HomeMy WebLinkAboutSubmittal-Itai Benosh-Promoter's Information KitA
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Promoter's Information Kit
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BAYFRONT PARK
MANAGEMENT TRUST
Facilities:
Bayfront Park
Tina Hills Pavilion
Maurice A. Ferre Park
Bayfront Park Management Trust,
A limited agency of the City of Miami
301 N. Biscayne Boulevard
Miami, FL 33132
Phone: (305) 358-7550 / Fax: (305) 358-1211
www.bayfrontparkianii.com
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Submitted into the pub is l
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TABLE OF CONTENTS
Letter to Promoters / Contact Information...........................................................pg. 2
Bayfront Park Management Trust Facilities.........................................................pg. 3
EstimatedExpenses....................................................................................pgs. 4-5
PaymentTerms and Damage Deposit..................................................................pg. 6
SoundCheck / Curfew / Sound & Lights.............................................................pg. 7
Off -Duty Police and Fire Rescue Charges / Security ............................................pgs. 8-9
Production Schedule / Vehicles — Parking / Cleaning.............................................pg. 10
InsuranceRequirements................................................................................pg. 11
Dispensing of Alcoholic & Non -Alcoholic Beverages..............................................pg. 12
TicketPolicy / Advertising........................................................................pgs. 13-14
VendorRegulations.....................................................................................pg. 15
LETTER TO PROMOTERS
Dear Promoter:
Submitted into the public
record F r to s) I .
on �1 City Clerk
Thank you for your interest in the Bayfront Park Management Trust (BPMT) facilities. Located on
beautiful Biscayne Bay in downtown Miami, Florida, our facilities are among South Florida's
premier outdoor special event and concert venues. With 53 acres of lush, bay front event space, we
are proud to host all types of events, ranging from private gatherings, to press conferences, to
concerts and festivals varying in size from 500 to 55,000 in attendance.
Please contact me after you have reviewed the "Promoter's Information Kit" so my staff and I can
help you plan your most successful event ever. Listed below, please find contact names and
information of the BPMT staff who will be vital to the planning and execution of your event. Please
review all of BPMT s guidelines to avoid any misunderstandings in the future.
Thank you in advance for your interest. We look forward to working with you.
Sincerely,
o Solano
Executive Director
Contact Information:
Bayfront Park Management Trust offices: 301 N. Biscayne Boulevard, Miami, FL 33132
Phone: 305-358-7550/ Fax: 305-358-1211
Executive Director — Jose Solano, e-mail: isolano@miamigov.com
Administrative Director— Valeria Sanchez, e-mail: vsanche a miamigov.com
Marketing Director — Karina Mestre, e-mail: kmestre�miamigov.com
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BAYFRONT PARK MANAGEMENT TRUST FACILITIES
Bayfront Park Management Trust, a limited agency of the City of Miami, manages the following
facilities — all located on beautiful Biscayne Bay in downtown Miami, Florida.
Bayfront Park, a lush 32 -acre, subtropical park is the host site for many special events and
concerts. Bayfront Park fronts onto Biscayne Boulevard (Miami's "main street"), and is three
blocks from Interstate 1-95. The park is easily accessible by Miami -Dade County public
transportation (Metrorail, Tri -Rail and Metrobus), and is located next door to Bayside
Marketplace — an open-air festival style mall that attracts 23 million people per year. Maximum
capacity of Bayfront Park, for gated events, ranges from 20,000 — 55,000 depending on the
event infrastructure. The most popular stage placements are on the Commissioner J.L.
Plummer Jr. Promenade and adjacent to the Biscayne Boulevard sidewalk. It is the policy of the
Bayfront Park Management Trust that for ticketed events held in the park's center, where live
music is the primary entertainment, attendance must be less than 2,000 or more than 8,000.
The Tina Hills Pavilion (capacity 1,000) is also located within the park and is available for
smaller concerts, receptions, corporate events and press conferences. The 1,000 capacity is
comprised of fixed seating for 100 and lawn seating for 800. The flexibility of the open-air
design allows for play toward the seats or away from the seats, facing Biscayne Bay.
Maurice A. Ferris Park (formerly known as Museum Park) is located on beautiful Biscayne
Bay, seven blocks north of Bayfront Park. Maurice A. Ferrel Park is a 21 acre upland and seven
acre water site. The park has undergone a major transformation. Two institutions, the Phillip and
Patricia Frost Museum of Science and the Perez Art Museum Miami have built their facilities
and the City of Miami has embarked on a renovation on the remaining 21 acres, to include a
baywalk and other waterfront amenities. Adjacent to the park's south side is the seven acre FEC
Slip. The seawall at this seven acre body of water was designed to host tall ships and other water
dependent events.
Unlike most outdoor facilities, the BPMT facilities are open 12 months per year. The beautiful
Miami weather, with an annual average temperature of 76 degrees Fahrenheit, allows for year-
round operation. The fact that Miami is a major market with over 2.7 million people in Miami -
Dade County completes the equation.
Bayfront Park Management Trust
Phone: 305-358-7550 /Fax: 305-358-1211
Bayfront Park: 301 N. Biscayne Boulevard, Miami, FL 33132 (also office address for Bayfront
Park Management Trust)
Maurice A. Ferre Park: 1075 Biscayne Boulevard, Miami, FL 33132
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ESTIMATED EXPENSES
Non-refundable deposit to hold date:
Damage Deposit:
Tina Hills Pavilion Rental:
Center of Bayfront Park Rental:
Rental includes:
Maurice A. Ferrk Park Rental:
Rental includes:
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$6,500.00
$1,000.00-$10,000 (amount to be
determined by BPMT, based on event type)
$5,000.00 plus additional fees
$75,000.00 plus additional fees
Park Staff
$75,000.00 plus additional fees
Park Staff
Additional Fees for BPMT supplied items (based on event requirements):
Load-in/Load-out:
$5,000.00 per event day
Security:
see pages 8-9
Clean-up:
TBD (all events must use BPMT cleaning
contractor)
Tent Rental:
10 x 10 - $75.00, 10 x 20 - $125.00, 20 x 20
- $175.00 / additional sizes available — cost
to be determined
Beer / Alcohol Vending:
$400.00 per location
Soda / Beverage / Food Vending:
$100.00 per location
Arts / Merchandise / Sponsor Vending:
$75.00 per location
Light Pole Removal and Reinstallation
$300.00 per location
Bench Removal and Reinstallation
$250.00 per location
Garbage Can Removal and Reinstallation
$50.00 per location
Parking Crew
TBD
Electrician
TBD
Park Staff TBD
City Required Items:
Police see page 8
Fire Rescue see page 8
Solid Waste TBD
-continue-
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Ticket Surcharge On All Ticketed Events:
Ticket price: $1.00 - $14.99:
$0.75 per ticket
Ticket price: $15.00 - $29.99:
$1.00 per ticket
Ticket price: $30.00 - $99.99:
$2.00 per ticket
Ticket price: $100.00 - $249.99:
$3.00 per ticket
Ticket price: $250.00 - $499.99:
$5.00 per ticket
Ticket price: $500.00 - $999.99:
$10.00 per ticket
Ticket price: $1,000 & up:
$12.00 per ticket
The ticket surcharge is collected throughout the event.
Guaranteed Ticket Surcharge:
As stated on Bayfront Park's Special Event Application, it is the policy of the Bayfront Park
Management Trust that for ticketed events held in the park's center, where live music is the
primary entertainment, attendance must be less than 2,000 or more than 8,000. The TRUST will
collect, pre -event, a non-refundable, guaranteed ticket surcharge of $16,000 (8,000 x $2.00 ticket
surcharge). Ticket Sales above 8,000 will be subject to the ticket surcharge and collection
procedure stated above.
Still Shoots & Film Rates: negotiable
The State of Florida Department of Revenue has determined that some fees paid to Bayfront
Park Management Trust must include a 7% sales tax. Those fees include facility rental, clean-up,
tent rental, beer/alcohol vending, soda/beverage/food vending, arts/merchandise vending, and
solid waste disposal.
Facility capacities are listed on page 3 — Bayfront Park Management Trust Operated Facilities.
Bayfront Park Management Trust Rental Fees Are Negotiable
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PAYMENT TERMS AND DAMAGE DEPOSIT
PAYMENT TERMS
A non-refundable deposit is required to reserve a date. Bayfront Park Management Trust
(BPMT) maintains the right to change or cancel said event date with written notification to the
promoter. Once BPMT is in receipt of deposit, the event date can be changed once without
penalty. BPMT must be notified, in writing, of said date change 60 days prior to the original
date held. Failure to abide by terms will result in the forfeiture of deposit. If the event does not
take place during the 12 months following the original date held, this will also result in forfeiture
of the deposit.
BPMT expressly reserves the right to require all promoters and organizations to pay for all
estimated expenses, as well as the City of Miami required services, prior to event load -in.
Payment must be remitted no later than seven (7) business days prior to event load -in, in the
form of a cashier's check, certified check, or money order payable to Bayfront Park Management
Trust.
A rental fee will be charged for load -in and load -out days, as well as the actual event day.
The promoter is responsible for all costs associated with the event and for all costs associated
with returning the facility to its original condition.
Bayfront Park Management Trust does not settle the final cost of an event on the night of
the event.
CONDITION OF PREMISES / DAMAGE DEPOSIT
BPMT expressly reserves the right to collect a damage deposit for all events and to set the
amount of that deposit on a show -by -show basis. BPMT will survey the property for damages
within five (5) business days after event and if damage is found, BPMT will advise the promoter
of any additional charges.
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SOUND CHECK
Monday — Thursday 5:00 P.M. —9:00 P.M.
Friday, Saturday, Sunday & Holidays 9:00 a.m. —9:00 p.m.
During sound check or events, the sound level shall not exceed the following measures:
100 dBa measured 60 feet from the first stage;
• 95 dBA measured 60 feet from the second and third stages
• 75 dBA measured 60 feet from any additional amplified sound sources
Failure to cure each incident of sound level non-compliance within five (5) minutes of
notification by Trust designee may result in a fee of $1,000.00 per incident. In addition, BPMT
reserves the right to end all show activity. The utilization of sound equipment outside authorized
sound check and event times is prohibited. Non-compliance may result in a fee of $1,000.00 per
minute. No amplification equipment shall be operated in the parks within 60 yards of Bayfront
Park's west and south boundaries, and within 60 yards of Maurice A. Ferrd Park's west
boundary.
CURFEW
There shall be no activity that is plainly audible from 100 feet away, including events,
construction and truck movement, at BPMT facilities during the following times:
Sun -Thu: from 10:00 p.m. until 7:00 a.m. the following day.
Fri, Sat and days immediately preceding a Federal holiday: from 11:00 p.m. until 7:00 a.m. the
following day.
New Year's Eve exception: curfew will start at 2:00 a.m. on January 1.
BPMT reserves the right to end all show activity.
A time overage penalty fee of $1,000.00 for every minute, beyond contracted end time will
apply. Penalty fees may be waived by management due to special circumstances and in instances
in which the promoter rectifies the surpassed curfew within 15 minutes of contracted end time.
The penalty fee is in addition to actual costs, for which the user shall be responsible for payment.
SOUND AND LIGHTS
The promoter is responsible for supplying all sound and light equipment necessary for their
show.
*BPMT may waive requirements of promoter's kit event polici— desm ... ^fRpt►mr bow
members.
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City Clerk
OFF-DUTY POLICE AND FIRE RESCUE CHARGES*
The Bayfront Park Management Trust Event Coordinator is to be contacted prior to any
direct contact with either the City of Miami Police or Fire Rescue Departments.
Police:
Captain: $48.00 per hour
Lieutenant: $44.00 per hour
Sergeant: $40.00 per hour
Officer: $36.00 per hour
Surcharge: $4.00 per hour, per officer (regardless of rank)
City of Miami Police report one half-hour prior to the opening of gates and they stay one half-
hour after the last performer. There is a 3 hour minimum requirement for all police personnel.
Between midnight and 7:00am, the fee is an additional $1.00 per hour.
City of Miami Police Department — Special Events: 305-579-6440
Fire Rescue:
Fire Rescue Unit: $208.83 per hour
Fire Inspector: $65.77 per hour
Assembly Permit: $104.00
Foot Patrol Units: $150.02 per hour
Event Commanders: $84.25 per hour
Communications Operator: $65.77
Communications Supervisor: $77.29
The Fire Rescue Unit and the Fire Inspector report one hour prior to the opening of gates. The
Fire Rescue Unit remains for forty-five minutes after the last performer and the Fire Inspector
leaves after the last performer.
City of Miami Fire Rescue Department — Special Events: 305-416-1721
*All rates are subject to change.
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Security*
Bayfront Park Management Trust expressly reserves the right to determine, in conjunction with
the City of Miami Police Department, all private security requirements for all events. Promoter
may, at his or her discretion and subject to BPMT approval, utilize a separate security firm over
and above the requirements placed by BPMT, providing that the firm is licensed by the City of
Miami and has valid insurance approved by the City of Miami Insurance Manager. Bayfront
Park Management Trust and the City of Miami must be named as "additional insured" on said
policy.
Personnel requirements:
Bayfront Park — TBD based on event infrastructure and needs
Maurice A. Ferrel Park - TBD based on event infrastructure and needs
*All security personnel are in addition to Police and Fire personnel.
BPMT Required Security Charges:
Security personnel: $17.50 per hour
Supervisor: $17.50 per hour
Event Manager: $19.50 per hour
All security personnel work a minimum of 5 hours. Holidays are subject to overtime wages.
Additional security needs (i.e. equipment such as metal detectors, etc....) can be met.
Please contact the Bayfront Park Management Trust Event Coordinator regarding all security
requirements. The promoter is responsible for all costs related to security.
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PRODUCTION SCHEDULE
A written production schedule, outlining all details for your event, must be submitted to the
BPMT Event Coordinator no later than seven working days prior to the event. The schedule
should include all times for set-up, the actual event, and tear -down.
For example:
9 am - 11 am: sound set up
11 am - 1 pm: sound check
1 pm - 3 pm: name of performer
4 pm - 6 pm: name of performer
6 pm - 9 pm: fireworks and laser light show
9 pm - 11 pm: removal of sound equipment
The production schedule is essential to the Bayfront Park Management Trust so the staff is able
to schedule the appropriate number of personnel. Failure to comply with this requirement will
result in the cancellation of your event.
Parking / Vehicles
There is very limited parking for vehicles related to the production of shows. BPMT will
determine all parking availability and issue all necessary parking passes to promoter. No
other passes will be accepted. All vehicles, including those with a BPMT pass, will be stopped
by parking crew.
There are to be no vehicles parked in the public area of the event. All unauthorized vehicles will
be removed at the vehicle owner's expense.
Additional Parking Needs: Miami Parking Authority — 305-373-6789
Cleaning
All events must use the BPMT cleaning contractor. BPMT expressly reserves the right to
determine cleaning requirements for all events.
BPMT assumes no responsibility whatsoever for any person or property that enters the premises
as a result of or in connection with the event, including items left behind.
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INSURANCE REQUIREMENTS
Promoter must obtain and maintain in force, for the length of the rental agreement (including load -in
and load -out times), General Liability Insurance on a Comprehensive General Liability Form or an
equivalent Policy Form in the amount of $1 million (or coverage deemed acceptable by the City of
Miami Insurance Director) for bodily injury and property damage liability.
If the promoter is granted the right to serve alcohol, the promoter must obtain third party liquor
liability coverage for a minimum of $1 million. The City of Miami and Bayfront Park Management
Trust expressly reserve the right to set the limits of the third party insurance coverage on a show -by -
show basis.
BAYFRONT PARK MANAGEMENT TRUST is to be listed as the certificate holder of the
insurance policy and in addition, The CITY OF MIAMI and BAYFRONT PARK
MANAGEMENT TRUST are to be named "Additional Insured" on all policies.
Promoter shall furnish the appropriate insurance certificates, as deemed acceptable by the City of
Miami Risk Management Administrator, to BPMT no later than 10 business days prior to the
commencement of set-up for the stated event.
Any questions regarding insurance should be directed to Jose Gell, of the Bayfront Park
Management Trust staff, at 305-358-7550.
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DISPENSING OF ALCOHOLIC AND NON-ALCOHOLIC BEVERAGES
Bayfront Park Management Trust reserves the right to restrict alcohol sales in all BPMT operated
facilities. If BPMT so chooses, it may allow alcohol sales on a show -by -show basis. Fees for such
rights are determined by BPMT and are outlined on page 5 (Estimated Expenses). Bayfront Park
Management Trust reserves the right to designate the location of all alcohol vending stations.
• All beverages sold or given away must be vended in paper or plastic containers. No
glass bottles or metal cans are allowed to be dispensed.
• No more than two alcoholic beverages, at one time, may be sold to an individual.
• Alcohol sales must cease 1 hour prior to the end of the event.
A liquor permit must be provided to BPMT before the event.
The promoter is responsible for obtaining all applicable alcoholic beverage permits from the State of
Florida Alcohol & Beverage Department of Business Regulation — 305-470-6787. In order to obtain
a liquor permit, the User must follow the guidelines set forth by the State of Florida. Those steps
include:
• Providing BPMT with General Liability and Liquor insurance, whereupon BPMT will
provide a zoning letter
• Zoning approval
• Department of Revenue approval
• Obtaining license from Department of ATB
All taxes, related to the sale of alcoholic beverages, are the responsibility of the promoter.
ALCOHOL WRIST BAND POLICY
All promoters vending alcoholic beverages in BPMT operated facilities will be required to use
wristbands to identify consumers of legal age. Failure to comply with this rule, whether by the
promoter or their representative, may result in the immediate cancellation of alcohol sales.
Promoter is required to provide wristbands. If promoter fails to provide wristbands, the bands
will have to be purchased from BPMT at a cost of 10 cents per wristband.
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01 j City Clerk
TICKET POLICY / ADVERTISING
All tickets must identify the proper venue name and address:
Bayfront Park — 301. N Biscayne Blvd., Miami, FL
Maurice A. Ferre Park — 1075 Biscayne Blvd., Miami, FL
Ticket Surcharge: On all Bayfront Park Management Trust facility ticketed events
Ticket price: $1.00 - $14.99:
$0.75 per ticket
Ticket price: $15.00 - $29.99:
$1.00 per ticket
Ticket price: $30.00 - $99.99:
$2.00 per ticket
Ticket price: $100.00 - $249.99:
$3.00 per ticket
Ticket price: $250.00 - $499.99:
$5.00 per ticket
Ticket price: $500.00 - $999.99:
$10.00 per ticket
Ticket price: $1,000 & up:
$12.00 per ticket
The ticket surcharge is collected throughout the event.
Guaranteed Ticket Surcharge:
As stated on Bayfront Park's Special Event Application, it is the policy of the Bayfront Park
Management Trust that for ticketed events held in the park's center, where live music is the
primary entertainment, attendance must be less than 2,000 or more than 8,000. The TRUST will
collect, pre -event, a non-refundable, guaranteed ticket surcharge of $16,000 (8,000 x $2.00 ticket
surcharge). Ticket Sales above 8,000 will be subject to the ticket surcharge and collection
procedure stated above.
Complimentary Tickets
The promoter shall have the right to distribute 200 complimentary tickets. Those tickets are not
subject to ticket surcharge. Any additional complimentary tickets will be assessed at face value
and are subject to ticket surcharge.
Ticket Manifest
Without exception, all promoters of paid, ticketed events must submit a valid ticket manifest two
(2) business days prior to event load -in. the BPMT Box Office Auditor will report compliance
or lack thereof to BPMT executive staff, prior to the gates being opened on the day of the event.
A valid ticket manifest must:
• State the number and color of each ticket printed at each price category;
• State the name of the event; and,
• State the name of the printing company and be signed by a manager of the printing
company
Failure to provide a valid ticket manifest may result in a non-compliance fee as outlined below.
The fee will be assessed on all tickets counted by BPMT, including complimentary tickets.
1,000 to 9,999 tickets - $1,000.00 non-compliance fee
10,000 to 19,999 tickets - $2,000.00 non-compliance fee
20,000+ tickets - $3,000 non-compliance fee
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Failure to provide a valid ticket manifest to BPMT two (2) business days prior to event load -in
will require the promoter to use Bayfront Park ticket stock for all day of show sales and incur
any costs resulting from said use.
Ticket Entry
Without exception, all tickets must be torn in half at the entrance of gates and half must be
returned to the patron entering the show. Bayfront Park Management Trust reserves the right to
access and account all "drop" ticket stubs.
ADVERTISING
All advertising must identify the proper venue name and address:
Bayfront Park — 301 N. Biscayne Blvd., Miami, FL 33132
Maurice A. Ferrd Park— 1075 Biscayne Blvd., Miami, FL 33132
Failure to comply with advertising requirements may result in loss of damage deposit.
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