HomeMy WebLinkAbout2024-04-04; Arts Commission; ; Update on TGIF Concerts in the Parks 2024Meeting Date: April 4, 2024
To: Arts Commission
From: Thomas Johnston, Programs & Venues Coordinator
Staff Contact: Thomas Johnston, Programs & Venues Coordinator
thomas.johnston@carlsbadca.gov, 442-339-2093
Subject: Update on TGIF Concerts in the Parks 2024
District: All
Recommended Action
Receive a report from staff on preparations for TGIF Concerts in the Parks 2024.
Executive Summary
Preparation for the 2024 TGIF Concert Series continues, following direction from City Council at
both the Dec. 12, 2023 and the March 19, 2024 City Council meetings:
1.Finalize number of concerts, schedule and locations, safety measures and a pilot
program to solicit event sponsorships
2.Introduce and adopt an ordinance amending the Carlsbad Municipal Code, Title 11,
Chapter 32 to allow for security screening at TGIF Concerts
3.Review options and provide direction regarding event ticketing
Explanation & Analysis
Schedule and locations
The following concert locations and schedule for 9 concerts in summer 2024 was finalized,
based on work with Parks & Recreation, Police and Fire Departments incorporating these key
factors:
1.Best parks for the concert from a safety and security management perspective
2.Adjacent parking and shuttle pick-up lots available for the dates and locations
3.Overall size of park makes it possible to establish a controllable event space
DATE PARK
June 21 Stagecoach Community Park
June 28 Stagecoach Community Park
July 5 Stagecoach Community Park
ARTS COMMISSION
April 4, 2024 Item #1 Page 1 of 3
Staff Report
July 12 Stagecoach Community Park
July 19 Calavera Hills Community Park
July 26 Calavera Hills Community Park
Aug. 2 Calavera Hills Community Park
Aug. 9 Alga Norte Community Park
Aug. 16 Alga Norte Community Park
Enhanced safety measures
City Council confirmed these recommendations from the Carlsbad Police and Fire Departments:
1. Provide a controlled event location, with perimeter fencing and controlled access points
2. Screen attendees for weapons, utilizing an amended Carlsbad Municipal Code to allow
for bag and person searches while meeting the legal protections of the Fourth
Amendment, which protects people from unreasonable searches and seizures by the
government
3. Provide a robust security presence inside concert venue and at access points, to include
both police staff and a private security company
4. A Safety Command Post will be deployed at each concert, staffed by Carlsbad Police and
Fire staff
Event Ticketing
Staff identified three options to control attendance through ticketing options:
1. Contract with a vendor to provide a digital ticketing/reservation solution
2. Issue a pre-designated number of free tickets such as wristbands for each concert
3. Forego efforts to limit attendance in 2024 through ticketing and focus on security
screening, perimeter fencing and additional safety and security personnel to create a
safer experience than previous years
City Council agreed to option the third option and there will not be a ticketing or reservation
component to the 2024 season. There will still be capacity limits enforced at the concerts by
safety staff on site which means some concertgoers may be turned away upon arrival if the
parks have reached that capacity. Staff will evaluate the 2024 season before decisions are made
as to how capacity will be managed in 2025.
Fiscal Analysis
City Council approved an additional $150,000 to the Library & Cultural Arts FY 2023-24 budget
and $50,000 to the Police Department to provide enhanced safety measures at nine concerts.
Additional funds for FY 2024-25 will be presented to City Council with the budget.
Next Steps
Staff will continue to plan for the summer 2024 concert season finalizing performers and
adjusted processes with city safety, parks, special events, and public works support.
April 4, 2024 Item #1 Page 2 of 3
I I
Environmental Evaluation
This item does not require environmental review because it does not constitute a project within
the meaning of the California Environmental Quality Act under California Public Resources Code
Section 21065 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.
Exhibits
None.
April 4, 2024 Item #1 Page 3 of 3
Thomas Johnston, Programs & Venue Coordinator
Cultural Arts Department
April 4, 2024
Update
TGIF Concerts in the Parks 2024
(city of
Carlsbad
TODAY’S PRESENTATION
•Overview
•Goals for 2024
•Council Meeting(s) Update
•Next Steps
ITEM 1: Update on TGIF 2024
1
(city of
Carlsbad
OVERVIEW
•Nine concerts
•Three parks
•Enhanced safety measures
•Pilot of sponsorship opportunities
ITEM 1: Update on TGIF 2024
2
(city of
Carlsbad
GOALS FOR 2024 SEASON
•Welcoming & Inviting Venue for All
• Safe & Accessible Experience
• Sustainable Sponsorship Opportunities
ITEM 1: Update on TGIF 2024
3
(city of
Carlsbad
DEC. 12, 2024
CITY COUNCIL MEETING
Direction from City Council:
1)Nine concerts
2)Explore ticketing/reservations options
3)Evaluate enhanced safety measures
ITEM 1: Update on TGIF 2024
4
(city of
Carlsbad
MARCH 19, 2024
CITY COUNCIL MEETING UPDATE
1)Staff provided concert calendar and park site selection
2)Introduced an ordinance amending Municipal Code
Chapter 11.32, Parks and Beaches, regarding security
screening practices
3) Provided options and requested direction regarding event
ticketing/reservations
ITEM 1: Update on TGIF 2024
5
(city of
Carlsbad
Recommended schedule of locations based on key factors:
•Best parks for safety and security management
•Availability for adjacent parking and shuttle pick-up lots
•Ability to establish a controllable event space
•Meet ADA accessibility standards
CONCERT SCHEDULE & LOCATIONS
ITEM 1: Update on TGIF 2024
6
(city of
Carlsbad
PARK DISTRICT DATE
Stagecoach Community Park 4
June 21
June 28
July 5
July 12
Calavera Hills Community Park 2
July 19
July 26
Aug. 2
Alga Norte Community Park 2 Aug. 9
Aug. 16
CONCERT SCHEDULE & LOCATIONS
ITEM 1: Update on TGIF 2024
7
(city of
Carlsbad
Enhanced Security Measures
Provide a
controlled event location
1
Screen
attendees for weapons
2
Provide a robust security presence inside the event space and at access points
3
Enhance situational awareness and incident control to include quick response capabilities
4
ITEM 1: Update on TGIF 2024
8
(city of
Carlsbad
1
•Deployment of perimeter fencing to designate
event space
•Controlled access points
•Security screenings
•In and out access will be monitored and subject
to rescreening
CONTROLLED EVENT LOCATION
ITEM 1: Update on TGIF 2024
9
(city of
Carlsbad
Stagecoach Community Park – Concerts 1 -4Stagecoach Community Park – Concerts – 1-4
ITEM 1: Update on TGIF 2024
10
(city of
Carlsbad
ITEM 1: Update on TGIF 2024
11
SHUTTLE
-+
(city of
Carlsbad
2
•Amend Municipal Code Chapter 11.32 to allow for
bag and person screening while meeting the legal
protection of the Fourth Amendment
•Purpose of screening attendees is to prevent
specific types of weapons or unsafe/prohibited
items from entering the event space
SCREEN ATTENDEES FOR WEAPONS
ITEM 1: Update on TGIF 2024
12
(city of
Carlsbad
•Police Department has identified a private
security company to provided increased
security presence at concerts
•Security company will conduct weapons
screening under supervision of Carlsbad
Police Department
3
SECURITY PRESENCE
ITEM 1: Update on TGIF 2024
13
(city of
Carlsbad
•Police and Fire will be represented at each
concert, including a police incident
commander
•The city will provide additional police officers
and paid security at each concert
ENHANCE SITUATIONAL AWARENESS
AND INCIDENT CONTROL
4
ITEM 1: Update on TGIF 2024
14
(city of
Carlsbad
EVENT CAPACITY
City Council directed staff to explore a
ticketing/reservation system.
Three options were identified:
•Digital/online
•Analog/wristband
•No ticketing or reservations
ITEM 1: Update on TGIF 2024
15
(city of
Carlsbad
OPTION 1 Digital ticketing/reservation solution
(third-party vendor)
Electronic Ticketing Solution Year One Ongoing
Vendor contract $ 24,400 $ 24,400
Hardware $ 24,774
Staff (IT)$ 8,640 $ 8,640
Staff (Customer service)$ 3,000 $ 3,000
Staff (Ticket scanning)$ 12,000 $ 12,000
Total $ 72,814 $ 48,040
ITEM 1: Update on TGIF 2024
16
(city of
Carlsbad
OPTION 2 & 3 OPTION #2
Issue wristbands to concert attendees to limit
quantity at venue
OPTION #3
No ticketing or reservation system, focus on
security screenings and perimeter safety
ITEM 1: Update on TGIF 2024
17
(city of
Carlsbad
COUNCIL DIRECTION FOR 2024
1)Focus on safety enhancements to concert venue:
•Barricades
•Security Screenings
•Increase security inside and outside the venue
2)Amending Municipal Code Chapter 11.32, Parks
and Beaches, regarding security screening
practices
3)Forego ticketing
ITEM 1: Update on TGIF 2024
18
(city of
Carlsbad
PILOT SPONSORSHIP PROGRAM
ITEM 1: Update on TGIF 2024
19
(city of
Carlsbad
NEXT STEPS
POST HIRING
NOTICE FOR TGIF CREW
VENDOR
SERVICE
AGREEMENTS
DEVELOP
SPONSORSHIP PILOT
BAND LINE-UP
FINALIZED
ITEM 1: Update on TGIF 2024
20
>>>
(city of
Carlsbad
We look forward to
spending the summer
with you!
ITEM 1: Update on TGIF 2024
21
(city of
Carlsbad