special event permit for the 22nd annual winemakers celebration 01-07-14

8/13/2019 Special Event Permit for the 22nd Annual Winemakers Celebration 01-07-14

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To:From:Submitted by:Subject:

CITY OF CARMEL-BY-THE-SEACouncil ReportJanuary 7, 2014

Honorable Mayor and Members of the City CouncilJason Stilwell, City AdministratorJanet Bombard, Library DirectorConsideration of a Special Event Permit for the 22 d Annual WinemakersCelebration on May 3, 2014

Recommendation s): Approve the Special Event Permit for the 22 d Annual WinemakersCelebration on May 3, 2014

Executive Summary: The Monterey County Vintners and Growers Association is requestingpermission to hold the 22 d Annual Winemakers Celebration event onSaturday, May 3, 2014, and to close Dolores Street between Ocean andih Avenues from 7:00a.m. to 7:00p m for the event. The event itselfwill take place in the afternoon from 1:00 to 5:00pm; the remainder ofthe requested time will be used for setup and breakdown.The 22 d Annual Winemakers Celebration is intended to be aneducational, interactive event that emphasizes the long-standing historyof Monterey County wines, and will feature workshops and wine tastingfrom 30 local wineries, paired with food from local restaurants. The wineand food wil l be served under large umbrellas, with two to three wineriespouring wine under each umbrella.Event organizers would like to use sound equipment to amplifyworkshops and to play music for the attendees.Between 300 and 500 people are expected to attend the event.Organizers intend to market the event to Monterey County, the CentralValley, and the Bay Area .Dolores between Ocean an d ih was chosen as the event location due tothe fact that there are not many entrances into the street, which makessecuring the event easier and facilitates the procuring of a CaliforniaDepartment of Alcohol and Beverage Control (ABC} license.

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Event organizers also propose to install small white picket fencing in thestreet around the perimeter of the event in order to contain the event toticket holders. The fencing will be placed along curbs so thatsidewalk foot-traffic to local businesses will not be impeded. There will beentrances to the event on both Ocean and ih Avenues, and securitypersonnel wi ll be stationed in the alley next to LeSt. Tropez Restaurant.

Tickets are expected to cost $60 each, and will include both winetastings and food. Event organizers also hope to receive permission fromthe ABC to allow ticket holders to purchase bottles of wine to take homefrom a Try and Buy Wine Marketplace located on the event premises.The event layout (Attachment A) was reviewed and approved by CorporalSteve Rana. The plan was also reviewed by Fire Chief Gaudenz Panholzerand Fire Marshall David Reade, who feel that the event will notpose an unacceptable burden on their response capability. ChiefPanholzer indicated that the proposed street closure is no different thanmany others that they have dealt with and that the impact is not nearlyas significant as that of other events.As the event is being set up, Fire Department crews will visit the site tocreate contingency plans.

Analysis Discussion: This popular event has previously been held at several locations on theMonterey Peninsula .Event organizers want to work with and promote local businesses. Themonth of May was chosen with an eye toward boosting typically lowoccupancy rates. Organizers will also work with local restaurants toprovide the food for the event, and the hours of the event 1:00 to 5:00p.m.- were selected so that people leaving the event can have dinner intown.Event organizers have already spoken with approximately 60 of thebusinesses on Dolores Street whose establishments will be affected bythe street closure, and intend to make contact with all the businessowners. According to Scott Caraccioli, Monterey County Vintners &Growers Association Secretary, the business owners who have beencontacted thus far have been supportive of the event.At its December 10 2013 regularly scheduled meeting, the CommunityActivities and Cultural Commission received a presentation by theMonterey County Vintners & Growers Association and reviewed theSpecial Event Permit (Attachment B). The Commission approved theevent and voted to forward the request to Council for approval.

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iscal Impact: The Monterey County Vintners Growers Association will assume allcosts for the event including any costs for City staff and other Cityrelated services.

Budgeted yes/no)N/A

Previous Council Action: None.

Decision History: None.

Reviewed byCity Administrator City Attorney DAsst. City Admin . D Dir of CP DPublic Safety Dir D Library Dir DCity Enginee r D

Funding Source general fund, grant, state)N/A

Administrative Services DDir of Public Svcs DOther _ D


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ATTACHMENT A

Winemakers' Celebration Layout Draft 20147th Street

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CITY OF CARMELBY-THE-SEACOMMUNITY SERVICES

POBOXCCCARMEL-BY-THE-SEA, CALIFORNIA 93921Phone: 8311620.2020 Fax: 8311624.2132

E-Mail: [email protected]@ci.carmeLca us

SPECIAL EVENT PERMIT

ATTACHMENT B

EVENT TITLE: Monterey County Vintners Growers Association (MCVGA) nd AnnualWinemakers CelebrationDATE OF REQUEST: October 31 2013DATE OF EVENT: Saturday May 3rd, 2014TIME OF EVENT: 1 5 pm; Set-Up Time: 7 am - 1pm; Tear-down Time: 5pm 7 pmSPECIFIC EVENT LOCATION: Dolores Street between Ocean ih (the sidewalks willremain open to the public, the event will be on the street)CONTACT PERSON: Kim Stemler, Executive DirectorCELL PHONE/TELEPHONE /FAX: 831 .915 .6621 c) /831 .375.9400 o) / 831.375.1116 f)E MAIL: [email protected] ADDRESS: 550 Hartnell Street, Suite C, Monterey, C , 93940DAY OF EVENT CONTACT PERSON: Kim Stemler, Executive DirectorCell Number Required): 831.915 .6621PLEASE DESCRIBE THE EVENT; PLEASE INCLUDE ALL EQUIPMENT TO BEUTILIZED FOR EVENT TABLES, CHAIRS, SOUND EQUIPMENT, ETC.)THROWING OF RICE, LOOSE FLOWERS, OR ANY ITEM THAT CAN CAUSEINJURY TO OCEAN CREATURES IS PROHIBITED.Event Overview: The nd Annual Winemakers Celebration will be a premier outdoor wine andfood festival held one afternoon during the shoulder season of Carmel's tourism industry. Goingabove and beyond a traditional tasting event, the MCVG intends to enchant and educateguests as they build personal relationships with Carmel, local winemakers, and their staff.Guests will compare wines, identify what they truly enjoy, and learn how to best pair the irfavorites with incredible focal foods. Guest chefs will prepare tapas style dishes and feature oneitem from our county's 9 viticu lture areas.Location Requested: Dolores Street between Ocean and 7th. We request the street only, closingit off to car traffic and surrounding by with at tractive white picket fencing. Sidewalks willremain open to walking traffic allowing complete access to the stores.2013 BeachPetmit-A


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Target Guests: Our goal is to attract approximately 300- 500 adults, of all age ranges, with atleast 50 of attendees from outside the Monterey County area, to foster area tourism andcontinue building the Monterey Wine Country reputation .Parking: Parking impact will be reduced through the usage of of f-site parking with shuttles, aswell as the maximization oftargeting out of town guests who stay in the local inns and hotels.Set Up: (Refer to draft site plan.)

The style w ill be reminisce of a European street festival and mainta in the quaint appeal ofCarmel.

We have analyzed the layout of other events and w ill structure an event that allows forease of crowd flow, maximizes access to wines and foods, creates space for rest andsocialization, and allows places for educational opportunities.

Guests will enter at one of two entrances (Dolores off of 71h or Ocean). They wil l each bepersonally greeted as they entered, where they will be led to confirm their registrationand be told about the event.

Security will be present at all points of entry- and throughout the event. Approximately 30 wineries, 10-15 chefs, and 5 aligned specialty product vendors will begrouped between three hubs. Wineries and chefs will each have their own small tableconfigured in a circle with staff on the inside of the circle) to allow ease of access ofguests.

Eating and sitting centers will be located throughout the event including high tables andlower bistro tables with chairs.

Quaint colorful umbrellas will provide cover for the vendors and in some of the seatingareas.

All features- chairs, umbrellas, tables, signage, and plants will be visually aligned with thefeel of both the street and the City.

There will be a simple low presentation stage in the middle of the event with comfortableseating for workshops and listening to music. Sound equipment will be used for the associated activities and sound will be kept at an

appropriate level. Potted green and flowering plants will be placed attractively throughout. Attractive picket fences will surround the street and security w ill block off all access ease

ways.Security: Security w ill be provided either through pr ivate security or the Carmel Pollee Dept.Wine Bottle Sales: We hope to receive permission from BC for po int of sale wine (Try & Buy)as we have at previous events.Ticket Sales: The majority of ticket sales will be done pr ior to the event. Dependent on thedemand, this event may sell out.Benefits to Carmel

Brings occupancy to hotels on a weekend with historically low occupancy. Connects out of town guests with local hotels and inns through packages.

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Connects both local and out of town guests with local restaurants - strategically timingthe event to feed into meal times benefiting nearby restaurants/businesses .

Maintains surrounding sidewalks open to the public, promoting shop access. rings unique visitors to a street lacking heavy of traffic during this time

ESTIMATED ATTENDANCE: 350 500ADMISSION: Free x Pre-sold Ticket x Other (please specify)- Tickets will be sold inadvance . f there are extras, we will sell at the door, although we hope to have most sold priorto the event._FOR-PROFIT ORGANIZATION {Please make note if there is a charity component to yourevent and who would benefit).X NON-PROFIT ORGANIZATION- 501c6 Tax I Number:942323441

NOT-for-PROFIT ORGANIZATION \ ID Number:

CONDITIONS OF APPROVAL: Approval contingent upon submittal ofappropriateinsurance coverage and payment of fees stipulated by the City ofCarmel-by-the-Sea (PolicyC89-45, C89-47, C95-06).Insurance Policy:J Required as stated: Organizer/Organization to be named as additional insured:

Cl Other conditions as required:Fees:J Special Event Permit Fees:

150 Processing Fee (non-refundable)400 Beach Use Fee (includes two parking stalls for the day)- NON BEACH

Damage Deposit: $200 (refundable if beach area is found clean)Cl Call831/620.2020, for other fees

Business License Required: Any event requiring the support of professional or service specialbusiness must insure that each business obtain a City Business License. Only if a caterer oroutside food is brought in to the event.Cl Yes- Valid permit must be on file with city hall.a NoOther conditions as required:

J Prior notification of event to affected areaJ Garbage/RecyclingJ Cups, plates, or any type of food or liquid containers made of styrofoam are notpermitteda Applicant is advised that the DepartmentofAlcoholic Beverage Control m y sunamarily

revoke the Temporary Conditional Licenseshould the Department in its discretiondetermine that th e public welfare nd morals are being impaired or a law enforcementproblem is being created; nd that upo notice of uch sales ofalcoholic beverages at theevent or which the Temporary Wine License was issued shal l cease immediately.

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Special Event PermitPage 3Municipal Code Section: CMC17.40

Signs and displays including those which are visible from exterior areas accessible topedestrians and which are flashing, self-illuminated, neon, phosphorescent, glossy,incorporate internal lights or movement or that include strings of small lights around doors orwindows. Also prohibited are exterior signs, displays, or other installations that includeballoons, streamers, or other notice-attracting appendages.

NOTIFICATION TO CITY DEPARTMENTS

NOTIFICATIONSHIEF OF POLICE:CARMEL FIRE DEPARTMENT:DEPARTMENT OF PUBLIC WORKS:

FOREST AND BEACH:PLANNING AND BUILDING:RISK MANAGER:CITY COUNCIL READ BOARD:OUTSIDE AGENCIES:

MST Monterey Salinas Transit)WASTE MANAGEMENT W-M)

APPROVED BY:City Administrator

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DATE ADVISED DATE REVISED

DATE:

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special event permit for the 22nd annual winemakers celebration 01-07-14

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