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LTC 191-2017 National Salute to America's Heroes Air & Sea Show 2017al_ MIAMIBEACH OFFICE OF THE CITY MANAGER NO. LTC 4191 -2017 LETTER TO COMMISSION TO: Mayor Philip Levine and Members of the ity Com scion FROM: Jimmy L. Morales, City Manager DATE: April 10, 2017 SUBJECT: National Salute to America's Heroes Air Sea Show 2017 This letter serves to update the Mayor and Commission on the event schedule, footprint, and associated staffing and preparedness costs for the National Salute to America's Heroes Air & Sea Show 2017 scheduled to take place during Memorial Day weekend with events on Saturday, May 28, 2017 and Sunday, May 29, 2017 from gam to 4pm on both days. Load -in will begin on Monday, May 22 at 5am and load -out will be complete by Tuesday, May 30 at midnight. During the development of the Fiscal Year 2016/17 Operating Budget, $350,000 from the Resort Tax Fund was approved by City Commission to support this event. The Resort Tax Fund is supported by Resort Taxes pursuant to 67 -930 (Section 6) of the Laws of Florida and authorizes the use of Resort Taxes for the promotion of the tourism industry. On March 13, 2017 the City was advised by the event producers of a greatly reduced footprint, compressing the tented and enclosed beachfront VIP and ticketed areas, originally running from 10 -15 Street, down to one singular VIP tent from 14 -15 Street. This tent will host dignitaries, military officials and sponsors, providing optimum viewing of the event activities as well as a small stage for live entertainment, food, and beverage. This footprint is reduced substantially from the prior iteration of chalets, cabanas, multiple food and drink stations, and more substantial live entertainment. The event will maintain the Display Village in the Lummus Park sand area from 10 Street to 14 Place to provide an open and accessible experience with military equipment, sponsor tents and additional food and beverage opportunities. In addition, the event will provide a Disaster Medical Assistance Team (DMAT) tent on the beachfront at 10 Street, accessible for all emergency resource deployment and critical access. In this new configuration, the event producers have shared the following schedule of planned events; summarized here and enclosed as an attachment: Monday, May 22 Load -in 5am- midnight Tuesday, May 23 Load -in Sam- midnight Wednesday, May 24 Load -in 5am- midnight Thursday, May 25 Load -in 5am- midnight Friday, May 26 Event site open 5am Air Show rehearsal 10am -2pm (14th St) Event site closes midnight Letter to Commission National Salute to America's Heroes Air & Sea Show 2017 Page 2 Saturday, May 27 Sunday, May 28 Display Village opens Hospitality Area opens Water Show Golden Knights Jump National Anthem Air & Sea Show Musical Tribute Saturday Event Ends Display Village opens Hospitality Area opens Water Show Golden Knights Jump National Anthem Air & Sea Show Musical Tribute Sunday Event Ends Strike begins Load -out Event site closes 9am (11 -14th St) 9am (13 -14th St) 9am (Show Center) 11 am (Landing Zone) 4pm 9am (11 -14th St) 9am (13 -14th St) 9am (Show Center) 11 am (Landing Zone) Monday, May 29- Tuesday, May 30 Load -out Wednesday, May 31 Final walk through with the City 4pm 4:30pm 5pm midnight 12am -12pm 9am The revised event site plan dated March 15, 2017 is attached herein. As noted, the DMAT area will be located on the west side of the dunes close to the 10th Street Police Command Center. Four live TV media trucks will be stationed within the west side of the tented area. All other media will operate out of the media center at the Loews Hotel. The Display Village will open both event show days (Saturday and Sunday) at 9am in Lummus Park from 11 -14th Streets, west of the sand dunes for sponsors, vendors, and military equipment. The Hospitality Area will consist of one tent in the 1400 block east of the sand dunes for 1,000 VIP's and will open both days at 9am. The chalets and ticketed viewing areas have been eliminated from this plan. The water portion of the program will include offshore powerboat demonstrations, waterski, wakeboard and jetski demonstrations, stint kites, hang gliders, and hover boards. The Show Center will be located at 14th Street, and will feature the Golden Knights and National Anthem. The air show will include military and civilian demonstrations from an offshore army vessel. During the afternoon, musical tributes will take place on the stage located at the south side of the Display Village. Event organizers have communicated they estimate 150,000 visitors will attend the event based on their experience presenting the Air & Sea Show in other locales. In order to address the traffic alteration and circulation needs as a result of the heavy attendance expected, the City Transportation team collaborated with Police and Parking, as well as coordination with the City of Miami Parking Authority, and will provide a daytime loop for transportation similar to that normally implemented at night over Memorial Day Weekend. The Event Producer requested County support in both funding and staffing a parking and transportation plan. The City provided assistance by identifying for the Letter to Commission National Salute to America's Heroes Air & Sea Show 2017 Page 3 County potential parking garages that could be used for park- and -ride in Downtown Miami as well as resource estimates for dedicated travel lanes. To -date, the County has not provided a formal response. In either event, the City will be promoting the City's free trolley service to our residents and visitors who wish to attend the event. The organizer has arranged for parking at the Loews Hotel for ticket holders from where they will be able to walk to the event. Depending on the traffic and transportation, the City may be required to restrict access to the City via the causeways if capacity exceeds public safety estimates. The City has requested that event organizers message via all marketing and media channels that attendees should plan to come early. The City Communications team is also working on a messaging plan to underline the same, and further emphasize the high impact beach event restrictions including no coolers, tents, floating devices, etc. The event costs consist of the resource staffing needed to install, manage and de- install the event footprint, consisting of the display area in Lummus Park west of the dunes from 10 Street to 14 Place and the beachfront tent for event sponsors and VIPs, from 13 Street to 14 Place. City costs consist of set -up and maintenance of the transportation loop from 7pm, Friday, May 26 through lam, Tuesday, May 30 (the loop was initiated in the overnight hours only during prior Memorial Day Weekends), as well as enhanced staffing to maintain the expected large crowds during the day on the beachfront from South Pointe to 23 Street. These City costs include Police, Fire, Ocean Rescue, Emergency Management and Sanitation, which is being managed by Miami -Dade County Beach Operations with City Sanitation in support. Mutual aid and off -duty support will be provided by Miami -Dade County, the Dade County School Board, Coral Gables, Miami Gardens and other jurisdictions, in assisting with the transportation loop, the closure of Ocean Drive and overall support. The Ocean Rescue team will be staffed with all available Ocean Rescue personnel plus an additional 20 -25 outsourced temporary personnel for assistance during the course of the event days. In addition, the Coast Guard will be providing no less than nine vessels to coordinate and control the secured box over the ocean from South Pointe to 23 Street, restricting all marine access to that area during the event. City costs include the staffing and deployment of the City's Fire boat to assist Coast Guard and manage fire incidents and ship -based fireworks. Staff has worked with Police, Fire, Ocean Rescue, and Sanitation to create a comprehensive analysis of costs associated with Air & Sea; both those costs to be borne by the event producers and the additional costs to be borne by the City. Staff has also had a conversation with the Event Producers confirming that they are aware of the below costs for which they are responsible. The chart below outlines the costs in each category, with City costs currently estimated at $165,953. However, the complete staffing and planning for the impact of this large scale event is still in progress, so there may be further changes to this estimate. The current estimate for costs to Air & Sea event producers is $108,465 based on their revised footprint and schedule of events. Letter to Commission National Salute to America's Heroes Air & Sea Show 2017 Page 4 AIR & SEA 2017 COST ESTIMATES Updated March 31, 2017 Department Event costs borne by A&S Additional costs associated with A &S to be borne by City GRAND TOTAL A &S COSTS Police $ 62,185 $ 123,000 Fire $ 43,680 Ocean Rescue $ 2,600 $ 24,925 Sanitation hiring private/ County $ 18,028 TOTAL $ 108,465 $ 165,953 $ 274,42$ *Values represented are current estimates and may increase once actual staffing occurs, based on factors including seniority, overtime vs. Off Duty and mutual aid. KGB /ESNGW /GW S 0 E nC atimn+ea NOT PART Ua SITE PLAN SEA OATS RE LANE 16 FEET vPa ORMARCE ..oaoAB MOM TENT TO MIBLICN ATLANTIC OCEAN -VE �•J FEEFtE ]O FEET NE LANE 3FEET „�._z w. 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PARK GRASS AREA Ocean Drive AY 14 rear AIR & SEA SHOW 2017 NETHERIAN 460' +_ BLOCK W DTH CARLYL 460 LESUE BLOCK TH STAGE 0 ARDWA LK AA / GLumAmus Part RASS 0 Oce 12� an Drive FIRE DANE 26 FEET MOTT SEA OATS LUMMUS PARK GRADS AREA -\ 1 1 �— Ocean Drive 0 0 1or 1 400' BLOak WIDTH VICTOR OTEL CASA CASUARINA 450' _ BL K WIDTH CIEVEIANDER 4 REVISIONS/15DES AIR & SEA SHOW 2017 MIAMI BEACH 0 2 Event CAD Plans Tel: w: Ew Bre mCADgeenueorn DRAFT DESIGN SET MZENSTAE=4,' FaaE MIAMI REACH IUMMUS PARK .[E7 AIN SITE PLAN 0.75.7 511.,2017 NZ P9 "LA 0 301 ° 17103 -Al 3/15/2017 2:4001 PM