AGENDA REPORT
Meeting Date: July 2, 2024
Item Number:
To: Honorable Mayor & City Council
From: Patty Betancourt, Special Events and Filming Coordinator Subject: REQUEST FROM NOT TODAY CANCER TO HOST "RUN OF
THE STARS" A 5K RUN/WALK ON SUNDAY, OCTOBER 6,
2024
Attachments: 1. Proposal from Not Today Cancer, a 501 (c)(3)
2. Proposed Race Route
3. Letter of Support
4. Liaison Report without Attachments
RECOMMENDATION
Staff recommends City Council:
1. Approve a request for a special event permit from Not Today Cancer (NTC), a 501(c)(3) Beverly Hills based nonprofit organization supporting research for cures for pediatric cancer to hold their annual Chairity 5K Run/Walk, “Run of the Stars” event on Sunday, October 6, 2024 as recommended by the Rodeo Drive/Special Events/Holiday Program Committee Liaisons during their meeting on Wednesday, June 12, 2024.
2. Approve a waiver of permit fees including public right of way use, personnel fees, posting no parking signs, and use of parking lanes along the race route. As in previous years, City staff will administratively approve the traffic control plan, issue permits, and continue to work with NTC to coordinate all logistical details for the event, if approved by City Council.
DISCUSSION
NTC was established in 2021 by Stacey Book and Jennifer (JJ) Duncan, who lost their 11 year old son Mason, to T-Cell Acute Lymphoblastic Leukemia in the Fall of 2020.
NTC has organized this annual event, in honor of the co-founder’s son Mason, to raise money and awareness for pediatric research and to help prevent other families from going through the same hardship.
D-6
Meeting Date: July 2, 2024
In 2023, NTC granted $50,000 to a cutting-edge research study being performed at Texas Children’s Hospital in conjunction with Baylor College of Medicine. The T-Cell malignancy study is developing a breakthrough immunotherapy treatment targeting leukemia and lymphoma in children and young adults.
The run has grown over the years and NTC is hopeful they will reach their goal of 1,000 participants for this year’s event. This year the run will begin at El Rodeo Elementary School and end with an expo back on the school playground. The expo will have booths from organizations helping families and individuals who are dealing with cancer as well as local community groups like Beverly Hills AYSO, BHUSD Clubs and some local gyms. Local businesses from Beverly Hills can showcase themselves to all attendees.
The expo is free and open to everyone, not just participants.
ROUTE AND SCHEDULE
The event as proposed includes the following event elements on Sunday, October 6, 2024 from 8:30am – 11:00am:
x Run bib pick up and final in person registration. All other registration will be online via NTC website.
x 5K Run starting at El Rodeo Elementary School and continuing on local residential streets (Attachment 2).
x Post run trophy ceremony and awards will be handed out at the expo immediately following the run on the playground at El Rodeo Elementary School.
No full street closures are proposed. The route is approximately 3.25 miles long and is geared toward kids, adults and anyone who wants to support this worthy cause. The run will be held along the sidewalks on the proposed route specified below. Intersections that have been identified as high-volume crosswalks will have Traffic Control Officers (TCO’s) designated to help participants cross safely. NTC has been working closely with BHPD and City Staff to determine the safest, least impactful, and best controlled route. During 2023’s run, 39% of the participants were under the age of 18 with many participants from BHUSD.
The proposed route as shown on Attachment 2 is as follows:
x Begin at El Rodeo Elementary School
x Elevado Ave
x Walden Drive
x Lomitas Ave
x Rodeo Drive
x Elevado Ave
x Alpine Drive
x Carmelita Ave
x Walden Drive
x Elevado Ave
x End back at El Rodeo Elementary School
NOTIFICATION, MARKETING, AND PARTNER SUPPORT
Notifications are a team effort between NTC and the City. Notifications for residents along the route will be distributed at least 10 days in advance of event day. All information will be posted on social media platforms and via print ads in local papers.
NTC will distribute flyers at local community events and to all BHUSD students with permission from the School District.
Meeting Date: July 2, 2024
In 2023, 50% of the participants in the run were from outside neighboring communities and 8% of participants were from out-of-state. As this run grows, it will continue to bring in “running tourism” from around the region to Beverly Hills. The run is a way of uniting the community around a good cause and helps form strong bonds for families facing similar situations.
FISCAL IMPACT
This year marks the 4th annual key fundraising run event for NTC. For the past in person run events, Council has granted waivers for NTC.
Once again, a waiver of permit and personnel fees is being requested by NTC to maximize the total proceeds that can go to NTC. The waiver of fees does not include non-City items that are required to host the event such as notifications, traffic control equipment and any other run related expenses.
The following estimates are based on the FY 2024/25 fee schedule:
Proposed Fees Waived Estimated Cost
Special Events Fees $1,197
Traffic Control Officers $2,040
No Parking Signs $1,620
Total $4,857
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 to be provided by NTC.
Michael Forbes,
Director of Community Development
Approved By
Attachment 1
BEVERLY HILLS
RUN OF THE STARS
October 6 2024
Proposal
5k Run / Walk
Race Day Expo
EVENT DATE: October 6 2024
Event Budget: $40,000Race management and staff: $18,000Equipment rentals: $13,000Marketing and publicity: $5,000Race timing, medals, t-shirts: $4,000 LOCATION: El Rodeo School and surrounding streets
Program:
October 5 1pm-6pm Start / Finish Set UpOctober 6 5:30am-7 Course Set UpOctober 6 7am - 8:30 Expo and ArrivalsOctober 6 8:30am 5k Race StartOctober 6 9:30am AwardsOctober 6 11am - 12pm Wrap and load out Participants will pay
an entry fee toparticipate in therace.Attending the RaceExpo is free andopen to the public.
Our goal is 1000participants.2023's Run of theStars registeredalmost 700participants.
Based on 2023demographics:
50% Beverly Hillsresidents39% under the ageof 18
EVENT ACCESS EXPECTED
ATTENDEES
TARGET DEMO
ATTENDEES
NOTABLE
ATTENDEES
Beverly Hills Mayor, CityCouncil members, andmembers of the BHUSDschool board. Localcelebrities and businessleaders.
RACE DAY
EXPO
The Race Expo is an opportunity for localbusinesses to connect with thecommunity.The Run of the Stars Expo also featuresother children’s cancer charities andcommunity health and support services.The Expo opens at 7am on Race Day andwraps up after the awards ceremony.
PUBLIC BENEFIT
The Beverly Hills Run of the Stars is a community focused event, designed to motivate and bringtogether the people of Beverly Hills and surrounding neighborhoods with the mission ofsupporting cures for childhood cancer.In 2023 50% of the participants in the run were from outside communities, 8% of participants were from out-ofstate. As this race grows it will continue to bring in “running tourism” from around the region. The Race Expothat accompanies the event will give Beverly Hills businesses a chance to exhibit and promote.As the founders of this organization we truly came to understand the meaning and power ofcommunity when our son Mason was diagnosed with leukemia at 9 years old. For two years webattled alongside Mason and this community held us up and made it possible for us to give himthe best possible shot at survival.Mason is not the only child in our community to be diagnosed with cancer. Every year, we hearabout more children in Beverly Hills who are diagnosed.In 2023 Not Today Cancer granted $50,000 to a cutting edge research study being performed atTexas Children’s Hospital in conjunction with Baylor College of Medicine. The T-Cell malignancystudy is developing a breakthrough immunotherapy treatment targeting leukemia and lymphomain children and young adults.Uniting a community around a cause does more than support the cause, it also supportscommunity building. We have been honored to call this city home, and this event is a reflection ofeverything Beverly Hills has given us - and everything we hope to give back.Stacey and J.J.
MARKETING
Flyers distributed at community and BHUSDeventsPosters and banners at BHUSD sitesSocial mediaSignage in local businesses RACE
ROUTESTART: El Rodeo school Elevado AveWalden Dr Lomitas Ave. Rodeo Dr. Elevado Ave. Alpine Dr. Carmelita Ave. Walden Dr. Elevado Ave. END: El Rodeo school
REQUESTS
Waiver of FeesRestricted parking along the race routeParking lane closure along race routeBHPD support at key street crossing12 x 12 stage (400 lbs)10 x 20 start / finish line truss (420 lbs)16 - 10 x 10 pop up tentsAmplified music, not before 8am Permits
Thank You!
Attachment 2
Attachment 3
CAUTION: EXTERNAL SENDER
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From: Stacey Book
To: Patty Betancourt
Subject: Fwd: Not Today Cancer 5K
Date: Thursday, June 6, 2024 4:48:32 PM
Begin forwarded message:
From: [email protected]
Subject: Not Today Cancer 5K
Date: June 5, 2024 at 5:00:31 AM PDT
To: Jen Duncan <[email protected]>, [email protected] June 5,2024
To: The Beverly Hills City Council
I believe our city of Beverly Hills shines at events like the 5K that Not Today Cancer puts on each fall. The Run of the Stars 5K is not only for a good cause – research for pediatric cancer – but it has become a community celebration that I look forward to each year. It is all in the name of health, fun, and family. What could be better? I would like to share my fully support of this organization, this cause, and this event!
Thank you,
Lili Bosse
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: June 12, 2024
SUBJECT: Request from Not Today Cancer to Host “Run of the Stars”, a 5K Run/Walk on Sunday, October 6, 2024
ATTACHMENTS: 1. Proposal from Not Today Cancer, a 501(c)(3)
2. Proposed Race Route
3. Letter of Support
INTRODUCTION
The Beverly Hills City Council Liaison/Rodeo Drive/Special Events/Holiday Program Committee (Liaisons) are requested to review a request from Not Today Cancer (NTC), a 501(c)(3) Beverly Hills based nonprofit organization supporting research for cures for pediatric cancer to host a Charity 5K Run/Walk, “Run of the Stars” event on Sunday, October 6, 2024. A special event permit is required per Beverly Hills Municipal Code Section 4-8-1. A waiver of permit fees including public right of way use, personnel fees, posting no parking signs and use of parking lane along the race route is requested to host the annual event.
DISCUSSION
Not Today Cancer was established in 2021 by Stacey Book and Jennifer(JJ) Duncan, who lost their 11 year old son Mason, to T-Cell Acute Lymphoblastic Leukemia in the Fall of 2020. NTC has organized this annual event, in honor of the co-founders son Mason, to raise money and awareness for pediatric research and to help prevent other families from going through the same hardship.
In 2023, Not Today Cancer granted $50,000 to a cutting edge research study being performed at Texas Children’s Hospital in conjunction with Baylor College of Medicine. The T-Cell malignancy study is developing a breakthrough immunotherapy treatment targeting leukemia and lymphoma in children and young adults.
The run has grown over the years and NTC is hopeful they will reach their goal of 1,000 participants for this years event. This year the run will begin at El Rodeo Elementary School and end with an expo back on the school playground. The expo will have booths from organizations helping families and individuals who are dealing with cancer as well as local community groups like Beverly Hills AYSO, BHUSD Clubs and some local gyms. Local businesses from Beverly Hills can showcase themselves to all attendees. The expo is free and open to everyone, not just participants.
2 of 3
ROUTE AND SCHEDULE
The event as proposed includes the following event elements on Sunday, October 6, 2024 from 8:30am – 11:00am:
1. Run bib pick up and final in person registration. All other registration will be online via NTC website.
2. 5K Run starting at El Rodeo Elementary School and continuing on local residential streets (Attachment 2)
3. Post run trophy ceremony and awards will be handed out at the expo immediately following the run on the playground at El Rodeo Elementary School No full street closures are proposed. The route is approximately 3.25 miles long and is geared for kids, adults and anyone who wants to support this worthy cause. The run will be along the sidewalks on the proposed route specified below. Intersections that have been identified as high volume crosswalks will have a Traffic Control Officers (TCO’s) designated to help participants cross safely. NTC has been working closely with BHPD and City Staff to determine the safest, least impactful and best controlled route. During 2023’s run, 39% of the participants were under the age of 18 with many participants from BHUSD.
The proposed route as shown on Attachment 2 is as follows:
x Begin at El Rodeo Elementary School
x Elevado Ave
x Walden Drive
x Lomitas Ave
x Rodeo Drive
x Elevado Ave
x Alpine Drive
x Carmelita Ave
x Walden Drive
x Elevado Ave
x El Rodeo Elementary School
NOTIFICATION, MARKETING, AND PARTNER SUPPORT
Notifications are a team effort between Not Today Cancer and the City. Notifications for residents along the route will be distributed at least 10 days in advance of event day. All information will be posted on social media platforms and via print ads in local papers. NTC will distribute flyers at local community events and to all BHUSD students with permission from School District.
In 2023, 50% of the participants in the run were from outside neighboring communities and 8% of participants were from out-of-state. As this run grows, it will continue to bring in “running tourism” from around the region to Beverly Hills. The run is a way of uniting the community around a good cause and helps form strong bonds for families facing similar situations.
FISCAL IMPACT
This year marks the 4th annual key fundraising run event for Not Today Cancer. For the past in person run events, Council has granted waivers for NTC.
Once again, a waiver of permit and personnel fees is being requested by Not Today Cancer in order to maximize the total proceeds that can go to NTC. The waiver of fees does not include 3 of 3
non-City items that are required to host the event such as notifications, traffic control equipment and any other run related expenses.
The following estimates are based on the FY 2024/25 fee schedule:
Proposed Fees Waived Estimated Cost
Special Events Fees $1,197
Traffic Control Officers $2,040
No Parking Signs $1,620
Total $4,857
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 to be provided by Not Today Cancer.
RECOMMENDATION
Staff request Liaisons to formally approve a request from Not Today Cancer to host the annual Charity 5K Run/Walk, “Run of the Stars” on Sunday, October 6, 2024. Requests includes a waiver of permit fees including public right of way use, personnel fees, posting no parking signs and use of parking lane along the race route to host the annual event.
If approved by Liaisons, staff will take this item to the City Council meeting on July 2, 2024, for full approval.