LTC 060-2008/ 2008 Food Network So Be Wine & Food Special Events Permit~~~~ ~~~~
~_ ~~ ~~~~~ ~ ,;~!~,,'/~a ~ 2008 FEB 20 PM I ~ 18
OFFICE OF THE CITY MANAGER ~,ITY `"~"` ~'~' ~ ~~ ~ ~~~
NO. LTC # 06o-2ooa LETTER TO COMMISSION
TO: Mayor Matti Bower and Members of the City Commis~n
FROM: Jorge M. Gonzalez, City Manager
DATE: February 19, 2008 ~~
SUBJECT: 2008 Food Network South Beach Wine & Food Special Event Permit
This Letter to Commission (LTC) is in response to the questions and comments made during
the February 13, 2008 City Commission meeting relating to the 2008 Food Network South
Beach Wine and Food Festival, presented by Florida International University.
BACKGROUND
The 2008 Food Network South Beach Wine and Food Festival will take place beginning
Thursday, February 21 and ending Sunday, February 24. A series of events are held at
private venues, as well as public spaces. The primary event is the "Grand Tasting" and
surrounding demonstration kitchen tents, taking place Friday, February 22 through Sunday,
February 24. The Grand Tasting tents are located on the beach and sand area of Lummus
Park east and west of the dune, encompassing an area north of 10th Street through south of
14th Street. The event hours are 10:00 am to 7:00 pm each day.
SITE PLAN
The area features two large 82' X 250' tents on the east side, surrounded by a perimeter
fence. The City requires the producer to leave an access path along the hard pack between
the event site and the dune. The distance varies between 10' and 16' from the dune, based
on variations of the dune and the width of the hard pack. This access path is kept open for
the public and emergency vehicles. In order to ensure public safety, there are limited
instances during load-in/out where access to the hard pack is restricted. A site plan is
attached for your reference.
Load-in of the Grand Tasting event site began on Monday, February 4 on the west side of
the dune and on Thursday, February 7 on the east side of the dune. Load out of the event is
scheduled to conclude on Sunday, March 2. Load-in and load-out hours are 8:00 am to 6:00
pm each day. A load-in/out schedule is also attached.
BEACH ACCESS
This year's Food Network South Beach Wine and Food Festival main event area is
consistent with the design and execution of last year's event, following an adjustment
process with our office and the community after the first few years of this event. The key
difference this year is that the event site was pushed a half block to the north due to the
recently completed beach renourishment project, which removed significant width of the
beach's hardpack sand and left transitional slopes to the soft sand that made the original
location dangerous for attendees and exhibitors. While this has made the 13th Street
crossover (traditionally an open access) blocked for direct east/west passage during the
entire load-in/out and during the event, the dune crossover north of 10th Street is now fully
accessible at the south access.
East-west dune access is available on 10th and 14th Street dune cross-overs at all times, with
the 12th Street cross-over, located between the two large tents, accessible until Wednesday,
February 20, when it will close until Monday, February 25. The duration of load-in of this
event site is longer and more complicated than load-out primarily because it consists of
three main components: main build, site decor and then individual restaurant and distributor
load-in and daily re-supply.
COMMUNITY REVIEW
In order for the Food Network South Beach Wine and Food Festival special event
application to receive approval, the event applicant had to comply with the rigorous
requirements of the special event guidelines. Among these requirements is a review and
recommendation by the corresponding neighborhood/business association. In addition, City
staff convenes a monthly Special Events Neighborhood and Community Meeting to provide
information and solicit input on proposed special events. The Ocean Drive Association
recommended approval of this special event application at the December 14, 2007 monthly
community meeting. No objections were raised by other interested community members
present. This review requirement is among the changes made to the Special Event
Ordinance and Guidelines by the City Commission in July 2005, and has served as a
springboard for better overall communication of events to the community. The 2007
Community Satisfaction Survey indicated positive improvement in the manner in which the
City handles special events from those surveyed, with 66% of City residents saying the City
does a "very good" or "good" job of handling events that attract large crowds. In fact, the
2007 survey reflected a 7% improvement in the positive perception by South Beach
residents of how the City manages special events (as compared to 2005).
FEE WAIVERS FOR NON-PROFITS
Another change enacted by the 2005 Guideline revision was to limit fee waivers only to
applicants who themselves are non-profit 501(c)3 organizations (such as Florida
International University), and/or when such waivers are found to be in the best interest of the
City, or significantly benefits the community of Miami Beach. Some long-term events were
grandfathered into an exemption of this change, including Art Deco Weekend.
Since the first South Beach Wine and Food Festival on Miami Beach, the City has been a
supporter and continues to work closely with festival producers, as it not only promotes
Miami Beach as a destination nationally and internationally, but also benefits students of
Florida International University. The majority of the funds raised from the Food Network
South Beach Wine & Food Festival is allocated to a construction project fund for the
expansion of FIU's School of Hospitality and Tourism Management's existing dining room
into a full service Teaching Restaurant. Other revenue from the Festival is invested in the
maintenance and support of the Southern Wine & Spirits Beverage Management Center, a
4,500 square-foot facility that features the latest technology for beverage tasting and
analysis. Additional funds are awarded as scholarships to the students of the School who
demonstrate exceptional performance while volunteering in all facets of the Festival. This
year the dean is expecting to distribute approximately $300,000.
Over the course of the first six years of the event, approximately $4 million was raised for
FIU's School of Hospitality and Tourism Management. Last year, $1.5 million went to support
these programs. This year's event has garnered a 21 % increase in sponsorship, with $1.8
million earmarked for FIU. In addition to the tangible benefits, the students of FIU's School
of Hospitality and Tourism Management also receive priceless experience by volunteering
for the Festival. Culinary students receive the rare opportunity to work alongside and learn
from some of the most celebrated chefs in the world including Jean-Georges Vongerichten,
Eric Ripert, Ferran Adria, Emeril Lagasse, Thomas Keller and Nobu Matsuhisa among
others.
The Food Network South Beach Wine and Food Festival enters into a sponsorship
agreement with the City that provides for specific waivers and requires the event to provide
certain public benefits. In return, the City is listed as an event sponsor for a nationally
recognized event that has experienced 23,000 attendees, approximately 10,000 of which are
tourists from over 40 different states, providing approximately 6,600 Miami Beach hotel room
nights for the weekend. The 2008 Food Network South Beach Wine and Food Festival is the
second year the event has been under the banner of the name sponsor, Food Network, the
preeminent culinary television access point. The integrated marketing plan of the network
and their publications and additional exposure resulted in 350,000,000 media impressions in
2007, providing a substantial return on investment for the City. In addition, a resident
discount ticket program was introduced as part of this sponsorship agreement that provides
access to event tickets before they become available to the general public. As part of the
sponsorship agreement the city has with this event, the waivers for the 2008 Food Network
South Beach Wine and Food Festival, inclusive of application and permit fees, vehicle
beach access fees, square footage fees, police and fire administration fees, banner fees
and the Lummus Park user fee, total approximately $87,000.
C: Hilda M. Fernandez, Assistant City Manager
Max Sklar, Tourism and Cultural Development Director
Graham Winick, Film and Events Production Management
JMG/HMF/MAS/gw
F:\info\$ALL\Max\TCD\Special Events\SB Wine and food 08.doc
1-12-08
PRELIMINARY LOAD-IN/STRIKE SCHEDULE
SOBE WINE AND FOOD FESTIVAL 2008
FEB 22-24, 2008
MONDAY, FEB 4
TIME DESCRIPTION CONTACT
9AM Police escort
w ~ _. __,. ;r; hegins on west Ron
.north compound first
.south compound
.kids kitchen
Delta Welcome Center install Navas
*30x80
.xbraces -
Kids Kitchen tent install begins ES
.50x50 w/3 walls
.50x66 w/1-SOft flap & 2-16ft walls
.(3)20x30 walls all around
.(1) 10x20 and (1) 10x10 walls all around
TUESDAY, FEB 5
TIME
DESCRIPTION
9AM Continue install of tent & lencin<~
.20x0 vol tent w/walls all
.1-50x50 storage tents w/walls all
.1-50x0 no walls
.1-20x20 Sponsor BOH wwalls all
10x30 Fedex install
10x10 First aid install
6pm
Police escort ends
WEDNESDAY, FEB 6
TIME
9AM
DESCRIPTION
Police escort begins
82X2?0 tent install be1~rins
Begin install Kitchen Aid A
.100x50 wl SOft wall/2-16 ft
.x-braces o
Fence vohmteer compound
Complete all west side fencing
w/vision block
lOAM F~'looring begins
.30x80 Delta Welcome
.20x40 Associates
.20x20 sponsor
.10x30 fedex
CONTACT
Navas
CONTACT
Jose
6PM Police escort ends
THURSDAY, FEB 7
TIME DESCRIPTION
CONTACT
8AM Install ES
(l )82x50 w/1-50fi flap & 2-50'ft panels
(1)50x50 w/3-50ft flaps target
(2) Green rooms in between
.(1) 20x20 Green room w/ (I) 20x30 VIF- flaps all around
.(3) glass doors
.(2) 20x50 Kitchen Prep w/walls all around - 2 glass doors
.(1)20x30 )30II w/20x20x20 of it for media
.40x20 Kitchen Aid tent w/flaps all around
. I Ox 10 scullery
Flooring continues
.20x20 Csreen room/20x30vip
.kitchen prep 1-20x50
.reinforced 20x20 kitchen aid static -north end
6PM Police escort ends
FRIDAY, FEB 8
TIME DESCRIPTION CONTACT
9AM Police escort begins
Continue with tent setup
(?) ~Ox~0 -- Publi~'Sop~sta install - 2 flaps
Flooring continues
.Media -20x20
.boh - 20x>0
loam (6) trailers arrive for compound
.(2) ops/(1)restaurants/(1)radio/(1) inventory
. (1) inventory/(1) security
6PM Police escort ends
SATURDAY, FEB 9
TIME DESCRIPTION CONTACT
9AM Police escort
Continue install of large tents
Flooring continues
.30x20 Evian
.10x20 glasses/info
.10x1.0 dunkin reinforced floor
. l Ox 10 barilla,merch, viva
.20;50 F1U floor
SPM Police escort ends
~I:l. ;~L~~1'~ SI"l~t; VILLAGE TENTS
ON WEST SIDE COMPLE"l'E
SUNDAY, FEB 10
TIME DESCRIPTION CONTACT
9AM Police escorts
Continue wttents buildout
30x20 Evian- 3 sides walls ES
* 10x20 Masses - 3 sides walls
*mark IOx10 tents for dunkin, barilla, merch
Viva, Cadillac
* 10x20 FIU w/3 flaps
30x20 Coke w/3 flaps
*30x20 BOBS wl> flaps
Install ,Tole
30x20 Future Brands
10x20 Nestle
.10x20 sound tent
.10x20 storage courtyard.
Flooring; continues
.Books & Books
MONDAY, FEB 11
TIME DESCRIPTION CONTACT
9AM Police escort begins
.. k_, ~~ir~~> ,,r, ~~,~~ iii}e-gates open
l~or puE~lic FF
Continue install of village ES
. l OX 10 Cadillac
.20X40 books & books w/divider wall
At the 20ft mark. from the north to south
Install Jose
10x20 dry goods walls all around
*install 10x10 glasses all walls
SPM GT T'ents complete w; corners .lose
6PM Police depart
Overnight security begins
Security meeting
TUESDAY, FEB 12
9AM Police escorts
Install cable in GT tents for signage Mikey
.., i P } ,
6PM Police depart
All tents complete
All flooring complete except for 30x100
WEDNESDAY, FEB 13
TIME DESCRIPTION CONTACT
8AM Police escorts
(1) scissor lift delivered early Deco
DECOS begins install Amexl"Target
.2-24ft trucks
9AM Flooring continues
Final on tent walls & xhrace changes ES/Jose
Lighting install begins Marco
Lighting install in seminars/north side Marco
Fence install on south end & northside F[
of north tent
.rolling gate for north tent, entry, restroom
g4,g3 8
Heavy equipment delivered
.Forks, gators, scissors
(2) all terrain versahandler
(2) straights w/pallet attachment
(1)all terrain reach forklift
Trencher delivered
(7) light towers
(3) all terrain scissor lifts delivered
Install 30x100 main tent Jose
.inner gable top only for Delta
THURSDAY, FEB 14
TIME DESCRIPTION CONTACT
7AM Police escorts
9AM I~ECOS CONTINUES
Generator for Office trailers delivered
.South compound only
.24hr runtime
Golfcarts arrive
Flooring install for 3(?x100 FF
Fencing of main site north complete
Trenching begins:
.gates, boh, production trailer, IMG
DSL installed
.(1) Books & Books
.(2) IMG
.(1) Delta
.(1) Atlantis
.(2) media/(2) phone for media
l OAM Mister install begins
6PM Police depart
FRIDAY, FEB 15
TIME DESCRIPTION CONTACT
8AM (2) Police escorts
Mesh installed Signage crew
Install of Amex trusses Britten
Pole digger comes
9AM ':~ ~:'() ~t~~~tin~t~
Barricades delivered
*4 FIU
*Publix???SG to advise
*Delta Welcome
*Village west side
SHOOT FOR PEDESTRIAN AT 12TH STREET
.fill service lane in patio east side Hez
.lines for IMG queing
.light towers
.kids kitchen
.glasses at dry goods
l OAM
11 AM
6PM
Garbage d~unpsters arrive SNL
(3) PODS begin arriving
Begin sign pole install BL
Lighting in GT continues Marco
TRENCI~IINGBEGINS WILL
.1 Books & Books
200 radios arrive/store in Lifeguard
Police depart
SATURDAY, FEB 16
TIME
6AM
9AM
DESCRIPTION CONTACT
Security shift change
Police escorts
i~i:~'t~ Ci)13ill1UC
Continue pole install BL
Wrap up any fencing FF
Electric install begins PP
.generators placed & cabling begin
FORKLIFT FOR DAY
Staging install begins Ron
.need (1) forklift for 4 hrs.
3 -Stages for KA install RG
(2) labor onsite Will
6PM Police depart
SUNDAY, FEB 17
TIME
DESCRIPTION
9AM Police escorts
Continue staging
llI:CE) cc~nti;~ikcs
LOAM Final stage built
SPM Complete sign pole install
Labor depart
6PM Police depart
MONDAY, FEB 18
TIME DESCRIPTION
6AM Security shift change (+4)
8AM Police escorts
Kitchenaid install begins -north end
.(2)dedicated forklift and op
.(4) trucks to unload including kids
CONTACT
CONTACT
9AM Project managers check in
PAs check in
MONDAY, FEB 18
TIME
DESCRIPTION
8AM Dry goods truck rental begins
Truck driver begins
FIU TWO TRIPS DAILY THRU FEB 21
DROP (2) REFERS AT FIU
(6) labor on site
Signage arrives on site
Signage install begins
i~I.~:) ~c~rttintt
.scissor lift
l OAM 56 Posts installed for umbrellas
11 AM
1 PM Green room install by Room Service
Umbrellas delivered
4PM Labor departs
CONTACT
WILL
Will
BS/william
Metro
DM
6PM Police depart
Overnight security
TUESDAY, FEB 19
TIME DESCRIPTION
8AM Police escorts
Panache arrives
.tables for GT
.small skid forklift onsite for Panache
DO NOT SET CHAIRS IN KITCHEN AID B
ALL CHAIRS TIE WRAPPED
9AM I~(:C`O eontii~ues ~~7~c1 c~,t~~,~i~te~ ~i~cE~~~
(6) labor arrives
Green room restroom delivered
9:30AM Prep kitchen install begins
Fire extinguishers delivered
~. ~,
lOAM SIGNS DELIVERED FOR 11&12TH ST
12noon Counters arrive
. IMG
.(3) credentials
.(2) for guest services north
.(1) for guest services south
.(4) kids kitchen
2PM
Trees arrive possibly
4PM Labor departs
SPM Electric complete
6PM Police depart
CONTACT
WILL
WILL
FIU
WEDNESDAY, FEBRUARY 20 - 24hr power begins
TIME
DESCRIPTION
CONTACT
8AM
8:30AM
9AM
Police escorts
CLOSE OFF PUBLIC SHOOT -SITE LOCKED
DROP (1) REFER A"T FIU WILL
Panache arrives
.linens on all tables
.glass truck delivered
. (1) semi remains on site
Restaurant, exhibitor.. signage installed
in GT tents
(2) restrooms delivered -north end
(3) garbage dumpsters arrive
(6) labor an•ive
CREDENTIAL CENTER OPEN
Tables for main tent delivered
Restroom trailer delivery begins
ES/FJ
Will
SH
Panache
FJ
lOAM (16) washing stations delivered FJ
Sound installed in seminar and gt RG
.toolcat needed for day
WEDNESDAY, FEBRUARY 20
TIME DESCRIPTION
11 AM Install seminar tent signs
.scissor lift needed
Ice truck delivered
2PM-SPM
4PM Labor departs
Sponsor loadin stops
CONTACT
6PM Police depart
THURSDAY, FEB 21
TIME
7AM
8AM
9AM
l OAM
11 AM
1PM
2PM-SPM
DESCRIPTION
Security round the clock
CREDENTIAL CENTER OPENS/
CREDENTIAL ACCESS IN EFFECT
Police escort
Wineries begin deliveries
.2 forklifts/operators for Bruce
(2) REFER TRUCKS PICKED UP AT FIU
BRING TO SITE
(6) labor arrives
SETUP RECYCLE STATIONS
Restroom trailer delivery begins
South end
Ice trucks arrive
.5 boxes install
.1 behind KA 20x40, courtyard, south end
Trees delivered
.Evian
.Seminars
Water delivered
2 directors chairs delivered for KA
loads in merchandise
.need golf cart assistance - PA
Exhibitor load-in -
CONTACT
Zoria
Will
Will
Will
FJ
Manny
David
~~~
THURSDAY, FEB 21
TIME
4PM
DESCRIPTION
(6) labor departs
Kids Kitchen deliveries
CONTACT
6PM Police depart
7PM Overnight security shift
MIDNIGHT Meters bagged
POST BURGER BASH DUNKIN DONUTS MACHINES
BACK TO PILLAGE WILL TO DO
FRIDAY, FEB 22
TIME DESCRIPTION CONTACT
7:30AM Bus shuttle starts
8AM Police shifts begin
(4) labor arrive Will
RF,FER TRiJCK FROM FIU "hO SI'TE
9AM (6) pallets from bag house Kathy
.place in tent
Golfcart mechanic begins
IOAM (6) Credential enforcement arrive MS
FRIDAY, FEB 22
TIME
DESCRIPTION
CONTACT
11 AM Bulk of police arrive
(25) additional laborers arrive Will
Security arrive MS
(2) restroom attendants arrive (1-n& 1-south)
Festival merchandise opens
12:30PM (2) restroom attendants arrive
Gates open
Paramedics on main site
1 PM GT opens
ICE DELIVERY TO KA b FOR LAMB Manny
4PM Bus shuttle
Trade day ends
6PM Police depart
Security departs
Signage changed
Tables cleaned
6:30PM
7PM
8PM
Set chairs in KA B for Seminars SNL
Restroom attendants leave
Fire departs
Final police departure
Labor departs
.(1) overnight for KA/Evian thru Sunday
SATURDAY, FEB 23
TIME DESCRIPTION
7:30AM Shuttle begins
8AM Restaurant loadin till 11 am
Ice vendor arrives
Police arrival begins
8:30AM (30) labor crew arrives
DRY TRUCK "I`O Fltl
9AM Restaurant delivery begins
*(8) golfcarts dedicated
Police arrive in bulk
Security arrives
( )pallets arrive from bag house
(6) restroom attendants arrive
9:30AM Paramedics at Kids tent
lOAM Fire arrives
Village opens
10:30AM Paramedics on main site
11 AM Doors open
Restaurant loadin ends
1PM GT opens
4:30PM Paramedics depart Kids tent
CONTACT
WILL
SATURDAY, FEB 23
TIME DESCRIPTION CONTACT
SPM GT ends
.tables cleared
.signage changed
6PM Overnight shift change
7:30PM Fire departs
8PM Police depart xcept escorts
Security ends
Forklift to bring auction lots to tent
Restroom attendants leave
Shuttle ends
9:30PM Labor crew leaves
SUNDAY, FEB 24
TIME DESCRIPTION CONTACT
Sam - 11 AM Restaurant loadin
8:30AM (30) labor crew arrive
DRY TRUCK TO FIU WILL
9AM Restaurant deliveries begin Chef
Police escorts
Security arrives MS
(6) restroom attendants arrive
9:30AM Paramdics at Kids tent
lOAM Village opens
10:30 Paramedics onsite Village
11 AM Restaurant loadin ends
Noon GT security arrives MS
1 PM GT opens
4:30PM Paramedic depart Kids Tent
SPM GT ends
Gates closed after tent cleared of gen public
.Exits only thru middle and south
6: PM Shuttle vans depart
Seminaxs end
Forklift to IMG ticket
Strike begins
.Remove A/V
.tables strike Panache
.sound removed
SUNDAY, FEB 24
TIME DESCRIPTION CONTACT
7PM Restroom attendants leave
loadout audio
2 forks/ops dedicated to Bruce
Fire departs
8PM Police depart xcept escorts
Security departs
9:30PM Labor crew departs
9PM - lAM (5) fresh labor crew arrives
Bring up Kitchen Aid trucks
.1 dedicated forklift/possibly 2
add one fork dedicated by l Opm
DO NOT DISCONNECT LIGHTS IN ALL DEMO TENTS
MONDAY, FEB 25
TIME DESCRIPTION CONTACT
7AM Police escort
Kitchen Aid loadin
(1) Forks dedicated
Trusses removed Britten
8AM lent I~.1~;190VA1,;~1tS 1I31::1~R0\l VIC.I_~(;L-: ~t)IZ111 1)E l:'1'O
Scissor lifts picked up
.2 remain (DECO/Lighting/Misters)
Forks picked up
.2 remain
9AM Police escort
Restroom trailers picked up
Illuminart out
Evian, , Fedex
(4) labor crew to arrive
6PM Labor crew departs
TUESDAY, FEB 26
TIME DESCRIPTION CONTACT
9AM Police escort
Tent and fencing removal continue
(6) maintenance
SPM Police depart
WEDNESDAY, FEB 27 -SUNDAY, MARCH 2
TIME DESCRIPTION CONTACT
9~n Police escort
Tents & fencing removed