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Growing Sustainable Communities Conference Contract with Travel DubuqueCity of Dubuque City Council Meeting Consent Items # 10. Copyrighted April 4, 2022 ITEM TITLE: Growing Sustainable Communities Conference Contract with Travel Dubuque SUMMARY: City Manager recommending City Council approval of a contract with Travel Dubuque to host the 2022 Growing Sustainable Communities Conference. SUGGESTED Suggested Disposition: Receive and File; Approve DISPOSITION: ATTACHMENTS: Description Growing Sustainable Communities Conference agreement with Travel Dubuque-MVM Memo Staff Memo Contract Type City Manager Memo Staff Memo Supporting Documentation THE C Dubuque DUjIBQTE WAWca 914 Masterpiece on the Mississippi YP pp aoo�•o 13 zai7*20*�oi9 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Growing Sustainable Communities Conference Contract with Travel Dubuque DATE: March 30, 2022 Sustainable Community Coordinator Gina Bell is recommending City Council approval of a contract with Travel Dubuque to host the 2022 Growing Sustainable Communities Conference. I concur with the recommendation and respectfully request Mayor and City Council approval. v Mic ael C. Van Milligen MCVM:sv Attachment CC' Crenna Brumwell, City Attorney Cori Burbach, Assistant City Manager Gina Bell, Sustainable Community Coordinator THE C DUj!B9kFEh Masterpiece on the Mississippi TO: Michael Van Milligen, City Manager FROM: Gina Bell, Sustainable Community Coordinator Dubuque All -America Ciq UTtYJLf�tIC: 11=/�J.,1- 2007-2012.2013 2017*2019 SUBJECT: Growing Sustainable Communities Conference Contract with Travel Dubuque DATE: March 29, 2022 INTRODUCTION The purpose of this memorandum is to request City Council approval of a contract with Travel Dubuque to host the 2022 Growing Sustainable Communities Conference. BACKGROUND Since 2011, the City has contracted with Sustainable City Network (SCN) to co -produce the Growing Sustainable Communities Conference, which in 2018 attracted approximately 540 attendees from 24 states. In January 2019, SCN ceased its operations. The City sought a new partner to assist in managing the sponsor and exhibitor details of the conference. Travel Dubuque expressed interest in partnering with the City to ensure that the conference continues with the success we have experienced in the past. Travel Dubuque successfully partnered with us for the 2019 Growing Sustainable Communities Conference, providing much of the support necessary to host a conference of this size. 2020 and 2021 contracts were approved but due to COVID-19, the conference was canceled the last two years. DISCUSSION Attached, for City Council approval, is a one-year conference management contract with Travel Dubuque. Generally, the City retains registrant revenue and will use these funds to pay fees associated with speakers, venue (with the exception of the exhibitor space) and food. Generally, Travel Dubuque retains all sponsor revenue and will be responsible for marketing of the event, email and print materials, and expenses associated with the exhibit hall. The City and Travel Dubuque will review the partnership following the 2022 conference to determine future actions. REQUESTED ACTION The requested action is City Council approval of the attached Growing Sustainable Communities Conference contract with Travel Dubuque. AGREEMENT BETWEEN THE CITY OF DUBUQUE, IOWA AND TRAVEL DUBUQUE This Agreement, dated for reference purposes the,ti . day of ,�/,�7., 6 2022, is made and entered into by and between the City of Dubuque, Iowa and Travel Dubuque. WHEREAS, the City of Dubuque (City) has successfully managed the Growing Sustainable Communities Conference annually since 2008; and WHEREAS, City and Travel Dubuque desire to establish a strategic partnership to grow and enhance the Conference in order to further establish City as a local and national leader in sustainability and provide City with short- and long-term economic benefits. NOW, THEREFORE, IT IS AGREED BY AND BETWEEN THE PARTIES AS FOLLOWS, SECTION 1. City and Travel Dubuque will jointly plan and execute the 2022 Growing Sustainable Communities Conference (the Conference) to be held on October 17 and 18, 2022. SECTION 2. SERVICES PROVIDED BY TRAVEL DUBUQUE. Travel Dubuque agrees to provide to City the following: 1. Conference promotion, including ad creation and placement in key print publications, social media marketing, direct email campaigns, and other promotions according to an agreed upon promotion schedule. Travel Dubuque may subcontract with additional parties to complete the direct email campaign schedule. 2. Sales and sales support, including exhibit space management, of all conference sponsors. 3. Creation of conference collateral, including overall brand/creative, signage, and name tags. 4. Assistance in the determination of Conference programming tracks and related workshops, identifying workshop presenters and related logistics. 5. Assistance with development of conference app and related in-app sponsorship opportunities. 6. Assistance with speaker preparation and management of speaker profiles and presentations. 7. Primary responsibility for attendee check -in and registration, and other day - of logistics management. 8. Assistance with A.V. needs, specifically arrangement and payment for use of third -party vendors. SECTION 3. SERVICES PROVIDED BY THE CITY. City agrees to provide the following: 1. Serve as the primary contracting and planning agent for the Conference's hotel(s), venue(s), food & beverage, and in-house A.V. needs. 2. Primary responsibility in the determination of Conference programming tracks and related workshops, identifying qualified workshop presenters, and fulfilling lodging reservations for presenters. 3. Responsibility in the selection and securing of keynote presenter(s). 4. Primary responsibility for development and management of conference website, app development, and e-commerce registration. 5. Networking with peers and colleagues, including sending personal invitations to attend the Conference to achieve targeted attendee goals. 6. Assistance with staffing the registration desk throughout the event and supplying one (1) laptop computer to take late registrations at the door. 7. Secure moderators for Conference Workshops. 8. Primary responsibility for determining what, if any, mobile tours will be offered and providing transportation for any such tours. SECTION 4. Additionally, City and Travel Dubuque agree to the following- 1 . City and Travel Dubuque will establish an Implementation Team (the TEAM) comprised of City staff and Travel Dubuque staff, with a designated representative from each organization with decision -making authority. The TEAM will coordinate to plan and execute the annual Conference and will meet in person or virtually at least once monthly from January through August and weekly in September and October through the Conference date. The designated representatives with decision -making authority will be present and available throughout the Conference. 2. All promotion and branding collateral will display the City of Dubuque's and Travel Dubuque's names as partners in hosting the Conference. 2 3. Travel Dubuque is solely responsible for the determination of sponsorship packages and rates. The sponsorship packages listed in ADDENDUM A will be sold by Travel Dubuque to commercial clients, and Travel Dubuque will retain all revenue generated by their sale of these sponsorships. Other than the City of Dubuque and Travel Dubuque, as specified in SECTION 4.2 above, and keynote speaker underwriters specified in SECTION 4.4 below, only paid sponsors shall be promoted in Conference advertising, branding collateral, event signage, the Conference website and all visual or verbal recognition presented at the event. 4. City is solely responsible for the selection and securing of keynote speaker(s) for the conference and will pay all fees, honoraria, and expenses related to keynote speakers(s). Should City obtain funds from public- or private - sector contributors to underwrite the costs associated with keynote speaker(s), those underwriters may be recognized verbally before and after the respective keynote presentation(s); their logo(s) and/or printed name(s) may be affixed to the speaker podium during the respective keynote presentations; and their names may be listed in the conference app and web site as part of the keynote description(s). These underwriters will be mentioned in conference promotional material any time the respective keynote speaker(s) are mentioned. The underwriters will not be listed as sponsors of the conference, nor will their names or logos be displayed elsewhere on conference signage, in the program or on the conference stage. 5. City and Travel Dubuque will develop an agreed -upon Conference Schedule no later than May 15 that includes at least two keynote events, one continental breakfast and one networking reception. SECTION 5. TRAVEL DUBUQUE CONFERENCE EXPENSE BUDGET. Travel Dubuque has developed an Expense Budget, ADDENDUM B, which includes all non - payroll Conference expenses that Travel Dubuque is responsible for paying. Any budget amendments must be reviewed and approved by both parties. SECTION 6. REVENUE and EXPENSE RESPONSIBILITES. Revenue and Expenses generated from the Conference will be divided in the following way: 1. All revenue generated from secured sponsorships will be retained by Travel Dubuque in order to cover the cost of providing the services identified in Section 2 of this Agreement. 2. Expenses associated with the Exhibit Space will be the responsibility of Travel Dubuque, either paid directly to the venue or reimbursed to the City. Additionally, actual food and beverage expense associated with registered attendee sponsor(s) will be the responsibility of Travel Dubuque and paid directly to the venue or reimbursed to City. 3 3. All revenue generated from attendee registrations will be retained by City in order to cover the cost of providing the services identified in Sections 3 and 4 of this Agreement. 4. Expenses associated with workshop presenter(s), including speaking fees, travel and lodging, are the responsibility of City. SECTION 7. TERM. The term of this Agreement shall commence on the day of 2022 and shall continue through December 31, 2022. Following completion of the 2022 Conference, both parties will meet to discuss future opportunities for partnership and Conference expansion. Either party may terminate this Agreement by delivering written notice to the other party at least 180 days prior to the next conference. SECTION 8. NOTICES. Any notice required by this Agreement must be provided to the parties at the following addresses: CITY: City of Dubuque, Iowa c/o City Manager City Hall 50 W. 13th St. Dubuque, IA 52001 TRAVEL DUBUQUE: CITY OF DUBUQUE, IOWA Travel Dubuque Attn: Keith Rahe Travel Dubuque 300 Main Street, Suite 120 Dubuque IA 52001 Micl ael C. Van Milligen, City Manager 4 TRAVEL DUBUQU l Keith Rahe, President & CEO ADDENDUM A — Sponsorship Packages PRESENTING SPONSOR (0 OF 1 AVAILABLE) $10,000 Ul .Rn' D OUT / 10 complimentary conference registrations 4 complimentary 8x10' exhibit booths with 1 table and 2 chairs at each booth Visual recognition on stage throughout conference, in all promotional material 2 reserved meal tables in Ballroom Logo at top of conference website 2 push notifications to attendees leading up to the conference on the Whova App Rotating ad on WHOVA app Logo on TV loops running at Grand River Center 3 pre -conference e-blasts to database 2 minute remark at opening session Verbal recognition throughout conference at keynotes PLATINUM SPONSOR (2 OF 3AVAILABLE) $5,000 6 complimentary conference registrations 1 complimentary 8x10' exhibit booth with 1 table and 2 chairs Keynote or plenary session sponsor with opportunity to introduce speaker Logo on conference website Rotating ad on WHOVA app Logo on TV loops running at Grand River Center Name on all promotional materials distributed 1 pre -conference e-blast G O L O S P O N S O R (2 OF 2 AVAILABLE) $3, 500 4 complimentary conference registrations 1 complimentary 8x10' exhibit booth with 1 table and 2 chairs Your company serves as sponsor of the networking reception Logo on conference website Rotating ad on WHOVA App Logo on TV loops running at Grand River Center Name on all promotional materials distributed BRONZE SPONSOR SOLD OUT (0 OF 5 AVAILABLE) $2,500 3 complimentary conference registrations 1 complimentary 8x10' exhibit booth with 1 table and 2 chairs Your company serves as an educational track sponsor (can have more than 1 sponsor per track) Logo on conference website Rotating ad on WHOVA App Logo on TV loops running at Grand River Center S� EXHIBIT BOOTH FOR PROFIT $900 2 complimentary conference registrations 1 complimentary 8x10' exhibit booth with 1 table and 2 chairs EXHIBIT BOOTH NON-PROFIT $550 2 complimentary conference registrations 1 complimentary 8x10' exhibit booth with 1 table and 2 chairs WORKSHOP SPONSOR (UNLIMITED) $500 2 complimentary registrations Logo on screen prior to sponsored session To secure your sponsorship or for questions about the event, contact Julie Kronlage at 563.845.7698 or email jkronlage@traveldubuque.com. GSCOUBUQUE.COM 'nr/ GSCE22 OOD 0 ADDENDUM B — Budget from Travel Dubuque Growing Sustainable Communities Conference October 17-18, 2022 Grand River Center, Dubuque Travel Dubuque Budget Income Expenses Sponsorship $ 35,000.00 Exhibitors $ 5,000.00 $ 40,000.00 Venue + Production $16,500 Event App - WHOVA $500 F&B - Sponsors Marketing - Print Marketing - Digital Marketing - Materials AV Company + Facility Rental + Computers if needed TD pays for sponsor food & $4,500 beverage $2,500 League of Cities publications Urban Elephant promotion + $4,500 other $650 Banners, nametags, etc $29,150