SPEV 2018-0012 Kaleidescope (04.10.2018) 78-495 Calle Tampico La Quinta, CA 92253 760.777.7000
April 10, 2018
CASE NUMBER
Special Event Permit 2018-0012
ACTIVITY/EVENT
Kaleidescope
April 12-14, 2018 (10:00 am – 9:00 pm); April 15, 2018 (11:00 am – 5:00 pm)
78120 Caleo Bay La Quinta, CA 92253
APPLICANT
Bubbles Umali-White
c/o Chateau at Lake La Quinta
801 S. Rampart Blvd, Suite 200
Las Vegas, NV 89145
APPROVAL
The Design and Development Department has reviewed and approved Special Event Permit
2018-0012, pursuant to LQMC Section 9.100.130 (Special Events – Nonresidential), 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 indoor/outdoor event is approved for April 12-14, 2018 from 10:00 am – 9:00 pm and
April 15, 2018 from 11:00 am – 5:00 pm. The total number of event participants, including
staff, security and guests, shall not exceed 350 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.
2. The applicant shall obtain all other applicable permits, if required, from the appropriate
agencies (i.e. Fire Department, Building Department, Sheriff’s Department, etc.)
3. 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. The applicant shall provide the City with proof of ABC approval prior to the
event.
4. Applicant shall secure approval from property owners for use of offsite parking lots as
shown on attached site plan.
5. Applicant shall provide notification of the event to the Lake La Quinta Homeowners
Association by April 11, 2018. Notification shall include date, time, event scope, and
contact information.
6. 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 April 11, 2018.
7. All landscaping, irrigation, decorative rock, decorative concrete, sidewalk, lighting, etc.,
shall be replaced to its original condition.
8. Access and egress to all local properties shall be maintained at all times.
Completion/confirmation during the event:
9. The applicant has provided the City a deposit, in the amount of $5,000. The deposit is
returnable to the applicant at the conclusion of the event should no issues arise that
result in additional City resources or other services being deployed for the event.
10. Credentials shall be required to validate invited guests allowed to enter event, in order to
expedite entry to the event and avoid the congregation of uninvited persons seeking
entry. Applicant shall avoid providing, reviewing, or verifying credentials along Caleo Bay
Drive to avoid congestion along Caleo Bay.
11. The set-up and operation of the event shall be consistent with the attached exhibits and
event information on file.
12. Applicant shall have security and/or traffic operators that assist in safe pedestrian access
to and from event.
13. 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.
14. 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.
15. 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).
16. 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.
17. Extension cords shall be over current protected and or ground fault interrupter protected.
No additional taps are to be in any device. (NO octopus, 2 way, 3 way taps, cube adapter
or multi-plug extension cords). Quad boxes are approved if wired with 12/3 gauge wire or
greater. All extension cords shall be of 12/3 gauge wire or greater with approved
connectors.
18. 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.
19. Furnishings, decorations or other objects shall not be placed so as to obstruct exits,
access thereto, egress therefrom, or visibility thereof. Hangs and draperies shall not be
placed over exit doors or otherwise be located to conceal or obstruct an exit.
20. Curtains, draperies, hangings and other decorative materials suspended from walls or
ceilings shall meet the flame propagation performance criteria of CCR Title 19 in
accordance with section 807.2 or be non-combustible. (CFC 807.1)
21. LP-Gas containers- shall be located outside and adequately protected to prevent
tampering, damage by vehicles or other hazards. Equipment such as tanks, valves, tubing
and other related components shall be approved.
22. 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.
23. Tents and Canopy(s) plans shall meet the requirements of the 2013 California Fire Code.
Tents and temporary membrane structure having an area in excess of 400 square feet
shall obtain a permit by submitting plans to the Riverside County Fire Department. If there
are any questions, please contact our office at (760) 346-1870.
24. Seating Access Title 19 requires, table and seating access width. Isles access ways shall
provide a minimum of 12 inches of width plus.5 inches width for each additional foot or
fraction thereof, beyond 12 feet of isle access way length measured from the center of
the seat farthest from an aisle. The length of travel along the isle access way shall not
exceed 30 feet from any seat to the point where a person has a choice of 2 or more paths
of egress travel to separate exits.
25. The event is subject to spot inspections by the Police Department and/or City staff to
ensure compliance with the conditions of this letter.
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.
Completion/confirmation after the conclusion of the event (if necessary):
27. 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.
28. 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. The City of La Quinta reserves the right to revoke, suspend
or void this permit at any time.
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
760-777-7145 (Emergency Contact)
760-777-7034
DAVID SMITH
La Quinta Police
760-863-8803
Entrance
EXIT
.9’x6’ LED Screen
.Food
Canopy
Cooking
Station
.8’ft Bar
Security check point
.
Ride share
drop off
.Waiting area
.
Generator
.Restroom
.8’ft Bar
.Entrance Arch
.
Check in
.20’x20’ Canopy
30’x40’ Tent frame
With fabric draping
CLIENT:COMPANY COLOR CODES:
JJ-LA:
KSCOPE:
ATTENDANCE:The Chateau:
LOCATION:Rentals:
Production:
PR:
DATE(S):JJ-LA Security:
Valet:
UPATED:
PRE EVENT CHECKLIST
DATE LOCATION ACTION CONTACT / RESPONSIBLE NUMBER
Secure Event Venue KSCOPE
Secure Performance Talent & Speakers KSCOPE / JJLA
Confirm Event Liquor Donations KSCOPE
Secure PR Firm KSCOPE / JJLA
Final Event Invitation Sent KSCOPE / JJLA
Venue Walk-Through JJLA 213.321.3771
Create Run of Show JJLA 213.321.3771
Event Confirmation Letters JJLA 213.321.3771
Pre-Event Press Release PR
Confirm Event Menu The Chateau
Confirm Vendor Orders JJLA
Final Event Layout JJLA / The Chateau
Secure Video & Photography PR
Confirm Talent Riders JJLA 213.321.3771
Submit Paperwork & Insurance for Permittiing The Chateau
Confirm All Event Rental Needs JJLA
Printing Order Placed JJLA
Final Confirmed Guest Count Due to Venue JJLA 213.321.3771
Confirm Valet Count JJLA
Event Radios JJLA
Confirm Gift Bags and All Contents KSCOPE 310.581.2700
Confirm all deliveries arriving to VENUE JJLA
TIME LOCATION ACTION COMPANY CONTACT
AM JJ-LA Offices Trucks Depart LA for PS JJLA Jeff Consoletti
12:00PM The Chateau 9 rooms available for Check In [3 JJLA, 6 MoviePass)The Chateau Julian Ross
PM The Chateau Trucks Arrive PS, begin Load-In JJLA Jeff Consoletti
TBD END OF DAY 1
TIME LOCATION ACTION COMPANY CONTACT
9:00 AM
12:00PM Rooms Room 105 to be cleared out The Chateau Julian Ross
Rooms Rooms 106, bed removed The Chateau Julian Ross
Rooms Rooms 107-111 to be cleared, ready for move-in Thursday The Chateau Julian Ross
Oversee Brand Specifications JJLA Mona Itum
Rooms Production Office Load In JJLA Jeff Consoletti
TBD Front Lot Parking Lot Cleared, guests directed across the street The Chateau Julian Ross
AM Outdoor Patio Mainstage Build Signature TBD
AM Outdoor Patio Lighting, Sound & Video Begin Installation MS Prods Evan Smith
AM Production Office (105)Hospitality Gift Boxes Assembled MP & JJ-LA
1:00 PM ALL LUNCH, ALL DEPARTMENTS
TBD Lobby Dining Room & Living Room Spaces Cleared The Chateau Julian Ross
TBD Lobby Pipe & Drape Installed, Dining Room JJ-LA - SITE CREW
TBD Front Lot Restroom Trailer Delivered
Front Lot Turf Installed Town & Country Clare Waddington
Front Lot Dumpster Delivered The Chateau Julian Ross
Front Lot Walls/Hedging Placed Town & Country Clare Waddington
7:00 PM Outdoor Patio Lighting Focus & Check
TBD END OF DAY 2 All Departments
TIME LOCATION ACTION COMPANY CONTACT
9:00 AM
TBD ALL RENTALS DELIVERED
Goals, In Order: Lobby, Back Patio, Pool, Front Lot
11:00 AM Lobby ALL ROOMS CHECK-OUT; AVAIL BY 3 PM The Chateau Julian Ross
AM Lobby Photobooth Load-In MirMir TBD
1:00 PM Rooms Hospitality Giftboxes given to Hotel for PreSet The Chateau Julian Ross
9:00 AM - 3:00 PM Rooms Brand Activation Rooms available for Load In, to be Open by 5pm JJ-LA Mona Itum
1:00 PM ALL LUNCH, ALL DEPARTMENTS
2:00 PM Mainstage Soundcheck MS Prods Evan Smith
2:00 PM Lobby Complete Lobby & Production Décor
Lobby Popcorn & Candy Station
3:00 PM Lobby All-Set for Guest Check-In Kaleidoscope
TUESDAY - APRIL 10, 2018
WEDNESDAY - APRIL 11, 2018
THURSDAY - APRIL 12, 2018
ALL CALL - PRODUCTION MEETING: JJ-LA, Kaleidoscope, MS, Town & Country
ALL CALL - PRODUCTION MEETING: JJ-LA, Kaleidoscope, MS, Town & Country
KALEIDOSCOPE: INFORMING OUTLOOK 2018
Kaleidoscope Productions
150 - 350
The Chateau at Lake La Quinta
April 12 - 15, 2018
78120 Caleo Bay Drive
La Quinta, CA 92253
3-Apr-18
TBD Photos of Lobby Space, All Clear
5:00 PM Lobby & Back Patio WELCOME RECEPTION The Chateau Julian Ross
Elevated BBQ Service, 150 guests
Open Bar in Lobby
9:00 PM WELCOME RECEPTION Ends
Cash Bar to remain open until 10pm?
10:00 PM END OF DAY 3 All Departments
TIME LOCATION ACTION COMPANY CONTACT
8:00 AM
TBD Back Patio Breakfast Served, Hotel Guests Only, 60 count The Chateau Julian Ross
TBD Back Lawn Fitness Class Movie Pass Tonya
9:00 AM Lobby All Lobby Activations Restocked & Reset JJ-LA
9:00 AM Main Stage Speakers Run Through & Tech
9:30 AM Check In Media Check-In Opens
10:00 AM ALL DOORS OPEN
10:00 AM Rooms Brand Activation Rooms Open
10:00 AM Lobby Lobby Bar Open: Wine, Beer, Specialty Featured Cocktail
Lobby Popcorn & Candy Station
10:30 AM Mainstage Welcome
10:45 AM Mainstage Panel I: Program TBD
11:15 AM Panel I Complete, reset
11:30 AM Panel II
12:15 PM Panel II Complete, reset - break
11:30AM - 12:30PM
12:00 PM Back Patio Lunch Lunch Served The Chateau Julian Ross
Lobby Lobby Bar Open: Wine, Beer, Specialty Featured Cocktail The Chateau Julian Ross
1:00 PM Mainstage Panel III
1:45 PM Mainstage Panel III Complete, reset
2:00 PM Mainstage Panel IV
2:00 PM Back Patio Lunch Service ends The Chateau Julian Ross
2:45 PM Panel IV Ends
3:00 PM Back Patio Tray Passed & Grazing Station Reception The Chateau Julian Ross
5:00 PM Back Patio Food Service Ends
5:00 PM Lobby Bar Open Bar Ends, switch to Cash Bar
5:00 PM Rooms Brand Activation Rooms Closed
5:00 PM Lobby Clean Activation Areas
TBD Front Lawn Activations Load In
TBD Front Lawn Airstream Bar Load In
TBD Front Lawn Audio & Video Check
8:00 PM
OVERNIGHT SECURITY BEGINS David Patino
TIME LOCATION ACTION COMPANY CONTACT
9:00 AM
TBD Back Patio Breakfast Served, Hotel Guests Only, 60 count The Chateau Julian Ross
TBD Back Lawn Fitness Class Movie Pass Tonya
9:30 AM Lobby All Lobby Activations Restocked & Reset JJ-LA
9:30 AM Check In Check-In Opens
10:00 AM DOORS OPEN
10:00 AM Rooms Brand Activation Rooms Open
Lobby Abridged Hotel Menu available The Chateau Julian Ross
Front Lawn F&B: Airstream Bar Open
Front Lawn Activations: Lawn Games
Poolside F&B: Bar Staff available (Bar not activated)
Back Lawn Activations: Lawn Games
Lobby Lobby Bar Open: Full Bar Service
Lobby Popcorn & Candy Station
Lobby Photobooth
12:00 PM Back Patio Grazing Platters The Chateau Julian Ross
TBD Mainstage Live Music, Programming TBD
4:00 PM Back Patio Grazing Platters/Catering Service Ends The Chateau Julian Ross
4:00 PM Shuttle Service to Festival
Lobby Abridged Hotel Menu available The Chateau Julian Ross
5:00 PM Lobby Bar Open Bar Ends, switch to Cash Bar
5:00 PM Rooms Brand Activation Rooms Closed
5:00 PM Lobby Clean Activation Areas
6:00 PM
OVERNIGHT SECURITY BEGINS David Patino
TIME LOCATION ACTION COMPANY CONTACT
9:00 AM
TBD Back Patio Breakfast Served, Hotel Guests Only, 60 count The Chateau Julian Ross
TBD Back Lawn Fitness Class Movie Pass Tonya
ALL CALL - PRODUCTION MEETING: JJ-LA, Kaleidoscope, MS, Town & Country
All Crew - Tentative Break
SATURDAY, APRIL 14, 2018
ALL CALL - PRODUCTION MEETING: JJ-LA, Kaleidoscope, MS, Town & Country
END OF DAY 4
FRIDAY - April 13, 2018
END OF DAY 5
SUNDAY, APRIL 15, 2018
ALL CALL - PRODUCTION MEETING: JJ-LA, Kaleidoscope, MS, Town & Country
9:30 AM Lobby All Lobby Activations Restocked & Reset JJ-LA
10:00 AM Front Lawn All Vendors & Brand Activation Teams Onsite
10:00 AM Mainstage Talent Soundcheck
11:30 AM ALL AREAS ALL READY, PHOTO CALL
Front Lawn F&B: Airstream Bar; Dragon's Breath; Amazebowls; Popsicles
Front Lawn Activations: Lawn Games
Lobby Lobby Bar Open: Full Bar Service
Lobby Popcorn & Candy Station
Lobby Photobooth
Poolside F&B: Full Bar Open
Poolside Activations: IV Drip; Massage Services
Back Lawn F&B: Food Stations, Portable Double Bar setup
Back Lawn Activations: Lawn Games; Boat Ride
11:00 AM Check In Check-In Opens
12:00 PM DOORS OPEN
12:00 PM Rooms Brand Activation Rooms Open
TBD Mainstage Programming TBD
4:00 PM Shuttle Service to Festival
4:30 PM Back Lawn Last Call: Boat Ride
4:30 PM Poolside Last Call: Massage Services; IV Drip
5:00 PM EVENT ENDS, HARD CLOSE AT ALL SATELLITE BARS
5:00 PM All Activations Close
5:00 PM Lobby Bar Open Bar Ends, switch to Cash Bar The Chateau Julian Ross
5:00 PM Rooms Brand Activation Rooms Closed (strike to be complete by Monday, 12noon)
6:00 PM STRIKE & LOAD OUT BEGINS
TBD
TIME LOCATION ACTION COMPANY CONTACT
9:00 AM
TBD Back Patio Light Continental Breakfast Served, Hotel Guests Only, 60 count The Chateau Julian Ross
11:00 AM Rooms Check Out Time for All Guests
ALL CALL - PRODUCTION MEETING: JJ-LA, Kaleidoscope, MS, Town & Country
END OF DAY 5
MONDAY - APRIL 16, 2018