Growing Sustainable Communities Conference Grand River Center ContractCopyrighted
April 18, 2022
City of Dubuque Consent Items # 7.
City Council Meeting
ITEM TITLE: Growing Sustainable Communities Conference Grand River Center
Contract
SUMMARY: City Manager recommending City Council approval of a contract with
Grand River Center for the 2022 Growing Sustainable Communities
Conference.
SUGGESTED Suggested Disposition: Receive and File; Approve
DISPOSITION:
FIN aL[O]:ILy,121zk ]
Description Type
Grand River Center Contract for Growing Sustainable City Manager Memo
Communities Conference-MVM Memo
Staff Memo
Contract
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 Grand River Center
Contract
DATE: April 11, 2022
Sustainable Community Coordinator Gina Bell is recommending City Council approval
of a contract with Grand River Center for the 2022 Growing Sustainable Communities
Conference and City Manager to sign the contract.
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 COF
Dubuque
DiU!B Ehn
All -America City
,
I�
Masterpiece on the Mississippi
YP pp
13
z°°''*°
zoi720zoi9
TO: Michael Van Milligen, City Manager
FROM: Gina Bell, Sustainable Community Coordinator
SUBJECT: Growing Sustainable Communities Conference Grand River Center
Contract
DATE: April 1, 2022
INTRODUCTION
The purpose of this memorandum is to request City Manager approval of a contract with
Grand River Center for the 2022 Growing Sustainable Communities Conference.
BACKGROUND
Since 2007, the City has hosted the Growing Sustainable Communities Conference,
which in 2019 attracted 482 attendees. The conference has been canceled due to
health concerns the past two years. Each year we contract with the Grand River Center
to provide the location and food and beverage service for the conference.
DISCUSSION
Attached is the contract for the 2022 Growing Sustainable Communities Conference.
BUDGETIMPACT
The cost is estimated at $12,000 and the City retains registrant revenue and will use
these funds to pay fees associated with venue and food. This fits within the conference
budget.
REQUESTED ACTION
The requested action is Manager approval and signature of the attached Growing
Sustainable Communities Conference contract with the Grand River Center.
GRAND 1ZIVER CENTER
January 14, 2022
Mike Van Milligen
C/O Gina Bell
City of Dubuque
City Hall
Dubuque, IA 52001
563-690-6038
gbell@cityofdubuque.org
RE: City of Dubuque Sustainable Conference
MEETING DATES: 2022-10-16-2022-10-19
Sue Moran
Grand River Center
500 Bell Street
Dubuque, IA 52001
(563)690-3242
smoran@grandharborresort.com
City of Dubuque ("Group") and Platinum Holdings, LLC dba Grand River Center agree as follows:
By signing and returning the enclosed copy of this contract by Thursday April 21, 2022, these arrangements will be agreed to on a definite basis.
Between now and Thursday, April 21, 2022, unless both parties have agreed upon and fully executed this agreement, should another organization
request the dates and be able to confirm immediately, we will advise you and you will have three (3) business days to confirm on a definite basis.
If we do not receive a mutually agreed executed original of this agreement from you by Thursday. April 21, 2022, this letter will be void
and the room block will be automatically released.
SCHEDULE OF EVENTS:
Sun, 10/16/22
8:00 AM - 5:00 PM
Registration
Sine
U-shaped
350
$0
Sun, 10/16/22
8:00 AM - 5:00 PM
Setup
Ballroom Prefunction
Display
30
$0
Sun, 10/16/22
8:00 AM - 5:00 PM
Setup
Ballroom
Half Rounds
350
$0
Mon, 10/17/22
7:00 AM - 9:00 AM
Setup
Ballroom Prefunction
SEE DIAGRAM
30
$0
Mon, 10/17/22
7:00 AM - 5:45 PM
Exhibit
Ballroom Prefunction
Display
30
$0
Mon, 10/17/22
7:30 AM - 8:30 AM
Break
Ballroom Prefunction
Flow Through
29
$0
Mon, 10/17/22
8:00 AM - 5:00 PM
Storage
Green Room
Existing
$0
Mon, 10/17/22
8:00 AM - 5:00 PM
Storage
Show Office
Empty
$0
Mon, 10/17/22
8:30 AM - 11:00 AM
Break
Ballroom Prefunction
Flow Through
350
$0
Mon, 10/17/22
9:00 AM - 10:00 AM
Registration
Sine
U-shaped
350
$0
Mon, 10/17/22
10:00 AM - 4:15 PM
Breakout
Meeting 1
Classroom
75
$100
Mon, 10/17/22
10:00 AM - 4:15 PM
Breakout
Platinum A
Classroom
60
$0
Mon, 10/17/22
10:00 AM - 4:15 PM
Breakout
Meeting 6
Classroom
75
$100
Mon, 10/17/22
10:00 AM - 4:15 PM
Breakout
Meeting 2
Classroom
75
$100
Mon, 10/17/22
10:00 AM - 4:15 PM
Breakout
Meeting 3
Classroom
75
$100
Mon, 10/17/22
10:00 AM - 4:15 PM
Breakout
Meeting 5
Classroom
75
$100
Mon, 10/17/22
10:00 AM - 5:00 PM
Breakout
Meeting 4
Classroom
80
$100
Mon, 10/17/22
11:35 AM - 1:15 PM
Lunch Buffet
Ballroom
Half Rounds
350
$0
Mon, 10/17/22
2:45 PM - 3:15 PM
Break
Ballroom Prefunction
Flow Through
350
$0
Mon, 10/17/22
4:15 PM - 5:45 PM
Cocktail Hour
Ballroom Prefunction
Existing
350
$0
Mon, 10/17/22
4:15 PM - 5:45 PM
Reception
Ballroom Prefunction
Flow Through
350
$0
Date
Time
Event Class
Room
Setup
AGR
Rental
Tue, 10/18/22
7:00 AM - 8:00 AM
Break
Ballroom Prefunction
Flow Through
350
$0
Tue, 10/18/22
7:30 AM - 10:45 AM
Exhibit
Ballroom Prefunction
Display
30
$0
Tue, 10/18/22
7:30 AM - 5:00 PM
Registration
Sine
U-shaped
350
$0
Tue, 10/18/22
8:00 AM - 9:00 AM
Break
Ballroom Prefunction
Flow Through
350
$0
Tue, 10/18/22
8:00 AM - 5:00 PM
Storage
Green Room
Existing
$0
Tue, 10/18/22
8:45 AM - 10:45 AM
Meeting
Ballroom
Existing
350
$0
Tue, 10/18/22
9:45 AM - 12:15 PM
Breakout
Meeting 1
Classroom
75
$50
Tue, 10/18/22
9:45 AM - 4:00 PM
Breakout
Meeting 2
Classroom
75
$50
Tue, 10/18/22
9:45 AM - 4:00 PM
Breakout
Platinum A
Classroom
60
$0
Tue, 10/18/22
9:45 AM - 4:00 PM
Breakout
Meeting 6
Classroom
75
$50
Tue, 10/18/22
9:45 AM - 4:00 PM
Breakout
Meeting 5
Classroom
75
$50
Tue, 10/18/22
9:45 AM - 4:00 PM
Breakout
Meeting 3
Classroom
75
$50
Tue, 10/18/22
9:45 AM - 5:00 PM
Breakout
Meeting 4
Classroom
80
$50
Tue, 10/18/22
10:45 AM - 11:15 AM
Break
Ballroom Prefunction
Flow Through
350
$0
Tue, 10/18/22
12:05 PM - 1:45 PM
Lunch
Ballroom
Existing
350
$0
Tue, 10/18/22
2:30 PM - 3:30 PM
Teardown
Ballroom Prefunction
Booths 8'x10'
30
$0
BANQUET FOOD & BEVERAGE ATTRITION
Grand River Center is relying on, and Group agrees to provide, a minimum of $12,000.00in banquet revenue and meeting room rental.
The Grand River Center will extend a 10% allowance in expected food and beverage revenue. Should the Group fall below this amount; the Group will be
responsible for the remaining food & beverage revenue (i.e., the amount necessary to achieve 90% of the total expected food and beverage revenue). Such
amount shall be subject to all applicable taxes, which shall be paid by Group.
The Grand River Center and Group agree that the payment described above is a reasonable estimate of the Grand River Center's damage resulting from the
reduced use of the food and beverage facilities and does not constitute a penalty.
FOOD & BEVERAGE POLICIES
Due to licensing requirements and quality control issues, all food and beverage to be served on the Grand River Center property must be supplied and prepared
by the Grand River Center. All charges will be subject to an 20% service charge and a 7% state tax (subject to change without notice). The Grand River
Center may change room assignments to better accommodate all groups on a particular day.
Additional meeting rooms requested are subject to rental. You must coordinate with our Convention Manager prior to publishing any meeting room names.
The Grand River Center will set the room as stated on the work order by 5% over the final guarantee. The City of Dubuque will provide the Grand River
Center a direct source to local farmers for local sourcing of food products for the event.
AV & OUTSOURCING AV NEEDS
The Grand River Center agrees to provide a screen, podium, and projector for each breakout room complimentary each day of the conference. The Grand River
Center will allow for the conference to bring in their own computers for each breakout room complimentary. The Grand River Center will not charge the
conference to bring an outside AV company into assist in needs in the General Session. The Grand River Center will provide 2 drop down screens and podium
for in the General Session complimentary each day.
BILLING ARRANGEMENTS
DIRECT BILLING ARRANGEMENTS
Your Master Account will be due upon receipt of an invoice from the Grand River Center. If any charges remain unpaid after thirty days from the date of the
invoice, you agree to pay, in addition to the balance due to the Grand River Center, an overdue payment charge equal to the lesser of 1-1/2% per month or the
highest rate permitted by law on the remaining balance until paid in full. We will request that you review your Master Account with our Accounting
Department prior to your departure.
In the event credit is not fully approved, full prepayment of all estimated charges must be made 30 days prior to arrival. In the event such prepayment is not
received by the Grand River Center, the Grand River Center shall have the option of releasing your space by providing you with written notice, and you will
remain liable for any cancellation and other similar charges provided in this Agreement.
CANCELLATION OPTION
Group may cancel this contract without cause upon written notice to the Grand River Center at any time prior to the event upon payment of an amount based on
the following scale:
6-12 months prior to arrival date
3-6 months prior to arrival date
15 days-3 months prior to arrival date
0-14 days prior to arrival date
25% of the anticipated revenue
20% of the anticipated revenue
50% of the anticipated revenue
100% of the anticipated revenue
The option to cancel is agreed by the parties to constitute the exercise of a contractual option and not a default. Payment due because of cancellation of this
contract under this provision shall be made by Group to the Grand River Center at the time the contract is canceled by written notice.
FORCE MAJEURE
The performance of this Agreement by either party is subject to acts of God, government authority, disaster, strikes, civil disorders, or other emergencies, any
of which make it illegal or impossible to provide the facilities and/or service for your meeting. It is provided that this Agreement may be terminated for any
one or more of such reasons by written notice from one party to the other without liability.
CLAIMS AND DAMAGES
The group agrees that it shall look solely to the Grand River Center for all claims and damages arising out of this agreement, and that it shall have no recourse
against the City of Dubuque or any of its employees, agents' officers, or officials with request to any claims or damages arising under this agreement_
INSURANCE
The Grand River Center and the Group shall obtain and maintain and provide evidence of insurance upon request in amounts sufficient to provide coverage for
any liabilities which may arise out of or result from the respective obligations pursuant to this contract.
INDEMNIFICATION
Each party hereby agrees to indemnify, defend and hold the other harmless from any loss, liability, costs or damages arising from actual or threatened claims or
causes of action resulting from the gross negligence or intentional misconduct of such party or its respective officers, directors, employees, agents, contractors,
members or participants (as applicable), provided that with respect to officers, directors, employees, and agents, such individuals are acting within the scope of
their employment or agency, as applicable.
AMERICANS WITH DISABILITIES ACT
Both the Group and the Grand River Center shall be responsible for compliance with the public accommodation requirements of the Americans with
Disabilities Act as defined by law. The Grand River Center shall provide, to the extent required by the Act, such auxiliary aids and/or services as may be
requested by Group, if Group gives reasonable advance written notice to the Grand River Center of such needs. Group shall be responsible for the cost of any
auxiliary aids and services (including engagement of and payment to specialized service providers, such as sign language interpreters), other than those types
and quantities typically maintained by the Grand River Center.
ARBITRATION -DISPUTE RESOLUTION-ATTORNEY'S FEES
Any controversy, claim or dispute arising out of or relating to this Agreement, shall at the option of the Grand River Center be settled through non -binding
mediation or binding arbitration conducted in accordance with the rules of the American Arbitration Association or through an action brought in any court of
competent jurisdiction in the State in which the Grand River Center is located for trial and determination by such court sitting without a jury, under the law of
such State in either case. In connection with any such litigation, including appellate proceedings, the prevailing party shall be entitled to recover reasonable
attorneys' fees and costs. In addition, Group shall be responsible for payment of attorneys' fees and interest associated with the Grand River Center's efforts to
collect moneys owed under the terms of this Agreement. The party's consent to the exclusive authority of a court of competent authority in the State in which
the Grand River Center is located and to service of process outside the State in which the Grand River Center is located pursuant to the applicable requirements
of such court in any matter so submitted to it and THE PARTIES EACH EXPRESSLY WAIVE THE RIGHT TO A TRIAL BY JURY. Any judgment or
award rendered by the arbitration as referenced above may be entered in any court in the State in which the Grand River Center is located having authority
thereof or in any court having authority over the party against whom judgment is sought to be enforced. Neither party shall under any circumstances be
responsible for indirect, consequential, or punitive damages.
NOTICE
Any notice required or permitted by the terms of this contract must be in writing. Notice must be sent by certified or registered mail, return receipt requested,
or by a recognized overnight courier service with provision for a receipt. Notices shall be deemed effective as of the date shown on the receipt.
WAIVER
If either party agrees to waive its right to enforce any term of this contract, it does not waive its right to enforce any other terms of this contract.
SIGNATURE
This contract, with exhibits attached (if any), constitutes the entire agreement between the parties and may not be amended or changed unless done so in a
writing signed by Grand River Center and Group.
The undersigned represent that they are authorized to sign and enter this contract.
If a fax transmittal is used by either party, then the fax copy shall serve as an original until an actual original is executed and received by both parties.
ACCEPTED AND AGREED TO:
City of Dubuque
By: AJ�""'�, k�4
Mike Van Milligen, City Manager
Platinum Holdings„LLC dba Grand River Center
By:
Sue Moran, Director of Front Office/Sales
04/19/2022 Date: