Growing Sustainable Communities Conference Agreement with Travel Dubuque Copyrighted
December 16, 2019
City of Dubuque Consent Items # 22.
ITEM TITLE: Growing Sustainable Communities ConferenceAgreement
with Travel Dubuque
SUMMARY: City Manager recommending approval of a contract with
Travel Dubuque to host the 2020 Growing Sustainable
Communities Conference.
SUGGESTED DISPOSITION: Suggested Disposition: Receiveand File;Approve
ATTACHMENTS:
Description Type
Growing Sustainable Communities Conference
Management Contractwith Tra�l Dubuque-MVM City Manager Memo
Memo
Staff Memo Staff Memo
GSC agreement_Travel Dubuque Supporting Documentation
Addendum B_Sponsorship levels Supporting Documentation
AddendumA_Tra�l Dubuque GSC Budget 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 Management Contract
with Travel Dubuque
DATE: December 10, 2019
Sustainable Community Coordinator Gina Bell recommends City Council approval of a
contract with Travel Dubuque to host the 2020 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
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 Management Contract
with Travel Dubuque
DATE: December 10, 2019
INTRODUCTION
The purpose of this memorandum is to request City Council approval of a contract with
Travel Dubuque to host the 2020 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. Travel Dubuque successfully partnered with us for the 2019
Growing Sustainable Communities Conference, providing much of the support
necessary to host a conference of this size.
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.
The City and Travel Dubuque will review the partnership following the 2020 conference
to determine future actions.
REQUESTED ACTION
The requested action is City Council approval of the attached Growing Sustainable
Communities Conference contract with Travel Dubuque.
AGREEMENT
BETWEEN
THE CITY OF DUBUQUE, IOWA
AND
TRAVEL DUBUQUE
This Agreement, dated for reference purposes the 10th day of December, 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 long-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 2020 Growing Sustainable Communities Conference to be held on October
20 and 21, 2020.
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 speaker preparation and management of speaker profiles
and presentations.
7. 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:
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).
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.
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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 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 I,, day of
019 and shall continue until December 31, 2020. Following completion of
the 2020 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.
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SECTION 8. NOTICES. Any notice required by this Agreement shall be provided to
the parties at the following addresses:
CITY: City of Dubuque, Iowa
c/o City Manager
City Hall
50 W. 13th St.
Dubuque, IA 52001
TRAVEL DUBUQUE: Attn: Keith Rahe
Travel Dubuque
300 Main Street, Suite 120
Dubuque IA 52001
CITY OF DUBUQUE, IOWA
Michael C. Van Milligen, City Manager
4
TRAVEL DUBUQUE
Kei ` "ahe, President & CEO
2020 GSC Sponsorship Levels
$10,000 Presenting Sponsor (1 available)
10 complimentary conference registrations
4—8 x 10 exhibit booths
Visual recognition on stage throughout conference, in all promotional material
2—Reserved meal tables
Logo on conference website at top
Rotating ad on WHOVA app
Logo on TV loops running at Grand River Center
2 - Push notifications to attendees leading up to the conference Whova App
3—Pre conference E.Blasts to over 40K individuals
2 minute comment at opening session
Logo on all promotional materials distributed
Verbal recognition throughout conference at keynotes
Attendee Mailing List
$5,000 Platinum Sponsor(3 available)
6 complimentary conference registrations
1—Complimentary 8 x 10 exhibit booth
Keynote or Plenary session sponsor with opportunity to introduce speaker
Logo on conference website
Rotating ad on WHOVA app
Logo on TV loops running at Grand River Center
Name on all promotional materials distributed
1—Pre-Conference E.blast to over 40K individuals
Attendee Mailing List
$3,500 Gold Sponsor (2 available)
4 complimentary conference registrations
1—Complimentary 8 x 10 exhibit booth
Your company serves as sponsor of the Networking Reception
Logo on conference website
Rotating ad on WHOVA App
Logo on TV Loops running at Grand River Center
Name on all promotional materials distributed
Attendee Mailing List
$2,500 Bronze Sponsor(5 available)
3 complimentary conference registrations
1—Complimentary 8 x 10 exhibit booth
Your company serves as an educational track sponsor(can have more than 1 sponsor per track)
Logo on conference website
Rotating ad on WHOVA App
Logo on TV Loops running at Grand River Center
Attendee Mailing List
A La Carte
$900 Exhibit Booth—For Profit
2 complimentary conference registrations
1 complimentary 8 x 10 exhibit booth
$550 Exhibit Booth—Non Profit
2 complimentary conference registrations
1 complimentary 8 x 10 exhibit booth
$500 Workshop Sponsor(unlimited)
2 complimentary registrations
Logo on screen prior to session sponsoring
$100 WHOVA App Push Notification (8 available)
2 notifications sent out to app users (date and time to be determined)
Travel Dubuque Budget Proposal 2020 GSC Conference
INCOME
Sponsors/ Exhibitors 40,000
TOTAL $40,000
EXPENSE
Whova $1,600
Exhibitor/Sponsor F&B $4,500
Marketing $6,000
Email Database $3,800
Misc (namebadges, printing, banners,signs etc) $2,500
TOTAL $18,400
Projected Net Profit $21,600