c1i ), o:
Item No. 5
AGENDA REPORT
DATE: January 27, 2025
TO: Honorable Mayor and City Council
FROM: Megan Wolfe, Director of Community Services 4,
SUBJECT: Special Event Permit Application — Pumpkin Factory LLC. Concerts on the Farm RECOMMENDATION:
That the City Council approve a Special Event Permit Application submitted by The Pumpkin Factory, LLC (Applicant).
BACKGROUND/DISCUSSION:
The Applicant submitted a Special Event Permit Application (SEPA) to conduct festival style concerts on their property on the dates listed below. The details of the SEPA (Attachment A) are as follows:
• Event Dates and bands:
0 2/22/2025
— Primavera
0 3/22/2025
— Voz de Mando
0 4/12/2025
— Invasores
0 5/24/2025
— Adictiva
0 7/19/2025
— La Quebradita
0 8/31/2025
— Fantasma
• Location: 32355 Live
Oak Canyon Rd.
• Time: 4:00 p.m. to 1:00 a.m.
• Activities: Food and beverage vendors, alcohol service, and live entertainment • Anticipated Attendance: 2,050
This SEPA requires City Council approval because the Applicant has requested to sell alcohol within City limits with a temporary one -day ABC license and because the number of people gathering on their property exceeds 1,000. If City Council approves the Applicants request, staff will route the SEPA to the Police Department, Fire Department and the Community Development Department for review and approval and will work with the Applicant to obtain all necessary documentation. Which includes a copy the San Bernardino County Health Permit, ABC license, and security plan.
FISCAL IMPACT:
The Applicant has paid the Special Event Permit Application Fee.
Attachment:
1. Special Event Permit Application
Approved by:
ATTACHMENT 1
Organization and Applicant Information
❑■ Commercial (For -profit) ❑ Noncommercial (Non-profit) Tax I.D. #:
Organization
Name
Pumkin Factory LLC
Applicant Name
Tony Hicks
Address
32335 Live Oak Canyon Rd Yucaipa CA 92373
Email
INEW
Phone Number
On -Site Contact
Chris Rameson
Phone Number
Event Information
Type of Event: ❑ Athletic/Recreation ❑ Festival/Celebration ❑ Outdoor Market ❑ Circus/Carnival
❑■ Concert/Performance ❑ Parade/Procession/March ❑Other (specify):
Event Title
Concerts on the farm
Event Location
32335 Live Oak Canyon Rd Yucaipa CA 92373
Event
Description
Concerts wit food and beer concessions. Additional entertainment and rides.
Please complete a daily breakdown of event -related activities. Use multiple lines to distinguish between different daily activities. Please attach additional sheets if necessary.
Date(s)
Daily Activity
Start Time
End Time
2/22/25
❑ Set-up ❑■ Event Day ❑ Clean-up
4pm
lam
3/21-3/22
❑ Set-up ❑■ Event Day ❑ Clean-up
4pm
lam
4/11-4/12
❑ Set-up ❑■ Event Day ❑ Clean-up
4pm
lam
5/23-5/24
❑ Set-up ❑■ Event Day ❑ Clean-up
4pm
lam
6/13-6/15 & 7/19
❑ Set-up ❑■ Event Day ❑ Clean-up
4pm
lam
8/30-8/31
❑ Set-up ❑■ Event Day ❑ Clean-up
4pm
lam
Has this event taken place before? ❑E Yes ❑ No How many years?2 Total anticipated attendance: 2050 participants: 50 Spectators: 2000 2 1 P a g e
Here are the dates
Feb 22 - Primavera
March 22 - Voz de
mando
April 12 - invasores
May 24 _ Adict'iova
July 19 _ la
Quebrad*Ita
Aug 31 _ fantas a
Site Plan
Attach a diagram showing the overall layout and setup locations using the letters below.
Indicate the site for these on your diagram.
A. Alcoholic and nonalcoholic concession and/or beer garden areas B. First -aid facilities and ambulance locations
C. Tables and chairs
D. Fencing, barriers and/or barricades
E. Generator locations and/or source of electricity
F. Canopies or tent locations Sample Site Plan:
G. Booths, exhibits, displays or
enclosures
H. Scaffolding, bleachers, ?�
platforms, stages,
.K°T
grandstands and related
structures
I. Vehicles and/or trailers"""• 0
J. Other related event
so'xao' so'xW"
components not covered —°.,°,.(,°°„4 —T°I1K°.1 I—)
above (describe
separately) . �n
un
K. Trash containers and "NV°"'"' 20's20'
dumpsters
CHECK IN a IN
L. Non-food vendor locations ••- s,_:_..� r,
M.Food concession and/or L`J �-
food preparation areas
N. Potable toilet location(s)
MA11 1
ryKutuan
When planning a moving route, the Yucaipa Police Department is available to assist you in planning your route. Consider the following in your planning:
• Impedance of emergency fire, police or paramedic vehicles. • Conflict with public transportation, such as buses.
• Interference with people trying to reach their own residences, businesses, places of worship and public facilities.
If your event involves street closures, you may be required to obtain traffic safety equipment, and a certified traffic control plan. Depending on the type of event, barricades, traffic cones, signs, etc., may be required. Depending on the type of event and after evaluating roadway conditions, you may be required to properly place this equipment prior to commencing the event. If the closure creates a potential hazard, your organization will be required to contract traffic service from the Yucaipa Police Department and/or Street Division. 3 1 P a g e
List street(s) requiring closure as a result of this event. Include street name(s), day, date, and time of closing and time of reopening:
N/A
Indicate how this closing/reopening of streets will be handled:
❑ City of Yucaipa to handle (cost to be specified) ❑ Event to handle per CalTrans standards
List street(s) requiring the posting of "No Parking" signs. Indicate days, dates, and times needed and an explanation of necessity of "No Parking" zone:
Note: "No Parking" signs will be posted forty-eight (48) hours in advance of required days, dates and times. Cost for the posting of No Parking"signs will be specified upon review of the application by Citystaff.
Food and Beverage
Please describe how food will be served at the event:
Multiple food vendors by health department approved vendors Alcohol with ABC licensed vendors
Will food be cooked in the event area? * Yes ❑ No
Method: ❑ Gas ❑ Electric ❑ Charcoal ❑■ Other (specify): [if Vpal IC Does the event involve the sale or use of alcoholic beverages? 0 Yes ❑ No If alcohol is to be sold, how will the alcohol sales be regulated? Per ABC permit
Who will be handling the alcohol sales?
Steve Babbit
Restrooms
Portable restrooms are required when estimated attendance exceeds what the host facility's restrooms can accommodate. One portable restroom is required for every 50 patrons attending over the minimal site accommodations.
Will Event Organizer provide portable restroom facilities? F Yes ❑ No 4 1 P a g e
Company
Name
Existing on site portable units
Contact Name
Tony Hicks
Phone Number
Lighting
If this is an evening event, please state how the event and surrounding areas will be illuminated to ensure the safety of the participants and spectators. (If required, show a separate site map which details streetlights, portable lights, and other illuminating devices.) Existing site lighting and light towers
Waste Removal
Event Organizer is responsible for arranging for the removal of all waste related to the event.
This includes but is not limited to emptying of trash bins and the removal of waste from the event site and other affected areas. If hiring a professional sanitation company, please nrovide the following information.
Company
Name
In house and existing waste hauler
Contact Name
Tony Hicks
Phone Number
If not hiring a professional sanitation company, please provide the following information for :heperson(s) responsible for waste removal.
Contact Name
Phone Number
Cal Fire/Medical
In case of an emergency, the on -site contact will call 9-1-1. If event requires an ambulance company to be on -site, please provide the tollowing intormation:
Company
Name
Contact Name
Phone Number
5 1 P a g e
Please describe your medical plan including your communications plan, the number, certification levels (MD, RN, Paramedic, EMT) and types of resources that will be at your event and the manner in which they will be managed and deployed. Your plan should include hours of setup and dismantle of medical aid areas. You may attach the plan to this application if necessary:
Existing on site medical aid station will be staffed with an EMT.
Police Services/Security
In the event that a carnival/street fair and/or alcohol service will be included in the event, an
alcohol garden and security plan will need to be submitted as well as a security contract and/or public safety staffing plan for review by the Police Department.
Is there a professional securitv orLianization hired for this event? n Yes n No Company
All Coast Metro Patrol
Name
Contact Name
Tony Hicks
Phone Number
Please describe your security plan including crowd control, internal security or venue safety, or attach the plan to this application:
Plan will be forwarded to City 10 days prior to Feb 22 event event Entertainment
Will sound amplification be used? 0 Yes ❑ No Start time: 4pm End time: lam Are there any musical entertainment features for this event? ❑ Yes ❑ No Name of Act Multiple artists
Contact Name
Phone
Number
How many stages? 1 Number of bands? 4 Per date Genre of music: mex/spanish/tex mex Will fireworks, rockets, or other pyrotechnics be used? ❑ Yes ❑■ No Company
Name
6 1 P a g e
Contact Name
Phone Number
Describe (indicate dates, times and locations for launching and fallout areas):
Has a permit been issued: I I Yes I I No
(Note. Additional permits may be required as indicated by staff. These include, but are not limited to, Conditional Use 24 Permit, Land Use Permit, and Fire Department permits.) Insurance
Before a Special Event Permit is issued, a certificate of insurance must be submitted.
Insurance certificate must be issued by insurance underwriters "admitted" by the California Insurance Commission and rated 'A' or better by AM Best. Requirements are:
• Minimum $1,000,000 General Liability Limit
• Minimum $1,000,000 General Automobile Liability
• Minimum $1,000,000 Worker's Compensation
• On an additional insured endorsement, the City, its elected officials, officers, and agents are to be named as additional insured
• Minimum limits of coverage may change depending on event ❑ Insurance certificate attached ❑■ Insurance certificate on file ❑ Insurance certificate not available
Filing Fees
Special Event Permit Application Fee: $200.00
* Other Fees may apply (e.g. street closures, Fire Permit/Inspections, utilities, facility rental, etc.)
7 1 P a g e
Application Checklist
❑■ Completed Application
❑■ Certificate of liability insurance
❑■ Site Plan (location of structures, lighting, restrooms, parking, etc.) ❑ Copy of Security Contract (if applicable)
❑ Copy of Potable Restroom purchase order (if applicable) ❑ Facility or Shelter Reservation Application (if applicable) ❑ Copy of ABC License (if applicable)
❑ Copy of County Health Permit (if applicable)
By signing below, I agree to indemnify, hold harmless, and defend the City and its officials, employees, and agents, against all claims, liabilities, and losses arising from activities connected with or undertaken pursuant to the Permit. The City is not liable for any business loss, property loss, or other damage that may result from the use of the Permit, or suspension or revocation of the Permit.
Name:
Tony Hicks
Signature:
Date: 1 /16/25
8 1 P a g e
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SITE PLAN
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