Item J2
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: 03-20-02
Division:
County Administrator
Bulk Item: Yes
No X
Department: Airports
AGENDA ITEM WORDING: Approval for Marathon Offshore Boat Racing to use the airport
property for dry pits and the terminal building for drivers registration and meetings. Contingent upon
meeting all County required insurance and safety requirements.
ITEM BACKGROUND: Marathon Offshore boat racing anticipates 400 cars and 1000 fans to
attend the dry pit boat displays. The high profile trucks could pose as an avation safety hazard.
PREVIOUS REVELANT BOCC ACTION:
past, but none of this immense size.
BOCC has approved events at the airport in the
CONTRACT/AGREEMENT CHANGES: If this event is successful, it would be of great
economic benefit to the community and possibly give the airport some added media attention.
STAFF RECOMMENDATIONS:
Approval
TOTAL COST: N/A
COST TO COUNTY:
BUDGETED: Yes
No
REVENUE PRODUCING: Yes X No
AMOUNT PER YEAR $2500.00
APPROVED BY:
County Atty
OMB/Purchasing Risk Management
- -
~~Q
Theresa Cook
J--~;:r
James Roberts
County Administrator
MARATHON AIRPORT MANAGER APPROVAL:
DIVISION DIRECTOR APPROVAL:
DOCUMENTATION:
Included x
To Follow
Not Required_
DISPOSITION:
AGENDA ITEM # r/2-
Revised 2/27/01
.#-llON OFFSIlO&>
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CliAND P\\\~
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February 25, 2002
Ms. Theresa M. Cook. AA.E.
Florida Keys Marathon
Airport Manager
9400 Overseas Highway, Suite 200
Marathon, FL 33050
RE: May 2002 Marathon Offshore Grand Prix
Power Boat Race
Dear Ms. Cook:
Thank you for meeting with me and my associates regarding the upcoming 2002 Marathon
Offshore Grand Prix Power Boat Race. Your advice and assistance has been invaluable
and is greatly appreciated.
The 2002 Marathon Offshore Grand Prix ("Marathon Offshore") requests to utilize certain
portions of the Florida Keys Marathon Airport, as more fully described in this letter, in
connection with the May 2002 event.
Terminal Facilitv
Race Registration/Drivers Meetings The use of the area of the Terminal encompassing
the waiting areas for Gates 1&2 including the entrance corridor area from the retractable
metal gate to the waiting areas for race registration and drivers meetings from 1 :00 p.rn. on
May 15th through 12 noon on May 20th. We will need to be able to provide temporary
phone service to this area at our cost. We will also need to have the ability to lock-up this
area when our personnel are not using it. .
Race registration, which includes will call, is where participants register, pay entry fees,
receive their credentials and obtain race information. Participants include APBA
personnel, event staft: the press, racers and their family, sponsors and VIP's. The general
public is not allowed in this area. Depending on the number of race boats participating,
approximately 1,000 to 1,200 individuals would pass through the registration area
primarily on Thursday (16t") and Friday (17~.
Welcome Reception The use of the area of the Terminal starting at the far east end of the
Terminal and running west to the beginning of the Terminal area which contains the rental
car counters for a by invitation only welcome reception for the race participants from 12
May 2002 Marathon Offshore Grand Prix
February 25, 2002
Page 2
Noon until 11 :00 p.m. on Friday, May 17. The reception will take place from 6:00 p.rn.
until 9:00 p.rn. with approximately 350 people attending. This function will be catered by--
various restaurants offering food and a cash bar from several stations. The sale of
alcoholic beverages will be conducted in accordance with all applicable laws including
licensing. Sales to minors will not be permitted.
Airport Grounds The use of the western area of the airport grounds beginning at the west
boundary(Aviation Blvd.) and extending east towards the runway as far as is permissible
and stretching from the tree line on the north to the fence which runs along Overseas
Hwy.( eg as big an area as possible) for race village from 8:00 a.m. on May 14th through
sundown on May 20th. May 14 tbru Noon on May 16 is set-up time and May 20th is break.-
down time. Official event activities begin in Race Village on May 16 at Noon and end
during the morning of May 20 when the last of the race boats leave. Race village includes
the dry pit area, vendors, race boat inspection, fueling area and parking for the general
public.
The dry pits are where the race boats are stored and displayed on trailers during the event.
We anticipate between 85 to 100 race teams will participate in 19 different classes. The
race boats range in size from 24 feet to 40 feet and are transported on trailers. The larger
super boats bring several support vehicles, including semi-tractor rigs, motor homes, cars
and utility trucks. The smaller teams generally consist of dual-wheeled pickups pulling a
standard boat trailer. In total the dry pits will house between 200 to 250 vehicles and
trailers. This area is open to the general public.
The race boat inspection area consists of a 45-foot trailer and tractor bordered by two drive
tbru Janes, each approximately 100 feet long and 20 feet wide. The APBA Offshore
Technical and Safety Inspection teams conduct pre- and post-race inspections of all
participating race boats in this area. This area is not open to the general public.
The fueling area consists of the gasoline fuel tanker truck, a drive thru' lane(s) and the fire
truck. This area is not open to the general public.
Vendors may include food, beverage, apparel, novelties, services; skincare products,
eyewear, crafts, product sampling and nonprofit information. Vendors' booths generally
consist of tents, trailers, small trucks and like mobile structures. Food and beverage
vendors will be located in one or two high traffic areas near or in the dry pits. Apparel and
other vendors may be located throughout the dry pits. We anticipate approximately 20
vendors for all categories.
Sponsors will place banners, pylons, signage, inflatables and other promotional materials
throughout race village.
May 2002 Marathon Offshore Grand Prix
February 25, 2002
Page 3
Depending on the number of race boats participating, we estimate between 1,000 to 1,200
racers and family members, APBA personnel, event staff: press, sponsors and vendors will
be constantly utilizing race village dming the event. This will include the movement in
and out of race equipment, repair and maintenance of race boats and related activities.
Certain of the larger teams bring full size motor coaches in which they stay during the
event. Also, certain sponsors and teams provide hospitality in their dry pit space usually
consisting of small barbequesor catered parties for invited guests.
We request the hours of operation for racer related dry pit activities be :from 6:00 a.m. till
12 midnight and race village be open to the general public from 9:00 a.m. until 11 :00 p.m.
This will be a first time event and it is difficult to estimate with a high degree of precision
the number offimslspectators who will visit race village during the event. Our best
educated guess would be as follows:
Thursday, May 16th 200
Friday, May 17th 500
Saturday, May 18th 1,000
Sunday, May 19th 750
The parking area for the general public could contain up to 400 cars at any given time.
Accompanying this letter you will find exhibits which explain in further detail the event
and address operating matters for security, public safety, waste management and insurance.
Sincerely,
~Wler ~
Chief Operating Officer
,
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Cc: Tilden Billiter, Race Directer