Possible rental of City-Owned Mobile Stage March 6, 2012

City-owned mobile stage: Is used at City-sponsored community festivals and events, such as the Salsa Festival, Great American Barbecue, and Movies in the Park. In addition, the City uses the mobile stage at events in which it is a partner, such as Trunk or Treat. Stage was purchased in FY 2008 at a cost of $93,410. Other organizations have requested the use of the stage.

Other cities do rent mobile stages: City of Chandler - charges for-profit renters  $325/day; charges non-profit renters: $192/day. Also, if the stage has to be delivered outside of business hours, add charge for 2 staff people for 8 hr. City of Tucson - $780/day plus $500 refundable deposit. City of Prescott - $200/day for non-profits, $275/day for others, plus set-up charge of $300 during regular working hours, or $400 outside regular working hours. City of Mesa - charges up to $500/day for mobile stage, and 50% per day after first day, if at same location. Also, charges a minimum of 4 hours labor by two staff at up to 60 per hour ($260) .

Other cities do rent mobile stages: City of Phoenix - allows rental use of mobile stages only in city parks. Small stage is $955/two hours and $135/addl hour. Larger stage is more Billing, MT - $350/day for nonprofit and no alcohol, and $450 for second day at same location; OR $550/day for for-profit with alcohol, and $650 for second day. Omaha, NB - $300 security deposit, plus $250 first day, delivery and pick up is $180, and set up and take down is $150 (total is $580 for first day, plus deposit.) Bloomington, IN - nonprofits $750/day plus $350 refundable deposit; For-profit rate is $1,000/day plus $500 deposit Wichita Falls, TX - $100 nonrefundable reservation fee, plus $500/ day and $1,000 refundable deposit. Call-backs of staff for help are $50 each.

Costs to rent out mobile stage: Costs that cities charge might include: Labor for staff delivery, set up, tear down and removal Gas and vehicle use to deliver and remove Use, wear and tear of stage Overhead for insurance, reservations, processing of rental agreement

Cost estimates for City of Maricopa: At least 2 staff members for at least 4 hours to transport, set up and retrieve the mobile stage = about $250 Cost of the use of city vehicles, within 5 miles of City Hall = about $50 Cost for use of stage = unknown, could range between 0 and $500 per day, with a discount for second day if left at same location

Additional request: If the City will allow rental of the stage by other groups, would the City consider waiving the fee to “partner” with non-profit holding a community event, allowing the use of the mobile stage for free? - Example: HOA concert series open to the public

Questions for Council direction: Should the City lease out the mobile stage for non-city events? and What is the role of the City in regard to non-City sponsored festivals, concerts, and special events?

Questions for City Council direction: If the City is to partner, how would we fund such partnerships? If the City is to partner, what criteria would be used to decide whether or not assist with use of the mobile stage? Attendance numbers? First come, first served? Authorize a set amount of funds per year and request groups to apply? Other?

Next steps: Staff recommends that if Council desires for the mobile stage be available for rental by outside groups, then Council direct staff to develop policies and rental agreements to implement a program to allow rental of the City-owned mobile stage. Staff recommends that if the Council desires to partner with non-City events and allow use of the stage at no cost, then Council direct staff to develop policies and a budget to accomplish this.