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HomeMy WebLinkAbout6/6/2012 - STAFF REPORTS - 5.C. pALM S,e Q v w ♦ k <IFORN�P Cq 1:0 CITY COUNCIL STAFF REPORT DATE: June 6, 2012 NEW BUSINESS ITEM 5.C. SUBJECT: DISCUSSION OF THE CITY OF PALM SPRINGS HOSTING THE UNITED STATES 2013 DESERT WORLD CUP FOR THE OLYMPIC SPORT OF MODERN PENTATHLON AT THE CITY'S SWIM CENTER, PAVILION, AND STADIUM FROM FEBRUARY 18 THROUGH FEBRUARY 24, 2013. FROM: David H. Ready, City Manager BY: Thomas J. Wilson, Assistant City Manager DISCUSSION A little more than ten days ago Michelle Strauss contacted Vickie Okean, Parks and Recreation Director and asked the City to consider hosting the Desert World Cup, which is the first World Cup event for the 2013 Modern Pentathlon International World Cup Series. Ms. Strauss is the CEO of USA Pentathlon World Cup. The 2013 World Cup is a sanctioned competition for the Summer Olympic sport of Modern Pentathlon. In 2011, the City hosted the swimming competition for the Pentathlon with the four other events being held at other Coachella Valley venues. With Ms. Strauss' new leadership, the Pentathlon competition will be held at a single venue which Ms. Strauss proposes to be the City of Palm Springs. Therefore, if accepted the City would host the entire event which consists of the five disciplines of: equestrian jumping, 1 swimming, running, shooting and fencing. Attached are four documents which summarize the scope and detail of the proposed Word Cup event. #1 Ms. Strauss' letter to Mayor and Council #2 United States Pentathlon designating Ms. Strauss as its USA representative #3 The 2013 Proposal #4 Provides detail for the facets of the event Staff will provide a brief review of the 2013 World Cup proposal. Ms. Strauss advises that the event will host 400-500 participants from across the globe. Past events have documented more than 1,100-room nights and with a single venue it is hoped that the ITEM NO.` City Council Staff Report June 6, 2012—Page 2 Discussion of the City of Palm Springs Hosting the United States 2013 Desert World Cup count of spectators will increase to perhaps as many as 3,000 for the equestrian and shooting events. The primary request of the City is the waiver of fees associated with,the use of the Palm Springs Stadium and Cerritos Field, the Palm Springs Pavilion and the Palm Springs Swim Center. As proposed for the full event, those rental fees would be $8,044.00. The Aqua Caliente Band of Cahuilla Indians has committed to be a major sponsor for the 2013 World Cup by committing the Spa Resort Hotel as the headquarters for the World Cup. Their extensive sponsorship includes many items from accommodations and meals, to providing a euro-conversion center for the participants and visitors. With certain adjustments facilitated by the Palm Springs Power owner, Andrew Starke, and the organizing committee of the Black History Month the City can provide exclusive use of the facilities needed for the competitions. The proposed schedule for the 2013 Works Cup event begins on Monday, February 18, 2013, and would conclude on Sunday, February 24, 2013. Ms. Michelle Strauss is present to review the proposal with the Council and answer any questions. RECOMMENDATION: After City Council discussion and evaluation, staff recommends hosting the 2013 World Cup Pentathlon and waiving the fees for the use of the Palm Springs Stadium and Cerritos Field, the Palm Springs Pavilion and the Palm Springs Swim Center. FISCAL IMPACT: If the City hosted the event and waived its regular fees, the City would forego $8,044 of revenue. SUBMITTED: Thomas J. WAon David H. Ready Assistant City Manager City Manger Attachments 02 #1 June 4,2012 The Honorable Steve Pougnet Ms.Ginny Foat Mr.Chris S.Mills Mayor of Palm Springs Palm Springs Mayor pro tern Palm Springs Councilmember Mr.Rick Hutcheson Mr.Paul Lewin Palm Springs Councilmember Palm Springs Councilmember Dear Mayor Pougnet and Councilmembers, The United States has been granted a World Cup competition in 2013 for the Summer Olympic sport of Modem Pentathlon. We are addressing this letter specifically for your consideration directly related to venue hosting of the event. Because the sport is not as well known in the United States as it is throughout the rest of the world,the World Cup,in its infancy in this country,has limited financial support at this time. Success will come quickly with consistency in geographical location,venue,and support once it becomes more recognised in these early days of setting the World Cup standard in the United States. Growing the sport and the event consecutively over time,similar to how soccer came to be known in the US,will especially prove this because the Modern Pentathlon is a highly elite sport with the likelihood of appealing mostly to affluent and influent,charitable minded individuals and families,seeking exposure to an Olympic event. The Coachella Vallev is seen as an ideal location by the international governing body of the sport because of its weather and beauty during the early part of the year. While there are other cities in the United States that are vying for the opportunity to hold the World Cup,Palm Springs is the one city being offered it without prior approval of a submitted bid. Hosting an international sporting event such as the Modern Pentathlon World Cup is a great opportunity for the City of Palm Springs to become more known across the globe. The World Cup had a successful US run in the 1990's in Texas that faded when the organizer retired-a victim of singular organizing and a classic example of what happens when delegating within the community to share in the success isn't considered. The sport has grown in the years it was not sponsored in the United States,incorporating female competitors in 1999,and a renewed vitality throughout the world.This is anew beginning for the sport in the United States. We seek relationships with individuals and sponsors that endure and mutually benefit each other and ate hoping the City of Palm Springs wants to share that endeavor with us in the years ahead. Kindest regards, Michelle Strauss CEO-USA Pentathlon World Cup DESERT WORLD CUP P.O.BOX 999,RANCHO MIRAGE,CA 92270 VV VW.USAPWORLDCLTP.ORG UNDER THE DIRECTION OF USA PENTATHLON-MEMBER OF UNITED STATES tJLYMPIC COMMITTEE 03 #2 June I,2011 To whom it may concern, On behalf of U.S.A. Pentathlon the local organizing committee of the USA Pentathlon World Cup and the United States Olympic Committee, I would like to confirm the appointment of Ms. Michelle Strauss as the authorized representative of USA Pentathlon. I would ask that you assist Michelle as she conducts her due diligence on behalf of USA Pentathlon and the Local Organizing Committee. Thank you in advance for your assistance. It is these efforts and those of like-minded individuals that are responsible for putting the United States firmly on the international playing field in our sport. You should know that at the end of the day,these initiatives will play a pivotal role in one day bringing the Olympic Summer Games back to the United States. Please do not hesitate to contact me if I may be of assistance to you. "Thank you. Sincerely, Rob Stull Managing Director USA Pentathlon 305-332-8148 USA PENTATHLON MEMBER UNITED STATES OLYMPIC COMMITTEE ONE OLYMPIC PLAZA COLORADO SPRINGS,CO.80909 04 0 #3 PROPOSAL In return for rent free use of the facilities at the park,the Desert World Cup will sign a contract with the City of Palm Springs to hold this World Cup within their City,at this venue or one upgraded and agreed upon by both parties,through the 2016 Olympic Qualifying year. There is a possibility that the UIPM will allow US World Cups beyond 2016,however,success has to be prove,especially at the"one-venue" level,which is highly valuable to them. Space for a"village'for food and shopping vendors will be needed. This would involve some form of fencing off the separation between the areas of competition in the park so they can be patronized by the spectators without the encumbrance of continued entering and exiting of the World Cup site. We would require some assistance,and encourage input,with the fenced area(s). In the interest of appealing to potential spectators throughout the valley,and in appreciation of the support of the Greater Palm Springs Oasis C VB,we will be appealing to some vendors from each city in the Coachella Valley. We feet that moving the host hotel into the downtown Palm Springs area allows spending within the City of Palm Springs proper and don t believe the vendors invited from other parts of the desert will hinder patronization of those downtown businesses. An invitation,coupon,or some other sort of enticement to visit downtown locations can be provided in the delegation gift and information bags they receive upon their check in and arrival We welcome creativity and discussion regarding this. As mentioned,the Desert World Cup is willing to transfer the location of the host hotel from the Agua Cnliente Casino Resort&Spa in Rancho Mirage to its sister hotel,the Spa Resort Casino in Palm Springs,in order to encourage the international and domestic visitors to spend money downtown during the World Cup week. The Agua Caliente Band of Cahuilla Indians is a major sponsor of the12013 World Cup,well versed in the UfPM international requirements for Host Hotel of the World Cup. In the interest of saving further inquiries,the following is provided by them: 1. Accommodations&Meals specifically according to the UIPM contract 2. Boxed lunch for the Delegations at the competition venue 3. Room Blocking&Check-In procedures in accordance with the UIPMi contract 4. Security and efficient deposit of large amounts of cash upon delegation check-in 5. Transportation to and from competition venue far the Delegations 6. Euro to USD cash conversion availability for easy spending by Delegations during WC Week 7. Specified Rooms for: WC Check-in,Technical Meetings,and UIPM sponsor activity 8. Gifts provided for onsite activity(dining,gambling,and service oriented)to Delegations Specifically,the Desert World Cup requests waive of rental fee for use of the park facilities,which include the Palm Springs Swim Center,the Pavilion or possibly the Convention Center,and the Palm Springs Baseball Stadium and outlying field,and an agreed upon area to connect and create a`World Cup Village' at the park. We also request,in return for our renewal of contract through the 2016 Olympic Qualifying year, assistance in promotion within the downtown Palm Springs,dressing the city for the event in the manner that an Olympic sport deserves. 05 #4 2013 MODERN PENTATHLON INTERNATIONAL WORLD CUP SERIES UNITED STATES —WORLD CUP#1 CONFIRMED COMPETITION DATES After the World Cup locations have been granted throughout the world,the UIPM takes into consideration each locations dates based on their needs and the most efficient order of travel between the different continents by the competitors. Considering the level of support needed to grow the sport in the United States,World Cup#1-the Desert World Cup-was given the competition dates of February 21-24, 2013. Taking into consideration our needs to bring all the necessary elements to put all the disciplines together,as well as how the dates fall afterwards with all the other World Cup competitions(only 2 weeks allowed between each,unless there is special permission),our dates are confirmed with the following breakdown 15/16 FEB(Fri/Sat): Ride Course set up,jumping practice begins 17 FEB(Sun): Fencing setup,jumping practice continues,Volunteer BBQ 18 FEB(Mon): Delegations arrive,practice begins for Swim/Fence/Combined,jump practice continues 19 FEB(rues): Largest delegation arrival,practice same as Mon,jump practice continues 20 FEB(Wed): Some late delegation arrivals,some practice,Jury Ride,Opening Ceremonies 21 FEB(Thurs): Womees Semi-Final Competition,men s practice,jumping practice with WC horses 22 FEB(Fri): Men's Semi-Final Competition,women s practice,jumping practice with WC horses 23 FEB(Sat): Womens Finals,men's practice 24 FEB(Sun): Men's Finals,closing parties 25 FEB(Mon): Delegation departures Note: The Volunteer BBQ is usually at the venue,in the afternoon. Its a thank you,an opportunity to give final instructions,and also the time they receive their uniforms and credentials. PROPOSED VENUE SITE This entire last year has been spent investigating several potential World Cup venue sites that could hold all the disciplines. When there is a break up of venue,requiring shuttling,the entire World Cup operation is disrupted,losing spectators and revenue. The UIl'M requested that our LOC find a one- venue site for the 2013 World Cup. Many considerations,which include,but are not limited to,the Palm Desert Civic Park, the Indian Wells Tennis Garden,and the Empire Polo Club, were thoroughly investigated. After a particularly long wait to finalize whether one of those mentioned would work out, we now find ourselves in a late position to request from the City of Palm Springs,the location of the Palm Springs Swim Center for our Swim Discipline,the adjacent Pavilion for our Fencing Discipline,and the nearby Palm .Springs Baseball Stadium for our Ride/Combined Discipline. This one-venue location allows spectator flow and consideration of the athlete's needs very well. SWIM CENTER The Pam Springs Swim Center is one of two pools in the desert that are the same size and allowed for World Cup competition use-the other being the Palm Desert Aquatic Center. The difference between the two is that the Swim Center has room for bleachers to support spectators. Many of us,including the ULPM media crew(247 based in the UK),also find thelview from the office/locker room roof height towards the mountains appealing to their live stream audience. For reference,the pool requirements for USA Swimming Olympic Qualifying is 25 meters x 50 meters-no yards involved. For Modern Pentathlon it is acceptable to use a 25 yard width and a 25 meter length-even 06 in Olympic Qualifying. For the World Cup,the pool decides the location of all the,other disciplines because it's the least moveable object needed to compete in the sport. FENCING IN THE PAVILION On Semi-Final days(Thurs&Fri)the field is so big that it's necessary to split the Swim and Fence disciplines up-half at Swim,half at Fence-then switch,before they begin the Combined via similar split heats. For this reason,it's necessary that the Swim and the Fence Disciplines are close together. While the Pavilion's square footage will be used up almost entirely for the Fencing competition(with no spectator space),it allows us to cover the more important aspect of close proximity to the Swim competition. We believe using live video feed set up via big screens at the pool will allow spectators to watch the Fencing competition without complaint. There is a slight chance that we might need to use an off site gym,or perhaps the Convention Center if the Pavilion should not have the square footage specifics we are required for the Fencing discipline. This would unfortunately involve shuttling. We feel that offering the live video feed at the pool,however, allows consecutive viewing on the Semi-Final days and a unique opportunity to enjoy"Breakfast at the World Cup"with early seating and viewing prior to the Swim Discipline on the Finals days. During the finals-where the field has been reduced-the sport flows from one discipline to another without overlap to its conclusion. BASEBALL STADIUM The Ride Discipline requires room for the horses to have temporary stabling. They need a place to wait, rest drink,feed,and be cared for without fear of being hurt-either by other horses or misguided spectator interference. For this,the baseball field beyond center field of the Baseball.Stadium is ideal. It allows room for easy access to the horse trailers-which holds much of their tack-and room for preparation to enter the practice ring,followed by the competition area. Within the actual Baseball Stadium,and for the Ride Discipline,there is an equestrian jump course arena designed by USA Pentathlon's Ride Coach(Richard.Iamb)with 12-15 jumps. Supporting this is the practice ring with two jumps where the competitor can practice for a few designated minutes before competing on the horse in the arena. The spectators will observe action in the practice area and the competition area consecutively. On the two days where the Ride Discipline occurs(the Women's and Men s Finals on the weekend),the competitors line up formally for the Draw. In the Draw one horse is assigned to two competitors through a blind draw. It's an impressive show of formality and the Baseball Stadium offers up close viewing of this tradition with its curved stadium seating. The Shoot Discipline requires room for 38 shoot stations-36 for competition,with 2 for back up. Our Shoot Range targets set up in panels. It's a wood structure with computerized targets and hit indicators that attach separately above them. The UIPM requires that we have a back-up generator setup and ready to use at the Shoot Target location should there be an electrical malfunction.The Shoot Stations consist of a long row of tables with an awning above to protect the competitors and their equipment from any overhead issues,such as sun glare or rain. Each competitor owns and brings their own personal laser pistol to the competition. Set up with the targets facing south and the competitors facing north within the Baseball Stadium allows for the sun to set with the spectator stands shadowing the field-premium lighting and protection for the competitors as the Combined Is the last discipline of the day's competition. The Run Discipline requires a cross-country run course covering 1000 meters in which the competitors will complete three revolutions. If we cannot fit the entire 1000 meter course within the Stadium to the specification of the UIPM rules,we will take the competitors outside the stadium for part of the run and it can be viewed by the spectators via live video feed. This was done in.Charlotte at the 201.2 World Cup. The Finish Line can be easily seen by the spectators as well try to fit it near what is normally Home Plate in the Baseball Stadium. DELEGATION SUPPORT AREAS The Baseball Stadiums locker rooms offer gender separate areas with the two locker rooms for the competitors. The other break-out rooms provide space for trainers,coaches,and media. We haven't actually seen the space in person yet to determine how it all will layout for these needs,we'll set up tents 07 outside to accommodate more if its necessary. The announcing booth at the top back of the Stadium is ideal for our similar purposes as well-announcing,judging,and media. TURF REPAIMEPLACEMENT It is understood that there will be some wear and tear on the turf of the Baseball Stadium and adjacent baseball field to be used for temporary stabling. Horse and competitor traffic is unavoidable and we are wilting to discuss repair with the City's designated grounds keepers,and take action to return the field to its former condition. PARKING We anticipate valet drop off for VIPs and off site shuffle service for spectators using the PS Convention Center parking area,among others,as suggested by Assistant City Manager,Tom Wilson. OPENING CEREMONIES In the Olympic sport of Modern Pentathlon,and during the World Cup competition,an Opening Ceremony is required. How that ceremony takes place is at the discretion of the Local Organizing Committee as long as it does take place and fulfills some UIPM requirements. Those requirements are a showing of the delegations and 10 minutes each of speech time for local and international dignitaries. Considering most of our needs this year that are specific to the competition and its support structure,we feel its necessary to hold an outdoor Opening Ceremony at the Baseball Stadium at the conclusion of the Jury Ride on Wednesday of World Cup Week. With all the delegations,domestic and foreign dignitaries, and spectators already on site,it alleviates us of the need to create another expense at another location. We welcome the City of Palm Springs into the planning of this event with us,keeping it short but impressive,and allowing the delegates and attendees to return to the hotel to either prepare for their competition the following day,or visit downtown Palm Springs for the remainder of the evening. 08 5.C. DISCUSSION OF THE CITY OF PALM SPRINGS HOSTING THE UNITED STATES 2013 DESERT WORLD CUP FOR THE OLYMPIC SPORT OF MODERN PENTATHLON AT THE CITY'S SWIM CENTER, PAVILLION, AND STADIUM FROM FEBRUARY 15 THROUGH FEBRUARY 26, 2013: RECOMMENDATION: Direct staff as appropriate. Item No. 5 . C .