LTC 282-2006 Special Event Permit Application - Salon Des Artiste (Lincoln Road), Art Basel
~
MIAMI BEACH
OFFICE OF THE CITY MANAGER
NO. LTC # 282-2006
LETTER TO COMMISSION
FROM:
Mayor David Dermer and Members of the City Commission
Jorge M. Gonzalez, City Manager \ ~
November 17, 2006 G
Special Event Permit Application - Salon Des Artiste (Lincon Road), Art Basel
TO:
DATE:
SUBJECT:
This Letter to Commission serves to clarify the circumstances surrounding a special event
permit application submitted for an event adjacent to Lincoln Road during Art Basel Miami
Beach. It is important to note that this event is not proposed for Lincoln Road but, rather, for
a private parking lot that is accessed through Lincoln Lane South, between the 800 and 900
block.
You may not be aware, but the City's Special Events Staff works with the Lincoln Road
Marketing Association (LRM) throughout the year on a variety of events either coordinated
by the association, or taking place on the Road. In fact, staff attends the LRM's meetings on
a regular basis to provide the Association with information regarding submitted applications,
obtaining input from them for events their area hosts that they do not produce. The City has
taken a proactive approach in assisting Lincoln Road Association with their produced or
coordinated events and has offered them generous flexibility with regards to application
deadlines and producer-required deliverables. In the past 13 months, LRM and its
designees applied directly for six permits, four of which did not meet the required application
deadlines. This occurred most recently for the approved Halloween on Lincoln Road event,
a very complex, annual event that requires much coordination with various agencies and
departments. .
It should also be noted that the City's application deadlines are necessary as they provide
adequate time for the various City's departments to review, coordinate and allocate
resources to the event. During a time such as Art Basel, planning is even more critical to
ensure better management of the multitude of events in the overall MEP. Please be advised
that the City received thirteen (13) timely special events applications for the Art Basel period,
and did not accept another five applications received after the deadline, exclusive of this
particular application.
The following is a very brief chronology relating to this partiCUlar application:
Event representatives (not Lincoln Road Association representatives) initially contacted the
City on October 12 to inquire about the potential of producing the subject event. They were
provided all required information and advised of the deadline, which was October 26th - or
two weeks later. There was no denial of their request, as no application had been
submitted. However, please be advised that there were concerns raised by staff to the initial
suggestion by the event representatives regarding the use of the City's public parking lot for
the event. Please also note that the October 26th deadline date is an extended deadline that
was initiated for Art Basel Miami Beach and was designed specifically to be responsive to
events on private property that pose minimal to no public disruption. This type of extension
has become a common practice during larger event periods to accommodate typically last
Page 2 of 2
Salon des Artistes - Lincoln Road
minute requests from the business community, specifically the hotel industry. The typical 60
day application deadline, as specified in the special event guidelines and application, would
have been October 8th.
Although the deadline requirements for special event permits for Art Basel Miami Beach
were shared in person with the event representatives as early as two weeks prior to the
extended deadline for submission of applications, our staff received an application relating to
this event on November 8, 2006, or nearly two weeks after the deadline, and almost a month
after the initial meeting with our staff. I have attached a copy of the application for your
reference.
The missed, extended deadline for submission of the application is only one issue regarding
this event. Staff reviewed the request and identified concerns with the location and
orientation of the proposed event site. For example, the proposed public access to the event
can only be provided through Lincoln Lane South, an active, heavily utilized road and not a
safe pedestrian walkway; this access would also disrupt the sole egress of one of the City's
mini public parking lots. Since Lincoln Lane South cannot be closed to vehicular traffic, the
location of the proposed event, should this be the only access to the site, is logistically a
problem. In addition to some minor inconsistencies on the application, there were also
concerns regarding impacts on the adjacent residential neighborhood, etc. It is important to
note that the total event period is six days (including load in and break down), with event
hours running from 2:00 p.m. to 11 :00 p.m. from December 6th - 10th. It is typical for us to
solicit input from those impacted by special events or, at a minimum, provide notification.
That said, the Administration was called by other representatives of Lincoln Road and was
reviewing their request at the time that emails were distributed by one of the Lincoln Road
tenants. Staff met with representatives of the applicant this week and discussed the above
noted concerns. They have indicated that they will review these concerns with the applicant
and advise how and if they can address these issues. A satisfactory resolution of these
issues remains essential for any consideration of their request and they have been advised
that we will review their revised application expeditiously once we receive it. It is important to
point out that issues such as those identified for this proposed event are precisely the
reason why the City requires that sufficient time be provided for review of applications, and
works with organizations to ensure they submit their applications in a timely manner.
As you know, the City encourages events such as these and assists with ensuring these
events do not have unintended negative impacts. That is why there is a detailed process to
review and consider all applications submitted, and a deadline to ensure sufficient time is
provided to identify any issues and work on mutually agreeable and beneficial solutions -
especially during periods of time when multiple requests are submitted and must be
reviewed, considered and coordinated. The correspondence that has been shared with you
and your staff fails to recognize the existing process and the role of the applicant in staffs
initial denial of the untimely application.
As always, please feel free to call me should you have any questions or require
additional information.
Attachment
cc: Hilda M. Fernandez, Assistant City Manager
Max Sklar, TCD
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DATE OF APPLICATION: /0-
TITLE OF EVENT: S,.t?,,;O/0
NOV 0 8 2006
EVENT DESCRIPTION (please attached schedule 01 evenls or programming involved):
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EVENT DATE(S): 12/0/06 /2//0/06
EVENT HOURS: 2 Ph // P-'7
EVENTLOCATION AND COMPLE1E ADDRESS(S): ~ l..{I( J ~n4ri~ / ncrL (1Z.f.1tL)
---Pr';u:r\~ ,Ii..'n b (Please attach site plan)
SPECIFY LOCATION: 0 Beach West 01 Dune 0 Beach East 01 Dune 0 Park
o HOll,1 Pool Deck/Area 0 Sidewalk 0 Street 0 Other
ESTIMATED ATTENDANCE (PER DAY):
200
SET UP DATE & HOURS:
BREAKDOWN DATE & HOURS:
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!J+o/pm to
o~to
/I om/pm
1:00 Gpm
EVENT SPONSORS:
LOGISTICAl/PRODUCTION COMI'ANY: Oda~o,J ~[)lj, ~stJt+c;."J,. .
NAME OF HOST ORGANIZATION ,R<<tina. ,A) ,I-e ~"f_ /lnJ- t:r1Jefl.('
~FOt pro6t orgonizo~on [] K you 0".0 non.profit orgonizofion (please provide proof of nol.lor.pro6t stalus)
EVENT COORDINATOR: d'e6>A-,&J ~,d/~.sSC"C::-
TinE: COMPANY: b.tJt'tf"/;l/C'- ,?~f'7S ~("O?.?J//;S;
MAILING ADDRESS: /c..?..:J V~~PSO;v Ap'~
CITY: 11//11// ~';C// STATE: ~
PHONE: j'OS b'?,y. C/?.~ MOBILE:
ZIP: 33/3 ~
FAX: J()S . f" Iy. .f6 <f'J
WEB.srrE: I...... 7J~~~~/~ "" ,. ?/-"
ON SITE CONTACT:R't<'/,C-9 ... 41'<'O.P~
E-MAIL: ?~6..-!dt:Z..ft.f!!.t:.d.5./~6. /.-( Q. e'/::'''</
MOBILE: 7.f'b-.?/? ?707-'
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1. Please describe the nature and scope 01 proposed event and the programming involved with it
(attachmenls accepted):
a:/~;n!"hF>()?tJ /WpTO tre~ "'/t!: ,5.)
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2. Is this an annual event? ~ YES 0 NO (please check one)
3. How many years have you held Ihis event? 1'1/16 ,-
4, Please list two previous events yau have coordinafed olong with City Govemment relerences with
- . '~5 0 NO jpleose check one)
6. Please slate admission/ticket lee Is): NiP- '
,
7, Specify type 01 event (Check mo''ll than one box if applicable):
o Community 0 Concert/performance
o Festival 0 FilminglBraadcast
o Parade 0 Political
o Religious 0 Sporls/recreotional
8. Applicants Stotus:
lZffor prolit orgonization
o Non-profit organizotion -tJX exempt no.
o Fair/camivol
o Fund raiser
o Private party
~Other IN! ,--
9. 1/ any portion 01 your event willl:e filmed pleaser call the Film office at 305-673.7070 or log on to
www.fiImiamLora to apply for 0 permit.
10, Will the event require the renting 01 a City facility? ~ 1(.\
1/ yes, which lacility:
11. Please list ony othjf venues or e_ent locations in which you will be holding pre or post evenl parties:
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Evenls planned in the City of Mbmi Beach are subject to review and recommendotion by the
corresponding neighborhood association(s)~ Appliconls will be required to present their event be/ore the
appropriate neighborhood associati()n~ Where a neighborhood association does not exist and evenls with
expected attendance exceeding 200 persons per day will require approval/rom the Planning Boord
and/or commercial sign-oils /ram adjacent praperties~ Recommendations /ram the respedive associations
or Planning Board stating ils position on the proposed event should be submitted to the Of/ice 0/ Film &
Event Produdion Management at lectst 30 days prior to the event. Please visit the Special Events sedion 0/
the City's website to downlood a signature 'survey farm. For mare in/ormation on Neighborhood
Associations visit our website at ww./.miamibeoch/I.aov,
SECTION NOT APPUCABLE: (
,
Please be advised that the City of Miami Beach does not allow the override or violation 0/ the Miami
Dade County Noise Ordinance. Applicant shall abide by the Miami Dade County Noise Ordinance and
City 0/ Miami Beach ARTICLE IV noise sedion 0/ the City Code.
1. Will the event require music or c mpli/ied sound: 0 YES 0 NO (please check one)
2. What type 0/ amplified sound will you be using:
o PA system 0 Amplified Sound/Recorded/DJ 0 Live
3. Hours of ampli/ied sound: am/pm to am/pm
4. Sound check hours: om/pm to am/pm
5. Do any 0/ these elemenls take place out doors? 0 YES 0 NO (please check one)
6. Please list 0/ acls/perlormers on~ times 0/ performances:
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SECTION NOT APPLICABLE: (X I
You may be required to hire off-duly Police and Fire, please refer to the City contact information for
contact numbers, The Police and F re Departmenls determine minimum stalling levels for the event.
Please note that it is the applicant's nsponsibility to secure off-duty Police and off-duty Fire personnel/or
the event,
1. Describe your intemal security plan:
2. Will the event require closing a street (s)?
If yes, which streef (s)?
During what days/hours? am/pm to
3, Will the event require "Vehicle B'~ach Access Pass (5)"
If yes, how many?
Vehicle Beach Policy: Vehicles am not allowed on the beach without a Vehicle Beach Access Pass and
a Police escort. While on the beach the Vehicle Beach Access Pass must be disployed on the vehicle at
all times. All vehicles must utilize lighls and flashers when traveling on the beach, please inform your
vendors af such policy, Any vehicle that is stationed on the beach for long periods to time must place
an absarbenf pad under the engine compartment. This will help prevented any leokage on the sand.
These pads shall be properly disposed off once the vehicle vacotes the beach. For more detailed
information please visit our wemite at www.miamibeoch/l.aov.
am/pm.
4. Will the event include: 0 Fireworks 0 Pyrotechnics 0 Open Fire 0 Gos /or cooking (please check
all that apply). Please list the company your working with:
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SECTION NOT APPUCABLE: (~ )
Please be advised that evenls t~re open to the public and feature alcohol ore required to
designate an area for alcohol consumption (e.g. the area must be fenced off, preventing access to
minors, and must hove security at e{lfeSS at all times).
A scaled site plan 0/ your alcohol service area is required for City approval. Permittee is responsible
lor the enforcement 0/ alcohol not IE:Qving alcohol service areas. Also note that glass containers are
not allowed on the beach. Food and beverages must be dispensed in paper or plastic containers,
1. Will you be serving alcohol at.lhh event? )?;! YES 0 NO (please check one)
1/ you are selling liquor you are nlquired to obtain 0 State 0/ Florida liquor license, Please click
here to download an application www.state./I.us/dbDr/abt/contact/index.shtml. Please see below
on how obout obtaining a licenSE'.
2. Describe your sales/distribution ~Ian:
3. Describe how will this be monitored and/or controlled?
4. 1/ the event is open to a twenty-or.e and under crowd please describe how you will prevent service ta
minors?
5. Will alcoholic beverages be sampled/served? 0 YES 0 NO (please check one) If
you ore sompling or serving olco 101 please provide liquor liability on your certificate of insurance.
6. Will non-alcoholic beverages be sampled/served? 0 YES 0 NO (please check one)
STEPS FOR OBTAINING UQUOR LICENSE: Please note an applicant l1lquesting a temporary liquor
license must be a non-profit entity.
1. Download applicafion for 3-day 'iquor permit at: www.state./l.us/dbDr/abt/contact/index.shtml
2. Visit the City of Miami Beach City '~anning Deportment 2nd Floor to obtain sign-off. Miomi Beach City
Hall, 1700 Convention Center Drive, Miami Beach, FL 33139.
3, Visit the Florida Deportment 0/ Revenue (IRS) to obtoin sign-off. State of Florida Deportment of
Revenue, 8175 NW 12 Street #119, Miami, FL 33172, Ph: 305-470-5001.
4. Toke the opplicafion with $25.00 to State of Florida Department of Business ond Professional
Regulation. Division 0/ Alcoholic Beverages & T obocco, 86B5 NW 53rd Street # 1 00, Miomi, FL
33166, Ph: 305-470-6787 x2266 (Daisy Tejera).
5, P'lease note you must provide the City a/ Miami Beach Special Evenls office with a copy 0/ the liquor
license.
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SECTION NOT APPLICABLE: (
Please note you will need to obtain Building Department permit(s) lor the following temparary structures,
check all that apply. Please inlorm your vendors that they must obtain an owners affidavit /ram the Office
01 Film & Event Production Management in order to obtain a permit lram the Building Department..
Building Department permits ore good far thirty (30) days and they must be submitted to the Office 01
Film & Event Production Manogemellt no later than two (2) weeks prior to the event date, Failure to do
so may result in non-permitted temparary structures which will not be part 01 the Special Event permit ond
will not be ollowed at the event sit,. Per the Miami-Dade County Noise Ordinance any set up or
breakdown activity/operations must cease by 11 :OOpm and resume the next day at 7:00pm, unless
otherwise stoted on the Special Even' permit.
T emoorarv Structurelsl Name 01 Vendor Sizetsl Qty.
J!il T enls , r:ll.l
o Electrical-Generator
o Staaina
o Fencina
o Plumina-Restrooms
o Bleachers or Chair Risers
o T emooraIY Structure:
o Other:
II you are setting a riser two (2) leet 'x less in height, please submit a letter to the Special Evenfs office
stating that the riser will only be used for p~uctions purposes and the public will not be allowed on it.
The letter must be on company letter head signed by the applicant.
Please be advised thot Turtle Seoson is extends /ram May 1 through October 31. Please visit of website
at www.miamibeochfl.gov lor 0 cOPl' 01 the Special Evenfs Conditions lor Marine Turtle Protection.
TEMPORARY OCCUPANT LOAD:
A temporary occupont load .is required any time you enclose on area greater than 750 squore leet, (e.g. a
lenced in site or enclosed tent). A temporary occupant load is also required when you ore exceeding the
prescribed load 01 any given area (e.g. a hotel pool deck or allowable rool top).
Please supply two (2) sels of scaled clrawings showing:
1) Number of entrance/exils
2) Plumbing facilities lor the Entire site
3) Fumiture layout / floor pia,
4) Locatian 01 temporary structures such as tenls, stages, lencing, trusses, towers, bleachers (il
applicable),
Building Deportment Contact Mr, Mohsen Jarohpour, Chief Engineering Inspector, (305) 673.7000 ex!.
6770 lor more information or e-mail him at miarohoour\almiamibeachfl.oov.
p.^lp~ 'I. .' -',
2. Will your event re!1uire porking rreters rentals?
Where?
List the doy(s)/dote(s) you will neE.d the meters?
1, Please descriJ.>e, y?ur J>Drki,,!g pla~ event production (including load-in and load-out)
att+Xe;L'-!f~::~~:- ~PL;;~-~{:rt:!(:TltS-
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I));; ,
and
How many?
Please note that meters are only reserved lor production vehicles loading-in or out. Please log on to
our websile to download a meter rental lorm www.miomibeachfl.oov,
/)~ . How many?
3. Will your event need staging lor production vehicles?
Where?
List the day(s)/date(s) you will ne"d the meters?
4, Will you be hiring a va et company? 0 YES ~ NO (please check one)
II yes which one? . Please note the Valet Company must obtain a
license in order ta operate at the "vent location. The Valet Company must be authorized to opernte by
the Cily of Miami Beach Parking Department and secure private storage lor the vehicles.
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SECTION NOT APPLICABLE: I..>( I
II your event sells food, beverage, mllrchandise, tickefs or collecls booth rentols the applicant/praducer
may be required enter into a Conc",.sion Agreement with. the City 01 Miomi Beach. The Special Evenls
office will determine thot at the time 01 application.
1. Will you sell any of the following? 0 Food 0 Beverage 0 Merchandise 0 Tickels 0 Booth
Rental (Please check 01 that apply)
2, Are you working with a catering com pony?
II yes who?
3. Describe type ond number of vendors you will hire (e.g. food vendors, beverage vendors, and
merchandise vendors)?
4. Will local businesses be invilEd to participate as vendors?
Please be advised, as the eVEnt producer you are solely responsible for the compliance 01 your
vendors. Any non-complionce could lead to cancellation of your permit regardless of whot stage of
the event you are 01.
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Please be advised that the City will hc Id your security deposit il additional sanitation services are needed
alter the conclusion 01 your event. Please see lee schedule lor more inlormation.
1, Please describe sanita .on plan or submit a scope of services lor the event attachmenls accepted):
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2. Please list the name of the sonito'.ion company you are working with:
If you do not hove a designated :;onitation company and you would like utilize the City's Sonitation
.Services, please contact Domingo Macias 786-236-2393,
3. Number of trash receptacles?
4. Will your event require a dumpsh"ts)? 0 YES 0 NO (please check one)
How many? Where:1
5. List number 01 port-o.lels placed at the event:
List number 01 disobled:
,'- I r";I. . <, 1
, 1\ '1,1 _ . _
1, Lisf estimated organizationol budget:$ /10()()
2. Stote stotus: ... Prolit organization 0 Non-prafit orgonization (please check one)
Please list event beneficiary/charities (ies):
3. List the methods by which you intend to promote this event (check all that opply):
o Light pole bonners
o Locol TV
o National Newspoper
o Other
Please be advised thot all incJrred marketing cost in advance of permit approval is strictly 01 the
praducers/promoters own risk. Producers/promoters may not hold the City of Miami Beoch liable
for marketing cosls if permit is denied.
:J Billboards 0 Local Radio
IJ National TV 0 Cable TV
Ja. Direct Mail/Flyers ~ lntemet
o National Radio
~Local Newspoper
~E-mail
4, Was the event open to the public? Jll YES
II yes please state estimated lIttendance: #
o
NO
(please
check
one)
5. What was the average admission lee, per person, for this event? (circle only one)
~Free
o Under $lC
0$10 - $25
o $26-$50 0 Over $50
6. What percentages 01 your audience ore?
Residenls ..iQ...%
Regional 25'%
Tourists ~%
7. ~ere would the majority 01 your evenls be held? (circle only one)
lZl South Beach (23'" St ond Eelow) 0 Middle Beoch (24th St. 63rd St.)
St - 87th Terrace)
8. List the venues you will be util zing? (check 011 that apply)
8 Miami Beach Convention Center - 190 1 Convention Center Drive
Jackie Gleason Theater .1700 Washington Avenue
o Lincoln Theatre - 541 Lincoln Rood
o Colony Theater - 1040 Lincoln Rood
o Byran Carlyle Theater - 500 71 51 Sireef
o Miami Beach Botanical Gorden - 2000 Convention Center Drive
o 73'" Street Bondshell - 7'.!d Street & Collins Avenue
o Other
o North Beoch (64th
9. Please list the Miami Beach Hotels you are working with:
I O.Pleose list estimated number 01 hotel rooms
in Miami Beach.
and nighls
\p...AJ
II.Please describe any collaborqtion estoblished with Miami Beach Econamic Industries (nightlife,
hotels, restauranls, City): --n+~ C!;~T.1i)Iu.... ~-n>I f?.i~'!
Au... M~.:t\.J:..S13. .N p..n.
Please sure hove 611ed out the opplicalion cc.mpletely. Please provide as much opplicolion as possible, lor items that do not
apply pleaSe Iisl N/A. Ploose be advised that .,11 AppIicofions ore considered new and 'some os lost year" is not an oppropriole
onswer. Please nolo tho! oppllcotions will be relumed, unprocessed, a not 611ed oul complotely, A complete opplicotion
includes the required silo map 10 scolo. Silo mopo may be drawn In any size Ionnot os long os the r<Mewing staff con dearly
undentond the p1acemont of 011 temporary strudures/flxturos within the area Iooturos. Site mopo should be os descriptive as
possible, with boundaries ond 10ndmor1cs drawn to scale, and ..,ent omonllies Iocoted os occumtoly os possible. When
relumlng the application, please include poyment lor opplicalion foe. All poyments must be in the form of 0 cashier's check,
money order or corporate check payable to the CHy 01 Miami Beach. NO PERSONAL CHECK WlU BE ACCEPTl'O. If you
would like to pay with 0 credn cord please vis~ the Special Events ollice, we will prepore payment lor the cashier 10 process.
AppIicont ogrees thot hotshe has thoroughly read the City 01 Miami Beach's Special Event AppIicolion and Guidelines and
ogrees to Ioithfully obseNo ond comply with lhe condiijons, regulations, 000 provisions prescribed herein 000 by onlinonces of
the City of Miomi Beach, the Low> 01 the Sklte 01 Florida and the Uniled Stoles of Americo. Appliconts sholl ensure thol 011
guests, venda.., concessionolres and .mibi..... comply with the conditions, regulations ond provisions prescribed herein ond by
the ordinances of the Oty of Miami Beach, 'he Lows of the Slale of Florida and the United Stoles of America,
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