Mobile Civic Center Offers to Help Minimize the Impact to Your Event
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September 9, 2020 To: Krewe Chairperson, Name of Krewe Fr: Kendall Wall, ASM Mobile, General Manager Re: Mardi Gras 2021 I hope this finds you and your loved ones safe and healthy. This letter is an invitation to join us to develop plans for a safe and memorable Mardi Gras 2021. Your Event Manager will be reaching out to you in the next few days to coordinate an in-person or virtual meeting for you and your representatives. We know that with your partnership and insight, we can and will find a way to reimagine an event that still honors your unique traditions. As Mobile Mayor Sandy Stimpson stated in his August 28th letter to the Mobile Mardi Gras Parading Association and the Mobile Carnival Association, we must think creatively about ways to adapt our traditional celebrations to the ever-changing environment and the challenges that COVID-19 presents. The great news about this challenge is that our team has been working proactively for the past several months to determine ways that we can better utilize the multitude of space that the Mobile Civic Center offers to help minimize the impact to your event. In the following pages, you will find some general protocols for all of our upcoming events, as well as some guidelines that are unique to Mardi Gras festivities. Please remember that every organization that we host has different needs and goals, and our staff is committed to customizing plans and procedures - within the appropriate guidelines - to ensure your event is successful and safe. The final attendance count will be a result our staff meeting with your ball chairman. Knowing that flexibility is the key to ensuring the success of Mardi Gras 2021, we have made the decision not to issue contracts until early November. We have been and will continue to work diligently to determine the best ways to navigate the State of Alabama’s current “Safer at Home” guidelines and the impact it will have on your event’s attendance, floor layouts, food and beverage options and financial requirements. Mobile Civic Center | Mobile Convention Center | Saenger Theatre Current General Guidelines for All Upcoming Events at the Mobile Civic Center Reduced Attendance: Current State of Alabama guidelines include reduced occupancy of 50% capacity, with required social distancing of six feet. Our seating diagrams reflect these guidelines. Social Distancing: Encouraging social distancing in all areas of the facility, including concession areas and restrooms, with digital and static signage. Face Coverings: Current guidelines require all organizers, guests, third-party providers and ASM staff to wear a face covering over nose and mouth. Temperature Checks: All ASM staff and third-party vendors will be required to undergo temperature screenings and to complete a health screening questionnaire prior to their shifts. All staff will wear appropriate personal protective equipment (PPE). Health and Hygiene: Continuous and enhanced cleaning of all occupied spaces and high- touch points will be performed prior to guest arrival and regularly during the duration of an event. Hand sanitizer stations will be available throughout public spaces, restrooms and concession/beverage points of sale. The Civic Center follows ASM Global’ s VenueShield, a comprehensive and best-in-class environmental hygiene program that adheres to international healthcare guidelines. Our team creates and follows COVID-19 procedures that are specific to each event. Special Guidelines for Mardi Gras 2021 Each Chairman will be asked to work hand-in-hand with their Event Manager to develop a customized Operational Plan for their event. This plan is due no later than 30 days prior to the event and will include protocols for enforcing social distancing, capacity restrictions, staffing plans, sanitation/hygiene protocols, measures for high-risk attendees, point of contact for COVID-19 matters, potential contact tracing, and verification of license/insurance for all caterers. The purpose of this plan is to ensure that all parties are familiar with the specific procedures that will be in place to secure the safety of all guests. Event Time: Event conclusion will be adjusted to 1 a.m. to allow time to complete additional cleaning protocols required for the next day’s event. Mobile Civic Center | Mobile Convention Center | Saenger Theatre Arena Capacity: o The dance floor will be reduced to 60ft. x 80ft. Two bands will be allowed to perform. o The North risers will be eliminated to allow for additional floor tables. o Tables of six will be set up for open seating. Seating capacity will be approximately 550. o Upper bowl seating will be limited to a capacity of 1,050 to ensure social distancing requirements are met. o With these changes, the current arena seating capacity will be approximately 1,600. o Table seating in the hallways is not permitted if Rooms 1-12 are used for food and bar service as noted below. Expo Hall Capacity: Expo Hall is used in a variety of ways by each Mardi Gras organization. Therefore, it is challenging to give specific capacity numbers for the space. Some groups may be able to use the Expo Hall in a way that has not been done in the past to increase attendance numbers. We will need to work with each group individually to determine the best use of the space and how each scenario will impact the capacity of the hall. As a general example, if the hall is used for a band, dance floor and tables of 6. Capacity is estimated at 400. Other space to consider: The Civic Theater lobby as an additional food & beverage service area, along with using the backstage as additional dressing rooms. Food & Beverage Service: o Food Service allowed from Rooms 1, 3, 5, 7, 9, 11 - Catering staff located inside, with walk thru service only. Catering menu with ready-to-serve food items will be required. o Beverage Service allowed from Rooms 2 ,4 ,6, 8, 10, 12 - Bars only; No food service from these smaller rooms. o Rooms 14 and 16 – Can accommodate two large bars or one food station. o Bars and Food Service may be set up inside the arena, from the concession stands and in public areas depending on specific layout of your ball. This will be tailored to the goals of each ball and based on expected attendance. o Outside caterers will be required to be licensed and adhere to all house rules. The pandemic has brought unprecedented challenges and we know that the upcoming Mardi Gras season will be unlike any other. The situation will require us to think outside the box in order to laissez les bon temps rouler, but I can think of no better group of people to rise to the occasion than our mystic society members. Our team is looking forward to the opportunity to work with you to create a memorable and safe experience for your members and guests. If you have any questions or concerns, please don’t hesitate to reach out. Thank you for your patience and support. Mobile Civic Center | Mobile Convention Center | Saenger Theatre .