Title
Special Events at Margaret T. Hance Park
Description
This report provides the Economic Development and Equity Subcommittee information on Margaret T. Hance Park's event process, activity and history.
THIS ITEM IS FOR INFORMATION ONLY.
Report
Summary
Margaret T. Hance Park (Hance Park) is a 32.5-acre urban site over the US Interstate Highway 10 within Downtown Phoenix, spanning the approximate area between 3rd Street and 5th Avenue, under the jurisdiction of the Arizona Department of Transportation (ADOT). Cultural institutions located within or directly adjacent to Hance Park include the Japanese Friendship Garden, Burton Barr Central Library, Phoenix Center for the Arts and the Irish Cultural Center and McClelland Library. Hance Park also offers recreational amenities and programming for neighbors and park visitors.
The newly sponsored Republic Services Garden and Fiesta Bowl PLAY area offer unique recreational opportunities on the western end of Hance Park. These recent improvements are part of the Margaret T. Hance Revitalization Project, a public-private partnership fundraising effort led by the Hance Park Partner Coalition, consisting of the Phoenix Parks and Recreation Department, Phoenix Community Alliance and Hance Park Conservancy.
The interest and popularity of Hance Park as an event venue has steadily increased. The prime downtown location, convenience to public transportation and venue versatility have proven to be key factors for event producers of various sized events to request use of the park.
Hance Park venue rentals will generally fall into three categories with the following indicators:
Ramada Reservation
- Contained activity to the Ramada(s) on site.
- Limited number of guests.
- Completed online, email, phone or in person.
Special Activity Request
- More than 50 guests.
- Includes catering, commercial event equipment and/or generator power.
- Special Activity Request form completed online or in person (form available in Attachment A).
Major Event
- In partnership with City Major Events Office (Phoenix Convention Center).
- Larger event infrastructure and public notification requirements.
- Attendance over 1,000.
- Street closure(s).
- Vending, liquor and/or a change in park hours of operation.
- Parks and Recreation Board review and approval for new events.
- Additional permits may be required based on the event production (public assembly, liquor, food, staging, tent, canopy, ADOT permits).
- City department planning meetings (Police, Fire, Streets).
- Special Event Reservation Application completed electronically via email (form available in Attachment B).
Hance Park is an important open-space resource for the Downtown Phoenix community and community at large. The eastern portion of the park seeks to balance the need for the park to function on a day-to-day basis for the emerging residential developments to the north and south with the need to accommodate large-scale events. Individuals interested in holding a special event in Hance Park can discuss their proposed event with staff and obtain the Parks Special Event Reservation Application by contacting the City of Phoenix Parks and Recreation Department at pks.events@phoenix.gov or 602-262-6412.
Individuals should contact the Parks and Recreation Department and submit the Parks Special Event Reservation Application at least 60 to 90 days before their proposed event date. Once the application has been submitted, it will be reviewed by staff. This review will evaluate the feasibility of the event request, taking into consideration already existing event dates, community impact, event logistics, infrastructure layout and required approvals and permits.
The event application process has been optimized to gather pertinent details allowing staff to gage venue availability, community impact and turf considerations. The application process allows producers to effectively demonstrate they have the experience, capacity and resources to provide a safe and productive public event.
Frequently successful events:
- Supply current fiduciary documents including certificate of insurance with correct declarations and indemnifications.
- Provide detailed maps with appropriate load paths.
- Effectively engage with the surrounding community, collaborative partners and stakeholders.
Events may experience challenges when they:
- Do not adhere to recommended timelines.
- Provide incomplete logistic information.
- Plan without making the integrity and sustainability of the park a priority.
As a resource to help producers successfully navigate through the application process, staff have compiled detailed event planning guidelines for Hance Park, and an event producers seminar is held every August. At this meeting park staff review event guidelines with new and returning event producers interested in holding events in downtown parks. Representatives from every permitting agency including Arizona Department of Transportation are also on hand to answer questions and provide tips and tools. The ADOT information is particularly impactful for Hance Park events, as a significant portion is built upon a structural deck (Deck Park Tunnel) located over Interstate 10. The structural deck supports the park and creates a corridor below to carry I10 traffic. The integrity and accessibility of the structure is critical and requires an additional event application and permit to be submitted to ADOT. Facilitation through ADOT insures proper weight distribution, load capacities and placement of structures are adhered to. The ADOT application can be submitted online on ADOT's website, and these application instructions and materials and available in Attachment C.
Hance Park is home to numerous festivals, concerts, and cultural and food events throughout the year and is one of the premier event venues and destinations in Downtown Phoenix. Over 20 substantial reoccurring annual events take place at Hance Park, attracting tens of thousands of guests. A list of the reocurring events planned for 2023 thus far is available in Attachment D.
Additionally, the City periodically bids to bring major national events, such as the Super Bowl and NCAA Final Four, to Phoenix. Successful bids to host these major events may require the City to include Hance Park as a potential venue to host official ancillary specialty events. In fact, Hance Park has been included in the bidding process for the following major events which Phoenix has hosted (with approximate attendance) or will be hosting:
Previous Events
- 2023 Super Bowl LVII Multiple Days 112,000
- 2017 NCAA Men’s Final Four Multiple Days 135,000
Upcoming Events
- 2024 NCAA Men’s Final Four
- 2026 NCAA Women’s Final Four
Location
67 W. Culver St.
Council District: 7
Department
Responsible Department
This item is submitted by Deputy City Manager Inger Erickson and the Parks and Recreation Department.