HomeMy WebLinkAboutDirection Aquatic Center Sponsorship of Fees Modern Pentathlon Workd CupCITY OF PALM DESERT
SPECIAL PROGRAMS DEPARTMENT
STAFF REPORT
REQUEST: PROVIDE DIRECTION TO STAFF RELATIVE TO THE USE OF
AQUATIC CENTER, SPONSORSHIP OF FEES FOR USE, AND
WAIVER TO SECTION 11.01.140 —AMPLIFIED SOUND
SUBMITTED BY: Frankie Riddle, Director of Special Programs
DATE: June 23, 2011
CONTENT: 1. Correspondence Dated June 1, 2011
2. Correspondence Dated June 2, 2011
3. City of Palm Desert Special Events Agreement
4. Event Rules Swimming
Recommendation:
Provide direction to staff relative to the following:
1. Use of Palm Desert Aquatic Center by the Modern Pentathlon World Cup
from February 20 — 26, 2012;
2. Closure of the Aquatic Center to the general public and other organized
swim groups during Pentathlon competition;
3. Waiver of Section 11.01.140 - Amplified Sound;
4. Pentathlon Sponsors sale of tickets associated with the event (tickets
sales will actually be for the day's activities- not specifically for the swim
competition);
5. Screening of fence around pool at City's expense in the estimated amount
of $20,000 (exact cost will not be known until rental/purchase and
installation of material) or allow security/volunteers to be placed along
fence line;
6. Reimbursement to the Aquatic Center Operation Account for the closure
and use of the Center at a fee of approximately $2,000 minimum per day
(exact cost per day is not known at this time) for seven days. (This
approval would be for cost recovery to the Operation Account as a result
of the loss of revenue relative to the facility closure to the general public
and organized swim groups); and
7. Appropriation of funds from the City's FY 2011/2012 Unobligated General
Fund Reserve in an amount not to exceed $40,000 and transferred to
Account No. 110-4416-414-3062.
STAFF REPORT
PROVIDE DIRECTION TO STAFF RELATIVE TO THE 2012 WORLD CUP PENTATHLON
JUNE 23, 2011
PAGE 2
Discussion:
Staff met with Michele Strauss, who is the authorized representative for the Local
Organizing Committee of the USA Pentathlon World Cup 2012 and the United States
Olympic Committee, as well as other representatives of the Organizing Committee
regarding the 2012 World Cup Pentathlon. Ms. Strauss expressed an interest in
utilizing the Palm Desert Civic Center Park and Aquatic Center as the primary event
location for the 2012 World Cup Pentathlon. She is currently in the due diligence
process of the bid preparation to host the 2012 event that is scheduled for February 20
— 26, 2012. Ms. Strauss will present the bid proposal sometime in July to the approving
Board.
Originally the intent was to utilize the Civic Center Park and the Aquatic Center to
conduct the majority of the activities associated with the Pentathlon (e.g., swimming,
equestrian, shooting, and running). With this proposal, all activities except fencing
would take place at one location. Since the facilities at the YMCA, Community Center,
and College of the Desert are not large enough to meet fencing regulations, this activity
is proposed to take place at Xavier High School. However, after considerable
discussion and the various concerns surrounding the event, staff was not comfortable
approving or suggesting the use and/or full closure of the Civic Center Park. Some of
the issues are as follows:
• Complete closure, fencing, and cost associated with use of Civic Center Park
from February 19 — 27, 2012. (Time frame includes pre and post closure setup
and cleanup);
• Wear, tear, and replacement cost of turf at two of the four ball fields and
surrounding areas;
• Full closure of park to the general public as well as organized activities;
• Agreement already in place with Agua Caliente Casino as the host hotel until
2014;
• Associated costs to mitigate impacts to the park and new aquatic center;
• Representatives estimated that the full cost of the event would range from
$50,000 - $75,000; however, this figure does not appear to be in -line with this
type of an event and the needs associated with the various activities;
• Staff requested information regarding attendance, ticket sales, costs associated
with event, donations/sponsorships, etc. from 2011. Representatives could not
provide requested information. According to the representatives, the previous
Organizing Committee did not track and/or retain information; and
• Organizing Committee did not appear to have other sponsorships, donations, or
sufficient funding in place, at this time, for the February 2012 event.
According to Michele Strauss, the event should (but is not required) be held at no more
than two (2) venues. As such, without the complete use of the Civic Center Park, they
will be utilizing, at minimum, three (3) separate locations, which may result in the
Pentathlon relocating to another area/state. Ms. Strauss indicated that she would like to
keep the event in the Desert and give it a home; however, with previous commitments
STAFF REPORT
PROVIDE DIRECTION TO STAFF RELATIVE TO THE 2012 WORLD CUP PENTATHLON
JUNE 9, 2011
PAGE 3
such as the host hotel issue and the lack of available information (i.e., attendance, ticket
sales, costs, etc.) from last year's event, there is no way to determine how viable the
event will/could be at this time.
After our initial meeting, staff received notification from Ms. Strauss that they were no
longer interested in pursuing the use of the Civic Center Park, but requested instead the
use of the Aquatic Center only. This request has been outlined within the above
recommendations as well as the additional information provided below:
• Use of Aquatic Center from February 20 — 26;
• They will have their own life guards and staff; however, Family YMCA of the
Desert would require that one to two staff be present to operate the facility and
concession stand;
• General admission tickets at $10.00 (price has not been confirmed yet and the
City Attorney has indicated that the sale of general/day use tickets is not an
issue;
• If the YMCA does not opt to provide food for purchase in the form of continental
style breakfast items and possibly lunch items, then Pentathlon sponsors will be
allowed to sell food. However, the YMCA has indicated that they would be
responsible for food sales;
• Screening of fence: Request that the City pay the cost to screen the fence
around the pool area. This is being proposed to protect ticket sales.
Representatives believe that if someone is paying it would be unfair to allow
others to stand at the fence and observe activities. However, in lieu of the
screen, an alternative would be to allow security or volunteer(s) to be placed
along the fence line to keep people from gathering around fence to view
activities;
• Possible impact to College of the Desert's (COD) use of the Aquatic Center. At
this time, staff does not know what if any impact may result from the restricted
use of the Center. However, City staff and the YMCA would work with COD to
minimize issues relative to the use of the facility.
• Space would be required to hang delegation flags that face the competition area.
There is an area on the building fagade/roof overhang that should be able to
accommodate the flags;
• Space in the parking lot for delegation shuttles: There is no parking space at the
Aquatic Center large enough to park the shuttles; however, shuttles can be
parked by the tennis courts at the Civic Center Park. An area can be sectioned
off for this purpose; and
• Specific hours that Pentathlon would require closure of Aquatic Center would
vary. Anticipated times are:
o Monday, February 20 from 1:00 p.m. — 4:00 p.m.;
o Tuesday, February 21 from 9:00 a.m. — 4:00 p.m.;
o Wednesday, February 22 from 9:00 a.m. — 2:30 p.m.;
o Thursday and Friday, February 23 and 24 from 6:30 a.m. — 1-00 p.m.; and
o Saturday and Sunday, February 25 and 26 from 6:00 a.m. — 10:00 a.m.
STAFF REPORT
PROVIDE DIRECTION TO STAFF RELATIVE TO THE 2012 WORLD CUP PENTATHLON
JUNE 23, 2011
PAGE 4
Staff would work with Aquatic Center Facility Manager Karen Creasy to address
how best to handle the facility operation during the Pentathlon; however, Ms.
Creasy has indicated that use of the facility during this time would not necessarily
have a significant impact to the general public as the primary users in February
are the more dedicated swimmers and potentially an organized group(s).
In addition, it should be noted that Ms. Strauss has indicated that the Palm Springs
Sunrise Park Pool has been offered free of charge for the aquatics portion of the event.
Fiscal Analysis:
If reimbursement to the Aquatic Center Operation's Account for the closure of the
Aquatic Center and screening of fence is approved, the fiscal impact to the City is
estimated at $40,000; however, the actual impact would be based on Council action
relative to the two items involving funding and the actual costs incurred for each item.
Submitted By:
Fran kie iddle
Director of Special Programs
Approval:
n M. Wohlmuth
Manager
CITY COUNCILACTION
APPROVED DENIED
RECEIVED OTHER
MEETING DATE,^_,
AYES:
NOES: _
ABSENT':
ABSTAIN:
VERIFIED BY: 777 /7
Original on File with City Clerk's Office
-# Applicant Request withdrawn. No further action
was required or taken.
Paul S. Gibson
Director of Finance
PENTATHLON
To whom it may concern,
June 1, 2011
On behalf of U.S.A. Pentathlon, the local organizing committee of the USA Pentathlon
World Cup 2012 and the United States Olympic Committee, I would like to confirm the
appointment of Ms. Michelle Strauss as the authorized representative of the 2012 USA
Pentathlon World Cup.
I would ask that you assist Michelle as she conducts her due diligence on the behalf of
the Local Organizing Committee in their efforts to prepare and present a bid proposal to
host the 2012 World Cup event.
Thank you in advance for your assistance. It is these efforts and those of like-minded
individuals that are responsible for putting the United States firmly on the international
playing field in our sport. You should know that at the end of the day, these initiatives
will play a pivotal role in one day bringing the Olympic Summer Games back to the
United States.
Please do not hesitate to contact me if I may be of assistance to you. Thank you.
Sincerely,
Rob Stull
Managing Director
USA Pentathlon
305-332-8148
USA PENTATHLON MEMBER UNITED STATES OLYMPIC COMMITTEE
ONE OLYMPIC PLAZA COLORADO SPRINGS, CO.80909
Jun 02 11 01:31 p STRAUSS 760-770-6631 p.3
CITY OF PALM DESERT
SPECIAL EVENTS AGREEMENT
It is the City of Palm Desert's (the "City") desire that all patrons who periodically hold
events on City of Palm Desert property (e.g. a building, room, land, auditorium, gymnasium,
arena, stadium, field, area, street, or sidewalks, hereinafter referred to "City Property") are
able to enjoy the event. This agreement has been set in place to achieve that goal.
The person signing this agreement and the organization on whose behalf the event is
being held (collectively hereinafter referred to as the "Organization") are responsible for
compliance with this agreement. All applicants are required to read and sign the Special
Events Agreement before the event can be held by the organization. This Agreement must
be completed in its entirety to include initialing the bottom of each page and signing the
signature page at the end of this document.
Organizations proposing events without road closures and/or other special
considerations must submit application at least 60 days prior to proposed event date.
Organizations proposing events that require possible road closures and/or other special
considerations must submit application at least 120 days prior to proposed event date.
NOTE: If events require extensive planning, safety and security controls, traffic controls, etc.
and time does not permit for required agency reviews and approvals, the proposed event
may be denied.
1. ORGANIZATION INFORMATION
Name of Organization USA WOKLD CUP OF PENTATHLON
Contact Name IV! icln ,i[lu. n+1-dU — CEO
Address 2
City Sancho N i ra q e_ State CA Zip Code q ZZ70
ce.lf
Phone # Home- 7fo0-77C - $99O Werk 2N, - S'90-6O$ I
Type of Organization 501 (0 (5)
2. EVENT INFORMATION
Detailed Description of Event s5 t 0taf mct-t i on agaChQA +0 - i S
#-+aiLinQ +kc- T6
Proposed Location of Event -q-at M is 22 c �2 U Ai C_ GU ic�CLr-
NOTE: If proposing to utilize City streets, sidewalks, etc., please provide detailed
route map.
Page 1 INITIAL HERE
Jun 02 11 01:31 p STRAUSS 760-770-6631 p.4
3.
Date(s) of Event 2L20 -212(.,120/2 Estimated Attendance /SO 20Q day
If multiple events, estimated attendance for each event ___ N lit
Time Event begins (incl. set up) :30 OM Time Event ends (incl. clean up) 12: p0-1:0-opm
If multiple events, are these times the same for each event? YES O NO O
If no, indicate the start and stop times for each event:
Are there any special provisions required for this event? YES 39( NO O
If yes, what types of provisions? SP- L JlzA Aed S oy , �icS
a+acba-d
Is the Event open to the public?
YES X_
NO O
Will minors be present?
YES C4,
NO O
Are admission fee charged?
YES)%k
NO O
Will there be music?
YES g
NO O
If yes, what type of music? I.A �0rOn ,t d Qt1d V)6A
i 0l1 CLI a4yiem.5
Will food be served?
YES
NO O
Will food be sold?
YES
NO O
Will City streets and/or sidewalks be used?
YES O
NOS
Are street closures proposed?
YES O
NO)V--
Are PolicelTraffic Control proposed?
YES O
NO X
Are Fire Department/Medical Controls proposed?
YES O
NO,�5,
Will alcohol be served?
YES O
NO �K
Will alcohol be sold?
YES O
NON
NOTE: if answered "yes" to any alcohol question, a separate Alcohol Permit will
be required. Alcohol Permit applications must be submitted directly to the City at
least 60 days before the event. Upon review of the submitted agreement, the City
will either approve as submitted or establish additional requirements and/or
safety measures.
CONDITIONS OF USE
A. RESERVATIONS
Page 2 INITIAL
Jun 02 11 01:32p STRAUSS 760-770-6631 p.5
1. The event proposed under this agreement is not considered approved until 1) the
"Organization" delivers to the "City", or its authorized agent, the completed
Special Events Agreement, rental fee (if any), deposit (if any), certificate of
insurance approved by the City's Risk Manager (if required), written evidence of
any permits and licenses required, and any other items deemed necessary by the
"City"; and 2) the "City", in its sole discretion, approves such event in writing.
2. The person who signs this agreement on behalf of a corporation, non-profit, or
any other organization must be legally authorized to bind the organization in a
contractual agreement. Proof of this authorization must be submitted with this
agreement. A person who is at least eighteen (18) years of age must sign this
agreement. If alcohol is going to be served, a person who is at least twenty-one
(21) years of age must sign this agreement.
3. The "Organization" shall provide to the Palm Desert City Manager or his/her
designee an official single contact who is to serve as the representative to the
"City" for the event's activities.
4. The "Organization" shall be responsible for securing all required permits and
licenses.
5. The event shall adhere to approved activities stated in this agreement (and any
addendums) and no other use will be permitted.
6. The "Organization" shall not use the City's name to suggest endorsement or
sponsorship of the event or activity without prior written approval by the Palm
Desert City Manager or his/her designee. The "Organization's" publicity of the
event shall clearly and accurately identify the name of the sponsoring
organization or individual.
7. The "Organization" shall permit any and all City officers, employees, or agents to
visit the event or activities described in this agreement.
8. The use, service, or sale of any alcohol in and proof and any form is strictly
prohibited on all "City Property" except as allowed by an Alcohol Permit issued by
the "City"_ If the "Organization" wishes to use, serve, or sell alcohol at the event
proposed in this agreement, the "Organization" must apply for an Alcohol Permit
at least 60 days in advance of the event. All Alcohol Permit applications must be
reviewed and expressly approved by the City Council. All Alcohol Permits apply
to only the exact times(s), date(s), and location(s) for which they are issued.
B. FEES
1. The "City" may require a rental fee andlor a deposit from the "Organization",
which may be collected by the "City" or its agent.
2. Any person or agency holding a reservation for the use of "City Property" and
desiring to cancel such reservation may be subject to the withholding of a portion
of or the entire fee and /or deposit.
Page 3 INITIAL
Jun 02 11 01:33p STRAUSS 760-770-6631 p.6
3. The "City" may charge an additional amount for any event continuing past the
ending time stated in this agreement.
4. In the event that "City Property" is damaged, the "Organization" shall be charged
for any and all janitorial, maintenance, and/or repair fees, and costs including time
and materials, incurred by the "City" as a result of same and these fees and costs
shall be billed to the "Organization'.
5. The "City" may, at its sole discretion, require a damage deposit from the
"Organization" at the time of reservation, which would be retumed in full after the
event is completed and no damage to "City Property" has occurred.
6. The "City" may, at its sole discretion, require fees for road closures, traffic control,
safety control measures, security, and/or any other fees that may be deemed
necessary.
C. INDEMNIFICATION AND INSURANCE
The "Organization" shall indemnify, defend, and hold harmless the "City", its
officers, employees, and agents from any and all losses, costs, expenses, claims,
liabilities, actions, or damages, including liability for injuries to any person or
persons or damage to property arising at any time during and/or arising out of or
in any way connected with the "Organization's" use or occupancy of "City
Property" and adjoining property, unless solely caused by the gross negligence or
willful misconduct of the "City", its officers, employees, or agents.
2. The "Organization" shall, if required by the "City", procure and maintain general
liability insurance against any and all losses, costs, expenses, claims, liabilities,
actions, or damages, including liability for injuries to any person or persons or
damage to property arising at any time during and/or arising out of or in any way
connected with the "Organization's" use of or occupancy of "City Property" and
adjoining property in the amount of $1,000,000 (one million dollars) per
occurrence. Such insurance shall name the City, its officers, employees, and
agents as additional insureds prior to the use of "City Property", and such
insurance shall be in force continuously throughout the entire time the
"Organization" uses the "City Property" specified in this agreement. The
"Organization" shall file certificates of such insurance with the "City", which shall
be endorsed to provide thirty (30) days notice to the "City" of cancellation or any
change of coverage or limits. If a copy of the insurance certificate is not approved
by the City's Risk Manager and on file prior to the event, the "City" may, at its
discretion, deny use of "City Property".
3. The "Organization" shall promptly report any personal injuries or property damage
arising at any time during and/or arising out of or in any way connected with the
"Organization's" use or occupancy of "City Property" (including spectators to an
event or activity, and adjoining property) to the City's Risk Manager or his/her
designee, in writing and as soon as practicable.
4. The "Organization" waives any right of recovery against the "City", its officers,
employees, and agents for fires, floods, earthquakes, civil disturbances,
age 4 INITIAL HERE
Jun 02 11 01:34p STRAUSS
760-770-6631 p.7
regulation of any public authority, and other
"Organization" shall not charge results of "acts
employees, or agents.
causes beyond its control. The
of God" to the "City", its officers,
5. The "Organization" waives any right of recovery against the "City", its officers,
employees, and agents for indemnification, contribution, or declaratory relief
arising out of or in any way connected with the "Organization's" use of '4City
Property" and adjoining property, even if the "City", its officers, employees, or
agents seek recovery against the "Organization".
D. SECURITY
1. The "City", at its sole discretion, may require a certain number of security officers,
police officers, or City employees or agents of the City for the purpose of
monitoring the event. The "Organization" shall be responsible for procuring and
paying for any required event monitoring.
2. The "Organization" is solely responsible for supervising all individuals on the City
Property" specified in this agreement and adjoining property during the event.
The "City" is not responsible for providing this supervision. However, the "City" or
its Police Department may evict individuals from the "City Property" during the
event if their conduct is not in the best interest of the public or is deemed to be
detrimental in any way.
E. SET UP / CLEAN UP / DECORATIONS
1. The "Organization", caterers, bands, transportation of rental equipment, and
related individuals and activities will not be permitted access to the "City Property"
specified in this agreement prior to or after the event time period. The
"Organization" shall be responsible for arranging access during the time
requested for entry and exit to the "City Property" specified in this agreement.
2. The "Organization" shall not prepare and/or setup on the "City Property" specified
in this agreement prior to the event start time, unless the "Organization" provides
setup fees, deposits, and insurance for the time of the preparation and/or setup
and receives written approval from the "City" prior to preparation and/or setup_
3. The "Organization" shall not drive or permit to be driven nails, hooks, tacks,
screws, poles, stakes or other forms of fasteners into any part of the "City
Property" specified in this agreement and shall not make or allow to be made any
alterations of any kind therein.
4. The "Organization" shall be responsible for all clean up of the "City Property"
specified in this agreement, including adjacent grounds, at the end of the event.
The "Organization" shall pick up, bag, and remove all trash generated by all
activity in any way connected with the event, leaving the "City Property" clean and
free of all trash and litter. The "Organization" shall also leave all fixtures, if any, in
good working condition.
rage 5 INrfIAL H
Jun 02 11 01:34p STRAUSS 760-770-6631 p.8
5. The "Organization" shall not store any equipment or materials on the "City
Property" specified in this agreement, or adjoining property, without prior written
approval of the Palm Desert City Manager or his/her designee.
6. The "Organization" shall be responsible for any and all damage to the "City
Property" specified in this agreement during use. In the event damage occurs or
excessive cleaning is necessary, the "Organization" shall be charged for any and
all janitorial, maintenance, and/or repair fees incurred by the "City" as a result of
damage or excessive cleaning, and if a damage deposit has been taken by the
"City", these fees will be deducted from the deposit.
F. EQUIPMENT I ACCESSORIES
1. The "Organization" shall not use City equipment, tools, or furnishings located in or
about the "City Property" specified in this agreement without the prior written
approval of the Palm Desert City Manager or his/her designee.
2. The "Organization" shall not drive motorized vehicles on field or green space.
3. The "City" does not provide audio/visual systems, public address systems,
spotlights, floodlights, or projectors. The "Organization", at its own cost, may
bring these systems onto the "City Property" specified in this agreement for their
use.
4. The "Organization" shall secure approval of the "City' before using audio/visual
systems, public address systems, and live or recorded amplified music. The
"Organization" shall not record, televise, or broadcast the event or any portion
thereof without prior written approval of the Palm Desert Manager or his/her
designee.
5. Depending on the event, the "City "may, at its sole discretion, require the
"Organization" to provide certain equipment, supplies, or services. These
requirements will be listed in an addendum attached to this agreement.
G. MISCELLANEOUS
The "Organization" shall comply with all local, state, and federal laws and
regulations related to the use of the "City Property" specified in this agreement.
This includes Americans With Disabilities Act (ADA) compliance, if the
"Organization" is providing facilities for the public, or modifying existing City
facilities (such as, but not limited to parking, sidewalks or spectator seating, etc.)
2. The "Organization shall not admit a larger number of individuals than can lawfully,
safely, and freely move about the "City Property" specified in this agreement
wherein the event is being held. The "City" or its Police Department shall, at its
discretion, make the determination regarding safety of the individuals attending
the event.
3. Gambling of any kind is not permitted on "City Property".
Page 6 INITIAL HERE W,7_
Jun 02 11 01:35p STRAUSS 760-770-6631 p.9
4. No animals are permitted at the Facility, with the exception of licensed service
animals. (This does not apply to City parks and other City locations where pets
are permitted on leash).
5. If the "Organization" violates any part of this agreement or reports false
information to the "City", the "City" may refuse the "Organization" further use of
"City Property" and the "Organization" shall forfeit a portion of or all of the paid
fees and/or the deposit.
6. The "City" may impose additional requirements as deemed necessary to protect
the health, safety, and/or welfare of the community.
7. Any person aggrieved by the "City's" decision with respect to this agreement may
appeal to the Palm Desert City Manager or his/her designee in writing no later
than five (5) days after the "City's" decision has been communicated to the
aggrieved party.
8. If any provision of this agreement is held to be invalid or unenforceable, the
remaining provisions shall remain in full force and effect.
IMPORTANT - READ BEFORE SIGNING
1 am an authorized agent of the organization submitting this agreement The
information provided in this agreement is true and correct. I have read and
understand this agreement and agree to all of the aforementioned rules, regulations,
and conditions of use. (-QS2X-Vtt -f-ha_ ri 9h} +0 Cay) Cel +V)-I S
appllca�'ton should W>- djsA5rQL on +V)c.
Print name 6r-4110- �-Qy1 rauss Signa ure
Organization U S R (JOdd CA12 O-lF PQ.n la+vikon
Address 27 .)trl -) Q V R o aci , f Cc(n Colo M ► c-0-q Q, CA 3 227 O
Telephone: Home 7(o6--170-RcNtb Work Z(No -$ 10-SO$
► o rns3.
NOTE: Proof that the person signing this agreement on behalf of the Organization is
authorized to do so must be attached.
Page 7 INITIAL
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CIVIC PARK REQUIREMENTS FOR 2012 WORLD CUP
May 19, 2011
Looking at the map of Civic Park, the following is a first identification of the layout of
the World Cup and its support needs.
SWIMMING
Directors involved in the Swim Discipline for the Modern Pentathlon from USA
Pentathlon in Colorado have been introduced via email to Karen Creasey and are
working with her on the specifications needed to successfully conduct operations at
the new Aquatic Center. One thing we need to be made aware of right away is what
closes (i.e. rain, thunder, lightening) the Aquatic Center in order to procure another
option as backup. We'll take recommendations for this option as well.
RIDING
Temporary Stabling North East baseball field dirt area - Ball Field 1
In the Atlanta Games, the Pentathlon Horses were
tethered during the competition. We plan to have two
people attend them (groom & handler) while they are
tied up. They return to their local stabling after each
day's competition. The stabling area will be free of
waste at the end of each day the horses are on site. This
area is completely closed to general specators, with the
exception of VIPs.
Practice Field North East baseball field grass outfield area - Ball Field 2
The riders are given their horse through a draw and
need a few minutes to warm up before competing on
them. Typically the practice area has two jumps. This
area is complete closed to the public with the exception
of VIPs.
Pathway The pathway from Ball Field 2 to the Competition
Riding Ring area will be maintained by volunteers
specifically trained to keep the crowd back similar to a
golf tournament event, with opening and closures
orchestrated by them according to the horse and the
competitor's needs. Once the Riding discipline is
complete for the day, it will remain an open pathway
but access to the fields will always be closed throughout
the entire World Cup.
Competition Ring Grass field due south of the Aquatic Center
This ring would be set up according to UIPM
specifications that are found on their website,
www.pentathlon.org under the Riding Discipline.
Barriers/Bleachers: The Riding ring will be enclosed with a secure barrier
between the horses and the spectators. Volunteers will
be used in a similar manner to the golf tournaments in
guiding the crowd to stay seated and/or hold
movement.
We are open to interpretation and discussion about the
location of the bleachers. During the ride, it's really
important to control movement of the crowd, so the
horses don't react. In addition, it's also important that
the horses get used to where the crowd is located. We
would like the bleachers set up the weekend before the
World Cup (Feb 19th) so that the horses can come to the
site on Monday and Tuesday of competition week
(February 20 & 21, 2012) and get used to the ring
perimeter and the locations of the jumps. It would be
most helpful to accrue a crowd - local school or college
students - for the Monday/Tuesday practice riding days
for the horses because it will help them acclimate to the
ring better. This is a perfect opportunity to introduce
the sport of Pentathlon to students and we can turn it
into a field trip of some kind with speakers, etc. If we
want to keep the World Cup in the desert, we need to
educate in order to establish roots.
Jury Ride: Wednesday (Feb 22) is the Jury Ride day. This is where
the athletes watch professionals ride the horses. By this
time, the Jury riders have had two days to prep the
horses in the ring. The athletes use this time to take
notes on specific animals so they're better prepared for
the horse they end up with in the draw. It's important
that the horses are well used to the field and jumps for
the Jury Ride to offer a true showing of their ability.
COMBINED
The Combined begins with a scattered start based upon the athlete's standing points
they've accrued from the previous disciplines during the World Cup. If it's the
Semi -Final day, it's based upon their performance that morning in Fencing,
Swimming and Riding. The athlete runs from the start position, not more than 20
meters from the Shoot station, shoots a laser pistol to attempt five marks, then runs,
then shoots again. This continues for three rotations to the finish line, which is right
next to the start line. Discussion and input is welcome regarding how and where to
make the best use of the bleachers with regards to Riding, and the Combined.
Run: The runner's course is 1000 meters long between their
Shoots. Where an actual running track would be the
best conditions for a runner, these athletes are used to
running on all kinds of surfaces because they travel all
over the world for these events. In the 2011 World Cup,
they ran on sand. The Civic Park's cemented paths are
fine for this event and it would give the runners added
adrenalin to allow the spectators to line the pathways
on the grass sides and cheer them on. This would
eliminate the need to have more bleachers as long as we
keep the start and finish line near the Shoot range and
the Shoot range near the bleachers already set up for
the Riding.
Shoot: The Shoot Discipline is laser, which was introduced to
the world of Modern Pentathlon at the 2011 World Cup
in the desert. It is still under scrutiny by many
countries but at this time, the laser stands as the
current weapon used in the World Cups. It used to be
pellet guns and on the www.pentathlon.org website, the
specs haven't been switched from pellets to laser. Laser
is a much cleaner range format but it's important to
have electricity, with a back up generator. The lack of
generator came to light during the 2011 World Cup
when the system tripped a circuit. The Shoot range will
definitely need to be positioned in a place with enough
support to predict sudden loss of power. There are 38
target stations at the Shoot Range with two held in
reserve. UIPM (International Union of Modern
Pentathlon - the governing body) requires that the
athletes and the tables (one long row) their equipment
sits on, is a covered area. Also, they require a
transparent target wall with wind protection on both
sides.
AWARDS
Considering the live feed throughout the world for this event, the awards ceremony
must be something of significance. Putting the Civic Park's amphitheater to good
use in this direction complements the park as well as the athletes. We would need
audio and lighting specifics, as well as any other notations about the amphitheater's
capabilities, to plan an awards ceremony on Saturday (Feb 25) for the Women's
Final, and on Sunday (Feb 26) for the Men's Final, that is deserving of a World Cup.
PARKING
We need to know the safety capacity of Civic Park in order to predict Parking
needs as well as control ticket sales. This would also aid us in knowing whether
or not we need to figure in additional portable restrooms. Offsite shuttle options
are open to discussion and input.
We plan to use the majority of the new Aquatic Center parking lot for VIPs,
athlete transport, and volunteer parking. Anything left, of course, can be used as
spectator overflow but should be considered the last parking option for them.
RESTROOMS
Depending on the capacity of the park, we'll know if we need to bring in portables.
VIPs will need their own private restroom area. One specific restroom will need
to be made available for the specific accommodation of Doping requirements. That
restroom should be inside a building on site, as long as it can be blocked off and
maintained as a designated Doping station, without use by anyone else according to
the UIPM Doping rules and regulations.
VIP SPECIFICS
The VIPs are seated in areas with the best view of events and the general spectators
don't have access. Within those areas, they are served snacks, lunch, and wine. At
no point is alcohol sold anywhere at the World Cup and the VIP area is the only
place it is served. How their seating and "serving" in the park is accomplished is
open to ideas and discussion with the City.
SECURITY DURING THE WORLD CUP COMPETITION
There is a definite possibility that Prince Albert of Monaco will be in attendance
during the 2012 World Cup. He has been formally invited, and enjoys a close
relationship with specific members of high ranking within the UIPM organization.
He is also the Honorary Chair of the Modern Pentathlon and 2012 marks the 100th
Anniversary of the sport, making it a significant event to attend.
His attendance, and as a Head of State for the country of Monaco, requires bag
checks at every entrance to the Civic Park, much like you see at a baseball game.
Secret Service is present as well and they provide information for their needs and
are mostly self-sufficient.
SECURITY FOR 24 HOUR PROTECTION OF THE WORLD CUP LOCATION
We plan to coordinate, and are open to discussion and input of, maintaining the
integrity of the World Cup setup in Civic Park from the first day of construction (Feb
191h) to the last day of take -down (Feb 27th).
ATHLETE PRIVACY AREA
The athletes need an area to put all their gear upon arrival from the Fencing venue
at Xavier. If there is a large room that can accommodate the gear of 35 delegations
consisting of approximately 10-12 people each, it can be used. If not, we'd like to
use one the indoor facilities because their gear has to be maintained and guarded
from the general spectators. The athletes also need convenient access to this area.
During the World Cup, two volunteer assistants are assigned to each delegation
throughout the entire competition. They would be guarding and maintaining their
gear, according to where that area is. This is also an area where we would have
need of storage and distribution of their drinking water.
CIVIC PARK CLOSURE FOR THE WORLD CUP
The Civic Park grounds would need to be closed on Sunday, February 19, 2012, in
order to accommodate assembly of bleachers, construction of the shooting range,
set up of Riding Jump ring, and set up of fencing off the park for general ticketing,
VIP and athlete entrances.
GOLF CARTS
Depending on how Civic Park accommodates the World Cup's layout, we might need
to bring in a few golf carts to accommodate handicapped VIPs (of which we have
one that we know of) and certain VIPs that it would most benefit a quick trip to their
secured location.
SIGNAGE
Discussion of where to place signs for parking and for spectators and vendors
within the park is open.
VENDORS
In consideration of how long the day is for spectators once the athletes arrive from
the Fencing discipline, we need to allow a certain number of food vendors into the
park. We are open to discussion of where those vendors will be placed and how
many, as well as what type, we will allow.
VOLUNTEER (ATHLETE LUNCHES
We need a location that is easily accessible for street delivery, to distribute boxed
lunches to the athletes and the volunteers - away from the spectators. Somewhere
close to the athlete's gear area would be preferred.
Jun 02 11 01:31 p STRAUSS 760-770-6631 p.1
DATE: June 2, 2011
TO: Frankie Riddle
Director of Special Programs
City of Palm Desert
Fax (760) 340-0574
FROM: Michelle Strauss
CEO -World Cup #1
Modern Pentathlon
RE: Palm Desert Aquatic Center
PAGES: 15 pages total
Please note that we reserve the right to nullify this agreement should we not agree
on the terms in which the City of Palm Desert approves it.
Please also note the following additions to item #2 on the agreement:
For the Swim Discipline of the Modern Pentathlon World Cup, we
need audio availability for the singing of the national anthem on each
competition day (Feb 23-26, 2012), warm up music, and an
announcer. On the practice days (Feb 20-22, 2012) this is not
necessary.
We do not sell tickets to spectators on practice days (Feb 20-22,
2012).
We require privacy screening on the fence separating the pool from
the park because we sell tickets to the event.
Because the sport of Modern Pentathlon makes for such a long day for
spectators, as well as athletes, and especially if they are traveling to
many venue sites, we require that food be available for purchase in
the form of continental style breakfast items. While we hope to earn
money from the World Cup, we offer this opportunity for the Aquatic
Center to earn money, as we are offering the same for the Fencing
venue at Xavier. If you do not wish to take advantage of this
opportunity, we would require space to provide this at the venue.
We require availability in the parking lot for delegation shuttles
February 20-26, 2012, and for spectators February 23-26, 2012.
Jun 02 1101:31 p STRAUSS
760-770-6631 p.2
On the practice dates of February 20-23, the times are negotiable. If
there is a set schedule, we can work with it, as long as Wednesday,
February 23, the times end before 3pm. The athletes have to be
shuttled back to the hotel in time to get ready for the Opening
Ceremonies. Keep in mind that delegations begin arriving on Monday,
February 20th so as the days progress, more athletes will be attending
for practice. Tuesday will be heavier flow than Monday and
Wednesday will be heavier flow than Tuesday.
We require room to hang all the flags of the delegations either from a
wire or a high fence so it is visible to the competition area. This is a
UIPM stipulation for all venues in the contract with USA Pentathlon.
If we agree in terms for the use of the pool, we can provide a pre-
arranged photo opportunity for people or teams that the YMCA
and/or City Council agree upon. There are World Cup staff that work
directly with several Olympic Swimming athletes, many recognizable
to those in the swimming world, so the opportunity is there if we can
arrange it so it doesn't get in the way of the practice. We recognize
that this aquatic center might wish to draw special competitions and
are willing to help bring the recognition that would require.
Please feel free to contact me if there are any questions or concerns. We look
forward to negotiating a mutually beneficial agreement and are open to discussion.
Kind regards,
Mic elle Strauss
CEO
USA World Cup of Pentathlon
2012 World Cup #1 Olympic Qualifier