Growing Sustainable Communities Conference Management Contract Copyrighted
January 19, 2021
City of Dubuque Consent Items # 14.
City Council Meeting
ITEM TITLE: Growing Sustainable Communities Conference Management Contract
with Travel Dubuque
SUM MARY: City Manager recommending approval of a one-year conference
management contract with Travel Dubuque to host the 2021 Growing
Sustainable Communities Conference.
SUGGESTED Suggested Disposition: Receive and File;Approve
DISPOSITION:
ATTACHMENTS:
Description Type
Growing Sustainable Communities Conference
Management Contract with Travel Dubuque-MVM City Manager Memo
Memo
Staff Memo Staff Memo
Contract Supporting Documentation
Dubuque
THE CITY OF �
ui-Aseria cih
DuB E , . � . ,
� II �
Maste iece on tj2e Mississi i zoo�•zoiz•zois
YP 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: January 13, 2021
Sustainable Community Coordinator Gina Bell recommends City Council approval of a
one-year conference management contract with Travel Dubuque to host the 2021
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.
Y
Mic ael C. Van Milligen
MCVM:jh
Attachment
cc: Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Gina Bell, Sustainable Community Coordinator
Dubuque
THE CITY OF �+
All-pmeriea Ciq�
DuB E � ,,� ,���M�,
1 I I�f
I �
Maste iece on the Mississi 1 zao��zoiz�zois
� pp zo��*zoig
TO: Michael Van Milligen, City Manager
FROM: Gina Bell, Sustainable Community Coordinator
SUBJECT: Growing Sustainable Communities Conference Management Contract
with Travel Dubuque
DATE: January 12, 2021
INTRODUCTION
The purpose of this memorandum is to request City Council approval of a contract with
Travel Dubuque to host the 2021 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. A 2020 contract was approved but due to
COVID-19, the 2020 conference was canceled.
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 2021 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 day of
2021, is made and entered into by and between the City of Dubuque, lowa and Travel
Dubuque.
WHEREAS, the City of Dubuque (City) has successfully managed the Growing
Sustainable Communities Conference annually since 2008; and
WHEREAS, City and Travel Dubuque desire to establish a strategic partnership to
grow and enhance the Conference in order to further establish City as a local and national
leader in sustainability and provide City with short- and long-term economic benefits.
NOW, THEREFORE, IT IS AGREED BY AND BETWEEN THE PARTIES AS FOLLOWS:
SECTION 1. City and Travel Dubuque will jointly plan and execute the 2021 Growing
Sustainable Communities Conference (the Conference) to be held on October 12 and 13,
2021.
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.
19th January
7. Assistance with attendee check-in and registration, and other day-of
logistics management.
SECTION 3. SERVICES PROVIDED BY THE CITY. 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, City and Travel Dubuque agree to the following:
1. City and Travel Dubuque will establish an Implementation Team (the 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 will meet in person or virtually 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
2
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 website and all visual or verbal recognition presented at the event.
4. 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 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. 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 will 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) will be the responsibility of Travel Dubuque and paid directly
to the venue or reimbursed to City.
�.—�lU�n.��gara�.r�.t,�d.fxam.�tt�nd�e�r i n will e retained by Ci#v 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 City.
3
SECTION 7. TERM. The term of this Agreement shall commence on the day of
2021 and shall continue through December 31, 2021. Following
completion of the 2021 Conference, both parties will meet to discuss future opportunities
for partnership and Conference expansion. Either party may terminate this Agreement by
delivering written notice to the other party at least 180 days prior to the next conference.
SECTION 8. NOTICES. Any notice required by this Agreement must be provided to
the parties at the following addresses:
CITY:City of Dubuque, lowa
c/o City Manager
City Hall
50 W. 13th St.
Dubuque, IA 52001
TRAVEL DUBUQUE:Travel Dubuque
Attn: Keith Rahe
Travel Dubuque
300 Main Street, Suite 120
Dubuque IA 52001
CITY OF DUBUQUE, IOWA TRAVEL DUBUQUE
r,
Michael C. Van Milligen, City Manager Keith Rahe, President & CEO
4