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SPEV 2019-0021 TED Talks (11.07.2019) November 7, 2019 CASE NUMBER Special Event Permit 2019-0021 ACTIVITY/EVENT TED Talks December 3, 2019 81345 Avenue 54 La Quinta, CA 92253 (Merv Griffin Estate) APPLICANT Mr. Kyle Shearer TED Conference Operatinos APPROVAL The Design and Development Department has reviewed and approved Special Event Permit 2019-0021, 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 3, 2019, from 8:30am – 5:00pm. The total number of event participants, including staff, security and guests, shall not exceed 185 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 November 29, 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 November 26, 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. 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. 18. Per the event information, event shall be a private, invite only event. 19. The event shall not be detrimental to the health, safety and general welfare of the community in the area of the proposed event. 20. 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. 21. 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. 22. 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. 23. 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. 24. 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. 25. 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): 26. 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. 27. 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. TEDWomen2019: TEDx Program at Merv Griffin Estate 81345 Avenue 54, La Quinta, CA 92253 Prepared by TED Conferences, LLC Description of activity: Overall Activity Description: Private Event for a group of attendees at the TEDWomen 2019 conference. We will be equipping the main living room with a stage, additional seating, audio visual, and a power generator. The group will also be having lunch around the pool, and participate in breakout sessions throughout the property. The event will be catered by a local caterer (New Leaf Catering). Additional seating will be added to support the lunch and breakouts. TED Conferences will provide our own private security and EMT, and only registered attendees with a name badge and pre-arranged local vendors and staff will be permitted entry. Absolutely no food or beverages items will be for sale. TED Conferences LLC will incur all costs. None of the proposed activities will occur within a public right-of-way. We will be using electrical and audio visual equipment within the Main House for the main workshop session. Potential short amplified announcements (5 minutes max. in total) around the pool area for housekeeping notes. No background music will be played outside. All AV equipment will be supplied and operated by McCune AV. Date of Activity: Tuesday, December 3 2019 Hours of Activity: 8.30am-5.00pm Date of Equipment Set up: Monday, December 2 2019 Date of Equipment Removal: Tuesday, December 3 2019 Maximum number of people working at the activity at one time: 35 Maximum number of people attending the activity at one time: 150 Prepared by TED Conferences, LLC 3 x 1 ton Catering Vans 54th Avenue Seattle Slew Way Personal vehicles: Max 4 on site 1 x 26’ box truck with lift gate + a mini-van will be on site. Parking along track Main House will contain seats, stage, Audio Visual and lighting Additional seating will be placed for breakout sessions Catering pop up tent will contain burner stove, preparation station for catering and generator North Site Plan: Prepared by TED Conferences, LLC Double sided Buffet Table Coffee, Tea + Snack Station EMT 12 x Cocktail tables 36’’ Umbrellas Trash facilities Local staff holding directional signage Prepared by TED Conferences, LLC Appendix: List of vendors Catering: New Leaf Catering AV: McCune Furniture: Signature Party Rentals Furniture Removal: Desert Moving Company Generator:Brudvik Staffing / Security:Bower Events Event Day Schedule | Tuesday, December 3 2019 8.45am: Attendees arrive 9-9.30am: Breakfast reception 9.30-12.30pm: Workshop: presentations and AV in Merv Griffin House 12.30 - 1.30pm: Lunchbreak 1.30 - 4.30pm: Breakout sessions: working sessions in smaller groups 4.30pm: Attendees depart Prepared by TED Conferences, LLC Thank you.