Growing Sustainable Communities Conference Agreement for Whova Mobile Application Copyrighted
December 16, 2019
City of Dubuque Consent Items # 21.
ITEM TITLE: Growing Sustainable Communities ConferenceAgreement
for W hova Mobile Application
SUMMARY: City Manager recommending approval to execute an
agreement with W hova mobile application to assist with
the logistics of the 2020 Growing Sustainable Communities
conference.
SUGGESTED DISPOSITION: Suggested Disposition: Receiveand File;Approve
ATTACHMENTS:
Description Type
Growing Sustainable Communities ConferenceApp- City Manager Memo
MVM Memo
Staff Memo Staff Memo
WhovaAgreement Supporting Documentation
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 App
DATE: December 10, 2019
Sustainable Community Coordinator Gina Bell recommends City Council approval for
the City Manager to execute an agreement to use the mobile application, Whova, to
assist with logistics of the 2020 Growing Sustainable Communities conference. The
cost of the app, including all the features the conference requires is $1 ,899 to $2,500.
Travel Dubuque will cover 65°k of the cost (maximum $1 ,636) and the City of Dubuque
will cover the remaining 35°k (maximum $864).
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
Gina Bell, Sustainable Community Coordinator
Dubuque
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TO: Michael Van Milligen, City Manager
FROM: Gina Bell, Sustainable Community Coordinator
SUBJECT: Growing Sustainable Communities Conference App
DATE: December 6, 2019
INTRODUCTION
The purpose of this memo is to request permission to sign an agreement to use the mobile
application, Whova, to assist with logistics of the 2020 Growing Sustainable Communities (GSC)
conference.
BACKGROUND
Since 2007, the City of Dubuque has hosted the Growing Sustainable Communities Conference.
In 2019, the conference's logistical needs were assessed. Combined with the desire to make the
conference more sustainable it was determined that a mobile application would be the best use of
time and money. Prior to the 2019 conference several apps were researched and quoted and the
Whova app offer met the GSC conference's needs. The app provided a solution to many logistical
challenges in conference planning and 2019 Conference attendees appreciated the app as a way
to network and go paperless. An additional feature that attendees enjoyed was the ability to access
every presentation slide deck from the conference.
DISCUSSION
Whova has offered to match our 2019 price for the 2020 conference if we sign up before the end of
the year.
BUDGETIMPACT
The cost of the app, including all the features the conference requires, is �$1899 - $2500. Travel
Dubuque will cover 65% of this cost (max. $1636) and the City of Dubuque will cover the remaining
35% (max. $864) which will be covered by the Growing Sustainable Communities conference line,
"Speakers and Programs" in the Sustainability budget.
REQUESTED ACTION
I respectFully request City Manager approval for me to sign the agreement with Whova, via
DocuSign.
Attachment
Whova-Agreement-ID: B994MA-RAV1C5411-X983KF-20191203-H6WQAW
Whova License and Services Agreement
This Whova License and Services Agreement (the "Agreement") was made and entered into the 6th day of
December in 2019, between Whova, Inc. (with a principal place of business at 7310 Miramar Road, Suite
200, San Diego, CA 92126, USA), henceforth labeled as "Provider," and City of Dubuque (with a principal
place of business at 50th West 13th Dubuque, IA 52001), henceforth labeled as "Recipient."
1. This contract governs the terms and conditions under which the Provider provides the Recipient with
Whova's Services, which include (i) the Whova Event Mobile Services to be released to the Recipient and the
Recipient's attendants of 2020 Growing Sustainable Communities Conference, and (ii) registration
services for the ticket selling of the event.
2. The Whova Mobile App includes a mobile agenda, logistics including maps, addresses and web links,
attendee profiles, in-app messaging, Twitter outlet, community board, survey, photo sharing, profile editing,
business card scanning and exchanging, and organizer announcement features. The details can be found at
https://whova.com. Some features may be opted-out of according to the Recipient's preferences.
3. The Recipient agrees to purchase a license to use Whova's Mobile App and Registration Services for
2020 Growing Sustainable Communities Conference held on October 20th - 21st, 2020. The Provider
owns and maintains the intellectual property rights to the Whova App.
3.1 Pricing of Whova Mobile App
The agreed price for the Whova Mobile App is $2,199 USD ($800 discount applied). The details of price
breakdown are listed in the table below:
DocuSign Envelope ID: B023508C-793F-47CE-B1DA-4D3F9127C3ED
Whova-Agreement-ID: B994MA-RAV1C5411-X983KF-20191203-H6WQAW
Package / Feature Name Book Price Discount / Savings Actual Price
Whova Event App Standard Package
(covers up to 500 attendees)$1,299 USD $1,299 USD
Additional Features
Event management tools
(Event web page generation and hosting;
Name badge design and generation; Check-in;
Live polling; Speaker center)
$300 USD -$300 USD Waived
Session feedback $200 USD $200 USD
Name badge premium templates $100 USD -$100 USD Waived
Exhibitors listing $300 USD $300 USD
Unlimited documents $500 USD -$200 USD $300 USD
Holiday promotion: 10 sponsors **$300 USD -$200 USD $100 USD
Total $2,999 USD -$800 USD $2,199 USD *
* This price includes $800 promotion and discount which will expire on December 18th, 2019.
** This is a one-time special promotion. It is not applicable for your future contracts.
The Recipient may opt in to the advanced features:
- Session Attendance Management (Includes session cap and ticket verification) at $200;
- Premium exhibitors listing at $300;
- more sponsor ad banners at $50 per sponsor (or $500 for unlimited);
- more surveys at $50 per survey.
Full payment will be due by January 31st, 2020. If the Recipient wants to publish the event earlier than the
payment due date, full payment needs to be received by the Provider. The Recipient agrees to pay an
additional charge of $100 upon missing the payment due date listed in this Agreement. If payment has not
been received by the start date of the event, the Recipient agrees to pay a total late fee of $500.
3.2 Pricing of Whova Registration Services
Whova agrees to provide registration services for 2020 Growing Sustainable Communities Conference. The
Whova registration fee is $0 for a free ticket, and 1% of the ticket fare plus $0.99 per ticket capped at $5
for a paid ticket.
Note that there is a 3.4% + $0.30 payment processing fee per ticket separated from the Whova registration
fee in the agreement. This is charged by the third party payment processing company, Stripe. This fee may
subject to change by Stripe. Please refer to Stripe's website for details.
The Recipient will receive the first payout of 50% of the ticket sales 1-2 weeks after the event ends, and
the remaining 50% one month after the event ends.
DocuSign Envelope ID: B023508C-793F-47CE-B1DA-4D3F9127C3ED
Whova-Agreement-ID: B994MA-RAV1C5411-X983KF-20191203-H6WQAW
The Recipient are responsible for handling taxes and any ticket cancellations or refunds and making policies
clear to the attendees. The Provider will not split funds for taxes or collect taxes. The Provider will also direct
any ticket cancellations or refund requests from attendees to the Recipient.
4. Agreement details including price and discount are confidential. The Recipient shall not disclose to any
other parties without approval from the Provider.
5. The Provider agrees to offer the following level of customer services free of charge: Q&A; site and email
support during normal business hours (9am-5pm Pacific Time during weekdays, excluding holidays); outside
of business hours, the Providers may respond in the next business day.
6. To protect an event's privacy and receive the best ROI for an event, the Recipient agrees to share a list of
attendees to authenticate attendees, and maximize the event app's adoption rate and attendee engagement
level.
7. The Recipient grants the Provider's system the permission to send attendees the app download
information.
8. The Recipient agrees to the Privacy Policy and Terms of Use presented by the Provider at
https://whova.com/privacy/ and https://whova.com/terms/. The Provider's Privacy Policy may change from
time to time. The Provider must post any Privacy Policy and Terms of Use changes on
https://whova.com/privacy/ and https://whova.com/terms/. If the changes are significant, the Provider must
provide a more prominent notice (including, for certain services, email a notification of Privacy Policy
changes).
9. The Provider reserves the right to terminate this contract and service with one month's written notice to the
Recipient. In the case of termination prior to the event end date, the Recipient will be fully refunded.
Any violation of the aforementioned terms will be considered a breach of contract. The Agreement is listed
above in its entirety.
Provider Name Recipient Name
Provider Signature Recipient Signature
Date Date
Please Provide Accounts Payable Information:
AP Contact Name
AP Phone
DocuSign Envelope ID: B023508C-793F-47CE-B1DA-4D3F9127C3ED
Dec 17, 2019
563.690.6038
Gina Bell
Gina Bell
Weiwei Xiong
Dec 17, 2019
Whova-Agreement-ID: B994MA-RAV1C5411-X983KF-20191203-H6WQAW
AP Email Address
Company Name
Street Address
City, State and Zip (Country if outside USA)
DocuSign Envelope ID: B023508C-793F-47CE-B1DA-4D3F9127C3ED
gbell@cityofdubuque.org
City of Dubuque
50 W. 13th Street
Dubuque, IA 52001