Growing Sustainable Communities Conference contract with Sustainable Cities Network Copyright 2014
City of Dubuque Consent Items # 18.
ITEM TITLE: Growing Sustainable Communities Conference contract with Sustainable
City Network
SUMMARY: City Manager recommending approval of a contract with Sustainable City
Network, which is owned and operated by Woodward Communications,
Inc., to host the 2015 Growing Sustainable Communities Conference and
the registration fee as scheduled.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve
ATTACHMENTS:
Description Type
❑ Growing Sustainable Communities Conference Management Contract- City Manager Memo
MVM Memo
❑ cover memo Staff Memo
❑ contract Supporting Documentation
THE CITY OF Dubuque
UBE I
erica .i
Masterpiece on the Mississippi 2007-2012-2013
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Growing Sustainable Communities Conference Management Contract
DATE: February 23, 2015
Sustainable Community Coordinator Cori Burbach is recommending City Council
approval of a contract with Sustainable City Network, which is owned and operated by
Woodward Communications, Inc., to host the 2015 Growing Sustainable Communities
Conference and the registration fee as scheduled.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Mic ael C. Van Milligen
MCVM:sv
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Cori Burbach, Sustainable Community Coordinator
THE CITY OF Dubuque
UBE I
erica .i
Masterpiece on the Mississippi 2007-2012-2013
TO: Michael Van Milligen, City Manager
FROM: Cori Burbach, Sustainable Community Coordinator
SUBJECT: Growing Sustainable Communities Conference Management Contract
DATE: February 19, 2015
INTRODUCTION
The purpose of this memorandum is to request City Council approval of a contract with
Sustainable City Network, which is owned and operated by Woodward
Communications, Inc., to host the2015 Growing Sustainable Communities Conference,
and the registration fee scheduled outlined below.
BACKGROUND
Since 2011, the City has contracted with Sustainable City Network to co-produce the
Growing Sustainable Communities Conference, which in 2014 attracted approximately
400 attendees from 21 states. Generally, the City retains registrant revenue and has
used these funds to pay fees associated with speakers, venue (with the exception of the
exhibitor space) and food. Generally, SCN retains all sponsor revenue and has been
responsible for all marketing of the event, including website development, email and
print materials, and expenses associated with the exhibit hall.
DISCUSSION
The format for this year's Growing Sustainable Communities Conference will remain
largely the same, building off of positive reviews and constructive criticism received
through the post-event survey last year.
A small increase in registration rates is recommended in order to keep pace with slightly
increasing event costs. A comparison of similar conferences held across the country
shows that Dubuque's is still among the least expensive sustainability conferences
available. Feedback from attendees also shows that we continue to offer a high quality
product worth the fee charged. Registration fees are proposed as follows:
• One Day Early Bird Rate: $100 ($10 increase)
• Two Day Early Bird Rate: $135 ($15 increase)
• One Day Regular Rate: $135 ($15 increase)
• Two Day Regular Rate: $170 ($20 increase)
• One Day Late Rate: $195 ($15 increase)
• Two Day Late Rate: $230 ($30 increase)
• Student Rate: $15 per day (No increase)
The only other change from last year's contract involves extending the contract from a
one-year to a three-year agreement.
REQUESTED ACTION
The requested action is City Council approval of the attached Growing Sustainable
Communities Conference with Sustainable City Network.
cc: Cindy Steinhauser, Assistant City Manager
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AGREEMENT
BETWEEN
THE CITY OF DUBUQUE, IOWA
AND
SUSTAINABLE CITY NETWORK
This Agreement, dated for reference purposes the _ day of , 2015, is
made and entered into by and between the City of Dubuque, Iowa and Sustainable City
Network (SCN), which is owned and operated by Woodward Communications, Inc.
(WCI).
Whereas, the City of Dubuque (CITY) and Sustainable City Network (SCN)
successfully co-produced and co-managed the Growing Sustainable Communities
Conference (Conference) annually since 2011 , and in 2014 attracted approximately 397
attendees from 100 different cities across 21 states; and
Whereas, the CITY and SCN desire to continue their strategic partnership to
grow and enhance the Conference in order to further establish the CITY as a local and
national leader in sustainability, provide Dubuque with short- and long-term economic
benefits, and provide SCN the opportunity to grow its content offerings, brand, and
revenue sources to support existing and create new jobs; and
NOW, THEREFORE, IT IS AGREED BY AND BETWEEN THE PARTIES AS
FOLLOWS:
SECTION 1. The CITY and SCN will enter into an agreement to jointly plan and execute
the 2015 Growing Sustainable Communities Conference to be held on Oct. 6 and 7,
2015, and repeat the conference once annually through 2017
SECTION 2. SERVICES PROVIDED BY SCN. SCN agrees to provide to CITY the
following:
1 . Conference promotion, including editorial coverage and banner ads on
sCityNetwork.com, SCN e-mail newsletter advertising, direct e-mail invites to
SCN's 40,000+ subscribers, print ads in SCN's publication and other
promotion as guided by the agreed upon promotion schedule and plan.
2. Conference collateral, including overall brand/creative, signage, name tags,
and 12-page conference program.
3. Conference website, including attendee e-commerce registration.
4. Assistance in the determination of Conference programming tracks and
related workshops, identifying workshop presenters and related logistics.
5. Assistance with attendee check-in and registration, technical support for
presenters, and moderator scripts.
6. Sales and sales support, including Exhibit space, of SCN sponsors.
7. Provide three (3) laptop computers to be utilized by presenters.
SECTION 3. SERVICES PROVIDED BY THE CITY. The 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 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) for the
Conference luncheon(s).
4. Networking with peers and colleagues, including sending personal invitations
to attend the Conference to achieve targeted attendee goals as well as
sending press releases to media and identified associations.
5. Primary responsibility for manning the registration desk throughout the event
and supplying one (1) laptop computer to take late registrations at the door.
6. Secure moderators for Conference Workshops.
7. Provide three (3) laptop computers to be utilized by presenters.
SECTION 4. Additionally, the CITY and SCN agree to the following:
1 . The CITY and SCN will establish an Implementation Team (TEAM) comprised
of City staff and SCN staff, with a designated representative from each
organization with decision making authority. The TEAM will coordinate to plan
and execute the annual Conference and shall meet in person at least once
monthly from January to April, twice monthly from May through August and
weekly in September and 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
SCN's names as equal partners in hosting the Conference.
3. SCN is solely responsible for the determination of sponsorship packages and
rates. The sponsorship packages listed in ADDENDUM A will be sold by SCN
to commercial clients, and SCN will retain all revenue generated by the sale of
these sponsorships. The CITY will not compete with SCN for sponsorship
revenue. Other than the City of Dubuque and SCN, 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 program, the Conference web site
and all visual or verbal recognition presented at the event.
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4. The 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 the 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 program 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. The CITY and SCN will develop an agreed upon Conference Schedule no later
than March 14 that includes at least two keynote events, one continental
breakfast and one networking reception.
SECTION 6. CONFERENCE EXPENSE BUDGET. The CITY and SCN have
developed an agreed upon Conference Expense Budget, ADDENDUM B, which
includes a targeted number of attendees and associated registration fees, and overall
Conference expenses. 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 SCN in
order to cover the cost of providing the services identified in Section 2 of this
Agreement. Additionally, SCN will retain $7.50 per paid registered attendee,
not including registered attendees who are speakers, sponsors and City of
Dubuque employees, to cover the e-commerce set-up, transaction, and
management costs associated with attendee registration.
2. Expenses associated with the Exhibit Space shall be the responsibility of
SCN, either paid directly to the venue or reimbursed to the CITY.
Additionally, actual food and beverage expense associated with registered
attendee sponsor(s) shall be the responsibility of SCN and be reimbursed to
the CITY.
3. All revenue generated from attendee registrations, with the exception of the
transaction fee per paid registrant as specified in SECTION 6.1 above, will be
retained by the CITY in order to cover the cost of providing the services
identified in Sections 3 and 4of this Agreement. This revenue will be
distributed to the CITY no more than 30 days after the Conference. SCN will
not be responsible for paying any taxes on this revenue while it is being held
for the CITY.
4. Expenses associated with workshop presenter(s), including speaking fees,
travel and lodging, are the responsibility of the CITY. SCN agrees to
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reimburse the city $2,500 to help cover a portion of the keynote and workshop
presenter fees and expenses as specified in Addendum B.
5. SCN agrees to provide a minimum of $22,240 worth of in-kind advertising to
promote the conference, including $10,000 worth of advertising in the
Telegraph Herald and $12,240 worth of advertising in SCN's weekly e-mail
newsletter, dedicated e-mail blasts, and on sCityNetwork.com.
SECTION 7. TERM. The term of this Agreement shall commence on the day of
, 2015 and shall continue until December 31, 2017. Following completion of
the 2017 Conference, both parties will meet to discuss future opportunities for
partnership and Conference expansion. Either party may terminate this agreement by
providing written notice to the other party at least 180 days prior to the next conference.
SECTION 8. NOTICES. Any notice required by this Agreement shall be provided to
the parties at the following addresses:
CITY:
SCN:
City of Dubuque, Iowa
c/o City Manager
City Hall
50 W. 13th St.
Dubuque, IA 52001
Attn: Karen Ruden
Sustainable City Network.
801 Bluff St
Dubuque IA 52001
CITY OF DUBUQUE, IOWA SUSTAINABLE CITY NETWORK
Michael C. Van Milligen, City Manager Karen Ruden, Group Publisher
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The 811 Annual Growing Sustainable Communities Conference is an established conference led and hosted by the City of Dubuque, a
city well known for its sustainable leadership and success, and is promoted to over 40,000 municipal/business professionals
nationwide.
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For additional information,please contact Sustainable City Network a 563.588.3858 e kruden@woodwardbizmedia.com
Prepared by Karen Ruden 2/19/2015 Page 1 GSCC_Dubuque_2015_City Budget.xlsx- City
2014 2015 Budget
ACTUAL
DBQ REVENUE
SPEAKER UNDERWRITING $2,500.00 $9,500.00
Sustainable City Network Agreement $2,500.00 $2,500.00
Additional Speaker Funding $7,000.00
REGISTRATIONS $30,770.60 $38,076.00
Attendees $16,560.60 $22,082.00
ONE Day $890.00 $1,744.00
TWO Day $15,670.60 $20,338.00
City Staff $13,200.00 $14,344.00
ONE Day(Early Bird) $720.00 $720.00
TWO Day(Early Bird) $12,480.00 $13,624.00
Students $1,010.00 $1,650.00
Speakers $0.00 $0.00
Sponsors(includes SCN staff) $0.00 $0.00
Press/Volunteers $0.00 $0.00
Tours $265.00 $265.00
DBQ EXPENSES
REGISTRATION COSTS $1,690.22 $2,625.00
VENUE $3,670.00 $4,000.00
Grand River Center $3,170.00 $3,500.00
Mobile Tour Transportation $500.00 $500.00
SPEAKERS $15,394.85 $24,000.00
Keynotes $13,972.93 $20,000.00
Workshops(Travel+Lodging) $1,421.92 $4,000.00
FOOD $15,359.11 $17,000.00
Grand River Center $15,625.94 $17,000.00
Local Vendors $2,221.50 $2,500.00
Reimbursement for sponsors food -$2,488.33 -$2,500.00