HomeMy WebLinkAbout8.4 Special Event Vendor Policy
CITY CLERK
File # D[!lJ~[l2]-[!l]~
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: August 5,2008
SUBJECT:
Special Events Vendor Policy
Report by John Hartnett, Heritage & Cultural Arts Manager
ATTACHMENTS:
1. Proposed Resolution Establishing Special Events Vendor Policy
with Policy as Attachment
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ADOPT the Resolution Establishing Special Events Vendor Policy
or provide alternate direction
RECOMMENDATION:
FINANCIAL STATEMENT: None
DESCRIPTION: The Parks & Community Services Department offers a variety of
special events each year to entertain our citizens and to help create a sense of community. These special
events include: St. Patrick's Day Festival, Day on the Glen Festival, Outdoor Movie Nights, Father's Day
Picnic, Summer and Winter Concert Series, Eggstravaganza, and many others.
As part of the special event offerings, the City often contracts with commercial and non-profit vendors to
provide unique products and services to event goers. Items such as arts and crafts, fine arts, clothing,
home furnishings, toys and games, and services such as dental, chiropractic, and real estate are typically
brought in to enhance the events.
Given the expansion of City special events over the past few years, Staff believes it would be beneficial to
standardize event procedures by establishing a Special Events Vendor Policy, which would apply to all
vendors with which the City contracts for these events (Attachment 1). The proposed policy was
developed by the City Attorney in consultation with Staff.
The proposed Vendor Policy does the following:
. Clarifies that the City may accept or reject vendors, based on certain criteria;
. Requires vendors to conduct themselves professionally and to adhere to all rules & regulations,
including pertinent fire codes, and laws relating to health, fire prevention, and public safety;
COPY TO:
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G:\COUNCIL\Agenda Statements\2008\Stf Rpt 8-5 Vendor Policy (2).DOC
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ITEM NO.
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. Creates rules for booth signage - signs may not be handwritten and must be attached to booth or
canopy (not City property);
. Prohibits walkway solicitation; and
· Prohibits booths featuring sexual services or products, tobacco products, firearms or weapons and
drug paraphernalia.
RECOMMENDATION: It is the recommendation of Staff that the City Council adopt the
Resolution Establishing the Specials Events Vendor Policy or provide alternate direction.
1127226.2
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RESOLUTION NO. - 08
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
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ESTABLISHING A SPECIAL EVENTS VENDOR POLICY FOR
CITY OF DUBLIN SPECIAL EVENTS & FESTIVALS
WHEREAS, the City of Dublin's Parks and Community Services Department offers a variety of
community family events and festivals each year; and
WHEREAS, the City often contracts with commercial and non-profit vendors to provide services at
the events; and
WHEREAS, the City wishes to standardize procedures for contracted vendors; and
WHEREAS, the City has determined that it is necessary to establish a Special Events Vendor Policy
that will provide guidelines for the City and vendors.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby
adopt the Special Events Vendor Policy, attached hereto, for future City events & festivals.
PASSED, APPROVED AND ADOPTED this 5TH day of August, 2008.
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
1127277.1
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ATTACHMENT 1 (]
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City of Dublin Special Events Vendor Policy
Vendors and exhibitors shall acknowledge or comply with the following policies for all City of Dublin
Special Events (including, but not limited to, the St. Patrick's Day Festival, Day on the Glen Festival,
Outdoor Movie Nights, Father's Day Picnic, Summer Concert Series, and Eggstravaganza):
. To ensure variety, to protect sponsorship agreements and endorsements, and to allow for
availability of certain products, services or advertising, the City reserves the right to accept or reject
vendor applications.
. All vendors and exhibitors must conduct themselves in a professional manner. Any unruly
behavior, use of foul language to festival patrons or personnel, or refusal to follow rules,
regulations or staff direction, will be considered grounds for expulsion from the event. Any vendor
or exhibitor engaging in these behaviors will not be invited to return to subsequent events.
. No walkway solicitation is allowed. Staff/personnel and property must remain within designated
booth space.
. No handwritten signs.
. Signage must be affixed to booth or canopy - nothing shall be nailed, stapled, taped or otherwise
affixed to City or Park property.
. Vendors, exhibitors, and staff shall strictly obey all pertinent Fire Codes, laws, ordinances and
regulations pertaining to health, fire prevention and public safety.
. Adult-Themed Booths. The City of Dublin's Special Events are designed for and attended by
persons all ages. Through its Special Events the City wishes to promote, among other things,
family togetherness, entertainment, community involvement, and healthy child development. The
City finds that exposure to certain adult content is harmful to children, or creates a substantial risk
of harm to children. These potentially harmful effects may also result in families declining to attend
Dublin Special Events. Therefore, the City finds it is in the best interest of its Special Events to
limit children's exposure to adult content at the festivals. Since the nature and layout of the
festivals is such that parental ability to control inappropriate viewing of adult materials by children is
very limited, and because the City wants to protect children from harmful effects of viewing adult
materials and to preserve the family-oriented nature of the Special Events, the City has determined
that booths featuring the following shall be prohibited at City of Dublin Special Events:
o sexual pictures, services, products, or other materials that would be found at a sex-
oriented bookstore, as that term is defined in Chapter 8.08 of the Dublin Municipal
Code
o tobacco products and paraphernalia
o firearms or weapons, including toys that simulate real firearms or other weapons
o drug paraphernalia, including pipes, water pipes, and other ingestion devices
commonly associated with illegal drugs
1114386.1