City of Culver City, California
Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council (1) consider the amount of in-kind financial
assistance for and potential City sponsorship of The Culver City Car Show (Car
Show), Los Angeles Modernism Show (L.A. Modernism Show), and the International
Festival of Independent Games (IndieCade Festival); (2) approve related street
closures; and (3) approve related license agreements.
BACKGROUND:
During the February 13, 2012 City Council meeting, the City Council expressed their
desire for there to be consistency for assistance of special events and encouraged
staff to meet with the event organizers to determine their ability to conduct the event
with limited assistance.
Staff determined three types of assistance that could be provided to events with
limited impacts on the General Fund:
? Waiver of property rental fees
? Provision of in-kind equipment rental
? Waiver of in-kind staff costs for services during regular business hours.
Meeting Date: 03/23/2015 Item Number: J-2
JOINT CITY COUNCIL AND SUCCESSOR AGENCY BOARD AGENDA ITEM: (1)
Consideration of the Amount of In-Kind Assistance for and Possible City
Sponsorship of The Culver City Car Show, The Los Angeles Modernism Show,
and IndieCade: International Festival of Independent Games; (2) Approval of
Street Closures Where Applicable; and (3) Approval of Related License
Agreements.
Contact Person/Dept.:
Jeremy Green/ City Clerk’s Office
Phone Number:
(310) 253-5859
Fiscal Impact: Yes [X] No [ ] General Fund: Yes [X] No []
Public Hearing: [ ] Action Item: [X] Attachments: [X]
Public Notification: Dolphin Promotions, Inc. (03/18/15); The Exchange Club (03/18/15);
Creative Collaborative Media, Inc.(03/18/15); Meetings and Agendas – City Council
(03/18/15), DBA (03/18/15); Culver City Chamber of Commerce (03/18/15).
Department Approval:
Martin R. Cole (03/18/15)
City Attorney/Successor Agency General
Counsel Attorney Approval:
Carol Schwab (by H. Baker) (03/18/15)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (03/18/15)
City Manager/Executive Director Approval:
John M. Nachbar (03/18/15) City of Culver City, California
Agenda Item Report
The 2014 Car Show, IndieCade Festival, and L.A. Modernism Show were provided
at least the above three types of assistance, and all were responsible to pay for staff
time incurred at times other than regular business hours and for some permit fees.
The City Council also specifically designated all three as City-Sponsored events.
Consistent with an expressed desire of the City Council, staff is presenting these
event sponsorship requests at one time this evening. Regarding other previously
sponsored events, the Culver City 5K/10K Run will not take place this year and
Taste of the Nation has already received City-Sponsorship approval for their 2015
event and in-kind assistance in the amount of $5,150.00 ($3,700 from the City
Council and an additional $1,450 of assistance from the Successor Agency.)
DISCUSSION:
City Sponsorship
For those events requesting City-sponsorship, such events will each need to be
specifically designated as a City-sponsored event by the City Council. As part of
such City-sponsorship, event producers would be eligible to post banners in the
public right-of-way advertising the sponsored event. To be categorized as a
“sponsored” event by the City, an event must comply with Culver City Municipal
Code (CCMC) Section 17.330.040.B.7.b.ii., confirming that the City is (a)
participating in an official capacity in the planning, preparation or promotion of the
event or activity; and (b) contributing 25% of the total estimated costs of the civic
event or activity or at least $1,000, whichever is less. This contribution may take the
form of funds, labor, staff time, materials, a waiver of fees, or any combination
thereof.
The CCMC requires both (a) AND (b) conditions be satisfied. Additionally, City
Council Policy requires that in order for an event to be considered City-sponsored,
the City Council must determine, by specific action, that the above criteria have been
met.
Should the City Council determine to provide support in an amount of at least $1,000
(funds, staff time and/or fee waivers, etc.), then the event may be designated a City-
sponsored event. For those who wish to post banners in the public right-of-way, the
organizers will be required to include the City’s logo on the banners as a sponsor.
For all three of the events, the financial request represents the costs of providing the
requested venues/equipment or required/requested services or fees. Because all of
the events are different in terms of size, locations, and length, the financial requests City of Culver City, California
Agenda Item Report
vary significantly. Please see attachments for detailed financial assistance requests
for each of the three events.
Should an event receive City-sponsorship, the organizers will be required to list the
City as a sponsor of the event in e-mails, on their website, in promotions, press
releases and on printed materials, where applicable.
The blueprint for all three events remain essentially the same as in past years. Any
changes or new requests will be noted in the appropriate section. All events are
also subject to the special event permit process. The events are listed in
chronological order.
LA MODERNISM SHOW: April 24-26, 2015
The LA Modernism Show is produced by Dolphin Promotions, Inc. and will take
place at 3Labs space in the Hayden Tract at 8461 Warner Avenue once again this
year. The event showcases up to 50 curated exhibitors of 20th century furniture and
decorative and fine arts from across the U.S. and Europe. The event is open to the
public and most items on display are available for sale. The event begins with an
opening night event on Friday evening, April 24th, at which 500 high-end art/furniture
collectors, experts, celebrities, and benefactors will enjoy a preview of the show. The
opening event will benefit PS Arts, a non-profit organization whose mission is to
improve the lives of children by providing arts education to underserved public
schools and communities. The public days have attracted about 500 people per day
in the past, and expected attendance is approximately 3,000 over the length of the
event.
Last year’s event brought Transient Occupancy Tax (TOT – the Hotel Tax) from
overnight stays in hotels, increased patronage of restaurants in downtown, publicity
and press about the event taking place in Culver City, and increased awareness of
the slowly growing furniture industry in Culver City.
Last year, the City Council approved a fee waiver for the in-kind costs in an amount
of $1,900. This year the producers request the same: that the Successor Agency
Board approve the fee waiver request for use of Parcel B ($500/week) to park the
overage of vehicles for the opening event, as well as for exhibitor parking throughout
the event, and $600 for 25 vehicles at $6/day for 4 days at the downtown parking
structures for exhibitors/staff. The event producer also requests in-kind staff time
valued at $800 for marketing and pre-event/special event permit assistance. Should
the Successor Agency and City Council approve the requests for in-kind support,
then the event producer also requests City-sponsorship of the event. They are not
requesting banners.
City of Culver City, California
Agenda Item Report
GEORGE BARRIS CRUISIN’ BACK TO THE 50S CULVER CITY CAR SHOW:
May 9, 2015
The 12th annual car show will again be produced by the Culver City Exchange Club,
a non-profit organization whose mission is to provide a better place to live by
providing funding for community-based organizations. Taking place throughout
downtown Culver City, the event typically draws about 10,000 participants
throughout the day to view displays of hundreds of classic cars and hot rods, as well
as exhibitors and vendors.
Last year, the Exchange Club requested financial assistance for both hard and in-
kind costs of approximately $22,000. City Council approved a fee waiver for the in-
kind costs in an amount of $8,464 plus up to a $3,000 credit toward hard costs for a
total sponsorship value of $11,500. This year the Club is requesting City-
sponsorship and financial assistance for both hard and soft City costs of $24,660.
Street Closures: The Car Show involves use of the public rights-of-way in the
downtown area and requires complete closure of Washington and Culver
Boulevards from Canfield Avenue at the east end of downtown to Duquesne/Hughes
Avenue at the west end of downtown, as well as Main Street from Culver Boulevard
to Venice Boulevard. In addition, there will be soft street closures of Delmas Terrace,
Watseka Avenue, Cardiff Avenue, and Canfield Avenue at the north end, and hard
closures at the south end at the northern perimeter of the Car Show; and hard street
closures at the north end of Lafayette Place, Irving Place, and Van Buren Place at
Culver Boulevard, and soft closures at the south end.
As occurs every year, staff from Public Works Department will be present at the
event to provide supervision of the traffic control efforts, address event field
dynamics, and provide refuse and recycling services. To further ensure a safe and
secure event, Culver City Police Officers will be deployed as part of the event in a
number to be determined by the Police Department.
Expected benefits to the City include potential increased patronage of
restaurants/businesses in downtown and publicity and press about the event taking
place in Culver City.
The City Council is requested to determine the amount of financial assistance to
provide to the Club and consider approval of: (1) the street closures for the event
from 4:30 AM – 5:00 PM on Saturday, May 9, 2015 and (2) the request for City
sponsorship.
City of Culver City, California
Agenda Item Report
INDIECADE FESTIVAL 2015: October 22-25, 2015
The IndieCade Festival is a showcase and celebration of independent video and
other independent games and game-makers. Last year’s 6
th
annual event in Culver
City brought more than 6,000 attendees who attended IndieXchange Summit,
GameU, Professional Conference Tracks, signature NightGames, and ongoing
hands-on gameplay at the IndieCade “Village” in Downtown Culver City and Fire
Station #1. The weekend portion of the event is open to the general public.
Most of the fee waiver requests are the same as last year and include requests for
rental locations, equipment rental from the City, and staff costs during regular
business hours. IndieCade also requests marketing support through promotions on
the City website, through e-mail blasts, with advertisement of IndieCade on the
inside of City buses and via directional bus signs, indicating those buses that travel
from the Expo Line to downtown Culver City. IndieCade has also made requests that
the City solicit donations of items (not in the City’s inventory) from outside
organizations such as additional crossovers and electrical setups.
The following are new or changed requests:
? Use of the City Hall Courtyard for the outdoor IndieCade Night Games. In
past years, it was held at Parcel B but Ms. Barish indicated the changeover
from the day portion of the event in that space to the Night Games was
difficult. Approval of use would need to be conditional upon the ability to
close off the courtyard, lack of conflict with Kirk Douglas Theatre
performances and safety measures. (There is no special event fee for the use
of the Courtyard.)
? Use of Council Chambers for the Friday portion of the conference, heretofore
held at the Foshay Lodge located across the street in Los Angeles. IndieCade
expressed great satisfaction with last year’s use of the Chambers on
Saturday and Sunday. (There is no special event fee for use of the Council
Chambers.)
? Use of additional rooms for IndieXchange and rooms for Volunteer meetings
at Veterans Memorial Building prior to the event (Increase in cost and
correction of costs for lobby rental increase the waiver request for this year by
approximately $2,100.)
? Beer Garden open throughout entire event, instead of only on Friday Night for
4 hours. (Increase in hard costs to be paid to Police Department. Does not
affect financial assistance request.)
City of Culver City, California
Agenda Item Report
Last year, City Council approved a fee waiver for the in-kind costs in an amount of
$13,360. This year IndieCade is requesting a value of $15,923.
Please note that the event producers have still not been able to identify a space that
will work for their awards show but continue to look for a space inside Culver City
limits.
The Festival continues to generate increased pedestrian activity and increased sales
for the area and garner international awareness of Culver City as a media arts
nexus. Benefits to the City can be viewed as part of the 2014 IndieCade Wrap-Up
document (see Attachment.)
The producers request: (1) that the Successor Agency Board waive property rental
fees, (2) the City Council waive equipment and rental fees and authorize in-kind staff
time during regular business hours, and the City Council approve City sponsorship
for this event. The producers also request that City Council again waive the
requirement for CCPD at the events held at Veterans Memorial Building where
alcohol will be served.
FISCAL ANALYSIS:
Dedication of in-kind staff time to each of the events would mean a reduced
availability of staff time for other City efforts but would not create an additional fiscal
impact to the City. Some of the events are also asking for permit fees to be waived,
which would result in less revenue than would otherwise be collected absent a fee
waiver. As detailed in the attachments, it is proposed that staff time during regular
business hours, property and equipment rental fees (and permit fees where
requested for this year) be waived (by City Council and Successor Agency
combined) as follows:
LA Modernism Show: $ 1,900.00
Culver City Car Show: $ 8,720.00 (*plus additional request for hard costs below)
IndieCade Festival: $15,923.00
$26,320.00
*The Culver City Car Show is also asking the City to pay for staff overtime that would
impact the City’s General Fund by approximately $15,940 for a total request of
$24,660.00.
City of Culver City, California
Agenda Item Report
ATTACHMENTS:
1. LA Modernism Show letter requesting financial assistance and City sponsorship
and spreadsheet of City costs requested for fee waiver.
2. Exchange Club letter requesting financial assistance and City sponsorship and
spreadsheet of City costs requested for fee waivers and additional hard costs.
3. IndieCade list of requests and spreadsheet of City costs requested for fee
waiver.
MOTION:
That the City Council:
1. Determine what level of in-kind financial assistance to provide for the
following 2015 events: LA Modernism Show, Culver City Car Show, and
IndieCade Festival; and,
2. (In the case such in-kind financial assistance is determined to be at least
$1,000), consider designating the following 2015 Events as a City Sponsored
events: LA Modernism Show, Culver City Car Show, and IndieCade Festival;
and,
3. Approve License Agreements between the City and each of the following
event organizers for the use of City public rights-of-way, property, equipment
and in-kind staff time for their respective events: Dolphin Promotions, The
Exchange Club, and Creative Media Collaborative; and,
4. Authorize the City Attorney to review/prepare the necessary documents; and,
5. Authorize the City Manager to execute such documents on behalf of the City.
That the Successor Agency Board:
1. Waive the rental fees for Successor Agency-Owned properties for the
following 2015 events: LA Modernism Show ($500 for Parcel B), Culver City
Car Show ($500 for Parcel B), and the IndieCade Festival ($572 for Parcel B
for one week plus one day).
MEETING DATE: March 23, 2015
AGENDA ITEM: JOINT CITY COUNCIL AND SUCCESSOR AGENCY
BOARD AGENDA ITEM: (1) Consideration of the
Amount of In-Kind Assistance for and Possible
City Sponsorship of The Culver City Car Show,
The Los Angeles Modernism Show, and
IndieCade: International Festival of Independent
Games; (2) Approval of Street Closures Where
Applicable; and (3) Approval of Related License
Agreements.
ATTACHMENTS
Pages
1. LA Modernism Show letter requesting financial 1-2
assistance and City sponsorship and spreadsheet
of City costs requested for fee waiver.
2. Exchange Club letter requesting financial assistance 3-4
and City sponsorship and spreadsheet of City costs
requested for fee waivers and additional hard costs.
3. IndieCade list of requests and spreadsheet of City costs 5-11
requested for fee waiver.
February 20, 2015
RE: Request for City of Culver City sponsorship of the Los Angeles
Modernism Show benefiting P.S. ARTS – April 24-26, 2015
Dear Mayor Cooper and Honorable City Council Members:
The 28
th
Annual Los Angeles Modernism Show & Sale will be held April 24-26, 2015 in
Culver City. This public event will feature 45 exhibitors from across the U.S. and Europe
presenting vintage furniture, decorative and fine arts reflecting all design movements of
the 20
th
century.
The opening night party on Friday evening, April 24, is hosted by and benefits P.S. ARTS
and its arts education programs in Los Angeles County public schools. Corporate
sponsorship is provided by Jaguar Land Rover, Delta Air Lines, and 1stdibs. Media
partners are California Homes, Modern, and Palm Springs Life magazines.
We moved the show last year to the incredible new venue 3Labs Studio in Culver City’s
dynamic Hayden Tract Arts District. The show was initially located at Santa Monica
Civic Auditorium, and then moved to Barker Hangar at Santa Monica Airport for several
years previous to 3Labs. The move to Culver City was prompted by the success of
moving the Los Angeles Antiques Art + Design Show benefiting the Los Angeles County
Museum of Art (LACMA) to 3Labs in October 2013.
The new facility and move to Culver City location last year was enthusiastically
applauded by both exhibitors and attendees, who included many nationally prominent
LA-based design industry professionals. Several dealers from New York and London
stayed at the Culver Hotel and were very complimentary of their experience. During
the course of the past two events at 3Labs, we directed many show exhibitors and
visitors to restaurants and entertainment in downtown Culver City, and heard very
positive feedback on those experiences.
We would like to request that again this year the City become a sponsor of the Los
Angeles Modernism Show, a prestigious cultural arts and charity fundraising event we
are bringing to Culver City. In so doing, we also request the waiver of property rental
and permit fees.
For your further consideration, we are attaching here marketing collateral and PR deck
for the LA Modernism Show from last year which highlights our move to Culver City.
Please let us know if you have any questions. We appreciate your support!
Sincerely, Dolphin Promotions
1LA MODERNISM SHOW
SPONSORSHIP REQUEST 2015
COSTS REQUESTED FOR WAIVER 2014 Costs 2015 Costs
Property Rental Fees
Parcel B $500.00 $500.00
Vehicle Parking at Parking Structures (25 cars at $6/day for 4 da 600.00 600.00
In-Kind Staff Costs
Staff Time (In Kind administrative/ promotional costs) 800.00 800.00
TOTAL WAIVER REQUEST $1,900.00 $1,900.00
2
Exchange Club of Culver City Charitable Foundation
Cruisin’ Back to the 50's Culver City Car Show
P.O. Box 212 Phone: (310) 499-4840
Culver City, CA 90232 www.culvercitycarshow.com
TO: CULVER CITY CITY COUNCIL
Re: Culver City Exchange Club 2014 Annual Car Show
May 9, 2015
Gentlemen and Madam:
On behalf of the Culver City Exchange Club Charitable Foundation, a 501(c)(3) corporation, we thank you so much for
your sponsorship and support during the 11 years we have been putting this show on in Downtown Culver City.
This year the event will be held on Saturday, May 9, 2015 in Downtown Culver City. Our organization raises money each
year at this event for the charities that the Culver City Exchange Club supports to help end child abuse.
This year, as in prior years, we are requesting that the City of Culver City join us in the sponsorship of this event, through
a waiver, full or partial, of the fees and costs incurred by the City to support the Car Show.
The Culver City/Exchange Club Car Show reaches out to almost 10,000 people (car owners and visitors) who are
exposed to our great City and wonderful restaurants and shops while viewing classic cars, listening to great music, and
participating in various contests. This event helps support our local businesses, while raising funds to alleviate child
abuse.
As in prior years, the Car Show committee will meet with all the involved department directors to ensure that the all of the
needs of the City and residents are met, and to insure a safe and fun event.
We estimate that the City hard costs will be approximately $15,940 for all fees and staff time, and the soft costs will be
$8,720. Both figures include a modest 3% cost of living increase. We are requesting a waiver of hard and soft costs in the
sum of $24,660 in fees and charges, or any portion thereof, as Culver City’s sponsorship participation.
Your consideration would be greatly appreciated.
CULVER CITY EXCHANGE CLUB CHARITABLE FOUNDATION
JAY SHERY
JAY J SHERY
PRESIDENT
America’s Premier Service Club, working to make our communities better places to live.
3Car_show 2015 estimated expenses v 5.xls
CULVER CITY CAR SHOW BUDGET
2014 actual
expenses
2015 estimated
expenses
EXPENSE PROJECTIONS:
HARD COSTS PAID TO CITY
police - day of $8,428.00 $8,680.84
Sanitation - day of $1,090.26 $2,200.00
fire - day of $0.00 $0.00
public works - day of $2,425.00 $2,497.75
engineering - day of $2,265.00 $2,356.00
Culver City Vendor licenses $200.00 $206.00
TOTAL HARD COSTS PAID TO CITY $14,408.26 $15,940.59
SOFT COSTS
Culver City space rental - parcel b, old Washington Blvd., Town
Plaza, Parking Spaces south of Media Park, permit fees and in-
kind staff time $6,739.00 $6,941.17
PRCS tables and chair rentals $525.00 $540.75
Electrical equipment rentals $1,200.00 $1,236.00
TOTAL SOFT COSTS $8,464.00 $8,717.92
TOTAL CITY SOFT AND HARD COSTS $22,872.26 $24,658.51
OTHER EVENT COSTS
Los Angeles Permit Fees $482.80 $531.00
street banner installation - included in line 11
postage $71.40 $100.00
copying $49.00 $60.00
Liability Insurance $249.00 $275.00
posters $695.00 $750.00
artwork $250.00 $500.00
advertisement $3,000.00
banner repair $1,602.30 $500.00
magnets $403.30 $400.00
T-shirt preorders $2,600.00 $2,600.00
ice $100.00
water $100.00
trophies $2,008.00 $3,000.00
street closure service $4,400.00 $4,600.00
fencing/portapotties $2,843.00 $3,127.00
stage rental $2,228.00 $2,450.00
sound expense $2,500.00 $2,900.00
band expense $2,000.00 $3,000.00
planning meeting expenses $518.00 $600.00
Volunteer food expenses $305.00 $450.00
Grand Marshal - transportation & other expenses $1,000.00
trash collection - hired temps $500.00
OTHER EXCHANGE CLUB EXPENSES $23,204.80 $30,543.00
Page 1 of 1|109|
IndieCade 2015
Partnership Requests/ City of Culver City
Equipment
? Crossovers a nd electric a l set up s (please see electrical co n tri bution from
2013 and 2014)
? Exten sion c o rds for electrical i n the fire statio n and Old Wash /Parc e l B
(please see electric al contributio n from 2013 and 2014)
? Furniture a n d equipment at V ets M e morial (ta bles, chairs, podiu ms,
microphones, speakers)
? Ba rri ca de s
? Trash and r e cycle bins
City spaces:
? Fire station (Games Gallery) a nd sp a ce in front of station
? Vets Memo r ial (IndieX c hange on O ctober 22 n d and pr e-even t volunteer
meetings -|99|in to tal – prior to events) ** Not e : Volunteer me et ings h eld for|99|
hours total, 50-70 people
? Use of conference roo m at City H all (6 times total for pre-prod uction
meetings d uring norm al business hours (M-Th and alter n at e Frida ys f r om
7:30am-5:30pm)
? City C ouncil Chambers, Patacchia Room, Patacchia Overflow Room for
Conference S essions (Fri/Sat/Sun, October 23 rd-25
th
, 2015 8AM-6PM)
? City Hall Co urtyard (Po t ent i al alt er nat e locatio n for Night Gam es)
? Downtown T own Plaz a (Potentiall y for Info booth, art installati on and
possible booth space)
? Parcel B and Old Wash Rd. (IndieCade village – tents, board gam es, B i g
Games, sponsor booths, Creator’s Lounge, Beer Garded, Registrat io n, N ight
Games) – from Monday, October 19
th
– Monday, October 26
th
, 2015
? Media Park
? Park ing Spa c es for Ind ieCad e st a ff in Inc e (in t h e event th at P arce l B is mostly
used for event spac e )
List of the activities for all of the spaces for the event
5? Fire station: Games Gallery, Medi a preview, public Game Walk, m edia
int e rv iews
? Downtown P laza: info r m ation booth, possible art installa t i on, p ossible
addit i onal exhibitions f or the public,
? Old Wash Road: tents w ith Regist ratio n , Festival Sessions, Loun ge, IndieCad e
Selects Games, Sponsor tents, bi g games, Production tent, b o ard games,
family gam es space, performances
? Parcel B: Tents, Big Games, Staff p a rking, Beer Garden
? (Foshay) and Ivy: Co n ference
? City C ouncil Chambers: C onference
? City Council Conference Room : pre-production meetings
? Vets Memo r ial: I ndieX change summit and vol u nteer meet-ups
List of anything else you are requesting use of from the City (including the
banner request, internet connections, marketing online, etc.) that might have
a cost associated with it.
? Vets Memo r ial costs pa id (hours of the October 22nd IndieXchange a n d
added|99|slo t s for volunteer meet ings leading up to the event).
? Ability to br i ng del iveries and som e small set up in the Vets m emoria l
even ing/ n ight of Octo ber 21
st
.
? City C hambers and City Confe rence Room rental cost paid
? Banners (approx|99|street banners , 20-30 pole banners) h u ng in C ulver City
** Last year the city cov ered ban ner permit f ees for Ind i eCade. We wo uld
like to r e quest the s a me assistanc e this year.
? Bus ads (fees only, ins ide buses, In diecad e prints the s ign s)
? Bus signs telling people which bu s to take fro m the metro to do wntown to
get to IndieC ade
? Internet connect ions f or IndieCa de Village, The Fire station an d Vets
Memorial – 2014 a portion of this was provid ed through a sponso rs hip with
Time War n er Cable. We will aga i n work to make this hap p en; howe ve r
int e rn et acc essibilit y is crucial for t h e event.
? Electrical wiring and su pport – s taff rates for setup during re gular business
hours
? Promotions via the c ity website
? Staff support during p e rmitting process
? Transportation permits for trucks making deliveries
? Sound permit
? Events p ermit
? Sanitatio n – trash and recycle bins
Please see more details about a p reliminary p roduction s c hedule below (includes
spaces):
6Monday, October 19th - Friday, October 23rd – setting up Old Was h Rd. and
Parcel B for IndieCade Village
? Deliver ies o f tents mad e
? Setting up tents, umbrellas, signag e , artwork, e tc.
? Setting up all electrical a nd internet
* Note: “Village” r e fers t o the in fo b ooth in Plaza, Parc el B a nd Old Wash (and
perhaps Media Park if we use that)
** Note: Conferenc e has tradition ally been held at the Ivy Subs tation a nd the Fos hay
Lodge. As in 2014, w e would like to use the City Council Chamb ers ra ther than the
Foshay for t he second confer enc e t rack, alongs ide the I v y
*** Delivery and minor set up in Vets Memorial requested for Wednesday, October
21
st
, around the convenience and sch edule of the sta ff a n d rent als.
**** Set up o f Culver City Hill Co urtyard r e quested within t his period as well.
Primar ily s e t up will ta ke p lace Saturday, Octo b er 24
th
, with some rentals arr i ving
during the main set up period as well as pick up of rentals.
Thursday, October 22
nd
Time Lo ca tion Organizer Bad g e A cces s Desc ript io n |10 9|AM- 4PM VETS Educa t i on a nd
Adva ncement
Commi ttee
Complimen t ary for
developers w ho
submit t o
IndieCa d e,
Industry by
i n vi tati on
IndieXchange : M a ster
clas se s, P ane l s, Cli ni cs,
Screenings, an d Sh ow a nd
Tell, Opening Coffee & Lunch
Break. |10 9|AM- 4PM VETS Educa t i on a nd
Adva ncement
Commi ttee
Invitation onl y
(Private)
Ha nd pi c k e d meet ing s .
4:00 pm –
6:00 pm
VETS E duc a ti on a nd
Adva ncement
Commi ttee
Complimen t ary for
developers w ho
submit t o
IndieCa d e,
Industry by
i n vi tati on
Ga me Ta s t i ng Recept i on
8:00 pm –
Midnight
TBD Events: Aw ar ds
Ceremony
Commi ttee
Invite only
(Private)
Awa rds ceremony a n d pa rt y.
7Friday, October 23
rd
Time L ocation Organizer/Cu ra
tor
Bad g e A cces s D e scription |10 9|a m -
6:00pm
Conf erence
Theaters (Ivy)
and Ci ty H all
Chambers)
Conf erence
Commi ttee
All Access Professional Conference
Sessions
10a m –|99|pm V illa g e Act ivit ies
Commi ttee
(Fes tival Ch ai rs
and Curators)
9: am – 1 pm
Open for field
trips for local
schools. 11 am
onward: All
Acces s
Exhibitions
Only
Exhibitors, eSports, Big
games, Table Games,
Digital Selections,
Exhibitors, Activities,
Sessions, Screenings
3- 6 F irehouse J ury a nd
Curator s
Me di a and
Invited Guests
Opening of nominee a nd
awar d winning games.
2- 9 V illage S pecial events
com mit t ee
All Access /
Media
Be e r Garde n P a rty an d
ga me s wi th m usi c fr o m
games and games
i n te gra t e d i nt o the sp ace .
Note: on Friday we will open the Village early to allow for field trips from
schools (high school primarily) with games, film, and technology programs
in the morning (indicated above). Following, we will have activities for the
Exhibits only pass holders: opening the games to play on Friday, Show -and -
Tell, and Creators’ lounge for start (may add more).
Saturday, October 24
th
Time L ocation Organizer/Cu ra
tor
Bad g e A cces s D e scription |10 9|a m -6 pm Conf e rence
Theaters (Ivy
and Ci ty H all
coun c il
Chambers)
Conf erence
Commi ttee an d
Educ ati o n and
Adva ncement
Commi ttee
All Access Morning is GameU
pro g ra m and af te rno o n
is Pro fessi onal
Conf erence
10 am – |99|p m Village Activities
Commi ttee
(Fes tival Ch ai rs
and Curators)
All Access
Exhibition Onl y
Festiv al Sessi ons: a
combinat ion of art ist s ’
panels and ke ynotes.
10a m –|99| pm V illa g e Act ivit ies
Commi ttee
(Fes tival Ch ai rs
and Curators)
All Access
Exhibition Onl y
Screening s a nd art ist
tal ks
10 am – |99|p m Firehouse Jury and
Curator s
F ree t o public N ominee a n d a w a r d
winning game s
10 am- |99|p m Village Activities
Commi ttee
(Fes tival Ch ai rs
and
All Access
Fe st Plus
Fe sti v al D ay
GameU
Exhibitors, eSports, Big
games, Table Games,
Digital Selections,
Exhibitors, Activities,
8Sessions, Screenings
No on-12am Village S pecial event s
com mit t ee
All Acces s / M edia Beer Garden games wi th
music from games an d
ga me s i n te gra t e d i nt o
t h e spa c e.
6- 9 pm Village Special events
com mit t ee
All Acces s / M edia B eer Garden P a rty an d
ga me s wi th m usi c fr o m
games and games
i n te gra t e d i nt o the
space. |109|pm -
midnigh t
City Hall
Courty ar d
Ni gh t G a me s
Commi ttee
All Access
Exhibition Onl y
(Satur day )
Ni gh t G a me s
Note: on Saturday and Sunday the GameU program will be the conference
content for the morning and then professional conference will then resume
after lunch.
9Sunday, October 25th
Time L ocation Organizer/Cu ra
tor
Bad g e A cces s D e scription |10 9|a m -6 pm Conf e rence
Theaters (Ivy
and Ci ty H all
coun c il
Chambers)
Conf erence
Commi ttee an d
Educ ati o n and
Adva ncement
Commi ttee
All Access Morning is GameU
pro g ra m and af te rno o n i s
Pro f ession al C onference
No on – |99|p m Village E duc a ti on a nd
Adva ncement
Commi ttee
All Acces s
(Stu dent)
GameU Se ssio n s
11 a m (or
some t ime
during t he d a y )
Villa g e Act ivit ies
com mit t ee
All Access
Exhibition Onl y
Keynote
11 am – |99|p m
(int ermitt ent
Villa g e Act ivit ies
com mit t ee
All Access
Exhibition Onl y
Well-pla yed screening s …
10 a m - 12 pm Villa g e /
Fire house
Curator s an d
Jury
All Access
(developers)
Developer “coffee crawl”
No on – |99|p m Village /
Fire house
Curator s an d
jury
F ree a n d open t o
the pub l i c
Nominees, Aw a rd
winners, and selections
No on-7 pm Village Special events
com mit t ee
All Acces s / M edia B eer Garden P a rty an d
ga me s wi th m usi c fr o m
games and games
i n te gra t e d i nt o the sp ace . |109|pm Village Award
Commi ttee
All Access
Exhibition Onl y
Closing Awar ds
Ceremony an d P ar ty
10INDIECADE
CITY COSTS FOR 2015
COSTS REQUESTED FOR WAIVER 2014 Costs 2015 Costs
Property Rental Fees
Parcel B $572.00 $572.00
Old Washington Blvd 450.00 450.00
Media Park (2 days and commercial rate) 1,000.00 1,000.00
Veteran's Memorial Building Room Rentals/Staff (IndieXchange) 4,553.00 6,477.00
Room Rentals for 3 Volunteer meetings (Garden Room) N/A 642.00
30 Parking spaces for IndieCade staff 5 days x $6) 900.00 900.00
Town Plaza 0.00 0.00
Fire Station #1 0.00 0.00
City Council Chambers 0.00 0.00
City Hall Courtyard (Night Games) 0.00 0.00
City Hall Conference Room (6-8 times for 2 hours each) 0.00 0.00
In-Kind Staff Costs
Staff Time (In Kind Cost for coordination, PW, and PRCS staff) 3,500.00 3,500.00
In-Kind Equipment Rental
PRCS Equipment Rental 55.00 55.00
Electrical Equipment 1,440.00 1,440.00
Sanitation Bins 120.00 120.00
Permit fee requested to be Waived
Banner permit fee 119.00 119.00
Banner 4% surcharge for permit/install 40.16 40.16
Special event permit fee $45.00 $45.00
Fire Prevention fee 125.74 125.74
street closure - eng. permit 312.00 312.00
Recycle/Waste Permit fee 125.00 125.00
TOTAL WAIVER REQUEST $13,356.90 $15,922.90
HARD COSTS (To be paid for by Producer)
Staff Time (Day of Event)
Police (Night Event , Beer Garden) $440.00 $3,960.00
Fire Department 0.00 0.00
PRCS (security guards, Haynes) 315.00 315.00
Sanitation costs 332.00 332.00
TOTAL HARD COSTS $1,087.00 $4,607.00
11