputy City Manager, Community Services
Suzanne Smithson, Library & Cultural Arts Director
Richard Schultz, Cultural Arts Manager ~ ........
Geoff Patnoe, Assistant City Manager ~
TGIF Concerts in the Parks Update (Districts -All)
{city of
Carlsbad
Memo ID #2021137
This memorandum provides a status update on the annual TGIF Concerts in the Parks.
Background
As a popular annual event, the TGIF Concerts in the Parks has become one of Carlsbad's favorite
summer and musical traditions. On May 11, 2020, the Library & Cultural Arts Department sent a
memorandum to City Council citing the circumstances and challenges which led to the
cancellation of the TGIF Concerts in the Parks last summer. Through the remainder of 2020 and
the first quarter of 2021, the continuing uncertainty associated with the COVID-19 pandemic
impacted planning for the 2021 season of TGIF Concerts in the Parks and ultimately, the decision
to cancel it in its traditional format. For the summer of 2021, staff developed an alternative
virtual concert series titled TGIF in Your Backyard.
Discussion
TGIF Concerts in the Parks is a multi-day event which began in 1986 and spans nine Fridays each
summer starting in mid-June. These nine concerts utilize a seasonal staff of 20 part-time
employees and numerous local vendors who provide contracted services for the entire season to
support a high-quality experience with amenities associated with outdoor events and festivals.
TGIF Concerts in the Parks functions as one extended event staged at multiple locations on
multiple dates.
To understand the need for an early and timely determination regarding the status of any
upcoming TGIF Concerts in the Parks season, it is important to note that the planning process
begins ten months prior to the first concert. Cultural Arts staff begins planning the next TGIF
Concerts in the Parks season just weeks after the most recent season ends in mid-August. In
September, Cultural Arts staff meets with city colleagues from numerous departments, including
Parks & Recreation, Fire and Police, to assess the previous season, review lessons learned and
identify recommendations for best practices and improvement. In October, staff drafts a Request
for Proposals (RFP) for the onsite concert series producer who contracts with the bands and the
sound and lighting company. This RFP document is released in November with a December
Community Services
Library & Cultural Arts Department
1775 Dove Lane I Carlsbad, CA 92011 I 760-602-2090
0
Council Memo -TGIF Concerts in the Parks Update (Districts -All)
July 8, 2021
Page 2
deadline. Selection of a producer follows shortly thereafter with the agreement process
concluding in late January. In February, vendor agreements are initiated for security, portable
restrooms, barricades and other event-related services. Also, in February, a Request for
Proposals (RFP) is posted for up to five food vendors with a March deadline which coincides with
the producer's deadline to provide a season based on numerous meetings with staff. The
selection of food vendors leads to the agreement process in April. Coordination with Human
Resources begins in February for an early April posting for seasonal staff allowing for the hiring
process and training sessions in late May and early June.
As with the 2020 TGIF Concerts in the Parks season, staff consistently monitored the impact of
the COVID-19 pandemic and followed city policies and procedures. With the numerous spikes in
cases and ongoing uncertainty, it became evident that planning for a 2021 season was
precarious. Given the length of the planning process and changing variables caused by the
COVID-19 pandemic, the result was the decision to cancel this summer's season in mid-March
2021.
Next Steps
In lieu of an in-person 2021 Concerts in the Parks season, Cultural Arts staff created a virtual
summer series to serve as a bridge to 2022 when the TGIF Concerts in the Parks is expected to
return in its traditional format. The 2021 virtual summer series is titled TGIF in Your Backyard.
The 2021 virtual summer series was created to encourage community members to create their
own TGIF experience, centered on a series of four concerts which will be available for an entire
week through a link on the city's website. To correspond with past TGIF Concerts in the Parks
seasons, several elements have been incorporated including messages from City Council
members, who would have usually introduced the bands from the stage. This year, Mayor Hall
provided a video welcome message to be played with each concert, and City Council members
Acosta and Bhat-Patel recorded two band introductions. Previous TGIF Concerts in the Parks
seasons also included a local opening act. Cultural Arts Department staff selected four
performers from the 2020-2021 Virtually Artful season to be featured as an opening act for each
of the four bands. The following chart details the streaming dates and performers:
Concert Streaming Dates Opening Act Mainstage Band
1 July 9-18, 2021 Nathan & Jessie Euphoria Brass Band
2 July 23-Aug. 1, 2021 Leonard Patton Kimba Light
3 Aug. 6-15, 2021 Whitney Shay 80z All Stars
4 Aug. 20-29, 2021 Ryan Hiller The Mighty Untouchables
Finally, the 2022 TGIF Concerts in the Parks will celebrate the delayed 35th anniversary of the
city's summer concert series. Staff is currently planning a festive celebration for the return of this
popular summer concert series, and 35th anniversary, in 2022.
Council Memo -TGIF Concerts in the Parks Update (Districts -All)
July 8, 2021
Page 3
cc: Scott Chadwick, City Manager
Celia Brewer, City Attorney
Allegra Frost, Deputy City Attorney