LTC 187-2003
CITY OF MIAMI BEACH
Office of the City Manager
Letter to Commission No. I 81- ~o3
m
From:
Mayor David Dermer and Date: August 14, 2003
Members of the City Commission
Jorge M. GOnZale~ ~
City Manager ~ 0
SPECIAL EVE PERMIT DENIAL - ULTRA BEACH SUNSET EVENT-
LABOR DAY WEEKEND
To:
Subject:
The purpose of this LTC is to apprise you of the City's recent denial of a special event
permit application for Ultra Beach Sunset Event for a music festival and concert on August
31,2003 during Labor Day weekend. The denial of this permit has been the subject of
several media inquiries and therefore, I am providing you with a chronology and pertinent
details related thereto.
. On May 30, 2003, Ultra Beach Sunset Event submitted a special event permit
application (attached hereto).
. On June 17, 2003, special event permit applications were distributed to City
departments for review, but the subject application did not include site plan details.
. On July 11, 2003, the applicant submitted the first site plan.
. On July 29, 2003, an internal departmental meeting was coordinated to review the
application and a revised site plan and it was determined that the permit could not
be granted due to existing resource allocations. As part of this determination, staff
reviewed the after action reports from the City of Miami for 2003,2002 and 2001
and the after action reports from the City of Miami Beach for 2000 and 1999 and
determined that due to the number of arrests and emergency medical service calls
and the number of public safety personnel required at the venue, the City would not
have the adequate resources to staff the event, mitigate impacts on the surrounding
neighborhood and provide for enhanced staffing citywide necessary during a major
holiday weekend.
. Subsequent to that meeting, on the same date, July 29th, the event promoter was
contacted and verbally advised of the City's denial of the permit based on a lack of
adequate public safety resources.
. On August 4, 2003 and August 11 , 2003, the City memorialized in writing the denial
of the permit and clarified the basis for such denial (see attachments).
. On August 8, 2003, City staff conducted a Major Events Planning meeting for
events planned during August - December 2003, with a focus on enhanced staffing
plans required for Labor Day weekend. Due to the level of activity taking place in
Miami Beach and the region, and based on high occupancy rates at area hotels, it
was determined that a subsequent meeting should be scheduled with internal
departments, hotel and nightclub representatives to discuss Labor Day Weekend
2003. Said meeting is scheduled for August 26, 2003 at 4:00 p.m. in the First
Floor Conference Room.
. On August 13, 2003, City staff and the City Attorney's office met with the Event
promoter and their counsel, Dexter Lehtinen and Juan Vargas, to discuss the event
particulars and the basis for denial of the permit and to explore alternatives to the
proposed event, as stated in the City's August 11, 2003 correspondence.
. On today's date, the event promoter is meeting with the SMG to explore utilizing the
Miami Beach Convention Center as an alternative venue.
I will share more information with you as it becomes available. Should you have any
questions, please contact me at your earliest convenience.
JMG\CMC\rar
F:\cmgr\$ALLIL TC-031UL TRABEACHFEST.CMC.RAR.doc
c: Christina M. Cuervo, Assistant City Manager
Don De Lucca, Police Chief
Floyd Jordan, Fire Chief
Donna Shaw, Tourism and Cultural Development Director
Max Sklar, Assistant Director, Tourism and Cultural Development
Donald Papy, Chief Deputy City Attorney
..
Internal Use ONLyRECEIVED
Date Su.bmitted: MAY 3 0 200
Fee WaIvers: 3
APPLICA TION
TITLE OF EVENT: Ultra Beach Sunset Event-Labor Day Weekend
BRIEF DESCRIPTION: Pl PSI!l::P !l::PP Slf"f"SI..hpd (' ,,~ )
EVENT DATE(S): SundaY)August 31, 2003
RAIN DATE (S): RIA
EVENT LOCATION (S): 21st street beach
Specify:
ilBeach
o Park
o Street Closure
o Sidewalk
(Attach Site Plan)
o Other
ESTIMATED ATTENDANCE: MaximuD\.8000./7000 paid
/PER DAY
EVENT HOURS: 3Dl1l- 11Dl1l
SET UP DATE/HOURS:
ThursdayxAa Aug. 28, 2003
BREAKDOWN DATE/HOURS: 11:30 DlIl Sunday Au~. 31st. 2003
(You will need to provide the City with a complete set-up and breakdown schedule.)
EVENT SPONSORS:
DVOX MaRazine with more TBA
PRODUCING ORGANIZATION/ENTITY: Ultra Music Festiva'- Corporation
CONTACT PERSON: Alex Omes
TITLE:
COMPANY:
MAILING ADDRESS:
300 Biscayne Blvd. Way SI # 904
PAGER:
N/A
STATE: n ZIP: ))1 )1
FAJC: 305-545-0402
CELL: 305-608-7060
CITY: Mi_i
PHONE: 305-545-0863
WEB-SITE ADDRESS: wwv. ultramusicfestival. us
E.MAIL:
russell@ultramusicfestival.us/ dvox@gate.net
-u {f\J t~ ';y) fL./.{/ t, f.trh l /e Ie( d m"l-+;(.,., S..ch S_~''''n'' Applic.'~ -"'."
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QUESTIONNAIRE
GENERAL INFORMATION
1. Please describe the purpose/description of proposed event and the program involved (attachments
accepted):
Please see attacbed
(n .)
./
2. Is this a first time event:
If not, date of previous event:
3. Describe organization's capability to accomplish this event and past experience (include references):
Please see attacbed (G)
4. Specify type of event (Check more than one box if applicable):
o Community 0 Concert/performance 0 Fair/carnival
o Festival 0 Filming 0 Fund raiser
o Parade 0 Political 0 Private party
o Religious 0 Sportslrecreational Ai Other Music Showcase
5. Applicant's Status:
o Charitable
iii For profit organization
o Other
6. Is this event open to the public? Yes
Please state admission/entry fee(s): ,.ppTO']r $'iO 00
o Individual
o Not-for-profit organization -tax exempt no.
7. Expected attendance: 8000/ 7000 ]!aid
Specify basis for projection: pl PII~P ~PP 1I1"t"lIl"hpd
(DJ
8. Will the event require the renting of a City facility? No
If yes, which facility:
PUBLIC SAFETY/SECURITY (You may be required to hire off-duty Police and Fire Rescue.)
1. Will the event require closing a street (s)? No
If yes, which street (s):
During what days/hours?
2. Will the event require music or amplified sound? Yes
If yes, what type of music? Recorded or Live? Both recorded and l.i.ve
3. List all performers and times of performances:
4. Will alcoholic beverages be sold/sampled?
What type (beer, wine, liquor, etc.)?
Describe your sales/distribution plan:
Miami Beach Special Events Application -Page 2
(Alcohol sales will require a Temporary Liquor License from the State of Florida. Please call 305-470-6787.)
5. Describe your internal security plan:
List security company (name, contact person & cell phone):
6. Will the event include pyrotechnics, open fire or gas for cooking?
List company (name, contact person & cell phone):
PARKING PLAN
1. Describe your Parking Plan:
2. Will you require meter rentals and why?
SITE PLAN -BUILDING PERMITS (The site plan may need to be approved by the Fire Marshall.)
1. Describe specific electrical needs:
Will a generator be used for your event:
List Electrician (name, contact person & cell phone):
2. Describe your tenting needs:
List tenting company (name, contact person & cell phone):
3. Describe your fencing needs:
List fencing company (name, contact person & cell phone):
4. Describe your staging needs:
List stage company (name, contact person & cell phone):
5. Describe other structural needs (trussing, bleachers, etc.):
List company (name, contact person & cell phone):
FOOD/BEVERAGE/MERCHANDISE CONCESSIONS (You may need to acquire a
release from the beachfront concessionaire.)
1. Will the event require food/beverage service? (Please note no bottle containers or cans; beverages must
be dispensed in soft containers.) Yes If yes, describe in detail type of service:
Ultra will ODerate and manage beverage consessinns
2. Describe type and number of vendors that will be involved (i.e. street vendors, merchandise, rentals)?
Th~r~ ~11 be QPpor~uDi~ie& for ar~& , Graf~s aDd foed ~eBdiBg
3. Will local businesses be invited to participate as vendors? Mi~:r BeaGh Speci., Cwent3 ApplkAtion Page 3
4. Will the event include open fire or gas for cooking? . Nt'
SANITATION PLAN
1. list methods on which you Intend to remove garbage? _.__.________________._____
Will you place additional dumpsters? __ How many And where? __.___._
2. Describe sanitation plan, including the staffing plan with time, date and number of personnel: _
list private sanitation company (name, contact person & cell phone): ____
3. Number of additional trash receptacles, if any? ___
4. list number of porta lets placed in event: Number placed for disabled:
Will you require water and electricity for portalets?
list portalet company (name, contact person & cell phone:
PUBLICITY PLAN
1. list methods by which you intend to promote this event: _______.
2. Types of advertising (check all that apply): Oloeal Radio 0 National Radio Oloeal TV 0 National TV
Deable TV OLoeal Newspaper ONallonal Newspaper DDlrect Mall/Flyers Dlnlernet DE-mail D Billboards
3. What Is your general target age of your advertisement?
4. list any event signage, including light pole banners and/or directional signage:
ECONOMIC IMPACT
1. Number of confirmed plus anticipated hotel room nlghts:_________
2. Expected tourist attendance:
Expected local attendance:
3. Collaboration with Miami Beach Economic Industries (nightlife, hotels, restaurants, City):
4. Estimated total budget:.
5. Event Beneficiary(ies):______
Miami Beadl Special Events Application -Page 4
67/29/2003 12:05
Client: ULTRA MUSIC FEST
location: Collins Park
Room;
Prepared On: 07129103 11 :42:46
3059455517
LOGISTICSMGMTGROI ..,
Event Name: ULTRA
Date: AUGUST 31
Time: Coors NOON-11PM
Prepared By: Randi Freedman
22ND ST
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MINUS 2,000 SQ FT OF TENTING
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MINUS eooSQ " FOR STAGE.
MINUS 250 sa " FOR FOOD
CARTSMINUS 3,600 SQ FT VIP
TOTAL OF 8,"0 SQ
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TOTAL CAPACITY BASED ~
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. CITY OF MIAI\II' '3EACH
CITY HALL 1700 CONVENTION Cb.. TER DRIVE MIAMI BEACH, FLORIDA 33139
www.miamibeachfl.gov
Tourism and Cultural Development
Telephone 305-673-7577
Facsimile 305-673-7063
August 4. 2003
Mr. Russell Faibisch
Mr. Alex Omes
Ultra Music Festival Corporation
300 Biscayne Boulevard Way
Suite, 904
Miami, Florida 33131
VIA FACSIMILE & US MAIL
Dear Mr. Faibisch and Omes:
The Department of Tourism and Cultural Development has reviewed your Special Events
Application for the Ultra Beach Sunset Event - Labor Day Weekend I which is scheduled to
take place on Sunday, August 31,2003. After reviewing your application with all relevant
departments to address a comprehensive and coordinated planning effort to assure the
proper allocation of resources during Labor Day Weekend, this Office has determined that
the City of Miami Beach will not be able to accommodate your request based on existing
resource allocations and requirements the City has during this busy holiday weekend.
I understand that you have been in communication with this office and have been verbally
informed of this decision. I do apologize for any inconvenience this may have caused you.
If I can be of further assistance, please feel free to contact me.
Sin~r ,;'
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Director
c: Christina M. Cuervo, Assistant City Manager
Max A. Sklar, Assistant Director, Tourism and Cultural Development
Linette Nodarse, Special Events Assistant
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
www.miCKl1ibeachfl.gov
Department of Tourism and Cultural Development
Telephone 305673-7577
Facsimile 305673.7063
August 11 , 2003
Mr. Russell Faibisch
Mr. Alex Omes
Ultra Music Festival Corporation
300 Biscayne Boulevard Way
Suite, 904
Miami, Florida 33131
Dear Mr. Faibisch and Mr. Omes:
In furtherance of our correspondence of August 4, 2003, the City wishes to clarify the City's inability
to accommodate your request based on the City's existing resource allocations and requirements for
the Labor Day Holiday weekend and that the City cannot approve your request for a special event
permit for the following reasons:
1. Interference with traffic in the area contiguous to the event, and availability at the time of the
proposed event of sufficient City resources to mitigate the disruption;
2. Availability of police officers, traffic controls aides and traffic control equipment to protect the
participants in the event and protect the non-participants from traffic related hazards in light
of the need and demand for police protection at the time of the proposed event;
3. Concentration of persons, vehicles or other at the event and feasibility of disbanding the
area in order to allow fire, police and ambulance services;
4. Based on after action reports from Miami Beach in 2000 and from the City of Miami in 2001,
2002 and 2003, event attendees conducted themselves in unlawful manner resulting in a
series of recorded arrests, rescue calls, and emergency medical service requirect
5. Likelihood of subjecting neighborhood in immediate vicinity of proposed site of event to
unreasonable and prolonged noise, littering, parking difficulties; and
6. City services required for the event cannot be reasonably made available at the time and site
of the proposed event.
Furthermore, please immediately cease and desist any advertising or promotions of the "21 sl Street
and Beach" location for this event as has been reported on local radio and print media (see
attached).
The City of Miami Beach is prepared to discuss alternatives to your proposed event. In the
meantime, if you have any questions, please do not hesitate to contact me.
F :\cmgr\SAU. ICHRISTINICA TOIUltraBeachSunselEvenl DonnaS. doc
c: Christina M. Cuervo, Assistant City Manager
Max A. Sklar, Assistant Director, Tourism and Cultural Development
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