Item 6D - Narrative and PlansThe 3rd Annual Southlake Spring Festival (Springfest)
• Music, performance, foods, crafting, parade
• Saturday, February 10, 2024, 11:OOam - 4:OOpm
• Rustin & Family Park
• Expected attendance: 3,000 - 5,000 people
Background:
Southlake Springfest was first created in 2022 jointly by the ideas of Mayor John Huffman and the
local community to showcase the diversity & hospitality of Southlake. It's a festival to celebrate East
& Southeast Asian cultures, with the day generally correlating with the Lunar New Year's Day. In the
last 2 years, we had booths & performances representing cultures from Japan, Korea, China, Vietnam,
Thailand, Malaysia, etc. We plan to invite & accommodate more cultures as the festival grows.
Planning:
• We will have a committee to coordinate the event planning
o A general coordinator, & about 10 different subcommittees
• Food truck / Food booth: about 10 (similar to last time)
o We will centrally manage the permit application process
• Vendor booth (10 x 10 tent): about 25 (similar to last time)
• Culture booth (10 x 10 tent): about 12 (similar to last time)
• Stage Performances (music, dance, fashion show, martial art, etc.): about 25
• Parades: dragon & lion to dance and parade on the streets surrounding the park
o There will be no motor vehicles in the parade, only performers.
• - No this time
Security:
• Up to 8 DPS Officers will be requested and stationed around the park
• We will have a team of volunteers scattered across the park to provide info & direct traffic
o There is a general information booth
o Each bouncing house will have one adult & one youth volunteer to maintain order
Site Map:
• The streets to be blocked off are marked by the 4 orange circles
o Dragons & lions will parade from Fountain PI -> State St -> Main St -> Grand Ave (a few
times), & the route is marked by green lines on the map.
• Tents will be secured by concrete block or water tanks
o Tents are 10 x 10 feet in size, won't be enclosed, & will be placed 12 feet from each other.
o Tents will not be in places that obstruct / block fire lanes, and no stakes to the ground.
o Inspection by the Fire Marshall will be requested after tents are installed.
o In inclement weather or when the grass area runs out of spaces, tents may be placed on
the concrete streets (along parking lots on the opposite sides from food trucks).
1
• Food trucks, vendors, & culture booths: marked locations
o They will not be in places that obstruct / block fire lanes.
• Generators will be provided for those booths needing electricity: marked locations
o Will be 20-feet away from tents, & will be isolated from public contact.
• Stage: in marked location
• Heaters / Warmers will be provided (depending on weather)
• Portable toilets: up to 4 will be rented and put in the marked location
• Below is the planned site map, largely based on actual arrangement from the last event.
Street Barricades
Main Street rM
m
I'oterdiai To Gro:.
G_
rD
Executive Coaching
Grovr 1Nel I
Mobile
To I I ets
Green lines: dragons j lions parade route on street along the square
Main Street Main Street Main Street
Thai Cultur namese Cultures e,
Generator lerAL I-AlLrac11�o
Japanes
cultures " 71�
Fountain PI _ _ Fr
F3mil Pork
Reserved by committee Ca On(,
rD Generator -
A
A h r�o
Light blue trapezoids: represent tent placements that are 12- t from each other.
Post Event Cleanup:
• A team of volunteers will walk the entire ground to remove any trash, debris, etc.
o Dumpster: garbage bags will be collected periodically by a team of volunteers
o Make every effort to restore the place to pre -event condition.
■
F tai
2
Event Timeline:
• Below is our planned event timeline, based on actual programming from the last event
]an 21, 11:00 - 4_00 @ Town Square
LA
PRING FESTIV
ROGRAM
Performance
11:20 4 1.
2.
11.30 3
12:00 4'
5-
12:34 I 6.
I 7
1:00 a-
9
I 10.
11-
1:30 .4F 12-
13.
2:DU 14-
15-
2:30 16.
17-
18.
3:00 20,
3:30 Zl-
r2 1 22.
Fitshing Song Dy MUSiC & TdICS
Lion Dance
Thai Dance
Taticw undo by NTA
Youth Band born New Life Gospel
Church
Karate by Tnnity Martial Arts
Fitness Aeaderny
Children's Chair: snowflakes and
Hor-v Sweet Home
Nat =1 Anthem
_._. _ .. stage
Tarrant = :s Taekwonda
Multi Etnn c Fashion Show
Solo Song: Crain rn Ear
Fishing SmV by Music & Tales
PuWrinance by Hall Music
Productions
Tibetan Dance. Shepherd's Girls
prdgun prince by CHS Chine5r~
Club
Solo song: Love Llke a Tide
2uMW Dance by Sign of LovC
Musk, Singing & Dancing by
DFW Performing Arts
COiiServdtory
Taekwondo by 3 Tiger Martial
Arts
solo song; A Memorable Evening
r
Activities
Dragon Parades
Plchires with Dragons fk Lions
Bounce Houses
souvenirs sale 0 sxw boots s
C.dlllgraphy
Chinese Knots
Face Painting 1 Rack Painting
Good Wishes Tree
Name Writing in Asian
Puppet Show
Tea ceremony and Tasting
Peking opera Mask Cram
Tents from various uendc s
... and many mare
Food Trudrs & Booths,
■ 1958 PiiZn
■ Beanvay (hot drink, bobs tea)
■ Boardwalk 6ite5 (COM ON
funnel cake)
• Cownut Paradise (quid dessert)
Fat Ni (Chinese flood)
• FF Express (Japanese & Korean
face)
+ Hash{ cap mm Kitchen (Asian
finger row)
KOI Way (Indonesian food)
• Peace Love Donuts
' Program subynls to rhanc::
3
* Excerpt of Mass Gathering Event requirements from Section 45 of the Zoning Ordinance:
• Please address the following provisions listed below or provide a reason as to why the
provision does not apply to your event. If the provision has been requested and addressed by
the review comments within this document, please mark it as N/A.
45.13 MASS GATHERING EVENT
1. The City Council may grant an application for a specific use permit for a mass gathering event if it
finds the standards in this Ordinance are met. When considering an application for a permit, the City
Council may establish specific conditions depending upon the nature of the proposed event and the
traffic, health, and safety issues.
2. An application for a permit to hold a mass gathering event shall identify (i) the promoter; (ii) the mass
gathering area; (iii) the maximum number of patrons anticipated or tickets to be sold for the gathering;
(iv) the dates and time of day being considered for the mass gathering; (v) information pertaining to
previous mass gatherings in the same mass gathering area or sponsored by the promoter or a
related entity at other locations, within the previous two years; and (vi) shall provide other information
which is reasonably related to the health, safety and welfare of the citizens, including:
1) a plan describing all measures and procedures designed to address safety concerns, including
provisions for protecting the safety of those attendees at a general admission event; In the
process of hiring police officers & security officers
2) a sketch or rendering showing the general layout or configuration of the mass gathering area and
depicting the general location of the activities and facilities to be provided; See event site map in
the narrative letter
3) the name and address of each performer who has agreed to or been invited to appear at the
mass gathering; See performance list in the narrative letter
4) the address of the property at which the mass gathering is to be held; and In narrative letter
5) evidence of the agreement between the promoter and the property owner for use of said
property for the mass gathering event. Working with City & Kite property for mobile toilet
placement @ State St & Fountain PI
3. In considering whether to grant a mass gathering event special use permit, the City Council shall
consider the following:
1) whether there is convenient and safe access for the ingress and egress of pedestrians and
vehicular traffic; See event site map in the narrative letter
2) whether sufficient traffic control personnel is proposed to insure safety to all members of the
traveling public, including pedestrians, along all public roadways in the proximity of the mass
gathering and/or along which the public is likely to travel to reach the mass gathering areas shall
be provided; Will hire police officers & security officers
Case No.
ZA23-0065 Page 5
3) whether the mass gathering area is well drained and so arranged to provide sufficient space for
persons assembled, vehicles, sanitary facilities, and appurtenant equipment; N/A
4) whether sufficient illumination will be provided at night to protect the safety of the persons
assembled. N/A — this is a daytime event
5) whether adequate parking areas, including disabled persons' parking spaces, shall be provided
for persons arriving by vehicular means. If the promoter proposes to utilize temporary off -site
parking, then the promoter the mass gathering event the off -site temporary parking area will not
be utilized for purposes other than the mass gathering event; and N/A
6) whether adequate provisions have been made for food supply, medical assistance, garbage
disposal, water supply, parking, sanitation and toilet facilities, vermin control, and safety. N/A —
see other paragraphs
d. The promoter of a mass gathering event shall comply with the following requirements during the mass
gathering event and these requirements shall be deemed as part of a specific use permit
granted for such an event:
1) Food Supply Will submit a Food Vendor Permit Application
Food preparation, service and storage will be provided for pursuant to the requirements of the Texas
State Department of Health, the county in which the mass gathering event takes place, or the City,
whichever is more stringent.
2) Water Supply N/A - no water usage in the event
a) An adequate, safe supply of potable water, meeting the requirements of the Texas State
Department of Health, the county in which the mass gathering event takes place, or the City,
whichever is more stringent, shall be provided.
b) Transported water, if used, shall be obtained from an approved source, stored and dispensed
in an approved manner. Approval as used in this paragraph means in compliance with
standards adopted by the Texas State Department of Health, the county in which the mass
gathering takes place, or the City, whichever is more stringent.
3) Sanitation
Toilet facilities will be provided for pursuant to the requirements of the Texas State Department of
Health, the county in which the mass gathering event takes place, or the City, whichever is more
stringent. Working with Kite Realty for placement of mobile toilets
4) Refuse Disposal Working with Community Waste Disposal to get a dumpster
a) Refuse shall be collected, stored, and transported in a manner that allows for recycling and
protects against odor, infestation of insects and/or rodents and any other condition, which
poses a threat to the health, safety, and welfare of the patrons of the mass gathering event or
the public.
b) Refuse and recycling containers shall be clearly marked and readily accessible.
c) The area where motor vehicles are parked shall have one (1) fifty (50) gallon refuse container
or its equivalent for every twenty-five (25) such motor vehicles or one (1) sixteen (16) cubic
yard trash container for every two thousand (2,000) motor vehicles and an appropriate
number of recycling containers.
Case No.
ZA23-0065 Page 6
d) All refuse will be collected from the assembly area at least twice each twelve (12) hour period
of the assembly, with a minimum of two (2) such collections for a gathering exceeding six (6)
hours, or more often if necessary, and disposed of at a licensed waste disposal facility.
e) The grounds and immediate surrounding property shall be cleared of refuse within twenty-four
(24) hours following a mass gathering event.
f) In lieu of the above -mentioned requirements in this subsection, the promoter may submit an
alternative plan for refuse disposal for the consideration by the City Council.
5) Vermin Control N/A - no vermin in the event
Insect, rodents, and other vermin shall be controlled by proper, sanitary practices, extermination, or
other safe and effective control methods, where necessary, and animal parasites shall be controlled.
6) Safety Working with Police Officers & private security company
a) Electrical systems shall be installed and maintained in accordance with the provisions of the
applicable State standards and local standards and regulations, and shall be approved by a
City of Southlake electrical inspector. See Site Map for generator info
b) Grounds, buildings, and related facilities shall be constructed, maintained and used in a
manner as to prevent fire and in accordance with the applicable State and City fire prevention
regulations. No stakes of any kind — See Narrative Letter
c) Internal and external traffic and security control shall meet requirements of the applicable
State and local law enforcement agencies. Included in site map to city staff
d) At least one law enforcement officer for each 500 persons expected to attend the mass
gathering (but not fewer than a total of three officers) shall be on site to assist in crowd and
traffic control. The City Council may require additional or fewer officers, depending upon the
information contained in the application. If the promoter intends to use private security
officers, then the identity and number of such officers shall be described in the application.
Working to hire Police Officers & Security Officers
e) The promoter shall ensure that adequate communication between local law enforcement, fire
prevention, and emergency personnel and any private security personnel, including
emergency response protocols, is provided for each mass gathering event. An on -site
communications center may be required. Working with Police Officers & Security Officers
7) Medical No dangerous or competitive activities for the event
a) Any and all medical buildings or tents with adequate medical supplies shall be available in a
convenient location and shall be clearly identified as such.
b) An adequate number of emergency vehicles duly licensed by the State of Texas as
ambulance shall be available on the site beginning one half hour before the mass gathering
event begins and until all patrons have left the scene as determined by the Director of Public
Safety.
c) The promoter of the mass gathering event may be required to contact hospitals in the local
area prior to the date of the event and advise them that a mass gathering event shall be held
and the approximate number of people expected to attend.
8) Noise Will apply for Temporary Noise Exemption Permit
Case No.
ZA23-0065 Page 7
The promoter shall control the level of sound emanating from the mass gathering area pursuant
to the City's Noise Ordinance (Article III of Chapter 11, Southlake Code).
9) Area Will comply — see Narrative Letter
a) Trees, underbrush, large rocks and other natural features shall be left intact and undisturbed
whenever possible, and natural vegetative cover will be retained, protected and maintained
so far as possible to facilitate drainage, prevent erosion, and preserve scenic attributes.
b) Grounds shall be maintained free from accumulations of refuse and any health and safety
hazards.
10) Lighting N/A - this is a daytime event
The mass gathering area shall be adequately lighted, but the lighting shall not unreasonably
reflect beyond the assembly area boundaries unless adjacent properties are uninhabited and
must comply with the City's Lighting Ordinance;
11) Alcoholic Beverages N/A - no alcohol
a) A Specific Use Permit is required to sell and consume alcoholic beverages at a mass
gathering event. The promoter shall restrict the time and location of such sale so that
alcoholic beverages are sold only during the particular event and so that public safety and
order will not be impaired.
b) The promoter shall comply fully with the laws of the State of Texas regulating the sale and
consumption of alcoholic beverages.
12) Sell -out N/A - this is a free event open to the public
The promoter shall notify the Director of Public Safety at least three (3) days in advance if the
mass gathering event is sold out. When the promoter learns that a particular event is likely to be
sold out, the promoter shall exercise due diligence to promptly inform the general public that
tickets will not be available for sale at the time of the event. At a minimum, the promoter shall
broadcast announcements in the communications media serving the entire marketing area for the
facility regarding the substance of the preceding sentence.
e. Public Costs Escrow -A promoter may be required to deposit with the Director of Finance at least two
weeks prior to the mass gathering event an amount of money equal to 120% of the estimated public
costs of each contemplated mass gathering as set by the City Council. The Director of Public Safety
will prepare a public cost estimate and submit it to City Council and the promoter. Public costs are
those costs incurred by the City in connection with the mass gathering event which relate to the mass
gathering and which would not be incurred by the City if such mass gathering was not held. Promptly
after each mass gathering event, the actual public costs shall be calculated, and the deposit shall be
refunded to the promoter to the extent it exceeds the actual public costs incurred. If the actual public
costs exceed the amount deposited, the promoter shall pay the excess to the City within 10 days after
being so notified. N/A
f. The promoter may be required to present evidence of public liability insurance in at least the following
amounts: (i) $1,000,000 Bodily Injury (per person); (ii) $2,000,000 Bodily Injury (per occurrence); and
(iii) $1,000,000 property damage, which insurance policy shall name the City, its officers and
employees as additional insureds and shall contain a clause providing that the policy may not be
Case No.
ZA23-0065 Page 8
canceled by either party except upon not less than 30 days written notice to the City. A copy of the
insurance policy shall be provided to the City at the time of the filing of the application. Additionally,
the City, its officers and employees shall be named as additional insureds. Working to get event
insurance
g. The City Council or Administrative Official may revoke a mass gathering event permit issued pursuant
to this Ordinance upon finding of one or more of the following:
1) that the promoter has violated one or more of the provisions of the specific use permit;
2) if the City Council finds that the permit was obtained by fraud or misrepresentation; or
3) if the preparations for the mass gathering event will not be completed prior to the planned
commencement of the mass gathering event.
Case No.
ZA23-0065 Page 9