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Home My WebLink About8.3 Future Events at Don Biddle Community Parkr DUBLIN CALIFORNIA STAFF REPORT CITY COUNCIL Agenda Item 8.3 DATE: February 7, 2023 TO: Honorable Mayor and City Councilmembers FROM: Linda Smith, City Manager SU B.ECT: Future Events at Don Biddle Community Park Prepared by: Shaun Chilkotowsky, Heritage & Cultural Arts Manager EXECUTIVE SUMMARY: The City Council will receive a report on the possible relocation and addition of City events and festivals, including Splatter, to Don Biddle Community Park. STAFF RECOMMENDATION: Receive the report and provide feedback. FINANCIAL IMPACT: Fiscal impacts will vary based on the specific event location change and subsequent format changes. The fiscal impact could range from negligible to $20,000 for larger events such as Splatter. DESCRIPTION: Background Don Biddle Community Park (DBCP), a 30+ acre park located just east of Dougherty Road and immediately north of Dublin Boulevard, opened to the public on September 24, 2022. Located centrally within the City, the park features a great lawn, public art, multiple play areas, sports courts, and other amenities. DBCP was designed as a future civic gathering space while providing active and passive community opportunities. Currently, the City's Parks and Community Services Department coordinates special events and festivals at various parks and facilities throughout town. These events include the City's signature St. Patrick's Day Festival at Civic Center, Farmers' Markets and Summer Concerts at Emerald Glen Park (EGP), holiday events, the Splatter festival, and others. With the completion of DBCP, Staff is exploring the feasibility of and interest in utilizing the site as an event location, in particular for the Splatter event. Page 1 of 4 120 Splatter Background Splatter, the end of summer festival, began in 2012 at EGP and was branded as "Not your ordinary food, art and wine festival." Over the years, the event has evolved to meet the community's interest, meet best practices related to alcohol sales, and ensure a sustainable fiscal impact on the City's general fund. In recent years, the festival footprint has been scaled back, and tasting pavilions have been transformed to open air dining tents with food and beverage provided in a format like the St. Patrick's Day Festival. There are three stages of entertainment, a carnival, art activities, shopping, and the 2021 and 2022 festivals featured an art gallery held inside The Wave as well as a drone light show. While feedback on the event has been positive in recent years, the festival has outgrown its current footprint, and adjustments such as moving the carnival off the grass and into a parking lot have been considered. Alternately, the City Council may consider moving the entire event to DBCP and incorporating format changes which are outlined below. Splatter at Don Biddle Community Park Staff has explored the feasibility of moving Splatter to DBCP and has identified factors that could influence the decision to move the event. The bullet points below highlight major logistic and programmatic elements to be considered. • Footprint and Festival Layout o The festival would focus on the use of the Great Lawn. This will provide a more cohesive event and allow all other amenities of the park to remain open, with the exception of the sports courts. o The Great Lawn provides a larger event space. The usable area of the Great Lawn provides approximately 40% more space than is currently used at Emerald Glen (220,000 square feet vs. 150,000 square feet). The additional space allows the carnival to remain close to the entertainment stages. o Larger pavilion tents would be utilized to create shaded seating areas. The 40'x40' tents used at EGP would be increased to 40'x80' at DBCP. o The marketplace and art activities would be set along the promenade loop, integrating them into the event space. This will naturally drive foot traffic, sales, and participation. o Increased costs would come with the larger tenting and subsequent use of water barrels to anchor the tents as opposed to stakes. This is estimated at $12,000. • Stages/Entertainment o Splatter has historically featured three stages of entertainment: the Main Stage, Amphitheatre Stage, and the Culinary or Side Yard Stage. With the move to DBCP, the number of stages would be reduced to two. The Main Stage would feature headlining bands, while the Second Stage would feature community -group -type performances typically held on the Amphitheatre and Side Yard stages at EGP. o The two stages would be set on either side of the Great Lawn facing each other. During the daytime, performances could be rotated on both stages as the afternoon Page 2 of 4 121 moved along, with only the Main Stage running into the evening. An alternative would be to have stages back-to-back in the middle of the Great Lawn. This creates a unique feel but logistically splits the Great Lawn in half, creating underutilized space when both stages are not in use. o An increased expense of approximately $4,000 would be necessary for the second stage on the Great Lawn. Rental of additional electrical equipment would also be required, as DBCP is not equipped with electrical infrastructure to meet the needs of a performance stage. • Parking o Parking is always a challenge with events this size. EGP has approximately 304 onsite parking spaces dedicated to the general public and accessible. At DBCP, there would be approximately 136 onsite parking spaces dedicated to the general public and accessible. Accessible parking is similar at each location, with general public parking being the significant difference between EGP and DBCP. o Staff anticipates the Iron Horse Trail Bridge being complete and intends to work with Bart to make this a "BARTable' event. This would include utilizing public transportation and the BART parking structure. o As with past years, festival shuttles would run from locations such as Zeiss, Civic Center, and others located close to Dublin Blvd, allowing convenient access for the general public. o At EGP, there is street parking along Central Parkway and Gleason Drive, and patrons overflow into residential areas for the one -day festival. Street parking along Horizon and Columbus could accommodate another 110 cars, plus use of the future school site can accommodate several hundred vehicles. o EGP does allow for dedicated, onsite Staff and Vendor parking. At DBCP, this would transition to offsite parking only, and Staff would coordinate equipment drop-off and shuttles. • Tasting Pavilion o Staff is researching the possibility of reintroducing the Tasting Pavilion, which was last held in 2015. This "event within an event" would take place for 3-4 hours in the late afternoon/evening and require the purchase of tickets. o To implement this, Staff has identified three options: ■ Work with a private event company to source local restaurants, breweries, and wineries, allowing an elevated tasting experience. ■ Partner with an organization such as the Livermore Wine Growers Association or Visit Tri-Valley and focus on the participation of prominent local restaurants, breweries, and wineries. ■ Hold a pairing event with one chef/restaurant where a menu of food, wine, and beer pairings are curated for guests to enjoy. o The Tasting Pavilion would be in the enclosed tennis court area at DBCP. Staff would utilize equipment such as market umbrellas and cocktail tables to create an outdoor patio lounge experience. This could also be enclosed with a large tent should there be interest. Page 3 of 4 122 o Staff anticipates the Tasting Pavilion would cost between $10,000-$20,000, with the option of utilizing an event company on the higher end and a pairing event on the lower end. Approximately $5,000-$10,000 in revenue might be generated in ticket sales (100-200 tickets at $50 each). • Art Gallery o In 2021 and 2022, an art gallery and existing arts activities were incorporated into the event. This was located inside The Wave. In 2022, the art gallery was coordinated by the Dublin Arts Collective. Because DBCP does not have an indoor space to host a gallery, the Dublin Arts Collective is not interested in continuing this component. The art gallery could either be omitted from the event, or Staff could look to coordinate a community gallery, like what was done in 2021, although it would be outdoors. • Drone Show o Staff is planning on the return of the drone show at either location. While implementation details would need to be further refined at DBCP, Staff is confident that this new location is suitable. Other Events at Don Biddle Community Park While the main focus of Staff research has been on a change of location for Splatter, Staff has also adjusted the locations for Picnic Flix movie nights which were historically all held at EGP. For Summer 2023, the Picnic Flix movie night events will now be held at Heritage Park, DBCP, and EGP. Additional events for consideration could include Dublin Pride Week Volunteer Day, Holiday Tree Lighting, Farmers' Market, and others. While the move of these events would require Staff to revisit program, logistic, and operational elements, none of these are of the same magnitude as Splatter. STRATEGIC PLAN INITIATIVE: None. NOTICING REQUIREMENTS/PUBLIC OUTREACH: The City Council Agenda was posted. ATTACHMENTS: 1) Draft Splatter Footprint for Don Biddle Community Park 2) 2022 Splatter Footprint at Emerald Glen Park Page 4 of 4 123 BIKE VALET .� NA. 1 44 e 44 4 SOPS/ 1% • , • ADDITIONAL OFFSITE PARKING w �- � 11IVP e ASTIN�' p►e. %PAVILION a• • �' • STAGE SHADE 4 -41 SPLATTER SEPTEMBER 9, 2023 STAGE SHADE* BEVERAGE BOOTH i . i i • • • ` ` ' CARNIVAL e • • • • • . i DON BIDDLE COMMUNITY PARK DRAFT FOOTPRINT Attachment 1 ADDITIONAL OFF -SITE �• w PARKING. 124 1 GLEASON DRIVE Attachment 2 44141 AAR''� avrE09 =i� Alva /4`i-0014 l a nu Iky ilbs pr ° off' Saturday, September 10, 2022 Festival Activities 12:00 PM - 8:30 PM,, 76 ,c Or 11 �� 1 yr z Entertainment/ ng C Bike Valet' 4--Staff Command Post lff Green Room „^Ej [1I. Main 411,10/N Stage OS Beverage Sales Carnival Rides and Multi -Cultural Roaming Entertainment 0 •F - Food Vendors • "Dine Around ■' the World" • u, ■hn•i•--..� 1' Police1Staff .- \,Parking 6. ' o b ❑ ❑'0. o p O a n o k / ■ I y 1 p b�- - ■i 1 r�r 0 Mufti -cultural Booths 1 — 5: Asian Pacific Islanders American Public Affairs Hindu Swayamsevak Sangh USA Parivar Bay Area Riar Academy of Performing Arts Tri-Valley for Black Lives I• _ 0 Entertainmeit & Art 1 — Chalk Art Contest • 2 — Kindness Rooks 3 — Community Mural 4 — Create with Color 5—Word 1 6 — Fans of the Pacific 7 — Maracas! 8 — Flags of the world 9 — Yarn Ciao Fun 10 — Art in Motion 11 — Bubblemania 12 — Food Sculptor 13 — Waterball & Bungee Jump 14 — Community Art Gallery aInformation/ Lost & Found al ATM * Volunteer Check -In * Shuttle Drop (� Accessible Parking INRest Rooms Stages Beverage Sales Hydration Station * Generator • Tables w/ Umbrellas ▪ Vendors ▪ Food Trucks & Vendors Portable Lights 0 Potable Water ❑ Grey Water Tank A Cooking Oil Disposal TASSAJARA ROAD 125 I/ DUBLIN CAI FO R\ IA Future Events at Don Biddle Community Park February 7, 2023 City Council Meeting —Item 8.3 126 Background • Splatter Launch — 2012 — `Notyour Ordinary Food, Wine and Art Festival" • Evolved Over the Years — Fireworks, Lasers, Drones! — Programmatic and Layout Changes • Don Biddle Community Park — Opened September 2022 Vr Splatter 2022 40 4 .4�0 4 p o' spla44j Saturday, September 10, 2022 Fenlvai Activities 12-00 PM - 830 Fri Vendor Parking tertainmenrJVIP Parking s 64) Bike Valet A. --Staff Command Post .. Green Room 0 Carnival Main Rides Stage and Multi -Cultural Roaming Entertainment It . 4.• 0 c s ✓ a +�7 Beverage afcew rum Amphitheater Stage ▪ °fr n 0 'l * Generator q I niorrnation/ V Last & Found • Tables vrl Umbrellas Cji ATM • Vendors * Volunteer Check -In • Food Trucks & Vendors * Shuttle Drop CD Pomble Lights les 1 �F Food Vendor Oine-Around the World' +. Mlaee� • ". O❑L TASSAJARA ROAD Splatter 2022 Splatter Proposed ADDITIONAL OFFSITE PARKING BIKE i FOOD VENDORS VALET . INFO �, / • BOOTH - ', r �r • %„"OPSd ,, `r ' /FASTINCn 'Q.�'`,1�` STAGE `PAVILIOI')' ' [� r f ' SHADE. STAGE SPLATTER SEPTEMBER 9, 2023 DON BIDDLE COMMUNITY PARK DRAFT FOOTPRINT 11 ADDITIONAL OFF -SITE PARKING AGGE55t�Lt & Logistics for Discussion • Festival Footprint & Layout — Great Lawn & Promenade Loop • Stages/Entertainment — Two Stages and Open -Air Dining/Viewing Tents • Parking • Tasting Pavilion • Art Gallery Splatter Proposed ADDITIONAL OFFSITE PARKING BIKE i FOOD VENDORS VALET . INFO �, / • BOOTH - ', r �r • %„"OPSd ,, `r ' /FASTINCn 'Q.�'`,1�` STAGE `PAVILIOI')' ' [� r f ' SHADE. STAGE SPLATTER SEPTEMBER 9, 2023 DON BIDDLE COMMUNITY PARK DRAFT FOOTPRINT 11 ADDITIONAL OFF -SITE PARKING %r &e AGGE55t�Le PV) Other Events? • Planned: — Picnic Flix Movie Nights — Three in 2023 — Family Campout — One in 2024 • Future: — Farmers Markets — Tree Lighting — Dublin Pride Week — New/Others? I/ DUBLIN CAI FO R\ IA ThankYou 134