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HomeMy WebLinkAboutII. B. 90-DAY FESTIVAL TASKFORCE 7.9.2024Operationalized 90-Day Task Force Recommendations City Council Presentation Nancy Helman, Director July 9, 2024 1 How We Got Here Today . . . 2 •Council Appointed the 90-Day Festival Task Force in January 2024. •The 16-member committee met 6 times over the 90 Day time-period, volunteering approximately 512 hours to the City of Virginia Beach. •90-Day Task Force Chair presented the final report to City Council on May 28, 2024. •Recommendations on Guiding Principles for the Oceanfront Parks Policy and Funding criteria were presented. •Staff is looking for guidance on next steps. The 90-Day Festival Task Force created seven guiding principles used to update the Oceanfront Parks Policy. These principles are reflected in the event permit process requirements and department operations. They will be inserted into the revised “Oceanfront Events Policy” and Special Event Permit Guidebook. 3 Guiding Principle #1 Our Oceanfront is the premier location, so festivals at the Oceanfront will be primarily produced by the City and professional producers in order to protect the Oceanfront and Virginia Beach communities. 4 •Updating and changing the name of the “Oceanfront Parks Policy” to the “Oceanfront Events Policy.” •Detailing the priority for booking. •Consider creating standards for food & beverage capacities 1:500 attendees. •Analyze competitive market’s permit fees and rates. •Parks and Recreation currently is charging a higher rate than Oceanfront. •Recommendations for a fee structure could be in the FY 26 budget. Guiding Principle #2 Virginia Beach strives to provide inclusive festivals and events appealing to diverse audiences. Diverse festivals and events provide benefits to the community beyond tourism dollars and thus are welcomed and encouraged. 5 •Insert language of Guiding Principle #2, recommended by the 90-Day Festival Task Force, into the Oceanfront Events Policy and Special Event Permit Guidebook. •Staff will continue to encourage the City Entertainment Contractor to create and offer inclusive events appealing to diverse audiences. Guiding Principle #3 Festivals and events that received in-kind or financial City support need to produce a return on investment (ROI) to Virginia Beach residents. 6 •To ensure transparency and accountability, all events are to complete an After-Action Report (AAR) and/or Return on Investment (ROI) report, showing budget and receipts on how grant/sponsorship funding was spent. •Events receiving a certain level of support will be required to participate in an economic impact study to determine the fiscal return on investment. •Return on Investment Studies will be commissioned as needed. Guiding Principle #4 The process for approving festivals and events needs to be standardized, consistent, and clear to applicants and Virginia Beach staff. 7 •CVB Resort Management Office will manage the process of booking, approving, and issuing events permits and will use standardized criteria. •Ensure consistency by employing a standardized online tool that delivers an equitable process. •Educate and build awareness for process. Guiding Principle #5 Financial or in-kind support from the City must go through an independent process. 8 •Currently there are several opportunities for financial support (e.g. COG, Arts and Humanities). •There is a missing link as it relates to funding “Community Events.” •The 90-Day Festival Task Force recommended creating a new committee - “Community Events Committee.” •The committee would be responsible for the review and award recommendation of funding for community events. •This committee would receive staff support by CVB. •Staff support would be needed as it does not currently exist, nor funding established. •Establish a funding criteria for community events. •An After-Action Report will be required showing receipts and accounting of how funds were used. Guiding Principle #6 Producers must be held accountable for their events, and the City must enforce rules. 9 •Permit violations– (exceeding time limit without approval from the City, pouring oil down storm drains etc.). •Non-compliance may negatively impact future permits. (e.g. Financial implications such as liquidated damages). Guiding Principle #7 Politics shall not be a part of the legitimate event approval process. 10 •Refer back to Guiding Principle # 5. (Financial or in-kind support from the City must go through an independent process.) •Consider creating an approved criteria and process for vetting Community Events and Tourism Events. •Currently CVB initiated events are reviewed using criteria such as, marketing plan, estimated attendance and room nights, time of year, budget, event history, ability to meet insurance and safety standards. Next Steps 11 •Seeking Direction on the following: •Does Council want us to update the Oceanfront Operating Policy using the themes from the 90-Day Festival Task Force? •Does Council want us to move forward with modernizing a fee structure that would be addressed in the FY 26 budget? •Is there direction to move forward with establishing criteria for differentiating between Tourism Events and Community Events? •Should a new Community Event Committee be established including necessary budget and staffing resources.