Okaloosa County BOCC — April 5, 2016 — Special Event Permit Emerald Coast Earthquake: Biker Bash 2016 — agenda request

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: April 5, 2016 TO: Honorable Chairman and Members of the Board FROM: Jason Autrey SUBJECT: Special Event Permit Emerald Coast Earthquake: Biker Bash 2016 DEPARTMENT: Public Works BCC DISTRICT: 2 STATEMENT OF ISSUE: Catherine Gauthier with Children in Crisis has requested permission to utilize county parking area at The Boardwalk to conduct a four day motorcycle event. BACKGROUND: County Ordinance #13-07 (regulation of county recreational areas, including parks and beaches) addresses Special Events at county parks, beaches or recreational areas within Okaloosa County. A request has been received from Children in Crisis to conduct a four day motorcycle event at the Boardwalk on Okaloosa Island. The event would take place Thursday, April 28th through Sunday, May 1st between the hours of 10:00 A.M. and 9:00 P.M. each day. Setup for the event is to begin Wednesday, April 26th and final tear down would take place Monday, May 2nd. Estimated attendance is 2000 each day. The motorcycle skills demos will be put on by certified Harley-Davidson Riding Academy Instructors. The bike shows, rides and poker runs are put on by various motorcycle clubs who will donate 100% of the proceeds of these optional events to their designated 501(c)3 organizations. Various vendors will be on site including food and beverage vendors. The vendors and shows will be within the blue area on the attached site plan of the Boardwalk parking lot. This request has been reviewed by Public Works, Public Safety, the Sheriff's Office, the Okaloosa Island Fire Department and the leaseholder. The Fire Department requests fourteen (14) feet of access around the perimeter for fire department apparatus and that NO fuel will be stored on site. The applicant has made arrangements for shuttle service from the participating hotels and the Emerald Coast Convention Center parking lot for their event. Attachment #3 includes a request letter. In the letter item #3 has a listing for county personnel that were contacted and provided approval. This was a cut and pasted from a previous request. The correct personnel (Alvin Henderson - Director and Tracy Vause - Chief EMS) have approved the request and the information is in the file OPTIONS: Approve / Disapprove the request for a Special Event Permit to utilize county parking area at The Boardwalk to conduct a four day motorcycle event RECOMMENDATIONS: Approve the request for a Special Event Permit to utilize county parking area at The Boardwalk to conduct a four day motorcycle event as submitted by Children in Crisis and waive the permit fees for a not-for-profit organization providing correct documentation. RECOMMENDED BY: APPROVED BY: John Hofstad, County Administrator