SPEV 2019-0017 TED Women Conference LQR (11.27.2019)
November 27, 2019
CASE NUMBER
Special Event Permit 2019-0017
ACTIVITY/EVENT
TED Women Conference
December 4-6, 2019
49-499 Eisenhower Drive, La Quinta, CA 92253 (La Quinta Resort)
APPLICANT
Ms. Casie Jensen
TED Conference Operations
APPROVAL
The Design and Development Department has reviewed and approved Special Event
Permit 2019-0017, pursuant to LQMC Section 9.60.170 (Special events – Residential),
based on the following Findings:
A. The event will not be detrimental to the health, safety and general welfare of the
community in the area of the proposed event.
B. There is adequate area to conduct the event and to accommodate the anticipated
attendance.
C. Sufficient parking will be provided for the anticipated attendance.
D. Food service operations, medical facilities, solid waste facilities, sewage disposal
methods and potable water service have been provided.
E. Fire protection plans and facilities have been provided to the satisfaction of the
fire marshal.
F. Security plans and facilities have been provided to the satisfaction of the sheriff.
G. Public roadways providing access to the event are capable of accommodating the
anticipated traffic volumes in a reasonable and safe manner with minimal
disruption to local traffic circulation.
This approval authorizes the applicant to conduct the event pursuant to compliance with
all conditions of approval of this permit. The applicant must obtain any permits, as may
be required below, in order to physically set up the event.
CONDITIONS OF APPROVAL
Completion/confirmation prior to start of the event:
1. The applicant agrees to indemnify, defend and hold harmless the City of La Quinta
(“the City”), its agents, officers and employees from any claim, action or
proceeding to attack, set aside, void, or annul the approval of this temporary use
permit. The City of La Quinta shall have sole discretion in selecting its defense
counsel. The City shall promptly notify the applicant of any claim, action or
preceding and shall cooperate fully in the defense.
2. The indoor/outdoor event is approved for December 4-6, 2019, from 7:30am –
7:30pm. The total number of event participants, including staff, security and
guests, shall not exceed 900 on-site at any given time. The applicant is required
to maintain a count of all event participants on-site at all times during the event.
The event count shall be maintained by event staff at the main entrance and
made available upon request by the Police Department or City Staff. The Police
department can request reduction of total event participants if amount of
participants is detrimental to the health, safety, and general welfare of the
community in the area of the proposed event.
3. The applicant shall provide notification of the event to properties and Home
Owners Associations within 500 feet of event site. Notification shall include date,
time, event scope, and contact information. Proof of notification shall be provided
to Design and Development department by December 2, 2019.
4. Applicant shall provide the Design and Development department with list of
contact(s) who will be on site during all event hours. Contact(s) will be
responsible to respond to calls or complaints regarding the condition, operation,
or conduct of event in a timely and appropriate manner. Contact list shall be
provided to Design and Development department by December 2, 2019.
5. The applicant shall obtain all other applicable permits, if required, from the
appropriate agencies (i.e. Fire Department, Building Department, Sheriffs
Department, etc.). Building permits are required for all structures, including
tents and canopies, and portable generators. A Building Inspection permit and
Fire Inspection permit may be required. City staff conducting an inspection may
request additional or modification of conditions as they arise during inspection.
These additional requests shall be responded to in a timely manner, prior to first
use.
6. Prior to this Special Event, you must be cleared by the Fire Department by way
of a Pre-Event Fire Safety Inspection.
7. Separate Special Inspection permit from the Building Division required for the
Temporary Electrical installations – Compliance with the California Electrical Code
to be demonstrated by plan submittal and review, this would include generator
specifications, whether fuel storage is proposed, equipment locations, conductor
specifications and conductor installation requirements.
8. Any building, structure, facility, complex or improved area, or portions thereof,
which are used by the general public shall be provided barrier free design to
ensure that these improvements are accessible to and usable by persons with
disabilities. Plans shall fully detail how the proposed festival complies with the
California Accessibility Standards defined in Title 24 Chapter 11B and Federal ADA
Regulations.
9. All vendors shall obtain a City Business License. The serving of food and alcoholic
beverages during the event shall be subject to the rules and requirements of the
Riverside County Health Department and State of California Alcoholic Beverage
Control, respectively.
Completion/confirmation during the event:
10. The set-up and operation of the event shall be consistent with the attached
exhibits and event information on file.
11. Security personnel shall be easily identifiable to the public by the provision of
uniformed personnel. All designated private security personnel must be licensed
by the State of California and possess a valid private security license.
12. Certain areas providing access to the event area are public and, as such, general
public access may not be denied or restricted in any manner that extends beyond
the limits of this event as approved.
13. The applicant shall conform to the City’s Noise Ordinance (Municipal Code Section
9.100.210) and specifically the following noise limitations during the event:
Before 10:00pm: Sixty-five decibels (65 dB(A))
After 10:00pm: Fifty decibels (50 dB(A))
If the noise consists entirely of impact noise, speech or music, or any combination
thereof, each of the noise levels specific above shall be reduced by five dB(A).
14. Surrounding roadways and intersections shall remain readily accessible for
passage of emergency response vehicles and private vehicles. There shall be no
queuing of vehicles along all surrounding roads for the purposes of dropping off
for, picking up for, or entering the event.
15. Roadways/traffic aisles to structures and activities in and around the event will
be maintained accessible to emergency vehicles at all times. Parking monitors
shall wear light-colored clothing and reflective vests as needed. Flashlights shall
be used after dusk.
16. The event is subject to spot inspections by the Police Department and/or City
staff to ensure compliance with the conditions of this letter.
17. Per the event information, event shall be a private, invitation only, ticketed event.
18. The event shall not be detrimental to the health, safety and general welfare of
the community in the area of the proposed event.
19. No designated fire lanes, fire hydrants or any other Fire Department appliances
shall be blocked or obstructed. Fire lanes shall be clearly identified in an approved
manner throughout the event grounds by posting “NO PARKING FIRE LANE” or
other approved means. All motor vehicles shall be parked in designated parking
areas.
20. Generators (and/or internal combustion power sources) shall be separated from
temporary membrane structures, tents, canopies by a minimum of 20 feet and
be isolated from contact with the public. Additional fuel containers will not be
allowed to be stored with the generator. Each generator will need to have a 10BC
fire extinguisher, with a current service tag (within one year). Combustible
material (including trash) shall be kept clear of the generators.
21. Extension cords shall be over-current protected and/or ground-fault interrupter
protected. No additional taps are to be in any device. All extension cords shall be
of 12/3 gauge wire or greater with approved connectors.
22. At least one 2A10BC fire extinguisher, with a current service tag (within one
year), shall be provided at all vendor booths that are cooking. One Class K type
fire extinguisher, with a current service tag (within one year), shall be provided
for each vendor booth with a deep fat fryer. Deep fat fryers shall be located
outside tents and protected from the public, unless otherwise directed or
approved by The Department of Environmental Health and the Fire Department.
23. All L.P.G. tanks (empty or full) shall be secured with a chain or other approved
device to prevent tipping over/unintentional movement and kept a safe distance
from open flame. The pressure relief vent should be pointed away from any open
flame.
24. Accumulation of combustible material (including trash) will be prohibited near
any ignition sources or required exits.
Completion/confirmation after the conclusion of the event (if necessary):
25. The event sites used shall be left clean and in its original manner after the event.
Temporary trash receptacles shall be provided in and around the event areas. All
event areas shall be left free of debris at the end of each day’s activities, and
after the event concludes.
26. Any damage to public hardscape caused by this event shall be repaired as
directed by the City Engineer. This includes but is not limited to sidewalks, curb
and gutter, landscaping, and pavement especially within the surrounding public
streets.
FINAL ACKNOWLEDGEMENT/CONTACT INFORMATION
By holding this outdoor event, the applicant agrees to indemnify, defend and hold
harmless the City of La Quinta (“the City”), its agents, officers and employees from any
claim, action or proceeding to attack, set aside, void, or annul the approval of this
temporary use permit. The City of La Quinta shall have sole discretion in selecting its
defense counsel. The City shall promptly notify the applicant of any claim, action or
preceding and shall cooperate fully in the defense.
The City may elect to add Conditions to this application request to mitigate any problems
that arise not previously addressed herein
Emergency
Vehicle
Access
FLORES
BALLROOM
FLORES
VERANDA
GARBO
LANEWAY
Local
StaffCrew Meal
Tent
Cooler
Trailer
CO-ORDINATOR
WaterStationRefuelStationWaterStationRefuelStation30'15'FOOD
TRUCKS
BARISTA
BAR
BUFFET
GIGI
CONNECTION
LOUNGE
BUFFET
5
5
"
5
5
"
20'-0"20'-038"115'-117 8"
RIGMAJIG
RESTORE
LOUNGE
AWEVENA
BOHO
LOUNGE
SEATING
156'-112"263'-038"20'-038"20'-612"163'-514"38'-1158"20'-05 8"115'-11"SINKSINKSINKRISE
BREWING
INSPIRATION
STATION
INSPIRATION
STATION6'-0"6'-0"6'-0"50'-0"90'-0"KEY PLAN
SCALE:
DATE:
FILE REF:
DRAWN:
PAGE #:
CONFIDENTIAL PROPERTY OF TED
CONFERENCES LLP. NOT FOR
DISTRIBUTION.
NOTE:
DRAWING NAME:
PROJECT TITLE:
PAGE SIZE: 11"X17"
NO.DATE ISSUE/REVISION
La_Quinta_Parking Lot_191106.dwg
D.B
TEDWomen 2019
2019-11-14
La Quinta
Flores Parking Lot
1/32" = 1'-0"
ID 1OF5
Seat Count
500 PAX
PLANNING APPROVAL
ADMINISTRATIVE
CASE# ____________________
EXHIBIT# ____________________
INITIAL clflores
DATE 11/27/2019 4:08:34 PM
SPEV2019-0017
PLANNING APPROVAL
ADMINISTRATIVE
CASE# ____________________
EXHIBIT# ____________________
INITIAL clflores
DATE 11/27/2019 4:07:14 PM
SPEV2019-0017