The URL can be used to link to this page

Home My WebLink About2020 New Year's Eve EventSTAFF REPORT CITY OF PALM DESERT ECONOMIC DEVELOPMENT DEPARTMENT MEETING DATE: October 15, 2020 PREPARED BY: Vanessa Mager, Management Analyst REQUEST: Approval of Proposed 2020 New Year's Eve Event Recommendation By Minute Motion: 1. Approve and authorize expenditures in an amount not to exceed $30,000 ($20,000 to Drone Light Show and $10,000 ancillary vendors) from the Fiscal Year 2020/2021 Budget for production of a proposed 2020 New Year's Eve Event. 2. Authorize City Manager to execute ancillary vendor contracts associated with production of the event in an amount not to exceed $10,000. Strategic Plan Approval of the Proposed 2020 New Year's Eve Event would address the following priorities as specified in the City's 2013-2033 Strategic Plan, Envision Palm Desert — Forward Together. Economic Development Priority 3: Create and attract entertainment and events to enhance and expand the Palm Desert economy and lifestyle. Tourism and Marketing Priority 2: Grow existing events and develop new events to enhance the desirability of Palm Desert as a year-round destination. Backaround Analvsis At the July 9, 2020, City Council meeting, Council directed staff to cancel all events in 2020 that were not permitted under the State and County COVID-19 guidelines. This decision was based on the professional opinion of Dr. Cameron Kaiser, Public Health Officer for the Riverside County Public Health Department. Dr. Kaiser stated that: ...events and other similar gatherings would uniformly require the Governor's Stage 4 lifting of the Stay -at -Home order. Governor Newsom has indicated on prior occasions that this would require either a vaccine or acceptable treatments, neither of which is currently in place. At this time, it is unknown when the Governor would lift the Stay -at -Home Order and permit these types of events. October 15, 2020 - Staff Report Approval of Proposed 2020 New Year's Eve Event Page 2 of 3 It was Dr. Kaiser's professional opinion that he would be surprised to see it happen before the end of the calendar year. Thus the City cancelled, postponed or re -imaged many of its events and, while staff has been able to shift to virtual events, the community continues to desire a more tangible experience. Currently, the State and County have approved drive-in and drive-thru events, which staff has explored for events such as concerts in the park. Unfortunately, the cost of these events is prohibitive. Bids for the audio/visual of the drive-in October concert series came in at just under $160,000. Since August, staff has continued to explore other unique ways of celebrating and entertaining Palm Desert residents while maintaining appropriate social -distancing. One of the more creative ways is a drone light show. Cities such as Solvang, CA have hosted drone' light shows and have . seen thousands of spectators enjoy the experience (https://www.youtube.com/watch?v=D5MLv2WLdks). Staff has researched and spoken with a few drone companies to find that a show can be seen best from within a one and half mile radius but may be visible up to five miles in every direction. Analvsis Staff is recommending that a 15-minute drone light show choreographed to music be approved for December 31, 2020 at 7pm (New Year's in Greenland, Rio de Janiero and Guyana). The drones would take flight from the College of the Desert baseball field and would allow the use of some parking in Civic Center Park. Having the show at the end of the year will also allow time to coordinate and partner with local businesses such as Westfield Palm Desert, the Gardens on El Paseo, the McCallum Theatre, and other businesses with large parking lots in the area to be a viewing location for those who do not live within the one and half mile radius. Viewers would be able to watch from their vehicles, in a safe and socially distant manner. Staff would also work with the newly formed Palm Desert Chamber restaurant association to assist in coordination of viewing locations at restaurants in the vicinity. This will allow viewer's the ability to enjoy dinner and a show. We believe this new and inventive form of entertainment would be a great way to help the community say good-bye to 2020 and hello to a New Year. Staff has gathered unofficial quotes from several FAA approved drone companies and found that this option is not only innovative but much less than providing drive-in concerts. Anticipated expenditures for the celebration include radio promotion, event insurance, street closures, two-way radios for staff and other agencies to communicate during the event, and other related expenditures. Marketing for this event will take place via radio ads, social media posts and potentially television ads, as Staff will seek media partners to potential broadcast the show to viewer's at home. Provided below are pertinent details relative to drone light show, public safety, and traffic control for the event: October 15, 2020 - Staff Report Approval of Proposed 2020 New Year's Eve Event Page 3 of 3 • Traffic Control/Impacts: Upon approval of the event, staff will work with the appropriate City departments to ensure approval of a finalized traffic control plan. Similar to the City's Independence Day Celebration, drones would be coordinated from the College of the Desert Baseball field. For safety measures, a full closure of Magnesia Falls Drive from Portola Avenue to Monterey Avenue and San Pablo from Fred Waring to Magnesia Falls Drive would be needed. Additionally, staff will ensure that arrangements are made with the College of the Desert and SunLine Transit Agency due to respective impacts of the event. • Public Safety: Police services are required for this event in order to ensure that the "safety zone" is cleared during the entire time of the show. Upon approval of the event, staff will work with police and fire departments to ensure that an appropriate level of traffic control and public safety services are planned for the event. Fiscal Analvsis Approximately $30,000 would be needed from the FY 2020/2021 Sponsorship Budget. With multiple events being canceled, the current Sponsorship Budget has the $30,000 available to fund this event. Funding of this drone light show will not impede on the $40,000 Council has set aside for potential requests throughout the year. LEGAL REVIEW DEPT. REVIEW FINANCIAL ASSISTANT REVIEW CITY MANAGER N/A M a4r i,w AW-cw&z �an P.� ?'�?. ? 60-ve A—k F� VX*) e Robert W. Hargreaves Martin Alvarez Janet M. Moore Andy Firestine City Attorney Dir. of Economic Development Director of Finance Assistant City Manager Interim City Manager, R"y ate: ATTACHMENTS: 1. Map of viewing radius 2. Updated Sponsorship Budget ;�•-•-+:a;� • - + � ,;?�-mil - � .J" ...,., � } �- '• Fitne s'-&1Tennis CDuni f auo Vr '4 Ca Mry CI b D,.- ;��r"x; w JW Marriott Desert i Rt►;y:;:si r '� spring`s Resort & Spa . �� K • es ' S TON s.GD1Club f��.• ,.:�:. :w``.. Jpt �� ".y = rkl1'tf��t;� ToscanaNu t yi CA `'. 1j.Colkege`•of:�; -.•i ter. .,� ,t mw ' `the'D"esert"-'M"'• -. - -- t K • � . lip � i s • �� ark.. � '{.r - , :.._�` v + 1 it y: •/� t F,ed wa o ' �'. a wu,nq D. , *'aiAf!rrre►. �.: a / ;y � r_ � I�fik•QR Wrur�`rt �Y S; .• � J �c r 1K•''3f. 1 ++ E� c Wesifiel Pakm �ieS� .•+ �z• t.G9'. is �';F �c -` �•` Hyatt Reg cy 4VelisSResor.t: A I rT]yQ -• girt . �, ,. • ` +...�. �.r4 • _r0; • •c•r, J`*Frrrr,iY� 34* y-.0 ndia Well in i ig Thesvin' age,Elub ' s ■-� -kF - �,e�v a z. «•..'., ry �- :'.ii4rr�tM.•�•'.1�=Y�13i]7 t +'• 2. Updated Sponsorship Budget Event 2020121 2020121 Actuals as Budget of 1011/20 City Golf Cart Parade Float 3,000 0 Event Canceled' independence Day Celebration 4,920 4,920 Miscellaneous Events 11,000 0 5,000 savings as course certifications are not needed' Spring and Fall Concerts in the Park 30,000 0 Veterans Day Ceremony 5,000 0 San Pablo Opening Event 11,580 0 Subtotal for City -Produced Events $65,500 f $4,920 Staff Overtime for Special Events Account No. 1104411641100200 2020121 Details Event Budget Staff Overtime for Special Events 10.000 Subtotal for Special Events OT $10,000 $0 Event 2020121 Actuals as Details Budget of 1011/20 7th Regiment 29 Palms Marine Corps Program 5,000 0 Contract out for signature Desert Senior Inspiration Awards 3,000 0 Fashion Week El Paseo 200,000 0 Palm Desert Food and Wine 100,000 0 Restaurant Week 5,000 5,000 Contract out for signature Modernism Week 5,000 5,000 Contract out for signature Palm Desert Farmers Market 20,000 0 Contract out for signature International Sports Festival 10,000 0 Event Canceled' Event going virtual. Wildflower Festival 10,000 0 Sponsorship being adjusted to $5,000` Y-Be-Fit Palm Desert Challenge 10,000 10,000 Contract out for signature Golf Cart Parade 9,000 0 Event Canceled" JMisc. Sponsorships 40,000 300 10pening Day 2,500 0 !Zero 5K 2,500 2,500 Contract out for signature (Paint El Paseo Pink 2,500 2,500 Contract out for signature Subtotal for City -Sponsored Events $424,500 $25,300 11 FY 2020121 FY 2020121 FY 2020121 Balance As of TOTALS Budget ActualsJ&1120 City Produced Events: $65,500 $4,920 $60,580 Special Events OT: $10,000 $0 $10,000 City S onsored Events/Sponsorships: $424,500 $25,300 $399,200 Grand Total for Special Events $500,000 $30,220 $469,780