Stadium Services Agreement with CCGF

STADIUM FOOD, BEVERAGE AND PROMOTION SERVICES AGREEMENT

CON23-0023

THIS AGREEMENT dated for reference the day of

BETWEEN:
CITY OF LANGFORD
877 Goldstream Avenue, 2nd Floor, Langford, B.C. V9B 2X8
(the "City")

AND:
CCGF Event Services Inc. (Inc. No. BC-1208865)
304B Cook Street, Victoria, B.C. V8V 3X6
(the "Event Operator")

WHEREAS:

• A. The City is the owner of the stadium known as Starlight Stadium located at 1089 Langford Parkway, Langford, B.C. (the "Stadium");
• B. The Stadium is home to Pacific FC of the Canadian Premier League, Rugby Canada and the Westshore Rebels of the Canadian Junior Football League (together, the "Key Users") and is used to host concerts, festivals and other events;
• C. The Event Operator is an experienced food and beverage provider for concerts, festivals and other events; and
• D. The parties have negotiated amendments to the proposal, and Schedule A, attached hereto, outlines the parties agreement with respect to the services.

THIS AGREEMENT WITNESSES that in consideration of the mutual promises and covenants contained in this Agreement, and other good and valuable consideration (the receipt and sufficiency of which are hereby acknowledged), the parties covenant and agree as follows:

1. Definitions

In this Agreement, in addition to the words defined in the recitals above:

• (a) "CCGF Sponsored Event" means any event at the Stadium that is procured by CCGF as a result of CCGF's Stadium Promotion Services as described in section 6, wherein CCGF has a signed agreement, to take place at the Stadium;
• (b) "Equipment" means the City-owned equipment as set out in Schedule B attached hereto;
• (c) "Event" means an event at the Stadium, and includes games and events of the Key Users, concerts, festivals, community events and other events;
• (d) "Event Liaison Services" means the services set out in section 4 of Schedule A;
• (e) "Event Promoter" means a person who has arranged with the Event Operator to have an Event hosted at the Stadium and includes the Key Users;
• (f) "Event Management Services" means the services set out in section 5 of Schedule A;
• (g) "Food, Beverage and Liquor Services" means the services set out in section 2 of Schedule A;
• (h) "Key Users" means Pacific FC and Rugby Canada;
• (i) "Operating Expenses" means cost of goods sold, labour, cash operations office, rental expenses, food and beverage supplies, custodial supplies, and POS System fees, or the amount equal to 65% of gross monthly cumulative revenue, per user group, whichever is less.
• (j) "POS System" means the Square point of sale system or if agreed to by the parties as set out in section 2.16 of Schedule A, such other point of sale system.
• (k) "Services" means the whole of the services to be provided by the Event Operator to the City as set out in Schedule A;
• (l) "Stadium Operator" means the person appointed by the City from time to time to provide basic maintenance services at the Stadium and to book practices and community events at the Stadium for the Key Users and community group;
• (m) "Stadium Promotion Services" means the services as set out in section 6;
• (n) "Stadium Operations Manual" means the City's manual for usage of the Stadium setting out the City's rules and requirements for Stadium use and bookings of the Stadium, including operational details, Stadium and field rules, rental agreement forms, booking deposits, payment terms, liability waivers, insurance requirements, advertising and other operational matter which arise from time to time. The Event Operator acknowledges and agrees that the Stadium Operations Manual may be changed by the City, in consultation with the Event Operator, as required to meet the operational needs contemplated in this Agreement and the obligations of the City in relation to the Key Users.

2. Term

The term of this Agreement is ten (10) months, commencing March 1, 2023, and expiring December 31, 2023 (the "Term"). The parties may, prior to November 30, 2023, extend the Term of this Agreement for an additional year, by mutual agreement.

3. Services

The Event Operator shall provide the Services outlined in Schedule A before, during and after Events in accordance with the terms and conditions of this Agreement, the Stadium Operations Manual, and all applicable laws. In performing the Services, the Event Operator shall:

• (a) supply all labour, machinery, equipment (unless otherwise specified within this Agreement), tools, supplies, materials and other services and things necessary to perform the Services promptly and efficiently;
• (b) comply with the terms and conditions of the City's liquor licence;
• (c) be just and faithful in its dealings with the City, Event Promoters, the Stadium Operator, and the public; and
• (d) be solely liable for and pay any and all costs and expenses whatsoever associated with performing the Services and carrying out its other obligations under this Agreement, including all repair and maintenance costs arising from negligent acts and omissions of the Event Operator.

4. Equipment

The City will provide Equipment for the Event Operator's usage in providing the Services. If additional equipment is required for Food, Beverage and Liquor services, the Event Operator will provide the City with a request listing the additional equipment and proposed budget for approval. If approved, the Event Operator may purchase this equipment, which the City will own, and will submit an invoice with receipts for reimbursement. Unless the City gives prior written consent, the Event Operator may not use the Equipment for any other purpose, and it may not remove the Equipment from the Stadium. The party(ies) responsible for repair and replacement of particular Equipment is as set out in Schedule B. The Event Operator is not responsible for reasonable wear and tear on Equipment.

5. Equipment Inspections and Reports

The City and Event Operator will complete an inspection of Equipment at the commencement of the Term. After this inspection, the City will provide the Event Operator with an Equipment condition report to serve as the official record of its condition at the start of the Term. The Event Operator will provide the City with an annual report setting out any wear and tear, damage, or loss that occurred to Equipment no later than March 30th, or if the last year of the Term, no later than the last day of the Term. On the last day of the Term, or as otherwise mutually agreeable by the parties, the City and Event Operator will inspect the Equipment for loss or damage.

6. Stadium Promotion Services

The Event Operator shall promote the Stadium and attract events to the Stadium (the "Stadium Promotion Services"), and will perform such services as more particularly set out in section 3 of Schedule A. In performing the Stadium Promotion Services, the Event Operator shall:

• (a) ensure that City branding and Starlight Stadium branding is displayed prominently in all promotional materials regarding the Stadium and an Event; and
• (b) liaise with the City, the Stadium Operator and Event Promoters in promoting the Stadium.

If the Event Operator books an Event with the Stadium, the Event Operator will pay field usage or Stadium rental fees, or both, in accordance with City bylaws, or by City policy if not so set out via bylaw, based on the nature of the Event.

7. Event Scheduling

The Event Operator will coordinate the timing of Events with the Stadium Operator and in accordance with the Stadium Operations Manual. The Event Operator will ensure that Events it organizes will not conflict with pre-scheduled Events or the City's contractual obligations with Key Users.

8. Compensation

• (a) As full compensation for performing the Stadium Promotion Services and the Food, Beverage, and Liquor Services, the Event Operator shall be entitled to retain:
  • (i) 90% of revenue net of Operating Expenses on the sale of food at Events except Rugby events;
  • (ii) 60% of revenue net of Operating Expenses on the sale of beverages (alcoholic and non-alcoholic) at Events of Key Users;
  • (iii) 60% of revenue net of Operating Expenses on the sale of food and beverages (alcoholic and non-alcoholic) at Rugby Events;
  • (iv) 80% of revenue net of Operating Expenses on the sale of beverages (alcoholic and non-alcoholic) at Events other than those of Key Users;
  • (v) 85% of revenue net of Operating expenses on the sale of beverages (alcoholic and non-alcoholic) at the first three CCGF Sponsored Events each year;
  • (vi) 90% of revenue net of Operating Expenses on the sale of beverages (alcoholic and non-alcoholic) at all CCGF Sponsored Events after the first three CCGF Sponsored Events each year.
• (b) As full compensation for performing the Event Liaison Services, the City will pay the Event Operator an hourly rate of $50.00, up to a maximum of $500 per Event, unless previously approved by the City in writing. This fee will be invoiced to the City on a per-Event basis within 14 days after Event completion. The Event Liaison Service, unless otherwise approved by the City, may only be charged to the City for a maximum of three (3) hours each year per Key User for all of such Key User's Events for the year.
• (c) If an Event Promoter desires the Event Operator to perform the Event Management Services, the Event Operator shall be responsible for negotiating Event Management Services with the Event Promoters and directly invoicing the Event Promoters for the Event Management Services. The City shall have no responsibility nor liability to ensure payment from the Event Promoter for performing the Event Management Services.
• (d) As full compensation for performing General Event Support Services for non-Key User Events, the City will pay the Event Operator $1,000.00 per non-Key User Event for those services as set out in Schedule "D". This fee will be invoiced to the City on a per Event basis within 14 days after non-Key User Event completion.

9. Equipment Repair or Replacement

Where both the City and the Event Operator are identified as responsible for repair or replacement of Equipment in schedule B, the City shall pay 50% of the cost, and the Event Operator shall pay the remaining 50% within 14 days of receipt of an invoice from the City. Notwithstanding anything to the contrary in the Agreement, the City will not be responsible for the cost of repairs or replacement to Equipment if the Event Operator has lost or damaged the item.

10. Pouring Rights

The Event Operator shall not serve any beverages (alcoholic or non-alcoholic) at an Event the service of which would conflict with exclusive pouring rights granted by the Event Promoter. The Event Operator may enter into pouring rights agreements for beverages at Events subject to the prior approval of the City and Pacific FC or Rugby, as applicable, and these agreements must be structured in a manner to provide exceptions to the exclusivity requirements for Events held at the Stadium where such events already have exclusive pouring rights attached to them.

11. POS System Reports

Within 30 days of each Event the Event Operator shall provide to the City a report containing the information detailed in section 2.13 of Schedule A, information on Operating Expenses, and any other information the City may determine from time to time in respect of the Event.

12. Remittance

Within 21 days of each Event the Event Operator shall remit to the City its share of revenue.

13. Service Reports

At minimum once per year, the Event Operator must design and administer surveys to obtain feedback on its Services and service levels from Key Users, Event Promotors, and Stadium attendees. No later than December 31 of each year, the Event Operator will provide the City with a report containing:

• (a) a summary of survey responses;
• (b) a summary of any other feedback it received during the year relating to its Services and service levels from any party; and
• (c) the changes the Event Promotor will implement to its Services for the following year based on the survey responses and feedback received.

14. Records and Audit

The Event Operator:

• (a) shall keep detailed accounts and records of its performance of the Services and all costs it incurs in performing the services in accordance with generally accepted accounting principles, including invoices, receipts and vouchers, which shall at all reasonable times be open to audit and inspection by the City, which may make copies and take extracts from the accounts and records;
• (b) shall afford facilities and access to accounts and records for audit and inspection by the City and must furnish the City with such information as the City may from time to time require regarding those documents; and
• (c) shall preserve and keep available all records described in this section for at least two years after each Event for audit and inspection by the City from time to time upon the City's request.

15. Excluded Events

The Event Operator acknowledges and agrees that the City may host up to six (6) de-licensed Events each year that are excluded from the terms of this Agreement and at which, subject to Operator availability, the Event Operator shall provide food services, beverage services, or both, if requested. The Event Operator and City will enter into a separate agreement for such services. The Event Operator shall not book an Event that will conflict with an Event scheduled by the City under this section. For clarity, Excluded Events are not to be included under this Agreement, including for revenue split under section 8 of this Agreement and the Operating Expenses cap under section 1(i).

16. Office Space

The Event Operator is responsible for securing and paying for any office space required for the performance of its obligations under this Agreement.

17. Indemnity

The Event Operator shall indemnify and save harmless the City and its elected and appointed officials, employees, contractors and agents, from and against all claims, losses, damages, costs, expenses (including legal fees and disbursements on a solicitor and own client basis), liabilities, penalties, actions and proceedings, any interest thereon, suffered, made, incurred, sustained, brought, prosecuted, threatened to be brought or prosecuted, in any manner caused, based upon, occasioned by or attributable to:

• (a) any breach, violation, default or non-performance of the Event Operator of any provision of the Agreement;
• (b) the Event Operator's failure to collect and remit any applicable goods and services tax under the Excise Tax Act (Canada) applicable to the sale of goods and services permitted under this Agreement;
• (c) any act, omission or negligence of the Event Operator or its members, directors, officers, employees, agents, contractors or others for whom it is responsible; and
• (d) any death, personal injury, property damage, property loss, contamination, economic loss or other loss or harm suffered by any person

except to the extent caused by the willful misconduct or negligence of the Operator, or its employees, contractors or agents.

18. Commercial General Liability Insurance

The Event Operator shall obtain and maintain during the Term commercial general liability insurance providing coverage for death, bodily injury, property loss and damage and other losses arising out of or in connection with the provision of the Services, including but not limited to coverage for host liquor liability and forcible ejection, in an amount not less than $5,000,000.00 per occurrence, or in such a greater amount as may be required by the City from time to time, acting reasonably. The policy of insurance required under this section shall:

• (a) name the City and Stadium Operator as an additional insured;
• (b) include that the City and Stadium Operator are protected notwithstanding any act, neglect or misrepresentation by the Event Operator which might otherwise result in the avoidance of a claim and that such policies are not affected or invalidated by any act, omission or negligence of any third party which is not within the knowledge or control of the insureds;
• (c) not be cancelled or materially altered without the insurer providing the City with 30 days written notice stating when such cancellation or change is to be effective;
• (d) be primary and non-contributing with respect to any policies carried by the City and shall provide that any coverage carried by the City is excess coverage;
• (e) include a cross-liability clause; and
• (f) be issued by an insurance company entitled to carry on the business of insurance under the laws of British Columbia.

19. Automobile Insurance

The Event Operator must obtain and maintain for the Term, third party automobile liability insurance on all vehicles owned, leased, rented or used in the provision of Services for the City in an amount not less than $5,000,000.00 inclusive per occurrence.

20. Insurance Certificates

The Event Operator shall provide the City with certificates of insurance confirming the placement and maintenance of the required insurance promptly upon commencement of the Services and from time to time upon the City's request.

21. City May Insure

If the Event Operator fails to insure as required, the City may effect the missing insurance in the name and at the expense of the Event Operator and the Event Operator shall promptly repay the City all costs incurred by the City in doing so. For clarity, the City has no obligation to effect such insurance.

22. Termination for Breach, Bankruptcy, and Insolvency

The City may terminate all or any part of the Services by giving notice of termination to the Event Operator, which is effective upon delivery of the notice, if:

• (a) the Event Operator breaches this Agreement and the Event Operator has not cured the breach, or is not diligently pursuing a cure for the breach to the satisfaction of the City, in the City's sole discretion, within fourteen (14) days after notice of the breach is given to the Event Operator by the City; or
• (b) the Event Operator becomes bankrupt or insolvent, a receiving order is made against the Event Operator, an assignment is made for the benefit of its creditors, an order is made or resolution passed for the winding up or dissolution of the Event Operator, or the Event Operator takes the benefit of any enactment relating to bankrupt or insolvent debtors.

23. Renegotiating and Termination if Key Contracts End

The City, at its option, may renegotiate this Agreement with the Event Operator, or terminate this Agreement upon at least six month's written notice if during the Term if:

• (a) any of the Key Users cease using the Stadium as its home stadium;
• (b) any of the Key Users cease to exist; or
• (c) the City terminates its contract with the Stadium Operator.

24. Disputes

If a dispute relating to this Agreement arises between the parties, either party may give notice to the other requesting a meeting, in which event a representative of the City and a representative of the Event Operator shall meet within 7 days and together use best efforts to attempt to resolve the dispute to the parties' mutual satisfaction. If the parties are unable to resolve the dispute within 21 days of such first meeting, the parties must attempt to resolve the dispute via mediation. If the dispute is not resolved within 21 days of the commencement of the mediation, the dispute must be referred for determination by a single arbitrator appointed and acting under the Arbitration Act (British Columbia). The costs of such mediation or arbitration shall be borne equally by the parties but each party shall be responsible for its legal fees.

25. Subcontractors

No subcontract relieves the Event Operator from an obligation under this Agreement. The Event Operator will ensure that:

• (a) Any person or company retained by the Event Operator to perform obligations under this Agreement, and
• (b) Any person or company retained by a person or company described in subsection (a) to perform those obligations

fully complies with this Agreement in performing its subcontracted obligations. The Event Operator will ensure that any subcontractor it retains has the same insurance and related requirements as set out in sections 18 and 19 of this Agreement, and will provide proof of such to the City promptly upon request.

26. Withholdings

The Event Operator is solely responsible for and shall pay any and all remuneration and benefits payable to its employees and subcontractors, and all payments or deductions required to be made by any enactment, including those required for Canada Pension Plan, unemployment insurance, workers compensation, excise tax, and income tax. The Event Operator shall provide evidence that the Event Operator has registered with the Canada Revenue Agency for a GST account to the City within 5 days of the date the Event Operator executes this Agreement.

27. Workers Compensation

The Event Operator shall, at all times, in providing the Services and otherwise performing its obligations under this Agreement, comply with the Workers Compensation Act (British Columbia) and all regulations and orders from time to time in force thereunder, including the Occupational Health and Safety Regulation, and, upon request from the City, provide evidence of any required registration under that Act and evidence of compliance with any requirement under that Act to make any payments or pay assessments.

28. Cooperation with the Prime Contractor

The City will be the "prime contractor" for the Stadium under the Workers Compensation Act, unless the City designates a third party to be the prime contractor. The City will notify the Event Operator in writing of such designation. The Event Operator will cooperate with the prime contractor to ensure compliance with the Act and regulations thereunder, including the Occupational Health and Safety Regulation. The Event Operator must seek prior approval from the City before permitting any third parties to do work at the Stadium. The Event Operator will ensure that any third party performing work at the Stadium has at minimum the same insurance and workers compensation requirements as set out in sections 18, 19, and 27 of this Agreement, and will provide proof of such to the City promptly upon request.

29. Agreement for Services

This is an Agreement for the performance of services and the Event Operator is engaged under this Agreement as an independent contractor for the sole purpose of providing the Services. Except as is otherwise expressly prescribed in this Agreement, neither the Event Operator nor any of its employees is engaged by the City as an agent of the City or has the authority to bind the City in any way whatsoever. This Agreement does not create a joint venture or partnership.

30. Assignment

This Agreement may not be assigned by the Event Operator without the prior written consent of the City, which may be refused by the City for any reason or no reason in the absolute discretion of the City, and any assignment made without that consent constitutes a breach by the Event Operator of this Agreement. Every permitted assignment shall provide that the Event Operator remains obligated to perform all the Services and its obligations under this Agreement.

31. Time of the Essence

Time is of the essence of this Agreement.

32. Severance

If any portion of this Agreement is held to be illegal or invalid by a court of competent jurisdiction, the illegal or invalid portion must be severed and the decision that it is illegal or invalid does not affect the validity of the remainder of this Agreement.

33. Notice

Any notice, direction, demand, approval, certificate or waiver which may be or is required to be given under this Agreement must be in writing and delivered personally or by e-mail, addressed as follows:

• (a) to the City:
  City of Langford
  877 Goldstream Avenue, Langford, B.C. V9B 2X8
  Attn: Corporate Officer
  Email: mwatmough@langford.ca

• (b) to the Event Operator:
  CCGF Event Services Inc.
  304B Cook Street, Victoria BC V8V 3X6
  Attn: Mike Maclean and Glenn Barlow
  Email: mike@ccgfevents.com and glenn@ccgfevents.com

Any notice, direction, demand, approval or waiver delivered is to be considered given on the day of delivery. Any notice, direction, demand, approval or waiver sent by e-mail is to be considered given on the next business day.

34. Conflicts Among Provisions

Conflicts among provisions of this Agreement will be resolved as follows:

• (a) a provision in the body of this Agreement will prevail over any conflicting provision in, attached to or incorporated by reference into a schedule, unless that conflicting provision expressly states otherwise; and
• (b) a provision in this Agreement will prevail over any conflicting provision the Stadium Operations Manual.

35. Binding on Successors

This Agreement ensures to the benefit of and is binding upon the parties and their respective successors, subcontractors, trustees, administrators and receivers, despite any rule of law or equity to the contrary.

36. Entire Agreement

This Agreement is the entire agreement between the parties and it terminates and supersedes all previous communications, representations, warranties, covenants and agreements, whether verbal or written, between the parties with respect to the subject matter of this Agreement.

37. Waiver

Waiver of any default by either party must be express and in writing to be effective, and a waiver of a particular default does not waive any other default.

As evidence of the agreement of the parties to be bound by the above terms and conditions of this Agreement, the parties have executed this Agreement below, on the respective dates written below.

City of Langford, by its authorized signatories:
CCGF Event Services Inc., by its authorized signatories:
Name:
Name: Glenn Barlow, Director
Date:
Date:

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SCHEDULE "A"

1. Provisions applicable to all Services

1.1 The Event Operator will ensure all of its Services are conducted in a professional, respectful and transparent manner.
1.2 The Event Operator's goal for the Stadium is to build a reputation as a centre of operational excellence and Langford as a hub for community and world class events.
1.3 The Event Operator's objective is to maximize the Stadium's profitability by optimizing food and beverage services, and will focus its efforts in the initial Term to develop a turn-key delivery model to operating processes for the successful execution of future events.
1.4 The Event Operator must ensure all of its personnel wears professional clothing that identifies them as personnel working at the Stadium whenever the public is present. The City will split the cost of the initial order of 100hats, after which the Event Operator shall be responsible for the cost of any additional aprons and the Event Operator will obtain the City's pre-approval of any change in hat design.
1.5 The Event Operator will ensure that it and any third parties providing services at the Stadium have a public-first approach and a personable demeanor to maintain the Stadium's reputation as a family-friendly community venue. If the Event Operator receives legitimate public complaints about any personnel in violation of this clause, it will ensure such personnel do not provide any future services at the Stadium.
1.6 The Event Operator is responsible for ensuring that the Services provided at all Events meet or exceed the standards set in paragraph 1.1 through 1.5 of this section irrespective of who the Event Operator is.
1.7 The Event Operator will be provided with keys or keypad codes, as applicable, for all areas of the Stadium required for it to provide Services. The Event Operator will ensure that it locks each area of the Stadium it opens after usage each day. The Event Operator will not, without prior permission from the City:

• (a) distribute keys or keypad codes to any third parties;
• (b) make copies of Stadium keys; or
• (c) give third parties access to any locked areas unless such third party is:
  • i. the Event Operator's subcontractor who requires access to perform its obligations; or
  • ii. an Event Promotor with a contract that permits it to access such area. 1.8 The Event Operator will ensure it performs its Services at the Stadium within the hours of 7:30a.m. and 11:00p.m., or as otherwise set out in the Stadium Operations Manual, unless scheduling requirements at the Stadium necessitate it to perform tasks after-hours.

2. Food, Beverage and Liquor Services

General

2.1 The Event Operator will provide food, beverage, or liquor services at the Stadium as set out in Schedule "C".
2.2 The Event Operator will abide by the Key Users exclusivity deals.
2.3 Menus for food, beverage and liquor must be designed to deliver quality at family prices for the general admission areas of the Stadium, and elevated offerings for luxury suites.

Approach and Ability to Meet the City's Requirements

2.4 The Event Operator will implement a standardized system to achieve operational excellence in the delivery and management of the bar services and food program at the Stadium.

Providing Food, Beverage and Liquor Service

2.5 The Event Operator will provide food, beverage and liquor service in those areas of the Stadium that are activated which will include placing orders, preparing menus, serving food and providing accurate post-Event financial reports.

Inventory Management and Menu Preparation

2.6 In preparation for Events, based on Stadium bookings, the Event Operator will use a just-in-time inventory management system to ensure adequate levels of all products are available throughout each service. The Event Operator shall provide to the City an annual inventory update by the last day in November each year.
2.7 Food services for the concessions and suites may be contracted to a third-party restaurant, to be pre-approved by the City. The "General Admission" areas will have concession game day style food that is reasonably priced and high quality. Suites will have an "a la carte" concession style menu, a pre-order menu, as well as the option for custom menus.
2.8 The Event Operator will seek feedback from the Key Users on the branding and overall look and feel of its menus. The City must pre-approve all standardized menus, which includes the pricing, product offerings, branding and overall look and feel, and any changes to such menus. The Event Operator will provide proof of cost increase in support of price increase requests. The Event Operator must comply with reasonable requests from the City regarding menu offerings.
2.9 The Event Operator will liaise with the City and Event Promoters to ensure the alcohol and beverage menu consists of any applicable sponsor's products while appealing to consumer demand. Sales data will be reviewed incrementally by the Event Operator to make data driven decisions in product offerings for Events.

Concessions - Bar, Beverage and Food Service

2.10 The Event Operator will ensure bar services for concessions and bar activations will handle high volume sales. The Event Operator's bar management staff known as a "Bar Captain" will be assigned to each bar for supervision. The Event Operator's front of house staff will be assigned the necessary POS System terminals, with the role of taking guest orders and serving beverages/food. An additional one to two bartending staff will support the front of house staff to expedite the incoming orders.

Suites - Bar, Beverage and Food Service

2.11 The Event Operator's Senior Bar Captain will manage luxury suites and server staff. One server will be assigned to two suites to take food and beverage orders. Suites will be encouraged to pre-buy their food and drink with an auto-gratuity included.

Preparing Post-Event Financial Reports

2.12 The Event Operator will generate post-Event financial reports through the POS System in the form of an income statement. Reports will be generated within three weeks of each Event. The income statement will provide a high-level breakdown of costs to revenue followed by a detailed breakdown of:

• (a) Sales volume per product sku;
• (b) Cost of goods — alcohol;
• (c) Cost of goods - non-alcoholic beverages;
• (d) Labour - total cost, number of staff by position, wage by position;
• (e) POS processing fees;
• (f) Custodial services (corresponding with the services set out in section 2.30 of this schedule); and
• (g) Miscellaneous costs - with description of expense.

2.13 At the request of the City of Langford or applicable Event Promoter, the Event Operator will provide additional details to its financial reports in section 2.13 for enhanced transparency.

Payment Collections & Cash Operations

2.14 Unless otherwise agreed by the Event Operator and the City, the Event Operator acknowledges that all Events at the Stadium will utilize Square as its POS System for the collection of payment for food, beverage and liquor. All of the Event Operator's managers will be trained in the administration of the POS System to troubleshoot issues that occur during service and reduce down time that could negatively impact sales.

POS System Setup & Cash Operations - Day of Event/Game

2.15 The Event Operator will utilize its "Cash Manager" to setup the POS System terminals pre-Event. This will include ensuring all menu items and their correct price are in the system, login credentials/accounts are in place for staff, and all terminals are properly charged. Cash for tills and their float will be prepared before each Event by the Cash Manager and third-party providers on behalf of the Event Operator.
2.16 On the day of an Event, the Cash Manager will assign the distribution and setup of the terminals to two technology implementation staff one hour before service. The technology implementation staff will be trained in setting up the terminals and ensuring they are tested upon deployment. A check-list will be given to the staff to validate that the process has been completed, and all tills have been deployed (these two technology staff will then be assigned as bartenders during service to maximize utilization and reduce labour costs).
2.17 The Event Operator's bartender POS System staff will meet the Cash Manager at the start of their shift. Bartenders will be trained to use the POS System and assigned to terminals per Event. They will pick up their assigned tills before service, to which they will be responsible for until the till is handed back at the end of service.

Payment Collections - In Service

2.18 Bartender POS System staff will collect payments from guests at their assigned bar. During service, bar managers will have managerial overview of the POS System terminals to troubleshoot and resolve issues that occur during food and beverage service. They will have radios, provided at the Event Operator's cost, to call for additional support where required. Backup terminals will be stored securely in the Event Operator's office for immediate deployment in the event of a terminal being incapacitated.

Post-Event — POS System Terminal Tear Down

2.19 Technology implementation staff will be deployed to pick up the POS System terminals from each bar to bring back to the Cash Manager. The terminals will be properly shut down, stored and charged for the next Event.

Post-Event - Cash Collection & Event Close-out

2.20 The Event Operator's bar POS System staff will bring their tills back to the Event Operator's office for cash out. Each tills cash will be counted to validate all cash has been reconciled. The cash float will be collected by the Cash Manager upon completion of cash out.
2.21 The sum of all cash will be counted by the Cash Manager and reconciled against sales. This will be combined with the debit/credit sales captured through the POS System. Once all money has been settled and confirmed, the money will be settled to the Event Operator's bank account and then distributed to the City as set out in this Agreement.
2.22 The Event Operator will use sales data gathered through the POS System to generate revenue reports. The POS System must include the capability of custom analytics reports that can be downloaded to CSV and as PDF to pass on to the City. An income statement will be generated through this data.
2.23 The sales data will be frequently monitored and analyzed by the Event Operator to ensure the Stadium's beverage selection meets the demands of the market for optimized sales revenue. Analytics within the system will be used for Business Intelligence to identify trends and opportunities.

Stadium Operations Under City's Liquor Licence

2.24 The Event Operator will ensure its bar and food services program to be fully compliant under the rules of the Liquor Act. The Event Operator will deliver its bar services program at the Stadium in accordance with the terms and conditions of the City's liquor licence.

Event Operator Liquor Compliance Processes

2.25 The Operator will complete the following in its operations surrounding Events to ensure compliance with the City's liquor licence:

• (a) Reviewing the terms and conditions of the City's liquor licence and working with the Liquor Cannabis and Regulation Branch (the "LCRB") where necessary for validating compliance on site;
• (b) Cataloging all staff Serving It Right ("SIR") numbers and SIR card photos electronically, making them readily available for review;
• (c) Administering Service Provider Agreements for partners and vendors who will be distributing, selling or sampling liquor on-site to guarantee compliance under the Event Operator's standards;
• (d) Training management staff to thoroughly understand the terms and conditions of the City's liquor licence in order to monitor and intervene in situations where liquor compliance may be broken;
• (e) Collaborating with the Event Promoter to calculate anticipated attendance; and
• (f) Ensuring the Event Promotor has adequate security staffing to meet the liquor licence requirements based on the number of anticipated attendees at each Event.

Pre-Event Service - Liquor Licence Compliance

2.26 The Event Operator will complete the following before the start of an Event to ensure LCRB compliance:

• (a) Ensuring all liquor product invoices are available for review by LCRB inspectors;
• (b) Preparing a document of all staff on shift with SIR numbers for review;
• (c) Holding pre-Event meetings with all key stakeholders and Event security for all safety, emergency and liquor compliance procedures; and
• (d) Providing pre-shift checklist meetings for staff to be made of aware of the expectations of the Event Operator and provide a guideline for how to interact with guests to ensure liquor compliance.

In-Service - Liquor Licence Terms and Conditions Compliance

2.27 The Event Operator will ensure its bar services program will operate in accordance with the City's liquor licence Terms and Conditions, during bar service by completing the following:

• (a) Enforcing procedures and steps for staff to follow in asking for valid ID so as not to serve minors;
• (b) Enforcing procedures and steps for staff to follow in the Event of a patron requiring to be cut off and avoid being over-served; and
• (c) Working with security in bar services areas to identify potential conflicts, issues and drunkenness with guests and acting on them appropriately.

2.28 If an Event has breached any of the City's liquor licence terms and conditions, the Event Operator will conduct a full analysis, at the Event Operator's cost, into the breach and report on the circumstances that lead to it. A document outlining lessons learned will be generated to identify and address how the problem occurred and strategies to mitigate similar scenarios in the future.

Pre-Event Inspection and Custodial Services

2.29 Upon request of the City, the Event Operator will participate in a pre-Event inspection of the Stadium with the Stadium Operator to:

• (a) ensure the Stadium Operator has provided a clean, sanitary and safe Stadium;
• (b) ensure the Stadium meets or exceeds the standard appropriate for a municipal recreation facility attended and used by the public and by professional sports teams; and
• (c) to record the condition of the Stadium, including any deficiencies.

This inspection will occur the day of the Event, at least two hours prior to the start of the Event, and will occur prior to the Stadium Operator handing over the Stadium to the Event Operator for an Event.

2.30 The Event Operator is responsible for the following custodial services:

• (a) Cleaning the concession and catering areas and ensuring it has adequate cleaning staff to keep these areas clean and sanitary. The Event Operator's staff will monitor and clean these areas before, during and after Events. The staff will follow a predetermined task list and schedule, developed by the Event Operator and provided to the City for pre-approval. The Event Operator is responsible for providing cleaning supplies; and
• (b) Replenishment of toilet paper, paper towels and soap in bathrooms, providing spot cleaning of spills and messes, and monitoring and emptying of garbage and recycling bins during Events, and removing 95% of garbage, recycling and litter and placing into the appropriate receptacles at the Stadium's garbage corral. The Event Operator will be provided with a stock of toilet paper, paper towels, and soap and will notify the Stadium Operator when such supplies need restocking. Other materials will be supplied by the Event Operator. These services will be provided one hour before, during and after an Event until the Stadium is returned to its original condition as recorded during the pre-Event inspection, but no later than two hours after the conclusion of an Event.

The Event Operator acknowledges that the City is relying on timely completion of the services set out in (b) so that additional custodial services may be performed by a third party. If the Event Operator fails to complete these services within three hours after the conclusion of the Event, or if the services have deficiencies, or both, the Event Operator must, at its own expense, promptly complete or rectify such services (at no additional cost to the City), and the City may charge the Event Operator $100 for each hour the services remain incomplete. The Event Operator agrees that the City may setoff or deducted this amount from any fees owed by the City pursuant to this Agreement.

Stadium Area Activation Plan

2.31 The Event Operator will activate the food concessions in accordance with the Event and game attendance. If the Stadium is more than 25% full, as estimated by the Event Promoter, both concessions will be open and in full service. If only one concession is open, then the Event Operator will ensure that it opens the stand C concession. The Event Operator will coordinate food trucks with the Event Promoter based on expected attendance.
2.32 The Event Operator will implement a luxury suite program to meet the food and beverage needs of suite holders. Elevated offerings of both food and drink will accompany personalized service for the best possible luxury suite experience.
2.33 When the attendance is greater than 1500 guests, the stands may be served by a mobile beverage team offering guests the opportunity to purchase drinks while in their seats.
2.34 The Event Operator will create an exciting guest experience within the various locations in the Stadium.
2.35 If an Event has an anticipated attendance below the minimum number stated in section 2.1(b) of this Schedule, the Event Operator may work with the Event Promotor to arrange for food trucks to service the Event instead of opening concession. The Event Operator may not charge a rental or pad fee to the food truck in any circumstance. The Event Operator has final approval of the use of food trucks for all Key User Events, in the Event Operator's discretion.

3. Promotion Services

3.1 Upon request from the City, the Event Operator will provide guidance and execution of Stadium promotion for large scale events such as concerts and festivals to local, national, and international promoters. The Event Operator will communicate and coordinate with the City, Stadium Operator and Key Users for the use of the stadium.
3.2 If the City requires marketing of the Stadium through traditional mediums (digital advertising, television advertising, radio advertising, print media and public relations), the Event Operator will leverage its network for marketing expertise.
3.3 All City hosted Events held at the Stadium will be produced under the City of Langford and not the Event Operator brand for marketing materials.

4. Event Liaison Services

4.1 The Event Operator will provide event liaison services on behalf of the City which includes:

• (a) Ensuring the Stadium is booked with the Stadium Operator;
• (b) Conducting site inspections and answering questions from potential Event Promotors;
• (c) Ensuring venue rental agreements and insurance are in place for each Event;
• (d) Ensuring safety, traffic, security, parking, and communicable disease prevention plans are in place for each Event and that third parties (such as the RCMP and the Fire Department) are notified;
• (e) Acting as the Stadium's host and point of contact during each Event;
• (f) Providing logistics support for each Event, meaning showing the Event Promoter where to place components of its Event (such as merchandise booths, vendor booths, food trucks, etc.) and ensuring pedestrian flow and safety issues do not arise during or due to placement;
• (g) Acquainting the Event Promotor with the Stadium and completing pre-Event walk throughs upon Event Promotor's arrival at Events, and completing post-Event walk throughs to inspect for damage; and
• (h) Ensuring each Event Promoter has the following services in place, based on the nature of the Event:
  • (i) Security,
  • (ii) Traffic control,
  • (iii) First aid,
  • (iv) Ticketing services,
  • (v) Payment services,
  • (vi) ATM services,
  • (vii) Event management, production, and coordination services,
  • (viii) Audio and visual services,
  • (ix) Trolley or shuttle services, and
  • (x) Food trucks.

5. Event Management Services

5.1 If requested by the Event Promoter, the Event Operator will manage all aspects of an Event. The Event Operator will ensure it provides Event Promoters with a wide range of third-party service providers to select from when planning the Event, to suit a range of needs and budgets, to ensure that the Stadium is an attractive and cost-effective community venue. The Event Operator must seek competitive proposals for such services to ensure value for Event Promoters, and will add additional service providers over the course of the Term. If only one service provider is available, the Event Operator must demonstrate that only one service provider was qualified or available to provide such service. The Event Operator may not offer third-party providers exclusive rights to provide services for Events at the Stadium.
5.2 Services that the Event Operator may arrange include:

• (a) Security — The Event Operator will manage and coordinate the outsourcing of security services. It will ensure that security meets the City's liquor license requirements at each Event, and will arrange additional security for players, artists, and staff etc. as required.
• (b) Traffic Control — The Event Operator will manage and coordinate the outsourcing of traffic control services, which is required when the Stadium has a large number of expected attendees per day.
• (c) First Aid — The Event Operator will manage and coordinate the outsourcing of first aid support. The Operator will ensure the first aid provider is engaged with the Event Promotor to ensure that all appropriate first-aid support and materials are available to meet the requirements of the Event.
• (d) Ticketing — The Event Operator will provide or coordinate ticketing services upon Event Promoter request, which may include a third-party ticketing system (a standalone website for ticket purchases, sales data, fee processing, emailing tickets, and on-site ticket scanning), and staffing of ticket booths. The Event Operator will ensure ticket booth staff are trained, and that consistent staff are used where possible.
• (e) Payment — The Event Operator will provide the POS System and its account for the collection of payment for merchandise and fundraising activities where requested by the Event Promoter, and will remit revenue to the Event Promotor. The Event Promoter will be required to pay the POS System's service fee on the sum of transactions. The Event Operator can provide staff to operate a merchandise booth upon the Event Promotor's request.
• (f) ATM Machines — The Event Operator can arrange for day-of ATM services at the Event Promotor's request, and permanently affixed machines. The Event Operator will oversee the security of the ATM machines, and will be responsible for any loss or damage.
• (g) Event Management, Production and Coordination — The Event Operator will provide or arrange for event management, and event production services where requested by the Event Promoter. This includes operations, stage setup, audio-visual, sound, box office, and ingress/egress control.
• (h) Sponsorships & Advertising — The Event Operator may sell sponsorship, advertising, season tickets and suites if requested by the Event Promoter.
• (i) Audio & Visual Services — The Event Operator will arrange for a qualified third party to provide audio and visual services, which includes services for broadcasting, replays and streaming.
• (j) Food Trucks — The Event Operator will maximize concession use and only use food trucks when necessary and based on expected attendance at the Event.

The Event Operator will use a standard process to vet, book, and manage food truck vendors which includes:

• (i) Creating and using a standard application and agreement for food truck vendors, and assessing eligibility to provide food at Events;
• (ii) Ensuring food trucks have a valid business license and insurance in place;
• (iii) Ensuring food trucks are approved by the Vancouver Island Health Authority;
• (iv) Ensuring the food trucks meet NFPA 96 standards, and have fire safety-related servicing up to date including: up to date service tags for the fire suppression system, the k-class fire extinguisher, and the ABC fire extinguisher; and an up to date sticker as proof of recent steam cleaning for flammable grease;
• (v) Compiling and storing signed agreements; and
• (vi) Scheduling and coordinating the food trucks at Events.

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SCHEDULE "B" — Equipment

The following tables list the Equipment provided to the Event Operator for usage in the Services. The City will provide the Event Operator with an updated schedule from time to time to reflect changes in the Equipment inventory.

Table 1: Technology Inventory

Table 2: Catering Room Inventory

Note: The source contained some rows where item descriptions or counts were partially truncated; the table above reflects the extracted content verbatim.

Table 3: South Concession Inventory

Table 4: West Concession Inventory

Note: Photo numbers referenced in these tables reflect labels in the original equipment inventory where available.

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SCHEDULE "C"

Food, beverage and liquor service at Events

Note: Table reproduced verbatim from source. Symbols (V, /, '7) retained exactly as extracted.

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SCHEDULE "D"

The Event Operator will provide the following General Event Support Services for all non-Key User Events:

• (a) Open and close the Stadium on non-Key User Event day (times to be agreed between the Event Operator and the representative of the non-Key User);
• (b) Provide regular and ongoing washroom maintenance and washroom supply stocking during the non-Key User Event;
• (c) Deploy the City owned cattle fencing as needed;
• (d) Review the ingress/egress plan with the representative of the non-key user prior to the non-Key User Event;
• (e) Review the site map with the representative of the non-key user prior to the non-Key User Event to ensure functionality;
• (f) Provide two CCGF staff who will be present at all times during the non-Key User Event.

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Tetra Tech Canada Inc. - Lease Renewal

Staff Report to Council

DATE: Monday, August 21, 2023
DEPARTMENT: Administration
SUBJECT: Tetra Tech Canada Inc. - Lease Renewal

BACKGROUND

By a purchase and sale agreement dated May 2, 2023, the City purchased 117-877 Goldstream Ave, Langford V9B 2X8, legally described as PID: 026-075-113, Strata Lot 24, Plan VIS5151, Section 5, Esquimalt Land District, together with an interest in the common property in proportion to the unit entitlement of the Strata Lot (the “Property”). Upon completion of the acquisition, the seller assigned all rights as landlord in the existing lease of the Property to the City.

Since July 5th, 2011, Tetra Tech Canada Inc. (“Tetra Tech”) has leased the Property. Tetra Tech is a global provider of consulting and engineering services. Tetra Tech supports global commercial and government clients focused on water, environment, sustainable infrastructure, renewable energy, and international development. The most current renewal term of the lease with Tetra Tech expired on July 31, 2023. Tetra Tech has maintained its status as a month-to-month lessee for the month of August during ongoing negotiations for a lease renewal.

COMMENTARY

Staff recommend that the lease be renewed for a period of six months on the terms of the lease as attached. After completion of the term, the tenancy will automatically renew on a month-to-month basis at the discretion of the City provided however that the City shall provide not less than 60 days written notice of its intention to terminate the lease. The Tenant may terminate this lease at any time after three months by providing written notice of termination at least thirty days before the intended termination date.

FINANCIAL IMPLICATIONS

Under the proposed renewal, Tetra Tech will maintain the same monthly rental payments as in their previous lease, which amount to $3,879.17.

LEGAL IMPLICATIONS

Dispositions of land must be approved by the City and proper notice must be given in accordance with the Community Charter; this notice has been given. A lease is considered a disposition of an interest in land in accordance with the Community Charter.

OPTIONS

Option 1
THAT Council approve the lease and direct that it be signed by the Mayor and Chief Administrative Officer on the terms substantially as presented, although minor amendments may be made prior to signing.

OR Option 2
THAT Council direct staff to take no action at this time with respect to renewing the lease.

Respectfully submitted,
Author: Marie Watmough, Deputy Director of Corporate Services
Concurrence: Donna Petrie, Senior Manager of Business Development and Events
Concurrence: Yari Nielsen, Director of Parks, Recreation and Facilities
Concurrence: Matthew Baldwin, MCIP, RPP, Director of Planning and Subdivision
Concurrence: Katelyn Balzer, P.Eng., Director of Engineering and Public Works
Concurrence: Michael Dillabaugh, CPA, CA, Director of Finance
Concurrence: Braden Hutchins, Director of Corporate Services
Concurrence: Darren Kiedyk, Chief Administrative Officer

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Vancouver Island South Film and Media Commission Lease Renewal

Staff Report to Council

DATE: Monday, August 21, 2023
DEPARTMENT: Administration
SUBJECT: Vancouver Island South Film and Media Commission Lease Renewal

BACKGROUND

The City leases out 2826 Bryn Maur Road for business and office space use (the “Premises”). Currently, the Premises is due for a possible renewal with Vancouver Island South Film and Media Commission (the “VI Film and Media Commission”).

VI Film and Media Commission is a non-profit organization established in 1984. Its mandate is to market and promote the locations, skills, and creativity inherent on Vancouver Island to the global film industry. Over the past year, the VI Film and Media Commission has been leasing the Premises, and during their term, the City has experienced a surge in film-related business and activities. This increase in film business has had a positive effect on various sectors, including the local hotels.

The current lease with VI Film expired on July 19, 2023. VI Film has maintained its status as a month-to-month lessee during our ongoing negotiations for a lease renewal.

COMMENTARY

Staff recommend that the lease be renewed for a period of four years on the terms of the lease as attached.

FINANCIAL IMPLICATIONS

Under the proposed renewal, VI Film and Media Commission will maintain the same monthly rental payments as in their previous lease, which amounts to $1,200.00.

LEGAL IMPLICATIONS

Dispositions of land must be approved by the City and proper notice must be given in accordance with the Community Charter; this notice has been given. A lease is considered a disposition of an interest in land in accordance with the Community Charter.

OPTIONS

Option 1
THAT Council approve the lease on the terms substantially as attached and authorize the Mayor and Chief Administrative Officer to execute the documents subject to such minor amendments as may be required.

OR Option 2
THAT Council direct staff to take no action at this time with respect to renewing the lease.

Respectfully submitted,
SUBMITTED BY: Sam Prette, Manager of Contracts and Agreements
Concurrence: Yari Nielsen, Director of Parks, Recreation and Facilities
Concurrence: Matthew Baldwin, MCIP, RPP, Director of Planning and Subdivision
Concurrence: Katelyn Balzer, P.Eng., Director of Engineering and Public Works
Concurrence: Michael Dillabaugh, CPA, CA, Director of Finance
Concurrence: Marie Watmough, Deputy Director of Corporate Services
Concurrence: Braden Hutchins, Director of Corporate Services
Concurrence: Darren Kiedyk, Chief Administrative Officer

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Change-Makers Gathering Festival — Final Report

Cover / Correspondence

June 17, 2023

Donna Petrie
City of Langford
dpetrie@langford.ca

Dear Donna,
Re: Final Report – Change-Makers Gathering Festival – June 10, 2023

I am pleased to provide you with the final report for the Change-Makers Gathering Festival held on June 10, 2023, at Starlight Stadium.

The festival was well-attended, and we received positive feedback from our guests, performers, workshop facilitators, artisans, non-profits, VicPD and RCMP representatives, operations and food and beverage teams. This final report includes a project the project, honouring the Indigenous lens, outcomes, completed tasks, outstanding issues, lessons learned, and communications materials.

Thank you for your trust in hiring me to work on this meaningful project.

Sincerely,
Charla Huber, MA, CIHCM
Indigenous Communications & Indigenous Relations Consultant

Table of Contents

• ACKNOWLEDGEMENTS
• PROJECT SUMMARY
• HONOURING THE INDIGENOUS LENS
• OUTCOMES
• COMMUNICATIONS MATERIALS
• CLIENTS

ACKNOWLEDGEMENTS

The Change-Makers Gathering Festival was a solid demonstration of how effective a collective community is. There were many partners and friends who came together to create this fantastic event, experience, and demonstration of how to honour Indigenous knowledge. Hych’ka Siem to all involved!

PROJECT SUMMARY

The Change-Makers Gathering Festival was held on June 10, 2023, at the Starlight Stadium. The free community festival was a partnership between City of Langford and Charla Huber Indigenous Communications Ltd.

The event was designed to honour and celebrate Indigenous people and culture and to provide an opportunity for community members of all backgrounds to come together in a comfortable setting and honour the launch of June, Indigenous History Month.

The event was sponsored by City of Langford, FortisBC, Westshore Parks & Shore, Fortis BC, YMCA, Metchosin Arts & Cultural Center Association, Metchosin Fire Department, Keycorp Developments, Langford Heights Development, CHEK News, Black Press Media, and Victoria Foundation. The festival was based on the Elders’ teaching “If you feel it in your heart, you should do it,” and was structured to honour Indigenous knowledge in a fun, interactive and welcoming way for everyone.

The festival offered free drop-in cedar weaving, a community art project, a teen zone, a reading and language tent, and drum making workshops. Indigenous Elders and Knowledge Keepers lead these workshops. Indigenous Drum and Dance Groups performed during the day, and non-profits and Indigenous artisans had booths set up. Ren Louie shared his published children’s story, Shirley Alphonse shared a language lesson, as well as Hulitan performing their “Journeys of the Heart”, and Marlene Cliffton with children’s drumming.

Westhills YMCA-YWCA offered facepainting and West Shore Parks and Recreation had a “Teen Zone” set up that provided 50 skateboards that teens could paint. They also brought in arcade games and comfy seating.

VicPD and RCMP represented by bringing their ceremonial canoe for display and tours of their squad cars.

Bannock tacos were served to all guests in attendance for no charge. Last year Daphne Underwood from T’Sou-ke First Nation taught Langford food and beverage team how to make Bannock, and this year they took those teaching and carried them forward. FortisBC has sponsored the lunch that consisted of 500 free Bannock tacos.

HONOURING THE INDIGENOUS LENS

The festival was based on the Elders’ teaching “If you feel it in your heart, you should do it.” We provided a free hosted lunch and free Indigenous workshops as well other free activities for teens, youth and families. The festival was organized with the intention of reducing as many barriers as possible to all in attendance. All artisans were provided a table, chairs, and space to set up at no cost. Every Indigenous Knowledge Keeper, performer and helper were compensated for their time.

Yellow Wolves Drummers from Tsartlip First Nation and Lekwungen Dancers from Songhees and Esquimalt Nations performed on the stage, as well as Ahousaht Victoria Cultural Group.

We had nineteen youth volunteers to assist during the day. Seventeen of the youth volunteers were indigenous, most from Beecher Bay. The youth assisted the VicPD and RCMP, the community art project, the language and story tent, the teen zone, cedar weaving and drum making, drum and dance groups, and with assisting Elders and Knowledge Keepers.

Elder Linda Rabideau from Ditidaht First Nation taught drop-in cedar weaving workshops. More than 200 cedar bracelets were made by the attendees. Linda harvested and prepared all the cedar for the workshops.

Between 11:00am and 5:00pm, over 100 drums were made at the festival and the drop-in workshops lead by several Indigenous knowledge keepers:

• Natasha Parish, Haida Nation
• Henry Chipps, Scia’new First Nation
• Rick Peter, Cowichan Tribes
• And several other helpers.

Dahlila Charlie from Scia’new First Nation hosted a community art project workshop. She painted a eagle on a 10’ x 5.5’ canvas and participants were able to colour a feather to attach to the canvas. Dahlila is an established young artist who has painted many drums, community art projects, and has her work featured in art galleries.

The festival logo is titled “Hands of Change” by Chris Paul, Tsartlip Nation artist. Paul was compensated for the use of the logo for the festival last year as well as this year.

Last year T’Sou-ke Nation Elder Daphne Underwood taught Langford’s food and beverage team how to make bannock for the free bannock tacos that were provided to all guests. The teachings from Daphne were carried over to the team this year. 500 Vegetarian and meat chili were offered.

OUTCOMES

• Despite the rain, attendees arrived starting at 10:45am waiting for the festival to open.
• Many people attended for several hours and participated in a variety of activities, enjoying food and entertainment.
• The drum making, cedar weaving and community art project workshops were busy until 5pm. More 100 drums were made, and more than 200 cedar bracelets were made, 50 skateboards were painted in the teen zone.
• By honouring Indigenous Knowledge, we provided a place for Indigenous community members to share their knowledge, teachings, and culture to people wanting and willing to learn in a respectful way.
• The bannock tacos were a huge hit and great opportunity to share a cultural food many people hadn’t tried. 500 tacos were enjoyed by participants.
• Many artists expressed gratitude to have a place to sell their art that did not charge for the spot. Several artists let us know they sold a lot of art at the event and enjoyed the event.
• Drummers and dancers expressed gratitude for being invited to the festival and for the free bannock tacos.
• Many attendees commented that without the Change-Makers Gathering Festival they would have never had the opportunity to experience Indigenous arts that were offered at the drop-in workshops.

COMMUNICATIONS MATERIALS

(Communications materials included in the final report package — promotional and program materials were prepared for the event.)

CLIENTS

(List of clients and stakeholders engaged in the festival are recorded in the project materials.)

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(End of extracted content from pages 296–351.)