FIle Ref. #041
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CITY
OF
MIAMI
BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH FLORIDA 33139
COMMISSION MEMORANDUM NO. (_ C() - ~<;
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TO:
Mayor Seymour Gelber and
Memben of the City Commission
DATE: July 26 , 1995
FROM:
Jose Garcia-Pedrosa . ~J:/
City Manager /.1>,r"
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GUIDELINES FOR CONSIDERATION OF ADJUSTMENTS TO COSTS, RENT AND FEES
AT THE MIAMI BEACH CONVENTION CENTER
SUBJECT:
ADMINISTRATION RECOMMENDATION:
Center Advisory Board recommend
consideration of adjustments
Convention Center.
-:
The City Administration, SMG, and the Convention
the City Commission to approve the guidelines for
to costs, rent and fees at the Miami Beach
BACKGROUND: The Convention
Administration were asked by the
and procedures in light of the
consideration directly from the
Center Advisory Board (Board), SMG, and
City Commission to create this set of guidelines
increase in the number of groups seeking such
Commission.
The Board, SMG, and Administration discussed the procedures at length and submit
the following guidelines to be implemented.
Any group seeking any adjustment to cost, rent, or fees, must first
bring their request to the Convention Center Advisory Board and
submit a completed application with all necessary information
provided by SMG, if any consideration at all is to be given to their
request.
In no case will the Board approve or recommend use of the Miami
Beach Convention Center at no cost. Reduction in cost, rent, or
fees, will be addressed on a case by case Fasis but a minimum or
floor for the level of reduction to cover the City's overhead and
indirect cost must be maintained. .
The group seeking adjustment to cost, rent, or fees, must be a bona
fide non-prOfit or charitable organization or qualify as a major
county wide special event.
Requests cannot be granted if the booking will conflict with use of
the Miami Beach Convention Center by a full paying client.
Events that are most appropriately held in a hotel will not receive
consideration.
Reasonable efforts must be made by the group to secure corporate or
private sector sponsorship before coming to the Board for relief.
The event must have some positive impact on the city, county or
buildingi. e. , significant hotel room nights, increased business
profile, etc.
organizer would be responsible to pay all reimbursable costs to the
building to include Alc, labor, in-house security, police and fire
watch, cleaning, trash removal, and equipment rental.
302
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EXHIBIT nAn
AGENDA ITEM
c. -S-~
l-2tc-95
DATE
ANALYSIS: These guidelines will provide an effective screening mechanism and
allow the Board and the management company, SMG, and Administration to work with
groups deserving support with consideration of relevant outside factors and theJ~
full impact of the event on the building and community.
CONCLUSION: The City Administration recommends approval of the above guidelines.
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2
303
,
Miami Beach Convention Center
Jackie Gleason Theater
MEMORANDUM
TO:
Mayra Diaz-Buttacavoli
Assistant City Manager
FROM:
Douglas \V. Tober
General Manager
RE:
50th Anniversary Israeli Independence Day
DATE:
August 1, 1997
Based on your request, the following will represent a summary of the actual vs. at cost items
which relate to the "50th Anniversary Israeli Independence Day" event scheduled to be held
at the Miami Beach Convention Center on June 4-8, 1998. Details are as follows:
RACK RATE
A T COST
Rent $16,200.00
A/C *
Lighting 517.50
Labor *
Equipment 500.00
$ 4,860.00
1,464.00
3,622.50
1,340.00
500.00
TOTAL $17,217.50
$11,786.50
* Cost are included in rent.
NOTES:
You will note that the cost difference to the group between the rack rate estimates and the
at cost estimates is $5,431.00 or 32% total cost reduction.
Please be aware that both columns represent preliminary estimates based on the most
current information available. We believe, as with any event of this nature, they may
inherently change.
DT/gm
Cc: William C. Overfelt
Event File
a:\doug\memo\50anniv.mdb
304
.,
EXHIBIT "B"