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Cultural Development
Downtown Redevelopment Center for the Arts Museum Vision Gallery Special Events
Chandler City Council Subcommittee – Quality of Life
August 7, 2023
Discussion Items
1. Background - Special Events / Temporary
Sales and Promotional Event (TSPE)
2. Process Streamlining
3. Event Prioritization
4. Capacity and Frequency of Events
5. Summary of Recommendations & Next Steps
Strategic Framework - Quality of Life
Providing a safe community and an exceptional quality of life through:
✓
Parks and open spaces with amenities and activities that cater to the needs of the
surrounding area
✓
Activities and entertainment that capitalize on Chandler’s culture, unique history and
captivating arts and music scene
✓
Partnerships, volunteerism and consistent processes that foster recreational and cultural
activities relevant to all residents
✓
Unique amenities and experiences that attract people to Chandler
✓
Cultivation of a community and municipal organization that values diversity, equity and
inclusion
Special Events
Large (over 10,000) – Ostrich Festival, BBQ & Beer Festival, Tumbleweed Tree Lighting & Parade of Lights, July 4th
Celebration
Medium (5,000 – 10,000) – ½ Marathons, Rockin’ Taco Street Festival, Fine Arts & Wine Festival, Multicultural Festival,
Chandler Jazz Festival
Small (1,000 – 5,000) – 5k Runs/Walks, Car/Truck Shows, Oktoberfest, Innovation Fair, Cultural Festivals, For Our City,
Spooktacular, Woofstock, Family Easter Celebration
Micro (300 – 1,000) – Fun Runs/Walks, Fundraisers, Sports Leagues Opening Days, Cultural Festivals, Farmers Markets, Car
Shows, Family Bike Ride, Chuck Wagon Cookoff, Public Safety Open House, CinePark
YEAR
(36 weeks)
FALL
SPRING
TOTAL
FY22-23
26
44
70 + 88 (TSPE)
FY21-22
27
31
58* + 78 (TSPE)
FY20-21
10
17
27* + 45 (TSPE)
FY19-20
32
51
83 + 20 (TSPE)
FY18-19
20
30
50 + 52 (TSPE)
FY17-18
29
36
65 + 42 (TSPE)
*COVID
ALL EVENTS CITY-WIDE RUN
THROUGH THE SPECIAL EVENTS
PERMITTING PROCESS INCLUDING
CITY SPONSORED EVENTS
Permitting Process
*Private and public events are governed by Chapter 32
of the City Code
INITIAL INQUIRY
TSPE Process
Request through
Neighborhood Resources
Application Submittal
Review and conditional approval
through TSPE Committee
EVENT
Private Property
Special Event Process
Request through
Special Events
Application Submittal
Review and conditional approval
through Special Events Committee
EVENT
Public Property
Additional meetings for larger events,
alcohol, EOC, etc.
Special Events/TSPE Conversion
New Process
Benefits
➢
All special events/TSPE
under one department
➢
Website and marketing materials
will be updated for special event/TSPE
information and applications
➢
Assigned Special Event Senior Specialist
to take initial information, guide and
educate on processes
➢
Streamlining committee’s approval processes
✓
Less confusion for the community
✓
One stop for information
and inquiries
✓
Consistent communication
and processes
✓
Knowledgeable, dedicated
event management staff
✓
Improved customer service
Event Prioritization
1.
City of Chandler Signature Events and Department Activities/Events
➢
Parade of Lights and Tree Lighting, Spooktacular, All American Bash (4th of July Celebration),
Chuckwagon Cookoff, Multi-Cultural Festival, Family Bike Ride, Chandler Innovation Fair
2. City Partnered Events
➢
Ostrich Festival
3. Downtown Chandler Community Partnership Events
➢
Farmer’s Markets, Oktoberfest, Art and Wine Festival
4. 3rd Party Produced Events
➢
BBQ & Beer Festival, 131 running events, little league
opening days, nonprofit fundraisers, Rockin’ Taco Festival,
Southwest Cajun Fest
Venue Options
Location
Approx. Capacity
Available Parking
Arrowhead Meadows Park
300
247/9 ADA
Chuparosa Park
60
139/7 ADA
Desert Breeze Park
300
429/16 ADA
Dr. A.J. Chandler Park - East
3,000
3,300
Dr. A.J. Chandler Park - Stage
10,000
3,300
Dr. A.J. Chandler Park - West
3,000
3,300
Espee Park
300
318/9 ADA
Folley Park
300
258/14 ADA
Nozomi Park
300
318/12 ADA
Paseo Vista Recreation Area
200
276/7 ADA
Pima Park
100
85/4 ADA
Snedigar Park – used solely for sports venue
4,500
843/29 ADA/2 overflow lots
Tumbleweed Park
110,000
7,764/65 ADA (prior to 7/23)
Veterans Oasis
250
200/13 ADA
Impacts of Medium/Large Events
➢
Field conditions and recovery of the parks
•
Tumbleweed Park
•
Dr. A.J. Chandler Park
➢
Other events/field usage (larger events + longer load in/out days)
➢
Community impact
•
Traffic/parking
•
Usage of leisure passive recreational activity
➢
Staffing
•
Pre/post event – additional meetings (average of 6-10)
•
Event on-site – police, traffic/street, special events, fire and
park staff
Ramifications of increased attendance (why cap the number of attendees?)
❑
During event
•
Lack of services such as restrooms, parking, food and beverage, etc, for attendees
•
Shut down of WIFI due to overload
•
Inadequate parking
•
Proper public safety personnel
❑
Community Impact
•
Lack of proper security /staffing – fire (impacted downtown station, redirecting to other stations), police
(brought in patrol units)
•
Access to homes and business due to traffic delays or closures
•
Increase in volume and event parking to surrounding homes and businesses
❑
Dr. A.J. Chandler Park
•
Physical Constraints
Development of Tumbleweed Park – additional amenities, pickleball,
diamond sports, and multi-generational center expansion
Capacity
Elimination of parking & reduction of space
Crowd control
Capacity options
❑Option 1:
Set Capacity numbers for -
•
Tumbleweed Park (to include off-site parking) – approximately 35,000 – 40,000 depending
on event layout, parking and available city resources
•
Dr. A.J. Chandler Park – approximately 13,000 total (10,000 stage only)
❑Option 2:
Allow larger capacity by adding the needed staffing through mandatory shift assignment vs. extra
duty
❑Option 3:
Set capacity to fit future parking availability
STAFF RECOMMENDATION
➢
Set capacity to fit future parking availability with large events including Ostrich Festival & BBQ & Beer
Festival
➢
Mandate contracts over 12,000 attendees at Tumbleweed Park & 10,000 attendees for Dr. A.J.
Chandler Park
Large Events
➢
Longer load in and out days ( 4-day event = 12 days out of
service)
➢
Impact of closures to other city facilities such as athletic fields,
Tennis Center, Community Center, Tumbleweed Recreation Center
(future diamond fields, pickleball courts and multi generational
center)
➢
Damage/wear and tear to parks
➢
Less days for recreation/passive use
➢
Additional staffing during event – overtime (police and fire) personnel costs for event producer/city assumes impact
of all other overtime (traffic, parks, etc.)
➢
Coordination of event meetings leading up to event
Overseeding
4-6 weeks out for overseeding
Frequency Impacts
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
She Power Half Marathon & 5K
Southwest Cajun Fest
Fine Arts & Wine Festival
Ostrich Festival
KNIX BBQ & Beer Festival
Chandler Jazz Festival/Jazz Appreciateion Month
All-American Bash
Rockin' Taco Street Festival
AZ#48 Half Marathon & 5K
Tree Lighting & Parade of Lights/Chandler for the Holidays
Chili Bourbon Festival
Oktoberfest
Beer, Bourbon & BBQ
Multicultural Festival
Chandler Innovation Fair
Halloween Spooktacular
Chuck Wagon Cook-off
Woofstock
Strut Your Stuff 5K
Family Easter Celebration
Fall (Avg. 17 Events)
Spring (Avg. 24)
Summer (Avg. 5)
Cancelled Events (Avg. 5)
Large/Mid Scale Events (5,000+)
Small Scale Events (1,000-5,000)
Micro Scale Events (Under 1,000)
- Event
- Event Season
Frequency options
❑Option 1: Limit the number of medium and large events that require an EOC due to
attendance, alcohol, street closures or public safety staff required (over 5,000
attendees per day) to two weekends per month, regardless of location
❑Option 2: Limit the number of total events per weekend
❑Option 3: Do not limit the number of large events within Chandler as space permits
STAFF RECOMMENDATION
➢
Limit the number of medium and large events as well as the total number of events dependent on
capacity
➢
Only one EOC event at any given time regardless of size (PD PERSONNEL RULE: 12 hours between EOC
events)
1. Streamline Special Event process
•
Combine Special Events & TSPE
•
Implement application digital tool
•
Update City Code Chapter 32 as needed
2. Limit capacity
•
Communicate changes to existing event producers
•
Update marketing materials
3. Limit frequency
•
Communicate changes to existing event producers
•
Update marketing materials
4. Require special event agreement for all events over 10,000 attendees at Dr. A.J.
Chandler Park and 12,000 attendees at Tumbleweed Park
Summarize Recommendations & Next Steps
Questions
Questions?