HomeMy WebLinkAboutFirst Annual Desert Community Music Expo CITY OF PALM DESERT
DEPARTMENT OF COMMUNITY DEVELOPMENT
STAFF REPORT
TO: Honorable Mayor and City Council Members
FROM: Philip Drell, Director of Community Development
DATE: April 25, 2002
REQUEST: Approval for 1st Annual Desert Community Music Expo, a free outdoor
music festival May 18, 2002, at the northeast corner of San Pablo and
Alessandro including closure of 350 feet of Alessandro south of
Musician's Outlet.
CASE NO: TUP 02-38
APPLICANT:
Aaron Hewitson
Musician's Outlet
44-850 San Pablo
Palm Desert, CA 92260
I. RECOMMENDATION:
Approve outdoor music festival as proposed with closure of Alessandro subject
to compliance with Police, Fire, Public Works and Community Development
requirements. Authorize expenditure of $1 ,266.72 from the police contingency
fund to cover one half of Police Department costs required for the event.
II. EXECUTIVE SUMMARY:
Mr. Aaron Hewitson of Musician's Outlet, as described in his attached proposal,
is requesting permission to hold a free outdoor music festival to promote
musical education, local charities, local musicians and his and the other stores
in the San Pablo block.
III. DISCUSSION:
The event will include live outdoor performances by local high school bands and
professional musicians from 12:00 noon until 10:00 p.m. with indoor music
until midnight.
CITY COUNCIL STAFF REPORT
CASE NO. TUP 02-38
APRIL 25, 2002
Local school music students will operate and receive the proceeds from food,
non alcoholic beverages and T-shirt concessions. Public Works, Police and Fire
have conditionally approved the proposal. Lieutenant Thetford has requested
that four deputies be included in the security plan at a cost of $2,533.44. The
Fire Department will be inspecting all the electrical and cooking systems and will
provide a fire prevention officer.
Due to the community wide nature of the event, Mr. Hewitson is requesting
that the City contribute one-half of the police cost, $1 ,266.72. Outdoor music
will cease at 10:00 p.m. Event organizers will be responsible for all clean up Iw
costs and insurance.
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IV. ATTACHMENTS:
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A. Letter from Applicant
B. Site Map
C. Letter from Lieutenant Thetford
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Prepared by: Review and Concur:
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ILIP DR LL RI HARD J. F ERS
DIRECTOR OF COMMUNITY AS ISTANT C Y MANAGER FOR
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PAUL GIBSON CARLOS L. ORTEGA a o
DIRECTOR OF FINANCE CITY MANAGER
CITY COUNC . ACTION:
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OUTLET
SALES • RENTAL • aC PAOO S • SHEET M J OC
Wednesday, April 17, 2002
To: City of Palm Desert
Fire Department
Police Department
Planning Department
Public Works
Health Department
Public School and Educational Facilities
Re: 1st Annual Desert Community Music &Sports Expo
Sponsored by Musician's Outlet and Various other Valley Businesses and Residents
To whom it May Concern,
This purpose of this letter is to provide an outline &diagram for the event and discuss the pertinent details.
Summary
Musician's Outlet, located at 44850 San Pablo Avenue, Palm Desert, California, is planning to host the 1st Annual "Desert
Community Music Expo". The purpose of this event is to:
a. Enhance the awareness of music and its importance in general education
b. Bring Musical Instrument Manufacturer Reps to the valley to answer questions about their products
c. Provide the community with exciting and world-renown musical entertainment and local musicians as well
d. Offer local school music students an opportunity to sell food and concessions in an effort to raise money for
their programs, road trips, instruments, &uniforms
e. Invite local businesses &community leaders to take part in improving participation in music and liberal arts
f. Host a sale open to the public offering"liquidation"and"auction"type pricing
Objective
Our intent is to provide local valley residents and visitors with an opportunity to hear and see world-famous musicians
and instrumentalists including performances from our local middle and high school bands in a festival type atmosphere.
Although an event of this type has not been hosted in our valley to date, it has been shown to be very successful in other
areas of the country promoting the importance of music. Our goal, not only as a musical instrument retailer, but also as
a music education advocate, is to raise the level of interest and awareness in the valley for music and the performing
arts. Studies performed by universities around the world have shown that exposure to music improves academic and
standardized test scores, and as human development continues, prolongs life and improves the quality of living.
Event Specifications & Preparations
This is event is scheduled to take place on Saturday, May 18, 2002 from Noon until Midnight with musical performances
scheduled throughout the day and into the evening. We have already begun making arrangements for public safety
barricades, public outdoor restrooms, non-alcoholic beverage refreshments and food, and taken special precautions to
avoid disturbing local residential areas in the neighborhood.
44-850 SAN PABLO AVENUE / PALM DESERT, CA 92260 / (760) 341-3171
Roads and Traffic Detail
We respectfully request the closure of Alessandro Drive and the partial closure of San Pablo Avenue during the event. The
area of San Pablo that we would like to use is limited to the parking spaces located in the front of our business
establishment. This closure will not effect traffic flow on San Pablo as no lanes of traffic are being closed. This is
requested in an effort to provide visitors and guests with ample room to enjoy the festivities in a safe, traffic-free
environment.
In the past, we've received permission to close 2nd of San Pablo Ave during similar events but this event will draw a much
larger crowd as we are providing the community with entertainment & festivities. Since this event is scheduled on a
Saturday, regular traffic in this area of town is less than half of an already minimal amount. The closure of Alessandro,
with a detour only 1 block away on San Gorgonio, won't disrupt travel through this business district.
We have begun to make arrangements with neighboring businesses to allow the use of their parking lots and spaces
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during the event since they will not be using them on Saturday.
Sound Projection & Keeping the Peace
In order to provide visitors with the best experience while keeping civic disruption to a minimum, we have taken the
following precautions:
a. Our stage will be in our private lot behind our store facing South towards Highway 111
b. 20' tent wall will be set behind the stage to keep sound projection away from residential area & towards
businesses that are closed not conducting business on the weekend
c. Canopies and tents will be arranged over the seated in front of the stage and throughout the festival area to
reduce vertical sound projection
d. All stages performances will cease to continue after 10 p.m. and the remainder of the event will be hosted
inside Musician's Outlet
Intended Audience and Participation
Anyone with an interest in music is welcome to come to this event. We expect a significant amount of families to attend
and because of this, the sales and/or consumption of alcoholic beverages will be prohibited at the event. We have made
arrangements for local school booster organizations to sell food and beverages during the course of the event as a
fundraising activity.
Final Summary
Events similar to this have shown to be not only successful for the local music retailer on other areas, but also bring the
community together through the benefits of music. We strongly believe that it would be a great opportunity to provide a
positive activity and event for people of all ages to enjoy. We hope that we are given the opportunity to provide the valley
with an experience that is not only fun and exciting, but also educational and stimulating. I have included an artistic
layout of the proposed even for your review.
I look forward to working with you on this project and thank you for your time.
Sincerely,
Aaron J. Hewitson
Vice President
Musician's Outlet Incorporated
SHELTER P.O. Box 14155, Palm Desert, California 92255-4155 • (760) 328-7233 • Fed. I.D. 33-0293124
24-Hour Crisis Hot Line: (760) 328-SAFE or 1-800-775-6055
FROM TH E
STORM
FOR VICTIMS OF DOMESTIC VIOLENCE
BOARD OF DIRECTORS
OFFICERS 2001-2003 April 15, 2002
Robert J. Baltes, CPA
President
David Greenberg To Whom It May Concern:
President Elect
Edra Blixseth
Vice President Our agency has no objection to the closure of Alessandro Drive on
Kevin McGuire Saturday, May 18, 2002.
Treasurer
Mary M. Heckmann
Secretary
DIRECTORS 2001-2003 G �, 4(4V r
Steven Bloomquist Ly Moriarty
Juan DeLara E cutive Director
Stan Henry
Helen Reinsch
Robert A. Spiegel
Sandy Wessman
EXECUTIVE DIRECTOR
Lynn Moriarty
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E OUTLET
SALES • RENTAL NTALL • REPAORS • SHEET MU=
Thursday, April 18, 2002
The purposes of this letter is to show support & give permission for Musician's Outlet to allow their customers
to use parking spaces located in private lots of surrounding businesses in the San Pablo District for our event
scheduled to take place on Saturday, May 18, 2002. Any trash left by our customers will be cleaned up on or
before Monday, May 20, 2002 at noon. Thanks for your support. We look forward to an exciting community
• ent o r en to all who wish to attend.
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44-850 SAN PABLO AVENUE / PALM DESERT, CA 92260 / (760) 341-3171
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OUTLET
SAFES • RENTAL • REPQOG3`, • SHEET C T IIU=
Friday, April 19, 2002
To Whom It May Concern:
Musicians Outlet is planning to host the 1st Annual Desert Community Music Expo on May 18,
2002. There are many goals and objectives for the event including but not limited to bring the
community together through music and the arts. Some of the other highlights are:
• Fundraising opportunity for local school music programs
• Educate the community on the importance of music studies in schools
• Give consumers an opportunity to meet representatives of the music industry to ask
questions about their products. This is something that only retailers have an
opportunity to do
• Stimulate commerce and tourism by bringing out of area companies to the valley
• Host a live music festival open to the public representing many types of music such
as Jazz, R&B, Rock and Roll, musical instruction clinics, and local school bands
• Allowing other businesses to participate in the event and introduce themselves to the
public
Palm Desert has never experienced an event or festival of this nature and we are proud to be the
first business to accomplish such a task. We look forward to your support on this event.
Sincerely,
(I6141Yea0Z42-L___
Aaron Hewitson
Vice President
Musicians Outlet
44-850 SAN PABLO AVENUE / PALM DESERT, CA 92260 / (760) 341-3171
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TLET
SALES • RENTAL • REPADQS • SHEET RAMC •
Thursday, April 18, 2002
To: Phillip Drell
From: Aaron Hewitson
Re: Desert Community Music Expo
Phil,
I have been working vigorously towards getting support from local businesses and organizations for the event
on May 18th. Included in this fax you will find the following documents:
• Signed Authorization from our landlord to hold the event onsite
• Signatures from the businesses on San Pablo whose parking areas we plan to use
• Letter from Shelter from the Storm executive director granting support for the street closure
On an additional note, I am enclosing the contract I executed with Vacation Inn located on HWY 111 in Palm
Desert. If we get the permit to hold this event, we will be bringing Manufacturer Representatives from all over
the world to Palm Desert bringing additional commerce to businesses other than Musician's Outlet. Should the
event not be granted permit, the Vendors and Representatives will not be coming to the event hence eliminating
the need for a contract for rooms.
Thanks for your continued support and guidance in this endeavor.
Sincerely,
Aaron Hewitson
Vice President
Musician's Outlet Incorporated
44-850 SAN PABLO AVENUE / PALM DESERT, CA 92260 / (760) 341-3171 .
RECEIVED: 4/15/02 10:54AM; ->MUSICIANS OUTLET; #965; PAGE 2
FROM : UACATIONINN PHONE NO. : 760 341 9851 Apr. 15 2002 10:36AM P2
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PALM DESERT
GROUP CONFIRMATION AGREEMENT
Nart1e Aaron Hewitson Toffs date ` • <..; April 15, 2002
::Group.'Name't. € . ,t , Musicians Outlet ^M_
,QQM (i Musicians Outlet_ laineiC. eii .°e ,,, ,,
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s:��.. .�..� 760/568-4901 4677Ailtati4titt,<,,2
PALM DESERT We are pleased to offer the following accommodations for your event: RUN OF HOUSE,
74 7 STANDARD ROOMS(EITHER KING OR DOUBLE QUEEN)AND TEN SUITES(EITHER KING
Highwayy 111
Palm Desert, OR DOUBLE DOUBLE).
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P;4;eiv„t.u;..,<'"".'i.': ::;li. .. - .. ........ .:.... ...:.:. :.c:c'•2:�:A2}N2li'SYFS.S&M6 ,.
800/231-8675 SLEEPING ROOMS and RATES:
760/340-4441 iiktmemxttoteN w417tm a.A.m mm%Naw.auxwm mmte,
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760/773-9413
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$ 9 00
Fri 5/17/02 20 10 30
Sat 5/18/02 20 10 30
Sun 5/19/02 Check-out
TOTAL ROOM BLOCK RESERVED: 60
GROUP ROOM RATES APPLY TO A MINIMUM OF 10 ROOMS PER NIGHT ONLY.
LESS THAN 10 ROOMS. REGULAR RACK RATES WILL APPLY.
Room rates are quoted exclusive of local taxes and fees, currently 9%. Quoted rates will be
offered, based on availability, to your attendees -0-days before and -0-days after the above
specified dates. Full cooked to order breakfast for two persons is included in room rate.
Price quoted is based on single or double occupancy. There is a$6.00 charge for children under
the age of 17 sharing the room with parents. There will be an additional charge of $10.00 plus
tax, for each additional adult in same room.
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MEETING & BANQUET REQUIREMENTS:
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These arrangements are being held for you on a tentative basis through April 15,2002. To
secure these accommodations, please sign, date and fax back this agreement by that date.
RECEIVED: 4/15/02 10:55AM; ->MUSICIANS OUTLET; #965; PAGE 3
FROM : UACATIONINN PHONE NO. : 760 341 9851 Apr. 15 2002 10:37AM P3
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Sleeping rooms, function space and food and beverage functions listed will be considered definite
commitments upon signing of this agreement by both parties, and will be subject to all terms and conditions
set forth below. Faxed signatures will be accepted. The persons signing below agree that they are
authorized representatives of the above group and who have authority to enter this contract with Vacation
Inn Resort. This agreement and the terms and conditions may not be changed or amended unless done so
in writing and agreed to by both parties.
STANDARD TERMS AND CONDITIONS
1. RESERVATIONS & CUT-OFF DATE: Reservations will be made by: Individuals, no later than May 1, 2002 .
After that date, you agree that we may offer unused rooms held in your block to other customers to reduce our
losses and your obligations under the performance clause. Reservations requested by your attendees after this
date will be ac-eepted based upon availability.
2. ARRIVALS & DEPARTURES: Check-in time is 3:00 p.m. Check-out time is 12:00 noon. Early arrivals or late
check-outs will be based on hotel availability only.
3. CANCELLATION AND NO SHOW POLICY: Cancellation of entire room block 30 days or less prior to arrival date
will result in forfeiture of first night's room and tax. Cancellation of entire room block 15 days or less poor to arrival
date will result in forfeiture of first two night's room and tax. No-Shows will be charged at negotiated group rate for
the first night's stay. Individual reservations must be capcatled np less than 72 hours in advance of arrival date. If
cancellation occurs less than 72 hours prior to arrival,one night's room and tax will be charged.
4. PAYMENT IN ADVANCE: Unless you have established credit in advance with us, you will pay the entire contract
price in cash or by certified check at least SEVEN days prior to your function, or by personal bank check two weeks
prior to your function. If you have established credit, payment in full will be due within thirty (30) days of your
function.
5. OUTSIDE FOOD AND BEVERAGE: Due to state law,you may not bring alcoholic beverages to The Vacation Inn
Resort.
6. SECURITY: We are not responsible for any loss or damage to your property. To maintain adequate security
measures, you may be required to provide at your own expense security personnel supplied by a reputable
licensed guard or security agency doing business in the city or county in which we are located, which agency will
be subject to our prior approval.
7. INDEMNIFICATION & INSURANCE: To the extent permitted by law, you agree to protect, indemnify, defend and
hold harmless The Vacation Inn Resort, the owner, and their respective employees and agents against all claims,
losses or damages to persons or property, governmental charges or fines, and costs (including reasonable
attomey's fees), arising out of or connected with your function, except those claims arising out of the sole
negligence or willful misconduct of The Vacation Inn Resort. It may be required that you obtain General Liability
Insurance covering the event described in this contract with limits of not less than$1,000,000 per occurrence, and
to provide The Vacation Inn Resort with a certificate of insurance naming The Vacation Inn Resort, and the owner
as additionally insured.
8. AUXILIARY AIDS: The Vacation Inn Resort represents, and you acknowledge, that The Vacation Inn Resort
facilities being rented for you including guest rooms, common areas and transportation services will be in
compliance with our public accommodation requirements under the Americans With Disabilities Act. You agree that
one week in advance you will furnish to us a list of any auxiliary aids needed by your attendees. You agree to pay
all charges associated with the provision of such aids. When your attendees make room reservations, please ask
them to notify us of their auxiliary aid needs so that we may notify you as to the names of businesses with which
you may contract to obtain those aids.
9. PROMOTIONAL CONSIDERATIONS:We have the right to review and approve any advertisements or promotional
materials in connection with your function that specifically reference any name or logo of The Vacation Inn Resort.
10. ARBITRATION: The parties agree that any dispute in any way arising out of or relating to this contract will be
resolved pursuant to the law of the state of California, and through arbitration before JAMES/ENDISPUTE® or
American Arbitration Association, with the prevailing party entitled to an award of its reasonable attorney fees. The
parties further agree that in any arbitration proceeding they may conduct reasonable discovery pursuant to the
Federal Rules of Civil Procedure, that the law of the state of California will be the governing law, and any arbitration
award will be enforceable in state or federal court.
Vacation Inn Resort Accepted
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Businesses Closed on Weekends Total Participation
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• Area Requested For Temporary Road Closure During Event
Diagrar �
Riverside County Sheriff's Department
PALM DESERT POLICE ,„
Memorandum "'� � ` =
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Larry D.Smith,Sheriff
TO: Phil Drell, Director of Community Development Date: April 11, 2002
FROM: Lieutenant Steve Thetford
RE: Musicians Outlet Block Party—May 18, 2002
Event: 1st Annual Desert Community Music Trade Expo
When: Saturday May 18, 2002 from Noon to Midnight
Where:Allesandro Dr. between San Pablo and San Carlos
Phil,
On Aril 11,2002 I met with Aaron Hewitson from Musician's outlet regarding the above event.The
event is planned as a musicians trade show and will have live music for entertainment. He stated that
the planned musical performances range from Middle School and High School bands to Local Popular
bands. He is projecting to have approximately 1000+ people in attendance and will have
approximately 30 staff members on hand to work the event.
The Palm Desert Police Department is not opposed to this event;however,we do have the following
suggestions;
1) Due to the nature of the event and the estimated attendance we would suggest the event
promoter coordinate event security with the Palm Desert Police Department to include
the requirement of the event to have (4) deputies on scene to assist with security.
2) The large crowd may pose a parking problem for this area;therefore,the promoter final
proposal should contain a parking plan.
3) The responsibility for roadway barricades and signage should also be included in the final
proposal.
Thank you very much for allowing us to provide our input regarding this matter. We look forwarding
to working with Mr.Hewitson to make his event a success. Please feel free to contact me ifyou have
any further questions or concerns.
Sincerely,
Steve Thetford
Lieutenant