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HomeMy WebLinkAboutItem 06.g Date: Item No. TEMPORARY ON-SALE LIQUOR LICENSES LAKEVILLE BREWING COMPANY ANGRY INCH BREWING Proposed Action Staff recommends adoption of the following motion: Move to approve the issuance of temporary on-sale liquor licenses to Lakeville Brewing Company and Angry Inch Brewing. Overview The Downtown Lakeville Businesses would like to host a Block Bash event on Saturday, June 3rd, in Market Plaza. The event is being planned to raise money for Lakeville area schools and to provide marketing and direct sales opportunities for local businesses. It will include entertainment, food and non-alcoholic beverages from 4 to 6 p.m. Alcoholic beverages will be provided from 6 p.m. until 10:30 p.m. A detailed event summary is attached. Lakeville Brewing Company and Angry Inch Brewing are requesting a temporary on-sale liquor license to allow the sale of alcoholic beverages at the event. They will provide security personnel who will wrist band those of legal age to consume alcohol and monitor the entrances to assure that alcohol is not taken out of the designated event area. Dakota Curling representatives have agreed to keep their bar closed during the event to avoid any confusion or potential violation of their club liquor license. The Lakeville Police Department has no objection to the issuance of temporary on-sale liquor licenses to Lakeville Brewing Company and Angry Inch Brewing, subject to the attached stipulations. Primary Issues to Consider What measures will be taken to assure that persons under the age of 21 will not have access to alcohol? (See attached list of stipulations) Supporting Information • Detailed Event Summary Financial Impact: $ Budgeted: Y☐ N☐ Source: Related Documents: (CIP, ERP, etc.): Envision Lakeville Community Values: A Sense of Community and Belonging Report Completed by: Charlene Friedges, City Clerk May 1, 2017 Stipulations for Block Bash - June 3, 2017 1. Fencing shall be erected around the designated event area to control access to the event so that those of legal age to consume alcohol can be identified. The designated event area includes Market Plaza, Main Street Café and The Dakota Curling Club. 2. Comply with fire code, emergency exit and ADA requirements and provide sanitation facilities commensurate with expected attendance. 3. Alcohol sales are allowed within the designated event area only by licensed event organizers and catering services contracted for this event. 4. Alcoholic beverages are not permitted to leave the designated event area. All exits must be staffed by event personnel to prevent this. 5. Event organizers must obtain a liquor liability policy naming the City of Lakeville as an additional insured. The endorsement which describes how the City of Lakeville is covered as an additional insured must be included. 6. Event organizers shall be responsible for ensuring that all food vendors present comply with all Federal, State, and County health/safety requirements/regulations. 7. Surrounding neighbors expected to be impacted by the event must be notified by May 15, 2017. 8. Event personnel shall control access to the event, identify and wrist band those of legal age to consume alcohol, and assist Lakeville Police Department in clearing the event area after 11:00 p.m. 9. All live or recorded music must cease by 11:00 p.m. 10. Alcohol service will commence at 6:00 p.m. and must cease at 10:30 p.m. 11. The closing time shall be prominently displayed throughout so there is no confusion at the end of the evening when patrons are asked to leave. 12. For security purposes the event organizer will hire: • One (1) off-duty police officer scheduled from 6:00 p.m. to 11:30 p.m. • Two (2) police reserves scheduled from 4:00 p.m. to 11:30 p.m. 13. The Police Chief or Fire Chief, or designee, may direct the event organizer to control the level of noise and/or terminate the event at any time for any reason. Downtown Lakeville Businesses Event Plan, Block Bash 2017 Page | 1 Downtown Lakeville Businesses Present… Block Bash 2017 1 Event Summary Event Description The Downtown Lakeville Businesses will host an outdoor event featuring live music and activities. The objectives of the event are: 1. To raise money for Lakeville area Schools. Specifically, we are donating to the “Ready, Set, Achieve” initiative. The Ready, Set, Achieve! program equips K-12 families in need with supplies to send their children back to school ready for learning come fall. The event provides school supplies, haircuts, backpacks, clothing, and spirit wear donated from our schools, families and community. Our event will raise money through the sale of admission tickets and collection of donations. 2. Provide marketing and direct sales opportunities for local businesses with a specific focus on Downtown Lakeville businesses. Selected businesses will be invited to provide food and drinks (including the sale of alcoholic beverages during designated times) within the boundaries of the event. Businesses who donate to the event will be provided marketing and publicity; signage, social media links and announcements during the event. Days, Dates and Times Saturday, June 3, 2017 from 4 PM until 11 PM • All ages 4 PM to 6 PM – entertainment, food, and non-alcoholic beverages for sale • 21 and up from 6 PM to 11 PM – entertainment, food, and non-alcoholic beverages for sale (alcoholic beverages for sale from 6 PM until 10:30 PM) Entertainment A lineup of entertainment will include musical performances from local school groups (band and choral groups from Lakeville area schools) as well as paid bands. To coincide with the event’s plan for alcohol sales and age restrictions, school groups will perform during the initial hours of the event and the paid bands will perform in the later hours of the event. A DJ will play music between band performances and all music will be amplified. Amplified music will start no earlier than 4:00 PM and will end by 10:30 PM. A stage will be set up with appropriate electrical service and will be covered by a tent. Food and Drink Service at the Event Selected and appropriately licensed vendors will serve food and drink including alcoholic beverages (beer, wine and cocktails) between 6 PM and 10:30 PM. Vendors will include food trucks and/ or portable serving stations/ tables set up by appropriately licensed vendors. We will favor Downtown Lakeville businesses for all services provided, but will also be open for other local businesses as needed to assure a variety and capacity appropriate to the crowd size. We will collect copies of Downtown Lakeville Businesses Event Plan, Block Bash 2017 Page | 2 insurance coverage certificates and the state and local licenses/ permits appropriate to each vendor in advance of the event as due diligence and to proactively address any permitting or coverage gaps. Current planned food and drink vendors participating: Vendor Food N/A Beverages Alcoholic Beverages Lakeville Brewing Co LLC – Food, Beer, Wine, Pre-Mixed Cocktails, Water X X X Angry Inch Brewing – Beer, Water X Main Street Wine Bar – Food, Wine, Beer, Water X X X Toppers Pizza – Pizza, Soda, Water X X ? Heavy Metal Grill? X X X ? Baldy’s Barbecue Food Truck? X X Activities, Games, and Non-Food Vendors Activities will include bean bag toss and other similar activities appropriate to the space available. These will be informal and open for all attendees to play. *Pursuant to our event objectives, all Downtown Lakeville Businesses will be given an opportunity to set-up and host an information and/ or activity table to promote their business. As an alternative, businesses may choose simply to put information about their business at the “Welcome/ Hospitality Tent” during the event. Estimated Attendance We anticipate a crowd of between 1000 and 1200 based on past attendance at similar events in Downtown Lakeville. As this is a charitable event, we will strive to get as much attendance and contribution as possible, but will abide by guidelines set by city officials to maintain public safety. Parking and Traffic Existing parking in Downtown Lakeville will be used for people attending this event. This event will block the flow of traffic on 208th Street West between Holyoke Avenue and Holt Avenue. No additional encumbrance to traffic flow will result from this event. Sanitation and Health Facilities Portable facilities will be rented and placed as indicated in the drawing. We will provide sufficient facilities for the anticipated crowd size. City Services and Property Requested We are requesting the following from the City of Lakeville: • At the level directed by city officials, we request law enforcement presence during this event. Downtown Lakeville Businesses Event Plan, Block Bash 2017 Page | 3 • We request permission to block off parking and traffic flow on 208th Street West from Holyoke Avenue to Holt Avenue as has been used for the Block Bash event in the past (includes the parking spaces along 208th Street West). • We request the use of city trash receptacles and picnic tables inside the blocked off event space. • Support in publicizing the event. Permitting and Licenses As required for this type of event, we will apply for and verify the following permits: • Outdoor Entertainment Permit from the City of Lakeville • City permit for Lakeville Brewing Company, LLC to serve intoxicating liquors during the event • City permit for Angry Inch Brewing to serve intoxicating liquors during the event • Appropriate licensure from the Minnesota Department of Health for each vendor serving food at the event (provided by each vendor) • Banner permits as required from the City of Lakeville • ASCAP, SESAC, and BMI music licenses from at least one major event sponsor (Lakeville Brewing Co LLC will provide) Event Layout plan Downtown Lakeville Businesses Event Plan, Block Bash 2017 Page | 4 1. Event area shown above 2. Red lines indicate approximate location of fencing – black circles indicate entrance/ exit locations, star indicates “main entrance.” 3. Red dashed line indicates the south entrance to Dakota Curling Club. The Curling Club will be included in the event footprint. The North entrance will be the event exit. 4. Blue rectangle is the approximate location of stage 5. Orange squares indicate food and drink vendor approximate locations 6. The white square indicates the approximate location of games and activities 7. Black squares indicate approximate location of picnic tables 8. Green squares indicate approximate location of portable restroom facilities 9. The yellow rectangle indicates the approximate location of the event hospitality tent/ welcome tables Downtown Lakeville Businesses Event Plan, Block Bash 2017 Page | 5 2 Safety and Security Safety Prior to the event an inspection will be performed to check for safety hazards including tripping and electrical hazards. All identified hazards will be eliminated or mitigated. A basic first aid kit will be available at the main event tent and an emergency response plan will be discussed with Lakeville first responders working the event. Entrances, Exits, and Access control All guests will be required to initially enter the event through the main gate (indicated on the event layout diagram with the star). The main gate, back gate, the north entrance to Dakota Curling Club and Main Street Café/ After Hours will serve as emergency egress. All guests will receive a hand stamp to allow re-entry to the event, however no alcohol will be permitted to leave or enter the event at any point. Re-entry with the appropriate wrist band and hand stamp will be permitted through all four points of entry, however no outside alcohol will be permitted to enter the event. All four points of re-entry and all fence lines will be monitored throughout the event. Security Personnel Lakeville Brewing Co, LLC and Angry Inch Brewing will provide eight (8) volunteers throughout the event whose primary focus will be on safety and security of event attendees. • Two security/ staff personnel to monitor the event area – their role will be to monitor the event for guest safety, communicate issues to law enforcement and assure that all conditions of our event permit are complied with. These individuals will also do a sweep of the event area during the transition to “21 and over” to assure compliance with the event permit. Throughout the event, these individuals will observe and verify that alcoholic beverages are neither handed to nor picked up by guests without a wristband and will communicate suspected violations of age requirements to on site law enforcement. • Two security/ staff personnel to monitor the designated main entrance and check valid identification of all guests. These individuals will control access to the wrist bands and make sure that each wrist band handed out is placed only on those whose identification and age have been verified. • Two security/ staff personnel to monitor the rear gate to assure 1) no alcohol exits the event or is provided to a non-wrist-banded guest and 2) that it is used for re-entry only (main entrance only for initial entry to the event). • Two security/ staff personnel to monitor the north entrance and exit from Dakota Curling Club to assure 1) no alcohol exits the event or is provided to a non-wrist-banded guest and 2) that it is used for re-entry only (main entrance only for initial entry to the event). • Two security/ staff personnel to monitor the interior of Dakota Curling Club to assure no alcohol is provided to a non-wrist-banded guest. • Two security/ staff personnel to monitor the interior of Main Street Café/ Main Street After Hours to assure no alcohol is provided to a non-wrist-banded guest. Downtown Lakeville Businesses Event Plan, Block Bash 2017 Page | 6 In addition to our own security/ staff personnel, the Lakeville Police Department will supply law enforcement officers to be present during the event. Communication and Verification with City Officials Prior to the event start, the event coordinators will be present and will assist in addressing any safety or permit compliance issues (see set-up and event timeline). During the event particular attention will be paid to the perimeter to verify that no alcohol changes hands or leaves the event area at any time. If such an event (or another immediate safety or security issue) occurs, the LPD officers on site will be advised. Age Verification During the event all ages will be welcome from 4 PM until 8 PM. After 8 PM only those who are 21 years of age or older will be permitted in the event area. A valid identification will be required and a wrist band will be provided to each individual whose age has been verified to be 21 or over. All guests 21 and over will be marked with a wristband and all under 21 will receive an X-mark on the hand to assist vendors and security in age verification. In addition, a separate stamp will be offered for individuals who wish to leave and re-enter the event (although alcohol will not be permitted to leave the event area). Only individuals 21 years of age or older will be allowed to enter/ re-enter starting at 8:00 PM. To assist in keeping the 8 PM transition simple and smooth, we will start issuing wrist bands from the beginning of the event. At 8 PM all guests without a wristband will be asked to leave the event area. All vendors will be instructed to verify the age of all individuals asking for or purchasing alcoholic beverages (as is required by their individual liquor licenses/ permits). Security, event volunteers and all vendors will be asked to monitor adherence to this and notify the LPD officers present if they witness violations. 3 Event Budget and Financial Plan Preliminary Budget BLOCK BASH Anticipated Expenses Amount Bands, Entertainment, Games $ 1,600.00 Stage Rental $ 700.00 Additional Event Insurance Portable Restrooms $ 280.00 Police Department Security $ 425.00 Fencing $ 900.00 Permits (outdoor event permit and banner permits) $ 125.00 Marketing and Promotional Material $ 500.00 tablecloths, ashtrays, trash bags, etc. $ 60.00 Tent Rental $ 400.00 $ 4,990.00 Downtown Lakeville Businesses Event Plan, Block Bash 2017 Page | 7 Sponsorship and Donations *Pursuant to our event objectives, all members of Downtown Lakeville Businesses Association who actively participate in planning and/ or provide manpower and staffing for Block Bash will receive inclusion in marketing/ promotion of the event as well as the option of placing signage on the main entry gate as an event sponsor. Level Cost Benefits Sponsor the Stage $1000 • Large Sign with logo on Main Fence Next to Entryway • Large sign with logo adjacent to the stage • Stage referred to with your business name “The _______ Stage” • Select/ provide event MC if you wish • Business Name and logo Included in Marketing Campaign • 10 event tickets • Signage on 3 picnic tables at the event with logo and business name Platinum $700 • Large Sign with logo on Main Fence Next to Entryway • Business Name and logo Included in Marketing Campaign • 10 event tickets • Signage on 2 picnic tables at the event with logo and business name Gold $300 • Business Name and logo Included in Marketing Campaign • 5 event tickets • Signage on 1 picnic table at the event with logo and business name Silver $100 • Business Name Included in Marketing Campaign • 2 event tickets Fundraising Projections Tickets Sold Targeted Donations from Sponsors Revenue Event Costs Net Event Revenue - Amount Raised for Charity 750 $ 2,000 $ 9,500 $ 4,990 $ 4,510 1,000 $ 2,000 $ 12,000 $ 4,990 $ 7,010 1,250 $ 2,000 $ 14,500 $ 4,990 $ 9,510 1,500 $ 2,000 $ 17,000 $ 4,990 $ 12,010 Downtown Lakeville Businesses Event Plan, Block Bash 2017 Page | 8 Ticket Sale Management Ticket sales will be managed through a single event volunteer selected by Lakeville Brewing Co and Angry Inch Brewing. This individual will coordinate the printing of tickets and the inventorying of tickets for sale at various locations. We anticipate making tickets available for purchase at Downtown Lakeville businesses as well as other locations throughout the city. Ticket cost will be $10. 4 Event Committee and Assignments Role Duties Person Assigned Lead Event Coordinator Facilitates communication among all event volunteer staff and assures a successful event. Contracts for fencing and event logistics and coordinates setup and tear-down of the event. Identifies and takes the lead on resolving issues potentially impacting event success. Verifies event compliance with all issued permits. Lead the mobilization and demobilization of the event. Don Benefactor Coordinator Develop and finalize means of fund collection and transfer to benefitting non-profit group/ organization. Assures the proper handling of funds collected and maintains financial transparency for the benefitting non-profit group/ organization. Jon Safety/ Security Lead Finalize and execute the event safety and security plan. Identify and coordinate volunteers for safety/ security staff. Assign security staff to specific roles for the event. Acquire and manage the verification of attendee age and the use of wrist bands and hand marking/ stamps. Serve as primary point of contact for LPD before and during the event with regard to safety and security. Don and Jon Food and Drink Vendor Coordinator Coordinate logistics for all food and drink vendors for the event. Collect copies of licenses and insurance certificates from all vendors in advance of the event. Serve as primary point of contact for the MN DoH in the event of an on-site inspection or other inquiry. Assist the marketing lead by providing information about participating vendors. Jon Lead Event Coorinator Benefactor Coordinator Safety/ Security Lead Food and Drink Vendor Coordinator Entertainment Coordinator Games and Activities Coordinator Ticket and Gate Entry Coordinator Event Marketing Lead Downtown Lakeville Businesses Event Plan, Block Bash 2017 Page | 9 Role Duties Person Assigned Entertainment Coordinator Coordinate the setup of the stage and sound system for the event. Determine the line-up of entertainment and create and publish a schedule of performers for the main stage. Create agreements with professional performers within the event’s allocated budget. Selects an event emcee and helps the emcee prepare in advance. Assist the marketing lead by providing information about entertainment lineup. Megan Games and Activities Coordinator Select games to play, acquire materials, set up games on event day and take care of game materials clean-up after the event. This person will also arrange for volunteers to control and assist with games during the event. Assist the marketing lead by providing information about games and activities. Tracy + Paul Ticket Sales and Gate Entry Lead Manage the printing, inventory and sale of tickets prior to and at the gate during the event. This includes selecting locations to sell advance tickets and controlling the inventory of tickets and collection of money from ticket sales. Coordinate the collection of tickets at the main gate including managing cash receipts at the gate. Paul + MetroE Event Marketing Lead Develops and executes a plan to market the event including soliciting and managing sponsor lists, designing, acquiring and hanging banners/ posters, creating and updating a Facebook page and website page, providing a direct-marketing campaign to surrounding neighbors (by mail and/or door to door). Steph + Kris 5 Event Setup Plan and Task List 3 to 1 month(s) prior to event • Detail event plan • Confirm agreement with charitable organization benefiting from the event • Begin event permitting • Coordinate logistics with affected and participating businesses • Solicit event sponsors • Solicit vendors • Select entertainment lineup • Select games and activities • Print tickets • Begin advance ticket sales (end of April/ beginning of May) • Launch initial online marketing plan and begin publicizing (Facebook, website, etc.) 1 month prior to event: • Verify city event permit • Send event notification mailers/ conduct communication campaign with local residents Downtown Lakeville Businesses Event Plan, Block Bash 2017 Page | 10 • Verify food and drink vendors and collect copies of vendor licenses and insurance certificates • Verify entertainment lineup • Verify final event layout • Verify final fence plan and contract for mobilization/ demobilization • Verify final portable facilities plan and contract for mobilization/ demobilization • Verify electrical plan and review with City Electrical Inspector • Print sponsorship signs for main fence, tables and stage-side • Create event staffing schedule (gate monitors, security, hospitality tent, games, etc.) • Ramp up marketing campaign including online event boosts, word of mouth, mailers, signage, radio?, etc. 1 week prior to event • Finalize event staffing schedule • Verify detailed event schedule – “day of” • Follow-up with ticket sales/ collect revenue from advance ticket sales to date Day of Event 7 AM CLOSE OFF PLAZA WITH CONES Before Noon Stage Delivery and Setup PORTABLE RESTROOMS ARRIVE PICNIC TABLES FROM CITY ARRIVE Food Trucks and Food Vendors set up NOON Setup Tables and tents and Games Fencing Setup 1 PM City of Lakeville Electrical and Fire Inspection/ Verification 2 PM Collect unsold tickets and advance ticket sale revenue. Tabulate amount raised, actual costs (known), and calculate event Net Revenue (pending gate income) 3:45 PM GATES READY TO OPEN 4 PM Event Begins – food and non-alcoholic beverage sales begin. 7:30 PM Announce 8 PM transition of event to “21 and over” 8 PM All under 21 years of age to leave event area. Nobody under 21 permitted to enter after this time. Alcohol Service begins. 10:05 PM Last Call for vendor alcohol service announced 10:15 PM Alcohol service from vendors ends 11 PM Event Ends – Begin Clean-up