Meeting Date: November 6, 2012
Prepared by: Margi Perotti
City Council
Agenda Item Summary
Name: Consideration of approving a special event permit for the Carmel-by-the-Glass event at Devendorf Park on Thursday, December 13, 2012 between the hours of 5:00-8:00 p.m.
Description: Richard Pepe, the organizer of the Carmel-by-the-Glass event, has requested the use ofDevendorfPark for a wine tasting event on December 13, 2012. He expects approximately 150-200 guests will attend.
As proposed, the event would feature approximately seven to 10 local wine tasting rooms, light classical guitar or soft amplified music, lighting installed for safety and ambiance, and small food samples from local restaurants. Coffee and water also would be sold.
Guests - all of whom must be 21 years and older -- would sign in, receive a wrist band, and be given a wine glass for tasting. The entry fee would be $10.00, with $5.00 going to support the Carmel Mission Foundation. In addition, the proposal includes having live models showcase apparel from local retail stores.
Overall Cost:
City Funds: The event organizer will assume all costs for City staff and services.
Grant Funds: N/A
Staff Recommendation: Approve the event and authorize staffto issue the permit for the Carmel-by-the-Glass event.
Important Considerations: This is the City's first request for a private wine tasting event in DevendorfPark. No special parking is proposed for the event, but two parking stalls on Ocean A venue will be reserved for drop off and pick up of tables, and for vendors to unload. The event organizer will provide security at all times during the event.
Decision Record: None.
Reviewed by:
Jason Stilwell, City Administrator Date
CITY OF CARMEL-BY-THE-SEA
STAFF REPORT
FROM: MARGI PEROTTI, CODE ENFORCEMENT OFFICER
CINDI LOPEZ, COMMUNITY SERVICES ASSISTANT
THROUGH: JASON STILWELL, CITY ADMINISTRATOR
DATE: 6 NOVEMBER 2012
SUBJECT: CONSIDERATION OF A SPECIAL EVENT PERMIT FOR THE CARMEL-BY-THE-GLASS EVENT AT DEVENDORF PARK AT DEVENDORF PARK ON THURSDAY, DECEMBER 13, 2012 BETWEEN THE HOURS OF 5:00-8:00 P.M.
BACKGROUND
Richard Pepe has proposed having a small pilot wine tasting event at Devendorf Park on Thursday, December 13, 2012 between the hours of 5:00 p.m. and 8:00 p.m. He had originally planned this event for Thursday, November 15, but felt more time was needed for proper marketing. On October 9, 2012, the Community Activities and Cultural Commission gave this event its conceptual approval and directed the organizer to work with City staff before seeking Council consideration.
EVENT DESCRIPTION
The event would bring together approximately seven to ten of the City’s 15 wine tasting rooms. Seven local tasting rooms currently participate in the Carmel Chamber of Commerce’s Wine Walk-by-the-Sea.
Mr. Pepe’s proposal includes having light classical guitar or soft amplified music, lights installed for safety and ambiance (see picture enclosed- plaza lights), and small bites of food provided by local businesses. Small, round high-top cocktail tables will be provided and chairs will be available for guests who wish to sit.
The proposal also includes having live models showcase clothing from local stores. The models would stand on pedestals near each wine tasting table. The pedestals, approximately 14 inches tall, would have a small, 8 ½” x 11” menu board to identify the retail store. (See picture of proposed pedestal).
In accordance with the California Department of Alcohol Beverage Control regulations, the event will be secured by white plastic fencing at all entry and exit locations. (See picture of fencing). The main entry location will be on Ocean Avenue with disabled access at the corner of Ocean and Junipero. Event security staff, wearing a “Pepe” shirt, will be placed at all entry and exit locations to ensure no participant leaves with a glass of wine and to verify that no one under the age of 21 is allowed at the event.
At the entrance, guests will sign in, receive a wrist band, and given a wine glass for tasting. The wine glass will be collected by event staff as the guests leave the venue. The entry fee will be $10.00, half of which will be donated to the Carmel Mission Foundation. The tickets for wine tasting will be sold at a cost of $1.00 per ticket. Each wine vendor will have a small, 8 ½” x 11” menu board showing how many tickets are
needed for a taste of wine, and the type of wines featured. Each taste of wine will be limited to two-ounce pours.
Guests will use the restrooms in Devendorf Park and Mr. Pepe will provide extra trash and recycling containers for the event. The event will end at 8:00 p.m., and all tables, trash and recycling containers will be removed from the grounds.
No special parking is proposed for the event; two parking stalls on Ocean Avenue will be reserved for drop off and pick up of tables, and for vendors to unload.
An Alcoholic Beverage Control license must be obtained for the event and each vendor also must obtain an ABC 221 permit for the event. The event organizer must obtain any Health Department permits to serve food. Copies of these permits will be filed with the City.
Other than the small 8 ½” x 11” menu boards on tables and next to the models, no signage has been proposed or should be approved.
A map showing the proposed layout in the park is attached to this report.
FISCAL IMPACT
The event organizer will assume all costs for City staff and services.
RECOMMENDATION
Approve a special event permit for the Carmel-by-the-Glass event on December 13, 2012, and authorize staff to issue the permit for the special event.
CARMEL BY THE GLASS
DEVENDORF PARK
THURSDAY, DECEMBER 13, 2012
An event showcasing the wine tasting rooms of Carmel alongside the fashion retail merchants. Live models will be paired with an individual fashion retailer and positioned on display on a pedestal, not a runway fashion show. Models will be interactive with the guests. Guests will have the opportunity to taste the local wines and learn about the wineries.
Guests will enter through one entrance only. Guest will purchase an admission ticket for $10 and given a wristband and wine glass. A portion of the proceeds will be donated to Carmel Mission Foundation, with the remainder of the proceeds covering the costs of operating the event.
Guests can buy individual wine tasting tickets, with each wine tasting room controlling the price of their respective wines offered. No one under 21 will be allowed to enter this event. Wine Tasting Room Participants
All wine tasting rooms of Carmel-by-the-Sea will be invited to participate.
Including Sheid, Caraccioli, Manzoni, Galante, Vino Napoli, Wrath, Figge and others listed on www.carmelcalifornia.com/winetasting
Small Bite Food Participants:
Minor sampling of food will be offered, and nothing to be construed as a meal. Food offerings will be complimentary. The event is meant to encourage people to spend time at the event, and either before and/or after, stay and shop or dine in town. Full-service restaurants are not participating in the food element.
Trio Carmel: bread and olive oil tasting/sampling
Lula's Chocolates: chocolate tasting/sampling (tentative)
The Cheese Shop: cheese tasting/sampling
Bruno’s Market: cheese tasting/sampling
Carmel Valley Coffee Roasting Company: Coffee/Tea/Hot Chocolate/Water
(a few others may be possible as we progress in this process)
Retail Fashion Merchants:
Retail clothing/shoe stores in Carmel will be invited to showcase their fashions, with models positioned at the event. There will not be a runway element. We do not have a list as of yet of participating/confirmed retailers.
Non-Profit Organization:
The Carmel Mission Foundation will be the benefactor of this event. The foundation will be granted a table to showcase their organization during the event. Their non-profit number is: 501 C3 # 26-2981780 www.carmelmissionfoundation.org
Fencing Rental:
Entrances needed to be closed will be done so with white fencing (see picture)
Plaza String Lighting:
A simple strand of plaza string lighting will be placed around inside perimeter of the event area (see picture examples).
Participant Tables:
Wine Tasting Rooms and Fashion Retailers will share a 10 ft or 12 ft table (see example picture).
Fashion Modeling:
Model will be placed on pedestals, near to each tasting room/retailer table (see example)
CITY OF CARMEL-BY-THE-SEA
COMMUNITY SERVICES
PO BOX CC
CARMEL-BY-THE-SEA, CALIFORNIA 93921
Phone: 831/620.2020 Fax: 831/624.2132
E-Mail: srana@ci.carmel.ca.us
clopez@ci.carmel.ca.us
SPECIAL EVENT PERMIT
TYPE OF EVENT
Race Parade Festival Film Permit Fundraiser XOther: Private Event
EVENT TITLE: Carmel -By-The-Glass
DATE OF REQUEST: September 18, 2012
DATE/TIME OF EVENT: Thursday, December 13, 2012 / 4:00 to 8:00 p.m.
SET-UP TIME: 2 p.m.
TEAR-DOWN TIME: 8 p.m.
SPONSOR: Rich Pepe
CONTACT PERSON: Rich Pepe
TELEPHONE/CELL PHONE/FAX: Cell: 831/521.9631 – Fax: 831/626.8889
EMAIL: pepe@pepeinternational.com
ADDRESS: P.O. Box 901, Carmel, CA 93921
DAY OF EVENT CONTACT PERSON: Rich Pepe
TELEPHONE/CELL PHONE: Cell: 831/521.9631
EVENT LOCATION: Devendorf Park
ESTIMATED ATTENDANCE: Participants: 150-200
ADMISSION: ___ FREE ____ Pre-sold Ticket ___Other (please specify)
___ FOR-PROFIT ORGANIZATION (Please make note if there is a charity component to
your event and who would benefit). Carmel Mission Foundation
___NOT-for-PROFIT ORGANIZATION \ ID Number: 501 C3 # 26-2981780
SPONSOR EQUIPMENT: (Please list in detail all equipment utilized for the event. Ex: Tents, tables, chairs, sound system, vehicles)
Guest sign-in table, vendor tables, cocktail high-top round guest tables (no stools), model pedestals for display, stage riser for musicians, light amplification system for microphone and announcements, string plaza lighting, entrance fencing
STREET CLOSURES / PARKING STALLS:
Parking Stalls (signs posted 48hrs in advance): Two stalls on Ocean in front of the stairs
Street Closures(requires council action): NONE
CITY PERSONNEL / EQUIPMENT: A two (2) hour minimum is used in order to place equipment at their locations prior to the event, brief city personnel and handle any delays or changes in the original plan once the event starts. Total Cost for this event is TBD.
I. Police Personnel / Equipment
Equipment
Personnel
Mandatory 2-Police Officers Security/Traffic
Control; Not required
4 hour minimum
$75 per hour – Working with Corporal
Steve Rana
II. Public Works Personnel / Equipment
Equipment: A-Frames for parking stalls, no parking signs (2)
Personnel – One to post A-frames and signs
III. Building Services Personnel / Equipment – N/A
CONDITIONS OF APPROVAL: Approval contingent upon submittal of appropriate insurance coverage and payment of fees stipulated by the City of Carmel-by-the-Sea (Policy C89-45, C89-47, C95-06).
Business License Required: Any event requiring the support of professional or service Special business must insure that each business obtain a City Business License.
Yes
No
1. Insurance Policy:
Required as stated: Organizer/Organization to be named as additional insured:
Co-sponsored by City Council (support groups only)
Other conditions as required:
2.Fees:
Required as stated: As per attached invoice
Damage Deposit: $350 (refundable if park is left clean)
Co-sponsored by City Council
4. Other conditions as required:
Prior notification of event to affected area
Traffic Plan
Parking Plan
Disability Access/Designated Parking
Waste Management Plan
Chemical Toilets
Garbage/Recycling
Styro-foam cups, plates, or any type of food or liquid containers made of styrofoam
is not allowed.
GENERAL COMMENTS: (please describe event in detail)
NOTIFICATIONS
DATE ADVISED DATE REVISED
CHIEF
OF POLICE:
DEPARTMENT
OF PUBLIC WORKS:
PLANNING
AND BUILDING:
RISK
MANAGEMENT DEPT.
CITY
COUNCIL READ BOARD:
OUTSIDE
AGENCIES:
MST
WASTE
MANAGEMENT
APPROVED
BY:
City Administrator
