AGENDA REPORT
Meeting Date: August 15, 2023
Item Number:
To: Honorable Mayor & City Council
From: Patty Betancourt, Special Event & Filming Coordinator Subject: REQUEST FOR CO-SPONSORED EVENT “BRITWEEK” WITH CAR RALLY AND STREET CLOSURE OF 400 BLOCK OF
NORTH CRESCENT DRIVE INCLUDING APPLICABLE FEES
TO BE HELD ON SUNDAY, OCTOBER 8, 2023
Attachments: 1. Proposal from BritWeek
2. Letters of Support
3. Proposed Car Rally Map
4. City Council Liaison/Rodeo Drive/Special Events/Holiday Program Committee Report from August 8, 2023 (Without
Attachments)
RECOMMENDATION
Staff recommends City Council review and approve a recommendation from Beverly Hills City Council Liaisons/Rodeo Drive/Special Events/Holiday Program Committee (Liaisons) regarding approval of the 3rd Annual BritWeek Car Rally and Car Show to be held on Sunday, October 8, 2023 from 10am - 1pm and the waiver of associated permit and personnel fees. Request includes: an in-kind use of the Wallis Motor Court, street closure of the 400 block of North Crescent Drive, BHPD escorted Car Rally, and the display of both the British and American flags projected on City Hall. Additionally, Liaisons recommended City Council waive all or partial of the permit and personnel fees associated with the event depending on BritWeeks ability to obtain sponsorship.
During the August 8, 2023 Council Liaison meeting, BritWeek expressed concerns in regards to being able to obtain sponsorships for all in kind costs and hard costs for the event. However, BritWeek does anticipate on receiving enough sponsorships to cover all personnel fees for staff to set up and break down equipment for the closure of the 400 block of North Rexford Drive and conduct a safe car rally.
INTRODUCTION
BritWeek, a 501c3 non-profit organization celebrating the creativity and innovation Meeting Date: August 15, 2023
between the United Kingdom and the United States would like to host the 3rd Annual BritWeek Car Rally and Car Show. A waiver of permit and personnel fees is being requested for the closure of North Crescent Drive and for a Car Rally, all contained within Beverly Hills City Limits. If approved, staff will proceed with necessary permitting while notifications will be the responsibility of the event applicant, BritWeek.
The waiver of permit and personnel fees associated with the event being requested is dependent on the amount of sponsorship solicitations received by BritWeek. A similar event was held with great success in November 2021. City staff will work closely with BritWeek to coordinate all details for a great community event.
DISCUSSION
BritWeek was established in 2007 to create awareness of the many ways the United Kingdom (UK) and the United States (US) work together and continue to build the foundation for strong relationships in business, arts and philanthropy, in both areas of the world. BritWeek hosts several events throughout California, celebrating creativity in the arts, film, fashion, and music.
As proposed, the event will be held on Sunday, October 8, 2023 from 10am-1pm. The free, open to the public event would include both the Wallis Annenberg Center for the Performing Arts (the Wallis) motor court and closure of the 400 Block of North Crescent Drive. A 20-25 car rally (contained within Beverly Hills City Limits) departing from Crescent Drive at 10am will travel through neighborhoods to allow residents to partake in seeing British luxury and classic cars as well as some rare high-end luxury cars driven by British celebrities and local residents.
The request from BritWeek, for this one-day event is a request for in-kind support as it relates to the permit fees and staff personnel to help facilitate the car rally and street closure for car show from 10am-1pm on Sunday, October 8, 2023. The event would begin with a gathering of vehicles at the Wallis motor court and on North Crescent Drive, then continue with a small, predesignated, select group to drive through the City on a pre-approved route. Once the car rally has concluded, the cars and drivers would return to display their cars along North Crescent Drive for the public viewing. The event would feature a trunk show where British foods, brands and drinks will be served alongside a mixture of classic and electric British cars, both new and vintage. This event will require a street closure of the 400 block of North Crescent Drive in between North and South Santa Monica Boulevards for the duration of 6-7 hours inclusive of the event set-up, event, car rally, and breakdown.
This event is not only representative of the many ways in which the UK and the US have worked together but is in line with the City’s initiative to provide an experience to residents and tourists alike. In the weeks that lead up to BritWeek, the applicant plans to work with the Beverly Hills Chamber of Commerce and the Beverly Hills Conference & Visitors Bureau to include local businesses, which have written letters of support (Attachment 2) and promote the event to the public. Local businesses will be invited to participate, by offering specials or having their guests view the car rally from the sidewalk and dress their storefronts with British theme decorations. British pop-up booths will also be on display, along with showcasing the design and innovation, including local car brands such as O’Gara Coach.
The Car Rally portion of BritWeek has been approved by the Beverly Hills Police Department (BHPD) to include a route (Attachment 3) that will highlight Beverly Hills while keeping safety as a top priority. The car rally as proposed would include 20 - 25 British vehicles. Liaisons noted that this rally is smaller than past events to safely Meeting Date: August 15, 2023
conduct a rally with current staffing levels, while minimizing impacts in City neighborhoods. Similar car rallies have taken place in the past, with no incidents to report.
Proposed 2023 Car Rally Route:
• Depart City Hall going Northbound on Crescent Drive
• West on Sunset Boulevard
• South on Rodeo Drive
• East on Wilshire Boulevard
• North on Beverly Drive
• East on North Santa Monica Boulevard, back to Crescent Drive BritWeek is requesting City Council approval for the following in order to seek sponsorship opportunities for the event. City partnership is requested for the following:
• One-day in kind use of the Wallis motor court to allow BritWeek one (1) of the City’s free-use days to utilize the Wallis Annenberg Center for the Performing Arts (The Wallis) for BritWeek to display classic and electric vehicles along the motor court. As part of the City’s policy with The Wallis, free-use days are available to the City for various events, with only one (1) free-use day utilized so far in 2023.
• Street closure of the 400 block of North Crescent Drive Sunday, October 8, 2023 from 8am – 3pm
• 20-25 Car Rally traveling throughout Beverly Hills along a pre-approved route • British and American flags projected on City Hall during the weekend of BritWeek (Saturday, October 7 through Sunday, October 8, 2023)
• Approval of the total budget of in kind and hard costs not to exceed $63,500 as shown below
BritWeek will seek sponsorships for this event to cover hard cost for the event, estimated at $33,000, which are the personnel overtime fees for police, fire and public works that directly impact department budgets. Dependent on the sponsorships received by BritWeek, the amount of City fees being waived will be reduced to cover all personnel fees described in hard cost for event.
The following chart is a cost estimate based on current FY 23/24 fee schedule for in-kind City support:
Notifications will be a joint effort between the City and the event organizers. Event and street closure information will be placed in local newspapers by the City. Letters of notification to adjacent businesses, residents, as well as nearby places of worship will be provided in advance of the street closure by the applicant.
The BritWeek Board of Directors, through their connections in entertainment will invite Proposed Fees Waived Estimated
Cost
In Kind Cost Hard Cost
Special Event Fees including Street Closure
Fee
$21,000 $21,000 $0
Advertisements in local newspapers $3,500 $3,500 $0
British and American Flags Projected on
City Hall
$2,000 $2,000 $0
One Day Use of the Wallis Motor Court $6,000 $6,000 $0
Police Officers & Traffic Control Officers $28,000 $0 $28,000 Public Works Personnel $3,000 $0 $3,000
Total of Potential Fees & In-Kind
Funding
$63,500 $32,500 $31,000
Meeting Date: August 15, 2023
celebrity friends of BritWeek ranging from public figures in television, music and sports.
Media interest in the event from both local, international, and automotive press is also anticipated. In addition, various UK groups who partner with BritWeek, namely UK government officials from British American Business Council, and British Academy of Film and Television Arts.
City Partnership is considered when an outside group or organization is requesting the City’s support in the form of in-kind and/or free use of facilities. Requests for City Sponsorship may incorporate elements of a partnership along with the following: direct City involvement in the project through funding and personnel allocated to the project, as in this case.
FISCAL IMPACT
BritWeek has requested a waiver of all City fees associated with the event, inclusive of permits, street closure fees and personnel cost. BritWeek will seek out sponsorship for the event and requests that City fees be waived in the event that sponsorship funding is not obtained. BritWeek anticipates receiving sponsorship for other costs associated with the event as well. Staff will work closely with the organizers to review event expenses.
The City’s Risk Manager recommends General Liability Insurance in the amount of no less than $2 million dollars (per occurrence) naming the City of Beverly Hills as an additional insured as a requirement, as is typical for street-closure events of this size, as well as liability waivers signed by the drivers and participants. BritWeek is aware of the City’s standard insurance requirements and will be able to provide the necessary documentation.
Jeffrey Lambert,
Interim Director of Community
Development
Approved By
Attachment 1
2023
A British Car Rally
BritWeek is a non profit organization celebrating creativity and innovation between the UK & the US.
We would like to propose on October 8th 2023, a car rally and a VIP reception.
The car rally to begin at 10.00 am where classic British cars will be on display in Beverly Hills gathering outside the City Town Hall for public display. A VIP area will be created for a trunk show where British brands, food and drink will be served. A mixture of classic and electric cars will make up the cars on display.
Program schedule
The Car Rally will be a visual moving history of the automobile. The public are invited to view the cars and enjoy various activations. Classic and rare automobiles will sit alongside the latest in E design and innovation cars.
Local businesses will be invited to partake in the atmosphere and even dress their windows or create British themes within their store or restaurant. Guests view the cars from the sidewalk, shops and restaurants. There will be pop up stands and displays in front of the town hall showcasing innovation.
Expected number of attendees
(Based on previous years)
700 in front of the town hall and 100 guests invited to the VIP area.
Target demographic for event
BritWeek community, local families and car enthusiasts.
Benefit of the event
For anyone visiting Los Angeles, this would be a highlight event, showcasing the surrounding area and local businesses of Beverly Hills. For the local residents it is a chance to showcase its local restaurants and shops and enter the spirit of the unique British event, thus bolstering local business.
This event will be public and free.
We believe this event will showcase the beauty of Beverly Hills and its unique relationship with the UK.
It will also be an opportunity for car manufacturers to promote and engage with our community and businesses.
Notable attendees connected to the event
The Board of Directors of BritWeek through their
connections in entertainment will bring celebrities and friends of BritWeek, ranging from British actors and
television personalities to sports stars and public
figures.
We will also invite other UK groups who are partners
with us, namely UK government officials, BABC, Bafta,
and Brits in LA.
Publicity & Marketing
BritWeek will be working with our internal PR team and
partners to maximise publicity for the event both
locally and internationally. We will promote the event
with our partners and work with the city to amplify
event awareness.
Social Impact
Before the event there will be marketing and promotions on public radio and social media outlets as well as promotions through news outlets. There will be marketing across the BritWeek platforms and social media as well as working with our partners to amplify the event.
Thank you for your kind consideration
Attachment 2
July 20, 2023
Honorable Mayor and City Council
Beverly Hills City Hall
455 N. Rexford Drive
Beverly Hills, CA 90210
Dear Honorable Dr. Julian Gold and Members of the City Council:
The Beverly Hills Chamber of Commerce writes to you in support of the proposed BritWeek 2023 submitted for your consideration and scheduled to take place October 8, 2023.
BritWeek is a non-profit organization established by Nigel Lythgoe and former Consul General Bob Peirce to highlight the creative fusion between the United Kingdom and California.
BritWeek includes an annual week of programming focusing on the British-California connection in a few areas including film & television, music, cars, and business.
BritWeek Chairman Nigel Lythgoe is planning a car rally in Beverly Hills which will feature British vehicles including a variety of luxury vehicles. The Chamber believes this event will be a great opportunity to bring the community together and dovetails well with Beverly Hills’ reputation as a center of luxury, international appeal, and sophistication.
The Chamber encourages you to support this important community event.
Todd Johnson
President & CEO
Dear City of Beverly Hills,
As you know Hilton and Hyland have been based here in Beverly Hills since 1993 and my late husband Jeff Hyland was passionate about Beverly Hills.
Both Jeff and I were invited to the BRITWEEK CAR RALLY by Chairman Nigel Daly last year which we thoroughly enjoyed.
I understand BRITWEEK are hoping to bring the car rally back to Beverly Hills on Oct 8th this year and are asking local businesses to support the idea. I truly believe this will be a wonderful event for the community and for businesses in the city.
Therefore, please accept this letter as my support of the idea which I hope meets with the approval of the city.
Best wishes
Lori Hyland
CEO Hilton and Hyland
Attachment 3
Attachment 4
CITY OF BEVERLY HILLS
COMMUNITY DEVELOPMENT
MEMORANDUM
TO: City Council Liaison/Rodeo Drive /Special Events /Holiday Program Committee FROM: Patty Betancourt, Special Events and Filming Coordinator DATE: August 8, 2023
SUBJECT: Request for Co-Sponsored Event “BritWeek” With Car Rally and Street Closure of 400 Block of North Crescent Drive Including Applicable Fees (Sunday, October 8, 2023)
ATTACHMENTS: 1. Proposal from BritWeek
2. Letters of Support
3. Proposed Car Rally Map
INTRODUCTION
The Beverly Hills City Council Liaison/Rodeo Drive /Special Events /Holiday Program Committee (Liaisons) are requested to review a request from BritWeek, a 501c3 non-profit organization celebrating the creativity and innovation between the United Kingdom and the United States. A waiver of permit and personnel fees is being requested for the closure of North Crescent Drive and for a Car Rally, all contained within Beverly Hills City Limits. If approved, staff will proceed with necessary permitting while notifications will be the responsibility of the event applicant, BritWeek.
The waiver of permit and personnel fees associated with the event being requested is dependent on the amount of sponsorship solicitations received by BritWeek. A similar event was held with great success in November 2021. If Liaisons recommend, staff will take this item to a future City Council meeting for full approval, with City staff working closely with BritWeek to coordinate all details for a great community event.
DISCUSSION
BritWeek was established in 2007 to create awareness of the many ways the United Kingdom (UK) and the United States(US) work together and continue to build the foundation to strong relationships in business, arts and philanthropy, in both areas of the world. BritWeek host several events throughout California, celebrating creativity in the arts, film, fashion, and music.
As proposed, the event will be held on Sunday, October 8, 2023 from 10am-1pm. The free, open to the public event would include both the Wallis Annenberg Center for the Performing Arts (the Wallis) motor court and closure of the 400 Block of North Crescent Drive. A small 20-25 car rally (contained to Beverly Hills City Limits) departing from Crescent Drive at 10am, will travel through a few neighborhoods to allow residents to partake in seeing British luxury and classic cars as well as some rare high-end luxury cars driven by British celebrities and local residents.
The request from BritWeek, for this one-day event is a request for in-kind support as it relates to the permit fees and staff personnel to help facilitate the car rally and street closure for car show from 10am1pm on Sunday, October 8, 2023. The event would begin with a gathering of vehicles at the Wallis motor court and on North Crescent Drive, then continue with a small, predesignated, select group to drive through the City on a pre-approved route. Once the car rally has concluded, the cars and drivers would return to display their cars along North Crescent Drive for the public viewing. The event would feature a trunk show where British foods, brands and drinks will be served alongside a mixture of classic and electric British cars, both new and vintage. This event will require a street closure of the 400 block of North Crescent Drive in between North and South Santa Monica Boulevards for the duration of 6-7 hours inclusive of the event set-up, event, rally, and breakdown.
This event is not only representative of the many ways in which the UK and the US have worked together but is in line with the City’s initiative to provide an experience to residents and tourists alike. In the weeks that lead up to BritWeek, the applicant plans to work with the Beverly Hills Chamber of Commerce and the Beverly Hills Conference & Visitors Bureau to include local businesses, which have written letters of support(Attachment 2) and promote the event to the public. Local businesses will be invited to partake in the atmosphere, by offering specials or having their guests view the rally from the sidewalk and dress their storefronts with British theme decorations. British pop-up booths will also be on display, along with showcasing the design and innovation, including local car brands such as O’Gara Coach.
The Car Rally(Attachment 3) portion of BritWeek has been approved by the Beverly Hills Police Department (BHPD) to include a route that will highlight Beverly Hills while keeping safety as a top priority. The car rally as proposed would include 20 - 25 British vehicles. A similar car rally has taken place in the past, with no incidents to report.
Proposed 2023 Car Rally Route:
• Depart City Hall going Northbound on Crescent Drive.
• West on Sunset Blvd.
• South on Rodeo Drive.
• East on Wilshire Blvd.
• North on Beverly Drive.
• East on North Santa Monica Blvd, back to Crescent Drive.
BritWeek is requesting City Council Liaison/Rodeo Drive /Special Events /Holiday Program Committee (Liaisons) approval for the following in order to seek sponsorship opportunities for the event. An update will be provided to the City Council as the program is further developed. City partnership is requested for the following:
• One-day use of the Wallis motor court
• One-day street closure of the 400 block of North Crescent Drive from 8am – 3pm • 20-25 Car Rally traveling throughout Beverly Hills along a pre-approved route. • British and American flags projected on City Hall during the weekend of BritWeek (Saturday, October 7 thru Sunday, October 8, 2023)
• Waiver of permit and personnel fees to not exceed $65,500 (BritWeek will seek sponsorships, which will reduce the amount of City fees being waived) • In addition to the requests, BritWeek will seek sponsorships for this event.
Notifications will be a joint effort between the City and the event organizers. Event and street closure information will be placed in local newspapers by the City. Letters of notification to adjacent businesses, residents, as well as nearby places of worship will be provided in advance of the street closure by the applicant.
The BritWeek Board of Directors, through their connections in entertainment will invite celebrity friends of BritWeek ranging from public figures in television, music and sports. Media interest in the event from both local, international, and automotive press is also anticipated. In addition, various UK groups who partner with BritWeek, namely UK government officials from British American Business Council, and British Academy of Film and Television Arts.
City Partnership is considered when an outside group or organization is requesting the City’s support in the form of in-kind and/or free use of facilities. Requests for City Sponsorship may incorporate elements of a partnership along with the following: direct City involvement in the project through funding and personnel allocated to the project, as in this case.
FISCAL IMPACT
BritWeek has requested a waiver of all City fees associated with the event, inclusive of permits, street closure fees and personnel. BritWeek will seek out sponsorship for the event and requests that City fees be waived in the event that sponsorship funding is not obtained. BritWeek anticipates in receiving sponsorship for other costs associated with the event as well. Staff will work closely with the organizers to review event expenses.
The following chart is a cost estimate based on current FY 23/24 fee schedule for in-kind City support:
Proposed Fees Waived Estimated Cost
Special Event Fees including Street Closure Cost $21,000 Advertisements in local newspapers $3,500
Police Officers & Traffic Control Officers $28,000
Public Works Personnel $3,000
British and American Flags Projected on City Hall $2,000 On Day Use of the Wallis Motor Court $6,000 - $8,000
Total of Potential Fees & In-Kind Funding $65,500
The City’s Risk Manager recommends General Liability Insurance in the amount of no less than $3 million dollars (per occurrence) naming the City of Beverly Hills as an additional insured as a requirement, as is typical for street-closure events of this size, as well as liability waivers signed by the drivers.
RECOMMENDATION
City Council Liaisons feedback and direction is requested regarding approval of the 3rd Annual BritWeek Car Rally and Car Show to be held on Sunday, October 8, 2023 from 10am - 1pm. and associated permit and personnel fees. Request includes: use of the Wallis motor court, closure on the 400 block of North Crescent Drive, escorted Car Rally, and the display of both the British and American flags displayed on City Hall. Additionally, staff recommends City Council waive all or partial fees associated with the event depending on BritWeeks ability to obtain sponsorship.
City staff will bring the proposal to full City Council for approval at the August 15, 2023 meeting.