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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 THE CITY OF � ui-A�erica ciq DuB E ; . , . , i � � i Maste 1eC2 011 tj12 M1SS1SS1 1 zoo�•zoiz•zai3 rP PP Zoi�*Zoi9 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. � Mic ael C. Van Milligen MCVM:jh Attachment cc: Crenna Brumwell, City Attorney Teri Goodmann, Assistant City Manager Cori Burbach, Assistant City Manager Gina Bell, Sustainable Community Coordinator Dubuque THE CITY OF � NI-America siry DuB E ,�i j����i; Masterpiece on the Mississippi �°°'��°�� 2013•2017 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. 2 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. 3 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