HomeMy WebLinkAbout2001 03 26 Informational A 3rd Annual Music Fest
I,
COMMISSION AGENDA
ITEM A
CONSENT
INFORMA TIONAL X
PUBLIC HEARING
REGULAR
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3/26/200 I
Meeting
MGR.~ IDEPT Q.,
Authorization '
REQUEST: The Parks and Recreation Department is notifying the City Commission of the
department's intent to lease the Central Winds Park Amphitheater and Parking
Areas to the Cox Events Group/WMMO Radio Station for its 3rd Annual Music
Fest on Saturday, November 10,2001.
PURPOSE: The purpose of this item is to advise the City Commission of the Department's
intent to lease the Central Winds Park Amphitheater and Parking Areas for the
WMMO Radio Station's 3rd Annual Music Fest.
CONSIDERA TIONS:
. The City of Winter Springs, annually, conducts a public event in the month of July at Central
Winds Park.
. The City has conducted other large events in the past at Central Winds Park.
. The City Commission at the July 24, 2000, Budget Review Workshop, discussed a Parks and
Recreation request for funding to improve the Central Winds Park Amphitheater Area. The
commission's consensus was to attempt to lease the area to more groups for public use.
. The Cox Events Group desires to conduct it's 3rd Annual Fall Music Fest at Central Winds
Park and will pay $ 2,500 or .50 cents per ticket, plus Fire and Police expenses.
. Tickets are free of charge at sponsored locations or $10.00 per person at the Central Winds
gate.
. The Amphitheater and Parking Areas are available for use on Saturday, November 10, 2001.
. This event will promote the City of Winter Springs, Central Winds Park, to the Central
Florida Area, and will attract about 6,000 people.
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FUNDING:
No city funding needed.
RECOMMENDATION:
Informational only.
IMPLEMENTATION SCHEDULE:
March 27, 2001
April, 2001
Begin preparing contract for the event.
Present contract to City Commission for consideration.
ATTACHMENTS:
Attachment # I
Cox Events Group/WMMO Letter.
COMMISSION ACTION:
2
"
MAR. 8.2001 ~:SSPM
TRPFQ C DEPT
ATTACHMENT 1
NO.487
P.2/2
March 8, 2001
Parks & Recreation Department
i\'lr. Chuck Pula
1126 East State Road 434
Winter Springs, fL 32708
Dear Chuck:
I wanted to send a brief letter to you detailing tile media coverage that would
be provided to Central Winds Park if we were to hold Fall Music Fest 2001 at
the facility. I have also included details of the expenses incurred producing tl1is
event.
As we discussed, Central Winds Park would be mentioned in all radio,
television, web and print ads. Those four media outlets provide nearly $200,000
in media exposure. In addition, each of the 30,000+ tickets distributed at our
sponsor locations would identify Central Winds Park as the venue.
Our current rental agreement is $2500 or $.50 per ticket, whichever is greater.
Our rent for the 2001 event was $3040. In addition to rent, we must pay for
national talent, staging, production, police, tshirt security, fire personnel
. portalets, signage, event staff, field restoration and field repair. Our expenses
last year totaled over $123,000. Because this is a programming event tickets
are free, we're lucky if we break even.
Chuck, based on the above information, I hope your Director will reconsider his }7UI JotH1 \I.IJII':' PI.a~w'IY
suggested rental fee. 111 plan to give you a call to follow up next week, but
should you have any questions, please don't hesitate to call.
Sincerely, ~\1I10 jCii
Lisa A. weSt . (J(!onC1CL. FI'-,(H"!q .1::'!iO.l
Pro~uctlon Manager
cox..Jvents Group/WMMO
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March 2, 2001
Parks & Recreation Department
Mr. Chuck Pula
1126 East State Road 434
Winter Springs, FL 32708
Dear Chuck:
I appreciate the time yesterday to discuss the possibility of Central Winds Park
being the venue for the upcoming Fall Music Fest.
As we discussed, I've detailed the event below.
What:
3rd Annual Fall Music Fest. A one-day free music festival full
of great Soft Roel< & Roll. A ticket must be obtained from a
ticket distribution point and is required for access to the
event. previous artists have included John Hall of Orleans,
Roger Mcquinn of tl1e Byrds, AI Stewart, Player, Eddie
Money and Joan Osborne.
When:
Saturday, November 10, 2001
10:00am until dusk
Load in would begin on Wednesday, Nov 7th
Vendors would load In on Friday, Nov 9th
Tear down would be completed by Monday, Nov 12th
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Security:
We work with the local police, fire and bonded t-shirt
securtty companies to provide security, safety and crowd
control during the event. In addition to crowd control, t-
shirt S€aJrity is responsible for par~ng cars, ticket taking,
ticket selling, etc. We have worked with the Orlando Pollee
Department for several years. References are available if
needed.
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Parking:
We would lik.e to use the overflow parking lot for our
production, staff and client vehicles. OUf plan would be to
work with WInter Springs High School and park cars on
campus. Patrons CQuld then walk to the amphitheater.
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Concessions:
We provide all food and beverage concessions for the
concert, except for food and beverage concessions at the
concession buildIng located in the center of the baseball
complex which will be provided by the City. Our
concessionaires retain all food and beverage fees. Alcoholic
beverages shall be limited to beer and wine, if provided.
Staging:
We provide all staging and product1on materials necessary
to produce the concert including, but not limited to,
professional audio system, staging, lighting, generators,
porta lets, water, golf carts, radios, tents, dressing rooms
(r/s) and catering for staff.
Crean Up:
We provide post event clean up of the event sITe.
Promotion:
The event is promoted heavily on WMMO-98.9, on the
web, in print and on television. Central Winds Park would
be referenced as the site of the concert.
Chuckr thanks again for your efforts. 111 plan to give you a call to follow up next
week, but should you have any questions, please don't hesitate to call.
Sincerely,
~()j
Lisa A. west
Production Manager
Cox Events Group/WMMO