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HomeMy WebLinkAboutCOW 2008-06-23 Item 4A - Agreement - 2009-2011 Rock-n-Roll Seattle Marathon with Elite Racing for $150,000 Plus City Services Y9s COUNCIL AGENDA SYNOPSIS ti I,ritial� ITEM NO. 1P1lti t 1 Meeting Date Prepared by 1 Mayor's review ,Council review Qe t ��I —1 '40. 06/23/08 1 KK 1 Dc C. ivcsi 1 1 1 ITEM INFORMATION CAS NUMBER 08-074 IORIGIN\I AGENDA D :\TE: JUNE 23, 2008 AGENDA ITEM TITLE Contract for Rock 'n' Roll Marathon Sponsorship C.11'I.,GORY Disc7 ssion Motion Resolution Ordinance n Bid Award 1 1 Public Hearing Other 1Itg Date 06/23/08 lltg Date 06/23/08 Mfg Date dltg Date llttg Date Altg Date Ibltg Date 1SP n Council Mayor U Adm Svc DCD Finance Fire Legal P &R n Police PI/ SPONSOR'S Authorize Mayor to sign a contract with Elite Racing for the 2009, 2010 and 2011 Rock "n" SUMMARY Roll Seattle Marathon Marathon for the City of Tukwila as a major sponsor and host of the official start line, in the amount of $150,000 plus city services for each year. RI:1'n BY COW livItg. CA &P Cmte F &S Cmte Transportation Cmte Utilities Cmte Arts Comm. E Parks Comm. Planning Comm. DALE: 06/09/08 CAP 06/17/08 FS RECOMMENDATIONS: SPONSOR /AD \IIN. Authorize Mayor's signature on 3 yr sponsorship proposal beginning 09. COMMITTEE Unanimous Approval; Forward to Committee of the Whole COST IMPACT FUND SOURCE ExPI•:NDITURJ.I REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $150,000 plus city services $200,000 beginning 2009 Fund Source: 101.00.557.302.41.00 Comments: Unanimously approved and recommended by the L TAC for Council approval 06/05/08 MTG. DATE I RECORD OF COUNCIL ACTION 06/23/08 I MTG. DATE I ATTACHMENTS 06/23/08 Informational Memorandum dated 06/12/08 Major Sponosrship Proposal for 2009 -20011 Rock 'n' Roll Marathon 1/2 Marathon Minutes from the Finance Safety Committee meeting of 06/17/08 o City qf Tukw g J''.. 4 -cf <J 6200 Southcenter Boulevard Tukwila, Washington 98188 Jim Haggerton, Mayor 1908 MEMORANDUM TO: Mayor Finance and Safety FROM: Tourism Marketing Program Manager DATE: June 12, 2008 SUBJECT: Rock Roll Marathon Sponsorship ISSUE We have an opportunity to contract with Elite Racing for the City of Tukwila to be a major sponsor for the 2009, 2010 and 2011 Rock "n" Roll Seattle Marathon 1/2 Marathon and host of the official start line in conjunction with the Seafair festival. BACKGROUND As a final event for the Tukwila Life centennial campaign and in an effort to promote the campaign beyond the centennial celebrations, staff is recommending the City of Tukwila become a major sponsor of the Rock "n" Roll Seattle Marathon and 1/2 Marathon and host the start line. It will be a signature national event in the greater Seattle region with an anticipated 20,000 to 30,000 participants (60 80% are out of area visitors) with an anticipated $20 $40 million in economic impact for the region and an estimated $5M to $10M for Tukwila specifically. The marathon is planned as a signature kick -off event for the Seafair festival in late June 2009 and includes partnerships with the City of Seattle, King County, Seattle Sports Commission, Seattle Convention Visitors Bureau, national corporate sponsors, etc. The marathon is a huge health and fitness initiative fitting perfectly into the vision and mission of the Tukwila Life campaign. There will be live entertainment every mile of the route and will be broadcast on Fox Sports Net (FSN). Finally, the marathon also provides the city with an excellent opportunity to practice its emergency response ICS system. As a matter of research and background, a team of five staff members including Stephanie Gardner, Parks Recreation Administrative Secretary; Chris Flores, Fire Assistant Chief; Hillman Mitchell, Public Works Emergency Management Coordinator; Karla Lindula, Tourism Marketing Communications Coordinator; Katherine Kertzman, Tourism Marketing Manager participated in a familiarization VIP site tour of the San Diego Rock "n" Roll Marathon the weekend of May 30 31 2008 where extensive interviews were conducted and numerous photographs and video was shot. This research was paid by the lodging tax fund. Phone: 206 -433 -1800 City Hall Fax: 206 433 -1833 www.ci.tukwila.wa.us DISCUSSION The Rock "n" Roll running events in San Diego, Arizona and Nashville are the largest marathons created since 1998, all of them larger than the Boston Marathon (110 years old). Elite Racing invests over $1 million in national advertising and marketing for each race, which means first year events have between 12,000 and 29,000 runners, instead of the usual 1,000 2,000 runners for regional marathons. Event Components include: Full Marathon (26.2 miles) Half Marathon (13.1 miles) Kids Running Event Charity Fundraiser Two -day Health Fitness Expo (free admission) 45 -60 local bands and thousands of high school cheerleaders along the route Post -Race Concert featuring a national headlining act Potential senior cycling event As a host city we are asked to provide course expenses including police services, fire and ambulance services, road closure equipment and staffmg, water hydrant usage, city sanitation (street sweepers, clean -up, trash removal and disposal), and waiver of license and permit fees. Budget impacts: There is no additional budget request for this item in 2008. The future budget impact would be approximately $200,000 per year in 2009, 2010, and 2011 and would be paid by the lodging tax fund. This amount would cover a sponsorship payment to Elite Racing for $150,000 plus $50,000 to reimburse the City's General Fund for City services (equipment and staffing). The route and other details are yet to be finalized, but the $50,000 estimate for City services is based on the following: Police: $10,000 Fire: $8,000 $16,000 Public Works: $10,000 Parks Recreation: $6,800 to reimburse the golf course for lost golf revenues. Note: we are still discussing reimbursement for Parks staffing. These are incremental costs, which means they are for the increased staffing necessitated by the event and reflect only the additional wage and overtime costs. They are not "fully loaded" rates and do not include a prorata share of benefits or costs of salaried employees. This item is tentatively scheduled to be on both the June 23, 2008 COW and special meeting. Because we're asking for approval the same night and since the Community Affairs and Parks Committee has been involved in many of the Centennial and community event issues, staff provided some advance information to CAP on June 9, 2008. On June 5, 2008 this item was also unanimously approved and recommended by the Lodging Tax Advisory Committee for Council approval. RECOMMENDATION Authorize Mayor to sign a contract with Elite Racing for the 2009, 2010 and 2011 Rock "n" Roll Seattle Marathon 1 /2 Marathon for the City of Tukwila as a major sponsor and host of the official start line in the amount of $150,000 plus city services for each year. 2009 2010 2011 Rock `n' Roll Seattle Marathon &'/2 Marathon MAJOR SPONSORSHIP PROPOSAL CITY OF TUKWILA Major Sponsorship Benefits: As a Major Sponsor of the 2009, 2010 and 2011 Rock 'n' Roll Seattle Marathon T"' 1/2 Marathon, and Host of the Marathon and 1/2 Marathon Start Line, CITY OF TUKWILA will receive the following promotional benefits: SPONSOR DESIGNATION 1. CITY OF TUKWILA will be a Major Sponsor of Rock 'n' Roll Seattle and Host of the Marathon and Marathon Start Line, and CITY OF TUKWILA may use this designation in its advertising and promotion. All promotional programs and advertisements using the Rock 'n' Roll Seattle name and /or logo must have prior approval from Elite Racing. EVENT ARTWORK 2. CITY OF TUKWILA will be recognized in the title artwork created for the Rock 'n' Roll Seattle Marathon 1/2 Marathon. Title art is used to supplement or replace the event logo on dozens of event promotional and participant materials, from the cover of race programs and spectator guides to participant T- shirts and finisher medals, providing increased visibility and destination identification for Tukwila. TELEVISION 3. CITY OF TUKWILA will receive one (1) 30- second commercial on the one -hour FSN national telecast of Rock 'n' Roll Seattle, which will air at least two times. 4. CITY OF TUKWILA will receive one (1) 30- second commercial on the local telecast of Rock 'n' Roll Seattle. 5. CITY OF TUKWILA will receive two (2) billboards on the local telecast of Rock 'n' Roll Seattle. 6. CITY OF TUKWILA will be mentioned and featured as the Host of the Start Line Village in the one hour national and local telecast of the Rock 'n' Roll Seattle event and the 2009 telecast will highlight the 100th anniversary of Tukwila. EVENT T- SHIRTS 7. CITY OF TUKWILA will appear on 20- 25,000 event T- shirts worn by race participants and volunteers. Page 1 of 4 2009 -2011 Sponsorship Agreement City of Tukwila EVENT ADVERTISING 8. CITY OF TUKWILA name and/or logo included in select national, regional and local event advertising. 9. CITY OF TUKWILA will receive one (1) full -page color advertisement in 40,000 Official Rock 'n' Roll Seattle Race Programs. 10. CITY OF TUKWILA name and /or logo and one (1) full -page advertisement in the Official Rock 'n' Roll Seattle Media Guide. 11. CITY OF TUKWILA will be identified as an Major Sponsor on the Rock 'n' Roll Seattle website, and will receive a link to the CITY OF TUKWILA website. PRINTED PROMOTIONAL MATERIAL 12. CITY OF TUKWILA name and /or logo on a minimum of 1,000,000 full -color promotional brochures distributed through direct mail, sporting good retailers, athletic clubs, grocery stores and race expos throughout the U.S. 13. CITY OF TUKWILA name and /or logo in the Official Rock 'n' Roll Seattle Spectator Entertainment Guide. Estimated Distribution: 70,000 to participants, volunteers and retail outlets. 14. CITY OF TUKWILA name and/or logo on 40,000 Official Race Programs. 15. CITY OF TUKWILA will be included on a minimum of 100,000 additional save the -date and other promotional materials distributed in goodie bags, finisher certificate and other mailings. 16. CITY OF TUKWILA name and /or logo on 20,000 Final Instructions mailed to all event participants. 17. CITY OF TUKWILA name and /or logo will appear on 2,500 full -color race posters to be displayed at sporting goods stores, athletic clubs, and additional locations throughout the nation. EVENT SIGNAGE 18. CITY OF TUKWILA name and /or logo on Start/Finish Line Banners. 19. CITY OF TUKWILA will receive banner opportunities at the event, including the following: Eight (8) banners at the Start Line Four (4) banners at the Finish Line EXPO DISPLAY SAMPLING OPPORTUNITIES 20. CITY OF TUKWILA will receive a 10' x 20' booth space at the two -day Health Fitness Expo, attended by an estimated 100,000 participants, visitors and residents from throughout the greater Seattle area. Page 2 of 4 2009 -2011 Sponsorship Agreement City of Tukwila 21. YOUR COMPANY will receive a complimentary 10' x 20' booth at the Finish Line Festival. Estimated Attendance: 100,000 22. CITY OF TUKWILA may insert promotional items or literature in 20- 25,000 "goodie bags" distributed to every participant and volunteers. ACCESS TO PARTICIPANT MAILING LIST 23. CITY OF TUKWILA will receive one -time access, for one -time use, to the mailing list of participants. MEDIA RACE -DAY PROMOTION 24. CITY OF TUKWILA will receive verbal mentions by announcers throughout the race. 25. CITY OF TUKWILA will be mentioned as Host of the event's Start Line Village in select press releases distributed for the event. HOSPITALITY 26. CITY OF TUKWILA will receive corporate entertainment and hospitality opportunities at the event, including: Sixteen (16) Entries for the Marathon or 1/2 Marathon. Six (6) individual invitations to VIP Reception, a private party held for select sponsors and city officials. Twelve (12) individual invitations to VIP /Elite Athlete Dinner. Twelve (12) individual invitations to Concert VIP Hospitality. Twelve (12) VIP credentials for Start/Finish Hospitality, includes special viewing privileges. Opportunity to entertain key clients /employees at the Pre -Race VIP Events and Press Conferences, the Race Day VIP Hospitality areas and the Post -Race Headliner Concert VIP area. At least one VIP Event to be hosted within the City of Tukwila At least one Official Headquarter Host Hotel will be located within the City of Tukwila CITY OF TUKWILA will receive additional custom benefits to be negotiated and mutually agreed upon. SPONSORSHIP INVESTMENT for 2009. 2010 and 2011 events: 1. CITY OF TUKWILA will provide cash sponsorship of $150,000 per year. 2. CITY OF TUKWILA will provide certain city services (equipment and manpower) for that portion of the Marathon and 1/2 Marathon routes that fall within the CITY OF TUKWILA's boundaries. Upon confirmation of the routes, these services will be more specifically defined in the City's sole discretion. 3. CITY OF TUKWILA will encourage employees to participate in the full or half marathon, with the opportunity to use the event as a vehicle to raise funds for CITY OF TUKWILA's corporate charity Page 3 of 4 2009 -2011 Sponsorship Agreement City of Tukwila partner(s). Elite Racing will provide CITY OF TUKWILA with event marketing materials to assist in promoting the event among employees; recruitment will be supplemented by email and newsletter communication from CITY OF TUKWILA. Employees, friends and family are encouraged to participate. 4. Product promotion services to be determined and mutually agreed upon. REVIEW PERIOD Following the 2009 Rock 'n' Roll Seattle event, the City of Tukwila may terminate or, with the consent of Elite Racing, modify the City's services provided for under this proposal.. Beginning January 1, 2011, Elite Racing and the CITY OF TUKWILA will begin to review terms of this sponsorship agreement for the 2012, 2013 and 2014 Rock 'n' Roll Seattle events, to be signed by June 30, 2011. CONDITION SUBSEQUENT Final execution of this agreement is contingent upon collective commitment from partnering government agencies and corporations. In the event that these organizations do not collectively generate sufficient financial support to meet critical mass by July 31, 2008, this agreement will be null and void and both parties will be excused from performing the contractual obligations listed above. In the event Elite Racing does not acquire an approved event permit from the City of Tukwila, which will include but will not be limited to insurance and indemnification provisions, this agreement will be null and void and both parties will be excused from performing the contractual obligations listed above. The Above Agreement for the 2009, 2010 and 2011 Rock 'n' Roll Seattle Marathon %2 Marathon is hereby agreed to by: CITY OF TUKWILA: ELITE RACING, INC.: By: Jim Haggerton, Mayor Bruce Herring City of Tukwila President, Elite Racing Inc. 6200 Southcenter Boulevard 9401 Waples Street, Suite 150 Tukwila, WA 98188 San Diego, CA 92121 858 -450 -6510 Attest/Authenticated: Approved as to Form: Christy O'Flaherty, City Clerk Office of the City Attorney Page 4 of 4 2009 -2011 Sponsorship Agreement City of Tukwila y City of Tukwila a'' psi 1 kyl Finance Safety Committee 1908 FINANCE AND SAFETY COMfvIITTEE Meeting Minutes June 17, 2008- 5:OOp.m. PRESENT Councilmembers: Dennis Robertson, Chair; Pam Linder and Kathy Hougardy Staff: Mike Villa, Chris FIores, Katherine Kertzman, Stephanie Gardner, Hillman Mitchell, Derek Speck, Bob Noland, Ryan Larsen, Jim Morrow Guests: Brian Murray, King County Flood Control District, Bill Arthur, Chuck Parrish, Steve Bleifhus CALL TO ORDER: Committee Chair Robertson called the meeting to order at 5:10 p.m. I. PRESENTATIONS No presentations. II. BUSINESS AGENDA A. King County Flood Control District Update Brian Murray gave a presentation on the Flood Control District's history, formation, work program and budget. Committee agreed it would be useful for the entire Council to hear this presentation plus presentations from the King County Conservation District and Army Corp of Engineers sometime in 2008. INFORMATION ONLY. B. Rock and Roll Marathon Staff is proposing City sponsorship of the first ever Rock Roll Seattle Marathon. Although this major sponsorship is a commitment for three consecutive years, the first year of the marathon will serve as the closing event for the City's Centennial Celebration. I* Binders were previously distributed to the Committee which included general information regarding the Rock Roll Marathon and Elite Racing, the national advertiser and marketer of the event. In May 2008, Elite Racing approached the City with this unique opportunity to become a sponsor. The events could potentially have an estimated $5 -10 million direct economic impact for Tukwila. The event would be headlined through the Seafair festival which takes place in Seattle each summer. The marathon would be Seafair's kick -off festival event with a proposed start-line in Tukwila and scheduled finish -line at Qwest Field. Event components of the Seattle Rock Roll Marathon may include: Full Marathon Half Marathon Children's Running Event Fundraising Components Local Musical Bands and One National Headliner Community and High School Involvement Several staff members had the opportunity to attend the San Diego Rock Roll Marathon which took place the weekend of May 30, to see first hand the event's benefits, risk, and logistics. City staff from Fire, Parks, Police, and Public Works has estimated a total of approximately $50,000 in additional staffing costs annually to host the events. The sponsorship agreement will cost $150,000 annually with a three year commitment. Because this event attracts so many out of town tourists, all costs would be borne by the lodging tax fund. In addition to the sponsorship agreement, the City would also require Elite Racing to get an event permit from the City. Finance Safety Committee Minutes June 17, 2008 Paae 2 The proposed start location for the marathon is Foster Golf Links with a tentative date of June 28, 2009. The specific route has not yet been determined but at this point we know that certain portions of the route would involve temporary or partial road closures. We would need to work with businesses to minimize impacts of the closures. These events would offer a good opportunity to practice Tukwila's emergency management organization and unified command with the City of Seattle. Councilmember Hougardy asked about the route, parking impact, lodging tax budget, and recovery of lodging tax funds. Hillman Mitchell explained the route is still being determined but it would probably start on Interurban Avenue near the golf course, continue north to Boeing Access Road to MLK and through Seattle along Lake Washington ending at Qwest Field. Katherine explained most of the parking impact is at the end of the race (Qwest Field) and the hotels will provide shuttle service. Councilmember Linder expressed strong support. j Recently, the Lodging Tax Advisory Committee voted unanimously to recommend to Council the use of Lodging Tax Funds for support of the marathon. UNANIMOUS APPROVAL. FORWARD TO JUNE 23 COW. III. ANNOUNCEMENTS No announcements. W. MISCELLANEOUS A. Noise Ordinance There was general discussion regarding a citizen's question at the City Council meeting on June 16, 2008 regarding enforcement of the City's noise ordinance and whether to put this topic on a future agenda. Consensus existed to review the memo being prepared by staff and then to ask the Council President to send the citizen a letter. Meeting adjourned at 6:38 p.m. Next meeting: Tuesday, July 8, 2008 5:00 p.m. Conference Room 3 Committee Chair Approval Min tes by DS.