city of burlington report€¦ · approval of the 2007 outdoor festival & events report and...

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


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.


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)


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.


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.


Burlington Downtown Business Association (“BDBA”) staff will provide appropriate

notification to local businesses in this area.


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).


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.


(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).


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.


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).



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.


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.


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.


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.


(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


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


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.


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


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.


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


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


Appendix C – con’t



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





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





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


Appendix D