SPEV 2018-0003 Polo Villas - Oroke Wedding (01.01.2018)
78-495 Calle Tampico La Quinta, CA 92253 760.777.7000
March 1, 2018
CASE NUMBER
Special Event Permit 2018-0003
ACTIVITY/EVENT
Oroke Wedding
March 3, 2018 (4:00 pm – 10:00 pm)
51205 Evangeline Way La Quinta, CA 92253
APPLICANT
Ms. Roxy Papapetru
2500 N. Palm Canyon Drive, Suite B-5
Palm Springs, CA 92262
APPROVAL
The Design and Development Department has reviewed and approved Special Event Permit
2018-0003, pursuant to LQMC Section 9.60.170 (Special Outdoor Events), 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 total number of event participants, including staff, security and guests, shall not
exceed 100 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 event entrance and made available upon request by the
Police Department or City staff.
2. The applicant shall obtain all other applicable permits, if required, from the appropriate
agencies (i.e. Fire Department, Sheriff’s Department, etc.)
3. A building permit shall be obtained if temporary electric facilities or stages are proposed.
The Building Division can be reached at (760) 777-7125.
4. 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. If necessary, the applicant shall provide the City with proof of ABC approval
prior to the event.
Completion/confirmation during the event:
5. The set-up, operation, and tear down of the event shall be consistent with the attached
exhibits and event information on file.
6. The perimeter of the event shall be secured at all times to ensure controlled ingress and
egress from the event grounds.
7. No parking or unloading for the event is allowed on Madison Street.
8. 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.
9. 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.
10. 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))
11. Portable generators shall be shielded to prevent accidental contact with guests. Extension
cords shall be ground-secured to prevent tripping. Any lighting shall be directed away
from surrounding roadways and surrounding residential properties. No spot or
searchlights are permitted.
12. 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.
13. 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.
14. The event is subject to spot inspections by the Police Department and/or City staff to
ensure compliance with the conditions of this letter.
15. No fireworks, or open flame, or any other device emitting flame or fire or creating a glow
capable of igniting combustibles shall be permitted.
Completion/confirmation after the conclusion of the event (if necessary):
16. 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.
17. 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.
This decision may be appealed to the Planning Commission, provided the written appeal and
filing fee of $1,505.00 are submitted to this Department within 15 calendar days. Please contact
this office should you wish to file an appeal, and we will assist you in that regard.
If you have any questions before, during, or after the event, please contact the following:
CARLOS FLORES
Design and Development Department
760-777-7069
GABRIEL PEREZ
Design and Development Department
760-777-7062
KEVIN MERIDETH
Code Compliance Division
760-777-7034
DAVID SMITH
La Quinta Police
760-863-8803
POLO VILLAS - 51205 Evangeline Way La Quinta, Ca
CROSS STREETS: VISTA BONITA TRAIL/ MADISON ST/ 51ST AVE
Event Information
Date of Event: 03/03/2018 Starting/Ending Time: 4:00PM-10:00PM
Property Name: POLO VILLAS
On-Site Responsible Party/Person or Organization On-Site for Event (ie: Wedding Planner)
Name: ALLIE SHANE
___________________________________
Cell Number: 714-651-9247
Company Name: POP THE CHAMPAGNE EVENTS _________________
Email Address: POPTHECHAMPAGNE@GMAIL.COM
Event Description (check type of event)
[ X ] Wedding [ ] Corporate [ ] Non-Profit [ ] Photo Shoot [ ] Film Shoot
[ ] Other
SOUND/ENTERTAINMENT (check type of sound entertainment)
[ ] DJ [ ] Live Entertainment [ ] PA System [ ] Other ACOUSTIC GUITAR
Projected Attendance: Total Attendance: 90 Per Day: 0
FOOD SERVICE/ALCOHOL
Will food be served: [ ] No [ X ] Yes - [ ] Food Truck [ X ] Caterer [ ] Pot Luck
Are you planning to serve/sell Alcoholic Beverages at this event? [ ] No [ X ] Yes
If yes, please check all that apply:
[ X ] Free/Host Alcohol [ ] Alcohol Sales [ ] Host and Sale Alcohol [ ] Beer
[ ] Beer and Wine [ X ] Beer, Wine & Distilled Spirits
Have you obtained a permit to sell and serve alcohol from the State Department of Alcohol and
Beverage Control (ABC) [ ] No [ X ] Yes *CATERER WILL PROVIDE
ENTERTAINMENT AND RELATED ACTIVITIES
Does the proposed Special Event include live entertainment (bands, choirs, dance)?
[ X ] No [ ] Yes
(If yes, please complete this section. If No, please skip this section)
Number of Stages: ____0 Number of Performers: 0
Name(s) of Performers/Bands/DJ Type of Entertainment/Proposed Stage
N/A N/A
Please attach additional pages if necessary
Does the Event include the use of signs, banners, decorations or special lighting?
[ ] No [ X ] Yes If yes, please describe: FLORAL DECORATIONS ON TABLES AND MARKET
LIGHTING OVER DANCE FLOOR.
Are fireworks, rockets, lasers or other pyrotechnics planned for this special event?
[ X ] No [ ] Yes If yes, please describe:
Please describe what the Catering Company will be bringing for set up: pop up tent
with stove, prep tables and scullery – typical catering set up ______________
Will the Catering Company be needing a generator? [ ] No [ x] Yes
If yes, please describe where the Generator/Catering Tent will be set up on the grounds:
Catering will be set up in large garage _________________________________
Generator will be located in the backyard ________________
AMPLIFIED SOUND
Will the Special Event use amplified sound? [ X ] No [ ] Yes
Start Time: 4:00pm End Time: 10:00pm
Describe the sound equipment that the organization will use for the event:
Two Speakers________________________________________________________________
PARKING AND TRANSPORTATION PLAN
Does the event location have adequate on-site parking to meet the needs of your event?
[ ] Yes [ X ] No
If no, what are your alternative parking plans? Guests will be dropped off by Uber and
Taxi.____________________________________________________
If yes, surrounding please describe the parking plan at the venue and the efforts you are proposing to
undertake to minimize impacts to the traffic circulation the event venue.
SANITATION AND RECYCLING PLAN
Please describe your sanitation and recycling plan (attach a separate sheet if necessary):
A dumpster was ordered from Burrtec
RESTROOM AND SANITATION FACILITIES
Bathroom facilities are calculated on a 1/50 ratio. If the venue does not meet your group’s needs under
the ratio, the client must rent bathroom facilities to meet this requirement.
Does the event location have restroom facilities for your group size? [ ] Yes [ X ] No
If no, please list the total number of portable restroom and sanitation facilities: 1 executive portable
restroom for guests (6 stalls, 3 urinals); 1 portable restroom with sink for staff
SET UP AND TEAR DOWN
What time will set up begin at the property: SATURDAY 3/2/18 9:00AM
What time will breakdown be done at the property: SUNDAY 3/4/18 2:00PM____
Will a Dance Floor be set up? [ ] No [ X ] Yes
If Yes, Please describe where the dance floor will be placed and the dimensions: on the
Cement by the grass reception area; 11x15
POWER NEEDS
What type of power will you need for lighting: Generator
What type of power will catering need: Generator
TIMELINE
Please send full timeline for set up/run of show and breakdown to McLean Company Rentals.
FRIDAY 3.2.18
Vendor deliveries 9:00am-2:00pm
SATURDAY 3.3.18
Vendor deliveries 9:00am-2:00pm
Guests arrive 3:30pm
Event 4:00pm-10:00pm
SUNDAY 3.4.18
Vendor pickup 9:00am-2:00pm