LTC 597-2018 Miami Beach Convention Center Rental Waiver GuidelinesMIAMI BEACH
OFFICE OF THE CITY MANAGER
NO. LTC#
597-2018
TO: Mayor Dan Gelber and Members
FROM:
DATE: November 9, 2018
LETTER TO COMMISSION
ommission
SUBJECT : Miami Beach Convention Cente Rental Waiver Guidelines
The purpose of this Letter to the Commission ("LTC") is to inform the Mayor and City Commission of
the Rental Waiver Guidelines for the newly reopened Miami Beach Convention Center ("MBCC"),
developed in conjunction with the Miami Beach Convention Center Advisory Board.
The guidelines outline the process by which an outside entity may request a rental discount or
waiver and the criteria by which the applications will be evaluated, including the organizational
structure, location and timing, event background, financial information and resident community
impact.
This po_tt does not apply to City of Miami Beach produced events .
JLM/K ~HS
CC: Kathie G. Brooks, Assistant City Manager
Mark Taxis, Assistant City Manager
Eric Carpenter, Assistant City Manager
Susanne Torriente, Assistant City Manager
Heather Shaw, Acting Director, Tourism, Culture and Economic Development
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MIAMI BEACH
CONVENTION CENTER
Miami Beach Convention Center
Applicant Guidelines for Rent Discount or Waiver Consideration
A group seeking an MBCC rent discount or waiver is required to review the guidelines below for compliance
before proceeding to the rental discount or waiver application link . Once an initial review of the waiver request
and supporting material has been completed by staff, compliant applications will be sent to the Convention
Center Advisory Board for review.
The Convention Center Advisory Board (CCAB) is only authorized to make a recommendation regarding a
rental waiver request. Once a recommendation is made by the CCAB , the request will then be submitted to the
City of Miami Beach City Manager, for inclusion on the first available City Commission agenda for
consideration. The rental waiver is specific to rental fees only ; and the event producer will be responsible for all
other associated MBCC fees as assessed for the event, including but not limited to, security, food and beverage ,
corkage fees , cleaning.
Incomplete applications will not be considered until all requested information is provided. An application
received less than 120 days/four ( 4) months prior to the event will be deemed a late application and may not be
considered. Consideration of a late application will be at the discretion of the City Manager. Events may only
apply within a 180 days /six (6) months prior to the event.
Note: This policy does not apply to City of Miami Beach produced events .
The applicant must satisfy all the following requirements:
Organizational Structure
• Must be a currently qualified Internal Revenue Code Section 501(c)(3) organization. A copy of the most
recent Internal Revenue Service letter affirming Internal Revenue Code Section 501(c)(3) status must be
attached to the application.
Location and Timing
• Provide an explanation and justification as to why a local Miami Beach hotel or conference venue
cannot accommodate the event.
• Provide event date(s) that do not conflict with the booking of a full paying clients or events.
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Event Background
Submit a detailed written description of the event, event history, and the public benefit the event will
provide, should it be considered for a fee discount or waiver, to residents of Miami Beach.
Financial Information
• Provide Form 990 signed by an entity officer, not dated more than one year, and has an affirmation for
the preparer that it has been timely filed with the Internal Revenue Service.
• Provide CPA prepared Compilation, Review or Audited financial statement for the same period as the
Form 990, above. The financial statement must include a Balance Sheet, Profit and Loss and Statement
of Cash Flow.
• Provide the event budget for the requested discount or waiver. The budget must disclose all sources and
uses of funds related to the event, including the use of the request rent discount or waiver.
• Disclose all corporate and private sponsorships and in-kind contributions to be used for the event. Back-
up materials for the sponsorships and in-kind contributions must be included.
Resident Community Impact Criteria for Consideration
• Event must be considered a major countywide special event.
• Event demonstrates Priority 1 ("P 1 ") room night generation in Miami Beach hotels.
• Refer to the MBCC Booking Policy Guidelines that describe Pl room nights must be no less than 1,500
room nights during peak season.
• Event is produced by an organization based in Miami Beach or provides the majority of services to the
residents of Miami Beach.
• If a ticketed event, the event must provide free entry or a discounted rate to Miami Beach residents,
students, and/or seniors.
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