Loading...
SPEV 2024-0012 LQ Art Celebration [Nov. 2024 & Mar. 2025] (10.11.2024)- CALIFORNIA October 11, 2024 CASE NUMBER Special Event Permit 2024-0012 ACTIVITY/EVENT La Quinta Art Celebration November 14-17, 2024 and February 27 -March 2, 2025 La Quinta Civic Center Campus APPLICANT Kathleen Hughes Scope Events, LLC APPROVAL The Design and Development Department has reviewed and approved Special Event Permit 2024- 0012, pursuant to LQMC Section 9.100.130 (Special events — Non -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. The event sponsors will provide additional security and traffic control to minimize impacts on the community. B. There is adequate area to conduct the event and to accommodate the anticipated attendance. The event will utilize the Civic Center complex for the Art Celebration and adjoining vacant lots for event parking. C. Sufficient parking will be provided for the anticipated attendance. Parking will be located on City -owned parcels west of the library. Additionally, the applicant has obtained the permission to use parking lots of several privately -owned parcels within the vicinity of the event site. D. Food service operations, medical facilities, solid waste facilities, sewage disposal methods and potable water service have been provided. The applicant has provided waste reduction plan and is contracting with Burrtech Waste Management to provide recycling bins at the event. E. Fire protection plans and facilities have been provided to the satisfaction of the fire marshal, subject to the below and attached conditions of approval. 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. The applicant has provided a traffic control plan that will efficiently direct attendees to and from the parking lots. 18495 Calle Tampico I La Ruinta, California 92253 17%111.1IOC I www.laquintaca.gov Wadd& [:AI.IPORNIA 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. Attached are conditions of approval from the Riverside County Fire Marshall that shall be adhered to. 3. Notice shall be given to existing property owners and residents within 500 feet of the event areas prior to each event, informing them of the provisions, restrictions, and event conditions that will affect area traffic patterns and other routine daily operations in the area. The notice shall include the date, time, hours of operation, description of event, and name and contact phone number of the local contact person and the police department. 4. The applicant shall adhere to all relevant and up to date Public Health guidelines from the County of Riverside Public Health Department and State of California Public Health Department. 5. Community notification shall be provided to the satisfaction of the Community Resources Department. 6. The applicant shall obtain all other applicable permits, if required, from the appropriate agencies (i.e. Fire Department, Building Department, Public Works Department, Sheriffs Department, etc.). This includes obtaining a permit for any temporary structures or tents exceeding minimum requirements. Fees for these permit(s) shall be paid prior to each event. 7 Applicant shall adhere to Building Inspection permit and Fire Inspection permit for both events. City staff conducting an inspection may request additional or modification of conditions as they arise during inspection. These additional requests, especially those related to life safety, shall be responded to in a timely manner, prior to first use. Fees for these permit(s) shall be paid prior to each event. 8. 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. Applicant shall 18495 Calle Tampico Ila gulnla, California 92253 1150.111.100C I www.laquintaca.gov adit l a (:AI.II-l�R \IA make best efforts to submit full list of vendors with business license application(s) well in advance of event. This includes list of artists. Artists shall work to apply for and receive business license(s) weeks ahead of each event. 9. The applicant shall comply with a City approved Encroachment permit with corresponding traffic control plan. Traffic control plan shall be signed by an Engineer and include necessary State certifications stamps. An additional encroachment permit will be required for the 2025 event. 10. Any lighting shall be directed away from surrounding roadways and surrounding residential properties. No spot or searchlights are permitted. 11. Roadways/traffic aisles to structures and activities and around the event shall be maintained accessible to emergency vehicles at all times. The applicant shall provide a fire lane of sufficient width for emergency vehicle access on Avenida La Fonda. 12. Applicant shall comply with the requirements for Fugitive Dust Control per Chapter 6.16 of the La Quinta Municipal Code prior to use of any off-site unpaved valet parking lot(s). 13. The applicant shall make prior arrangement to ensure adequate parking for staff from City Hall, Wellness Center, and the Library, including their visitors, for the week of the event. 14. Applicant shall provide confirmation of parking plan two (2) weeks prior to each event date, confirming which parking lots will be used. 15. Additional comments may still apply based on further review of separate applications with the Building Division and Fire Department. Completion/confirmation during the event: 16. The event operations shall be consistent with information submitted to the City and on file. This includes site plan, statement of operations, emergency management plan, emergency contact list, and plans for ADA. 17. The applicant shall provide access for the residents on Avenida Nuestra, Calle Guatemala, Calle Hueneme, Calle Iloilo, Calle Jacumba and Calle Kalima, their guests, mail carriers, and companies delivering to them from Desert Club Drive via Calle Fortuna or Calle Cadiz and Avenida Nuestra and as determined by the City of La Quinta. The residents living on the south side of Avenida La Fonda within the event area, their guests, mail carriers, and companies delivering to them shall be allow access to the westbound one-way Avenida La Fonda and as determined by the City of La Quinta. Additionally, the applicant shall provide a simplified traffic control plan to residents showing the access routes and restrictions to be in force during the event. 1805 Calle Tampico I la Quinta, California 52253 1760,777,7000 I www,laquintaca,gov adit l a (:AI.II-l�R \IA 18. No on -street parking outside the approved event area may be utilized for valet parking services, other than the areas along Avenida La Fonda which have been identified in the traffic control plan. All on -street parking areas not otherwise restricted under the traffic control plan as approved shall remain available for public use. 19. The applicant shall remove all non -applicable traffic control devices on Calle Tampico and Avenida La Fonda during non-event hours. Barricades to Calle Guatamala, Calle Hueneme, Calle Iloilo, Calle Jacumba and Calle Cadiz may remain during non-event hours but must have adequate reflectorization and visibility. 20. The use of amplified equipment for music presentations is permitted, provided that all provisions of the City of La Quinta's Noise Ordinance (LQMC 9.100.210) are complied with. 21. 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. 22. 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. 23. Public property shall not be defaced by paint or other types of permanent materials such as pen, markers, etc. 24. The serving of food at the event shall be subject to rules and requirements of the Riverside County Health Department. 25. Smoking shall not be permitted in any tent or canopy or in any adjacent area where hay, sawdust or any other combustible materials are stored or used unless approved by the fire inspector. NO SMOKING signs shall be posted in all tents and canopies. 26. No fireworks, or open flame, or any other device emitting flame or fire or creating a glow capable of igniting combustibles shall be permitted. 27. All motor vehicles shall be parked in designated parking areas. Designated Fire Lanes are to be kept open with minimum of 20 feet unobstructed access at all times. 28. As the applicant proposes to place signs in City street rights of way, the signs shall conform to Section 9.160 of the La Quinta Municipal Code (the Sign Ordinance) and the conditions set on the encroachment permit for said signage. 29. All required traffic control and dust mitigation measures shall be implemented by the applicant at no cost to the City of La Quinta. Dust control measures shall be employed during all event activities, pursuant to Chapter 6.16 of the Municipal Code. 18495 Calla Tampico I La Quinta, California 92253 1160.111.1000 I www,laquintaca,gov 4Qua1/4 [:AI.IPORNIA Completion/confirmation after the conclusion of the event (if necessary): 30. Applicant shall have a meeting with Design and Development Staff within one (1) month of the first event to go over any changes to event layout, conditions, or permit(s). 31. Any changes the applicant requests to make to this Special Event Permit for the second event shall be submitted to City's Design and Development Permit at least 45 days prior to the second event. 32. 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. 33. All signage must be removed at the conclusion of the event, or each sign is subject to a $50.00 fine. Please contact the Code Compliance Department at (760) 777-7050 regarding removal of signage. 34. Any damage to public hardscape due to the installation and/or removal of the directional signs 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. The City may add, revise, or remove conditions of approval as presented in this letter. S o Nespor, Senior Planner Design and Development Department Attachment: Approved Plans Cc: Danny Castro; Director, Design and Development Department 18495 Calle Tampico Ila gulnla, California 92253 1150.111.100C I www.laquintaca.gov September 4, 2024 CAL FIRE - RIVERSIDE UNIT RIVERSIDE COUNTY FIRE DEPARTMENT OFFICE OF THE FIRE MARSHAL — LA QUINTA 78495 Calle Tampico, La Quinta, CA 92253 • Phone (760) 777-7078 • www.rvcfire.org Attn: Kathleen Hughes, Scope Events Re: Special Event La Quinta Art Celebration SPEV2024-0012/ 78495 CALLE TAMPICO 2ki4aa CALIFORNIA The application you submitted for the above referenced special event was reviewed and approved by the Office of the Fire Marshal with the following conditions. Request for Fire Department services for this event, other than the required fire safety inspections, shall be directed to the Cal Fire/Riverside County Fire Department. The traffic control plan from Tops 'N' Barricades, as referenced in the Description of Activity, was not provided with this application. This traffic control plan shall be provided to the Office of the Fire Marshal for review prior to the event. FIRE LANES/ACCESS [CFC 503] No designated fire lanes, fire hydrants or any other Fire Department appliances shall be blocked or obstructed. GENERATORS AND INTERNAL COMBUSTION POWER SOURCES Generators (and/or internal combustion power sources) shall be separated from tents and canopies by a minimum of 20 feet and be isolated from contact with the public [CFC 3107.16]. Additional fuel containers will not be allowed immediately next to 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. HEATING AND COOKING EQUIPMENT [CFC 3107.12] At least one 2A1OBC 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. LP -gas [CFC 3107.13] L.P.G. containers shall be located outside with the pressure relief device pointed away from the tent. All L.P.G. tanks (empty or full) shall be secured with a chain or other approved device to prevent tipping over/unintentional movement. COMBUSTIBLE MATERIAL [CFC 3107.19] Accumulation of combustible material (including trash) will be prohibited near any ignition sources within 30 -feet of the perimeter of tents and membrane structures. Such waste shall be stored in approved containers and removed from the premises not less than once a day. TENTS AND CANOPY(S) [CFC Chapter 31] A separate permit from the Office of the Fire Marshal is required before erecting any individual tent over 400 square feet in size or multiple tents placed side by side with an aggregate tent area over 700 square feet without a fire break (12 ft minimum). Application for permit shall include a set-up plan for the tents. PORTABLE OUTDOOR GAS-FIRED HEATERS The storage or use of portable outdoor gas-fired heating appliances is prohibited inside tents and canopies. FIRE INSPECTION Prior to this Special Event, a fire safety inspection shall be conducted. Contact the Office of the Fire Marshal to schedule the inspection. Contact the Office of the Fire Marshal by calling (760)-777-7000 or email FireBusinessMail@laquintaca.gov Chris Cox — Supervising Fire Marshal 1G')s uo36uiyseM Mandatory Booth Staking at La Quinta Art Celebration ENCORE 2024 These requirements are mandatory as to the staking of Artist Booths for public safety. Please read the following rules carefully and arrive in La Quinta prepared. • Booths that utilized square tent poles were more susceptible to wind damage than others. • The bungie cord, zip tie, duct tape, saran wrap applications observed at the March 2022 Celebration are no longer acceptable as they have a tendency to either stretch, break or tear at a lower resistance than the securing method preferred below. • Our guidelines now combine a combination of rebar being attached to each leg of the tent/canopy by heavy duty duct tape and pounded 2 feet into the ground. Then add hose clamps to each leg of the tent for further reinforcement. The pipe/hose clamps suggested are rigid, easy to install, tighten, remove and adjust. One may wish to cover the hose clamps with more duct tape to avoid having a leg scraped by the metal edge of the clamp. • The 2-3 inch hose clamps can be purchased by bulk at most hardware stores but are less expensive if ordered in advance at Amazon where they are approximately $1 apiece. • Additional guy roping attached to the top canvas/frame and extending vertically down and secured by weight ballast or staking would also be recommended. • Artists are recommended to obtain event insurance to protect their art, damage to their booth display and also to protect damage to a neighbor booth. Ultimately it is the responsibility of each Artist to apply best practices to their individual setup with the additional mindset and goal of eliminating potential for danger of public safety. Both the Grounds Crew and Riverside County Fire Department will be inspecting all tents/canopies at set-up on Tuesday and Wednesday prior to the event. Proper staking and following these guidelines is now mandatory. We encourage Artists to purchase insurance for all outdoor art festivals as Mother Nature can play havoc across the country. With climate change we are seeing more events effected by wildfires, tornados, hurricanes, strong rain and high winds. Start by contacting your homeowner insurance company or one that specializes in event insurance. Next purchase a tent that is strong enough to withstand wind and rain. When in doubt about your tent, we suggest that you rent one at they are sturdy and staked extremely well. ARTIST PARKING CONCIERGE INSTRUCTIONS Artist Parking Concierge is specifically for the South City Hall parking lot DURING Artist Regisration which is Tuesday and Wednesday before the event opens on Thursday. The objective is to ensure artists park in the appropriate spots when going to Artist Regisration and to only park near Gate 5 when unloading their vehicle. It is imperative that Artists do not park in area marked for the City. These spots are reserved for City staff, City Council, people coming to City Hall for appointments. La Fonda Concierge will be stationed at the La Fonda driveway entrance into the City Hall's South Parking Lot. • Stop each vehicle and ask driver the artist name. Write it on a note pad with the current time. Add vehicle info necessary to connect the vehicle with the artist (e,g, blue Ford truck F250 or Sawitz assistant in white big truck) • Ask if artist has Registered. o If yes, then direct to Gate 5 (or near) to unload. • Even vehicles parked near Gate 5 must follow these rules. o If no, tell them they must park in the spots NOT marked for City until Registration is completed. Show map is needed. Gate 5 Concierge will be stationed at or near the gate. • Ask driver if the artist has completed Registration. o If yes, then tell them they may only park near Gate 5 for 15 minutes. They should unload their vehicle to an area inside the gate, move their vehicle away from Gate 5, then proceed to move their items to their booth area so the next artist can unload near Gate 5. o Note that Artist Assistant's can not park near Gate 5 until the Artist has completed Registration. Any problems with this should be coordinated with the La Fonda Concierge, who knows the artist and make of car. La Fonda Concierge will call Helpline for resolution, either by sending a Golf Cart Driver to find the artist onsite to move the vehicle OR to have security or staff come speak to the artist. Thank you for Volunteering! This position will be a big help! " We'll Yal,r ('rtre 01 ii" 0 BURRTEC Event Permit Number: Event Description: Exempt: (Materials may contain hazardous wastes and are not subject to recycling provisions) Major Event Waste Management Plan (MEWMP) ENCORE La Quinta Art Celebration 2024 Plan Date City (Jurisdiction) Event Address Event Date(s) Owner's Name Number, Street, or PO Box City, State, Postal Code Owner's Phone Number Owner's E -Mail Address Event Sustainability Contact Phone Number E-mail Address Event Planning Start/End Event Square Footage Approval By Burrtec Date of City Approval 10/1/2024 City of La Quinta 78450 Avenida La Fonda March 2-5 2023 Ms. Kathleen Hughs 7049 Redwood Blvd. Suite 201C Novato, CA 94945 760-567-7555 kat(cilscopeevents.orq Same as above Delivery 11/12;Removal 11/18 - 2024 9 acres Materials To Be Discarded: Product Trash Glass Plastic 1-6 Cardboard Commingled Concrete Drywall Donated / Reuse"` "Describe Items Tons Not recyclable Recyclable Recyclable Recyclable Recyclable Recyclable Recyclable Recyclable 4.00 0.00 1.00 1.00 2.00 0.00 0.00 2.00 Product Styrafoam Bulk Edible Food Donated Scrap Metal Carpet Organics Wood Greenwaste Tons Recyclable Recyclable Recyclable Recyclable Recyclable Recyclable Recyclable 0.00 0.50 0.00 0.00 1.00 0.25 0.00 Totals: Recycle 7.8 Trash 4.0 Projected Diversion: 65.96% I certify that completion, implementation, and adherence to the Major Event Waste Management Plan (MEWMP) for the Event mentioned earlier shall guarantee that at least 65% of the event waste is diverted from the landfill. I will divert, for recycling or re -use. the remaining materials generated from the first day of the project through the completion of the project following this plan. This MEWMP is issued in the name of the event owner(s) and shall remain their property throughout the event lifecycle. A contractor serving as the owner's agent may obtain a MEWMP for the owner. However. the MEWMP is still issued in the name of the property owner(s). and the owner retains legal responsibility for ensuring that the provisions of the MEWMP are adhered to. The event owner(s) and contractor shall be informed of the diversion progress through check- in reports. If donating or reusing items, all material from this site must be recorded, and receipts must be submitted to avoid enforcement from the City. Owner / Event Coordinator Date )"c)/11/21-1. � Help ,1Jus Recycle! LA QUINTA ARTC O. -it -00 ENCORE Did you know that EVERYTHING IN the Recycle Bin MUST be acceptable for recycling. If there is even ONE crumb of food or ANY water remaining in a bottle, then the ENTIRE bag is destined for the TRASH and then LANDFILL instead of being recycled! True Recycle must be FREE of ALL food, grease from food, or a crumb! True Recycle is clean paper, empty bottles and cans, and empty recyclable plastic. Recycle is weighed! Put the contents of your lunchbox in the can for Trash and the empty cardboard lunch box into the Recycle can. Choose the right can at the Artist Reception! Think before you toss! Please Choose the Right Can throughout the entire week of the event! THANK YOU! Did you know that EVERYTHING IN the Recycle Bin MUST be acceptable for recycling. If there is even ONE crumb of food or ANY water remaining in a bottle, then the ENTIRE bag is destined for the TRASH and then LANDFILL instead of being recycled! True Recycle must be FREE of ALL food, grease from food, or a crumb! True Recycle is clean paper, empty bottles and cans, and empty recyclable plastic. Recycle is weighed! Put the contents of your lunchbox in the can for Trash and the empty cardboard lunch box into the Recycle can. • Choose the right can at the Artist Reception! Think before you toss! PIeamC Choose the Right Can throughout the entire week of the event! THANK YOU! LA QUINTA ART CELEBRATION ENCORE