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Item 18 - Presentation - Event Resources DiscussionSPECIAL EVENT RESOURCES →Discuss 2022 Events →Consider Resource Allocation to Support Events →Adopt Modified Facilities Use Policy SPECIAL EVENTS DISCUSSION Town Events –Town coordinated events →Spring into Green, 4th of July, Screen on the Green, Tree Lighting Special Events –Community organized events, permitted through special events process →Festivals, Wine Walks, Runs, Art Shows, Concerts, Parades,Celebrations →Block Parties* →Free Speech Events* *excluded from table Organic Events –Large gatherings without a specific organizer →Halloween trick or treating, Halloween pet parade Year Special Event Permits 2022 25 2021 10 2020 2 2019 19 2018 20 2017 15 2022 Town Events + Special Events = 62 days of events Support Provided Road closures & traffic management Alcohol sales/consumption planning & management Staffing at events Pre/post event meetings & facility maintenance 2022 Event Event Type Total Hours Spring into Green Town Event 84 MIP Special Event 100 Promenade Special Event 255 4th of July Town Event 36 Screen on the Green Town Event 5 Halloween Organic, Unpermitted 60 Holiday Lights Town Event/ Unbudgeted 135+ Tree Lighting Town Event 113 Children’s Parade Special Event 910 TOWN STAFF RESOURCES LOOKING AHEAD 2023 TOWN EVENTS Spring into Green San Francisco Opera Concert 4th of July Screen on the Green Holiday Tree Lighting SPECIAL EVENTS St. Patrick’s Day Event Cats Hill Bike Race Trail/Street Runs &Races Hippity Hoppity Egg Hunt Spring Wine Walk Veteran’s Memorial Events Park Dance Music in the Park Jazz on the Plazz Fiesta de Artes Oktoberfest St. Mary’s Fair Children’s Holiday Parade Core Events Services ▪Special Events Permit Processing ▪Event team collaboration-TMO, PPW, PD ▪Staffing at Town Events Onsite Event Services ▪Staffing at events as necessary ▪Pre/Post event maintenance Budget Adopted In-Kind Staff H ours ▪Children’s Holiday Parade ▪Holiday Tree Lighting As Needed Services ▪Can be more difficult to manage & anticipate the last-minute logistics RESOURCE ALLOCATION Traffic Management Services ▪Alleviates some of the staffing resources necessary ▪Assist with Parade road closure & traffic management ▪Halloween closures in identified neighborhoods ▪Support of additional event road closures as necessary RESOURCE ALLOCATION →Does the Town Council wish to allocate funding to support special events? the balance between STAFFING & FUNDING RESOURCES Updates insurance and liability language Clarifies and updates the Civic Center and Meeting Room Facility use guidance Provides guidance for Plaza Park,Oak Meadow Park, and Civic Center Lawn use ▪Includes these locations as they are the most utilized for special events, not a comprehensive event location list Provides guidance for road closures on Montebello Way and Broadway, adjacent to Plaza Park Limits the closure of N. Santa Cruz Ave. and Main Street for events Note-Special Event Permits and Parks Special Use Permits are applied as separate processes depending on activity/event FACILITIES USE POLICY →Adopt modified Facilities Use Policy →Discuss 2022 Events →Consider Resource Allocation to Support Events →Adopt Modified Facilities Use Policy