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HomeMy WebLinkAboutM-02-0800- _ - DISTRICT 4 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM CHAIRMAN REGALADO TO: Carlos Gimenez DATE : May 31, 2002 02 a �E : P ' :56 City Manager SUBJECT: Discussion Item FROM: Tomas Reg ado REFERENCES: Commissioner ENCLOSURES: Please place the following item on the agenda of the City Commission meeting to be held on June 13, 2002. • Discussion about a proposed mega concert on New Year's Eve (December 31, 2002). Cc: Agenda Office 02-- 800 :her of ling:: ent SpT EnterldnmeM � U SETTLEMENT DATE: EVENT: New Years Bash Raisa Piitaluga SUBMITTED TO: Mayor Manny Diaz Vice President DATE(S): 12/31 02 �� # OF SHOWS: 1 PROMOTER: City Of Miami VENUE: B Front CONTACT: BpM Entertainment Consultants CITY/STATE: Miami ESTIMATED ATTENDANCE TICKET PRICE BO,OOO EnieAalnnrenf 20% 350,570.00 Advertising Airfare $ $ 80 000.00 50,000.00 Participant Insurance..— TOTALVARLARLE 80 000 17,600.00 368,170.00 Artist Headliner 1 or 2 $ 1,000,000.00 Artist during the day show talent Back Line / Band Gear Barge and Fire works 20 min show 14 1 $ $ $ 100,000.00 4,000.00 50 000.00 TOTAL VARIABLE: estimated 368 170.00 Barricades /Cable Ram Camper 4 $ $ 8,000.00 2,000.00 TOTAL FIXED: 1,752,850.00 Catering $ 4,000.00 TOTAL BREAKEVEN EXPENSES: $ 2,121,020.00 Fencing Fenci $ 4,000.00 Forklift 1 $ 1,000.00 INCOME: Generators 3 000.00 Enhance Golf Carts 1 000.00 Hotel 5 000.00 SPONSORSHIP Light-- out door M3$ 2 000.00 Title Miscellaneous 0 000.00 Si Sponsor Over Ni ht Security1 000.00 Transmission Palm Removal/ Placement5 000.00 Passes and wrist bands $ 1,000.00 cos sors Photographer 1 $ 1,000.00 TOTAL GROSS $ Private Security t 00oft 17.5x 11 $ 20 000.00 Production manager $ 7,000.00 $ 2,121,020.00 Public Toilets 20 $ 4,000.00 Radios Rental Runners 20 2 $ $ 2000.00 t 000.00 ­AU mUM&M ME ES MATES SUBJECT TO CBANGE S&L Stage $ 80 000.00 Sfte Mana er 2 $ 4,000-00 e staff $ 15 000.00 Tables and chairs $ 2,850.00 Transportation $ 15,000.00 Video Giant screen 2 $ 40 000.00 VIP food 2400@$25 $ 60,0D0.00 VIP Tent $ 5,000.00 City Costs Street block .25x1500'x12 $ 4500.00 C4 of Miami Admisnistrative Fees $ 3,000.00 Elactriciantpermit 1 $ 1500.00 Fire pgtTbng unit 1 $ 2,000.00 Fire inspectors 2 $ U00.00 Fire Rescue 2 $ 2,000.00 First aid and nurse 1 $ 1000.00 Police 320 off X11 $ 95 000.00 Waste management $ 15,000.00 Total City Cost: $ 125,000.00 TOTAL FIXED EXPENSES: $ 1 752 850.00 Submitted Into the public, record in connect€on item Yp q. C on Prisciiia A. Thom OPV ` 00 � U N aD t7 O Raisa Piitaluga Vice President ■ z �� Submitted Into the public, record in connect€on item Yp q. C on Prisciiia A. Thom OPV ` 00 I* �k Xoo About Us Founded in 2000, 8PM Entertainment provides clients with a combined fifteen year experience implementing unique and highly successful promotional programs and event services. We pride ourselves in offering quality, cost-effective, strategic non-traditional program execution. Our staff resources are seasoned event management professionals that understand the importance of your project to your organization and will work closely with your organization to ensure that your communication goals and vision are conveyed to your audience in the most effective method. 8PM delivers a full range of communication and productions services in the following key areas: production, talent management, sponsorship programs, and event marketing. Our Objectives • Execute a high profile and relevant entertainment property that will enhance your Company's overall business goals • Provide your company with the highest degree of expertise available, developing a unique property with broad appeal reaching your market • Ensure that your Company's marketing program delivers incremental product awareness/sales through promotional activity surrounding the events • Provide consumers and retailers with incentives for product purchase • Generate a high profile and positive publicity through successful innovative programs • Strengthen your Company's positioning in the target market Our Services Production Capabilities: ❖ Lights •'• Sound ❖ Stage •'• Ground transportation •'• Logistics •'• Security •'+ Catering •'• Hotel Accommodations •'+ Travel arrangements Talent: •'• Booking •'• Management •'• Diverse Gender •'• Theatrical •'• Pageants •'• Strolling Entertainment ❖ TV & Movie personalities ❖ Politicians •'• Professional Speakers Our Services Sponsorship Programs: •'• Corporate events •'• Sporting events •'• Festivals ❖ Fairs •'• Concerts ❖ Non- profit •'• Fundraisers •'• Galas ❖ Conferences & Exhibits Our Services Event Marketing: •'� Promotion •'� Advertising •'+ Consulting •'• Premium Items ❖ Film & Video •'• Survey & Measurement ❖ Digital Media ❖ Networking & Alliances Our Services •:� Production Manager •:� Tour Manager •:� Road Manager •:� Booking Agent •:� Artist Management •:� Stage Manager •:� Contract Manager Our Team •:* Public -Relations Specialist •:� Marketing Manager •:� Graphic Designer •:� Web Master ****Promotional Manager Reference List 8PM has worked with various clients and venues such as American Airlines, '� �6. W. €i e r li •��{ Heineken, SFX, NOKIA, and James L. Knight Center, just to name a few. So,- whether you are a Fortune 500 company planning your annual meeting for 3,000 business partners and employees, or you're a growing company in need of developing a new strategy to reach your target market 8PM will use a refreshing production approach with proven success. Iff" r . _.. T <. :SM- 0M W1 r ,_.A�T&T .m rlo�f i .**I, — 00 Nocw Ycae�':J '.r.. e a' mi I n �. sr e r LL NET II m n m r r M- - m NNEM n r jJIM ■ ■` E,® Aff r ti d r � , r 1. r n i6r' ■ Al r m ,.. it IN j , O',m = 1 This proposal is proprietyry,o 8PM Entertainment Consultants, LLC., and we reserve all h to full confidentiality in the informer on contained herein. The information should not be shared wi a y other parties except the company and its advertising agencies. Recognizing that there are additional tails of both a legal and financial nature which must be negotiated and agreed upon, it is our mutual understanding that we will not be contractually obligated to you, nor you to us, unless and until a binding written agreement has been agreed upon and signed by both parties. Event's Description The City of Miami will host the New Year's Mega Concert, this offers our city a unique opportunity to showcase our multicultural environment and benefit our community both economically and culturally. Leverage Miami's position as a world-class destination for arts, entertainment, and events. On December 31St• the Mega Concert will be the perfect venue to end 2002, providing momentum for the lowering of the Orange and concluding with a grand display of fireworks and laser show that will definitely welcome the New Year. i %FOPI {� tai r. . i.n- . k Ail - rt r r•�r-rte-�� .I L 1501 5130 Y,mMnn AD :No`- Ba i€ e — _ r-Aarket No i. ■ ["lialliarin Ba',•tront " F T FHm M U*Tmml Biscayne Preserve Stands � Video VIP F-] Stage Stands Sample sponsor a IT ullm 6 " FWAM 7 I ppr- �• „L - 1 . - tar " A. Salsa 06. rem Po F� 1 Y �n WY Simi Suggested eadliner The best representative talents will perform starting at 12:00 noon. Day time performers will offer a variety of acts that will appeal to all ages and backgrounds. The headliner will be set to perform from l Opm to 11:30pm. The proposed headliner talent will have an American and Hispanic following. Talent selection will depend on availability and budget. A unique stage in the water will offer an element of surprise, taking advantage of our location. The stage, lights, video, lasers and sound will be built on barges docked on the water in front of Bay Front Park. This will allow the entire coast line of downtown Miami to enj oy a great concert celebrating the end of 2002 and welcoming the New Year. The public will also have the opportunity to enjoy the concert from giant screens located in the downtown area buildings. Televised and web cast possibilities. Satellite Uplink Opportunities One Carrier V Multiple Carrier Fire Works Extravaganza -__ • Best way to endhe New Yef' the Americas is with a MM spectacular finale enjoying a magnificent customized display of fireworks! • As one of the world's largest manufacturers of pyrotechnics, Zambelli can provide the greatest variety of "high quality" and "customized" shells, in conjunction with the finest fireworks amassed from around the world. • Even with today's technological advances, Zambelli pyrotechnicians still hand pick every shell for each show to ensure that the designed effect is achieved. 4 u CT JL A M®up,4-r RumHPAotoe V Aa • 46F 1 Rr-W 0 R K S Television RECOMMENDED MEDIA BUY Channel 2 PBS Channel 4 CBS Channel 6 NBC Channel 7 FOX Channel 10 ABC Channel 23 Univision Print Miami Herald El Herald Sun Sentinnel New Times Street Ocean Drive Channel 51 Telemundo Diario de las Americas Channel 69 Telefutura Radio Classica 92.3 Coast 97.3 Y100 Love 94 Lite 101.5 Spirit 89.7 Mega 103.5 Magic 102.7 Radio Disney Power 96 Romance 106.7 Salsa 98 El Zol PR & Press Manager Andres Pichone PR Assistant Photografer National Director TV Radio Print Internationial Director N Web Print Consulates & Diplomats Signal & Transmission Manager VIP Resemption New Years Mega Concert Manny Mora Project Manager PM Asst Operations Manager Legal Consultant Marketing Manager Raisa Pittaluga King Lancaster PatriciaFuller Transportation Coordinator Operation Assistant Recap Manager Maketing Assitant Air transportation Accodations Local transportation Buses Limos Boats RVs Golf Carts Production Manager Talent Coordinator Tony Parodi Booking Asstistant Fireworks Catering Company Anglo Latin CPA YMS&Co. P.0 I Head Liner I Stage Manager Light Company Sound Company Struture 4radios' Stands Forklifts Generators Generators Stage FHO Vip Tent Portable Toilets Sponsorship Marketing Associate Advertising Media Buyer Safety Manager Security Coordinator Police Coordinator Fire Marshall Director volunteers Paramedics Friday 12/27/02 8:OOAM CONTINUATION OF STAND SET UP, STAFF ARRIVE AT THE SITE MARK AREAS AND STAGE, PRODUCTION BRIEF DELIVERY & AND PLACEMENT OF ELECTRICALSERVICE, GENERATORS ARRIVE ON SITE 9:OOAM STAGEHAND CREW CALL STAGE PRODUCTION BRIEF STAGE PRODUCTION BEGINS PHOTOGRAPHERS ARRIVE 12:OOPM LUCH BREAK 1:OOPM STAGE PRODUCTION CONTINUES INSTALATION OF FENCES VENUE SERVICES LOAD IN - CONCESSIONS 6:OOPM STAGE PRODUCTION SIGN OUT 7:OOPM STAFF DEPARTS FROM SITE OVER NIGHT SECURITY BEGGINS Time Line Setup.* 9 Saturday 12/28/02 8:OOAM CONTINUATION OF STAND SETUP STAFF ARRIVES ON SITE 9:OOAM COMMUNICATIONS RADIOS DELIVERY ON LOCATION SITE TENTS ARRIVE ON SITE REVIEW AND POSICIONING ACCORDDING TO LAY OUT 9:30 SETUP TENTS PORTABLE BATHROOMS ARRIVE AND PLACED IN POSSITION 10AM BARGE IN PLACE IN FRONT OF BAY FRONT PARK WITH SUPPORT BOATS FOR TRANSFER. STAGE PRODUCTION CONTINUES INSTALLATION OF FENCES AROUND OCEAN FRONT, STAGE AREAS AND MIX SITES DELIVERY AND PLACEMENT OF OFFICE TRAILERS/ MOTOR HOMES DRESSING ROOMS TENT SET UP AND PORTALS CONTINUES DELIVERY OF TABLES / CHAIRS AND GOLF CARTS 12:OOPM LUCH BREAK STAGE PRODUCTION CONTINUES SET UP VIP ZONES 6:OOPM \ / STAGE PRODUCTION SIGN OUT 7:OOPM STAFF DEPARTS FROM SITE ■ OVER NIGHT SECURITY BEGGINS Time Line Show Days Sunday 12/29/02 8:00 -Ai\I STAFF ARRIVES PRODUCTION BRIEF COMMUNICATION ASSIGMENT (RADIOS) STAGE PRODUCTION COMPANY ARRIVES ON SITE 9:00 -ANI STAGE CREW CALL STAGE PRODUCTION BRIEFING STAGE PRODUCTION BEGINS LIGHTING SYSTEM STRUCTURE DELIVERY & PLACEMENT OF LIGHTING SYSTEM GROUNDS AND SITE INSPECTION 11:00 -Al\I PRODUCTION BRIEF TALENT COOORDINATION MEETING 12:00Pnl STAGE PRODUCTIONS CONTINUES LIGHTING/ SOUND LOWERS SECURE BACKSTAGE AREA, FENCE, PANELS, VIPS, STAGE, VENUE, MAINTANCE:ELECTRICAL SERVICE CONNECTING FINISHED LUNCH STAGEHANDS AND STAFF ?:00PAI SIGNAGE INSTALLATION BOOTHS DELIVERY OF ICE STORAGE CONTAINERS SIGNAGE INSTALLATION MISC DELIVERIES 3:00Pl\l LOAD INBAND GEAR /INSTRUMENT DELIVERY 5:00Pl\l SOUND REINFORCEMENT AND LINE CHECKS FENCE ALL STAGE AREAS SECURED FINAL PREPARATION OF STAGE AREA G:OOPl\-1 STAGE PRODUCTION CONCLUDED SIGN OUT OVERNIGHT SECURITY STAFF ARRIVES AND SIGNED POST 7:00Pl\ l CLEAN UP CREW ARRIVES STAGE ASSIGMENTS FOR THE SITE VENDOR/EXHIBITOR SET UP AND LOAD IN CLOSE LAST CALL STAFF DEPARTS FROM SITE Monday 12/30/01 7:00.A1 STAFF ARRIVES AT SITE PRODUCTION BRIEF INVENTORY CHECK INSPECTION SET UP BOOTH WITH TABLES AND CHAIRS COMMUNICATION ASSIGMENT RADIOS 9:00-lAl STAGE HAND CREW CALL STAGE PRODUCTION BRIEFING SECURITY FIRM ARRIVES /COMMAND POST FINAL SIGNAGE INSTALLATION 9: 0AAl EMPLOYEES/SECURITY MAN THEIR POST 10:00-AAl SECURITY SWEEP/CLEAR VEHICLES FINAL CALL VENDORS MC ARRIVES FIRE WORKSSTAFF ARRIVAL BEGGIN FIRE WORKS SET UP 11:00 -AAA ICE RINK AND AMERICAN SHOW CASE OPENS MUSIC BEGINS Time Line Show Days 12:00Pl\l STAGE PRODUCTIONS CONTINUES LIGHTING/ SOUND LOWERS,FENCE PANELS VIPS, STAGEVENUE SERVICES SET UP 1:OOPM ELECTRICAL SERVICE CONNECTING FINISHED LUNCH STAGEHANDS AND STAFF 7:OOPM OVERNIGHT SECURITY STAFF ARRIVES SECURE STAGE AREA 9:OO.AI STAGE HAND CREW CALL STAGE PRODUCTION BRIEFING SECURITY FIRM ARRIVES /COMMAND POST FINAL SIGNAGE INSTALLATION 9:3QAAJ FINAL WORKS INSPECUON ANI) FIN_U AI)JUSTI\IENS EMPLOYEES/SECURITY MAN THEIR POST 10:00 -AAI SECURITY SWEEP/CLEAR VEHICLES FINAL CALL VENDORS MC ARRIVES 11:00_-" l FESTIVAL OPENS MUSIC BEGINS CHECK IN FOR BAND/SETUP BOOTHS OPEN MC ANUONCES LINE UP, SPONSORS WELCOME 11:45.AAI SET UP FIRST BAND 12:OOPnI STROLLING ENTERTAINNJENT STARTS MUSIC PROGRAMING BEGIN 12:45 PA,I SET-UP New Years Day LOOPl\I 7:45Pni MUSIC PROGRAMING BEGIN LOAD OUT BEGINS 5:45P1\J SET-UP 1:45PXI LOAD OUT SOUND SET-UP BAND GEAR INSTRUMENT 6:OOPAI 8:OOPn 2:00PXI MUSIC PROGRAMING BEGIN MUSIC PROGRAMING BEGIN - 6:45P1tI 11:30PM uesday 12/31/02 HEAD LINER ENDS MUSIC PROGRAMING BEGIN 7:00AAl ZOOPIQ MC STARTS STAFF ARRIVES AT SITE SET-UP PRODUCTION BRIEF 11:59PM ORANGE DROP STARTS INVENTORY CHECK INSPECTION COMMUNICATION ASSIGMENT RADIOS 9:OO.AI STAGE HAND CREW CALL STAGE PRODUCTION BRIEFING SECURITY FIRM ARRIVES /COMMAND POST FINAL SIGNAGE INSTALLATION 9:3QAAJ FINAL WORKS INSPECUON ANI) FIN_U AI)JUSTI\IENS EMPLOYEES/SECURITY MAN THEIR POST 10:00 -AAI SECURITY SWEEP/CLEAR VEHICLES FINAL CALL VENDORS MC ARRIVES 11:00_-" l FESTIVAL OPENS MUSIC BEGINS CHECK IN FOR BAND/SETUP BOOTHS OPEN MC ANUONCES LINE UP, SPONSORS WELCOME 11:45.AAI SET UP FIRST BAND 12:OOPnI STROLLING ENTERTAINNJENT STARTS MUSIC PROGRAMING BEGIN 12:45 PA,I SET-UP New Years Day LOOPl\I 7:45Pni MUSIC PROGRAMING BEGIN LOAD OUT BEGINS 5:45P1\J SET-UP 1:45PXI LOAD OUT SOUND SET-UP BAND GEAR INSTRUMENT 6:OOPAI 8:OOPn 2:00PXI MUSIC PROGRAMING BEGIN MUSIC PROGRAMING BEGIN COLLECT AL TABLES AND CHAIRS, RENTAL 2:45PAI 8:45P1I\I SET-UP LOAD OUT BEGINS 5:45P1\J SET-UP HEAD LINNER 3:OOPIQ LOAD OUT SOUND MUSIC PROGRAMING BEGIN BAND GEAR INSTRUMENT 6:OOPAI 9:3 OPA-i 3:45PIQ HEAD LINER BEGGINS SET-UP COLLECT AL TABLES AND CHAIRS, RENTAL 6:45P1tI 11:30PM 4:00PAI HEAD LINER ENDS MUSIC PROGRAMING BEGIN SECURITY FIRM POST EVENT BRIEFING ZOOPIQ MC STARTS 4:45PIQ SET-UP 11:59PM ORANGE DROP STARTS 5:OOPl\l MUSIC PROGRAMING BEGIN 12:00 FIREWORKS BEGGINS LOAD OUT BEGINS 5:45P1\J SET-UP LOAD OUT SOUND BAND GEAR INSTRUMENT 6:OOPAI MUSIC PROGRAMING BEGIN LIGHTING SYSTEMS COLLECT AL TABLES AND CHAIRS, RENTAL 6:45P1tI EQUIMENT SET-UP SECURITY FIRM POST EVENT BRIEFING ZOOPIQ MUSIC PROGRAMING BEGIN Time Line Tear Down Wednesday 01/01/03 s:00AAl STAFF ARRIVES AT SITE POST PRODUCTION BRIEFING STAFF BREAKFAST 9:00.11bi POST PRODUCTION BEGINGS TEAR DOWN . STANDS.SIGNAGE. PORTABLE BATH ROOMS STAGE STRUCTURE AND BARGES VIP TENTS REMOVAL FENCES SITE RESTORATION 4:00P11\i PICK UP OF ELECTRICAL SERVICE PICK UP TRAILERS MISC PICK UPS CLEAN UP ASSESMENT OF DAMAGES THE ABOVE TIME LINE IS A CLOSE APPROXIMATION. EXECUTED UPON SIGNAGE OF LETTER OF INTENTION AND UPON DATED TIME LINE, BUDGET WILL BE SUMMITED FOR APPROVAL. Benefits • Offer a unique replacement for the Orange Bowl Parade. • Recover lost sponsorship opportunities • The New Year's Mega Concert will give the City of Miami an opportunity to host a unique event, supporting the position as a world class destination for arts and entertainment. • Enhance Miami's image locally, nationally and internationally • Showcase our multi -cultural community. • 8pm has capabilities to assist in sponsors • Timeframe is of essence • Generate revenue for our local businesses and community. • 8pm will custom design and successfully execute the City of Miami's promotion or production to best suit your various promotional and events needs.