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Home My WebLink About2008 03 10 Consent 204 Celebration of Freedom ExpensesCOMMISSION AGENDA ITEM 204 March 10, 2008 Regular Meeting Consent X Informational Public Hearing Regular Mgr. / Dept. Authorization REQUEST: The Parks and Recreation Department is requesting that the City Commission approve staffl s plan and budgeted funding to provide for the Staging, Lighting, Sound System, Entertainment, Shuttle Buses, Winter Springs Idol Competition, and other associated items for the July 4, 2008, Celebration of Freedom and authorize the expenditure of up to $27,000 to American Audio for Staging, Speakers, Sound, Lights, etc., Premier Pyrotechnics fora 30 minute fireworks display up to $24,000, and up to $16,000 to the Birchmore Group to obtain Entertainment Services. PURPOSE: The purpose of this item is to approve staff s plan and budgeted funding for providing the Staging, Lighting, Sound System, Entertainment, Shuttle Buses, Winter Springs Idol Competition and other associated items for July 4, 2007 and authorize the expenditure of up to $27,000 to American Audio for Staging, Speakers, Sound, Lights, etc., Premier Pyrotechnics fora 30 minute fireworks display up to $24,000, and up to $16,000 to the Birchmore Group to obtain Entertainment Services. CONSIDERATIONS: The City of Winter Springs has conducted a successful Independence Day Special Event for the past 10 years. Last year city staff put together and conducted the event with drew a large crowd with an excellent fireworks display. Premier Pyrotechnics plan to provide a 30-minute Fireworks Display with the same shooter and staff at a cost of $24,000. Staff will bring a July 4'h Fireworks Display Agreement to the City Commission for consideration. Agenda Item Consent 204 March 10, 2008 Page 2 • Staff plans to again bring an agreement for City Commission with CBS Radio Orlando (MIX 105.1) to provide sponsors, vendors, and promotion for City Commission consideration. • The Winter Springs Rotary Club will again provide the very successful and popular kids games area at a cost to them of over $3,500. • Staff will promote and schedule the Winter Springs Idol competition. It will be open to any Winter Springs resident. Tryouts will be held in May on two Saturdays at the Civic Center. The five finalists will perform on July 4`h from 5 p.m. - 6 p.m. on the main stage. The winner will be announced from the main stage. • Celebration of Freedom Budget: Description Cost Fireworks Display (30 Minutes) $24,000.00 Production (Staging, Audio, Special Effects, Personnel) $27,000.00 Entertainment $1 6,000.00 Master of Ceremonies (Main Stage) $ 500.00 KSI Consulting, LLC (Weather Insurance/Observer) $ 1,000.00 Advertising (Banner, LED AD, Newsprint) $ 2,000.00 Transportation (Event Shuttling)( $ 3,200.00 Restrooms (2 Trailers and Portalets) $ 3,500.00 Golf Carts (15 Carts) $ 1,500.00 Tents, Tables and Chairs $ 4,000.00 Light Towers (35) $ 4,500.00 Generators/Electrical Needs $ 2,500.00 Security Items (Barricades, Fence, Cones) $ 4,000.00 Traffic Control (4 Sign Boards $ 800.00 Food and Beverage Supply (Parks/Police/Fire) $ 500.00 GRAND TOTAL $95,000.00 Budgeted Amount: $95,000.00 Income/Revenue Projected: $ 3,000.00 FUNDING: July 4`h Celebration of Freedom tota107/08 budgeted funding of $95,000. RECOMMENDATIONS: The Parks and Recreation Department is recommending that the City Commission approve staffs plan and funding to provide for the Staging, Lighting, Sound System, Entertainment, Shuttle Buses, Winter Springs Idol Competition, and other associated items for the July 4, 2008, Celebration of Freedom and to authorize the expenditure of up to $27,000 to American Audio for Staging, Speakers, Sound, Lights, etc., Premier Pyrotechnics fora 30 minute fireworks display up to $24,000, and up to $16,000 to the Birchmore Group to obtain Entertainment Services. Agenda Item Consent 204 March 10, 2008 Page 3 ATTACHMENTS: Attachment # 1 Celebration of Freedom budget Attachment #2 Basic Event Schedule Attachment #3 Site Plan COMMISSION ACTION: ATTACHMENT #1 CITY OF WINTER SPRINGS CELEBRATION OF FREEDOM JULY 4, 2008 4:00 P.M. -10:30 PM Description Cost Fireworks Display (30 Minutes) $ 24,000.00 Production (Staging, Audio, Special Effects, Personnel) $ 27,000.00 Entertainment $ 16,000.00 Master of Ceremonies (Main Stage) $ 500.00 KSI Consulting, LLC (Weather Insurance/Observer) $ 1,000.00 Advertising (Banner, LED AD, Newsprint) $ 2,000.00 Transportation (Event Shuttling) $ 3,200.00 Restrooms (2 Trailers and Portalets) $ 3,500.00 Golf Carts (15 Carts) ~ $ 1,500.00 Tents, Tables and Chairs $ 4,000.00 Light Towers (35) $ 4,500.00 Generators/Electrical Needs $ 2,500.00 Security Items (Barricades, Fence, Cones) $ 4,000.00 Traffic Control (4 Sign Boards) $ 800.00 Food and Beverage Supply (Parks/Police/Fire) $ 500.00 Grand Total $ 95,000.00 Budgeted Amount: $ 95,000.00 Income/Revenue Projected: $ 3,000.00 ATTACHMENT #2 Friday, ]uly 4, 2008 Central Winds Park 4 pm to 10:30 pm Event Timeline 4:00 pm Gates Open 5:00 - 8:45 pm The Fantastic Winter Springs Rotary Club Kids Area with Games, Rock Climbing Wall, Bounce Houses, Dunk Tank and Much More! Concession Vendors will be on hand featuring some of the Area's Popular Eating Establishments such as Tijuana Flats, Uncle AI's, Super Suppers, Donatos Pizza, Marble Slab Creamery, Brusters Ice Cream as well as variety of Beverages will be available 5:00 - 6:00 pm Main Stage Featuring the Finals of the Star Spangled Showcase 08' 6:00 - 7:00 pm Main Stage features Opening Act 7:10 - 9:10 pm Main Stage features Main Act 9:10 - 9:15 pm Independence Day Ceremony features the Presentation of Colors 9:15 - 9:45 pm Check out Central Florida's longest Firework Presentation choreographed with exciting soundtracks. The sky will be lit with an array of colors and effects. This World Class Fireworks Presentation will be an unforgettable Experience for all. 9:45 - 10:30 pm Post Event Sock Hop featuring the Band, Seventeen to Seventy. Shuttle Bus Service: Begins at 5:00 pm at the following locations: Highlands, Winter Springs, Layer and Keith Elementary Schools, Indian Trails Middle School, The Venetian Village, Trotwood Park, St. Stephen's Church, and Metro Church Parking lot. Bus Service will End at 11:00 pm. °SORRY" FIREWORKS, COOKING DEVICES, OR PETS NOT ALLOWED TO ENTER THE SHUTTLE BUS OR PARK. COOLERS WILL BE CHECKED AT GATE! ATTACHMENT #3 ,,, 1 + ~ ~ ~~ ~ !-~ `~ ~ ~~ ~'~,,,~ .• `, MAIN FOOD VENDORS ~ ~ ~~ ~'Fti.,~.~ STAGE ~ y~ ,~ >~~ .:.~ AMPHITHEATRE ~ », , ~~. ~''?*~ ~ ` AREA ~ 4.: >>. ~;' ~~ ~ ~ 3 ' ~~ ~ ,4~ ~ ~ 4 ... ~ ~, ~ ~~, 'rt , " ROTARY Af~A 7t°r, I ,~~,t ,.. ~ GENERAL .Fx ~~ "' +~I VENDORS FIRST AIC~~ 1 RESTROOMS ~~ ~ , r.s ~~7 ,*y~ , ~.t. < p ~, +' i - 3 /" i^ t ' #1:. Y e'er ~ ' < ~ t k tr', • ~ ~ r .i ~` ~E~~R~` ~ ROTARY KIDS ~~`, ~ ' •'f~. _ ~.r iA~E r ~ ` ~~ ~' AREA '~ a b ,~.