Additionally Stetson University is seeking permission

CITY OF DELAND FLORIDA
REQUEST FOR COMMISSION ACTION
July 21 2014
Attachments
Department City Manager
X Sketch of Hatter Village
Subject Consideration RE Approval of
Consumption of Alcoholic Beverages
City Property
on
X
X
Overlay of Parking Lot Locations
Request from Stetson
X
Game Schedule
X
Tailgating Polic
Approved by
Prepared by
7
Michael
Grebosz Assistant
Manager
to the
City
u
Michael Pleus City Manager
SUMMARYHIGHLIGHT In time for the start of the second football season Stetson
University is seeking permission from the city to permit tailgating activities for Hatter football to
take place in the city parking lots
1
Little
2
East side of the stadium
3
West side of stadium
4
South
5
South
6
North side of Melching Field
7
league
outer fence
area
along Euclid Ave between Alabama and Amelia LOT 1
along Amelia Avenue LOT 2
along Alabama Avenue LOT 3
side of stadium along Hubbard between Alabama and Amelia LOT 4
side of Melching Field
along Hubbard between Alabama and entry point on
Hubbard across street from batting cages LOT 6
lot that is just outside stadium along Euclid LOT 7
West side of Melching Field
lot that runs along Woodland with entry point on Hubbard
LOT 8
Additionally Stetson University is seeking permission from the city to permit alcohol
consumption on South Alabama Avenue from Euclid to Hubbard Avenue along with Hubbard
and Euclid Avenues from Amelia Avenue to Alabama Avenue during all six home football
games Hatter Village will be a part of the pregame activities for attendees and will cease
operation before the start of the game
In accordance with City policy Section 315 on any other city property other than parks an
applicant for the consumption of alcoholic beverages must have specific City Commission
approval
In addition to having an online map with directions and information on tailgating on the Stetson
athletics website a copy of the tailgating policy will be mailed to each season ticket holder The
policy and parking map will be distributed to students All lots specified above will be properly
signed monitored by Stetson University staffcontracted staff to ensure compliance All parking
lots will have port
olets and trash receptacles to make it convenient for participants to keep the
areas
clean
Stetson
staff will ultimately be responsible for the cleanliness of the parking lots
Stetson staff will be
actively enforcing
proper
tailgating etiquette
of the
participants
Page
2 of 2
July 21 2014
SUBJECT Consideration RE Approval of Consumption of Alcoholic Beverages on City
Pro e
Please note that the Department of Transportation parking garage LOT 5 will be open for game
day parking but tailgating will not be permitted in that lot
The areas specified above will be properly signed monitored by Stetson University staff ensuring
compliance The area will have many trash receptacles to make it convenient for participants to
keep the area clean The DeLand Police Department has reviewed and approved this request
Staff would like to note that there were no issues related to last year
s alcoholtailgating request
which is very similar to this year
s request Stetson staff students and fans all followed the rules
set forth
STRATEGIC PLAN FOCUS AREA
ACTION STEP N
A
SUSTAINABILITY N
A
FISCAL IMPACT None
RECOMMENDATION
It is recommended that the City Commission approve the alcohol
request for the following city parking rights of way and parking lots for all home games for the
Stetson University Football Season
1
South Alabama Avenue from Euclid to Hubbard Avenue
2 Hubbard Avenue from Amelia Avenue to Alabama Avenue
3 Euclid Avenue from Amelia Avenue to Alabama Avenue
4 Little league outer fence area
along Euclid Ave between Alabama and Amelia LOT 1
5
East side of the stadium
6
West side of stadium
7
South side of stadium
8
South side of
along Amelia Avenue LOT 2
along Alabama Avenue LOT 3
along Hubbard between Alabama and Amelia LOT 4
Melching
Field
along Hubbard between Alabama and entry point on
Hubbard across street from batting cages LOT 6
9
North side of Melching Field
10 West side of
Melching
Field
lot that is just outside stadium along Euclid LOT 7
lot that runs along Woodland with entry point on Hubbard
LOT 8
BACKGROUNDDISCUSSION Stetson University staff has met with city staff several times
working on logistics for Stetson football home games at Spec Martin Stadium In addition to the
tailgating logistics staff from Stetson and the city has worked together in mapping out logistics
for vehicular including bus traffic pedestrian traffic instadium spectator safety and player
safety
Last year was a great success and Stetson is looking forward to building upon that
momentum for
the 2014
season
FAN CENTRAL STATION
k
PARKING
I
V
IOX20
B TENT
F
o
o
0
HATTER WALK
o
o
O
0
0
0
0
16X20
20X60
HOSPITALITY TENT
IOXIO
4 UMBRELLA
VENDOR TENTS
TABLES
IOXIO
STAGE
PERFORMER TENTS
20X20
STAGE TENT
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
HUBBARD AVE
SPECIAL
EVENT
S E RV I C E S
EVENT
PROFESSIONALS
413
OAK PLACE 2A
PORT ORANGE FL 32127
61 1 1
760
386
COM
IAMEVENTS
WWW
t7
ts
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OVERHEAD SITEPLAN
HATTER VILLAGE 2014
VERSION
JUNE 13
1
40
HUBBARD AVE ALABAMA AVE
2014
71nTG
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AUGUST NOVEMBER 2014
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Mike Grebou
From
Sent
Alicia Queally aqueally@stetson
edu
Monday July 07 2014 10
12 PM
To
Mike Grebosz
Subject
Stetson Football RCA Info
Attachments
1408 HV Siteplan v2 14
15
6
pdf
Mike
Stetson University Athletics is requesting the same tailgating and alcohol activities as it acquired in 2013 per the
RCA We also want to ensure that our patrons are able to move between the parking lots at designating crossings
per DeLand PD with alcoholic beverages Last year this was approved and was done without any incidents This
has again been discussed with Lt Waples and DeLand PD to ensure that they would be supportive of our request
again this year We have already begun to meet with both the police department fire department and Stetson
Public Safety to ensure that we are meeting the needs of all critical areas for our games
For the 2014 season we have hired an outside employment service to staff our ushers bag checkers some ticket
staff and parking lot attendants to ensure adequate training and staffing for each game
It should be noted that this year Hatter Village will be moved from the West Side of the stadium parking lot along
the Press Box side to the Melching Field Parking lot This lot will continue to allow for our fans with RVs and
oversized vehicles to park in the second row just as they did last year Hatter Village will be contained to the back
row of the parking lot in an effort to accommodate our fans that are patrons at Fan Central Station next door This
allow for Alabama to remain open overnight due to the setup being contained in a parking lot The attached
diagram gives an accurate description of how the setup will take place
We will be requesting that all the same streets be closed off parts of Alabama Hubbard and Euclid to non
essential vehicular traffic at least five hours prior to game time to ensure public safety
The football team will still be doing their Hatter Walk however it will take place through the RV parking lot to
have better fan engagement
Please let me know if you have any questions or need additional information about this update If you need to call
me please call my cell at 386 8728565 as I am out of town this week
I appreciate all of your assistance with this request We are still looking to be on the July 21 meeting agenda
Alicia
Alicia Alford Queally
Associate Athletic Director
Senior Woman Administrator
Stetson University
P 386
6676
738
F 386
8190
822
E aWeally@stetson
edu
com
gohatters
www
i
Football
812014
7
Schedule The Official Athletics Web site of Stetson University
Share
Football
2014 Schedule
Season
f 2014
15
v
Export schedules to Outlook iCal
at
D
a
I
Opponent
at
Lakeland Fla Lakeland Christian School
Sat Aug 30
Warner
Sat Sep 06
Florida Tech
DeLand Fla Spec Martin Stadium
Sat Sep 13
Mercer
DeLand Fla Spec
Sat Sep 20
Birmingham Southern
at
Sat Oct 04
Butler
DeLand Fla Spec Martin Stadium
Sat Oct 11
San
Sat Oct 18
Jacksonville
DeLand Fla Spec Martin Stadium
Sat Oct 25
Davidson
at
Campbell
at Buies Creek NC
Sat Nov 01
University
Diego
Birmingham
at San
Diego
Martin
Stadium
Calif
Rc s Lj its
M c d ia
00 p
7
m
00 p
7
m
6p
m
6 p
m
00 p
5
m
00 p
6
m
00 P
1
M
Davidson NC
DeLand Fla Spec
EST
00 P
1
M
Ala
00 P
1
M
Martin
Stadium
Sat Nov 08
Marist
Sat Nov 15
lVbrehead State
at
Sat Nov 22
Drake
DeLand Fla Spec Martin Stadium
Homecoming
inic
Morehead KY
00 p
3
m
00 P
1
M
1 P
M
Conference Games
Previous Season
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PAGE
Stetson Athletics Stadium Tailgating Policy
to be attached
accessed along with the tailgate parking request registration
Tailgating has long been a tradition with sporting events especially on the collegiate level Nothing is better than
gathering with other Hatter fans fellow classmates alumni friends or family before home athletic events
Tailgating is a lively and familyfriendly environment In exchange for making this exciting experience available
we ask that all tailgate parking ticket holders and their guests be respectful of others in the area in regards to
choice of language and activities Tailgate Parking Ticket Holders are personally responsible for malting
sure their guests act appropriately and abide by all applicable State and local alcohol laws to include the
alcohol consumption minimum age law of 21 Individuals are expected to conduct themselves in a manner
respectful of the nature and character of Stetson University Persons acting in a disruptive disrespectful or
disorderly manner may be asked to leave the premises or be subject to prosecution by law enforcement
Students may also be charged with a violation of the Code of Student Conduct All tailgate groups should keep
any music and audio at a volume level that is respectful of your tailgating neighbors We want the tailgating
experience to be enjoyed by all
The Stetson University Athletics Department in order to provide a safe and enjoyable atmosphere for all of its
fans has implemented the following guidelines for tailgating at Spec Martin Stadium for Stetson University
football games
1 The Stetson Athletic department shall designate permissible tailgating areasparking spaces Admittance and
parking into the designated tailgating areas shall be determined as per the parking request registration process
which shall be on a firstcome firstserve submission process Registration for tailgate parking for RV
s or other
large campers shall be very limited and these types of vehicles must be indicated in the registration submission
form Those whose registration tailgate parking requests are received and approved shall be allotted a tailgate
parking pass equal to one parking space for the term of the current season upon receipt of payment and shall be
included on the approved parking list for the designated tailgate area with the Stetson University
s Athletics and
Public Safety Departments Tailgate parking passes must be shown prior to entering the tailgate parking area
Tailgating grills tables and congregating shall only be allowed in these designated areas
Drive aisles thoroughfares and fire lanes need to be kept clear at all times for free access of emergency vehicles
Tailgating spaces in lots are firstcome first served however your paid reservation to a designated lot assures
you of having access to your purchased parking lot area for each home game
2 Entrance into the parking lots and tailgate equipment may be set up no earlier than four hours prior to game
time on game day and all vehicles must be removed no later than one hour after the game
s completion
Claiming tailgate areas prior to 4 hours prior to kickoff is prohibited and may result in the loss of parking andor
tailgate privileges There are NO exceptions to the tailgating time policy Your paid reservations assure you of
having access to your purchased lot beginning four hours prior to game time on game day
3 Any non tailgating parking lots will be opened four hours before kickoff
4 All pregame tailgating must cease 15 minutes prior to kickoff and as announced and cleared by events staff
At this time all tailgating equipment food and alcohol shall be cleaned up discarded in available trash
receptacles andor stowed back into vehicles It is the responsibility of each tailgate party to secure tailgate items
Tailgaters should lock food beverages and valuables out of sight in vehicles extinguish all fires or flames
unplug electrical outlets secure chairs and ice chests and store beverages in locked containers Tailgating area
shall remain closed for any tailgating activities during the course of the game and afterwards to include alcohol
consumption Guests will NOT be allowed to enter the Stadium if they are visibly intoxicated
5 All beverages must be consumed in cans paper or plastic cups No drinking out of glass bottles is permitted
No alcohol shall be permitted outside of designated tailgating areas No beverages of any kind are permitted to be
brought into Spec Martin Stadium
1
Stetson Athletics Stadium Tailgating Policy Continued
6 All state and local laws regarding the consumption of alcohol must be observed in the tailgating area
Consumption of alcohol is strictly prohibited in areas not designated for tailgating Students
fans violating state
and local alcohol laws and regulations are subject to criminal andor university sanctions and discipline
7 Kegs party balls and use of devices to accelerate alcohol consumption including drinking games are strictly
prohibited
8 Only small weighted tents may be erected in the tailgating area no larger than 10 x 10 Any tents larger than
10 x 10 and
or requiring staking must be approved by the Stetson University Athletic Department Cooking
grills are not permitted underneath tents
9 Grills using charcoal are prohibited within the tailgate areas The maximum propane gas cylinder size allowed
will be 20 pounds Only one propane tank is permitted per vehicle Tow behind grills of any kind are not
permitted Safety should be the number one priority with use of any open flames and care should be taken when
setting up a grill near vehicles or tents All tailgate pass holders shall be responsible for overseeing their own
tailgate and grill set up and operations Stetson Athletics strongly recommends as good practice that anyone
bringing a grill to the tailgate areas also pack a fire extinguisher to mitigate any potential fire damage Should a
fire get out of control 9 1 1 must be called immediately Stetson University and the City of Deland shall not be
responsible for any personal property damages of tailgate attendees due to fire grills or any tailgating activities
10 No vendor grills or catering companies are permitted inside the tailgating areas This includes tow behind
grills
11 Ground fires are not permitted
12 The use of deep fryers is not permitted
13 Portable generators are allowed under specific size of 1500 watts or less Absolutely no extra fuel is allowed
for the generator One permitted per vehicle Extension cords must be kept away from designated walkways
14 Waste food items and trash must be disposed of in appropriate containers located throughout the tailgating
area Stetson University and the City of DeLand will have trash and recycling receptacles in a designated location
within each tailgate area
15 Any violation of these tailgating regulations may result in immediate termination of tailgating privileges
andor criminal prosecution by law enforcement and could result in disciplinary action through Stetson
University authorities Stetson University andor local law enforcement reserves the right to remove anyone who
is determined to be disruptive or intoxicated from the tailgating area
16 Stetson University and the City of DeLand are not responsible for the safety and security of any vehicle nor
for any loss damage or theft that may occur to anyone
s vehicle or personal property prior to during or after
gameday activities Upon purchasing the tailgate parking pass tailgate pass holders agree to assume all risks
associated with oncampus tailgating activities including those related to alcohol consumption grill cooking
actions of other tailgaters possible property damages injuries or other losses that might occur and in exchange
for this opportunity agree to release and hold harmless Stetson University and the City of Deland its staff
officers trustees volunteers and agents from all manner of actions suits claims or demands of any nature
including personal injuries damages or property loss resulting from tailgating participation
Keep
DeLand Beautiful Please leave the
parking
area as
you found it
free of trash and debris Stetson Athletics
strives to aid and advance sustainability efforts in both the Stetson Campus and DeLand community through
2
Stetson Athletics Stadium Tailgating Policy Continued
recycling initiatives We encourage every Stetson fan to be an active participant in this important initiative both in
the parking lots and inside Spec Martin stadium
February 15 2013
3