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Council Meeting; x/10/83
T0: Piayor and City Council
FROM: City Staff
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Santa Monica, California 1
MAY 1 0 1983
SUBJECT: Specific Criteria - Runr~in9 Races
Introduction
This report presents recommendations regarding specific criteria to be used
in the selection of running races to be held ,n Santa Monica, and authorizes
the City Manager to establish procedures, as outlined in this report, for
the approval of such events.
Ba~round
On February 8, 1983, the City Council approved in concept certain criteria
for the running of marathon races in and throuoh Santa Monica. Staff indicated
they would return with more detailed criteria and procedures to be used
in approving applications for marathon races.
The lead department in the review of the applications is to be the Recreation
and Parks Department. Application forms are in existence which vdill ensure
the review of the Police Department, Parking and Traffic and other City
Departments which might, from time to time, be involved in review of a soecific
event. The suggested procedures and criteria to be used in selecting those running
races to be held in or through Santa Monica are based on the anticipated increase
in requests that may come about as a result of the 1984 Olympics. It is staff's
opinion that if the promoter's or race director's want to hold the events in
Santa PAonica, sufficient lead time is essential to check the qualifications of"
the promoter and their plans to insure success of the event. The present
application process will be strengthened not only for marathon races, but for
the lOK races.
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MAY 1 0 1983
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Council Meeting: 5/10/83 Santa Monica, California
2.
A standardized application packet will be developed which will ensure the
equal opportunity of the applicants for the time slots. This packet will
include: the criteria for applicants, the goals of the City concerning these
events, application blanks, sample flyers for public distribution along the route,
filing deadline dates, payment schedule for City services, a map of existing
marathon and lOK running courses, schedule of application approval and
instructions on information to be submitted at time of application.
The following schedule is recommended for running events. Applications submitted
during these time periods will be processed administratively by staff.
Race Calendar:
Filing Deadline Approval Deadline
1st Quarter (Jan-Mar) Oct. 1 Nov. 15
2nd Quarter (April-June) Jan. 1 Feb. 15
3rd Quarter (July-Sept.) Apr. 1 May 15
4th Quarter (Oct.-Dec.) July 1 Aug. 15
The maximum number of races each year would be restricted to a total of six
marathon races and/or 10 K races, with the exception of the Olympic race.
The second and third quarters have existing lOK races which have been in
operation for several years. They are the Santa Monica IOK, held in April,
which is run by the City Recreation and Parks Department, and the Social Services
lOK held in September which is run by and supported by Jon Douglas Co. There
is also the Santa Monica Marathon which is run by the City and has been held
in August during the Sports and Arts Festival for the last e8-even years.
These City-sponsored races are to be included in the maximum limitation.:` Tfie
City would retain the right to have fewer events than the 6 per year recommended
in this report. Events beyond the maximum number allowable would require
City Council approval.
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3.
The present calendar for 1983 is as follows:
1st Quarter - PJo races
2nd Quarter - April 24 - S.M. lOK (City)
Santa Monica, California
Starts at City Hall, ends on Pier
- May 1 -Triathlon
- June 5 - Avon Marathon
3rd Quarter - August 28 - S.M. Marathon {City) - 2 loops in City
- September - Social Services lOK (San Vicente's course)
4th Quarter - No races
Application Submittal
Dependent upon the scope of the race (national or local) the following materials
must be submitted with the application.
1. Map of race .route desired.
2. Signed contract with sponsor.
3. Signed contract or verification of commitment for television coverage.
4. Verification of commitment from national or internationally known runners.
5. Verification of the race being part of a qualifying system for national
or international races.
6. Sample of flyers to be distributed to homes and businesses along route
informing the occupants of the pending race.
7. A filing f;~e of $100 paid by certified cashier's check. (Returned if
race not approved.)
8. Evidence of promoter experience in .this type of activity.
9. Statement as to reason for race, who benefits, type of sponsorship.
Method of Selection
A selection committee composed of one staff representative from the Recreation
and Parks Department, Community R~ Economic Development and the Police Department
will review all applications properly submitted within the deadlines for each
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4.
Santa Monica, California
quarter. They will determine which races will be permitted within that
quarter.
If any disputes occur regarding the decision of the selection committee,
they will be forwarded to the Recreation and Parks Commission for resolution
first, then, if necessary, to the. City Council.
Criteria Used
1. Application has been properly submitted within the deadlines with necessary
information.
2. Fund raising events with an agency sponsoring the races shall be limited
to the City in its official capacity and Santa Monica based
non-profit social service agencies including the Community Service
Council.
3. No route can be used. more frequently than once every two months so u s not
to impose upon the people who live on that particular route.
4. Established events shall have priority over other events unless the event
was not held the preceeding year or in the-judgement of committee the
event should not be repeated.
5. Groups or individuals applying will be given priority in the following order
if they meet. other criteria items.
a. -Races sponsored by the City of Santa Monica.
b. Santa Monica based non-profit groups.
c. Santa Monica based commercial interest with races of national significance.
d. Non-Santa Monica based commercial interest, with races of national significance.
6. Consideration will be given to the impact the event will have on the
community with relation to time of day, traffic, parking and length of the event.
7. With races of national importance, the financial return and publicity to the City
will be considered.
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5.
8. Experience level of the promoter or race director will be considered
along with their ability to prepay for all City services in advance.
Recommendation.
Staff recommends Council approve the submitted criteria and operational plan
for the running of races in Santa Monica and that they rescind Resolution 5331
and adopt the attached resolution.
Prepared by: Donald T. Arnett, Director
Recreation and Parks
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