STAFF REPORT. Meeting Date: June 29, 2017 To: From:

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1 STAFF REPORT Meeting Date: June 29, 2017 To: From: Subject: Honorable Mayor & City Council Timothy Hou, Assistant to the City Manager Presentation and Funding Request by the Next Beverly Hills Committee for the Next Night nitiative Attachments: 1. Next Night Budget Option A 2. Next Night Budget Option B NTRODUCTON This report presents a request from the Next Beverly Hills Committee for Council to consider sponsoring a second Next Night event for Saturday, September 23, Mayor Bosse and Vice Mayor Gold concur with the request to have a second event. DSCUSSON Background The Next Beverly Hills Committee (Committee) was established in May of 2015 by then- Mayor Gold to engage the age demographic in the City. The objective of the Committee is to engage this audience through a variety of platforms and initiatives that address the lifestyles, economic and civic needs of the City s next generation. On Saturday, August 27, 2016 the Committee hosted its first Next Night event, a local outdoor block-party festival. Next Night attracted participation and support from several Beverly Hills businesses and residents, and delivered an entertaining community experience featuring activities for all ages. On September 20, 2016, members of the Next Beverly Hills Committee presented to Council a recap of the event which attracted an estimated 2,000 attendees and no reported complaints of noise or adverse impacts. The event generated over 5,000 dollars in beverage sales at the beer garden. Additionally, local restaurants reported record-breaking sales that evening, and several restaurants along S. Beverly Drive had wait-times exceeding forty-five minutes throughout the duration of the event. The first Next Night event included a live band and DJ, food trucks to supplement existing nearby restaurants, and several pop-up shops inclusive of local artisans and retailers. t occurred on S. Beverly Drive between Charleville Blvd. and Gregory Way from 6 p.m. 10 p.m. The Committee proposes to hold the event at the same location with similar logistics for Next Night 2017.

2 Meeting Date: June 29, 2017 The City spent 33, on last year s Next Night event, which was funded through the Fiscal Year Policy and Management Department budget. The Beverly Hills Chamber of Commerce provided 18,985 in funding for the event due to its initial connection with Culinary Week. Gibson Guitars provided an in-kind donation in the amount of 6,000 for the audio equipment. The overall cost for last year s event was 52, Gibson Guitars has expressed interest in providing a similar level of support for Next Night 2017, which would further reduce the event costs. The Committee is currently conducting outreach to local businesses to promote awareness of the possible event. Should the Council approve the event, City staff, with support from the Committee, would initiate an official event marketing campaign for residents and businesses. City Funding Request There are two cost options for Next Night 2017: Option A and B (Attachments 1 and 2, respectively). Option A represents an event largely identical in scope to Next Night 2016 in the amount of 55,960. Option B represents an enhanced event in the amount of 66,840. Option B grows the attendance capacity to accommodate up to 4,000 attendees, and provides an enhanced and expanded stage area, a larger beer garden inclusive of a lounge area and increased event lighting. t should be noted that both options include Council opting to waive the City s street closure permit fee of 7,000 as well as to cover the cost for K-Rails through the City s vendor (2,200 for Next Night 2016). Summarized below are options A and B, for funding Next Night Option A Option B Description Costs Costs City Street Closure Permit Fee* 7,000 7,000 Project Management 7,810 7,810 Event Support and Operations 1 1, ,745 Event Elements 29,106 35,550 Event Entertainment 4,500 4,500 Beer Garden 2,799 7,235 TOTAL ESTMATED COSTS 62,960 73,840 *lf Permit Feels Waived by Council 55,960 66,840 FSCAL MPACT n terms of direct revenue, the event forecasts collecting a vendor booth fee of 300 for each of the 15 available vendor spaces at the event as reflected in Attachments 1 and 2. Staff anticipates full buy-out of the vendor booths, which would reduce the total cost to the City by 4,500. Additionally, the beet and wine vendor reduces its event fee upon reaching its sales targets. These forms of revenue would then reduce the actual cost of the event. However, since revenue is not yet assured, staff recommends a budget that does not presume this revenue. Page /22/2017

3 Meeting Date: June 29, 2017 Should the Council approve the event under Option A or Option B, funding is available in the Fiscal Year Policy and Management Department Budget. RECOMMENDATON Staff seeks Council feedback and direction on the proposed event including programming and budget. f the event is approved, Staff will return to Council for approval of an agreement with Utopia Worldwide for a not-to-exceed amount for production of Next Night %eorge Chavez Approved By Page 3 of 3 6/22/2017

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5 Option A 2017 BEVERLY HLLS NEXT NGHT EVENT BUDGET ESTMATE June 15, 2017 Project Management Cost Project Manager 3,960 Project Coordinator 1,400 Technical Manager 1,950 nsurance 500 Total 7,810 Event Support and Operations Project Manager 440 Production Coordinator 1,260 Graphic Design 1,200 Food Coordinator 1,440 Vendor Coordinator 1,200 Audio Technician 500 Production Assistants 1,200 Cleaning Crew 600 General Supplies 625 Craft Services/Travel 400 Radios 480 Dumpster Allowance 2,400 Total 11,745 EventElements Entrance Signage/Décor/Wayfaring Signage 1,750 Booth Signage 945 Step and Repeat 420 Rentals: Red Carpet 306 Stanchions 151 Red Velvet Rope 105

6 Tables for Booths High Tops Low Tops Chairs Picnic Table Trash cans and liners Cement Bases Labor/nstall/Removal Port-a-potty Lighting Audio Equipment Stage f12x20x1) Generators: ncludes labor and fuel ,540 2,940 8,400 6,000 1,200 2,400 Total 29,106 Event Entertainment Band/Performance Allocation 4,500 Total 4,500 Beer Garden Bicycle Fencing Security Signage Bar Vendor Fee ,000 Total 2,799 TOTAL 55,960 ncome from Vendor Booth Fees ,500 GRAND TOTAL 51,460

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8 Option B 2017 BEVERLY HLLS NEXT NGHT EVENT BUDGET ESTMATE - June 15, 2017 To address learned items from 2016 Project Management Project Manager 3,960 Project Coordinator 1,400 Technical Manager 1,950 nsurance 500 Total 7,810 Event Support and Operations Project Manager 440 Production Coordinator 1,260 Graphic Design 1,200 Food Coordinator 1,440 Vendor Coordinator 1,200 Audio Technician 500 Production Assistants 1,200 Cleaning Crew 600 General Supplies 625 Craft Services/Travel 400 Radios 480 Dumpster Allowance 2,400 Total 11,745 Event Elements Entrance & Wayfaring Signage/Décor 1,750 Booth Signage 945 Step and Repeat 420 Rentals: Red Carpet 306 Stanchions 151 Red Velvet Rope 105

9 . Total Tables for Booths High Tops Low Tops Chairs Picnic Table Trash cans and liners Cement Bases Labor/nstall/Removal Port-a-potty Lighting + Truss System Audio Equipment Stage (12 x20 x24 ) Generators: ncludes labor and fuel ,540 2,940 14,000 6,000 1,680 2,400 Total 35,550 Event Entertainment Band/Performance Allocation 4,500 Total 4,500 Beer Garden Bicycle Fencing 945 Lounge Area + Market Lighting 4,200 Security 840 Signage 250 BarVendorFee 1,000 7,235 TOTAL 66,840 ncome from Vendor Booth Fees ,500 GRAND TOTAL 62,340