HomeMy WebLinkAboutM-84-1307n
CITY OF MIAMI, FLORIDA
30 INTER -OFFICE MEMORANDUM ✓ rf t,
4: 74
.0 Howard V. Gary DATE October 26, 1984
City Manager
SUBJECT 1985/36 Beauty Pageant —
Program -Lighting
Equipment Requirements
VROM C. Dean Hofineister, Exec. D . REFERENCES: }
City of Miami/University of Miami
James L. Knight Intl. Center ENCLOSURES:
We were requested to investigate the requisition of lighting
equipment sufficient to accommodate the Miss Teen U.S.A. Pageant in
January 1985; Miss Universe Pageant July 1985; Miss Teen U.S.A.
Pageant January 1986 and the Miss U.S.A. Pageant in May 1986.
The requirement to provide the lighting needs not only at the Center
but also at the remote filming sites is contained in the agreement
concluded between the Miami Host Committee and the Miss Universe
Pageant dated August 18, 1984 (attached). To date, no agreement has
been concluded which transfers the responsibility for the lighting
needs to the City of Miami.
However, we are informed the responsibility to provide the lighting
is indeed the City's and the Commission had authorized an expenditure
in this regard up to $120,000. We have been unable to locate thus
far a motion or resolution confirming this action.
In any event, the Center's management firm, FMG, Inc., has conferred
with the Pageant technical staff to determine their lighting needs.
The result has been an equipment list, included in the attached copy
of Mr. Connor's memorandum of October 18, totalling $408,210. to
purchase.
If.the City must purchase lighting equipment, we recommend acquiring
only those items that can be utilized in the future in the Center as
well as other City public assembly facilities. The remainder needed
for the Pageants can be rented. In Mr. Connor's memorandum this is
item #3 requiring an outlay by the City for the four pageants of an
estimated $380,000, i.e. $200,000 to purchase the basic equipment
plus $45,000 per pageafit for equipment peculiar to their needs.
However, if the City does not wish to purchase the equipment,
avoiding the future maintenance and repair costs, the needs for the
pageant could be rented for approximately $80,000. per event or a
total of $320,000. It may develop that this alternative will be the
only one available to the City because of time requirements for
purchase and delivery,. at least for the Miss Teen U.S.A. Pageant
} in January 1985.
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Howard V. Gary
October 26, 1984
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Whichever alternative is selected, our budget does not contain any of
these funds, and we would need an additional appropriation.
We would appreciate your advice enabling us to proceed through normal
acquisition channels.
cc: Cesar Odio, w/encl
Thom Connors, w/encl
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AGREEMENT made this 11th day of August, 1984,' by anAoween MISS
UNIVERSE, INC., ("Pageant") a California corporation having an office
at 1 Gulf & Western Plaza, New York, N.Y. 10023 and the GREATER MIAMI
HOST COMMITTEE, INC., ("Host") a Florida not -for -profit corporation
having an office at 400 S.E. Second Avenue, Miami, Florida 33131 c/o
City of Miami Convention Bureau.
WITNESSETH:
WHEREAS, Pageant is engaged in the business of promoting and
conducting pageants known as the "Miss Teen U.S.A. Pageant," "Miss
U.S.A. Pageant" and "Miss Universe Pageant" for the purpose of
selecting winners for the titles "Miss Teen U.S.A.," "Miss U.S.A."
and "Miss Universe";
WHEREAS, Host desires Pageant to conduct the 1985 Miss Teen
U.S.A., 1985 Miss Universe, 1986 Miss Teen U.S.A. and the 1986 Miss
U.S.A. Pageants at the Miami Convention Center ("Facility"), or such
other facility as may be approved by Pageant, located in Miami, Dade
County, Florida, under the terms and conditions hereinafter set forth.
NOW, THEREFORE, in consideration of the mutual agreements
hereinafter contained, the parties agree as follows:
1. Pageant shall hold the above -mentioned pageants at Facility.
The exact date for each pageant shall be determined in Pageants sole
and exclusive discretion, but the 1985 and 1986 Miss Teen U.S.A.
Pageants shall be held in January, the 1985 Miss Universe Pageant in
July, and the 1986 Miss U.S.A. Pageant in May. The schedule of events
culminating in the selection of a winner of the respective titles
shall include an Opening Ceremonies, a Semifinals (Presentation Show)
and the Finals.
2. (a) Pageant shall cooperate with Host in the establishment
and staging of ancillary events in connection with the contests, such
as the "Little Sisters" program, parades, fashion shows and photo-
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graphic events, special events for charity groups such as luncheons,
coronation ball and the like; provided, however, Pageant makes no
representation of any nature as to these events and assumes no
expense with respect thereto. Host is responsible for the scheduling
of any such events, including date, place, specific requirements and
invitation lists. All proceeds of any such ancillary events shall
belong to Host.
(b) Wherever reasonably possible, Pageant shall make refer-
ence to Host as the host of the pageants.
3. (a) For 1985, Host shall pay Pageant the sum of One Million
Dollars ($1,000,,0000) payable as follows:
(14J One Hundred Thousand Dollars ($100,000) upon
execution of this Agreement;
(iN/i Fifty Thousand Dollars ($50,000) on or before
September 1, 1984;
(iii) Fifty Thousand Dollars ($50,000) on or before
October 1, 1984;
(iv) Fifty Thousand Dollars ($50,000) on or before
November 1, 1984;
(v) Fifty Thousand Dollars ($50,000) on or before
December 1, 1984;
(vi) Fifty Thousand Dollars ($50,000) on or before
January 1, 1985;
(vii) Fifty Thousand Dollars ($50,000) on or before
February 1, 1985;
(viii) Fifty Thousand Dollars ($50,000) on or before
. March 1, 1985;
(ix) Fifty Thousand Dollars ($50,000) on or before
April 1, 1985;
(x) Two Hundred Fifty Thousand Dollars ($250,000) on
or before May 1, 1985; and
(xi) Two Hundred Fifty Thousand Dollars ($250,000) o
or before June 1, 1985.
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In addition, the first One Hundred Thousand Dollars ($100,000) of
proceeds from ticket sales from the 1985 pageants shall be paid to
Pageant on or before February 1, 1985. In the event the total pro —
coeds from ticket sales for the 1985 pageants shall amount to less
than One Hundred Thousand Dollars ($100,000), then the obligation
under this Paragraph for such year shall be satisfied by payment of,
such lesser sum.
(b) For 1986, Host shall pay Pageant the sum of One Million
Dollars ($1,000,000) payable as follows:
(i) One Hundred Thousand Dollars ($100,000) on or
before -August 1, 1985;
(ii)
Fifty Thousand Dollars
($50,000)
on or before
"September 1, 1985;
(iii)
Fifty Thousand Dollars
($50,000)
on or before
October 1, 1985;
(iv)
Fifty Thousand Dollars
($50,000)
on or before
November 1, 1985;
(v)
Fifty Thousand Dollars
($50,000)
on or before
December 1, 1985;
(vi)
Fifty Thousand Dollars
($50,000)
on or before
January 1, 1986;
(vii)
Fifty Thousand Dollars
($50,000)
on or before
February 1, 1986;
(viii)
Three Hundred Thousand
Dollars ($300,000) on or
before March 1, 1986;
and
(ix)
Three Hundred Thousand
Dollars ($300,000) on or
before April 1, 1986.
In addition, the first One Hundred Thousand Dollars ($100,000)'
of proceeds from ticket sales from the 1986 pageants shall be paid to
Pageant on or before February 1, 1986. In the event that the total
proceeds from ticket sales for the 1986 pageants shall amount to less
than One Hundred Thousand Dollars ($100,000), then the obligation under
this Paragraph for such year shall be satisfied by payment of such
lesser sum.
4. Any funds collected by Host for the purpose of staging and
conducting the pageants shall be applied first to satisfy Host's
obligations under this Agreement before any other creditors of Host are
paid.
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5. As the essence of this Agreement, and as an inducement to
Pageant to enter into this Agreement, Host shall furnish Pageant,
or have others furnish Pageant, without expense to Pageant, the
following for each pageant:
(a) Use of Facility, fully air-conditioned, for staging the
1985 Miss Teen U.S.A. and Miss Universe Pageants as well as the 1986
Miss Teen U.S.A. and Miss U.S.A. Pageants during the necessary
periods involved, together with all appurtenant facilities, fully
air-conditioned, including, but not limited to, a Pageant executive
staff office, a production office, a Pageant operations office,
dressing rooms, meeting -rooms, rehearsal rooms and the like. Said
Facility and remote locations shall be fully equipped with all nec-
cessary power and lighting requirements for color telecast throughout
the world via satellite, including standby generators as required by
Pageant.
Pageant shall be responsible for the cost of construction
of the scenic elements as designed by Pageant. Pageant shall have ac-
,cess to the Facility during regular working hours for at least twenty
(20) days prior to each telecast and two (2) days subsequent to the
telecast date for the purposes of hanging scenery, placement of ramps
and other physical requirements necessary for the staging and production
of the contest, cleanup and packing. Labor to hang scenery, place ramps
and to accommodate Facility and remote locations for the staging and
production of the pageants as well as for cleanup and packing of
Pageant's equipment shall be furnished by Host. Host's responsibility
for labor for each pageant shall be limited to a total sum of Fifty
Thousand Dollars ($50,000) per pageant. Host shall be responsible for
all costs involved in delivery of the telecast transmission to the net-
work distribution point whether by long line or satellite.
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(b) Security personnel as required to ensure proper protection
for the contestants and the ec;uiprzent necessary for the production of
the pageants including the telecasts.
(c) Cleaning services for Facility and the appurtenant
facilities furnished under subparagraph (a).
(d) Canteen services (i.e., staff, food, etc.) for contes-
tants and chaperones and certain designated executive staff during the
pageant period to be located at Facility. Services for others at a
nominal rate.
(e) One Hundred Fifty (150) for the 1985 Miss Teen U.S.A.
and the 1986 Miss Teen U.S.A. and miss U.S.A. Pageants (Two Hundred and
Fifteen (215) for the 1985 Miss Universe Pageant) deluxe hotel room
accommodations and all meals for contestants, chaperones, judges and
Pageant personnel during the period of each pageant, any such arrangements
to be subject to Pageant's approval. Judges and certain Pageant personnel
shall have suites (total not to exceed twenty-five (25) suites). "Pageant
personnel" as used in this Agreement shall include talent, production
personnel, staff and special guests.
(f) Ground transportation between the Miami International
Airport and the hotels, and from the hotels to the Facility or location
of other events or videotaping as may be required, including at least
three (3) buses with a combined capacity of not less than one hundred
forty (140) persons, four (4) vans, sixty-five (65) cars, plus twelve
(12) cars and drivers for judges. All cars shall be air-conditioned,
and gas, oil and maintenance services shall be at the expense of Host.
(g) Free parking for all properly indentified Pageant auto-
mobiles and any automobiles being operated'by Pageant officials pre-
senting proper credentials.
(h) Deluxe hotel room accommodations and all meals for Pag-
eant personnel in connection with a reasonable number of survey trips
(not less than four (4) for each pageant.)
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mately one thousand (1,000) square feet each during the pageant period
to serve as pageant headquarters and production headquarters for each
pageant. Each office shall have at least six (6) trained office workers,
three (3) typewriters and a Xerox 8400 photocopier or -comparable equip-
ment approved by Pageant. The pageant office shall contain a word
processor.
(j) (1) At least twenty-six (26) suitable female chaperones
for the 1985 Miss Teen U.S.A. Pageant and the 1986 Miss Teen U.S.A. and
Miss U.S.A. Pageants.
[2) At least forty-five (45) suitable female chaperones
with English, Spanish -or French language capability for the 1985 Miss
Universe Pageant.
(k) An air-conditioned press room staffed with one (1) coordi-
nator and one (1) clerk. The room should be equipped with a telex
machine, a photocopying machine,•phones and typewriters.
(1) Two (2) darkrooms with running water to be utilized by
the press.
(m) All necessary telephone installations.
(n) Valet services for contestants and chaperones during the
pageant period.
(o) Adequate storage during the term of this Agreement and
for the succeeding twelve (12) months after the 1986 Miss U.S.A. Pageant
for Pageant's scenery, props and other equipment necessary for the pro-
duction of the pageants. Host shall be responsible for any local freight
c::penses relating hereto.
6. Host shall cooperate with Pageant in obtaining promotional
arrangements with airlines.
7. (a) Subject to Provisions of Paragraph 3 above, all proceeds
from the sale of tickets to the Opening Ceremonies and the judging events
84-1307
belong to Host. All proceeds from television, movies, endorsements,
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merchandise exploitation and the like shall be the sole and exclusive
property of Pageant. Host shall furnish Pageant, for each event and each
r social event immediately following, without any charge -to Pageant: Two
hundred (200) tickets for the Opening Ceremonies, three hundred (300)
tickets for the Semifinals, one hundred (100) tickets for the Dress
Rehearsal and five hundred (500) tickets for the Finals, all in prefer-
ential location, and three hundred (300) of such tickets for the Finals
' to be seats in center balcony location, the exact location to be fixed
by agreement, but in any event the tickets for the Opening Ceremonies,
{ Semifinals, Dress Rehearsal and Finals shall include the first two (2) rows
immediately to the rear of the Judgeslocation. Pageant shall give Host
f not less than one third (1/3) of the floor seats, the decision as to where
Host's floor seats shall be located shall be in the sole and exclusive
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discretion of Pageant.
(b) Host shall retain all proceeds from the sale of the
souvenir program journal and Host's advertisements relating thereto
and assumes the obligation of preparing and printing the journal in full
color at its expense. This includes photography and supportive editorial
material about Host area and all color separations with the exception
Jof the advertising material furnished by Pageant. In addition, Host shall
be responsible for the journal's design, layout, graphics and mechanicals
for printing. Host shall reserve fifty (50) pages and both sides of the
front and back covers of the journal for the use of Pageant, and shall
furnish and deliver to Pageant's New York office, as instructed, one
thousand five hundred (1,500) copies of the journal without charge.
All advertisements appearing in Pageant's fifty (50) pages shall be camera
ready. All advertisements and copy in the journal shall be subject to
the reasonable approval of Pageant. Each souvenir program journal for
each pageant shall be of a quality and size at least equal to the 1984
? Miss Universe Pageant Souvenir Program journal.
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84-130'7
8. (a) Host represents to Pageant that it has the full legal
right to enter into this Agreement. Host shall obtain at its expense any
permits or licenses necessary to hold the pageants. It is understood that
refusal of authorities to allele the conduct of any or all Pageant activi-
ties or grant the aforesaid permits or licenses shall not excuse Host
from its obligations under this Agreement.
(b) Host shall obtain the cooperation of all necessary
governmental and other officials required for the purpose of this Agree-
ment.
9. (a) Host shall, at its expense, furnish an original costume,
approved by Pageant, for all Pageant contestants, to be worn in a pro-
duction number on each pageant telecast. Host's responsibility for said
costumes shall be limited to a total sum of Twenty Thousand Dollars
($20,000) for each pageant.
(b) Host may request Pageant to produce for Host a documentary.
film of each pageant. If Host does so request, the film shall be 16mm,
approximately fifteen (15) minutes in duration and Host shall pay Pageant
the sum of Sixty Thousand Dollars ($60,000) for each film as follows:
Twenty Thousand Dollars ($20,000) upon written notification by Host to
commence filming, Twenty Thousand Dolalrs ($20,000) upon completion of
the filming, and the balance of Twenty Thousand Dollars ($20,000).upon
delivery to Host of the initial print of the film. In addition, Host
shall be responsible for transportation, housing and feeding, together
with incidental expenses, for the camera crew of five (5) persons
and equipment. Host must give written notification to Pageant to
produce the film no later than three (3) months before the telecast
date of each pageant.
10. Host acknowledges and agrees that the Miss Teen U.S.A., the
Miss U.S.A. and the hiss Universe Pageants are the exclusive properties
t of Pageant and that the trademarks and service marks relating to each
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84-1307
Pageant, including but not limited to "1�1iss Universe," "Miss
United States," "Miss U.S.A.," "Miss United States of America"
and "Miss Teen U.S.A." are the exclusive property of Pageant or
i.ts affiliated companies.
11. Host agrees that it will not, without Pageant's prior
consent, sponsor or affiliate in any way, directly or indirectly,
with any other beauty contest in 1985 or 1986.
12. The conduct and policies of each pageant shall rest
solely and exclusively with Pageant.
13. Accreditation of press personnel and issuance of press
passes shall be determined within the sole and exclusive dis—
cretion of Pageant.
14. Pageant shall not discriminate against any pageant
contestants or applicants because of race, color, religion or
national origin.
15. This Agreement shall be governed by the laws of the
State of Florida. Any dispute under this Agreement shall be
resolved by arbitration conducted in Florida under the Rules of
the American Arbitration Association.
16. Bost represents that this Agreement is the binding and
legal obligation of Bost and Host shall take whatever action may
be required to ratify and confirm the binding and legal effect
hereof. Similarly, Pageant represents that this Agreement is the
binding and legal obligation of Pageant, and that it shall take
whatever action may be required to ratify and confirm the binding
and legal effect hereof.
17. Nothing herein contained shall be construed to regard
the parties hereto as constituting partners of joint venturers.
Neither party shall be authorized to incur obligations or debts
for or on behalf of the other.
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discharged except by a writing duly executed by the parties
' hereto with the same formality as this Agreement.
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19. (a) Host will hold Pageant harmless from and against
all lcsses or damages caused by a delay or a failure of host to
perform in full. Time is of the essence in Host's performance
hereunder, and therefore, the provisions set forth below in Para-
graphs 19(b) (1), 19(b) (2) and 19 (b) (3) shall apply in the
event of a default in payment of any installment or any act on
Host's part to be performed.
(b) (1)" In the event Host shall breach or default in
any material term or condition of this Agreement, then Pageant
shall be entitled, in addition to all legal or equitable reme-
dies, to terminate this Agreement immediately upon written notice
except that with respect to any payment to be made pursuant to
Paragraph 3 above, Host shall have a period not' to exceed fifteen
(15) days to cure any default in payment. No notice need be
served with respect to any default to commence the running of the
fifteen (15) day period. Pageant will use its best efforts to
enter into an agreement with a third party to host the pageants,
whether within or without Miami.
(b) (2) In the event Pageant enters into an agreement
with a third party to host the pageant(s), Host shall remain
liable for and shall pay Pageant all sums payable by Host under
Paragraph 3 of this Agreement and shall reimburse Pageant for all
cost incurred by Pageant in producing, presenting and conducting
the pageant(s). Host shall be credited with any sums received
from any third party.
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18. This Agreement cannot be modified, changed or
discharged except by a writing duly executed by the parties
hereto with the same formality as this Agreement.
19. (a) Host will hold Pageant harmless from and against
all lcsses or damages caused by a delay or a failure of Host to
perform in full. Time is of the essence in Host's performance
hereunder, and therefore, the provisions set forth below in Para-
graphs 19(b) (1), 19(b) (2) and 19 (b) (3) shall apply in the
event of a default in payment of any installment or any act on
Host's part to be performed.
(b) (1)" In the event Host shall breach or default in
any material term or condition of this Agreement, then Pageant
shall be entitled, in addition to all legal or equitable reme-
dies, to terminate this Agreement immediately upon written notice
except that with respect to any payment to be made pursuant to
Paragraph 3 above, Host shall have a period not' to exceed fifteen
(15) days to cure any default in payment. No notice need be
served with respect to any default to commence the running of the
fifteen (15) day period. Pageant will use its best efforts to
enter into an agreement with a third party to host the pageants,
whether within or without Miami. '
(b) (2) In the event Pageant enters into an agreement
with a third party to host the pageant(s), Host shall remain
liable for and shall pay Pageant all sums payable by Host under
Paragraph 3 of this Agreement and shall reimburse Pageant for all
cost incurred by Pageant in producing, presenting and conducting
the pageant(s). Host shall be credited with any sums received
from any third party.
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(b) (3) In all events, except in case of breach or
default by Pageant, Pageant shall be en ti Wiled to retain for its
accounts all sums paid Pageant by Host up to and including the
date of termination.
20. In the event Pageant shall breach or default in any
material term or condition of this Agreement, then Host shall be
entitled, in addition to all legal or equitable remedies, to
terminate this Agreement immediately upon written notice.
Pageant shall have a period not to exceed fifteen (15) days to
cure any default.
IN WITNESS WHEREOF, the parties hereto have executed this
Agreement on the date first above written.
"Pageant" MISS UNIVERSE, NC. "Host" GREATER
COMMITA
mold . By
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President Presi
WITNESS:
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7 MIAMI CONVENTION CENTER
A Facility Management Group Operation
400 S.E. Second Avenue
Miami, Florida 33131
i 305/372-0277
14,.
MEMORANDUM
TO: Dean Hofineister, Executive Director
City of Miami, University of Miami,
James L. Knight International Center
FROM: Thom Connors, General Manager
i
Miami Convention Center
DATE: October 18, 1984
SUBJECT: Miss Universe, Inc. Theatrical Lighting
On Thursday, October 11, 1984 Bob Leighton, Director of
Operations , Doug Tober, Technical Director and myself, held a meeting
with Phil Hymes of Miss Universe to discuss costs associated
with lighting future shows.
Total rental costs for temporary lighting required for Miss '
Universe in July 1984 was as follows:
$509000 Swim suit remote and convention hall
16,000 Kerry Glasser remotes (Fun film etc.)
119000 v ari-lights (Broadcast special effects)
-- 71300 Total
Lighting for remotes and convention hall could be purchased
saving $66,000 each show or a total of $264,000 over four shows.
The vari-lights are not available for purchase and will be a
rental cost for each show.
Costs to purchase lighting required per Phil Hymes is as follows:
1. $137,000 3-24/6k dimmers, 2-12/12k dimmer + light pallet
2. 409850 35-5k,instruments with barn door & color frames, lamped
3. 20,560 20-4 circuit quartz cyc lights, lamped
4. 329640 12-8' 3 circuit border lights(6k per circuit), lamped
5. 519360 cable & connectors for above
6: 209000 2-6k HMI
7. 299600 4-4k HMI
8. 209000 4-2.5k HMI
9... 14,800 4-1.2k HMI
10..:- 11,400' 4-575W HMI - ' Cont'd...
City of Miami/University of Miami JAMES L. KNIGHT INTERNATIONAL CENTER
84-130'7
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11. 6,000 Lamps for HMI
12. 24,000 Accessories, tape, male & female snap-ons, #4 trickline
color gels, 60 a male 3 fers, per lights
$4089210 TOTAL
Prices were obtained from lighting catalogues and individual items
prices could change. This is a preliminary budget estimate only
and exact prices will be obtained after final equipment list is
verified with Miss Universe staff.
The above list includes the purchase of equipment needed for in
house production as well as all remote taping. Miss Universe,
Inc. is under theimpression that the costs for all of this equip-
ment are to be covered by the Host Committee.
The City (or Host Committee) is left with these options:
1) Purchase all required equipment and lease "vari-lights"
on per event basis.
Purchase cost - $408,210
Vari-lights 45,000
(4 times)
Total cost $453,210
2) Only purchase a ui ment to be used "in-house" (Items 1-5 and
part o '-#i' ease balance ot equipment on per event as s.
Purchase cost $300,000
Rental cost of all - 120,000
other equipment (4 times)
Total cost $420,000
3) Purchase a minimum of $200,000 worth of necessary equipment.
Purchase cost." - $2009000
Rental cost (4 x) 180,000
4) Continue to rent all equipment, but negotiate rental cost based
on four show package.
Rental cost
$250-3002000
Cont 'd...
84-130 7
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Purchased equipment could obviously be used at other city faci-
lities as well. Of the equipment listed above, items 1, 2 and part of
5 would have the most likelihood of being used for productions
purposes at Miami Stadium, Gusman, Coconut Grove Exhibition Center,
etc. The cost of this equipment would be $200,000, with remaining
rental costs of approx. $45,000 per event for a total of $380,000,
as outlined in option #3.
Some revenue could be generated through the subsequent rental of
equip. to other Miss Universe sites (Lakeland, Fla. for example).
Such an arrangement could yield $20,000-$40,000 per pageant.
All equipment priced in this excersise was specified by Phil Hymes
of Miss Universe, Inc. It is all "top shelf", broadcast production
quality - inferior merchandise will not be suitable for Universe's
production purposes.
Our recommendations are as follows:
- Purchase items 1, 2 and part of 5 (option #3), renting
the remainder of the equipment.
or
- Rent all the equipment to minimize out of pocket costs.
Obviously time is of the essence if equipment is to be purchased
in time for the January event. One further suggestion - The City
should identify a technical consultant to purchase the specified
items. The materials to be acquired are extremely sophisticated,
and of a highly technical nature. A knowledgeable expert may also
be able to negotiate best prices among competitive bids.
TC/jm
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