EventPlannersGuide&rent.ocgp.org/wp-content/uploads/2010/08/EventPlannersGuide.pdf ·...

Event Planners Guide

Introduction and Overview Welcome to the Orange County Great Park and thank you for taking an interest in our facility. We understand how important your event is and we know how much work goes into creating a special event. Our goal is to provide you with an Event Planning Guide that will help you understand the unique features of our facility and put you on the path to producing a successful event. Each rental client is assigned a site manager who will be your main point of contact. Orange County Great Park Overview

The former Marine Corps Air Station El Toro is being transformed into the Orange County Great Park (Great Park), the first great metropolitan park of the 21st Century.

The Great Park is in the geographic center of Orange County, California, a diverse metropolitan community with a population of three million located halfway between Los Angeles and San Diego. The Great Park has direct freeway and rail access, making it easily accessible to the more than 16,000,000 Southern California residents.

Spanning more than 1,100 acres, the Great Park will be nearly twice the size of New York’s Central Park. The Great Park’s award-‐winning Master Plan features cutting edge environmental design features that will set a new standard for sustainable park design and urban planning.

Orange County’s agricultural heritage will be preserved and the military history of the former air base will be honored. Sustainability, the wise and conservative use of energy, water, and other scarce resources, is central to the Great Park’s 21st Century design. Cutting-‐edge technologies will make the park sustainable, demonstrating eco-‐friendly design and construction techniques.

Upon completion, the Great Park will join Central Park in America’s inventory of national treasures and set a new standard for great metropolitan parks around the world.

Three Rental Areas

Balloon Park

The Orange County Great Park Balloon Park is currently almost 100 acres in size and growing fast. This park is open to the public 7 days a week however; exclusive event rentals in certain areas can be

accommodated. Key features include:

Great Park Balloon Free!

The Balloon is the Orange County Great Park’s first major attraction. All flights are free. Soaring up to 400 feet above the surrounding landscape, the Balloon simultaneously serves as a feature and public observation deck for the Great Park’s development. Go to www.ocgp.org for detailed information. Great Park Carousel Free!

Thursday–Friday: 10 am–10 pm Saturday–Sunday: 9 am–10 pm Check-in is required at the Visitors Center. Riders under 42˝must be accompanied by an adult. Rides are approximately two minutes long, reaching a top speed of 4.5 mph. Carrying up to 36 passengers, the Carousel is also wheelchair-accessible. Availability to ride is on a first-come, first-serve basis, and may be subject to weather conditions. Video Palm Court Arts Complex

The Palm Court includes the Great Park Gallery and Great Park Artists Studios, housing a publicly-accessible artists-in-residence program. Preserving El Toro’s World War II era

atmosphere and architecture, the Palm Court now serves as the Park’s cultural campus, supporting the development of fresh and interdisciplinary, public arts programming.

Walkable Timeline

A prototype of the future Walkable Timeline introduces guests to 31 of the most significant events of the 1940s—a pivotal decade in United States and world history. Ultimately, this feature will be extended on both sides, addressing the historical periods that preceded and followed the 1940s. Future exhibits will include visuals, military artifacts, and interactive experiences such as music and film.

Farmers Market Free Parking!

Every Sunday: 10 am–2 pm (rain or shine) Shop for a variety of fresh and seasonal fruits and vegetables, breads, flowers and plants, and other items from local artisans. Breakfast and lunch from gourmet food trucks are available for purchase. Video

Kids Rock

Kids Rock is inspired by and focused around educating young guests about conservation ecology and the water cycle (condensation, precipitation, accumulation, evaporation). A group of misting shade structures, climbing rocks, “underground tunnels,” a seating area made from recycled runway concrete, and illustrated lakes and streams on recycled rubber flooring, come together to form an educationally unique and environmentally conscious space that is safe, fun, and relaxing

Hangar 244

A 78-foot x 80-foot airplane hangar which can be used for meetings and seminars, parties and dances or dinner and award events. The event space can be expanded onto concrete aprons extending to the north and south.

The North Lawn

The Great Park North Lawn is home to sports and recreation of all types. There is plenty of room to play on 7 acres of lawn, and the Great Park is pleased to offer an ongoing schedule of free clinics that will get kids moving and active. The North Lawn is available as a site rental location for sport tournaments, corporate picnics as well as festivals and fairs.

Festival Site The Festival site is ideal for ticketed events and includes the following features: • 526,000 square feet total area which includes the festival site and the parking area.

• 212,000 square feet of fenced in festival area.

• 780 lined parking spaces including mandated handicapped spaces.

• Utilities including power, water, sewer, telephone and Wi-‐Fi.

• The festival site fencing can be removed in order to open up the site to accommodate a larger event footprint.

The Former Marine Corp Air Station El Toro The runways of this former Marine Corp Air Station are still in place and are an ideal location for automotive events, special events, as well as film and commercial shoots. Some site features include: • Over 8 million square feet of pavement with several 1.5 mile long sections of runway

• Largest open area in the Irvine area with the nearest homes and businesses over 2 miles away

• Dirt and grass areas expand acreage in between runways

• Hangars and buildings

• Ability to land aircraft (with proper permits and permissions) on a special event basis

• Please consult with your Site Manager to find the right location for your event.

Guidelines (In alphabetical Order) Advertising, Media, PR rules and Guidelines Event Marketing Guidelines The Orange County Great Park is Southern California’s emerging destination for entertainment and events. The Orange County Great Park encompasses over 1,100 acres of the former El Toro Marine Corp Air Station, and draws tens of thousands of visitors to its Great Park Signature Events each year. When your event takes place at the Great Park, you are building on the reputation the Great Park has built for premium entertainment options. In order to not cause confusion between Great Park Signature Events, which are funded through the City of Irvine’s Great Park Fund, and events brought to the Great Park through site rental agreements, the following marketing guidelines are provided. Adherence to these guidelines is required under the [general site rental agreement contract]. Throughout this document, events and shows that are open to the public and produced at the Great Park through a site rental agreement are referred to as “community events.” General Marketing Agreement

All site rental agreements for Great Park property are covered by the following general marketing agreement, including all guidelines set forth in this document.

The Orange County Great Park Corporation and employees of the City of Irvine are not obligated to perform or support the marketing of community events at the Great Park. Courtesy public relations and marketing functions may be conducted at the discretion of the Great Park Corporation. This may include the inclusion of one or many community events in the Great Park events calendar. This may by circulated online or in print, at the discretion of the Great Park Corporation. The Orange County Great Park Corporation also reserves the right, at its discretion, to promote community events to the local media. Great Park staff will also, upon request, provide media contacts directly to site lessees for their use. The Orange County Great Park Corporation reserves the right to distribute upcoming Great Park events information at any site rental location while an event is occurring. If appropriate to the setup of the event, the Great Park requests a booth to distribute and share information at all events held at the Park.

Through the company negotiating the site rental agreement, Great Park Corporation staff will be available to review any promotional or marketing materials to ensure compliance with these guidelines. This is a service that will ensure all marketing is conducted to best benefit all parties. Accepted Terms and Titles

• The Orange County Great Park reserves the right to list the site lessee’s event on the Great Park Web Site (www.ocgp.org) as a “Community Event at the Great Park.”

• When referencing the event location, the following terms are preferred:

o At the Orange County Great Park in Irvine

o At the Great Park in Irvine

o At the Great Park Festival Site

o At the Great Park El Toro Fields

• Terms not to be used:

Irvine’s Great Park

OC Great Park

Irvine Great Park

Balloon Park

El Toro Marine Base (or any variation)

• When titling a community event that will be held at the Great Park, the words “Great Park” cannot be used in the name of the event, associated URLs, Twitter user names, Facebook page titles, or any other use that would imply that this is an event funded through the City of Irvine Great Park Fund. Some prohibited examples:

✕ Great Park Home Show

✕ Bridal Expo at the Great Park

✕ @greatparkexpo

✕ www.greatparkhomeshow.com

• Nowhere in any marketing or promotional material or verbiage for your event should it be implied that the Great Park or the City of Irvine is partnering, sponsoring or hosting an event unless otherwise specified in a separate written marketing agreement between the site lessee and the Orange County Great Park Corporation.

• Since the Great Park is on a former military base, there is no official address for the Park. The recommended verbiage for describing the location is “Off the 5 freeway at Sand Canyon.” Using an address for the Park location will result in older GPS systems leading visitors to closed roads.

• The Great Park Balloon is not included as an amenity in any site rental agreement, and should never be referred to as such in marketing a community event.

Logos and Imagery

• Imagery of the Great Park Balloon in marketing or promotion for any community event is prohibited.

• Images provided by the Great Park to be used in any event-‐related marketing should include the credit “Photo courtesy of the Orange County Great Park Corporation.”

• Photos provided by the Great Park for use in event-‐related marketing cannot be edited or “photo shopped” in any way, including but not limited to adding amenities, modifying the look of the Park, adding event logos into the Park imagery, or erasing Park features.

• Photos of specific site venues at the Great Park are available for use in promotion, but should never be used as the main graphics or imagery in promoting a community event.

• The “@the Orange County Great Park” logo was developed to provide community events with a distinctive way to identify their event location. The use of the “@the Orange County Great Park” logo is not required, but if it is used, the following guidelines must be followed:

o The logo must not be used in conjunction with the community event title or as a primary graphic in any promotional materials.

o Use only the colors and color ways provided. Full color and grayscale logos are provided.

o The logo must be used as-‐is, with no parts removed and nothing added to the graphic.

o The logo must be used in the given proportion and layout.

o The overall height of the logo should never be less than ¼”, and should never appear to be larger than half the size of the logo or logotype of the name of the community event.

• Event-‐specific signage is permitted in specific locations at the Great Park. Those locations are included in a separate document specific to each site rental location. Posting signs, banners, fliers or any other marketing outside of these areas is prohibited.

Any on-‐site signage, including banners or directional signage, may be subject to City of Irvine permitting policies. If you plan to utilize such signage, please contact Diane Vu, Senior Planner, at (949) 724-‐746 to determine which if any city permits are required.

Alcohol Use

Alcoholic beverages are allowed in the Orange County Great Park only with a permit issued by the Alcoholic Beverage Control (ABC). Please go to the following website for information on this process. http://www.abc.ca.gov/

The City of Irvine Special Event Permit application includes a requirement for proof of ABC license as part of the permit process. In addition, the City of Irvine may have further stipulations regarding Alcohol use and or sales within the Orange County Great Park.

• Liquor liability insurance is required for all events serving alcohol at the OCGP

• The applicant and / or event contact person is responsible for enforcing guidelines and ensuring that damage does not occur to OCGP facilities when alcohol is served

• Any person or group wishing to serve alcohol at the OCGP will be required to provide a licensed bartender or a serving attendant who has completed “Special Event Server Training” and who is at least 21 years of age. Bartenders and serving attendants are not allowed to drink alcoholic beverages or be under the influence of alcohol when serving alcohol.

• Alcohol may only be served within the areas reserved and designated by OCGP, ABC and Irvine Police Department (IPD). A site layout must be submitted to IPD and ABC for review and approval.

• If you wish to serve alcohol, an Alcohol Beverage Control license (ABC) must be acquired by the renter and provided to OCGP as well as attached to the Special Event Permit Application.

• Additional requirements may include additional police officers provided by Irvine Police Department, security guards, insurance fee’s, fencing and additional site plans.

• Service to or consumption of alcoholic beverages by minors will result in cancellation of event without refund of fees and ejection from the facility or park site. Alcohol is not allowed at events where the preponderance of participants are minors.

• Alcohol service shall not last more than 5 hours and must be suspended 1.5 hours prior to the ending time of the event. At last call, only one drink per person will be allowed and the serving cup may not exceed ten ounces. Alcohol may not be consumed without the presence of security.

Animals

Dogs are allowed in the park itself as long as they are leashed and are picked up after. The presence of animals at the park for special events is regulated through Animal Services and will be addressed with your special event permit.

Application, holding space, booking and contracting processes

Site rental coordination between the rental client and the OCGP Site Manager include the following steps:

1. Rental client fills out the online event application (available at www.rent.ocgp.org ) and clicks submit to get the process started. The site manager will return a call to the applicant within one business day.

2. The site manager evaluates the site rental application request based on the following criteria:

a. Space availability

b. Date availability

c. Size, scope, suitability of the event to our venue

d. Traffic and parking impact

e. Great Park approval

f. Special event permit approval

3. Upon approval the event dates can be held on the calendar under “right of first refusal” pending contract completion

4. Contract is sent to the rental client, signed and returned

5. The renter is responsible to provide insurance documents according to the specific language and amounts specified in the contract and send to the site manager by the due date listed in the contract

6. Rent, security deposit and any other funds due are sent to the site manager by the due date listed in the contract

7. OCGP Site Supervisor signs the contract

8. Hold dates become booked dates for your special event

9. Events contracted in the Balloon Park or the Festival site must be approved and the contract must be signed by both parties no less than 60 days prior to the event date.

ATM

At this time no ATM service is provided at the OCGP.

Board of Equalization (California State)

The California State Board of Equalization (BOE) requires that the renter shall provide their exhibitor list to the BOE no less than thirty days prior to their event.Sales & Use Tax

Retailers engaged in business in California must register with the BOE and pay the state's sales tax, which applies to all retail sales of goods and merchandise except those sales specifically exempted by law. The use tax generally applies to the storage, use, or other consumption in California of goods purchased from retailers in transactions not subject to the sales tax. Use tax may also apply to purchases shipped to a California consumer from another state, including purchases made by mail order, telephone, or Internet.

The sales and use tax rate in a specific California location has three parts: the state tax rate, the local tax rate, and any district tax rate that may be in effect.

State sales and use taxes provide revenue to the state's General Fund, to cities and counties through specific state fund allocations, and to other local jurisdictions.

Business License (City of Irvine)

A City of Irvine business license is required by every company doing business in Irvine. A business license is required in order to receive a City of Irvine Special Event Permit or a film permit. Go to: http://www.cityofirvine.org/ipd/divisions/business_licenses/default.asp

Communication (Event)

It is recommended that you give an event production radio to the OCGP Site Manager in order to facilitate clear communication between OCGPC and the event production team. For larger events it is also recommended that you provide an event production radio to the Irvine Police Department officer assigned to your event.

Catering and Food Service

Hole n One Catering is the only company authorized to use the Great Park kitchen and are used for all events held at OCGP. Their contact information is: Debbie Mastroianni HOLE N ONE sports catering 4861 san jacinto circle east fallbrook ca 92028 T: 760 731-‐1170 F: 760 731-‐1171 C: 760 668-‐4552

Concessions and the Health Department Caterers, food servers and food sampling booths must conform to all Health Department rules and regulations. It is recommended that you have your coordinator contact Howard Snitowsky a minimum of four weeks in advance of your event in order to insure you have time to adjust your production to the requirements of the environmental Health Division.

Howard Snitowsky, REHS Environmental Health Division Supervising Environmental Health Specialist I Food Protection Program County of Orange Direct # (714) 433-‐6170 Fax # (714) 433-‐6423

If your event will include food service or sampling of any kind please request the Temporary Food Facility Informational Bulletin from your Site Manager. This bulletin notes specific requirements for Event Coordinators, pre-‐packaged food facilities, and open food facilities, all which use the same application for health permit. As noted in the bulletin, though the fees for the various types of permits are different, the Informational Bulletin is only an annotated version of the SOP, the most important item left off being a small section on important criteria for the required 3 compartment sink -‐ shared or individual. If shared, centrally located 3 compartment sink must be within 100 feet of the maximum 4 food/drink booths who are able to share it. It must have adequate hot/cold water under pressure, soap, sanitizer, etc., and have a suitable cover over it. Regardless of whether it is an individual or a shared, centrally located 3 compartment sink, it is required to have a minimum of 25 gallon fresh, potable water reservoir, and a waste water reservoir that is a minimum of 1 ½ times the size of the fresh water reservoir, properly plumbed to an enclosed container for proper disposal to the sanitary sewer system.

Driving directions, mailing address, MapQuest, Google address, shipping instructions

Location Overview • The Great Park is situated in the geographic center of Orange County, within the city

limits of the City of Irvine—approximately halfway between Los Angeles and San Diego, about 15 minutes away from John Wayne Airport (SNA), and accessible via the Interstate 5 and 405 freeways, the SR-‐133 and SR-‐241 toll roads, Amtrak, Metrolink and OCTA transit routes.

• Google Maps Link: http://maps.google.com/maps?q=14280+c+street+irvine,+ca&rls=com.microsoft:en-us&oe=UTF-8&startIndex=&startPage=1&um=1&ie=UTF-8&hq=&hnear=0x80dcdd4a6f2a132b:0xe6920e40a1039ab,14280+C+St,+Irvine,+CA&gl=us&ei=0ZbWTY2VMJT6swOQlvm5Bw&sa=X&oi=geocode_result&ct=image&resnum=1&ved=0CBcQ8gEwAA

Driving Directions to the Orange County Great Park

Entrance at Sand Canyon and Marine Way in Irvine CA 92618 (adjacent to Interstate 5). From the 5 North

1. Exit Sand Canyon Ave and turn Right

2. Turn Left on Marine Way

3. Proceed to the guard shack

4. Follow the directional signs to parking

From the 405 North

1. Exit Sand Canyon Ave and turn Right

2. Turn Right on Marine Way



From the 5 South

1. Exit Sand Canyon Ave and turn Left




From the 405 South

1. Exit Sand Canyon Ave and turn Left




Do Not Use GPS Systems or Online Maps: Be advised that there is currently no physical address to the Orange County Great Park; and due to ongoing construction and development in and around the area, roads and traffic conditions are changing. Please do not rely on directions other than those provided on this site.

Contact Information: ORANGE COUNTY GREAT PARK CORPORATION Telephone Number: (949) 724-‐7425 Fax Number: (949) 724-‐7407 Website: www.ocgp.org Mailing Address: City of Irvine P.O. Box 19575 Irvine, CA 92623-‐9575

Emergency Planning and Communication

• The primary means of summoning police, fire and rescue is to call 911.

o Be advised that cell phone calls are normally directed to CHP dispatch so be prepared to give your location as: Orange County Great Park –Marine Way / cross street Sand Canyon.

o Please advise your OCGP Site Manager and/or the Irvine Police officer assigned to your event immediately so they can make sure emergency units quickly find their way to your specific location.

o There is a fire station just outside of the property and the response times are relatively fast.

o Orange County Fire Authority may require event producers to provide specific medical services such as ALS or BLS ambulances and or first aid stations.

o For large scale events OCGP (in coordination with IPD and OCFA) has created an emergency vehicle access route that will allow emergency vehicles to enter and exit the site during heavy event traffic conditions.

Film Permit • The City of Irvine Film Permit must be pulled for any and all film projects regardless of

size or scope.

• There is no charge for the film permit itself although there could be other fees depending on the specific elements involved in your project.

• For information regarding film permits please contact Melissa Chao by email at [email protected] or by phone at (949) 724-‐6395.

Fire Authority (Orange County)

The City of Irvine Special Event Permit Application will direct you to the proper Orange County Fire Authority personnel. Depending on the specifics of your event they may require fire inspection, Special Activities Permit and/or sign off on your event as required by the fire code. The Film Permit will direct television, commercial and movie production companies to Orange County Fire Authority for sign off and special effects permits.

Special Activity Permit Requirement

What types of events require a Special Activity Permit?

A Special Activity Permit is required for the following activities:

• To erect a tent (with sidewalls) or multiple tents having a floor area of 200 square feet.

• To erect a canopy (without sidewalls) or multiple canopies having a floor area of 400 square feet.

• To erect or operate an air-‐supported membrane structure. • To use candles and open flames in an assembly, tent, canopy. • To conduct a carnival or fair. • To store fuel for a temporary generator. • To remove an underground tank. • To display liquid or gas fueled equipment and/or vehicles in a place of assembly. • To conduct open burning. • To conduct a bonfire or rubbish fire. • To temporarily close streets for walk-‐a-‐ton, party, private or public event. • To temporarily use a building as a place of assembly. • To temporarily use a covered mall as an place of assembly. • To use or to transport explosive materials. • To conduct fireworks display. • To sale fireworks – fireworks stand. • To use pyrotechnic special effects material. • To use a parade float for public performance, entertainment, or parade. • To repair a flammable or combustible liquids pipeline.

• Any other activity that at the discretion of the Fire Chief requires a permit.

Health Department Please refer to “Catering, Concessions and the Health Department” (above)

Insurance

• Insurance coverage requirements are listed in your site rental contract and are due on the dates listed inside the contract.

• You will also be responsible to provide insurance documentation as required by the City of Irvine as part of their Special Event permit process.

• Although the City of Irvine requires $1 Million liability insurance for the normal events that occur in the city from day to day, the requirement for a large scale event to be held in the Orange County Great Park will be adjusted according to the risk level of your event.

• AMCI (who hold a city contract to manage site rentals) are responsible for booking the former MCAS El Toro as well as the Great Park property, require proof of a $5 Million insurance policy naming all entities involved on the property as additionally insured.

Lighting

See parking and traffic management section. Parking, Traffic Management and Nighttime Lighting

The Great Park reserves the right to control and charge for parking and traffic management for all programs, events and activities held at the park. • You have the option of paying OCGP for parking staff and management or OCGP can

charge a “per car” fee to event attendees for parking.

• Your site manager will meet with you to determine a parking and traffic management plan to fit your event.

• You will be given an assigned area to park and it is your responsibility to communicate the staff parking location to all of your staff, vendors, delivery drivers and volunteer helpers.

• The traffic plan will be reviewed as part of the Special Event Permit Process and the Irvine Police Department may give direction, suggestions and may require additional officers assigned to key intersections. Billing for these officers time will be the responsibility of the renter.

• Because street lights have not yet been installed in all areas of the park, there will be an added expense to provide night time lighting of event, parking and exit paths. Events that set-‐up or strike or continue past sundown will be required to pay for light towers. The number of light towers will be determined by your Site Manager depending on the location and exit path of your specific event.

Permits (Special Event and Film)

All events to be held in the City of Irvine whether small or large are required to apply for a Special Event permit. They can do this by contacting Sgt. Frank Anderson -‐ Irvine PD Special Events. After reviewing the permit application Sgt. Anderson will direct the applicant to all relevant city and county offices for sign off. This process allows each department to analyze the event from their specific perspective and express any concerns or objections they may have or sign off on the event as the case may be. The Special Event permit is comprehensive and requires clearances from city and county departments such as, but not limited to: • Community Services • Building and Safety • Regulatory Affairs • Public Safety • Public Works • Animal Services • Risk Management • Transportation Services • Community Development (Planning) • OC EMA • OCFA • OC Health Dept. • OC Transit District • ABC • Irvine Ranch Water District

• The Special Event Permit also directs the applicants to cooperate with inspections from

city and county departments as required.

• The Special Event Permit directs the applicant to provide $1 Million insurance naming the City of Irvine as the Certificate holder.

• The City of Irvine Special Event Permit can be found at the following website (see below). It is important to fill out and submit this permit application as soon as possible in order to allow the City of Irvine enough time to guide you through various departmental permissions as specifically applicable to your special event. http://www.cityofirvine.org/civica/filebank/blobdload.asp?BlobID=6462

• Your main contact for the Special Event Permit is Sgt. Scott McClellan. Scott McClellan, Sergeant Irvine Police Department Great Park/ Irvine Spectrum Center One Civic Center Plaza P.O. Box 19575 Irvine, CA. 92623 (949) 724-‐7280 [email protected]

• The City of Irvine Film Permit must be pulled for any and all film projects regardless of

size or scope.

• There is no charge for the film permit itself although there could be other fees depending on the specific elements involved in your project.

• Your main contact for the film permit is Melissa Chao, Senior Planner. She can be reached by email at [email protected] or by phone at (949) 724-‐6395.

Pricing and Payment Information

Pricing for each event is calculated on a case-‐by-‐case basis because each event is unique. The OCGP is not a standard event venue like a fairgrounds or expo center and therefore we receive applications from a wide variety of industries and a wide variety of site uses and events. Prices are calculated based on overall impact to the OCGP including factors such as: • Number of days and hours of operation

• Amount and type of space required

• Impact from truck traffic and number of vendors involved

• Attendance numbers and number of vehicles

• Risk involved with activities associated with the event (liability and security)

• Type of use

Payment terms are itemized in the site rental contract and total payment is due in advance of the first set-‐up day as dictated by the site rental contract. Additional elements charged to the rental client that are not included in the contract are invoiced post event and due upon receipt of the invoice. These additional elements often include equipment rental, site clean-‐up and security guard charges.

Runways (Former MCAS El Toro)

1. Runway areas do not have any utilities therefore all services and equipment need to

be brought in to the site. This includes but is not limited to: lights, portable toilets, power generation, water, sewer, trash cans and trash dumpster, telephone, fencing and barricades.

2. Due to the great distances from the guard gate to the runway areas, the renter is responsible to provide directional signs both into and exiting the site. Six to ten signs each way are recommended depending on the specific location of your site rental. All signs must be removed immediately after the event has ended.

3. It is the responsibility of the renter to protect your rental area from outside traffic entering your rental area. Your site manager can recommend ways you can accomplish this most effectively for your event. Techniques may include:

o Cone and barricade lines

o Fencing

o Signs

o Spotters with two way radios and vehicles

o Private security

4. Speed limit for normal automotive uses of the property is 60 MPH. Requests for speeds higher than 60 MPH require review and special permission granted by AMCI and OCGP and noted in the site rental contract.

5. For runway event rental activities that go past sundown it is important to remember that there are no lights on the runways and it gets very dark very fast. This renders your directional signs ineffective and people trying to leave can get disorientated and lost. For this reason you may need to provide light towers to light the way out of the facility.

6. The site should be cleaned and left in the condition you found it. Normal cleaning/security deposit rules apply and are outlined in the site rental contract.

Security & Gate Hours

• The Marine Way guard gate hours are daily from 6 AM to 10 PM. Nighttime security guards needed between 10 PM and 6 AM must be hired through AMCI as they must be approved to stay inside the facility after the gate is closed and locked for the night.

• Arrangements to provide access outside of those hours can be arranged in advance with your site manager. Security guard rate is $38 per hour with a 5 hour minimum.

• The Irvine PD patrols the venue 24 hours per day for the purpose of overall site security. They are not dedicated to protecting specific event rental activities although they will definitely take action if they see unsafe actions or criminal activity.

• The security plan will be reviewed as part of the Special Event Permit Process and the Irvine Police Department may give direction, suggestions and may require additional officers to be assigned to your event. Billing for these officers will be the responsibility of the renter.

• As part of your Special Event Permit review, Irvine PD Special Event Sergeant may decide to require that you hire uniformed officers for your event.

Shipping

• Currently there is no address, shipping dock or personnel dedicated to receiving shipments for your event.

• If you have vendors, suppliers or trucking companies delivering elements for your events please provide them the driving directions included in this planning guide. (above)

• You must be present to receive shipments and deliveries. OCGP staff cannot receive your shipments or be responsible for your deliveries.

Signs (directional and advertising)

• Due to the great distances from the guard gate to the event rental areas, the renter is responsible to provide directional signs both into and exiting their rental site. Four to eight signs (with moveable arrows) each way are recommended. Exit signs should also come with moveable arrows.

• Directional signs can be mounted on traffic barricades. OCGP may be able to loan the use of some.

• Advertising signs and proposed sign locations must be reviewed and approved by OCGP before they are made public.

Sound Management

• Sound levels for your event should be discussed with your site manager during your initial site visit.

• Generally sound is an issue only when it conflicts with another event or activity at the park as there are no nearby homes.

• OCGP reserves the right to require the renter to lower the sound level or shut the audio system down if necessary.

Trash Management & Clean-‐up Responsibilities

It is the renters responsibility to manage, handle and coordinate their own trash pick-‐up for an event held anywhere on the OCGP. This includes: • Ordering and delivery of the appropriate sized dumpster

• Ordering, delivery and placement of the appropriate number of trash cans

• Control and pick-‐up of loose trash and debris whether caused by people, winds, birds or other wild animals.

• Trash can pick-‐up and timely dumpster pick-‐up and removal

In regard to tent events, long experience tells us that an event production company may pick-‐up all the trash during the event strike however there is generally additional debris, nails, metal bits, zip tie pieces etc. left over after the tent company departs. The renter is responsible for making sure that all debris and trash is picked up and disposed of post event. OCGP reserves the right to invoice the renter for final clean-‐up costs post event.

• Your site rental contract may require a clean-‐up deposit which could be used for site

cleaning or expenses related to your event if the renter fails to leave the site in at least the same condition as when they began of the site.

• A separate fee may be accessed for use of the OCGP Balloon Park restrooms. This fee will cover the cost of waste removal, expendables and cleaning.

• Custodial services can be arranged through your site manager.

Tents & Staking

The rules, regulations and permitting for the use of tents at OCGP will be managed by the Special Event Permit Process and the Orange County Fire Authority. Fire Authority rules concerning the use of tents in the County of Orange can be found at: http://www.ocfa.org/_uploads/pdf/guidef05.pdf

The Orange County Great Park allows tent staking and lag bolting tents on much of the property however there are areas where it is not allowed. Please check with your site manager to see if staking is allowed in the specific location you are planning to place your tent.

Utilities

The Orange County Great Park contains three distinct rental areas. • The Former Marine Corp. Air Station El Toro

o Approximately 1100 acres of the old runways and hangars of the former military base have no utilities available at all. If this is the areas you are renting then you will have to bring in everything you need including power, water, portable toilets etc.

• The Festival Site

o This 500,000 square foot open air facility does have utilities on site including, power, water, sewer line, Wi-‐Fi service (open), and telephone line.

• The Orange County Great Park (Balloon Park)

o This public park includes the balloon ride, visitor’s center, promenades and plazas as well as Hangar 244. There is Wi-‐Fi service, limited access to power outlets and restrooms available although additional restrooms may need to be brought in by the renter depending on the size of the event.

In Conclusion By necessity, the Event Planners Guide has to speak to all the different types of events and activities that can occur at our venue. Site rentals include event diversity such as: Movie, TV and film shoots, PR, marketing and corporate events and meetings, charity walk / run events, concerts, fairs and festivals as well as automotive driving events and car commercial filming. In addition to these mainstream event types we have rented the site for military and police testing and training, RC model airplane clubs, Girl Scout Cookie pick-‐up, robot testing, research and development for a wide variety of projects, bicycling, falconry and a variety of different uses. The Great Park is a unique venue that largely due to the immense amount of raw space around it can accommodate events and activities that cannot fit into other types of venues. Conversely, there are unique challenges involved in utilizing a venue that is, and will be, under construction for quite some time as the 1100 acre Great Park is built. This Event Planners Guide attempts to speak to all the different types of event productions and site uses that come to us

which can make the process seem daunting however, most events and activities will require a fraction of the rules and guidelines listed here. We truly appreciate your interest in our site and will do everything we can to make your site rental experience a great one.

EventPlannersGuide&rent.ocgp.org/wp-content/uploads/2010/08/EventPlannersGuide.pdf ·...

Documents

Transcript of EventPlannersGuide&rent.ocgp.org/wp-content/uploads/2010/08/EventPlannersGuide.pdf ·...