HomeMy WebLinkAboutC36430A&B - 2017 Celebrate the Season Event at The Gardens CITY OF PALM DESERT CONTRACT NOS. C36430A&B
SPECIAL PROGRAMS DEPARTMENT
STAFF REPORT
REQUEST: APPROVE 2017 CELEBRATE THE SEASON EVENT AT THE
GARDENS ON EL PASEO
SUBMITTED BY: Amy Lawrence, Management Analyst
DATE: September 28, 2017
CONTENT: Contract No. c36430A&B
Draft Promotional Agreement
Recommendation
By Minute Motion,
1. Approve Celebrate the Season event at The Gardens on El Paseo on Friday,
December 1, 2017;
2. Approve Contract No. C36430A with Robert Sanchez, a resident of Chula Vista,
in the amount of$1,500.00 for live entertainment during the event;
3. Authorize Mayor to execute subject contract;
4. Authorize City Manager to make change to performer, if necessary;
5. Authorize City Manager to sign Promotional Agreement with The Gardens on El
Paseo Contract No. C36430B ; and
6. Authorize miscellaneous expenditures in an amount not to exceed $7,500.00
payable to various vendors for production of the event from Account No. 1104416-
4306101 (City-Produced Events).
Strategic Plan Objective
Approval of the 2017 Celebrate the Season event at The Gardens on El Paseo would help
address the following priorities outlined in the 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.
Discussion
Last year, the City held its first annual "Celebrate the Season" event at the Gardens on El
Paseo. This event ultimately took the place of the annual wreath lighting that was held at
City Hall for a number of years. The move to the Gardens on El Paseo was in an effort to
enhance the event's overall experience, drive business to local shops and restaurants, and
incorporate the event into the City's First Weekend programming. The event consisted of
live entertainment, strolling carolers, catered hot chocolate and cider, photos with Santa
STAFF REPORT
APPROVE 2017 CELEBRATE THE SEASON EVENT AT THE GARDENS ON EL PASEO
SEPTEMBER 28, 2017
PAGE 2
Claus, and children's activities. The event was a great success with a large turnout and
there was much buzz about hosting it again in 2017.
This year's Celebrate the Season event is scheduled for Friday, December 1, 2017, from
5:30 p.m. to 7:30 p.m., in the center court at The Gardens on El Paseo. The event will once
again be marketed as a First Weekend event and because it coincides with El Paseo Cruise
Night, staff recommends maintaining a retro theme by contracting with rockabilly band the
Bobby Sanchez Combo for a one-hour, live performance of 50's covers by the likes of Jerry
Lee Lewis, Richie Valens, and others. Strolling carolers will also be performing throughout
the event area and the mall. In addition, young attendees will find fun things to do in a
children's activity area operated by the Palm Desert Youth Committee and Santa Claus will
be posing with children for souvenir photos. Hot chocolate, cider, and light desserts will be
provided in hopes that attendees will enjoy dinner at area restaurants before or after the
event.
The Gardens on El Paseo sees the benefit of once again hosting the event and has agreed
to partner with the City by providing the venue at no charge, along with seating for up to 300
people, and a Santa Claus to pose with children for photos. (Promotional Agreement for use
of the venue is currently under review by both the Gardens on El Paseo and the City.)
Fiscal Analysis
For FY 2017/18, City Council approved a $9,000 budget for the City's Celebrate the Season
event. In addition to the $1,500.00 contract for live entertainment, staff is requesting
approval for miscellaneous expenditures in an amount not to exceed $7,500.00 for
audio/visual services, special event insurance, strolling carolers, a photographer for
branded souvenir photos with Santa Claus, catering, party rentals, and any other incidental
costs associated with production of the event. As for vendor selection and contracting, staff
will remain in compliance with all City purchasing policies.
Funds for the event are available in Account No. 1 1 0441 6-43061 01 (City-Produced Events).
Submitted By: Approved
Amy L rence Lauri Aylaian
Management Analyst City Manager
Reviewed:
Frankie Rikdle
Director of Secial Programs
ane oore '�'
Director of Finance