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CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report

December 5, 2017
ORDERS OF BUSINESS

TO: Honorable Mayor and City Council Members

SUBMITTED BY: Paul Tomasi, Director of Public Safety

APPROVED BY: Chip Rerig, City Administrator

Receive a post-mortem report of the 2017 Concours on the Avenue event and consider
SUBJECT: a request by COTA for a multi-year Special Event Support Program Grant in an amount
of $34,026.85 per year for three years.

RECOMMENDATION:
Receive a post-mortem report of the 2017 Concours on the Avenue event and consider a request by COTA for
a multi-year Special Event Support Program Grant in an amount of $34,026.85 per year for three years.
BACKGROUND/SUMMARY:
CONCOURS ON THE AVENUE (COTA) 2017

On May 2, 2017 staff presented Council with a request from the Carmel-by-the-Sea Concours on the Avenue (COTA)
event for a multi-year Special Event Support Program Grant in an amount of $34,410 per year for three years to cover
all associated costs for their event. The estimated cost for the COTA event was $31,059.35, which included both the
hard and soft costs for the event. Council denied the multi-year grant request, but did move to grant credits towards
soft costs for the event for one year, requiring the event organizer to pay all hard costs associated with the event,
which were identified as: portable toilets, Public Works staff overtime, Community Activities staff overtime, Police
Department staff overtime, and shuttle service. Ambulance personnel overtime for the staffing of a second ambulance
during car week, was overlooked and not included as a hard cost as it should have been. The organizer of the COTA
event was provided an estimated cost, minus ambulance personnel, of $15,581.

Upon the completion of the COTA event the City provided an itemized budget to the COTA event organizer for
all Council approved hard costs, in the amount of $15,340.69, which the event organizer paid. The estimated
amount and the invoiced amount differed by $240.31. The inclusion of ambulance overtime would have provided
for an actual amount of hard costs for the COTA event of $16,720.69.

The following chart shows the Council approved hard costs, the actual hard costs, and the total cost of the event
to include both hard and soft costs.

Council Approved Total Hard/Soft Actual Grant Funding


Actual Hard Costs
Hard Costs Costs Amount
$16,720.69 $15,340.69 $33,562.54 $18,221.85

The actual total for hard/soft costs for the 2017 COTA event represents a $2,503.19 increase above the
estimated costs. As a result, COTA received $18,221.85 in grant credits for the 2017 COTA event.

COTA MULTI-YEAR GRANT AND PERMIT REQUEST

At its May 2, 2017 Council meeting Council directed staff to return to Council with a review of the COTA event
funding. The COTA event organizer is again, requesting multi-year grant funding for the 2018, 2019 and 2020 COTA
events, as well as a multi-year special event permit.

The notable changes to the 2018-2020 event application from the 2017 application are as follows:

1. Request for the use of Devendorf Park to Midnight Monday-Wednesday at 9:00 pm (69 hours) for the 2018,
2019, 2020 events. COTA requested and was permitted the use of Devendorf Park from Midnight Tuesday-9
pm (21 hours) in 2017.

2. The event organizer is proposing to assume the responsibility of providing their own personnel to check
vehicles in to the event venue. In previous years the City has supplied and charged COTA for the use of a
police officer to check vehicles into their event. The reduction of the single officer used to provide parking
services would reduce the hard costs for COTA an additional $3,570.00.

The multi-year grant funding agreement as proposed by the COTA organizer, proposes to pay all May 2, 2017
Council approved hard costs, which will total $11,770.69 per year. This is $3,570 less in hard costs than billed in
2017. It does not include ambulance over time, or the cost for a police officer to check cars into the event
venue.

It should be noted these event costs are based on the current Special Event Fees, which are subject to change
pending Council review. With the two listed changes to the COTA event the estimated total costs for COTA for year
one of the proposed multi-year grant are as follows:

Total Estimated Total Estimated Total Estimated Total yearly Hard Costs
Soft Costs Hard Costs (Hard/Soft) Costs COTA is requesting paying
2018 2018 2018 2018
$30,714.85 $15,082.69 $45,797.54 $11, 770.69

The COTA event organizer is also requesting approval of a three year grant funding agreement to accompany
their event permit, considering their are no substantive changes during the next three years.

OPTIONS
Council may wish to consider the following three options in response to this request:

1. Approve the request for multi-year grant funding and a multi-year permit for the COTA event for 2018, 2019, and
2020.

Special events, such as Concours on the Avenue, offer a host of economic and social benefits to the
community, including boosting the economy and providing a social gathering place for residents and visitors. As
such, the City of Carmel-by-the-Sea has a history of allocating funding to encourage and support special events.
Council can approve the request for multi-year grant funding and a multi-year permit. Council may also wish to
direct staff to amend Council Policy C16-01 Special Events Policy to accurately reflect the Councils current
application of the policy.

2. Deny the request for multi-year grant funding and a multi-year permit for the COTA event for 2018, 2019, and 2020.

The request for multi-year grant funding and a multi-year permit is inconsistent with Council Policy C16-01, which
states the following with regard to the Special Event Support grant program: Recurring events do not
automatically receive funding each year. Event Organizers of recurring events must apply each year to be
considered and that "Special Event Permit applications may not be submitted more than one year in advance of
the date of the proposed event."

If the request were granted, requests from other special event organizers should also be considered by Council
or the policy the amended to allow for multi-year grants and multi-year permits.

3. Based on the special event fee discussion Council may wish to direct staff to revisit policy C16-01 and the
grant program.

FISCAL IMPACT:
Depending on Council direction this may or may not have fiscal impact.
PRIOR CITY COUNCIL ACTION:
At is May 2, 2017 regular meeting Council denied a request from COTA event organizers for a multiple-year
Special Event Support program grant in the amount of $31,410 per year for three years and granted COTA
credits towards soft costs for 2017.

ATTACHMENTS:

2018 COTA Special Event Grant Application


2018 COTA Special Event Application
Carmel Foundation 2017 Bill
COTA Costs for 2018
COTA Costs for 2017
COTA Approved billable costs 2017
Attachment
Fodoternai us~cinly 1
r>,ATE/TIME RECEiVED: .;

CITY OF CARMEL-BY-THE-SEA
SPECIAL EVENT SUPPORT GRANT APPLICATION
FOR SPECIAL EVENTS OCCURING BETWEEN JULY 1, 2018- JUNE 30, 2019

Please complete the entire application, answering all requests for information and
mail or hand deliver three (3) complete packets including application form, event
budget, promotional/marketing plan, and proposed performance measures.

A.P'J>LicANT:JNFORMAfibN .
Name: Jill Sheffield/Kimberly Willison Email Address: jsheffield@carmelfoundation.org

Organization Name The Carmel Foundation

Address: P.0. Box 1050

City Carmel State CA Zip 93921

Telephone Number 831-620-8700

Website address www.carmelfoundation.org Non-Profit Tax I.D. #94-1225368

Event Title CARMEL-BY-THE-SEA CONCOURS ON THE AVENUE

Number of expected attendees 12,000 Requested grant amount: soft cost expenses each year with a 3 year
agreement* (see next page)

Event Start Date Tuesday, August 21, 2018 Time 8:30 AMIZ!PMO Event End Date Tuesday, August 21, 2018
Time S:OOAMOPMIZ!

Event Category: (check one)

0 Athletic/Recreation 0 Art/Exhibit 1:81 Car Show 0 Festival/Celebration 0 Parade/Procession


0 Performance 0 Run/Walk 0 Other (please specify)
-----------------
Event Description: Provide a narrative description of the full scope of your event in the space below. Be as specific
and detailed as possible. Attach an additional page as necessary.

The Twelfth Annual CBTS CONCOURS ON THE AVENUE scheduled for Tuesday, August 21, 2018 will
feature European Classics (such as German, French or British automobiles) and Classic American
Muscle Cars. The vehicles will be displayed on both sides of Ocean Avenue, allowing for pedestrian
viewing of the vehicles.

Ocean Avenue will require certain street closures to allow for the parking for the vehicles and pedestrian
traffic. The event cars will be staged on San Carlos between 8:00am- 11 :OOam and then systematically
staged within the venue. The staging of the vehicles on Ocean Avenue will involve parking the vehicles
side by side along the curb line at 60 degree angles. The vehicles will be staged in a single row allowing
for emergency traffic along the center median lane of traffic (referred to as the #3 lane of traffic). An
awards pavilion will be located at the intersection of Ocean Avenue and Lincoln Avenue.

Grant Application Form, Page 1 of 4


City of Carmel by the Sea, Community Activities Dept., PO Box CC, Carmel, CA 93921 (831}620-2020
Attachment
Fo'r i!lh~rnafuse chly 1
OAT~/ TIME ;~~CEIVED;

The event will be open to the public for viewing to benefit The Carmel Foundation. Off-site parking for
trucks and trailers will be provided by the event organizer. Event organizer will be seeking sponsorship to
assist in defraying the cost of the event; however event organizer will abide by all Carmel-by-the-Sea
rules and regulations governing signage and corporate sponsorship. No food or beverages will be sold
within the venue. Timeline for the day will be provided closer to the event and will include set-up, tear
down, judging times and awards presentations. Event organizer with The Carmel Foundation will notify
all businesses in the commercial district of the event in the days leading to the event.

REQUESTED FUNDING AMOUNT: soft cost expenses each year with a 3-year agreement, including 3
days in Devendorf Park (Monday at 12:00 am- Wednesday at 9:00pm}*

*Attached please find the letter from Paul Tomasi outlining the 2017 event fees. It is our
understanding that in the future, Steve Rana or equal can work directly with Contours on the Avenue
thereby eliminating the hard cost to the City of $3570. We agree to pay the same hard costs as 2017
associated with this event to include:

Police officer overtime for shuttle operation, traffic control, event security, parking
Community Activities overtime hours
Half of the cost of the shuttles (costs are shared with the Thursday event)
Half of the cost of the restrooms -7 ADA, 12 standard (costs are shared with the Thursday
event)

Grant Application Form, Page 1 of 4


City of Carmel by the Sea, Community Activities Dept., PO Box CC, Carmel, CA 93921 {831}620-2020
SPECIAL EVENT SUPPORT GRANT APPLICATION Attachment 1
FOR' SPECIAL EVENTS OCCURING BETWEEN JULY 1, 2018- JUNE 30, 2019
Page 2

SPECIAL EVENT SUPPORT GRANT SCREENING QUESTIONNAIRE

1. Will your event take place in the City of Carmel-by-the-Sea? Yes IZl No 0

2. Will your event take place between July 1, 2018 and June 30, 2019? Yes l8J No 0

3. Does your application include a copy of your complete event budget? Yes 1:81 No 0
4. Does your application include a copy of your proposed promotion/marketing plan? Yes l8J No 0
5. Does your application include a copy of your proposed performance measures? Yes ~ No 0

If you answered "No" to any of the above questions, please provide a brief explanation:
#4: Due to the current size of the event, our objective Is not to grow the event, so additional advertising or marketing Is not
required.

#5: Performance will be measured by the number of car entrants and attendees. As a community event, residents can
enjoy works of art proudly displayed In our Village free of charge.

6. Is this the first year the event will take place in the City of Carmel? Yes 0 No IZl

7. If not, how many years has the event been held in the City? 11 years

B. Will the event benefit a City or sphere-of-Influence-based non-profit organization? Yes IZl No 0

If you answered "No", please provide a brief explimatlon:

Over the past 11 years, over $300,000 in charitable contributions have been directly donated to The Carmel
Foundation, a local non-profit that serves over 3,300 seniors in Carmel by the Sea as well as throughout the
Monterey Peninsula. Services provided include 50 units of low-income housing, an on-site lunch program, a
meal delivery program to those home-bound, and free medical equipment loans.

9. What are the anticipated direct or indirect charitable contributions from your event that will support Carmel's
schools, cause-related, or non-profit organizations? Over the past 11 years, over $300,000 in charitable
contributions have been directly donated to The Carmel Foundation. The Carmel Foundation received
approximately $28,000 in donations from the 2017 event.

10. Has your event previously received City funding support in the form of reduced fees? Yes IZl No D
If you answered "Yes" to this question, attach the following documentation to this application: A. name of
charitable organization(s), B. amount(s) of actual charitable contributlon(s) since the inception of the event.

If you did not attach documentation, please provide a brief explanation:

Over the past 11 years, over $300,000 in charitable contributions have been directly donated to The Carmel
Foundation. As the gathering point for seniors from throughout the Peninsula, The Carmel Foundation provides
a gathering place for seniors to gather and enjoy a variety of activities and services in an environment of respect
and camaraderie.

11. Is your event financially dependent upon receiving City support? Yes ~ No 0
Grant Application Form, Page 2 of 4
City of Carmel by the Sea, Community Activities Dept., PO Box CC, Carmel, CA 93921 (831}620-2020
SPECIAL EVENT SUPPORT GRANT APPLICATION Attachment 1
FOR' SPECIAL EVENTS OCCUR lNG BETWEEN JULY 1, 2018 JUNE 30, 2019
Page 2

12. Does your organization have an outstanding debt to the City of Carmel-by-the-Sea? Yes 0 No IZJ
13. Will admission be charged (including any sort of pre-payment/registration or sponsorship plan)? Yes 0 No IZJ

There is no admission cost for attendees. Car entrants pay an entry fee. Sponsorships are TBD.

14. Will your event be open to the community/public? Yes IZJ No 0

Grant Application Form, Page 2 of 4


City of Carmel by the Sea, Community Activities Dept., PO Box CC, Carmel, CA 93921 (831)620-2020
SPECIAL EVENT SUPPORT GRANT APPLICATION Attachment 1
FOR SPECIAL EVENTS OCCUR/NG BETWEEN JULY 11 2018- JUNE 30, 2019
Page 3

15. Does your organization serve Carmel-by-the-Sea residents? Yes l8l No D


If you answered yes, please explain how:

Carmel by the Sea residents are able to enjoy a funfilled event that Is open to our community at no charge. locals
have the opportunity to mingle with their neighbors and business colleagues while enjoying a world-class event In
their home town.
Those within the community are also served by the benefits of The Carmel Foundation, the non-profit beneficiary
of the event. The Foundation's mission is to provide a place for seniors to gather and enjoy a variety of activities
and services In an environment of respect and camaraderie. Studies have demonstrated the importance of
socialization for the health and well being of seniors. The Carmel Foundation provides a safe environment for
seniors to learn something new and make new friends. By being amongst their peers, seniors can reverse the
effects of listlessness and loss of enthusiasm for life and Its adventures. For those with financial struggles, SO units
of low-income housing Is made available so those who have made our community what it is today are able to stay
in the area they've called home. Support services provides assistance for those who need assistance with meals
via delivery to homebound seniors, for those who need to borrow medical equipment, or for those who could
benefit from a support group. These programs and services create opportunities for seniors to thrive.

16. Will your event be sponsored} hosted and _organized by a non-profit organization? Yes jgJ No 0

If you answered yes: a. What Is the name of the organization? b. Please explain how it will benefit the organization.

CONCOURS ON THE AVENUE offers The Carmel Foundation additional awareness within our community and the
u.s.
The Carmel Foundation receives donations made by car entrants and other supporters throughout the world
which helps further re~uce our deficit enabling us to continue serving senior citizens in our community.

17. Will your event benefit any for-profit enterprises? Yes D No f8l

18. Will your event serve~ involve} call attention to and promote the City of Carmel} its residents~ non-profits,
schools and/or organizations? Yes IZI No 0

19. Will your event attract visitors to the City? Yes IZl No D

20. Will the event directly or indirectly benefit or promote City of Carmel businesses? Yes j:gl No 0
If you answered yes, please explain how:
The combination of 12,000 spectators and 190 car entrants from throughout the United States results in a
significant Increase In spending for City of Carmel businesses. Because of the event, there are 3 additional days
of hotels being filled at top dollar with visitors shopping in the v-Illage's stores and dining In local restaurants.
Having national and international journalists In Carmel for the event results In tremendous exposure for Carmel
by the Sea as a destination.

OTHER REQUIREMENTS

17. Successful applicants must follow the City 1 S separate Special Event Permit process and submit all necessary
forms 1 insurance and fees as required.

Grant Application Form, Page 3 of 4


City of Carmel by the Sea, Community Activities Dept., PO Box CC, Carmel, CA 93921 {831) 620-2020
SPECIAL EVENT SUPPORT GRANT APPLICATION Attachment 1
FOR SPECIAL EVENTS OCCURING BETWEEN JULY 1, 2018- JUNE 30, 2019
Page 3

18. Successful grant recipients will be required to enter into an agreement with the City and consent to the City's
terms and conditions that will include language granting the City the right to audit financials. The agreement will
include a mutually agreed-upon promotion/marketing plan that will incorporate promotion of the City on the
event/event organizer's website, and performance measures for evaluating the event's marketing and economic
impact.

19. Event organizers will be required to demonstrate how the event met, or did not meet, the objectives and
measures in a required, post-event report. Event organizers that are granted funding will be required to submit
such a report to the City within 60 days of the event's conclusion.

ACKNOWLEDGEMENTS

I certify that the above information is true and correct to the best of my knowledge.

I certify that participation in this organization is not predicated on a person's race, color, religion, ethnicity,
national origin, age, sex, sexual orientation, marital status, political affiliation, disability or medical
condition.

Grant Application Form, Page 3 of 4


City of Carmel by the Sea, Community Activities Dept., PO Box CC, Carmel, CA 93921 {831) 620-2020
Attachment 1
SPECIAL EVENT SUPPORT GRANT APPLICATION
FOR SPECIAL EVENTS OCCURING BETWEEN JULY 1, 2018 JUNE 30, 2019
Page 4

I understand that this Special Event Support grant application is for preliminary review only, and does not
guarantee that my event will be approved to move forward through the Special Event Grant process. If
approved, I understand that any change in the scope of the event must be reported to the Community
Activities Department and additional permits and fees may be required.

Applicant Signatu

nam~
Date / tt> Z '&: 2 01

Please print =e::ouyzoue;

Grant Application Form, Page 4 of 4


City of Carmel by the Sea, Community Activities Dept., PO Box'" Carmel, CA 93921 {831} 6202020
Attachment 1

Carmel by the Sea Concours on the Avenue Marketing Plan


As noted in our Special Event Support Grant Application previously submitted, due to the size of the
event, our objective is not to grow the event. Our website (http://carmelconcours.com/} provides a
wealth of information about the event and the event's beneficiary, The Carmel Foundation. The
Foundation also provides information about the event via weekly e-blasts and a printed monthly
newsletter that reaches more than 3,300 individuals and various local businesses. Event-related
information is provided on the Foundation website. The Carmel Chamber of Commerce website and
visitors guide also features information about the event. Concours on the Avenue is noted in all local
publications that feature Car Week.

Carmel by the Sea Concours on the Avenue Performance Measures


Carmel by the Sea Concours on the Avenue will gauge its performance by the following:
Providing local residents a fun-filled, safe and clean event that is open to the public.
Welcoming visiting attendees who have traveled from all over the United States to enjoy the
fine art displayed at the event.
Executing a well-planned and detail-oriented event, as has been successfully done the past 10
years.
Ensuring that The Carmel Foundation continues to receive financial support from the event,
enabling the Foundation to provide a host of services to our communitts seniors.
Having an appropriate number of car entrants and attendees at the event (targeting 12,000
guests at the event).
Providing information about the Village for attendees and guests via distribution of the Guide to
Carmel as well as providing a Chamber and Foundation informational tables at the event.
Conducting a review after the event to make improvements and necessary changes for the
following year.
Attachment 1

REVENUE 2018 Budget


Ticket Sales none
Application for Entry Fees 190 x 250 $ 47,500
Brand Partnerships $ 125,000
TOTAL REVENUE $ 172,500

EXPENSES
Awards $ 7,200
Golf Carts, Special Parking Lot, Security, Convoy $ 13,000
Additional Security $ 3,570
Windshield Placards $ 7,200
Judge and Volunteer Gear $ 600
Commission to Brand Partnership $ 3,500
* Convention I Trade Show Services* $ 65,000
Hotel-Event Team Inc F&B $ 34,000
City Park Restroom Maintenance, Street Cleaning I Janitorial $ 2,728
Office Supplies $ 300
Credentials $ 2,100
Flowers for Awards Pavilion $ 71000
Architectural Expense $ 2,800
Website, Domains, Etc. $ 1,500
Advertising or Photography $ 750
Event Pins $ 1,200
Carmel PD Overtime and or Special Event Permit $ 11,771
Misc. Cash I Gratuity $ 1,500
Accounting I Tax Prep $ 1,000
Audio Visual $ 26,000
Carmel Business License $ 200
Insurance $ 5,200
Chamber of Commerce Membership $ 425
Survey $ 4,000
Rental Car, Airline Tickets, Misc. $ 2,500
Gifts for Judges $ 4,000
Pre-Event and Event F&B Hospitality $ 5,500
Consulting I Legal Services $ 500
Shipping $ 750
Banners $ 1,500
Sub-TOTAL EXPENSE $ 217,294

GAIN I< LOSS > $ (44, 794)

Zero value for principals, back office or home base cost included

Construct awards pavilion, Rental chairs, Refuse handling, Street layout,


Garabge can setup, Optidomes, Storage and delivery of event supplies, Misc ..
Attachment 2

SPECIAL EVENT PERMIT i

APPLICATION I

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Attachment 2
City of Carmel-by-the-Sea Special Event Permit Application

EVENT DESCRIPTION
Event Title: 12th ANNUAL CARMELBYTHESEA CONCOURS ON THE AVENUE
Date of Event: !ll_~~~a_y_,_ Aug~st..!~Otlt_. ______________----------------------------------------------------------------
Event Organizer: Motor Club Events, LLC

Date of Request: October 5 2017

Type of Event:
X
0 Art/Exhibits 0 Parade/Procession 0 Run/Walk 0 CarShow

0 Festival/Celebration D Other------------

Describe the event. Be as specific and detailed as possible. Include all equipment to be utilized for the event.
including tents. tables. chairs, sound equipment, props generators, etc.:

The Twelfth Annual CBTS CONCOURS ON THE AVENUE scheduled for Tuesday, August 21,2018 will
feature European Classics (such as German, French or British automobiles) and Classic American
Muscle Cars. The vehicles will be displayed on both sides of Ocean Avenue, allowing for pedestrian
viewing of the vehicles. Ocean Avenue will require certain street closures to allow for the parking for the
vehicles and pedestrian traffic. The event cars will be staged on San Carlos between 8:00am - 11 :OOam
and then systematically staged within the venue. The staging of the vehicles on Ocean Avenue will
involve parking the vehicles side by side along the curb line at 60 degree angles. The vehicles will be
staged In a single row allowing for emergency traffic along the center median lane of traffic (referred to as
the #3 lane of traffic). An awards pavilion will be located at the intersection of Ocean Avenue and Lincoln
Avenue. The event will be open to the public for viewing to benefit The Carmel Foundation. Offsite
parking for trucks and trailers will be provided by the event organizer. Event organizer will be seeking
sponsorship to assist in defraying the cost of the event: however event organizer will abide by all Carmel
by-the-Sea rules and regulations governing signage and corporate sponsorship. No food or beverages
will be sold within the venue. Tlmellne for the day will be provided closer to the event and will include
set-upJ tear down, judging times and awards presentations. Event organizer with The Carmel Foundation
will notify all businesses In the commercial district of the event In the days leading to the event.

Is this an annual event? Xu How many years have you held this event? 11 previous

Total anticipated attendance: 12,000+

APPLICANT AND SERVICE PROVIDER INFORMATION

Applicant Name: The Carmel Foundation- Jill Sheffield, Holly Zoller

Address: P.O. Box 1050, Carmel, CA 93921/ SE Corner of ath & Lincoln
Telephone/Cell/Fax: _Q~;~20-870Q,_fax~--- 62_!-57Q__________.___________________________________ _

Email address: isheffield@carmelfoundation.org


Attachment 2
City of Carmel-by-the-Sea Special Event Permit Application

List all professional event organizers, event service providers, etc., hired by you that are authorized to work on
your behalf to plan, produce and/or manage your event. Attach additional names and information on a separate
page if needed. Note: Any person, firm or business conducting or carrying on any type of business within the City
must have a City of Carmel-by-the-Sea business license.

Service Provider~ T.!l Cord !~ad~!hO.!! Servic~~----- -- ------ - ----------------- ----------- ---- --- - ---
Address: 738 Neeson Road, Marina, CA 93933

Telephone/Cell/Fax: 8
.;;_3:;_;;1_
-8:;_c:;8~
3_;;;
8-'-
60
-'--'0:;____ _ _ __ _ _ _ _ _ __ _ _ _ _ _ _ _ _ _ _ _ _ _

Business License #: ~~!Q.______________________________


______ ------------------------------------------------------------------

Service Provider: Glastonbury Inc. (Audio Visual)

Address: ~_~~-~-~-~~enu~, Sand City, _CA _93~55 ____________ --- - -- ------- ---- - ---- ------

T~ephon~~UFax:8~3~1~~~4~1~~~8~80~~-------~--~---~

Business License#: ~~7!1 _____ ______________ ------------------------------------------------------------------------- --------------

Service Provider: Pureserve Building Services

Address: 557 Brunken Avenue, Suite G, Salinas CA 93901

Telephone/Cell/Fax: _83_~~~~~~136 --- ----------------------------..--------- -- ------------ -------------------


Business License #: 24586

Service Provider: National Parking and Valet

Address: ~~0 Gar~.!_l!_~oad, _!~ite 1Q!, Monter~y, C~~~940 -----------~----------'---------


Telephone/Cell/Fax: ....:::
8~ 3.::....
1~ ....::..4
...:;.;;6:;......0
=-4=
2~6 _ _ _ _ _ __ _ _ _ _ _ _ __ _ _ _ _ _ __ _ _ __

Business License#: __;1. . . ;.9.; ;. 2_18_ _ _ _ _ ____ ____ __ _ _ _ _ _ _ _ _ ____ _ __

PLEASE LIST INFORMATION ON ALL ADDITIONAL SERVICE PROVIDERS ON A SEPARATE PAGE AND
ATTACH TO THIS APPLICATION.

SPECIAL EVENT LOCATION(S)

Describe the proposed location(s) of your event. Be as specific and detailed as possible. Include street names,
intersections, parks, and/or any other pertinent directional details:

Ocean Avenue. Junipero to Monte Verde East and West bound lanes (including parking), Mission, Dolores, San
Carlos, Lincoln from Ocean to 6th and Dolores and Lincoln from Ocean to 7th until 9:00 pm or when all vehicles
have left the venue, whichever comes first; San Carlos to 8th until11 :00 am. Based on applications accepted
we will use a portion of San Carlos and Mission to the entrance of Red Eagle Alley.
The road closures needed include Ocean Avenue between Junlpero and Monte Verde; Mission, Dolores, San
Carlos and Lincoln between Sixth and Ocean and Mission, San Carlos, Dolores and Lincoln between Ocean
and Seventh.
Street Closures:

2
Attachment 2
City of Carmel-by-the-Sea Special Event Permit Application

Mission between 6'h and Ocean Avenue


Mission Street between Ocean Avenue and 7th (Access will remain to Wells Fargo parking lot and the
Carmel Plaza parking garage during event)
W/B Ocean Avenue from Junipero Avenue to Monte Verde
E/B Ocean Avenue from Junipero Avenue to Monte Verde
San Carlos between Ocean Avenue and 7th barricade at Wells Fargo Bank (Access will remain to Wells
Fargo parking lot and the Carmel Plaza parking garage during event)
San Carlos between 6th and Ocean Avenues
Dolores Street between Ocean Avenues and 7th
Dolores Street between 6th and Ocean Avenues
Lincoln between Ocean and 7'h
Lincoln between 61h and Ocean

Devendorf Park will be used from Monday, August 20 at 12:00 am midnight through Wednesday, August 22 at
9pm. Devendorf Park will be used for brand partnership presentation on Monday, Tuesday and Wednesday
{August 2022). Erect an approx. 20'x40' tent and outfit with general furnishings. Erect an approx. 1O'x1 0' tent
for general storage. Tents will use water barrels and/or weights for tie downs (not stakes). Display nine
vehicles. Twelve signs of various types (no lights, balloons or streamers), Included In total number of signs.
Set up time will not begin before 12:00 am midn~ght on 8/20/18. Breakdown of the park, includi.ng removal of all
event items and cleaning will be completed by 9:00pm on Wednesday 8/22/18. Any tents placed in the park
and event will need to be Inspected by the fire department prior to use. This can be arranged through the
Monterey Fire Department via the Community Activities Department.

EVENT SCHEDULE I TIM ELINE*

Date From (Include To (Include Number of Hours


AM/PM) AM/PM)
Set up I Load in
Monday, 8/20/18 12:00 am
midnight

Time of event
Tuesday, 8/21/18 8:30am 5:00pm 7 hours

Take down/ Load out


Wednesday, 9:00pm
8/22/18

Will this event require admission, entry, participation or sponsorship fees? Yes
If so, please list ALL required admission, entry, participation and sponsorship fees: Sponsorships are TBD

3
Attachment 2
City of Carmel-by-the-Sea Special Event Permit Application

SITE PLAN I ROUTE MAP

Attach a Site Plan and/or Route Map to this application. Include the following information:
An outline of the entire event venue, including the names of all streets, intersections, or areas that are
part of the venue. If the event Involves a moving route of any kind, indicate the direction of travel and all
street or lane closures.
The location of all fencing, barriers and/or barricades. Indicate any removable fencing for emergency
areas.
The provisions for minimum twenty foot (20') emergency access lanes throughout the event venue (in
each of the previous 10 years we have used 10' emergency access lanes and plan to do so in this event
year as well). The location of all portable restrooms, including accessible portable restrooms. Note:
portable toilets are not permitted on Scenic Avenue or the beach.
The location of all stages, platforms, scaffolding, bleachers, grandstands, canopies. tents, booths,
cooking areas, trash containers and dumpsters, and other temporary structures.
A detail or close-up of a food booth or cooking area configuration, including booth identification of all
vendors cooking with flammable gases or barbecue grills.
Generator locations and/or source of electricity. Note: generators are not permitted on the beach.or
Scenic Avenue
Placement of vehicles and/or trailers.
Exit locations for outdoor events that are fenced and/or locations within tents and tent structures.
The location of first aid facilities and ambulances if applicable.
Identification of all event components that meet accessibility standards.

RESERVING PARKING STALLS


List the exact location(s) of- and how many parking stall(s)- you wish to reserve. Please Note: parking stalls on
Scenic Ave'nue and in the Del Mar parking lot cannot be reserved. Parking stalls on Ocean Avenue cannot be reserved
on Tuesday and Thursday of Car Week. Parking stalls mav not be used for the purpose of offering test drives.
Signs to be posted 48 hours in advance.

All parking stalls In the following locations:


On the north side of Ocean Avenue between Junlpero and Monte Verde (B), on the south side of Ocean Avenue
between Junlpero and Monte Verde (B), on the north side of 6th between Junlpero and Monte Verde, on both sides of
Junlpero between eth and Ocean Avenues (MST), on Mission Street between Ocean and 6th Avenue, on Mission
between Ocean Avenue and 7th, on San Carlos between Ocean Avenue and 6th Avenue. on San Carlos between ath &
1Oth Avenue (6am-noon only 8/15/17), San Carlos between Ocean Avenue and 7th, San Carlos between 7th and ath (6am
- noon), Dolores Street between Ocean Avenue and eth, Dolores between Ocean and 7th (B), Lincoln between Ocean
and 6th, Lincoln between Ocean and 7th (B). north side of 7th between Junlpero and Monte Verde, Monte Verde
between Ocean and eth (for MST), east side of Casanova between Ocean & 7th (for MST), designed handicap parking
will be on E/S Junlpero between Ocean and 7th, S/8 center Isle Junlpero between 3rd and 4th (for Doug's trucks). Any
No Parking signs, barricades Inside the event will be removed by 8:00am. Two parking stalls on the south side of 6th
between Lincoln and Monte Verde - behind the Pine Inn for golf carts only at the corner of Lincoln and 6th the first
two spaces. On the South side east and west corners of eth at Lincoln, Dolores San Carlos and Mission. West side
and East side of Mission between Ocean & 61h Monday 8/20/1812:00 am midnight untll8:30 am and Wednesday,
8/22118 from 5:00pm to 9:00pm. Additionally on the north side of Ocean Avenue between Junlpero and Mission
Monday 8/20/18 12:00 am midnight untll8:30 am and Wednesday, 8/22/18 from 5:00pm-9:00pm. i

!
i
What dates do you wish to reserve the stall(s)? Auaust 21. 2018 Csee Event Schedule/Timeline)
Will the stalls be for public or private use? both !
Start and end times each day: concurrent with event
How many cars are expected to use the space(s)? 200-225
I
l
Will you be erecting any structures (stanchions, etc.) or placing any objects such as carpeting in the road? Yes
I
l
~
I

4 l
I
t
Attachment 2
City of Carmel ..by-the-Sea Specia_
l Eveot Permit Application

If yes, per Carmel Municipal Code 12.08.030, a temporary encroachment permit, which will be issued in
conjunction with your special event permit, is required.
Describe in detail all structures/objects and their placement in the road: See attached layout

Will you be using a valet service to manage parking in the reserved stalls? Yes

If yes, provide the following information and attach a copy of the valet parking plan to this document:

Service Provider: M_ot~ CI~-~.Y~I!!~L~LC ________________________. _____________


________________ _______________

Address: 2575 Peachtree Road NE, Suite 305, Atlanta, GA

Telephone/Cell/Fax: 404-2372633, cell: 404-805-1650

Business License #: Q~OOQ~~~1~------------------. . ----------- --------------------------- --------------------------------------- - -

SECURITY PLAN
Have you hired a licensed professional security company to develop and manage your event's security?
If so, please provide the following information:

Service Provider: =-=


N= at=lo=n=a=I..:..P=a.:...:
rk=ln=g'"--- - - -- -- - - - - - - - - - - - - - - - - - - -
Address: 2560 Garden Road, Suite 109, Monterey, CA 93940

Telephone/Cell/Fax: ~3~~~~-05~~------- ----------------- ----------------------------..---------------------------


Buslness License#: 19
. :. .:; . .2; ; ; .1-=-8-
.: -- - - - - - - - - - - - - -- - - - - - - - - - - - -- - -
Private Patrol O p e r a t o r # : - - - - - - - - - - - - - -- - - - - - - - - - - - - - - - - - - -

Please describe your security plan including crowd control, internal security and venue safety, or attach the plan to this
application:

A total of two security guards will be on duty at Junipero Ave. and Ocean Ave. as well as Monte Verde and
Ocean during the course of the event.

MEDICAL PLAN
Do you have a medical plan for your event? .Y!.

Describe your medical plan. Include the communications plan, the number and certification levels (MD, RD,
Paramedic, EMT), and types of resources that will be at your event and the manner in which they will be managed
and deployed. Include location(s), hours of setup and dismantle of medical aid areas.

A first aid station, located on the corner of Lincoln and Ocean (across the street from the library), will be
manned with first aid supplies by a R.N. from 8:30am- 5:00pm. If an individual needs first aid and is
ambulatory, then he/she can go to the first aid station or to the nearest outpoint of the event footprint. If
an individual is non-ambulatory, 911 will be called to respond.

Have you hired a licensed professional emergency medical services provider to develop and manage your event's
medical plan? Yes If so, please provide the following information:

Service Provider: Monica Nathan, R.N., volunteer

Address: 3083 El Toro Road. Pebble Beach, CA 93953

5
Attachment 2
City of Carmel ..by..the-Sea Special Event Permit Application

Telephone/Cell/Fax: 831373-3610, cell: 831-6017469


Business License #:PLAN
ACCESSIBILITY n/a----- ----- - ----- -------------------------- - ------------------------ - ------ -

This list is intended to serve as a planning guideline and may not be inclusive of all City, County, State and
Federal access requirements. You may attach more detailed information If necessary.

1. Will there be an accessible Clear Path of Travel throughout your event venue? Yes
Please describe:

The vehicles will be parked In a single row allowing for emergency trafflc along the center median lane of traffic
(referred to as #3 lane of traffic).

2. Have you developed a Disabled parking and/or Transportation Plan for your event? Yes
If yes, please describe:

Handicap parking will be provided on E/S Junlpero between Ocean and 7th. Designated parking signs will
be posted the morning of the event. The parking area will extend from the corner of Ocean Avenue south
to 7th Avenue.

3. Will a minimum of 10% of portable rest rooms at your event be accessible?~


If no, indicate why. Please describe your accessible portable res~room plan:

The event coordinator has agreed to hire contracted cleaner, Pureserve; Hector Mar9uez~ to maintain the City
restrooms in both cleanliness and supplies located at Devendorf Park, Lincoln and 6 h and Picadilly Park.

4. Will all signage be placed so pedestrian flow will not obstruct its visibility? No Please describe.
Note: all event signage must be approved by the City Planning Department before your Special Event permit is issued.

Event slgnage will be located at various Intersection corners throughout the event location. The signs are
intended to be the same as in previous years, consisting of Meter boards 3.2 feet wide and 6 feet high standing
up In bases. There will be no lights, balloons or streamers attached to the signs. The type of signage for this
event Is not part of the general plan of the City, however the event requires this type of slgnage to enhance the
sponsorship and overall quality of the event. Midpoint signage may occur by sponsor. It Is anticipated to have
sponsor signage on each corner of the interior of the event and at optidomes placed in the intersections of
Mission, San Carlos and Dolores. The total number of signs placed on corners or street area within the event
shall not exceed 62. This Includes banners in Devendorf Park. This number does not include the banners
placed on poles on the center islands by Tri-Cord.

5. If an information center is provided at your event will customer services representatives be available to assist
disabled individuals? Please describe: N/A

6.1f all areas of your event venue cannot be made accessible, will maps, programs, or information be made
available to show the location of accessible rest rooms, parking, drinking fountains, and first aid stations? Yes
Please describe.

At the center of the event, an information booth will provide visitors with the locations of the above mentioned
Items. Each block on the event footprint will also have a volunteer Block Host that is trained and outfitted with
a binder that has maps enabling them to best answer any questions relating to the locations of services noted
above.

"'* The event will include:


Closure of East and West bound Ocean Avenue from Junlpero to Monte Verde. Closure of Mission, Dolores, San
Carlos and Lincoln between 6th and Ocean and portions of Mission, San Carlos, Dolores and Lincoln between

6
Attachment 2
City of Carmef..by-the-Sea Special Event Permit Application

Ocean and 7th. Each of the event streets will be shut down from 4:00AM the morning of the event until midnight.
The official event hours would be 8:30 AM to 8:00PM. Access for emergen~y vehicles will be maintained via Ocean
Avenue throughout the venue. The #3 lane (closest to the center median) will be open In both directions throughout
the event. There will be clear intersections for emergency vehicles to pass through the event at Junlpero and
Monte Verde. The perimeter of the event will be blocked by temporary barricades that can be moved easily by event
staff of emergency personnel should It be required.

Temporary closure of San Carlos between Ocean and 8th to stage the vehicles before entry Into the venue. Vehicles
will be arriving at about 0830 hours. Vehicles will enter the venue from the south and use San Carlos Street to stage.
Vehicles will be checking In at San Carlos & 8th. They will then stage on San Carlos between 7th and 8th.
Periodically, the vehicles will be sent to San Carlos and Ocean where they will be guided to their respective location
on Ocean Avenue.

A three tent display area will be created by the event organizer In each of the Intersections of Dolores and Ocean. San
Carlos and Ocean and Mission and Ocean. Coordination with the fire department will take place for the Inspection of
the tents prior to the event and the tents will not be secured to the ground by the use of stakes or other devise that
may damage the roadway.

In the center of the Intersection of Dolores and Ocean a 20' wide by 24' long by 1' high (subject to topography)
platform will be Installed to facilitate an automotive presentation.

Event headquarters, Information will be set up at Cypress Inn on Lincoln and 7th. This will be contained to a small
area within the Cypress Inn.

SAFETY EQUIPMENT
XYes ONo Will your event involve the use of traffic safety equipment? If yes, please list all equipment.

Decorative picket fencing will surround the perimeter of the 18 blocks.

Equipment Company Name: Tri Cord Tradeshow Services

Address: 738 Neeson Road, Marina, CA 93933

Telephone: Day: 831-883-8600 Evening: Cell: Fax

Equipment Setup: Date: Tuesday, 8/21/18 Time: 12:00 am XAM DPM

Equipment Pickup: Date: Tuesday, 8/21/18 Time: 9:00pm DAM XPM

AMPLIFIED SOUND AND/ OR ENTERTAINMENT


Are there any amplified sound and/or musical entertainment features related to your event? If yes, complete the
following information:

Number of Stages: one temporary awards pavilion


Location of Stage(s): at the intersection of Lincoln and Ocean

Number of Performers I Bands: 1 performer

Performer(s)/Band name(s), type of broadcast, and/or music type(s): Donald Osborne will sing the National
Anthem and God Bless America. This acapella performance will be live and amplified.

The awards pavilion will be utilized for announcements and awards presentations. A smaller staging center
will potentially be located In the intersection of Mission and Ocean for further commentary and announcement
on displayed vehicles. This staging area will consist of an elevated platform to display selected cars, a podium
and microphone for the speaker

Start time(s): Tuesday, August 21,201812:00 am


End time(s): Tuesday, August 21,2018 9:00pm

7
Attachment 2
City of Carmel-by-the-Sea Special Event Permit Application

Do you plan to have a patron dance component to either live or recorded music at your event? If yes, please
describe: N/A
Will sound amplification be used? Yes
Please describe the sound equipment that will be used for your event. Include how the sound equipment will be used,
locatlon(s) of the sound equipment and how the equipment be powered: will
Audio system speakers will be located in Lincoln, Dolores, San Carlos and Mission intersections with Ocean
Avenue and can be operated together or Independently. A sound system will be utilized in the venue for the
purpose of announcements, background music, National Anthem, awards presentation and staff will work with
police officers assigned to the interior of the event monitoring the volume throughout the day and adjust if
necessary by request to event organizer.

ALCOHOL
Does your event involve the use of alcoholic beverages? .tfit_lf yes, then please check all that apply:

Free/Host Alcohol _ Alcohol Sales_ Host and Sale Alcohol _ Beer_

Beer and Wine__ Beer, Wine and Distilled Spirits __

Describe your security plan to ensure the safe sales or distribution of alcohol at your event:

PARKING/SHUTTLE PLAN
Will your event involve the use of a parking and/or shuttle plan? No

If yes, please describe (or provide an attachment of your plan).

FOOD CONCESSIONS I PREPARATION

Does your event include food concession and/or preparation areas? No If yes, please describe how food will be
served and/or prepared:

Do you intend to cook food in the event area? !te If yes, please specify method(s) and all equipment that will be
used:

PORTABLE RESTROOMS
Per City Policy, all event organizers shall be responsible for providing portable toilets at their events. The number
of portable toilets will be based on a formula of at least one for every 250 people, or in the case of large-scale
events, as determined by a City Staff Committee. City facilities will not be substituted for the requirement and
shall not be included in the formula. Ten percent of the total number of toilets shall be ADA/handicapped
accessible. The goal is to have at least one wheelchair accessible toilet- in each grouping of portabl~ restrooms.

Proposed total number of portable toilets: TBD by the City


Number of ADA accessible portable toilets: TBD by the City
Restroom Provider: Provided by the City __

Address:

Telephone/Cell/Fax: ------------------------------------ --------.-- --

8
Attachment 2
City of Carmel-by-the-Sea Special Event Permit Application

Business License #:
------------~-------------------------------------------------
Equipment Setup: Date: Time: Eguipment Pickup: Date: Time:

Please attach a site diagram to this application Indicating the number, location andtype (regular or
accessible) of portable toilets for the event.

SANITATION AND RECYCLING


All events must work with the City's waste management provider (GreenWaste) to address recycling and waste
diversion. The plan must indicate sufficient staff to handle cleanup throughout the day and after the event, and
sufficient equipment placed in effective locations.
In the case of a street event streets will remain closed to allow for adequate cleanup. Post-event cleanup
must commence immediately after the end of the event.
Litter and trash control shall include the event site and a one-block radius around the event site.
Per Municipal Code Section 8.74, the use of single-use carryout plastic bags is prohibited at any special event.
Cups, plates, or any type of food or liquid containers made of styrofoam are not permitted.

Describe your plan for cleanup and removal of recyclable goods, waste and garbage during and after your event.
Include the number of dumpsters, trash cans, recycling containers, and a plan for waste stream diversion.

Location(s) of dumpsters, trash cans, recycling containers:

Event organizer will provide their own dumpster and personnel to clean during the event and Immediately after the
conclusion ofthe event. The trash plan Includes the use ofTrlcord Trade Show Services. Alongside each city trash
container, a recycle container will be placed and policed throughout the day for recycling purposes. Independently,
both refuse and recycling will be periodically removed and placed In their respective dumpsters at Highway 1 and Rio
Road. The two separate dumpsters (one for refuse. one for recycling) will be removed and processed by
GreenWaste, Including recycling efforts. Two personnel hired by the event coordinator are responsible for picking
up and emptying trash during the event. Trash will be hauled away from the event with use of a pick-up truck
provided by Trlcord. The event coordinator agrees to maintain control of trash throughout the event and ensure
proper clean-up of area Immediately following the conclusion of the event. The event coordinator agrees to be the
primary contact for Tricord should there be a need to coordinate additional trash collection during the event. In
addition, four (3 yd) dumpsters will need to be supplied for the removal of trash from the event. These dumpsters will
be placed outside the Immediate event area and used throughout the event for Immediate removal of trash.

Additional Waste
Provider: Tri Cord Tradeshow Services

Address: 7._38 ~~e~.Q!LB~.~1__Mari_~1- CA 9~93~------------------------------------- ----------------


Telephone/Cell/Fax: ;;_;.
83:;_:1__;8:..8--=-
:o. 3-8
.....::..;:_
60::. .0: :___ _ _ _ _ __

Business License#: _
24_8_0_0_____________ - - - - - - - - - -- - -- -- - - - - - - - - -

Equipment Setup: Date: Tuesday, 8/21/18 Time: 12:00 am Equipment Pickup:


Date: Tuesday, 8/21/18 Time: 9:00 pm

MITIGATION OF IMPACT
Have you met with and/or notified the residents, businesses and other entities that may be directly impacted by
your event? If yes, please attach a complete list of these entities. If no, please explain: On two different dates
prior to the event, The Carmel Foundation distributes informational flyers to businesses within the event footprint.

See attached

9
Attachment 2
City of Carmel~bythe-Sea Special Event Permit Application

INSURANCE REQUIREMENTS
The City of Carmel-by-the-Sea requires liability coverage of a minimum of One Million Dollars (or minimum
$2,000,000 for large-scale events) for all special events. ALL property and locations that are to be utilized I
insured must be listed and reflect the City's interest in the insured property. The policy must read as follows: The
City of Carmel-by-the-Sea, its public officials, officers, agents, and employees are names as additionally insured
in respect to <EVENT> on <DATE>.This information is typed in the "Description qf
Operatlons/LocationsNehicles/Exclusions Added by Endorsement/Special Provisions. A separate, "Additionally
Insured" endorsement page, with the same wording as above, is also required. If applicable, Proof of Workers
Compensation is also required. The policy must specify commencement and expiration dates f9r coverage of the
event. NAME/ADDRESS OF INSURED must read: City of Carmel-by-the-Sea, PO Box CC, Carmel, CA 93921.
The name of the insurance company writing the policy, policy number, address, phone and fax must be included.
The Insurance Company must be a company doing business in California and must be rated A+ or better. The
rating of the company must be attached to the Certificate of Liability/Additionally insured Endorsement.

AFFIDAVIT OF APPLICANTCSl

Note: This AFFIDAVIT OF APPLICANT(S) must be signed by all parties, including applicant(s) and all service
providers (including, but not limited to, any and all caterers, event planners, and contractors/vendors that will
provide support services for and/or at the event).

I certify that the information contained in the foregoing application is true and correct to the best of my knowledge
and that I have read, understand and agree to abide by the rules and regulations governing the proposed Special
Event under the Carmel-by-the-Sea Municipal Code. I understand that this application is made subject to the
rules and regulations established by the City Council and/or the City Administrator or the City Administrator's
designee. I agree to comply with any other requirements of the City, County, State, Federal Government, and any
other applicable entity which may pertain to the conduct of the Event. I agree to abide by these rules, and further
certify that I, on behalf of the Host Organization, am also authorized to commit that organization, and therefore
agree to be financially responsible for arty costs and fees that may be incurred by or on behalf of the Event to the
City of Carmel-by-the-Sea. I understand that submitting this application acts as a request, not a guarantee.

Please note that signatures will be provided prior to permit issuance.

1. The Carmel Foundation - Jill Sheffield/Holly Zoller


.
Prl Name of Event Organizer/Applicant

2.
Print Name of Event Organizer/Applicant

Signature Date

3. Tri Cord Tradeshow Services Larry Bell


Business Name: Print Name of Service Provider

Signature Date

4. Glastonbury Inc. (Audio Visual) Gerard Mattimoe

10
Attachment 2
City of Carmel-by-the-Sea Special Event Permit Application

Business Name: Print Name of Service Provider

Signature Date

5. Pureserve Building Services Hector Marquez


Print Name of Service Provider

Signature Date

6. National Parking and Valet Steve Summers


Business Name: Print Name of Service Provider

Signature Date

7. Motor Club Events, LLC Doug Freedman


Business Name: Prlrit Name of Service Provider

Signature Date

a. Monica Nathan Monica Nathan


Business Name: Print Name of Service Provider

Signature Date

9.
Business Name: Print Name of Service Provider

Signature Date

Thank you for completing your Special Event Permit Application. Before submitting your application, please
review the checklist below to ensure that you have completed and attached all necessary information that pertains
to your event.

As applicable to your request, have you:

~ Signed and dated your application?

l&} Attached your application fee?

~ Attached information on additional service providers, if necessary? N/A

0
11
Attachment 2
City of Carmelby-the-Sea Special Event Permit Application

Attached your event parking.and/or valet and/or shuttle plan(s)? See attached.

Provided copies of City of Carmel-by-the-Sea business or "in and.about" licenses for all of the vendors
0 you will be using for your event? (Caterers, Wedding Planners, Photographers. Officiant, Event
Organizers, Delivery Services, etc.) Have they signed the application?

This will be provided prior to permit issuance. Negotiations are still underway with various
providers.

0 Attached proof of insurance for your event? Will be provided prior to permit Issuance.

0 Attached a site diagram indicating the number, location and type of portable toilets for the event?

To be provided by the City.

0 Attached your GreenWaste plan? See application for detailed plan ..

PLEASE SUBMIT YOUR APPLICATION FEE OF $155.00 WITH THIS FORM.


PLEASE MAKE YOUR CHECK PAYABLE TO: CITY OF CARMEL-BY-THE-SEA

PLEASE SUBMIT YOUR COMPLETED APPLICATION AND FEE TO:

City of Carmel.. by..the-Sea


Attn :Community Activities Department
PO BoxCC
Carmel, CA 93921
OR

EMAIL YOUR COMPLETED APPLICATION TO:


mmperotti@ci.carmel.ca.us
laiello@ci.carmel.ca.us

Direct Line (831) 6202020

Office use only

Approved: _ _ _ _ _ _ _ _ _ _ _ _ _ __ _ Date: _ _ __ _ _ _ _ __

Signature: _ _ __ _ _ _ _ _ _ _ _ __ _ __ _ _ /Community Activities Department

Signature: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ /Police Department (if necessary)

Yes /No: _ _ _ _ Attached City Council action (if necessary) Yes/No: Insurance approved Yes/No:

Notification sent _ _ _ _ _ Date_ _ _ _ _ _ _ _ _ __

12
Attachment 2
NOTICE
Special Event
CARMEL-BY-THE-SEA CONCOURS ON THE AVENUE

UPS, FedEx, DHL & Other Shippers


will have a common delivery point on Tuesday,
August 21,2018
at the intersection of 6th Ave. & Dolores.

The shipper will deliver to you as normal from the


above location, or you can choose to meet the
shipper at the above location.

Attachment 2
For further information, please call 831.620.8702

~~.,--~~~... ~.t .'i'r'~.........'"''~'~~)'fill!,~....,.;f""~..,."""'t....,...,.,..,..,...~ ~--- .......


NOTICE
Special Event
CARMEL-BY-THE-SEA CONCOURS ON THE AVENUE
Will take place on Tuesday, August 21, 2018
NO DELIVERIES. will be possible between 4:00AM
to Late Evening on the following streets:
1. Ocean Avenue from Junipero to Monte Verde
both directions, including all parking.
2. Mission, San Carlos, Dolores & Lincoln
from Ocean Avenue to 6 th and 7 th
Access to Wells Fargo Bank on San Carlos and the parking garage entering
Carmel Plaza on Mission will remain available.

Attachment 2
For further information, please call 831.620.8702

..~-~~~)---.''''''"''"'"'"',...... ._ ....,.. ,.....,.,,..,...-....... .. _ __ ....._.,...........,..........,~-"'


~'*"~
Attachment 3

C4RMEL-B 1'-THE-ShA
POLICE DEPARTMENT

PAUL B. TOMASI
Director of Public Safety

The Carmel Foundation


Lincoln & 8th
Cannel, CA. 93921
Re: Concours on the A venue Event Costs
Attn: Jill Sheffield

Dear Jill,

The City of Carmel-by-the-Sea was pleased to have the Concours on the Avenue (COTA) back
for its 11th year. A detailed bill has been assembled to account for the Council approved
associated costs for the event. As decided by City Council at the May 2nd 2017 City Council
Meeting, grant funding for all City fees for the COTA event will be covered except costs
specifically for, portable toilets, Public Works staff overtime, Community Activities staff
overtime, Police Department staff overtime, and shuttle service. At the May 2nd Council meeting
the estimated costs for the event was $15,581.00.

The actual costs for the Council approved billable items amounted to $15,340.69. This reflects a
slight reduction from the estimated costs for the event identified in the May znd Council Meeting.

The City is requesting that the Cannel Foundation pay the fees for the 2017 COTA event in the
amount of $15,340.69. Attached is copy of the associated billable "hard" costs for the event.

Please feel free to contact me if you have any questions regarding this letter.

Paul Tomasi
Director of Public Safety
Carmel-by-the-Sea Police Department

cc: Chip Rerig, C1ty Administrator

PO BOX 600) CARMEL, CA. 93921 PHONE: (831) 624-6403 FAX: (831) 624-4296
Attachment 3

CARMEL-BY-THE-SEA
POLICE DEPAR1MENT

PAUL B. TOA1ASJ
Director of Public Safety

PAY
RATE
TOTAL per
Cit)' Staff POSITION HOURS HOURS hour cost

venue-coordinates with event organizer,


oversees stage set up and event
Police Officer proceedings inside event, pre-event 0100-
(1) meetings, pre-event postin g- Overtime 2000 30 $119 3,570.00
Oversees shuttle operations, traffic
control for shuttle and management of
Police (6) volunteer personnel, traffic control, event 0700-
officers security, parking-Overtime 1900 52 $119 6,188.00

Community Oversight of event beyond normal 0700-


Activities working hours. 1830 3.5 $69 241.50

II Shuttles Cost =1/2 of total

(4) 14
passenger Vans
Enterprise
Rental 3,000.00

Mise Expense
Rope, Pigtails, food for workers, 1/2 of
budgeted $1000 for Tues/Thurs event. 500.00

Restrooms
7 ADA, 12 standard with hand sanitizer &
containment $3,682.38, 1/2 to COTA
event= $1,841.19 u We will need to
place 1 more ADA and 2 more regular
units on Mt. View next year as they were
Restrooms overflowing. 1,841.19

Traffic Control

Total hard
costs $15,340.69

cc: Chip Rerig, City Administrator

PO BOX 600, CARMEL, CA. 93921 PHONE: (831) 624-6403 FAX: (831) 624-4296
Total Estimated Costs for COTA event 2018

TOTAL PAY RATE


City Staff POSITION HOURS HOURS per hour cost
Oversees shuttle operations, traffic control for
shuttle and management of volunteer personnel,
Police (6) officers traffic control, event security, parking. 0700-1900 52 $119 6,188.00

Community Activities Oversight of event beyond nora mal working hours. 0700-1830 3.5 $69 241.50
Ambulance (2)
Employees Additional Ambulance staffed for event 0800-1600 20 $69 1,380.00
signage & barricade placement, prep work prior to 0800-1700
PW (3) employees event and during event 1200-1400 28 $69 1,932.00
#Shuttles Cost =1/2 of total
(4) 14 passenger Vans Enterprise Rental 3,000.00
i

Mise Expense
Rope, Pigtails, food for workers, 1/2 of budgeted
$1000 for Tues/Thurs event. 500.00
Restrooms J
7 ADA, 12 standard with hand sanitizer &
containment $3,682.38, 1/2 to COTA event=
$1,841.19 **We will need to place 1 more ADA
and 2 more regular units on Mt. View next year as I

Restrooms they were overflowing. 1,841.19


Traffic Control i

We used 448 signs, 228 delineators, 85 cones, 20


Delinators, Cones, long barricades for the COTA event. 1/2 of the

Attachment 4
Barricades, Signs costs are as follows:
Signs: 448 @ $3.00 each 1/2 cost = 672.00
Delineators: 388@ $10 each 1/2 cost= 1,940.00
Long Barricades: 20@ $65 each 1/2 cost= 650.00
Total Costs for COTA event 2017

TOTAL PAY RATE


City Staff POSITION HOURS HOURS per hour cost

venue-coordinates with event organizer, oversees


Police Officer stage set up and event proceedings inside event 0100-2000 19 $119 2,261.001
Police Officer Pre-event meetings, Pre Event sign posting 0700-1800 11 $119 1,309.00

Oversees shuttle operations, traffic control for


shuttle and management of volunteer personnel,
Police (6) officers traffic control, event security, parking. 0700-1900 52 $119 6,188.00

Community Activities Oversight of event beyond nora mal working hours. 0700-1830 3.5 $69 241.50
Ambulance (2)
Employees Additional Ambulance staffed for event 0800-1600 20 $69 1,380.00
signage & barricade placement, prep work prior to 0800-1700
PW (3) employees event and during event 1200-1400 28 $69 1,932.00
#Shuttles Cost =1/2 of total
(4) 14 passenger Vans Enterprise Rental 3,000.00

Mise Expense
Rope, Pigtails, food for workers, 1/2 of budgeted
$1000 for Tues/Thurs event. 500.00
Rest rooms
7 ADA, 12 standard with hand sanitizer &
containment $3,682.38, 1/2 to COTA event=
$1,841.19 **We will need to place 1 more ADA
and 2 more regular units on Mt. View next year as

Attachment 5
Restrooms they were overflowing. 1,841.19
Traffic Control
We used 448 signs, 228 delineators, 85 cones, 20
Delinators, Cones, long barricades for the COTA event. 1/2 of the
Barricades, Signs costs are as follows:
Signs: 448 @ $3.00 each 1/2 cost= 672.00
Delineators: 388 @ $10 each 1/2 cost= 1~940.00
Long Barricades: 20 @ $65 each 1/2 cost= 650.00
A-frames: 40 @ $25 each 1/2 cost= 500.00
Cones: 85 @ $3 each 1/2 cost = 127.50

The trash containers we supply are included in our


Trash containers franchise agreement 0.00
Special Event Fee 155.00
Block Closures $365 per block {15 blocks) 5,475.00
Devendorf Rental 5,501.00
Encroachment permit 95.35

Total Costs: 33,768.54

Attachment 5
Costs for COTA event 2017 specific billable costs per City Council

TOTAL PAY RATE


City Staff POSITION HOURS HOURS per hour cost

venue-coordinates with event organizer, oversses stage set up


and event proceedings inside event, pre-event meetings, pre-
Police Officer (1) event posting- Overtime 0100-2000 hrs 30 $119 3,570.00
Oversees shuttle operations, traffic control for shuttle and
management of volunteer personnel, traffic control, event
Police (6) officers security, parking-Overtime 0700-1900 52 $119 6,188.00
Community
Activities Oversight of event beyond no ramal working hours. 0700-1830 3.5 $69 241.50
#Shuttles Cost =1/2 of total
(4) 14 passenger Vans Enterprise Rental ..
3,000.00
Mise Expense
Rope, Pigtails, food for workers, 1/2 of budgeted $1000 for
tues/Thurs event. 500.00
Rest rooms
7 ADA, 12 standard with hand sanitizer & containment
$3,682.38, 1/2 to COTA event= $1,841.19 ** We will need to
place 1 more ADA and 2 more regular units on Mt. View next
Restrooms year as they were overflowing. 1,841.19
Traffic Control

Total hard costs 15,340.69

Attachment 6