Sound Waves RFP

Professor Raymond

HFT 3519-0063

MW: 3:00pm-4:15pm

ESG Assignment

April 16, 2014

Nick Altavilla

Leigh Andrejewski

Roby Ortiz

Tayler Rode

Heather Yanas

Part I – Narrative Date Originated: January 2014 Date Revised: April 16, 2014

A. Event Profile

Event Name: SoundWaves Event Website: www.soundwavesmusicfestival.com Host Organization Contact Information Cloud 9 Adventures 405 Mizner Blvd. SE, Suite 68 Boca Raton, FL 33432 (561) 368- 8922 www.cloud9adventures.com Host Organization Overview Cloud 9 Adventures was founded in 2002 and is based in Boca Raton, Florida. Led by industry professionals with a vast array of experience, the in-house team offers Customer Service & Travel Agency Services, Marketing, Brand Management and Consulting to help create top notch multi-day music events in paradise. Taking place at high end all-inclusive resorts and on cruise ships, these events provide unique opportunities for fans to travel with like-minded people who share a common interest. Uniting fans through music while exploring new places and sharing the ultimate live music experience is a paradigm shift in the industry. Featuring artist-centric, fan-focused events taking place on fully chartered cruise ships and all-inclusive resorts, Cloud 9 Adventures is changing the live music experience, changing the way people vacation.

Event Objectives Combining the sounds of three different styles of music over the quiet vastness of the sea. We hope to present our guests with an eclectic musical bonding experience. Event Scope -MSC Divina Venues -St. Maarten -Half Moon Cay Island Event Type Aquatic music festival with interactive meet and greets in a vacation oriented environment in the company of industry professionals. Event Frequency This event happens annually over the course of two weeks. Event Profile Comments: Event is NOT mandatory for all attendees. Spouses and guests are invited to attend. Children are NOT allowed to attend. This event is strictly 21 years of age and over. It is also recommended to only those who are musically inclined.

B. Key Dates, Times, & Locations Refer to the complete Schedule of Events (Part II of the ESG) for complete details on all functions and scheduled activities.

Primary Event Facility Name: MSC Divina Event Location City: Miami & East Caribbean Islands State/Province: Florida Country: United States Published Event Start Date: February 9, 2015 Published Event End Date: February 14, 2015 Pre-Event Meeting Monday, December 15, 2014 2:00pm-4:00pm (Eastern Time) Cloud9Adventures Headquarters in Boca Raton 25 Attendees Post-Event Meeting Monday, February 16, 2015 2:00pm-4:00pm (Eastern Time) Cloud9Adventures Headquarters in Boca Raton 25 Attendees Pre-Event Move-in and Setup will be required. Staff Pro will provide the specific schedule closer to the event starting date.

Staff Pro- Orlando Branch 5401 South Kirkman Road #310 Orlando, FL 32819 (407) 926-6804 About Staff Pro Staff Pro is nationally recognized as an industry leading crowd management, event staffing, and consulting company providing experienced and trained professional personnel and managed services to every type of venue and event imaginable. With team members servicing thousands of shows and events at hundreds of facilities annually, Staff Pro is "Preferred by clients and Loved by guests" across the nation.

Other Dates & Times Comments: - Attendee Registration: March 10, 2014 - Attendee Pre-Book Tier One: April 7, 2014 - Attendee Pre-Book Tier Two: April 8, 2014 - Attendee Pre-Book Tier Three: April 9, 2014 - Attendee Pre-Book General: April 10, 2014 - Artist Line-up Announcement: June 19, 2014 - Attendee Check-In: February 9, 2015 @ 10:30am - 4:30pm - Daily Director Meetings: 12pm - 1pm in the Cloud 9 Adventures Lounge on MSC Divina

C. Key Event Contacts Event Organizer/Host Organization Contacts

Name Leigh Andrzejewski

Title

Sales and Travel Director

Company

Cloud 9 Adventures

Address: 405 Mizner Blvd SE Telephone: 561-368-8922 Fax: 908-328-4926 Email: [email protected] Mobile Phone: 908-328-5593

Description of Responsibilities Responsible for

establishing event pricing, inventory

control and providing detailed financial

analysis for all events.

Location During Event

Cloud 9 Adventures Director’s

Lounge

Emergency Contact

Nick Altavilla

Contact 1 Name Nick Altavilla

Contact 1 Title Sales Director

Contact 1 Company Cloud 9 Adventures

Address: 405 Mizner Blvd SE Telephone: 561-368-8922 Fax: 908-328-4926 Email: [email protected] Mobile Phone: 908-328-5593

Contact 1 Responsibilities Director Sales,

Overseeing Transportation, Travel

Coordination, Customer Service, Travel and Sales

Logistics, Financial Reporting and some

Marketing

On-Site Location Cloud 9

Adventures Director’s

Lounge

Yes No

Supplier Partner Contacts Name

Jeffrey Hernandez

Title Director of Consumer Sales

Company

MSC Cruises USA

Address: 6750 N. Andrews Ave Suite #100, Ft. Lauderdale, FL Telephone: 877-665-4655 Fax: 877-665-7845 Email: [email protected] Mobile Phone: 877-645-1624

Description of Responsibilities

Oversee reservations, sales, and travel of the

MSC Divina


Cloud 9 Adventures Director’s Lounge

Name Tony Melchior

Title

Director of Production

Company The Bowery Presents

Address: 6 Delancey St. New York, NY 10002 Telephone: 631-289-7951 Fax: 631-289-7533 Email: [email protected] Mobile Phone: 631-528-7941


Concert Promoter


Not Aboard Ship

Name Robert Tang

Title

Director of Sales

Company Complete Production Resource

Address: 1930 Commerce Oak, Ave, Orlando, FL 32808 Telephone: 407-926-6804 Fax: 407-945-6132 Email: [email protected] Mobile Phone: 407-826-6481


Provide all staging, rigging, sound boards,

lighting, and other needed production equipment



Name Roger Lapie

Title

Director of Operations

Company Staff Pro

Address: 5401 S Kirkman Rd, Orlando, FL 32819 Telephone: 877-277-2556 Fax: 877-277-6552 Email: [email protected] Mobile Phone: 407-562-9865


Oversee all staffing needs that are not listed above (security, crowd control,

housekeeping, etc)



Name Christine Young

Title

Director of Sales & Promotions

Company HARD Productions

Address: 14674 Chinatown Drive, LA, California 90012 Telephone: 301-289-4951 Fax: 301-289-4645 Email: [email protected] Mobile Phone: 301-279-4859


Provide signed and unsigned artists sound equipment and provide

backup production support to Complete Production Resource



D. Attendee Profile

Expected Total Event Attendance: 4,000

Number of Pre-Registered Attendees: 3,000

Domestic Attendees: 2,000

International Attendees: 1,000

Demographic Profile

Allowed Entry Age: 21+

Expected Attendance Age: 5% - Age: 21-40

15% - Age: 41-50

10% - Age: 50+

Expected Attendance Gender: 60% Male 40% Female

Accessibility/Special Needs

All handicap-able needs and services are provided to a full extent by the vessel and company, MSC

Divina.

Other Attendee Profile Comments:

Additional attendees have the possibility to be added to the event due to late registration and last

minute open spots.

E. Exhibitor Profile

and Many More!

F. Arrival/Departure Information

Major Arrivals: Monday, February 9, 2015- Boarding is from 1:00pm-5:00pm Major Departures: Sunday, February 14, 2015- Disembarkation begins at 8:00am Group Arrivals/Departures: Sunday, February 8, 2015/Sunday, February 14, 2015

Bassnectar Big Gigantic Beats Antique Emancipator

Destructo The New Mastersounds Lotus Papadosio

Greenhouse Lounge BoysNoize Zoogma Lettuce

Zeds Dead Flume Dopapod Bonobo

Cope Crizzly Alex Metric Disclosure

MSC Cruise Line Luggage Requirements There is no limit to how many bags guests are allowed to bring onboard, however they need to be aware that storage space in cabins is very limited. Both carry on and checked bags must go through security prior to boarding the ship. Luggage is required to be tagged with the MSC luggage tags that are distributed at the Port of Miami. All luggage is to be kept in the cabin, keeping all exits free of any obstacles. Valuable luggage travels at the passenger’s own risk. Passengers are advised to carry any medicines, documents and other similar personal belongings in their hand luggage. Port of Miami Parking Information Overnight parking will be available for $20 per night. Short term/drop off parking will be available for $7. Vehicles exceeding 20 feet in length will be required to pay an additional $20 per day. All fees will be paid at time of arrival to port. All major credit cards, cash, and US travelers checks will be approved. No debit cards are accepted. On cruise days only, all garages and Lot #2 are open and manned by a parking attendent from 6 a.m. to 5 p.m. Please note that Garage J is pre-paid only. Passengers pay upon arrival to Garage J and are given a decal to post in their vehicle for the duration of their cruise.

Fly-in Instructions Flights will land at the Miami Airport and each individual will be required to provide their own transportation. Other Arrival/Departure Comments: Public parking charges will apply to vehicles parking at PortMiami’s public parking facilities that display a disabled parking permit or license tag, except as provided by Florida state law. However, a vehicle displaying a disabled parking permit or license tag will be allowed up to two (2) hours of free parking. Any vehicle exceeding the two-hour free parking period will be charged for the entire time the vehicle uses the facility.

G. Housing All the housing will be on the cruise ship and handled directly by the cruise line.

Reservation method: Online Suites: 22 Double/Single Occupancy: 1611 Accessibility/Special Needs Rooms: 43

Amenities in All Rooms Hair Dryer Interactive TV Direct Dial Phone Bathroom Includes Shower Suites Only: Walk in Closet, Bathroom also Includes a Bathtub Additional Fee: Mini Bar, Power Lock Safe In-Room Deliveries Room service will be available for all guests. Room Drops Itineraries each day listing the bands playing and where they are located will be delivered to each room daily.

H. VIPs- Very Important Persons

I. Function Space

Off-site Venue(s): St. Maarten & Half Moon Cay Island

Group Title Employer Arrival Date & Time

Departure Date & Time

Amenities Upgrades Relationship to the Event

VIP1 Musicians Redlight Feb 9th,

2015 1-5pm

Feb 14th, 2015 1pm

VIP lounges, Welcome packages

Rooms (Suites)

Musical Guests &

Performers

VIP2 Family &

Friends of Musicians

N/A Feb 9th,

2015 1-5pm

Feb 14th, 2014 1pm


Rooms (Suites)

Guests of Musical

Performers

VIP3 Directors Cloud 9 Feb 9th,

2015 1-5pm

Feb 14th, 2015 1pm


Rooms (Suites)

Directors & Event

Coordinators

VIP4 Attendees N/A Feb 9th,

2015 1-5pm

Feb 14th, 2015 1pm

VIP lounges, Welcome packages, VIP Stage

Access

Tickets VIP Ticket

Holders

Function Rooms: Main Stage on top deck, Yatch Club Stage, Graffiti’s Stage, & Theater Stage Message Center: Concierge Area at MSC Divina Office: Cloud 9 Adventure Director’s Lounge (Le Muse Private MCS Yacht Club) Registration Area: Cruise Terminal B Lounge(s): Top Sail Lounge, The Garden Pool Zen Area, I Puffi, All pools and bars Speaker Ready Room(s): Main Stage on top deck, Yatch Club Stage, Graffiti’s Stage, & Theater Stage Press Room: Le Prue Storage: Each lounge and stage has a storage facility that will be used for equipment. Bands will bring their own equipment, but can ship it early and will be stored in the Shed B and G in the Port of Miami. These same sheds will be used for Cloud 9 Adventure equipment. General Reader Board Information: The ship terminal with direction signs; On the ship there will be band schedules posted near concierge and main lounges. Each guest will be given an info packet with excursion options, music schedules, group activities, a map of the ship, and rules and regulations with safety instructions. Other Function Space Comments: Any portion of the ship that is not blocked off will be in use by festival patrons.

J. Exhibits

*For this portion the Exhibits will now be referred to as stages*

Number of Stages: 6 Locations

Stage 1 – Main Pool Deck

Stage 2 – Pantheon Theater

Stage 3 – Black and White Lounge

Stage 4 – Galaxy Disco

Outdoor Stage 1 – Private Island 1

Outdoor Stage 2 – Private Island 2

Exhibit Rules and Regulations

All rules and regulations applied to all stages will be held with all of the regulations the MSC Divina

requires. In addition to vessel, and event rules, outside company “Staff Pro” will be handling safety and

regulations around all stages and event areas.

Service Contractor Schedule

Move-in (Services/Equipment)

February 9th 2015 – (Ship Arrival at Dock: 8:00Am) – Start Time -8:30am to 5:00pm

Move-Out/Strike (Services/Equipment)

February 14th 2015 – (Ship Arrival at Dock: 8:00am) – Strike Begins at 6:30am – Unload from 8:30 to

12:00pm

Artists/Talents (Boarding/Docking)

Departure (Allowed Boarding Time): February 9th 2015 – 11:00am to 5:00pm

Arrival (Docking): February 14th 8:00am to 11:00am

Artist Set Times and Schedule

Monday, February 9th, 2015

Set Times Main Stage Pantheon Theater B&W Lounge Galaxy Disco

8pm-9pm Diplo TJR Crizzly Skream

9pm-10pm Destructo Zedd Baauer Treasure Fingers

10pm-11pm BoysNoize Zoogma Heroes x Villains Nom De Strip

11pm-12am Flosstradmus Bassnectar Mimosa Alex Metric

1am-3am Big Gigantic Lotus Closed Closed

3am-4am Tourist Umphrey’s Mcgee Closed Closed

4am-5am Disclosure(DJ Set) Closed Closed Closed

Tuesday, February 10th, 2015


8pm-9pm Shlohmo(DJ Set) Mimosa Art Department Kill Frenzy

9pm-10pm Beats Antique Gramatik Gorgon City Brodinski

10pm-11pm Flume Emancipator Dillion Francis Oliver

11pm-12am Alvin Risk Greenhouse Lounge Green Lantern Strip Steve

1am-3am Claude Von Stroke Papadosio BoysNoize Skream

3am-4am Zed’s Dead The New

Mastersounds Closed Crookers

4am-5am Breach Lettuce Closed Closed

Wednesday, February 11th, 2015


10pm-11pm Goldfish RL Grime Alvin RIsk Disclosure

11pm-12am Duck Sauce Mimosa Zedd Alex Metric

1am-2am Dog Blood Griz Destructo Tourist

3am-4am Skream Crizzly Zed’s Dead Treasure Fingers

4am-5am BookaShade Closed Brodinski Art Department

Thursday, February 12th, 2015

Private Island Event- Music Begins at 11am and end at 4pm

Thursday, February 12th, 2015


8pm-9pm Goldfish Green Lantern Gramatik Armand Van Helden

9pm-10pm Lotus Heroes x Villains Alvin Risk Art Department

10pm-11pm Clockwork Baauer Zedd Skream

11pm-12am Laidback Luke Crizzly Surprise

SoundWave! Claude Von Stroke

1am-3am Big Gigantic Diplo Brodinski Surprise

SoundWave!

3am-4am Justin Martin Flosstradamus Closed Disclosure (DJ Set)

4am-5am Closed Closed Closed Nom de Strip

5am-6am Closed Closed Closed BookaShade (DJ Set)

Other Exhibits Comments:

All stages are to be secured for high winds. All stages have the right to shut down if strong rains and

Set Times Main Stage

11am-12am Flume

12pm-1pm Diplo

1pm-2pm Dillion Francis

2pm-3pm Bassnectar

3pm-4pm Zoogma

storms occur to avoid equipment damage.

K. Utilities

All utilities and production equipment will be provided by Complete Production Resources, located in Orlando, Florida. These services will include: Audio (See AV Requirements for Specifications) Backline Barricades Crowd Control Lighting Rigging Staging (To be determined by cruise line)

L. Safety, Security, & First-Aid

Medical/Emergency Instructions In case of emergency the doctor aboard the ship will examine and identify whether the patient can be treated onboard or if the passenger needs to be transported to a hospital. Doctor’s Hours: 9am-11am; 3pm-6pm Ship also provides 24-hour emergency services as well as 24-hour first aid services when required. Staff Pro to Provide 24-hour Security Alcohol Enforcement Crowd Control/Management Event Security

Explosive Detection Dogs Motor Officers Black Suit Staff VIP Escorts.

Key Event Organizer/Host Organization Contact in Case of Emergency/Crisis Guest services and security will have availability of the Key Event Organizers cell phone number as well as the Host Organization contact’s cell phone number. Both departments will be instructed to contacted both parties in case of emergency. Crisis & Emergency Instructions Before boarding the ship all attendees will be briefed on cruise ship emergency standards, as well as having access to more information posted in their cabins. On-site Communications Protocol Contact the nearest security person or dial security number

General Security/Surveillance Staff Pro will provide 24 hour security Two security teams will work in 8 hour shifts beginning at 4pm on departure date, Monday, February 9th, 2015 and ending at 12pm on Saturday, February 15th, 2015.

Date Times Team Location 02/09 4pm-12am A Entire Boat

Other Utilities Comments: If these services fail to be provided by CPR then HARD Productions will be in charge of providing all production services for the facility. HARD produces many event similar to this one and is entirely qualified to provided the following services: Audio Backline Barricades Crowd Control Lighting Rigging Staging

02/10 12am-8am 8am-4pm

4pm-12am

B A B

Entire Boat

02/11 12am-8am 8am-4pm

4pm-12am

A B A

Entire Boat

02/12 12am-8am 8am-4pm

4pm-12am

B A B

Entire Boat

02/13 12am-8am 8am-4pm

4pm-12am

A B A

Entire Boat

02/14 12am-8am 8am-12pm

B A

Entire Boat

M. Food & Beverage

Location Hours of Operation Calumet Buffet 24 Hours Sports Bar 12pm-1am Villa Rossa 6pm-10pm Eataly Pizzeria 12pm-3pm & 6pm-12am Eataly Steakhouse 11am-3pm & 5pm-11pm Black Crab Restaurant 11am-3pm & 6pm-10pm

On-Site F&B Description Food & Beverage on-site will be held in various areas/lounges throughout the Divina cruise ship. The Lido Buffet is where attendees will be served buffet style. Any other restaurants or bars ate at will be at the guests discretion, as this is not included in packages. Additional billing will apply. Off-Site F&B Description Off site Food & Beverage arrangements will be made by the attendee’s discretion. Any off site eating establishments will not be included in packages. However, the Divina Front desk will provide a list of places to eat along with recommendations and reservation numbers.

Anticipated Outlet/Concession Usage Bars, lounges, and restaurants. Usage is variable upon attendee registration.

Other Food & Beverage Comments: Dining times may vary as seen necessary by the Captain’s discretion.

N. Special Activities

Recreational Activities Excursion on each island along with concerts on each island. There will be daily poolside games and group activates like limbo, trivia, morning movie and mimosa, and surprise shows by artists Guest Programs Guests can enroll in food and beverage programs, guests will have meet & greet opportunities with the artists, workshops with some of the artists and industry professionals, there will be competitions for drum-offs and talent competitions, poker tournaments, door decorating contests, bingo, karaoke, the everyone orchestra where people can be the conductor for a live band, there will also be themed nights for guests to dress up, and there will be a light show each night. Tours There will be island excursions that guests can sign up for as well as island and ship concerts. Pre- & Post-Event Programs There will be a pre-party the day before Sound Waves sets sail in Miami, Florida to be hosted by a local club. Post event will be a video release of the events that happened on the ship. Entertainment There will be concerts everyday Children’s Programs NO CHILDREN. This event is for 21+ persons only.

Other Special Activities Comments: Guests will be asked what they would like to see next year and some of these events will be added to the schedule for next year.

O. Audio/Visual Requirements

Locations: o Main Stage AT Main Pool Deck

(2) Rearview 16:9 Projectors – To be placed stage right and stage left.

(2) 16:9 Aspect Ration Screens – To be placed stage right and stage left.

(2) Aero Series, Full Size, Array Portable Speakers – Stage left and Stage right

(2) Aero Series Full Size, Subwoofers – Stage left and Stage Right

(2) Aero 12 A Speakers – Placed at rear of pool deck facing dance floor in non-guest

areas.

(1) LX 212R Arrayable Subwoofer – Placed in compliance to Aero 12 speakers.

Professional Pioneer CD-J 2000’s + Mixer provided HARD presents and The Bowery.

*Certain artists will provide their own personal equipment.*

o Pantheon Theater

(2) Aero Series, Full Size, Array Portable Speakers – Stage left and Stage right

Additional A/V Equipment is provided by the Pantheon Theater of the MSC Divina.



o Black and White Lounge

(4) Aero 8A Speakers – Front of the stage set-up; side by side of performing

stage/booth. Back of dance flood away from guest space.

(2) LX 212 Basic Arrayable Subwoofer – one to be placed in front of stage area;

second to be placed back of dance floor with Aero 8As.

o Galaxy Disco

This venue is set-up with according A/V Equipment. There is no need for additional

audio emitting equipment, and video is no required at all.



o Private Island Party

(2) Aero Series, Mid Size, Array Portable Speakers – Stage left and Stage right

(2) Aero Series Mid Size, Subwoofers – Stage left and Stage Right

The Private Islands provide access to full electrical power and additional necessities.

P. Transportation

The Port of Miami is easily accessible by car or taxi. SoundWaves will not provide a shuttle service for

attendees going to or coming from the Port of Miami. Nor will SoundWaves provide a shuttle service

for any pre or post parties concerning the event. All attendees will be responsible for providing their

own transportation in regards to the event.

Other Transportation Comments: Taxis are available at all cruise terminals. The fare between the Miami International Airport and PortMiami is currently a flat rate of $24. For other destinations, the cab fare is $2.40 upon entering the taxi and $2.40 per mile thereafter (these rates are subject to change). Other ground transportation like limos or shuttle are also available in the Miami area.

S. Shipping/Receiving

Complete Production Resource will bring and setup production equipment onto the MSC Divina one to three days before the ship leaves the Port of Miami on Monday, February 9th, 2015. They will also be responsible for striking down said equipment when the boat docks back at the Port of Miami on Saturday, February 15th, 2015. The Port of Miami allows dock usage for three days prior to the ship leaving.

T. Housekeeping Instructions

Pool Deck Hours: Daily from 7:00am-10:00pm

U. Front Desk Instructions

All VIP guests will have welcome packages in their room complete with champagne, fruit, and

sponsor swag. Front desk must call an event director or staff member in order to escort them to their room.

Front desk agent should notify an event director in the event that any patron on board who has a

specific room need.

In the event of an emergency, the front desk should notify event director and make calm announcement over the intercom about what is going on and the proper procedure for patrons to follow.

V. Other Requirements

o Artist Equipment/Installations

o Additional storage space will be provided in the top deck gym area. This area will be closed

to the public and used as storage for any additional musical equipment, special effects

props, and additional A/V that some of the individual artists may bring in.

o Artist Green Room

o The top deck sports bar will used as an artist green room and private bar. This area will be

closed off to the public to provide an additional space of leisure for the artists and talent,

privately from the public.

Sound Waves RFP

Documents

Transcript of Sound Waves RFP