City of Burlington Report€¦ · Approval of the 2007 Outdoor Festival & Events Report and 2008...
Transcript of City of Burlington Report€¦ · Approval of the 2007 Outdoor Festival & Events Report and 2008...
Pg 1 of Report PR 1/09
COMMUNITY SERVICES DIVISION
Parks & Recreation Department
TO: Chair and Members of the Community and Corporate Services Committee
SUBJECT: 2008 Outdoor Festivals and Events Annual Report and Proposed January,
2009 – April, 2010 Festivals and Events Program
Report Number: PR 1/09 Report Date: January 7, 2009
Author(s): Sandra Neil
Mike Mueller Date to Committee: January 21, 2009
Telephone: 905 335-7600 Ext.
7724
7704 Date to Council: February 2, 2009
Ward(s) Affected: 1 2 3 4 5 6 All File Number(s): 170-03
APPROVALS:
___________________
Department Head
___________________
General Manager
__________________
City Manager
To be completed by the Clerks Department
Committee
Disposition &
Comments
1.0 RECOMMENDATION:
THAT Council approve the 2008 Festivals and Events Annual Report and the proposed January,
2009 – April, 2010 Festival and Events Program, subject to terms and conditions set by the
Special Events Team, as outlined in Report PR 1/09 dated January 7, 2009; and
THAT festival or event programming and activities, including licensed areas, not be permitted
on the East Lawn behind the Travelodge Hotel within the Brant Street Pier District in 2009; and
THAT Council approve the requests made by the Sound of Music Festival Inc. to close Pearl
Street between Lakeshore Road and James Street on Friday, June 19, 2009, from 4 p.m. to
midnight and Saturday, June 20, 2009, from 1:00 p.m. to midnight for the 2009 Streetfest on a
“one-time” trial basis, subject to the terms and conditions of the Special Event Team; and
Pg 2 of Report PR 1/09
THAT Council not approve the following requests from the Sound of Music Festival Inc.;
i. to extend the festival hours of operation for all programming from 11:00 p.m. to midnight
on Saturday June 20, 2009; and
ii. to use the East Lawn within Spencer Smith Park behind the Travelodge Hotel for the
location of the Community Stage and a new licensed area; and
THAT Council approve the 2009 request by the Rotary Club of Burlington Lakeshore;
i. to expand the Ribfest licensed area to include the Gazebo area of Spencer Smith Park, on
a “one-time” trial basis, subject to terms and conditions of the Special Event Team; and
ii. the on-going increase in the capacity of the licensed area from 10,000 to 12,000 patrons,
subject to the terms and conditions of the Special Event Team; and
THAT Council not approve the following 2009 requests from the Rotary Club of Burlington
Lakeshore;
i. to increase the capacity of the Ribfest licensed area from 12,000 to 13,000; and
ii. the addition of 12 craft vendors located along the west side of the Travelodge Hotel; and
THAT Council approve the application by VRPRO to increase the capacity of the Chilly Half
Marathon and the Frosty 5 km from 2,800 to 3,500 participants for the March 1, 2009 event on a
“one-time” trial basis, subject to the terms and conditions of the Special Events Team; and
THAT Council approve the request from the Museums of Burlington to relocate the Strawberry
Social from Joseph Brant Museum to the West Lawn of Spencer Smith Park as part of the
daytime Canada Day Celebration.
EXECUTIVE SUMMARY:
N/A
2.0 PURPOSE:
The purpose of this report is to:
Highlight the outcomes of the 2008 Festivals & Events Program (“Program”) for new and
enhanced presentations.
Summarize and evaluate new applications and enhancements for proposed festivals and
events with attendance greater than 3,500 for the period from January 1, 2009 – April 30,
2010.
Outline other related Special Events Team (“SET”) and Marketing and Events staff
initiatives.
Pg 3 of Report PR 1/09
3.0 BACKGROUND AND RELATIONSHIP TO STRATEGIC PLAN:
3.1 Pertinent Council Resolutions
CC-17-08
February 19, 2008 Approval of the 2007 Outdoor Festival & Events Report and 2008
Proposed Outdoor Festivals & Events Program and Initiatives
THAT non-amplification of music at the Sound of Music Festival Inc. (SOM)
is to begin at 11:00 p.m., the carnival and alcohol in the park will remain
open until 11:30 p.m. and outdoor patios along Brant Street will remain
open until midnight on the Friday and Saturday evenings of the festival
CC-84-08
June 9, 2008
Rotary Ribfest Event – Request to increase capacity
THAT a “one- time” increase in the capacity of the licensed area from
10,000 to 12,000 patrons at the 2008 Rotary Ribfest Event be approved,
subject to the terms and conditions outlined in Parks & Recreation
Department Report PR-22/08, dated May 8, 2008.
3.2 Relationship to City Strategic Plan and Other Plans and Documents
Future Focus VII: The City’s Strategic Plan (2007 – 2010) outlines the following goals and
strategic actions that support festivals and events in the City.
Responsive Community:
Goal – 2.0
City and community services, programs, parks and facilities
contribute directly to the exceptional quality of life enjoyed by
Burlington citizens.
Strategic Action – 2.3 Support and celebrate the arts, culture and heritage assets and
resources of the community, including international relationships.
Environmental Stewardship:
Goal – 5.0 Burlington will be a clean, green and environmentally healthy city.
Strategic Action – 5.4 Support programs for a clean and healthy city.
Goal – 6.0 Burlington will show leadership by ensuring operations and services
are carried out in a sustainable manner.
Strategic Action – 6.1
Minimize the impact of corporate operations and services on the
environment through efficient use of resources and by reducing
waste.
Other Plans and Documents:
The following plans and documents support the City‟s festivals and events program: 1) City of Burlington Five-Year Festivals and Events Strategy (approved as a resource
document by Council, April 2007)
2) Downtown Waterfront Parking Strategy (May 2006)
3) City of Burlington Cultural Strategy (November 2005)
4) Downtown Waterfront Strategic Management Plan (February 2005)
Pg 4 of Report PR 1/09
4.0 DISCUSSION:
This Section highlights the outcomes of the 2008 Festivals & Events Program for new and
enhanced presentations, the Proposed January, 2009 – April, 2010 Outdoor Festivals & Events
Program and other related initiatives by the Special Events Team (“SET”) and the City‟s
Marketing and Events Unit.
4.1 2008 Festivals and Events Program Highlights:
4.1.1 Attendance and Growth:
The 2008 program attendance was approximately 486,500, an increase of 16% from 2007.
These attendance levels are incrementally approaching the 525,000 target identified in the City‟s
Five-Year Festivals and Events Strategy. Sixteen (16) community and direct delivered festivals
and events with attendance greater than 3,500 were presented this year, similar to 2007. Both the
Sound of Music Festival (“SOM”) and Ribfest signature events continue to enhance their
respective programs by incorporating new entertainment venues and other complimentary
program elements. Overall attendance at SOM was approximately 170,000 and 145,000 at
Ribfest.
4.1.2 Program Enhancements:
A number of other program enhancements were introduced in 2008 to refresh existing festivals
and events and to attract more participants from within and outside of the City. Examples include
environmental initiatives by both SOM and Ribfest; United Way Kick-off and Canada Day
program enhancements and Waterfront program integration with festivals and events. Details
about these initiatives can be found in Appendix A.
4.2 Proposed January, 2009 – April, 2010 Outdoor Festivals & Events Program
4.2.1 Application Deadline:
The festivals and events application submission deadline for 2009 for facilities and parks was
changed this year from November 1st to September 15
th, 2008 in consultation with organizers.
This adjustment was made for the following reasons:
To provide additional time for event organizers to develop their event program, secure
sponsors and market their event, once approvals are received.
To better align the Festival and Event Application process with the Parks & Recreation
Facility Space Allocation Process.
To allow the SET sufficient time to review and analyze the applications, to consult with
event organizers and other stakeholders, as required, and to meet report deadlines.
In previous years, the approval of the annual Program was based on a typical calendar year
(January-December). Due to the number of Spring events and the need for an earlier Council
approval to meet planning and promotional requirements, the 2009 Program will be extended
from January 1, 2009 to April 30, 2010. Unless otherwise directed by Council, commencing in
2010, the annual Program will include proposed festivals and events from May to April for the
reasons outlined above. Staff will monitor this arrangement, in consultation with event
organizers, and minor adjustments will be made accordingly to meet needs.
Pg 5 of Report PR 1/09
4.2.2 Analysis of Applications:
At the time of the application deadline there were 84 applications of which 15 were for new or
enhanced festivals and events ranging in size, type and location. This report focuses on events
with 3,500 or greater in attendance. Applications have been reviewed by the SET using the
standard SET Evaluation Criteria, listed in Appendix B, which formed the basis for the
recommendations. A complete list of proposed January 2009 – April 2010 Outdoor Festivals
and Events Program including 2009 one-time events and celebrations is contained in Appendix C
of this report.
4.2.3 Sound of Music–Proposed Extended Hours of Operation, Pearl Street Road Closure
and East Lawn Programming
SET has met to discuss the SOM application, in consultation with the organizers and other
relevant staff. Their requests are described below.
(i) Saturday Evening Extended Hours of Operation – June 20, 2009
SOM has made a “one-time” request to extend the hours of operation for all
programming in the park and along Brant Street from 11 p.m. to midnight
(e.g. performance stages, restaurant patios and carnival) for the 30th
Anniversary
Celebrations. SOM is aware that there will be additional operational costs (e.g. RPM
staff and Police Services) associated with this request.
SET Proposed Recommendation
Based on the evaluation criteria, the SET recommends not approving the Saturday
evening extended hours of operation for the following reasons:
Potential negative impacts on surrounding residential areas, namely noise.
Possible increase in residents‟ complaints and dissatisfaction.
Impact on timely crowd dispersal at end of the festival.
The Events Office received a number of calls from residents concerned about the sound
levels last year. These complaints came from various locations including the Aldershot
and Central Park neighbourhoods. It should be noted that weather conditions, in
particular the direction of the wind, significantly contributed to the noise transfer beyond
the immediate area.
(ii) Pearl Street Closure
SOM is requesting the closure of Pearl Street on Friday, June 19, 2009 from 4 p.m. to 1
a.m. Saturday, June 20, 2009 and following the parade on Saturday from 1 p.m. to 1 a.m.
on Sunday, June 21, 2009. It is proposed that the program operating hours, including the
restaurant patios, be similar to the Brant Street Streetfest (midnight closing with no
amplified music or announcements after 11 p.m.).
The Pearl Street road closure would extend from James Street south to Lakeshore Road to
accommodate this new program as an extension of the Brant Street Streetfest experience.
Secondary access will be provided to residents, churches and businesses in this area.
Pg 6 of Report PR 1/09
Burlington Downtown Business Association (“BDBA”) staff will provide appropriate
notification to local businesses in this area.
SET Proposed Recommendation
Based on the evaluation criteria, the SET recommends approving the Pearl Street road
closure for the following reasons:
The closure of Pearl Street was successful for the “Taste of Pearl Street” event in
previous years.
BDBA is directly involved in the Streetfest program and supports this expansion
to Pearl Street.
SET has met with organizers on site to review their plan and are comfortable that
the impact on traffic flow and the access for local residents, churches and
businesses can be well managed.
Supports the goals and objectives of the Festivals & Events Strategy, specifically
the integration of programming in the downtown area with the Waterfront.
Financial benefits to businesses on Pearl Street.
Creates enhanced programming and distribution of attendees over a larger area.
(iii) East Lawn Programming
The SOM has requested to move the Community Stage from the centre of Spencer Smith
Park to the East Lawn and to include a new licensed area to this entertainment venue
(capacity of 1,000 patrons).
SET Proposed Recommendation
Based on the evaluation criteria, the SET recommends not approving the relocation of
the Community Stage to the East Lawn for the following reasons:
Due to the timelines for completion of the Brant Street Pier project and the heavy
pedestrian use of this space during this festival, staff recommends that the East
Lawn area not be used for the relocation of the Community Stage and proposed
licensed area in 2009.
The narrow access between the Brant Street Pier hoarding and the Travelodge
Hotel creates limited pedestrian access from the main area of the park to the East
Lawn. This could cause congestion and potential safety issues.
4.2.4 Rotary Ribfest - Request for Increased Licensed Area and Event Capacity;
Additional Craft Vendors
The SET has met to discuss the Ribfest application in consultation with the organizer and other
City Departments (e.g. Transit and Traffic, Roads and Parks Maintenance, Fire). Their requests
are described below.
Pg 7 of Report PR 1/09
(i) Increased Licensed Area
Ribfest is requesting to expand the fenced licensed area easterly to fully enclose the
Gazebo area of the park. This area was successfully used for craft vendors in 2008. The
2009 request is based on a similar program with no increase in the number of craft
vendors or the size of the area (refer to Proposed Site Map in Appendix D).
SET Proposed Recommendation
Based on the evaluation criteria, the SET recommends approving the increased licensed
area on a “one-time” trial basis in 2009 for the following reasons:
Area is large enough to accommodate these users and compatible with the
adjacent public pathway and promenade, as well as natural environment within
this area (e.g. trees).
Provides a more functional and contiguous area that will be easier to manage and
supervise.
Naval Monument access, as well as fire hydrant access from the promenade, will
remain outside of the fenced area and an appropriate distance separation will be
maintained.
Relocating the east-end public entrance from the former lawn area to the granular
pathway will minimize impact on the turf.
(ii) Proposed Capacity Increase
In 2008, Council approved (CC-84-08) a “one-time” increase in the capacity of the
licensed area from 10,000 to 12,000 patrons. Evaluation and feedback conducted by SET
and from the organizers found this number to be manageable and attendance has
remained within the previously approved limit. The highest one-time attendance over the
4 day event in both 2007 and 2008 was approximately 10,000.
Ribfest organizers have requested a further increase in capacity to 13,000 patrons, a 30%
increase from 2007.
SET Proposed Recommendation
Based on the evaluation criteria, the SET recommends approving the increased
capacity to 12,000 patrons for the following reasons:
Maximum capacity was not reached in 2007 or 2008 even though overall
attendance figures reached record levels.
The 2008 capacity works well within the defined area.
Notwithstanding the recommended new fenced area above, the majority of the
patrons are expected to concentrate in the central area of the park and a further
increase to capacity may result in potential crowding and safety issues if capacity
is reached.
(iii) Additional Craft Vendors
Ribfest organizers have requested the approval of 12 additional craft vendors to be
located on the west side of the Travelodge Hotel, adjacent to the public walkway (refer to
Appendix D).
Pg 8 of Report PR 1/09
SET Proposed Recommendation
Based on the evaluation criteria, the SET recommends not approving the additional craft
vendors for the following reasons:
Insufficient room to accommodate craft vendors and patrons in this location given
the close proximity of the extended fenced area and new public entrance to the
Gazebo area.
May result in undesirable pedestrian congestion at the east entrance to the park.
In the absence of a more comprehensive assessment of this area for future
enhanced programming and the expected pedestrian volume when the Brant Street
Pier opens, staff considers this request premature at this time.
4.2.5 Chilly Half Marathon and Frosty 5K - Increased Event Capacity
In 2008, this event registered 2,000 half marathon runners, 300 walkers and 500 participants
taking part in the 5 km run. The event was sold out with 1,000 entrants on waiting lists. Due to
the level of interest for this event, the organizer, VRPRO, has requested an overall increase from
2,800 to 3,500 participants (runners / walkers) for the combined three components of this event.
This represents a 28% increase from 2008. SET and VRPRO have met to de-brief the 2008
event and to discuss the issue of capacity and other logistical matters, including the route,
staggered start times, rolling road closures, shuttle bus service for participants and resident
notification.
SET Proposed Recommendation
Based on the evaluation criteria and the considerations listed above, the SET recommends
approval to increase the capacity of this event on a “one-time” trial basis, based on the
following reasons:
The shuttle service has proven to be an efficient way to get runners to and from this site
with minimal impact on downtown parking.
Consolidated pre and post event programming on Lot 5 will be easier to manage.
Minimum public use of City Hall, only for washrooms.
Staggered start time and rolling closures will better manage runners and minimize impact
on through traffic.
Area can resume quickly to pre-event conditions.
Given the success of this race and growth opportunities, staff will continue to work closely with
VRPRO in 2009 to discuss a long term strategic event and implementation plan.
Pg 9 of Report PR 1/09
4.2.6 Museums of Burlington, Strawberry Social – Request to Relocate to West end of
Spencer Smith Park
The Museums of Burlington have requested to relocate their Strawberry Social Event from the
Museum property to the west end of Spencer Smith Park as part of the Canada Day Celebrations
during the construction of the Museum expansion, expected to commence in 2009.
SET Proposed Recommendation
Based on the evaluation criteria, the SET recommends approval for the relocation of the
Strawberry Social on a “one-time” trial basis during the construction of the Museum
expansion, based on the following reasons:
The Canada Day Committee supports this program enhancement.
Location is accessible and easy to service (e.g. set-up requirements).
Compliments the Canada Day day-time program and will consolidate the activity in one
venue.
West lawn is available and large enough in size to accommodate this function.
4.2.7 Additional Events for Consideration
This Section identifies events that were received after the application deadline and are still in
various stages of event planning by organizers. This list is intended to give Council an indication
of the work that is still in progress. At this time, these events have not been confirmed and/or
final plans have not been reviewed by the SET. The SET will continue to work with these
organizers in evaluating these events for 2009 and will report back to Council, as appropriate.
(i) Aldershot Community Festival (May 30, 2009 – Hidden Valley Park)
The Aldershot Community Festival organizers are considering the feasibility of including a small
licensed area (approximate capacity of 100) as a new program element in 2009. At the time of
writing this report, details have not been submitted to SET. Staff will continue to meet with
organizers to finalize the program and site plan.
(ii) Burlington Art Centre Fine Art and Craft Festival (June 13 & 14, 2009)
Staff met with Burlington Art Centre (“BAC”) representatives during the fall, 2008 to discuss
their preliminary concept of relocating their traditional Art and Craft Fair from Spencer Smith
Park to their facility and associated property. On December 12, 2009 a formal application was
submitted to the Marketing and Events Office.
The proposed event program includes a similar craft market format and number of vendors to be
located within the BAC building, as well as the parking lot, the adjacent sidewalk area along
Nelson Ave. south of Elgin Street and a small portion of Brock Park restricted to the hard
surfaced walkway and seating node. In addition, the application is requesting an outdoor
licensed area (capacity to be determined with SET) under a tent structure in the parking lot.
Pg 10 of Report PR 1/09
(iii) Joseph Brant Day (August 3, 2009)
Staff met with Museums of Burlington (“Museum”) representatives in October, 2008 regarding
the possible expansion of Joseph Brant Day to a two-day event. Members of the SET provided
the Museum with some preliminary feedback relating to parking, site management, shuttle bus
service and capacity. Staff will continue to meet with organizers to finalize the program and site
plan.
(iv) Vancouver 2010 Olympic Torch Relay (December 19, 2009) In November, 2008, the Vancouver 2010 Olympic Organizing Committee approached Mayor
Cam Jackson, on behalf of the City of Burlington, to participate in the Vancouver 2010 Olympic
Torch Relay. Organizers have requested that the Olympic Flame be brought through Burlington
on December 19, 2009. Staff liaisons have been selected and will continue to work with event
organizers to ensure the success of this significant international sporting event.
(v) National Cycling Championships (July, 2011 and 2012) As directed by Council, staff met with Mr. Craig Fagan from the Midweek Cycling Club to
discuss this proposed event and to explore opportunities, costs and benefits of the City
supporting a bid to host this event in 2011 and 2012. Staff is working, in consultation with SET
and Tourism Burlington, in the analysis of this request and report back to Council in February
2009 on the outcomes of this work.
4.3 OTHER RELATED INITIATIVES:
This Section outlines program, planning and facility updates related to the 2009/2010 Program.
4.3.1 Brant Street Pier:
Staff initiated discussions with the larger festivals and events organizers regarding the use of the
East Lawn within the Pier District during the 2009 Program planning season. Given the
anticipated completion date this fall, staff are recommending that this area of the park not be
available for festivals and events in order for the turf to establish and for staff to evaluate the
pedestrian traffic and demands at this end of the park. Festival and Event organizers who
typically have used this area of the park for their programming have been verbally notified (e.g.
SOM, Ribfest, Canada Day). SET will complete their evaluation of this area prior to the
September, 2009 application deadline and advise organizers accordingly.
Staff anticipate that the East Lawn will be available for festival and event programming during
the 2010 season. Specific evaluation criteria will be developed by SET for this area of the park
that will be communicated in advance to organizers and included in the 2010 application process.
This will provide clear direction on such matters as appropriate uses, setbacks, capacity, access,
servicing, etc. for this area.
4.3.2 Spencer Smith Park Infrastructure Improvement Plan:
Council directed the Director of Parks & Recreation to report back on the development of an
Infrastructure Improvement Plan for Spencer Smith Park to better support festivals and events
(CC-50-07). A corporate team has been formed, led by the Parks and Open Space Unit, with a
representative from the Marketing and Events Unit. The Plan will address the provision of
adequate hydro and potable water, lighting, park service access and infrastructure requirements
Pg 11 of Report PR 1/09
for turf maintenance and recovery. Major event organizers will be consulted at the appropriate
time during the development of this Plan.
4.3.3 Emerging Festival and Event Opportunities:
(i) Sports Tourism:
The Marketing and Events Unit have been working collaboratively with Tourism Burlington Inc.
in the development of sport tourism opportunities. Through the efforts of Tourism Burlington,
an inventory of facilities has commenced. Tourism Burlington staff continue to facilitate
discussions with organizers interested in hosting significant sporting events in Burlington such as
provincial and national level championships. Future event opportunities include the Great
Waterfront Trail Ride, 2011/2012 National Cycling Championships and the 2015 Pan American
Games Bid. Marketing & Events staff, including representatives from the SET, will work
closely with Tourism Burlington and event organizers to explore these opportunities and will
report to Council, as appropriate.
(ii) Tourism Funding Program:
The Tourism Burlington Event Funding Program (“Program”) was introduced in 2008 and has
already provided $65,350 in support to 15 local tournament and event organizers. The Program
offers up to $5,000 per event / per year for those not-for-profit organizations whose events can
attract overnight visitors to Burlington Hotel Association member hotels. Both new and existing
event organizers can apply for funding to support initiatives in areas of event development, bid
assistance, sponsorship, product development and other incentives to encourage repeat visitation.
4.3.4 Outdoor Portable Stage
In February, 2008, a new portable outdoor performance stage was purchased by the Parks and
Recreation department for City delivered festivals and events and other community presentations
in accordance with the Council approved business pro-forma (CC-17-07).
The stage was used in 2008 for 10 City delivered and other community festivals and events held
between May and December. Some examples include Youthfest, Children‟s Festival, New
Year‟s Eve, B.I.G., Remembrance Day Ceremony, Aldershot Community Festival and the
Aldershot BIA Tree Lighting event. Feedback from renters has been positive. The stage has
provided opportunities for enhanced programming at these events.
5.0 FINANCIAL MATTERS
The growth of festivals and events in the community has implications on City staff workload and
financial resources. In 2009, SET will review rates and fees for existing, incubating and new
festivals and events in conjunction with a review of existing policies and procedures relating to
the overall festivals and events program as outlined in the Council approved Five-Year Festivals
and Events Strategy.
The proposed 2009-2018 Capital Budget and Forecast includes the Spencer Smith Park
Infrastructure Improvement Plan and the Facilities, Parks and Open Space Master Plan. These
two important initiatives are expected to provide new opportunities and possible venues to
Pg 12 of Report PR 1/09
enhance future festivals and events in the City. Marketing and Events staff will provide input
into this work, as requested.
The proposed 2009 Marketing & Events Unit budget will enable staff to maintain the current city
delivered festivals and events program. Additional revenue generation initiatives such as the
Consolidated Sponsorship Strategy aimed at offering sponsors year-round exposure to all City
delivered events has produced some early success. Further enhancements such as increasing the
variety and number of available sponsorship opportunities, as well as seeking new sponsors and
vendors appropriately matched to each event, will continue in 2009.
As part of the 2009 Budget Process, a Business Case for an additional $19,000 in funding for
Canada Day activities will be presented for Council‟s consideration. This funding is being
requested to assist with equipment costs related to the growth of the event, including the main
performance stage, portable washrooms, security fencing and communications.
6.0 ENVIRONMENTAL MATTERS: Environmental leadership is important in the delivery of festivals and events in our community.
This leadership relates to a broad range of activities that includes waste management and
recycling, the use of green products, event management practices that are environmentally
friendly, energy efficient lighting, etc. Staff will continue to work with Festival and Event
Organizers, Halton Region Waste Management staff, as well as other volunteer groups, such as
the Sustainable Development Committee, Burlington Green, and the Field and Stream Rescue
Team, to ensure that the City‟s Environmental Plan policies and other regulations and practises
are followed.
7.0 COMMUNICATION MATTERS: A variety of communication mediums are used to promote and provide community awareness on
festivals and events in the City, including a variety of print materials, the website, read-o-
graphs, business/resident notification letters, radio, local Cable TV, Visitor Guides and the Parks
& Recreation Live & Play Guides. In 2009, staff intends to standardize the messaging on all
City direct delivered festivals and events in promotional materials and communications and
where appropriate, consolidate certain promotions with other downtown and Waterfront events.
8.0 CONCLUSION: Festivals and events in Burlington continue to be a strong and visible source of civic pride in the
community. Residents and visitors value the diverse, affordable and high quality programming
and entertainment throughout the year.
During 2009-2010, SET will continue to take a strategic approach to the co-ordination and
facilitation of existing and new festivals and events in the community. A priority focus will be on
developing and updating policies, operating procedures, rates and fees and other related
activities, which support the Council approved Five-Year Festivals & Events Strategy.
Pg 13 of Report PR 1/09
Based on the success of the 2008 Program, as well as the outcomes of the SET evaluation of new
and enhanced program requests set out in Report PR 1/09, staff recommend that Council approve
the January, 2009 – April, 2010 Festivals and Events Program.
Respectfully submitted,
Sandra Neil Mike Mueller
Supervisor of Marketing and Events Co-ordinator of Festivals and Events
Copy filed: s:\inet\=ccs
Appendices: Appendix A - 2008 Festivals and Events Program Highlights
Appendix B - SET Evaluation Criteria
Appendix C - January, 2009 - April, 2010 Proposed Festival and Events Program
Appendix D - 2009 Proposed Rotary Ribfest Site Plan – Licensed Area
Staff / Others Consulted:
Name Telephone
SET Members
Mike Mueller, Coordinator Festival & Events, Parks & Recreation
Sandra Neil, Supervisor of Marketing & Events, Parks & Recreation
Dave Cioruch, Chief Fire Prevention Officer, Burlington Fire Dept.
John Duncan, Manager Field Services
Matt Koevoets, District Supervisor, Roads and Parks Maintenance
Kelly Hall, Downtown Ambassador, Parking Services and
Cory Welsh, Halton Regional Police Service
Lianne Sangle, Public Health Inspector, Halton Health Department
Steve Krizan, Plans Examiner, Building Department
John Crass, Transit & Traffic Services
Peter Peebles, Transit & Traffic Services
(905) 335-7704
(905) 335-7724
(905) 333-0772 ext. 207
(905) 333-6151
(905) 333-6142
(905) 335-7600 ext. 7560
(905) 825-4747 ext. 2305
(905) 825-6000 ext. 7595
(905) 335-7600 ext. 7849
(905) 335-7779
(905) 335-7847
Others Consulted: Catherine Talbot, Manager of Enterprise Services, Parks & Recreation
Charlotte O‟Hara-Griffin, Supervisor of Park Planning & Development
Carla Marshall, Supervisor of Waterfront
Pam Belgrade, Executive Director, Tourism Burlington
Linda Olimer, Marketing Coordinator, Tourism Burlington
Brian Dean, General Manager, Burlington Downtown Business Assoc.
(905) 335-7715
(905) 335-7600 ext. 7488
(905) 335-7600 ext. 7392
(905) 634-5594 ext. 7241
(905) 634-5594 ext. 7244
(905) 333-9868
Notifications: Name Mailing/E-mail Address
2009 Festivals & Events Organizers To be supplied
Pg 14 of Report PR 1/09
Appendix A
2008 Festivals and Events Program Highlights
i. Sound of Music Festival and Ribfest:
Both events continued to focus on environmental “greening” initiatives including the use of bio-
degradable products (e.g. cutlery, disposable plates, napkins, etc.) and waste management
practices and procedures. Strong environmental leadership exhibited by these organizers sets an
excellent precedent for other festivals and events in the community.
Ribfest experienced continued success with the shuttle bus program operated from Mapleview
Centre. In 2008, SOM introduced a shuttle bus service as an alternative transportation option for
festival attendees. These services are well received by the community, support the
Environmental goals and strategies of the City‟s Strategic Plan and are expected to grow in use
over time.
SOM added a small licensed area adjacent to the performance pod at the corner of Ontario Street
and Brant Street to enhance the Brant Streetfest experience which has been included in this
year‟s proposed program.
ii. United Way:
The United Way Kick-off event held in the downtown core area included the OPP Golden
Helmets as part of this year‟s program enhancement. Over 200 motorcycles also participated in
the “Ride the United Way Poker Run” that finished at City Hall as part of the finale program.
The foot print for this event was smaller than 2007, primarily concentrated south of Ontario
Street along Brant Street to Lakeshore Road. The road closure in this area worked more
effectively for existing downtown retailers along this portion of Brant Street.
iii. Canada Day:
Canada Day‟s daytime program was enhanced with the addition of several community multi-
cultural groups performing on both stages (e.g. Chinese, Latin, Caribbean and Celtic music and
dance performances). The event drew approximately 60,000 participants throughout the day and
evening, culminating with a successful musical performance from the Hamilton Philharmonic
Orchestra and fireworks display in the park.
iv. Waterfront Program Integration:
In accordance with Council‟s direction to further integrate the Waterfront programming with
festivals and events (CC-50-07), the following activities were introduced or enhanced in 2008:
Celebrate Winter event was added as part of the Burlington Family Winter Carnival
program. The program featured conservation education through Monarch Butterfly
information and a kite building workshop, winter kite talk and gardening workshop. Wine
tasting sponsored by Spencer‟s at the Waterfront Restaurant and skating on the Rotary
Centennial Pond with Bur Bear rounded off the program.
Discover Sandcastles took place at Beachway Park, offering residents an opportunity to
participate in a sandcastle building workshop (August 16) as well as creating their own
castle in the sand. A Discover Sandcastles Competition (August 23) was added for 2008.
Pg 15 of Report PR 1/09
Appendix B
SET Evaluation Criteria
Compatibility with the park, facility, road or sidewalk system
Compatibility with surrounding land uses
Community benefits
Experience and qualifications of the organizers
Safety and security
Scale of the festival / event
Type/ suitability of the festival / event for venue
Duration of the festival / event
Event/Festival Business Plan
Traffic, Transit, RPM, Police, Fire and other emergency service implications
Parking impacts, on and off site
Conformity with Ontario Traffic Manual and City Road Use Standards
Servicing requirements
Economic spin-offs
Tourism opportunities
Conformity with City Policies, By-laws, Strategic Plans and Procedures
Financial implications
Capacity of the venue
Environmental Implications
Pg 16 of Report PR 1/09
Appendix C
January 2009 to April 2010 Proposed Festivals & Events Program
(On Municipal Property)
Spencer Smith Park
Date Event Location
May 3rd
Battle of the Atlantic Service Naval Memorial
3rd
Hike for the Hospice West lawn, Waterfront trail
9th
Walk a Block for Lupus Start/finish near Gazebo
31st Pooch Promenade Central Area of Park
June 6th
D-Day Memorial Parade Navel Memorial
7th
Heel „n Wheel a Thon (1) Gazebo and Promenade
18th
– 21st
Burlington‟s Sound of Music
Festival
Entire Park (excluding East Lawn)
/ Brant Street south of Caroline
Street / Pearl Street south of James
Street to Lakeshore Road
July 1st Canada Day Central and West end of Park
1st Canada Day Run TBD
July 6th
,
12th
, 26th
August 2nd
Music in the Park Gazebo
12th
Hi-Point Regatta, Model Boats Rotary Centennial Pond
12th
Kite Festival Central / West End of Park
17th
– 19th
Burlington Jazz N Blues Festival Central Area of Park
18th
Relive the Brant Inn Discovery Landing / Compass
Area
25th
and 26th
Shakespeare by the Water Gazebo
August 16th
Children‟s Festival Entire Park (excluding East Lawn)
and Discovery Landing
22nd
Walk / run for Guatemala, for the
children of the Merendon Mountains
Start / finish near Gazebo
23rd
Lakeside á la Carte Central Area of Park
23rd
Dieppe/Pacific War Parade Navel Memorial
Sept. 4th
– 7th
Rotary Ribfest Central and West end of Park to
Discovery Landing (excluding
East Lawn)
October 24th
Gulu Walk in support of the children
of Uganda
Start / finish near Gazebo
November 11th
Remembrance Day Service Naval Memorial
December 5th
First Skate Rotary Centennial Pond
6th
– Jan 5th
Festival of Lights Gazebo Area to Central Park
Pg 17 of Report PR 1/09
Appendix C – con’t
January 2009 to April 2010 Proposed Festivals & Events Program
(On Municipal Property)
The Beachway
Date Event Location
June 14th
Paws for a Cause Start / finish at Beachway Pavilion
August 15th
and 16th
Catamaran Regatta South end of Beachway Park
15th
Discover Sandcastles Beachway Park near Pavilion
22nd
MJ Cup, Jet Ski event North of jet ski launch area
September 13th
Terry Fox Run Beachway Park and along Spencer
Smith Park Promenade
Downtown Burlington
Date Event Location
January,
2009
25th
Robbie Burns Run Start / Finish from Central High
School
January,
2010
24th
Robbie Burns Run Start / Finish from Central High
School
March 1st Chilli Half Marathon & Frosty
5KM
Start / Finish on Elizabeth Street
near Pine Street
May 31st Walk for Dog Guides Lions Club Hall
June 6th
Moon in June Road race Start / finish at City Hall
June 13th
& 14th
Fine Art and Craft Festival TBD
July 5th
Great Waterfront Trail Adventure
Tour
Cycling event passing through the
downtown from Hamilton to
Oakville
July 16th
Downtown Dash Start/Finish on Old Lakeshore Road
September 12th
Waterfront Trail Run 5km & 8km Spencer Smith Park and Beachway
Park
12th
United Way of Burlington, Street
Festival and Fall Kick off
South of Ontario Street
November 11th
Remembrance Day Parade and
Service
Brant Street, Service at City Hall
Cenotaph
December 6th
Christmas Parade Burlington Mall to Brant Street and
Caroline Street finish
12th
Jingle Bell Run Start / finish on Pearl Street
La Salle Park
Date Event Location
April 11th
Aldershot Lions Club Easter Egg
Hunt
Picnic and ball diamond area
July 23rd
Movies in the Park Near pavilion
August 3rd
Joseph Brant Day Picnic and ball diamond area
September 9th
Seniors‟ Brown Bag Picnic Near ball diamond area
Pg 18 of Report PR 1/09
Appendix C – con’t
January 2009 to April 2010 Proposed Festivals & Events Program
(On Municipal Property)
Lowville Park
Date Event Location
February,
2009
1st Lowville Winter Games Entire Park
February,
2010
7th
Lowville Winter Games Entire Park
July 9th
Movies in the Park Near Playground area
August 19th
Shakespeare in the Park Near Playground area
Hidden Valley Park
Date Event Location
May 30th
Aldershot Community Festival West end, Areas 8 & 9
June 6th
Paw Prints in the Park West end, Areas 8 & 9
7th
Walk in Remembrance West end, Areas 8 & 9
Central Park
Date Event Location
April 22nd
Earth Day Labyrinth
May 2nd
Youthfest Central Park, behind Library
3rd
Great Ride „n Stride to Beat Cancer Central Arena (start / finish)
3rd
World Laughter Day Bandshell
23rd
Horticultural Society Plant Sale Seniors‟ Centre parking lot
June 6th
Halton Organization for Pride and
Education, picnic
Bandshell
21-Aug 23
Wed. &
Sun. Eve.
Music in the Park
(22 Concerts during season)
Bandshell
July 9, 16, 23, 30 Summer Stock Theatre Bandshell
October 4th
CIBC-Run for the Cure Marshalling area involves park,
bandshell, Seniors‟ Centre and
Arena auditorium
17th
United Way Amazing Race Start/Finish at Bandshell area
December 31st New Year‟s Eve Celebration Ball diamond area, Central Arena
and Seniors‟ Centre
Tansley Woods Community Centre
Date Event Location
January, 2009 & 2010
1st New Years Day – Free Family
Party
Tansley Woods Community Centre
March 7th
Indoor Garage Sale Tansley Woods Community Centre
November 21st Tansley Woods Craft Fair Tansley Woods Community Centre
Pg 19 of Report PR 1/09
Appendix C – con’t
January 2009 to April 2010 Proposed Festivals & Events Program
(On Municipal Property)
Other Events
Date Event Location
January,
2009
2
nd to
Feb 7th
Family Winter Carnival
Various City Facilities and Park
Locations
January,
2010
2nd
to
Feb 13th
Family Winter Carnival
Various City Facilities and Park
Locations
February 15th
Valentine‟s 5KM Start / finish at Cumberland Avenue
at Harvester Road
March 29th
Around the Bay Road Race From Hamilton along Beach Blvd.,
North Shore Blvd., Plains Rd and
Spring Gardens Rd.
April, 2009 10th
Good Friday Race Start / finish at Aldershot High
School
April, 2010 2nd
Good Friday Race Start / finish at Aldershot High
School
18th
Victims Assistance Volunteer
Program, OPP Angels N‟ Motion
fun run
OPP Headquarters on Northshore
Boulevard to Beachway Park,
Waterfront Trail
19th
Super Cities Walk for MS Start / finish at Robert Bateman
High School
26th
WILD Run for Aids (Robert
Bateman High School)
Start / finish at Robert Bateman
High School
June 2,3,4, and
17
Heart and Stroke Association
Big Bike Ride
Burlington Mall and Boston Pizza,
S. Service Rd. (June 18)
TBC Iroquoia Trail Run Kilbride Park
July 16th
Movies in the Park Nelson Park
August 6th
Movies in the Park Burloak Waterfront Park
August 13th
Movies in the Park Ireland Park
October 4th
Bruce Trail Day Kerncliff Park
November 28th
Aldershot BIA Christmas Tree of
Hope, tree lighting ceremony
Aldershot: Plains Road and
Downsview Drive
2009 One-time Events and Celebrations
Date Event
January to December Burlington Boy Scouts 100th Anniversary year
March 4th
- 7th
Festival and Events Ontario Conference
June 18th
- 21st Sound of Music Festival, 30
th Anniversary
June/July Burlington Youth Soccer Club, International Youth Soccer Tournament
September Student Theatre Centre, 10th
anniversary
Fall Official Opening of the Brant Street Pier
December 19th
Vancouver 2010 Olympic Torch Relay – Burlington Segment
Pg 20 of Report PR 1/09
Appendix D