City Council June 19, 2012 Convention center rates

Convention Center rental ratesJune 19, 2012

Convention Center rental ratesStaff is requesting a rate increase in the Large Meeting

Room (for non-commercial events) and the North Meeting Rooms.

• The Convention Center is undervalued compared to other venues in San Angelo and outside the community.

• A need to maximize revenues to adequately operate, maintain and support the facility.

• Costs have increased in the four-plus years since rates were set.

Staff recommendation• Leave convention rate as is. Other proposed rate

changes effective Oct. 1.

• Saturday bookings in LMR must be for full room.

• Non-commercial non-fundraiser rate rises 25% to $500 (1/3), $1,000 (2/3) and $1,500 (full room). (Increases of $100, $200 and $300, respectively.)

• Non-commercial fundraiser rate rises 22% to $550 (1/3), $1,100 (2/3) and $1,650 (full room). (Increases of $100, $200 and $300, respectively.)

Staff recommendation• NMR rates rise to $200 (1/3), $400 (2/3), $600 (full).

(Up from $150, $300 and $450, respectively.) Half-day rates of $125 (1/3), $250 (2/3), $300 (full).

• Kitchen fee of $100. Includes ice, water, refrigerator, warmers, and food prep. No cooking.

• No changes proposed in rates for South Meeting Room ($100 - $350/day), Upstairs Meeting Room ($200 - $450/day) or entire building ($2,000-$2,500).

Convention Center rental rates• City Council approved in 2008 during renovation. No

adjustments since.

• All rates are TURNKEY. Only additional expenses for spotlights, linens, dinnerware, security and insurance.

• Rates for 8 a.m.-midnight.

CJ Davidson Center rates• ASU facility seats up to 300 banquet style. No

reservations beyond 6 months. Hours: 8AM – 10:30PM M-F, 10AM – 7PM Sat-Sun.

• Social events = $600. Commercial = $700. (As of 1-1-12).

• Utilities = $17/hour from availability ‘til event’s end.• Custodial = $21/hour/employee for cleanup. • Other costs: tables = $15/each, staging =

$15/section, sound = $80 setup + $10/hour/tech, spotlight and stagelights = $65 + $10/hour/operator, digital projector = $125, computer setup = $80, screens = $25/each.

Cactus Hotel rates• Pricing effective 2-1-12.

• Ballroom accommodates up to 350, lobby 200, mezzanine 160.

• Lobby, mezzanine, ballroom = $1,200 (Fri), $1,600 (Sat), $800 (M-Th).

• Other costs: kitchen = $150-$350, tables = $8, skirting = $15, chairs = $1-$2, staging = $25/section, podium = $10, PA = $25, cleanup = $200.

LeGrand Alumni Center• Facility at ASU. Ballroom accommodates up to 168,

courtyard and open-air pavilion up to 400. • Ballroom = $850 (M-Th), $1,250 (F-Sat). Courtyard

and pavilion = $650 (M-Th), $750 (F-Sat). • Entire center and WEDDINGS = $1,500 (M-Th),

$2,000 (F-Sat). (10 hours. Additional hours = $50/hr). Rates include tech assistance, A/V equipment, set-up and clean-up.

• Other costs: bar servers $25/hour, carpet cleaning $70-$80, tablecloths $3-$4 each. Vases and table decorations available for “nominal fee.”

Midland Center rates• Full bay = 12,500 sf. Must rent entire space Fri-Sun.

$700/day. • 1/3 bays (2 available) = $200 each/day (M-Th).• Center bay = $250/day (M-Th). • Meeting rooms (644 sf – 2,138 sf) = $150-$200/day.• Other costs: video projectors = $75-$100, screens =

$25, A/V cart = $50, mics = $25-$40, mic stand = $10, portable sound/speakers = $75, booths = $30/each, pipe and drape = $3/ft., tablecloths = $10/each, risers = $25/each, podium = $15, gaffers tape = $20-$35, tablecloths = $10, skirts = $5-$10.

Midland Center

Midland Center

Abilene Civic Center rates• 3 tiers: non-commercial non-fundraising (lowest rate),

non-commercial fundraising, commerical (highest).

• Daily rates are for 8 a.m.-midnight.

• Conference Center (banquet facility) = 13,400 sf. $375 - $550 + move-in costs of $150 - $175.

• Exhibit hall (trade show space) = 20,000 sf. $400 - $600 + move-in costs of $175 - $225.

Abilene Civic Center other costs• Effective 10-1-05.

• Tables = $2/each, chairs = 75 cents/each, staging $15/section, podiums = $15, sound = $10, mics = $15-$50, projectors = $10/each, A/V cart = $10, spotlight = $30 + tech, screens = $15-$120, booths = $13/each, extension cords = $5/each, kitchen = $75, catering = 12%-14%, tablecloths = $8/each, skirting = $15-$22, mirrored ball = $25, place settings = $1.50.

Abilene Civic Center

Abilene Civic Center

Convention Center Large Meeting Room rates• 1/3 of LMR = 4,059 sf. Can accommodate up to 220

banquet style or 300 theater style.

• 2/3 of LMR = 8,142 sf. Can accommodate up to 500 banquet style or 650 theater style.

• Full LMR = 12,201 sf. Can accommodate up to 700 banquet style or 1,200 theater style.

Large Meeting Room rental rates• 3 rate tiers: non-commercial non-fundraiser (lowest),

non-commercial fundraiser, convention rate (highest).

• Non-commercial non-fundraiser = $400 for 1/3, $800 for 2/3, $1,200 for full space.

• Non-commercial fundraiser = $450 for 1/3, $900 for 2/3, $1,350 for full space.

• Convention rate = $500 for 1/3, $1,000 for 2/3, $1,500 for full space.

Wedding cost comparison• Actual wedding w/ 40 tables w/ linens, 400 place

settings, chairs, sound, A/V, screen, space for buffet setup. (No other venue offers napkins [20 cents each]. Only Abilene has place settings [$1.50 each].)

• Convention Center = $1,916 under current pricing, $2,471 if proposed rates applied.

• CJ Davidson Center – Not large enough. $2,600.• Cactus Hotel – Probably not large enough. $3,800.• LeGrand Center – May not be large enough. $2,630.• Midland Center – $2,323. • Abilene Civic Center -- $2,950.

Convention Center discounts• 10% for Monday-Thursday uses of Large Meeting

Room.

• 5% for two or more consecutive days of use.

• 50%-plus for creating 200-plus local hotel room night stays.

North Meeting Room rental rates• 1/3 of NMR = 1,148 sf. Can accommodate up to 115

theater style. $150/day.

• 2/3 of NMR = 2,131 sf. Can accommodate up to 213 theater style. $300/day.

• Full NMR = 3,279 sf. Can accommodate up to 328 theater style. $450/day.

Staff recommendation• NMR rates rise to $200 (1/3), $400 (2/3), $600 (full).

(Up from $150, $300 and $450, respectively.) Half-day rates of $125 (1/3), $250 (2/3), $300 (full).

• Kitchen fee of $100. Includes ice, water, refrigerator, warmers, and food prep. No cooking.

Staff recommendation• Leave convention rate as is. Other proposed rate

changes effective Oct. 1.

• Saturday bookings in LMR must be for full room.

• Non-commercial non-fundraiser rate rises 25% to $500 (1/3), $1,000 (2/3) and $1,500 (full room). (Increases of $100, $200 and $300, respectively.)

• Non-commercial fundraiser rate rises 22% to $550 (1/3), $1,100 (2/3) and $1,650 (full room). (Increases of $100, $200 and $300, respectively.)

Convention Center rental rates2011 Saturday rentals of LMR• Full space = 36 rentals• 2/3 = 6 rentals• 1/3 = 4 rentals

(22% of rentals for less than full space)

• Lost revenue under current rates = $5,600 (5.1% of budgeted revenue, 4.2% of actual revenue)

• Lost revenue under proposed rates = $7,000 (6.4% of budgeted revenue, 5.6% of actual revenue)

Convention Center rental rates2012 Saturday rentals of LMR (as of 6/7)• Full space = 40 rentals• 2/3 = 3 rentals• 1/3 = 5 rentals

(17% of rentals for less than full space)

• Lost revenue under current rates = $5,200 (4.2% of budgeted revenue, 2.7% of projected revenue)

• Lost revenue under proposed rates = $6,500 (5.2% of budgeted revenue, 3.4% of projected revenue)