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Home My WebLink About2008 02 11 Regular 605 Approval of a Financial Partnership for a 'Live AFter Five" Town Center Event and Latin Jazz FestCOMMISSION AGENDA ITEM 605 Consent Informational Public Hearing Regular X Februa 11 2008 ~ °, \J Regular Meeting Mgr. / Dept. Authorization REQUEST: The Parks and Recreation Department is requesting the City Commission to consider approval of a financial partnership fora "Live After Five" Town Center Event and Latin Jazz Fest for Winter Springs. PURPOSE: This agenda item is needed for the City Commission to consider if it wishes to do a financial partnership with Smooth Jazz 103.1 WLOQ fora "Live After Five" Town Center Event and Latin Jazz Fest. CONSIDERATIONS: Smooth Jazz 103.1 WLOQ is requesting a financial partnership to conduct: Event A - A "Live after Five" Jazz Event in the Winter Springs Town Center on Friday, May 16, 2008 from 6:00 PM - 9:30 PM. Event B - A Latin Jazz Fest Event at Central Winds Park on Saturday, June 7, 2008 from 4:00 PM - 10:00 PM. This would be a ticketed event - $15.00 on-line and at retailers/$25 the day of the event. The benefits to the city are as follows: 1. Event "A" would further brand this Town Center as a focal point for community activity. 2. Event "A" would obviously create additional business for the Town Center merchants. 3. Event "A" and "B" held on May 16, 2008 and June 7, 2008 are during months when there are no scheduled community events. 4. Event "B" has the potential to possibly be a great asset for the City of Winter Springs if it is very successful and grows. Agenda Item Regular 605 February 11, 2008 Page 2 • City contribution would be as follows: Event "A" - "Live After Five" Town Center Events 1. Police (10 Officers; 6 Hours) 2. Fire (Ambulance and First Aid Station; 3 Hours) 3. Public Works (6 Hours) 4. Parks and Recreation (6 Hours) 5. Rest Room Trailer 6. Light Tower 7. Banner TOTAL • Event "B" - "Latin Jazz Fest" at Central Winds Park 1. Police (10 Officers; 8 Hours) 2. Fire (Ambulance and First Aid Station; 6 Hours) 3. Public Works (On site Electrician, Vehicles; 6 Hours) 4. Parks and Recreation (8 Hours) 5. Light Towers TOTAL Total City Contribution for Both Events = $10,682.00 $1,800.00 $ 480.00 $ 521.00 $ 250.00 $1,200.00 $ 500.00 $ 700.00 $5,451.00 $2,400.00 $ 960.00 $ 521.00 $ 350.00 $1.000.00 $5,231.00 • Parks and Recreation staff recommends that the Central Winds Park Rental fee of $3,000 be paid by WLOQ to the City of Winter Springs. WLOQ estimates their contribution as follows: 1. Website, Mailing and Radio Advertising $11,625.00 2. Talent, Band, Sound, Stage and Lighting $ 4,650.00 TOTAL $16,275.00 • WLOQ would have many additional costs for the Jazz Fest at Central Winds Park for entertainment, tent rental, portable ~restrooms, staffing for fee collection, trash pickup, and technical services. This is a large outdoor event with many costs and risks associated with bad weather. • WLOQ Event Director, Kim McFaddon is present to answer special questions regarding the financial partnership, the Event "A" - "Live After Five" Town Center Event and the Event "B" -Latin Jazz Fest at Central Winds Park. FUNDING: The new partnership will necessitate a supplemental appropriation of approximately $10,682 for the event to fund Police, Fire and Misc. costs. Agenda Item Regular 605 February 11, 2008 Page 3 RECOMMENDATIONS: It is recommended that the City Commission consider approval of the financial partnership with WLOQ for Town Center and Central Winds Park Events for 2008 and the donation of Police, Fire, and Misc. Costs for the City's portion of the partnership. ATTACHMENTS: Attachment #1 Smooth Jazz 103.1 WLOQ Information. COMMISSION ACTION: ~~,._.~_ f~~s~ ~ I O.i won Smooth Jazz 103.1 would like to work with The City of Winter Springs and produce one of our live concerts at Central Winds Park. WLOQ produces more live concerts than any Central Florida radio station. In the past few years we have enjoyed excellent relationships with The City of Altamonte Springs, The City of Winter Park, Millenia Mall, and Downtown Orlando. Our shows are very successful drawing large adult crowds between 2000 and 8000. Below are the specifics on the Latin Jazz Fest. On the following page is a proposal to produce a custom "Live after 5" event in Winter Springs Town Center. We have held "live after 5" events in Downtown Orlando, Winter Park Village, and Lake Mary. We would promote and produce this event for Winter Springs in exchange for an equal value in certain city services associated with The Latin Jazz Fest. Date: Saturday June 7 Time: Doors open at 4PM and the concert-ends at l OPM Crowd: Tickets will be sold in advance for $15 on line and at retailers. Day of tickets will be sold at the venue for $25. We will have good crowd estimate prior to the event and expect between 5,000 and 7500. Music: 3-4 live musical acts with one or two national headliners Stage: WLOQ contracts with production companies to handle stage, sound, lights etc. We will likely have a fold out stage 24ft by 24ft. Concessions: There will be 4-5 restaurants preparing and selling food at the concert and 3 beverage stations that will sell water, soda, beer, wine, and mixed drinks. WLOQ will have proper tents that reflect both health and fire codes. Security: In addition to the City of Winter Springs providing the required number of Police Officers, we will provide a security force of between 10 and 15 to monitor crowd, stage, entrances, parking etc. City of Winter Springs provides: • Exclusive use of Central Winds Park facilities for June 6~" and 7th • Fencing of side stage areas and open access areas • Electricity and on site electrician for the event • Police, Fire, EMT • Parking plan for up to 7,000 people • Cones and barricades as needed • Your help in making it a great event! ~ "Winter Springs Parks and Recreation" 1 ~~.1 Promotional Proposal w ~ o c~ Smooth Jazz 103.1 WLOQ would like to partner with the Winter Springs Parks and Recreation Department to bring a "Live After Five" event to the town center on a Friday evening from 6 to 9 PM in the month of May, 2008. Below is WLOQ's proposed web promotion and on-air ezposure for the campaign. Please review the proposal and feel free to contact Katie .Dysart with any questions at 407-647-5557 or kdysart@wloq.com. - Listing on WLOQ.com's home page, events page and concert page. ^ Value - $3,000 - Listing in one-mail newsletter sent to 15,000 subscribers. ^ Value - $1,500 - A minimum of (40) Forty :30 promos or liners supporting the event ^ Value - $6,000 - Promotion included in a minimum of (15) Fifteen "Around Town" Promos supporting the concert. (:10 donut within promo.) ^ Value - $1,125 - - W~OQ talent and premotions o~-sites-the -day of the-show. _ _ _ _ - ^ Value = $650 - WLOQ to provide band, stage, lights ^ Value = $4000 Total Value - $16,275 Winter Springs to provide: - Copy points and logo for website and on-air announcements - Copy points for stage announcements (in advance) - Booth space at event - Consideration for event at Central Winds Park :, ~s Woo Smooth Jazz 103.1 would like to work with The City of Winter Springs and produce one of our live concerts at Central Winds Park. WLOQ produces more live concerts than any Central Florida radio station. In the past few years we have enjoyed excellent relationships with The City of Altamonte Springs, The City of Winter Park, Millenia Mall, and Downtown Orlando. Our shows are very successful drawing large adult crowds between 2000 and 8000. Below are the specifics on the Latin Jazz Fest. On the following page is a proposal to produce a custom "Live after 5" event in Winter Springs Town Center. We have held "live after 5" events in Downtown Orlando, Winter Park Village, and Lake Mary. We would promote and produce this event for Winter Springs in exchange for an equal value in certain city services associated with The Latin Jazz Fest. Date: Saturday June 7 Time: Doors open between 2Pm- 4PM and the concert ends at l OPM Crowd: Tickets will be sold in advance for $15 on line and at retailers. Day of tickets will be sold at the venue for $25. We will have good crowd estimate prior to the event and expect between 5,000 and 7,500. Music: 3-4 live musical acts with one or two national headliners Stage: WLOQ contracts with production companies to handle stage, sound, lights etc. We will likely have a fold out stage 24ft by 24ft. Concessions: There will be 4-5 restaurants preparing and selling food at the concert and 3 beverage stations that will sell water, soda, beer, wine, and mixed drinks. WLOQ will have proper tents that reflect both health and fire codes. Security: In addition to the City of Winter Springs providing the required number of Police Officers, we will provide a security force of between 10 and 15 to monitor crowd, stage, entrances, parking etc. City of Winter Springs provides: • Exclusive use of Central Winds Park facilities for June 6th and 7th Park rental fee waived • Fencing of side stage areas and open access areas • Electricity and on site electrician for the event • Police, Fire, EMT • Parking plan for up to 7,000 people • Cones and barricades as needed • Your help in making it a great event! Accepted: ~y: _ %~ ~ ~~ City f ~Jinter S 'ngs