Loading...
SPEV 2022-0012 La Quinta Art Celebration (11.03.2022)W �W November 3, 2022 CASE NUMBER Special Event Permit 2022-0012 ACTIVITY/EVENT La Quinta Art Celebration November 10-13, 2022 & March 2-5, 2023 La Quinta Civic Center Campus APPLICANT Kathleen Hughes Scope Events, LLC APPROVAL The Design and Development Department has reviewed and approved Special Event Permit 2022-0012, 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. 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, 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. 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. ta �a 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 tat 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 guidelines relating to COVID-19 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 exceeded minimum requirements. Fees for these permit(s) shall be paid prior to 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. ta �a 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 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 have the necessary stamps. An additional encroachment permit will be required for the 2023 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 ta �a 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. 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 ta 0aixta CAI 11; 01kNJA 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. 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. ta Qaiwra CAI 11; 0IZ\1.1 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. CAL FIRE - RIVERSIDE UNIT RIVERSIDE COUNTY FIRE DEPARTMENT OFFICE OF THE FIRE MARSHAL — LA QUINTA CALIFORNIA 78495 Calle Tampico, La Quinta, CA 92253 • Phone (760) 777-7074 • www.rvcfire.org September 8, 2022 Scope Events Kathleen Hughes PO Box 104 La Quinta, CA 92253 Re: Special Event — Construction and Operational Fire Plan Review — LQ ART CELEBRATION SPEV2022-0012 / CIVIC CENTER PARK 78495 CALLE TAMPICO, LA QUINTA, CA 92253 November 10-13th, 2022 & March 2-5th, 2023 / 4,000+ daily attendance throughout the day The plans you submitted for the above referenced project have been reviewed by Riverside County Fire Department - Office of the Fire Marshal personnel and are approved with the following conditions. *The March 2023 event shall reapply for permitting as conditions may be adjusted. FIRE LANES/ACCESS [CFC 503] 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. GENERATORS AND INTERNAL COMBUSTION POWER SOURCES 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 [CFC 3107.16]. Additional fuel containers will not be allowed to be stored with the generator. Each generator will need to have a IOBC fire extinguisher, with a current service tag (within one year). Combustible material (including trash) shall be kept clear of the generators. EXTENSION CORDS 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. HEATING AND COOKING EQUIPMENT [CFC 3107.12] At least one 2AIOBC 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. 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. 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 ] There are no proposed tents over 400 square feet or canopies over 700 square feet requiring construction permitting. Individual artist display sections may erect shade canopies of sound construction and secure so as to withstand daily wind -loads. *Shall comply with the "Mandatory Booth Staking at La Quinta Art Celebration" document provided by the promoter. PORTABLE FIRE EXTINGUISHERS [CFC 906] Portable fire extinguishers shall be provided by event promoter and placed throughout the event space with the intent to locate fire extinguishers in proximity to clustered art vendor areas and within not more than 75- feet of travel. Fire extinguishers shall be easily accessible and maintained in service. DESIGNATED SMOKING AREAS [CFC 3106.4.5] Smoking shall be permitted only in designated areas. Other areas shall have approved "No Smoking" signs conspicuously posted and maintained. FOOD TRUCKS All food truck apparatus shall be of the motorized type to provide easy relocating and evacuation in the event of an emergency or where otherwise required. All food trucks shall have their own compliment of a minimum 2AIOBC (51b) fire extinguisher under current service tag. All food trucks that have fuel -fire equipment shall be provided with adequate ventilation and a commercial kitchen hood extinguishing system. The hood, plenum and duct shall be maintained in a clean and safe operation. The hood suppression system shall be operational and provided with current service tag FIREWORKS/PYRO/FIRE PERFORMERS Fireworks, pyrotechnics or fire performers shall require an additional permit and approval. No such activity has been proposed at this time. CROWD MANAGERS [CFC 3106.4.3] A minimum of 1 trained crowd manager for every 250 persons in attendance is required to be functioning during the hours of the event. The Crowd Manager's duties shall follow the requirements of CFC 403.12.3.3. PUBLIC SAFETY COORDINATION/CONTACT INFORMATION At the time of the fire inspection, provide the onsite contact information for all public safety points of contact (ex. Sheriff, contracted medical staff, private security, parking supervisor, life guard etc.). Provide any information for any pre -event safety meetings. FIRE INSPECTION Prior to this Special Event, you must be cleared by the Fire Department by way of a Pre -Event Fire Safety Inspection. Applicant/installer shall be responsible to contact the Fire Department to schedule inspections. Requests for inspections are to be made at least 48 hours in advance and may be arranged by calling (760)777-7131. All questions regarding the meaning of these conditions should be referred to the Office of the Fire Marshal staff at (760)777-7074. Kohl Hetrick - Fire Safety Specialist 11 RIVERSIDE COUNTY FIRE PROTECTION PLANNING RECORD OF INSPECTIONS / PERMIT CARD ai�Cv uGKCv THIS CARD IS TO REMAIN ON SITE AT ALL TIMES.—CALIFORNIA INSTALLING CONTRACTOR MUST BE PRESENT FOR ALL INSPECTIONS. SEE NOTES ON REVERSE SIDE. JOB ADDRESS: PERMIT#: DATE ISSUED: DESCRIPTION: CONTRACTOR: HYDRANT SYSTEM DATE INITIALS SPECIAL SUPPRESSION DATE INITIALS Thrust block pre -pour Door fan test UG rough piping Abort test UG hydro Mechanical shutdown Flush Detector test Final IF Deluge/pre-action SPRINKLER U.G. Final EF Thrust block pre -pour UST/AST TANK UG rough piping Installation UG hydro Removal Flush Emergency shut off Final IF Primary piping FIRE SPRINKLER Secondary piping Weld inspection Dispensers & shear valves Overhead rough piping Final E F Overhead hydro MISC. INSPECTIONS UG flush / OK to connect Spray booths Main drain/inspectors' test Hood/duct extinguishing High pile storage High pile rack storage In -rack sprinklers H.P. vents/access/corridors Hose racks Tract access/hydrant verification Final IF Access & Address verification HOOD EXTINGUISHING OTHER CONST. PERMIT Detection system Function test Gas/electrical shut-off Nozzle model/placement Fire alarm connection Final e F SPRAY BOOTHS FIRE CODE PERMIT(S) Installation OUTDOOR PUBLIC EVENT Air flow test SPEC. AMUSEMENT STRUCTURE Mechanical interlock TENT/CANOPY Extinguishing system PYROTECHNIC Fire alarm connection OPEN FLAME DEVICE Final e F FIRE ALARM KNOX SYSTEM Rough -wire inspection Building Knox box Function test Gate access Knox box/padlock Duct detectors/velocity BUILDING INSPECTIONS 24 hr. battery test T/I final Sprinkler monitoring Shell final Final F' Final for occupancy FINAL INSPECTION DATE: INSPECTORS SIGNATURE: **WHEN CALLING FOR AN INSPECTION PLEASE HAVE PERMIT NUMBER READY. SEE NOTES ON REVERSE SIDE- 78495 CALLE TAMPICO, LA QUINTA, CA 92253 / 760-777-7000 / INSPECTION HOTLINE: 760-777-7131 INSPECTION NOTES 1. Sway bracing and hangers will be inspected at the time of rough piping inspection. 2. All required hydrostatic pressure tests shall maintain 200 psi for a 2-hour duration. (EX: Residential Fire Sprinkler Systems) 3. Fire sprinkler system remodels: if indicated on plans or this card, a hydrostatic pressure test shall be required. 4. All underground joints and thrusts blocks shall be exposed and readily visible during the hydrostatic test. 5. Contractor shall supply all testing equipment, access and operating instructions at time of test. 6. All systems shall be inspected, tested, and approved by a Fire Inspector before any work is started that may cause the affected system to be covered or hidden. POLICIES ON FIELD INSPECTIONS A. INSPECTION REQUESTS: Inspections are made subject to availability. Please have the permit number available when scheduling inspections. For City of La Quinta inspections call: (760) 777-7131. B. APPROVED PLANS: Shall be kept on the job site at all times that work is in progress. Work shall NOT commence without approved plans. C. INSPECTION REQUESTS: As required by the California Fire Code, the appropriate installing contractor shall be required to schedule the necessary inspections and be present on site for inspections. D. RE -INSPECTIONS: Will be charged against a permit when an inspection has failed, is not ready, the responsible party not on site or where previously noted corrections have not been completed. E. COMMODITIES: Unless otherwise noted on approved plans or letter of conditions, no commodities shall be entered into the structure until clearance has been granted by the Fire Dept and Building Official. F. OCCUPANCY: Buildings shall NOT be occupied by persons other than construction workers until a Final Fire Clearance has been granted by the Fire Dept and a Certificate for Occupancy has been issued by the Building Official. INSPECTION NOTES: THIS CARD IS REQURIED TO BE POSTED AT THE CONSTRUCTION SITE. THIS CARD AND APPROVED PLANS MUST BE AVAILABLE AT THE CONSTRUCTION SITE FOR ALL INSPECTIONS. THIS PERMIT SHALL EXPIRE AND BECOME NULL AND VOID IF THE WORK AUTHORIZED IS NOT COMMENCED WITHIN 180 DAYS OR IF THE WORK IS SUSPENDED OR ABANDONED FOR A PERIOD OF 180 DAYS OR MORE. THIS PERMIT IS FOR FIRE DEPARTMENT APPROVAL ONLY AND DOES NOT INTEND TO ABROGATE MORE RESTRICTIVE REQUIREMENTS OF OTHER AGENCIES HAVING RESPONSIBILITY. 78495 CALLE TAMPICO, LA QUINTA, CA 92253 / 760-777-7000 / INSPECTION HOTLINE: 760-777-7131 Embassy Suites Old Town U U) aD M Old To n Artisan S udio CEO Domin6s Pizza Overflow Resort Parking Caddy City & BBC Artists Shack 0 —I Library ff UVacan, C C./) 0¢ o alle Tampico p ry Civic Ce tobaC _ La Quinta Art Celebration can C6 G � � e nes Center Fin AVD P La Fonda Call(-- Estado Calle Cadiz Calle Barcelona LA QUINTA ART CELEBRATION ENCORE 2022 EVENT PARKING PARKING LOT A — (57 spaces) Gravel Lot Across Street from Wellness Center — owned by City of LQ 31 Artists, 20 Volunteer Captains, 6 City Staff. Lot monitored by Resort Parking. PARKING LOT B — (38 spaces) Front of Wellness Center — owned by City of LQ 18 Artists (Jewelers or Handicapped), 2 Volunteer Captains, 4 City Staff, 8 SCOPE staff, 1 BBC staff, 2 O'Linn Security, 1 Paramedic, 2 Resort Parking. This lot monitored by Resort Parking PARKING LOT C — 78150 Calle Tampico Building (across street from Library) — managed by Wilson Meade Property Managers — Library Staff and overflow patron parking Friday — Sunday by Resort Parking Adjacent Lot owned by Caddyshack (78130 Calle Tampico) and La Quinta Cosmetic Dental Surgery (78138 Calle Tampico) — has offered overflow patron parking on Friday — Sunday by Resort Parking PARKING LOT D — Discount Wholesaler Grocery lot — 20 spaces for City of LQ staff on Thursday and 10 on Friday — Managed by Summit Team. Balance of Friday — Sunday will be used by BBC staff Same lot but 20 spaces for Artists next to empty bank and in same block as Postal Connection managed by RSM Real Estate Group PARKING LOT E — Old Town Artisan Studios Paved lot on Corner of Desert Club & Calle Barcelona — is reserved for Artists with Trailers, High Profile Vehicles, RV's (that are not occupied) or Vans. Lot monitored by Resort Parking. PARKING LOT F — City South Parking Lot — Row closest to City Hall is reserved for City VIP's throughout event. 86 Available spaces on Thursday, Friday after 12 noon, Saturday and Sunday. (7 Artists — handicapped or Jewelers and 2 Entertainers need to park here all 4 days) 64 other spaces will be utilized by Artists on all other days except for Friday only after 12 noon. This lot is monitored by Resort Parking. PARKING LOT G — Large gravel lots reserved for Paid Self Parking and monitored by Resort Parking. These are located between Main Street and Desert Club. 29 Artists and 2 nurses will park here complimentary. The number of artists in this lot could be less depending on how many show up with high profile vehicles that need parked in Lot E. We anticipate some Artists in A Lot will need to be moved to Lot E. Thus some of these 29 artists can be moved to Lot A. VENDOR LAWN — reserved parking for Grounds Crew, O'Linn Security, Heimark Distributing, Resort Parking and Burrtec Trash Containers LIBRARY PATRONS — ONLY those who need express pick-up are to enter on Calle Tampico next to library and tell Resort Parking that they are just going in to pick up a book. Resort Parking will provide them with temporary parking for a limited amount of time. ADA and VALET —The paved parking lot that extends from the Library to Main Street is reserved for Resort Parking. The covered parking spaces will provide a positive experience for the valet patrons and the ADA patrons will be in close proximity of the Entrance to the event. nN LA QUINTA ART ENCORE 2022 November 10-13 La Quinta Library Gate #2 �ZFIAIAPII HTH Entry Tickets Info Retail ExitFF Z Gate # � �Gmnrnzr�ru+ 307 D 313 Calle Tampico 258 ' 254 260 Gate #4 No Admittance Emergency Exit Only 264 \/ 259 257 255 230 232 0 252 222 LA QUINTA ART O263 1 65 53 ; 38 23 23 zs7 Bistro 250 240 269 248 242 243 2115 218 kTH GA 251 246 247 211 216 902 913 209 7 206 205 201 G I -kTd 0 G sT[ 904 Tower 14 917 190 Bar 908 188 Ba 0 A GARITA 910 184 ins Pela s sz7 316 AMPHITIIE TER R R 925 182 181 318 321 k MAP 180 600 176 172 327 325 429 0 0 Bai ID D329 331 601 701 801820 O 501 822 330 602 603 704 703 802 803 824 PAI<AI RRR 338 342 AP 405 503 H GH 3 328 O 401 413 609 706 709 810 805 826 346 507 606 431 708 809 16 613 400 404 406 410 511 713 812 830 350 11011 103 110511071 109 414 416 0 433 510 515 614 710 61619 715 816 813 834 417 420 354 437 514 618 719 L81fl 104 La Quinta 100 Wellness Center rl Symbol Key FMAPJ Map Kiosks Q permanent � Installed Q Lighting Sculpture 0 Fire Extinguisher 8 14 30 60 90 120 Gate Emergency Exit 521 441 520 Asls IOUAGE 117 Musi B 451 � ' pel'I 119 141 123 125 1350 137 139 120 125 127 ••■ 124 134 ■ 136 138 144 130 140 16� 162 160 158 156 150 La Quinta Civic Center PtAzA PATIO date #5 Emergency Exit 'ity/Artist Parking Gate #6 Emergency Exit i Avenida La Fonda remit NUITIM Pending La Quinta Art Celebration ENCORE 2022 Prime Contractor Contact Scope Events Kathleen 760-567-7555 Traffic Control Design by Prepared By Checked By Tops N Barricades, Inc. Ron Fifield Phone Speed LImK Date Sheet Number (800)852-TOPS XX 11/02/22 1 ®10' SAWHORSE STYLE TYPE 1 BARRICADE WQ CROWD CONTROL BARRICADE 9 EISENHOWER DR. A=CED TO FIT AVD. BERMUDAS BEN FRANKLIN SCHOOL i�4 NO EVENT FREE LPARKING PUBLIC LOT N W_'�_E S NO SCALE LA QUINTAART CELEBRATION PARKING UBER VAkET A SECOND CMS SHALL BE LOCATED AT WASHINGTON & SAGEBRUSH WITH THE SAME MESSAGE DESERT CLUB DR. M CMS MESSAGE 2 DAYS BEFORE EVENT: CMS MESSAGE: SPECIAL EVENT ON CALLE TAMPICO VALET & DISABLED 11110 TO 11/13 EXPECT DELAYS RIGHT ON TAMPICO SELF RIGHT ON AVE 52 nxEno SAT & SUN B.1 I NO EVENT PARKING SEEN TE r o ti R11.2 ROAD LAQUINTAART gRKIN Eto.00-► ExurixD Z CLOSEDVALET CEPARKING N VA �/I�' & DISABL D NO EVENT W E OTE 8 w I UO NOT �a _.LOCH LINE UP AGAINST CU PARKING V"m CO) _N vaLK cLoseD . m1AU� E SELF }p1�3 PARKING ST.11 ELF TURN RIO 11 PARK AHEAD C� PAY POINT' W11-Z NO EVENT BUS OLD TO N PARKING STOP SELF PARKING VALET LA QUI TA AQQINTAART cELEBRAnaN PARKIWIBT1 RT-T PARKING - _ - SELF R6.1 RT ' gu0(? 1 ' DISABLED► ONE WAY f ONLY , E G bb���b����� R11-1 - - . LA FONDA NOTES. EXfSTf6G CALLE ESTADO 1. ALL TRAFFIC CONTROL DEVICES FOR THIS PROJECT SHALL BE IN ACCORDANCE WITH REVISION 6 OF THE 2014 CALIFORNIA MANUAL ON UNIFORM TRAFFIC CONTROL DEVICES (Ca.M.U.T.C.D.). 2. TRAFFIC CONTROL SHOWN HEREIN IS THE MINIMUM REQUIRED. ADDITIONAL TRAFFIC CONTROL R1-1 MAY BE REQUIRED TO FACILITATE PUBLIC SAFETYAND TRAFFIC FLOW IF DEEMED NECESSARY am BY CITY OF LA QUINTA REPRESENTATIVE. E G 3. THROUGHOUT EACH WORK PERIOD, CONTRACTOR SHALL INSPECT TRAFFIC CONTROL (SIGNS, a BARRICADES AND DELINEATORS) AND MAINTAIN SAME IN ACCORDANCE WITH TRAFFIC CONTROL PLANS. 4. CONTRACTOR SHALL MAINTAIN A MINIMUM 10 (TYP. 12')' TRAFFIC LANE WIDTH AT ALL TIMES. R1-1 5. ACCESS TO PRIVATE PROPERTY SHALL BE MAINTAINED AT ALL TIMES. Mop 6. CONTRACTOR SHALL MAINTAIN PROPER SIGHT DISTANCE AT ALL INTERSECTIONS. E G 7. THIS TRAFFIC CONTROL SHALL BE IN PLACE ON THURSDAY 11/10 BY 8 AM AND SHALL BE REMOVED ON SUNDAY 11/13 AFTER 5 PM. THE TEMPORARY 4 WAY STOP AT LA FONDA & DESERT CLUB SHALL BE REMOVED EACH NIGHT AND RESET THE NEXT DAY AS WELL AS ONE WAY AND NO TURN SIGNS ON LA FONDA. ALL TRAFFIC CONTROL DEVICES SHALL BE RETRO REFLECTIVE. 8. SEVERAL BARRICADES AND A ROAD CLOSED SIGN WILL BE LEFT AT DESERT CLUB AND CALLE �I TAMPICO. THESE BARRICADES CAN BE USED TO CLOSE SOUTHBOUND DESERT CLUB IF THE LINE ON MAIN ST BACKS UP INTO THE ROUNDABOUT. WHEN BLOCKED, SELF PARK WILL HAVE TO FOLLOW THE SIGNS AND ENTER FROM AVE 52.. NOW 9. SATURDAY & SUNDAY THE ART CELEBRATION CAN USE PART OF THIS PARKING LOT FOR PARKING. THE WILL BE MONITORED BY RESORT PARKING TO LEAVE SPACES FOR OPEN BUSINESSES. TATION 4 ARTIST PARKING TM� I QE PARKING PARKING SELF t DISABLED N� �J POST TEMPORARY NO PARKING 24 HOURS IN ADVANCE 1911 Lu IA QUINTAART� � LAQUINTAART CELEBRATION CELEBRATION PARKING PARKING VALET ♦ DROP OFF HSABLED PICK-UP SUNLINE BUS STOP LIBRARY VALET y t, DROP Z OFF m Y C �a w v f wFESTIVAL ENTRAI FESTIVAL EXIT_ VENDOR ERVEI PARKING , ERVEL GROCERY OUTLET SHOPPING CENTER NO EVENT PARKING EVENT SITE RB-S IRT) ONLY VALET VAL $w PFh ONLYS fe 'M-41 RN PATH 0P R1-1 9�00p R1-1 MP _j a - G W E G c m J E G �2 QLLLI O r=.T ® 2 ® Lu Vr J - RT J NE WAY l a R -1 RT I J REA RT J Taj ONE WAY Q a L) CALLE CADIZ <�= " =J AVD. NUESTRA =J LAQUINTAART CELEBRATION PARKING 16. a NO EVENT, SC- \�,y SPECIAL \ EVENT AHEAD L. Q. CITY HALL f NO FUMAL PPMNG bbb��b� A PARKING ATTENDANT SHALL BE STATIONED HERE TO DIRECT TRAFFIC TO THE PROPER LOCATIONS & KEEP THE SOUTH SIDE OF LA FONDA CLEAR FOR RESIDENT & EMERGENCY ACCESS. a y at] 0 LAQUINTAART CELEBRATION t VALET SELF & DISABLED UBER -0 LE TAMPICO A aim oA VALET SEIF 8 DISABLED UBER C-lA ROAD aasm TNRu iRAFTrt oslD oA 4- VALET ;I Q LAQUINTAART CELEBRATION PARKING VALET tSELF& DISABLED Lp TRADITIONS C. C. SIGN CMS MESSAGE: VALET & DISABLED RIGHT ON WASHINGTON SELF PARKING STRAIGHT LA QUINTA ART 00 C""t, 6 SCOPE Events, LLC PO Box 104 La Quinta, CA 92247 Phone: 760-567-7555 July 7, 2022 Carlos Flores Senior Planner— Design & Development City of La Quinta 78-495 Calle Tampico La Quinta, CA 92253 Re: Special Event Application — La Quinta Art Celebration ENCORE 2022 & Spring 2023 SCOPE Events, LLC requests consideration of the following application for two La Quinta Art Celebration events to be held on La Quinta Civic Center Campus from November 10-13, 2022 and March 2-5, 2023. The goal is to produce an upscale fine art celebration that is worthy of the residents in La Quinta and features the high quality of art that the City of La Quinta has come to expect, offer a selection of gourmet food and drink, provide interactive experiences for the festival patron, and be a source of community pride. It is also be a driver of cultural tourism and will strive for a high national ranking. Event Map and Site Plan: There are no temporary tents that are larger than 200 square feet at this event. The entire site is accessible and complies with the California Accessibility Standards as defined in the Title 24 Chapter 1113 and Federal ADA Regulations. Description of Event: • Celebration Dates for ENCORE are November 10-13, 2022 with hours of 9 am to 4 pm daily and March 2-5, 2023 with hours of 10 am to 5 pm daily. • Dates of Set -Up for ENCORE 2022 - Fence Installation — Nov. 2 &3, Show lay -out with paint — Nov. 5, Initial Load -in of food vendors, beer trailers, tents, portable toilets — Nov. 7, Artist Load -in — Nov. 8 & 9. On the evenings of Nov. 8 & 9 - the park will remain open to Artists until 9 pm to allow artists ample time to set-up. After 6 pm all gates will be closed for load - in with the exception of Gate 2 at West Entrance. • Celebration Dates of Set -Up for March 2023 — Fence Installation — Feb. 22 & 23, Show Lay- out with paint — Feb.25, Initial Load -in of food vendors, beer trailers, tents, portable toilets — Feb. 27, Artist Load -in — February 28 & March 1. On the evenings of Feb. 28 and March 1— the park will remain open until 9 pm to allow artists ample time to set-up. After 6 pm all gates will be closed for load -in with the exception of Gate 2 at the West Entrance. • Show hours ENCORE 2022 —Thursday —Sunday, Nov. 10-13 from 9 am to 4 pm (as it becomes dark early in the Autumn.) On Thursday, November 10th from 4:30 — 6:00 pm - an Artist Award Reception will be hosted in the amphitheater area of the Civic Center. Anticipated attendance is 500. Beer and wine will be served. 10 valley restaurants will be serving gourmet appetizers. Guests will include artists, their assistants, city officials, event sponsors and VIP festival patrons. • Show hours Celebration 2023 — Thursday — Sunday, March 2-5 from 10 am to 5 pm. On Thursday, March 2nd from 5:30 — 7:00 pm - an Artist Award Reception will be hosted in the amphitheater area of the Civic Center. Anticipated attendance is 500. Beer and wine will be served. 10 valley restaurants will be serving gourmet appetizers. Guests will include artists, their assistants, city officials, community services commission, event sponsors, and VIP festival patrons. • Dates of Tear Down for ENCORE — November 13, 2022 after the event ends at 4 pm from 4:30 — 8 pm and November 14 from 7:30 am to end of business day. In March 2023 - March 5th after event ends from 5:30 pm — 9 pm and March 6 from 7:30 am -end of business day. The Wellness Center can open their doors early Tuesday morning as per their published schedule. Grounds crew will be available on both Tuesday, November 14 and March 7 for any final repairs to the Civic Center Campus and to ensure that Burrtec has collected all trash dumpsters. • Maximum number of people working at the event at any one time or shift would be 200 artists, 200 artist assistants, 40 volunteers, 8 staff, 12 private security guards, 16 food vendor staff, 10 grounds crew, 2 police officers, 1 EMT, 2 nurses and 12 parking crew. • Estimated attendance of art patrons per day for both events— 4000. • A portion of the valet parking staging will be on Avenida La Fonda. However local residents will have access to the lane on the south side of La Fonda which is also a fire lane and be able to access their residences from Avenida La Fonda. • The second access point for valet parking will be for patrons to go east on Calle Tampico, make a U-turn at the new round -about at Tampico and Desert Club, enter the library parking lot for the second valet drop-off point. • Electrician will be on site for both events and will provide electricity for individual artist booths upon request as well as ensure sufficient electricity for food vendors and entertainers. In addition, the event will be utilizing 5 large lights that require generators to provide security at night for the event after the event closes and gates are locked for security reasons. Jeff Paige, South Valley Electric, has been the electrician on site for the past 13 years. Music during the event is strictly for ambiance. No need for amplification. • Title 24 and Chapter 11B Event Analysis — (see second paragraph of TUP under Event Map and Site Plan.) Parking: For ENCORE 2022 and Celebration March 2023, we are turning parking over to Resort Parking, a professional parking company who handles parking for the BNP Tennis Tournament, Golden Voice Events, Eisenhower Medical Center, Indian Wells Art Festival and Modernism Week. They are well established in the Coachella Valley and can relate to our patrons and to our event. They have handled our Valet and Patron self -parking for the past three years. (Maps that showcase breakdown of parking will be available in August after we determine which overflow lots are available and have meeting with Resort Parking.) • West Library Parking Lot — Resort Parking will handle all parking in this lot for best utilization and less confusion for all. They will determine best placement for Disabled Parking. A portion of the west lot may be utilized for artist and volunteer parking as their vehicles arrive early and do not move until well after the event closes. This will allow for greater public safety. • The West Parking Lot becomes the location for the COVID questioning of patrons entering the event. Security will simply ask patrons if they are feeling feverish or have a sore throat today. If so, they will be offered a complimentary Rapid Antigen Test provided by City of La Quinta which takes 15 minutes to process. These same test kits will be made available to Artists, Volunteers, Staff and all event hired help and takes 15t minutes to process. • Event Entrance and Exit remain the same in the West Parking Lot. It is easier to monitor for the security team. • South City Parking Lot —As city staff will be observing Veteran's Day on Friday, November 11th, this lot will be solely used by the City for this day. The City will need to monitor this lot to ensure that only Veteran's and City Staff are allowed to use it. On Thursday, Saturday and Sunday, fifty spaces will be reserved for city staff, city manager, city council members, people doing business with City of La Quinta, sheriff and fire vehicles. An O'Linn security guard will approve the city staff dashboard signs for easy access and will also direct vendors/people conducting business with the city to parking spaces located closest to the city hall. The balance of the spaces will be utilized by event Artists. • Overflow Parking Options — The City of La Quinta will collaborate with SCOPE Events by providing an overview map which identifies available parking lots that are in close proximity to the Civic Center. For example, property manager of La Quinta Center (Summit Team) will be contacted by Gilbert Villalpando, Director of Business Unit & Housing Development who will negotiate what spaces in the shopping center may be reserved for Artists during the four days of the event. • Nino Rosini, owner of the double lot parcel on the corner of Desert Club and Avenida La Fonda is also in conversation with the City of La Quinta regarding his building plans and could possibly offer potential parking to Resort Parking to control. • Dr. Armen Karimyan, owner of La Quinta Center for Cosmetic Dentistry and Chris Infurchia, Owner Caddyshack have both agreed that their lots can be utilized during the event for parking as they were in November 2021 and March 2022. Scope Events, LLC will indemnify them for liability. • SCOPE Events has contacted Desert Sands Unified School District for parking on the weekend for their front parking lots. We have had no response to date. School is now out and we do not anticipate any response until mid -August. City of La Quinta will follow-up with Adams School. • Oregon owners of 78150 Calle Tampico Building has been contacted for use of property lots on weekends of event. Not yet confirmed at this time. • Old Town Artisan Studios is hoping that their parking lot adjacent to their current location will become a gravel lot and will offer this to artist trailer parking according to Victory Grund, owner of the non-profit organization. • La Quinta Library will be turned into a mobile resource for library patrons on the four days of La Quinta Art Celebrations. They can be located in North La Quinta and even on Hwy 111 so library patrons have easy access to the library during the event. • Resort Parking will continue to utilize the gravel lots located between the Wellness Center and Desert Club for self- paid and valet parking. We will continue staging vehicles on Avenida La Fonda leading towards the valet drop-off point in front parking lot of the Wellness Center. On a mutually agreed upon date, Resort Parking will identify soft spots in the gravel lot and city crew will stabilize them so cars are no longer stuck. Traffic Control Plan: The TUP for ENCORE 2022/ March 2023 will be created by Tops 'N' Barricades. Ron Fifield will send the updated traffic plan used for March 2022 plan directly to Carlos Flores for distribution and review in August 2022 after we are able to confirm alternative parking options and modify the plan. After the City of La Quinta reviews this plan, we request that the Riverside Sheriff Department and the Riverside County Fire Department also provide feedback to the plan. The traffic plan will then be revised for final approval and stamped by a Traffic Engineer. If revisions for the Traffic Control Plan are required for Spring 2023, a new plan will be submitted after ENCORE 2022. In addition, attached are 3 simplified traffic plans which show how event traffic will flow on the Washington Street Corridor as well as identify the Uber/Lyft drop-off and pick-up drop points (attached) Media/Outreach: • Artists — Applications for ENCORE 2022 closed on June 151h, jury process took place June 21- 23rd. Invitations will be extended on July 1st. Deadline to accept invitation and pay booth fee is September 15, 2022. For the Spring 2023 La Quinta Art Celebration artist applications open on June 15, 2022 through ZAPPLICATION, close September 15 and Artists will be invited on October 1st. Artists have until December 1st to accept the invitation and pay their booth fee. "Calls to Artists" notifications are being made through publications of Art Fair SourceBook, Art Fair Calendar and Art Fair Insiders, Sunshine Artist and are also published on their websites. Each of these publications have between 10,000 — 20,000 artist email addresses across the nation and internationally as well. ZAPP has a database of over 30,000. • Community/ Business Outreach —will begin in August 2022 through letters, emails business owners as well as info on website and face to face calls by event volunteers to advise them of marketing opportunities available to them. The same is planned on January 3, 2023 for the Spring Celebration 2023. (We are also trying to gain commitments for support for both events when we call on them in August as we realize they are so busy in November and December.) • Volunteer Outreach — has already begun through efforts of Debby Nelson, Volunteer Manager. Already she has received a positive response and has been confirming Chair Captains for both the ENCORE and Spring Celebrations. These dynamic Captains recruit other Volunteers on our behalf. An introductory meeting of Paul Anderson to the Volunteer Captains will be scheduled at Mimi's Cafe for both events and city staff will be invited to attend. A volunteer training orientation will take place two weeks before each event in the Wellness Center. • Art Patrons — an extensive media plan is planned to reach the public in the Coachella Valley and the coastal market, and art patrons throughout the nation in print, television, direct mail, a pole banner campaign throughout the city of La Quinta, billboard on the 10 freeway and social media. Our marketing plan is being coordinated with Marcie Graham, Marketing Manager for City of La Quinta to ensure branding standards are met and there is no duplication of effort. Request for Contract: will be made in August 2022 for both events to the Riverside County Sheriff, Riverside County Fire Department, Riverside County Health Department and ABC license. Best Beverage Catering is contracting the food vendors best suited for the events and will be responsible for obtaining the ABC license and communicating with the Riverside County Health Department. In addition, a mandatory Booth Staking Requirement will be included as part of our contractual agreement with the Artists. (attached) Emergency Plan: The Wellness Center is the location for First Aid and we will utilize two nurses from JFK Hospital as well as an EMT from AMR throughout the four days of the event. The ambulance can be staged at any of the 6 gates on site and we will utilize whichever one is closest to the incident. • All key event staff will take the online class and gain the certification provided by the Riverside County Fire Emergency Management Department. Each staff member will report to a specific assigned area of the Civic Center Campus to direct artists and patrons to the closest event exit. They will be assisted by the private security staff that are stationed at each exit to ensure public safety. Managing Director, Paul Anderson, will be based at the amphitheater with a megaphone to make announcements. Kathleen Hughes, Events Director, will be based at Gate 2 Exit. All of the other gates on the event site will have designated emergency event trained staff directing traffic to ensure public safety. In addition, texts will be sent to Volunteer Captains and to Artist Advisors so that the flow of communication is consistent and concise throughout the event. • COVID Awareness —Signage at event entrance and communication to all vendors, volunteers, artists and staff will encourage them to take a Rapid Test immediately if one is not feeling well or has COVID symptoms. The 15 minute test kits will be readily available at no charge for anyone who requests one. Noise Control: No amplified music is planned for this event. Use Agreement: Facility Use Agreements are attached for both November ENCORE and March Celebration events and a separate copy has been emailed to Christina Calderon for the utilization of the Wellness Center from Monday, November 7 — Monday, November 14, 2022 and Monday, February 27 — Monday, March 6, 2023. La Quinta Business Licenses: The A Master List of Artists will be sent to Jack Lima, Permit Tech in September 2022 for the November ENCORE and in January 2023 for the March Celebration event. Debby Nelson will continue to communicate with Jack with all changes. We would appreciate if Jack Lima could once again be in the Wellness Center on the two days of Artist Registration to handle the business licenses. Encroachment Permit: (will apply once Traffic Plan is approved) • Temporary Signs —(attached city designed map) These would include village pole banners which will be installed by the City of La Quinta the week of October 24, 2022 and removed the week of Novemberl4th. Then for March 2023 event the village pole banners will be installed week of February 13th and removed the week of March 6, 2023. Independently our installed week of February 13th and removed the week of March 6, 2023. Independently our Grounds Crew will install pole banners in the Civic Center on Saturday, November 5 and removed on November 14, 2022 and once again on February 251h and remove them on March 6, 2023. • In addition, (attached) we will be using 60 directional yard signs that measure 18"x24" that will be installed by our Grounds crew early morning, November 10, 2022 and removed late Sunday afternoon, November 13. For Spring 2023 Celebration the signs will be installed March 2 and removed Sunday afternoon, March 5. These directional signs are one sided and simply state name of event with an arrow pointing left, right, or straight ahead. Evidence of Additional Insurance: Evidence of such insurance has been submitted and accepted by the Risk Manager and provided to the Design and Development Department prior to the approval of this event permit. We understand that the amount and type of insurance necessary will be determined by the Risk Manager. Waste Reduction Plan: (attached) As the event's daily attendance is expected to average 3500-4,000 art patrons per day, a waste reduction plan is being created in conjunction with Burrtec Waste and Recycling Services for this event. We are working with Burrtec Waste& Recycling Services on the placement of the dumpsters and recycling bin. In past they have been located for easy daily morning pick-up on the east corner of the Palm Tree Lawn which is to the west and adjacent to the Wellness Center. They are next to where the city currently has their trash disposal. This lawn is also utilized for vendor parking and is monitored by our private security team. On site, we have a recycling trash can sitting right next to a regular trash can. Each recycling can is clearly labeled and also states exactly what product should go into each can. Full Event Contact Sheet & Vendor Contact Sheet — (preliminary one attached. Final update will be provided 60 days prior to events to ensure accuracy.) SCOPE Events, LLC is honored to produce La Quinta Art Celebration events. We believe that a strong partnership with the City of La Quinta and to the community it serves is vital to the success of our events. We will report monthly to the city hall liaison as well as key department contacts. Sincerely, Paul A. Anderson Managing Director SCOPE Events, a I 10 X m V0� •�s40v� o o u 3. x 4zi _a a r s mF-41 CD d � m • cb m O s O • •• y O d • •e ; r (J o d O o' • is S Gy, °g $ ON • 0- O ® �$ O ° ° •• d { O v O' ! m 0 3 • -� • • O; O � O O N _ ® • O 4 �, • a d O sj • O O d up s d o ti �d �a o g • 21 a 1 �3CD O O d : C O• • •-0 c o ® c O O a d• 00 5.r 94 ' a . • • (JO city 3 rii • • 0 , __ 1 m -yID • CD ,OLl T CJ, all Washington Street LA QUINTA ART CELEBRATION 2022-2023 ENCORE: November 10-13, 2022 CELEBRATION: March 2-5, 2023 Uber/Lyft Drop-Off/Pick-Up Interstate 10 as a� L � L 0 co Highway 111 M o L- m � Eisenhower Drive Paid SelfPAing Saturda Calle Tampico ,(�asun�ay io La Quinta Art Celebration La Fonda � U GO � m � m � O m Q Avenue 52 Handicap Parking Valet Parking Paid Self Parking LA QUINTA ART CELEBRATION 2022-2023 ENCORE: November 10-13, 2022 CELEBRATION: March 2-5, 2023 Northbound Traffic Plan HN- Calle Interstate 10 Highway 111 Eisenhower Drive Paid Self Parking SAUrda Pico &sunlay m N L o :s La Quinta Art Celebration Mom■ La Fonda E m` U CO � a d 2 G Q Avenue 52 KEY Handicap Parking Valet Parking Paid Self Parking LA QUINTA ART CELEBRATION 2022-2023 ENCORE: November 10-13, 2022 CELEBRATION: March 2-5, 2023 Southbound Traffic Plan Interstate 10 as L I � N a L CO Highway 111 p t � Eisenhower Drive Paid Self Parking Saturda Calle *Pico & udla �o o� La Quinta Art Celebration y La Fonda d U 00 t: N :O m c O d Q Avenue 52 KEY Handicap Parking Valet Parking Paid Self Parking / FOR OFFICE USE ONLY CITY OF LA QUINTA / s COMMUNITY RESOURCES DEPARTMENT Recd. By FACILITY USE APPLICATION AND PERMIT Cash $ Check # Credit Car IS M/C Click Here to Reset Form Receipt # I. APPLICANT INFORMATION Date of Application: 6/26/22 Name of individual or organization: SCOPE Events, LLC Name of contact person: Kathleen Hughes Phone # (760 ) 567-7555 Address of contact person: 79655 Cetrino City/zip: La Quinta, C) 92253 Nov.7-14, 2022 II. DATES & TIMES REQUESTED Monday M Date(s): Day(s) of Week: y ' onday Start Time: 7:30 am (M/T/W) 7am (Th/F/S/Su) End Time: 6pm (Thursday until 7 pm) If Applicable: Set-up time: Kitchen Time: Security Guard(s) Time: Clean-up time: III. FACILITY REQUESTED La Quinta Museum: Meeting Room[] Meeting Room w/Courtyard❑ Kitchen❑ La Quinta Libra Class II ONLY): Program Room[] La Quinta Wellness Center: Multi -Purpose Room❑✓ Kitchen❑✓ Art/ Leisure Room❑✓ Civic Center: Gazebo(] Amphitheater(] Campus[E l Cove Oasis Trailhead: Pavilion❑ SilverRock Event Site: Event Stage Area❑ SRR Event Facility❑ Fritz Burns Park: Pavilion❑ Bounce House❑ Tennis/Pickleball Courts❑ # of Courts La Quinta Park*: Pavilion❑ Bounce House❑*Water Feature is not a guaranteed amenity with park rentals. Soccer Fields❑ Baseball Fields❑ Specify fields:— Field Li hts❑ SnackBar[] Sports Complex: Fields❑ Specify fields: Field Lights❑ Snack Bar❑ Colonel Mitchell Paige Middle School: Fields ❑ S ecif fields: Field Lights ❑ President Gerald R. Ford Boys & Girls Club of La Quinta: Gym El Community Room❑ IV. ACTIVITY INFORMATION 1) Open to the Public Yes ❑✓ No ❑ 5) Alcoholic Beverages Yes © No ❑ 2) Admission Charged Yes ❑✓ No ❑ $I"' 6) Attendance: Adults Teensf Children 3) Food & Beverage Yes P1 No ❑ 4) Describe Activity/Program and any Special Conditionsf Ine Art & Craft Event I, as permittee, and the USER agree to hold the City of La Quinta harmless, and indemnify the City of La Quinta from any and all liability for injury to persons or properly occurring as a result of the activity sponsored by the permittee, and said person shall be liable to the City of La Quinta for any and all damages to parks, equipment, and buildings owned or controlled by the City which result from the activity of the permittee or is caused by any participant in said activity. All persons exercising any of the privileges authorized does so at his/her own risk without liability on the part of the City of La Quinta for the injuries to persons or property resulting there from. INSURANCE: USER shall procure and maintain general liability/Commercial general liability insurance against any and all losses, costs, expenses, claims, liabilities, actions, or damages, including liability for injuries to any person or persons or damage to property arising at any time during and /or arising out of or in any way connected with USER use or occupancy of the facility and adjoining property, in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate. Such insurance shall name CITY as an additional insured prior to the date of the Event. USER shall provide certificates of such insurance with CITY which shall be endorsed to provide such additional insured provisions. If such insurance is not provided, CITY may deny access. If alcohol is sold during the permitted activity, coverage must include full liquor liability. City of La Quinta, its officers, officials, agents, and employees shall be included as additional insureds on the policy. The undersigned has received and understands the rules and regulations for the City of La Quinta facility selected above and agree to abide by such rules and regulations. The undersigned agrees to clearly and accurately convey the rules and regulations to all members in their party. The undersigned further certifies that the information provided above is true. The undersigned comprehends that this Application will be considered approved only when the indicated fees have been paid, and the Community Resources Director, or his/her designee, has signed the authorizing signature on this form. EIBy checking this box, I acknowledge that I have read, understand, and agree to inform all users in my activity of the above liability conditions of use. By checking this box, you are signing this Agreement electronically. You agree your electronic signature is the legal equivalent of your manual signature on this Agreement. E-SIGNATURE Kathle@n HUghe ___ _.___ Dat /26/22 ubmit Form FOR COMMUNITY RESOURCES DEPARTMENT USE ONLY Class— Approval needed: Planning (TUPf7i Security Guard of Certificate of Insurance on File: Yes . No . Limit Reqd. Date Rec'd FEES AND DEPOSITS Facility/Park: $ Insurance Policy: $ Sports Field(s): $ Kitchen: $ Alcohol Insurance: $ Field Lights: $ Cleaning: $ Security Guard(s): $ Snack Bar: $ Deposit (1): $ Deposit (2): $ TOTAL DUE: $ Application approved by Date6/26/22 CITY OF LA QUINTA FOR OFFICE USE ONLY r COMMUNITY RESOURCES DEPARTMENT Recd. By FACILITY USE APPLICATION AND PERMIT Cash $ Check # oFt�oe n+EvY Credit Car VIS M/C Click Here to Reset Form Receipt # I. APPLICANT INFORMATION Date of Application: 6/27/22 Name of individual or organization: SCOPE Events, LLC Name of contact person: Kathleen Hughes Phone # (760 ) 567-7555 Address of contact person: 79655 Cetrino City/zip: La Quinta, CA 92253 February 27 - March 6, ffTES & TIMES REQUESTED Date(s): � L� Day(s) of Week: Monday - Monday Start Time: 7:30 am daily End Time: 7:00 pm (Thursday 8 pm) If Applicable: Set-up time: Kitchen Time: Security Guard(s) Time: Clean-up time: III. FACILITY REQUESTED La Quinta Museum: Meeting Room❑ Meeting Room w/Courtyard❑ Kitchen❑ La Quinta Libra Class II ONLY): Program Room❑ La Quinta Wellness Center: Multi -Purpose RoomE] Kitchen❑✓ Art/ Leisure RoomEl Civic Center: Gazebo0 Amphitheater❑✓ Campus❑✓ I Cove Oasis Trailhead: Pavilion❑ SilverRock Event Site: Event Stage Area❑ SRR Event Facility❑ Fritz Burns Park: Pavilion❑ Bounce House❑ Tennis/Pickleball Courts❑ # of Courts La Quinta Park*: Pavilion[:] Bounce House❑*Water Feature is not a guaranteed amenity with park rentals. Soccer Fields❑ Baseball Fields❑ Specify fields:f Field Lights[] Snack Bar❑ Sports Complex: Fields❑ Specify fields: Field Lights❑ Snack Bar❑ Colonel Mitchell Paige Middle School: Fields ❑ S ecif fields: Field Lights ❑ President Gerald R. Ford Boys & Girls Club of La Quinta: Gym❑ Community Room❑ IV. ACTIVITY INFORMATION 1) Open to the Public Yes 0 No ❑ 5) Alcoholic Beverages Yes © No ❑ 2) Admission Charged Yes ❑✓ No ❑ $I"' 6) Attendance: Adults TeensF—Children 3) Food & Beverage Yes ® No ❑ 4) Describe Activity/Program and any Special Conditions' ine Art & Craft Event I, as permittee, and the USER agree to hold the City of La Quinta harmless, and indemnify the City of La Quinta from any and all liability for injury to persons or property occurring as a result of the activity sponsored by the permittee, and said person shall be liable to the City of La Quinta for any and all damages to parks, equipment, and buildings owned or controlled by the City which result from the activity of the permittee or is caused by any participant in said activity. All persons exercising any of the privileges authorized does so at his/her own risk without liability on the part of the City of La Quinta for the injuries to persons or property resulting there from. INSURANCE: USER shall procure and maintain general liability/Commercial general liability insurance against any and all losses, costs, expenses, claims, liabilities, actions, or damages, including liability for injuries to any person or persons or damage to property arising at any time during and /or arising out of or in any way connected with USER use or occupancy of the facility and adjoining property, in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate. Such insurance shall name CITY as an additional insured prior to the date of the Event. USER shall provide certificates of such insurance with CITY which shall be endorsed to provide such additional insured provisions. If such insurance is not provided, CITY may deny access. If alcohol is sold during the permitted activity, coverage must include full liquor liability. City of La Quinta, its officers, officials, agents, and employees shall be included as additional insureds on the policy. The undersigned has received and understands the rules and regulations for the City of La Quinta facility selected above and agree to abide by such rules and regulations. The undersigned agrees to clearly and accurately convey the rules and regulations to all members in their party. The undersigned further certifies that the information provided above is true. The undersigned comprehends that this Application will be considered approved only when the indicated fees have been paid, and the Community Resources Director, or his/her designee, has signed the authorizing signature on this form. ElBy checking this box, I acknowledge that I have read, understand, and agree to inform all users in my activity of the above liability conditions of use. EJBy checking this box, you are signing this Agreement electronically. You agree your electronic signature is the legal equivalent of your manual signature on this Agreement. Kathleen Hughes /27/22 Submit Form E-SIGNATURE g �DatA-________� FOR COMMUNITY RESOURCES DEPARTMENT USE ONLY Class _ Approval needed: Planning (TUPO Security Guard of Certificate of Insurance on File: Yes . No ' Limit Reqd. Date Rec'd FEES AND DEPOSITS Facility/Park: $ Insurance Policy: $ Sports Field(s): $ Kitchen: $ Alcohol Insurance: $ Field Lights: $ Cleaning: $ Security Guard(s): $ Snack Bar: $ Deposit (1): $ Deposit (2): $ TOTAL DUE: $ Application approved by Date6/27/22 LA QUINTA ART CELEBRATION 2022/2023 Direction Sign Plan Interstate 10 y L 0 0 � y Highway 111 t .0 � 1W�iC��i 0 Avenue 48 Eisenhower Drive W 10on. nni Avenue 50 PaidSelfParking � SUunanYa Calle T mPico Y (n , La Quinta Art ValeTlopoH Celebration Valet 0rop08E3 3 La Fonda N N mcc AA '0 _ a a' � W Avenue 52 KEY LQAC Directional Signs + -i LAOu NTA 4OL La Quinta Art Celebration 2022/2023 Recycling Plan LQAC P. 1 Priority: La Quinta Art Celebration, produced by Scope Events, LLC, is addressing steps on how to minimize recycling waste. In this Recycling Plan, information related to best practices will be highlighted. Reduce, Reuse, & Recycle Best Practices Aim: the aim of La Quinta Art Celebration (LQAC) Recycling Plan is to detail the procedures for Recycling & Waste Management located at La Quinta Civic Center Park 78495 Calle Tampico, La Quinta, CA 92253, Thursday, November 10, through Sunday, November 13, 2022, business hours are from 9am to 4 pm and also Thursday, March 2, through Sunday, March 5, 2023 from 10 am to 5 pm. Obiectives: the objectives of the LQAC recycling plan are to: Anticipate possible recyclina areas within Provide an effective and efficient means for users to Supply relevant on -site information to users to recycle Staff and volunteer training SCOPE Management Team: Kathleen Hughes — Event Director — Cell: 760-567-7555 Paul Anderson — CEO — Cell: 414-717-0210 Anil Pisharody — CFO — Cell: 415- 717-3343 Debby Nelson — Volunteer Coordinator — Cell: 760-485-9495 Louis Briones — Technology Director — Cell: 415-596-3026 Bill Hall — Grounds Crew Supervisor — Cell: 760- 578-3550 Narrative: LQAC contracts to an on -site professional grounds crew. The grounds crew monitors all waste receptacles ranging from patron and artist disposal to large 40-yard dumpster exclusively for recycling. 50 recycle bins are next to trash cans located throughout the event site. Each lid has information placed so users can see the recycling plan and what constitutes as recyclable items. At hospitality patio for Artists, Artist Assistants and Volunteers, we have flyers with recycle information available on what is recyclable and a large bin for plastic water bottles. These flyers are also in each Artist Registration Envelope. Leadership: Event Leadership for the recycling plan is the responsibility of Event Director Kathleen Hughes. Event Director shall disseminate goals and instructions to both grounds crew, Artists, and staff. Burrtec Waste Management provides valuable support on a daily basis. Communication: The Event Staff, Grounds Crew, Patrons, Artists, Artist Assistants, Vendors, Food & Beverage, Volunteer Captain's, EMT / First Aid, and Security Team shall be informed of what the recycling plan is and the associated best practices to produce a more -green event. La_ Quinta Art Celebration 2022/2023 Recycling Best Practices Reduce — LQAC can help conserve resources and energy by preventing waste in the first place by: • Reduce unnecessary packing by buying in bulk or only what is needed. • LQAC purchases paper goods in large bulk stock; such as, event programs. LQAC P. 2 • The event programs are distributed when patrons arrive and may be recycled when they exit to reduce waste. Reuse — LQAC can significantly reduce the amount of waste going into the landfills. The usefulness of products can be prolonged without having to expend significant money or energy. • LQAC has reduced printed information to artists and relies on digital information in an Artist Portal. This significantly reduces the amount of paper weight that is sent to landfill. • The recycling of plastic bottles - stored on site, to be re -used during the break down of the event. There are 200 artists with at least 4 rebar spikes securing their booth to the ground. That is 900 rebar spikes. For both safety and recycling purpose's the plastic bottles are placed on top of the rebar spikes. After the rebar spikes are removed the plastic bottles are properly recycled. • Miscellaneous extra goods are donated to local non -profits such as extra food and beverage, paper goods, and supplies. Recycle — LQAC reincorporates materials into the manufacturing process, instead of taking them to the landfill; and decreasing the use of virgin materials, which require more energy and resources to process. • LQAC flattens and recycles cardboard boxes that otherwise take up precious dumpster space. • LQAC has bought certain paper items such as paper stock to print that is designed to "close the loop" that are made of recycled materials. Mandatory Booth Staking at La Quinta Art Celebration ENCORE 2022 New requirements will now be 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 event 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. The new guidelines 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. La Quinta Art Celebration ENCORE 2022 Emergency Management Plan LC1AC P. 1 Emereencv & LOAC ManaLyement Team: Kathleen Hughes — Event Director — Cell: 760-567-7555 or home landline — 760-777-9823 Paul Anderson — CEO — Cell: 415-717-0210 Anil Pisharody — CFO — Cell: 415- 717-3343 Debby Nelson — Volunteer Manager — Cell: 760-485-9495 Sarah Crosby — Special Projects Manager — Cell: 310-292-4407 Event Helpline — 24/7 access: 760-628-7770 Security Team: O'Linn Security — Onsite contact: Officer Kimberly O'Linn Cell: 760-250-8708 Onsite EMT: American Medical Response Cell: 760-883-5000 Riverside County Sherriff On -Site Contact: Sgt. Chris Olsen Cell: 911 or 760-863-8453 office or text officers on duty on event site 0 0 0 0 O M t" M 00 00 Ct r, 00 ri a —I M LD m n O c--I ci Ct I- O Ln ri m M Il N It Ln O O n M M M d r-I M N N O0 c i w Ln r-I N N N O 00 U') ri N N Ln Ct O M I- 0) LO M N M Ln tp Ln tO ri O O0 Ln O0 O0 Lf M a i M M LO lO 0) Cn l0 I, I Il ri M I�r l0 M 00 t0 III M d' N N O 1.0 H O1 M m O T O O 00 N N 00 M al � LD 6 M 6 d' LO 00 LO 0) M O �t tD 00 lD 00 N M Ln N 00 00 o LO 4 N o l0 o to � t0 to (0 l0 to t0 l (.0D 00 O N-:I- N N. N LO, n n Ln � n n N 00 lfl n O t\ tO n l0 n t0 n t0 n N A' W cu m N EC b0 Ocu C W Z c a O W Y V p > U f0 C O a) 4 '^ a, c 06 = O O N O O C u cli _� i O O C O ro _ L O O O U 'i N C LL m ca > co a) S i m C S i O U U -QC L !B 4�- 4— O C _ t4 m l0 4... 4j .N C fa Y Ln F- F- m Q O U Y bn Ln Ln Y en F- C O b0 bA +' C 'n U 00 Q) > +_+ bCA C u U m b0 N __m 4- 3 W c L 4 m a1 ; d V1 C c V •i a) > C �-, U a b0 0 U i 0 a) F- Q% coL = W 0_ L '� vi p N >� +� C 4- 4- N O O O V) t 4- O Y U N U C O •u +; _ m U C i-.+ V (O � L L .Q (3) f0 i L Vf O N O a O b0 C u a) O L a) NGJ N co y J O Q N � L Q) aJ L C C •U a� L L +� O b0 C U O *' aJ C O L N C cn aU (A a, O = O l a C C '�• b0 O U O -2 -2 (O h bA vi i i cu 0 O O �~ ii� Q U i O 4= OC fL6 a) a1 C U a 0_ O_ U ++ a) aJ L O a N W N r� O z a, iir N C C a) U d O_ C ai a L F ) VV) O bA > E - L o a `° Z Gon .i ca to bA 44 >L U O Ln N CL 0 i 2 u Qj a) t ... > E L C U F- 4' '- m U _ cli W 4)LL N N C �1 boo cn cn !O a O i a S 4_ 4- to to A a) LL s= aJ O m > N p a) m O ( (0 Y fB N (O \ U U U a1 Li a1 \ CU LL Y L O O. 7 M a u a o_ u> °- Gi N -0 a1 -a aJ -5 N E Q m O •1 L L � t � i i i C W � C O v Ln v . CO � � N a T � S — i 41 u o Ln L � L _U ,O > > > J tr > Wmm—'==u��°-ammw�� I , ,w oV°aa��ocoa; Y a� u U C cc co fA L J m Q W L 4a O j o (IJ O bA c v c Z L m v is is iu m c a, m '� CL Qj pZf U l6 0 QJ +-J o U U U U U U 4- U 4-4-a-+ U U U N m L m L m L m L m L f6 L m L l0 L f6 L fB a� N L 0 Q 5 +-' i-+ 4-J 4- 4- +1 +1 +1 L 4 U' 0 0 0 0 O O O O O O Q U !n O 0 O U N tu R c -0 0O p > .� N U 006 ,O E � E p 0 � � N � v v O ox N 'O G O vi in O W O 1 L N E O a-+ s O N 'i C 0 Ox L 0 � u Ci L p E O u V — •i i C L > ! N O L "0 L: m f6 — fB N f6 N to °' 'i _! °' 'a- + + O 'm L u 0 0 0 0 a 0) ice+ cn O .a 0 m N N c> to O