Growing Sustainable Communities Conference ContractTHE CITY OF
Dui
Masterpiece on the Mississippi
Dubuque
band
AI -America City
r
2007 • 2012 • 2013
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Growing Sustainable Communities Contract with Sustainable City Network
DATE: March 26, 2014
Sustainable Community Coordinator Cori Burbach recommends City Council approval
of an agreement with Sustainable City Network, Inc. and Woodward Communications
for co -management of the 7th Annual Growing Sustainable Communities Conference to
be held October 7 and 8, 2014.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
.1„.1-t44 ,,,,,
Mic ael C. Van Milligen
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Cori Burbach, Sustainable Community Coordinator
THE CITY OF
Dui
Masterpiece on the Mississippi
TO: Michael Van Milligen, City Manager
FROM: Cori Burbach, Sustainable Community Coordinator
DATE: March 25, 2014
SUBJECT: Growing Sustainable Communities Contract with Sustainable City Network
Dubuque
trati
a -America City
'111'
2007 • 2012 • 2013
INTRODUCTION
The purpose of this memo is to request Council approval of the attached agreement with Sustainable City Network, Inc. and
Woodward Communications for co -management of the 7th Annual Growing Sustainable Communities Conference to be held
October 7-8,2014.
BACKGROUND
Since 2007, the City has hosted the Growing Sustainable Communities Conference with a goal of educating regional
community leaders about ways they can make their communities more sustainable. In2010,the conference was expanded
from a luncheon with a keynote speakerto a one -day conference with four tracts and over40 speakers in addition to the
keynote luncheon speaker.
Sustainable City Network, Inc. (SCN) was formed in 2010 as a business -to -government media and publishing company
based in Dubuque with a mission of providing municipal professionals with quality and timely information on sustainability
products, services and best practices. In 2011, the City partnered with SCN to host the conference. This partnership
allowed us to expand the target audience to a larger geographic region and include the private sector in a more prominent
way. SCN was a key partner in the success of the conference, managing all marketing of the event and securing
approximately 40 sponsors. Sustainable City Network is now owned and operated by Woodward Communications, Inc.
DISCUSSION
The attached agreement defines service, revenue and expense responsibilitiesforCity and SCN staff in order to conduct the
two-day conference. It also defines responsibilities of City and SCN staff. In summary, SCN will be responsible for all
activities related to the promotion of the event, signage at the event, attendee registration, securing of sponsorships, and
management of the exhibit hall. SCN would retain all revenue from sponsors in addition to $7.50 per registered attendee to
cover the e -registration costs.
City staff will be primarily responsible for determination of workshop content and will manage venue rental, food/beverage
arrangements, and speaker arrangements. The City will retain attendee registration costs with the exception of the $7.50
noted above. The City will be responsible for securing keynote speakers and any keynote underwriting required beyond
anticipated revenue from attendees.
Proposed registration rates for 2014 are detailed below. No change from2013 Early Bird registration rates are proposed. A
$10 increase for regular and late one -day registrations and $5 increase in regular and late two-day registrations is proposed.
No change in student rates is proposed.
Early Bird Late
One Day $90 One Day $170
Two Day $120 Two Day $200
Regular Student
One Day $120 One Day $15
Two Day $150 Two Day $30
RECOMMENDATION
I respectfully recommend Council approval of the attached agreement with Sustainable City Network, Inc. and Woodward
Communications for the management of the 2014 Growing Sustainable Communities Conference.
PROJECT COST - BUDGET IMPACT
Any budgeted costs associated with the Growing Sustainable Cities Conference are expected to be covered by attendee
registrations. If additional funds are needed, most likely for keynote speaker expenses, underwriters will be sought to cover
these costs.
cc:
Cindy Steinhauser, Assistant City Manager
Randy Rogers, Sustainable City Network
AGREEMENT
BETWEEN
THE CITY OF DUBUQUE, IOWA
AND
SUSTAINABLE CITY NETWORK
This Agreement, dated for reference purposes the day of -. , 2014, is
made and entered into by and between the City of Dubuque, Iowa and ustainable City
Network (SCN), which is owned and operated by Woodward Communications, Inc.
(WCI).
Whereas, the City of Dubuque (CITY) and Sustainable City Network (SCN)
successfully co-produced and co -managed the Growing Sustainable Communities
Conference (Conference) in 2011, 2012, and 2013, and in 2013 attracted approximately
493 attendees from 111 different cities across 20 states; and
Whereas, the CITY and SCN desire to continue their strategic partnership to
grow and enhance the Conference in order to further establish the CITY as a local and
national leader in sustainability, provide Dubuque with short- and long-term economic
benefits, and provide SCN the opportunity to grow its content offerings, brand, and
revenue sources to support existing and create new jobs; and
NOW, THEREFORE, IT IS AGREED BY AND BETWEEN THE PARTIES AS
FOLLOWS:
SECTION 1. The CITY and SCN will enter into an agreement to jointly plan and execute
the 2014 Growing Sustainable Communities Conference to be held on Oct. 7 and 8,
2014.
SECTION 2. SERVICES PROVIDED BY SCN. SCN agrees to provide to CITY the
following:
1. Conference promotion, including editorial coverage and banner ads on
sCityNetwork.com, SCN e-mail newsletter advertising, direct e-mail invites to
SCN's 40,000+ subscribers, print ads in SCN's publication and other
promotion as guided by the agreed upon promotion schedule and plan.
2. Conference collateral, including overall brand/creative, signage, name tags,
and 12 -page conference program.
3. Conference website, including attendee e-commerce registration.
4. Assistance in the determination of Conference programming tracks and
related workshops, identifying workshop presenters and related logistics.
5. Assistance with attendee check-in and registration, technical support for
presenters, and moderator scripts.
6. Sales and sales support, including Exhibit space, of SCN sponsors.
7. Provide three (3) laptop computers to be utilized by presenters.
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) for the
Conference luncheon(s).
4. Networking with peers and colleagues, including sending personal invitations
to attend the Conference to achieve targeted attendee goals as well as
sending press releases to media and identified associations.
5. Primary responsibility for manning the registration desk throughout the event
and supplying one (1) laptop computer to take late registrations at the door.
6. Secure moderators for Conference Workshops.
7. Provide three (3) laptop computers to be utilized by presenters.
SECTION 4. Additionally, the CITY and SCN agree to the following:
1. The CITY and SCN will establish an Implementation Team (TEAM) comprised
of City staff and SCN staff, with a designated representative from each
organization with decision making authority. The TEAM will coordinate to plan
and execute the 2014 Conference and shall meet in person at least once
monthly from January to April, twice monthly from May through August and
weekly in September and through the Conference on Oct. 7 and 8, 2014. 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
SCN's names as equal partners in hosting the Conference.
3. SCN is solely responsible for the determination of sponsorship packages and
rates. The sponsorship packages listed in ADDENDUM A will be sold by SCN
to commercial clients, and SCN will retain all revenue generated by the sale of
these sponsorships. The CITY will not compete with SCN for sponsorship
revenue. Other than the City of Dubuque and SCN, 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 program, 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 shall be recognized verbally before and after
the respective keynote presentation(s); their logo(s) and/or printed name(s)
shall be affixed to the speaker podium during the respective keynote
presentations; and their names shall be listed in the conference program 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 SCN will develop an agreed upon Conference Schedule no later
than March 14, 2014 that includes at least two keynote events, one continental
breakfast and one networking reception.
SECTION 5. CONFERENCE EXPENSE BUDGET. The CITY and SCN have
developed an agreed upon Conference Expense Budget, ADDENDUM B, which
includes a targeted number of attendees and associated registration fees, and overall
Conference expenses. 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 SCN in
order to cover the cost of providing the services identified in Section 2 of this
Agreement. Additionally, SCN will retain $7.50 per paid registered attendee,
not including registered attendees who are speakers, sponsors and City of
Dubuque employees, to cover the e-commerce set-up, transaction, and
management costs associated with attendee registration.
2. Expenses associated with the Exhibit Space shall be the responsibility of
SCN, 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 SCN and be reimbursed to
the CITY.
3. All revenue generated from attendee registrations, with the exception of the
transaction fee per paid registrant as specified in SECTION 6.1 above, will be
retained by the CITY in order to cover the cost of providing the services
identified in Sections 3 and 4of this Agreement.
4. Expenses associated with workshop presenter(s), including speaking fees,
travel and lodging, are the responsibility of the CITY. SCN agrees to
reimburse the city $2,500 to help cover a portion of the keynote and workshop
presenter fees and expenses as specified in Addendum B.
3
5. SCN agrees to provide a minimum of $22,240 worth of in-kind advertising to
promote the conference, including $10,000 worth of advertising in the
Telegraph Herald and $12,240 worth of advertising in SCN's weekly e-mail
newsletter, dedicated e-mail blasts, and on sCityNetwork.com.
SECTION 7. TERM. The term of this Agreement shall commence on the c/ day of
/ , 2014 and shall continue until December 31, 2014. Following completion of
the Conference, both parties will meet to discuss future opportunities for partnership
and Conference expansion.
SECTION 8. NOTICES. Any notice required by this Agreement shall be provided to
the parties at the following addresses:
CITY:
SCN:
City of Dubuque, Iowa
c/o City Manager
City Hall
50 W. 13th St.
Dubuque, IA 52001
Attn: Karen Ruden
Sustainable City Network.
801 Bluff St
Dubuque IA 52001
CITY OF DUBUQUE, IOWA
Michadl C. Van Milligen, City Manager
4
SUSTAINABLE CITY NETWORK
Karen Ruden, Group Publisher
mEk It,i A
The 7th Annual Growing Sustainable Communities Conference is an established conference led and hosted by the City of Dubuque, a
city well known for its sustainable leadership and success, and is promoted to over 40,000 municipal/business professionals
nationwide.
For additional information, please contact Sustainable City Network • 563.588.3858 • kruden@woodwardbizmedia.com
Conference
Sponsor
Banquet
+ Track
Sponsor
Network
Reception
Sponsor
Tote
Sponsor
Lanyard
Sponsor
Banquet
Sponsor
Media
Sponsor
Track
Sponsor
Workshop
Sponsor
Booth
Exhibit
Auto
Display
Sponsorship
+(1) Booth
Sponsorship Only
$10,000
$10,000
$4,250
$4,250
$2,500
$2,500
$2,500
$2,500
$2,500
$2,500
$2,500
$2,500
$2,500
$2,500
$2,400
$1,700
S1,250
$500
$900
NIA
$1,240
$500
Complimentary
registrations
8
4
2
2
2
2
2
2
2
2
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Name/Logo
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at Select
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Name/Logo
at
Networking
Reception
Name/Logo
on Totes and
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Name/logo
on lanyard
Name/Logo
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Tables in
Ballroom
Name/Logo
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Workshops
Name/Logo
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Workshops
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workshop
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Name at
booth/Auto
Event Program Ad*
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*See next page for
Conference
Program
advertising
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For additional information, please contact Sustainable City Network • 563.588.3858 • kruden@woodwardbizmedia.com
ADDENDUM B. Growing Sustainable Communities Conference - City of Dubuque Budget
DBQ REVENUE
2013 ACTUAL
2014 Budget
SPEAKER UNDERWRITING
$9,500.00
Woodward Communication
Iowa League of Cities
Greater Dubuque Development
Sustainable City Network Agreement
Underwriters (to be determined)
REGISTRATIOIi
Attendees
ONE Day
TWO Day
City Staff
ONE Day (Early Bird)
TWO Day (Early Bird)
Students
Speakers
Sponsors (includes SCN staff)
Press/Volunteers
EXHIBITORS
$1,500.00
$2,000.00
$2,500.00
$3,500.00
(Attendees)
$30,929.00
$18,129.00 169
$100.00 22
$18,029.00 147
$11,550.00 97
$480.00 3
$11,070.00 94
$1,250.00 114
$0.00 30
$0.00 73
$0.00 10
$2,500.00 SCN
$20,000.00 Underwriters
(Attendees)
440.00 111
$19,640.00 184
$120.00
$19,520.00
$11,550.00
$480.00
$11,070.00
$1,250.00
24
160
97
3
94
114
45
111
DBQ TOTAL REVENUE
$40,429.00
$54,940.00
DBQ EXPENSES
REGI
$1,430.00 $5.00/per
2 257.50 7.50 • e
VENUE
Registration Area
Mobile Tour Transportation
Day 1 Main Room Rental
Day 1 Main Room A/V
Day 1 Mtg Rooms
Day 1 Mtg Rooms A/V
Networking Reception Rental
Day 2 Main Room Rental
Day 2 Main Room A/V
Day 2 Mtg Rooms
Day 2 Mtg Rooms A/V
Uncle Ikes PA package
Exhibit Hall Expenses
SPEAKERS
Keynotes
Workshops (Travel + Lodging)
5 170. B:I"
$0.00
$850.00
$0.00
$706.00 A/V, laptops, stage
$500.00 5x$100
$1,250.00 5
$0.00
$500.00 Ballroom
$0.00
$250.00 5x$50 (1/2 day)
$1,250.00 5
$360.50 Reimburse SCN
$21,545.07
$20,286.10
$1,467.00
$350.00
$850.00
$600.00
$1,300.00
$550.00
$300.00
$1,300.00
$400.00
$20,000.00
$2,000.00
SCN -VENDOR SERVICES
FOOD
Reimbursement for sponsors food
$0.00
16876.63
-$2,715.60 SCN reimburforsp
$0.00
17 682.00
-$4,218.00 111'"$38
DBQ TOTAL EXPENSES
$45,021
$47,589.50
DBQ, NET TOTAL
-$3,4%1211$7,350.50