Growing Sustainable Communities Conference Management Contract_Sustainable City Network Copyrighted
February 5, 2018
City of Dubuque Consent Items # 13.
ITEM TITLE: Growing Sustainable Communities Conference
Management Contract
SUMMARY: City Manager recommending approval of a contract with
Sustainable City Network to host the 2018 Growing
Sustainable Communities Conference.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve
ATTACHMENTS:
Description Type
Growing Sustainable Communities Conference City Manager Memo
Management Contract-NNM Memo
Staff Memo Staff Memo
SCN Management Contract Supporting Documentation
THE CITY OF Dubuque
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Growing Sustainable Communities Conference Management Contract
with Sustainable City Network
DATE: January 31 , 2018
Assistant City Manager Cori Burbach recommends City Council approval of a contract
with Sustainable City Network to host the 2018 Growing Sustainable Communities
Conference.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
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Mic ael C. Van Milligen �� �
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Attachment
cc: Crenna Brumwell, City Attorney
Teri Goodmann, Assistant City Manager
Cori Burbach, Assistant City Manager
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TO: Michael Van Milligen, City Manager
FROM: Cori Burbach, Assistant City Manager
SUBJECT: Growing Sustainable Communities Conference Management Contract
with Sustainable City Network
DATE: January 29, 2018
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 the 2018 Growing Sustainable Communities Conference,
and the registration fee scheduled outlined below.
BACKGROUND
Since 2011, the City has contracted with Sustainable City Network (SCN) to co-produce
the Growing Sustainable Communities Conference, which in 2017 attracted
approximately 546 attendees from 23 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
Last year, the City and SCN partnered to successfully host the 10t" Annual Growing
Sustainable Communities Conference. City and SCN staff collaborate to plan the
various components of the process, recruit exhibitors and sponsors, and coordinate
speakers and mobile tours for a successful event.
Attached, for City Council approval, is a three-year conference management contract
with SCN. The only change from the previous contract is that instead of the City paying
SCN $7 per registrant to cover e-registration fees, the City would now pay 10% of
registration receipts. This change is necessary due to the increasing costs of e-
registration and credit card processing fees that SCN incurs by managing all
registrations for the conference.
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, roughly a
3.75% increase:
• One Day Early Bird Rate: $110 ($5 increase)
• Two Day Early Bird Rate: $145 ($5 increase)
• One Day Regular Rate: $145 ($5 increase)
• Two Day Regular Rate: $182 ($7 increase)
• One Day Late Rate: $210 ($10 increase)
• Two Day Late Rate: $245 ($10 increase)
• One Day Student Rate: $15 per day (No increase)
• Two Day Student Rate: $30 (No increase)
• Mobile Tour: $12 ($2 increase)
REQUESTED ACTION
The requested action is City Council approval of the attached Growing Sustainable
Communities Conference contract with Sustainable City Network.
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AGREEMENT
BETWEEN
THE CITY OF DUBUQUE, IOWA
AND
SUSTAINABLE CITY NETWORK
This Agreement, dated for reference purposes the day of %� 2018, is
made and entered into by and between the City of Dubuque, Iowa and ust. nable 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 2017 attracted approximately 546
attendees from 120 different cities across 23 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 2018 Growing Sustainable Communities Conference to be held on Oct. 2 and 3, 2018,
and repeat the conference once annually through 2020.
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 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 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 five (5) 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.
8. Primary responsibility for determining what, if any, mobile tours will be offered
and providing transportation for any such tours.
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 through August and weekly in September 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 5. SCN CONFERENCE EXPENSE BUDGET. SCN has developed an
Expense Budget, ADDENDUM B, which includes all non -payroll Conference expenses
that SCN 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 SCN in
order to cover the cost of providing the services identified in Section 2 of this
Agreement. Additionally, SCN will retain 10 percent of all registration fees
collected 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 paid directly to the
venue or reimbursed to the CITY.
3. All revenue generated from attendee registrations, with the exception of the
10 percent transaction fee 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 4 of this Agreement. This revenue will be
distributed to the CITY no more than 60 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 reimburse
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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.
TION 7. TERM. The term of this Agreement shall commence on the,day of
, 2018 and shall continue until December 31, 2020. Following completion of
he 20 0 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. an Milligen, City Manager Karen Ruden, Group Publisher
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