032-1999 LTC
CI1Y OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
http:\\ci.miami-beach.fl.us
L.T.C. No. 32-1999
LETTER TO COMMISSION
February 8, 1999
TO: Mayor Neisen O. Kasdin and
Members of the City Commission
FROM: Sergio Rodriguez
City Manager
SUBJECT: ART SHOW BOOKINGS
Attached for. your information is a memorandum from SMG General Manager Doug Tober regarding
the Art Show Bookings (Art Basel).
If you require further information, please either contact me or Assistant City Manager Mayra Diaz
Buttacavoli.
SR:~:lcd
Attachment
c: Mayra Diaz Buttacavoli
Doug Tober
F:\CMGR\$ALL\L TC.99\ARTSHOW.BAS
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Doug Tober
General Manager
Miami Beach Convention Center
Jackie Gleason Theater
MEMORANDUM
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Private Management for Public Facilities
To: Mayra Diaz Buttacavoli
Date: February 4,1999
Re: Art Show Bookings
Mayra, per your request, this memorandum will serve to bring you up to date on discussions
had with Mr. Lorenzo Rudolf surrounding the possibility of booking the Miami Beach
Convention Center for an Art Fair in the January time frames beginning in either 2000 or
2001.
At the request of the Mayor, I responded via written correspondence to Mr. Rudolf in the fall
regarding his interest in Miami Beach. He and I exchanged letters, and in my letter, I
explained the issues raised pursuant to our Booking Policy regarding both date protection for
existing shows as well as order of priorities for securing dates. When Mr. Rudolf arrived in
Miami Beach for the Art Miami event, he scheduled an appointment with me to meet in
person. He and I met, along with Mr. Samuel Keller, Communications Manager for Art
Basel, Mera Rubell, Dennis Leyva, and Michael Aller. Again at that time I explained the
obstacles to the entire group which preclude the booking of Art Basel in January at the Miami
Beach Convention Center. While I certainly appreciate the excitement over the interest of
such a prestigious event to expand to our city, I must refer to our Booking Policy as the
governing document and guidelines for the use of this facility.
Concerning the date protection issue, our Booking Policy provides for established events to
receive protection from competing shows for a window of up to 75 days surrounding their
event. The allotment of days before and after the event is at the discretion of the user, but in no
instance shall be less than fifteen days on either side. Currently, Art Miami is afforded
protection for 15 days before its event and 60 days following, effectively ruling out mid-
December through mid- to late-March for the booking of another art show. These protection
clauses are a virtual industry standard, and allow show producers to develop over time
successful events without the fear of ambush from new events, which not only can harm the
established events but also can introduce confusion to the attendees and exhibitors as to
quality issues with competing shows. Therefore, even if dates were available, nothing could
be booked without some partnership being struck with Art Miami by Art Basel to get through
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the date protection issue, as Art Miami's date protection clause precludes the booking of Art
Basel within the above referenced time frame. It should also be noted that the show being
proposed by Art Basel is a new event, not the relocation or travelling of an existing one.
Therefore, the event has no room night history acceptable to our first priority verification
procedures, and even if the original Art Basel show had verifiable contracted room nights
(which I do not believe it does), this number would not be admissible for a first-time, first year
event.
Should the date protection issue be solved, the second issue revolves around the availability of
dates. Mr. Rudolf indicated that realistically 2001 would be the first year he could be prepared
to produce an event. Currently in January of that year, we have already confirmed our regular
users plus two other high-impact conventions in that time frame. PanAmerican Leather Fair
and Graphics of the Americas, our first two First Priority events, have both grown to utilize
more halls than currently, and the Jewelers International Show and Baron's Antique Show,
both here about 20 years, are already compromising from their desired dates to produce
shows. The first of the two additional events is the TruServ Lumber & Rental Market
Meeting, which is a qualified First Priority trade show booking with a verified room history of
1700 rooms peak night and 6800 room nights for run of show. The second is the Professional
Convention Management Association Annual Meeting, again a First Priority event comprised
of convention planners that would equate in our industry to PowWow's impact on the tourism
industry. The ability to successfully host PCMA in Miami Beach will allow us to showcase
our destination to decision makers for the largest conventions in the country. We are presently
working to free up space for the Art Miami show in 2001, and we feel that it will be possible
to make that eventuality happen. For your reference, I have included a proposed schedule for
the January 2001 time frame. It should be noted that this is a tentative final resolution, and
includes move-in and move-out variations from current contracted which have yet to be
approved by all parties. It also assumes the dropping of one hall by PanAmerican Leather
Fair, which has been discussed but not yet confirmed.
To reiterate, I feel that I will be able to work with our show producers to accommodate not
only the first priority events already contracted, but also our regular second priority events
with dates, albeit not necessarily their preferred dates in all cases. These proposed resolutions,
however, allow only a single hall for an Art Fair in 2001. Therefore, any inclusion of Art
Basel in Art Miami would need to reflect a single hall usage. As previously discussed, I
would also suggest that Art Basel look into, with the City, alternative site locations as well as
alternative date patterns that would allow for ongoing development of a successful show, as I
would not expect the January time frame date requests to diminish anytime in the foreseeable
future.
As always, I am available for further questions or involvement in this matter.
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