MOU with Travel Dubuque for 2019 Growing Sustainable Communities Conference Copyrighted
March 18, 2019
City of Dubuque Consent Items # 6.
ITEM TITLE: Memorandum of Understanding with Travel Dubuque for
the 2019 Growing Sustainable Communities Conference
SUMMARY: City Manager recommending approval of a one-year
Conference Management Contract with Travel Dubuque to
host the 2019 Growing Sustainable Communities
Conference.
SUGGESTED DISPOSITION: Suggested Disposition: Receiveand File;Approve
ATTACHMENTS:
Description Type
Growing Sustainable Communities Conference City Manager Memo
Management Contract-MVM Memo
Staff Memo Staff Memo
Memorandum of Understanding 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 Travel Dubuque
DATE: March 12, 2019
Assistant City Manager Cori Burbach recommends City Council approval of a one-year
Conference Management Contract with Travel Dubuque to host the 2019 Growing
Sustainable Communities Conference. 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, e-mail and print
materials, and expenses associated with the exhibit hall.
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 Travel Dubuque
DATE: March 12, 2019
INTRODUCTION
The purpose of this memorandum is to request City Council approval of a contract with
Travel Dubuque to host the 2019 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.
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.
Travel Dubuque will work with Randy Rogers, formerly of Sustainable City Network,
who has independently purchased the mailing list from previous conferences, to
complete a direct-email campaign in addition to their broad marketing plans.
The City and Travel Dubuque will review the partnership following the 2019 conference
to determine future actions.
REQUESTED ACTION
The requested action is City Council approval of the attached Growing Sustainable
Communities Conference contract with Sustainable City Network.
Cc: Gina Bell, Sustainable Community Coordinator
AGREEMENT
BETWEEN
THE CITY OF DUBUQUE, IOWA
AND
TRAVEL DUBUQUE
This Agreement, dated for reference purposes the /(day of 0 2019, 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 (Conference) annually since 2008; and
Whereas, the City and Travel Dubuque desire to establish a strategic partnership
to grow and enhance the Conference in order to further establish the City as a local and
national leader in sustainability, and provide Dubuque with short- and Tong -term economic
benefits,
NOW, THEREFORE, IT IS AGREED BY AND BETWEEN THE PARTIES AS FOLLOWS:
SECTION 1. The City and Travel Dubuque will enter into an agreement to jointly plan and
execute the 2019 Growing Sustainable Communities Conference to be held on Oct. 24
and 25, 2019.
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 attendee check-in and registration, and other day -of logistics
management.
SECTION 3. SERVICES PROVIDED BY THE CITY. The City agrees to provide the
following:
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).
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. Primary responsibility for 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, the City and Travel Dubuque agree to the following:
1 The City and Travel Dubuque will establish an Implementation Team (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 shall
meet in person 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.
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 web site and all visual or verbal recognition
presented at the event.
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
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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. The City and Travel Dubuque will develop an agreed upon Conference Schedule
no later than April 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 shall 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) shall be the responsibility of Travel Dubuque and paid
directly to the venue or reimbursed to the City.
3. All revenue generated from attendee registrations, 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.
4. Expenses associated with workshop presenter(s), including speaking fees,
travel and lodging, are the responsibility of the City.
SECTION 7. TERM. The term of this Agreement shall commence on the
`'°d ay of
2019 and shall continue until December 31, 2019. Following completion of
th r onference, 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:
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CITY:
TRAVEL DUBUQUE:
CITY OF DUBUQUE, IOWA
City of Dubuque, Iowa
c/o City Manager
City Hall
50 W. 13th St.
Dubuque, IA 52001
Attn: Keith Rahe
Travel Dubuque
300 Main Street, Suite 120
Dubuque IA 52001
Michael C. Van Milligen, City Manager
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TRAVEL DUBUQUE
Keith Rahe, President & CEO
Kevin Firnstahl
From:Kevin Firnstahl
Sent:Tuesday, March 19, 2019 10:30 AM
To:'Keith Rahe'; Cori Burbach
Subject:Growing Sustainable Communities 2019 Contract
Attachments:Travel Dubuque GSC 2019 Contract Executed.pdf
Keith, Cori,
For your files.
I can retain the original unless directed otherwise.
Thank you.
Kevin S. Firnstahl, City Clerk
th
50 W. 13 Street
Dubuque, IA 52001
kfirnsta@cityofdubuque.org
563-589-4100
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