HomeMy WebLinkAboutCOW 2011-11-14 Item 5B - Proposal - Rock 'n' Roll Marathon SponsorshipCOUNCIL AGENDA SYNOPSIS
AC;I :NDA ITri\I
Initials ITEMNO.
Meeting Date Prepared by Mayor's review Council review
11/14/11 KK
11/21/11 KK 5.6.
ITEM INFORMATION
(STAFF SPONSOR: KATHERINE KERTZMAN �ORIGINA]:,AGI ;NI)A DA'1'P;: 11/14/11
Rock Roll Marathon Sponsorship Proposal
Cx 1'1,cc >xY Dhwu.%rion Motion Resolution Ordinance Bid Aware/ ,Public HearinS Other
l7tg Date 11/14/11 12tg Date 11/21/11 Altg Date t14tg Date A1tg Date A11g Date Mt, Date
SPONSOR Council (Mayor .Adm Svcs DCD Finance Fire Legal .he:R ❑Police P r
SPONSOR'S The Council is being asked to authorize the Mayor to sign a one year sponsorship
SUIMMARY agreement with Competitor Group for the 2012 Rock "n" Roll Seattle Marathon &'/2
Marathon on behalf of Seattle Southside Visitor Services in the amount of $50,000.
cow Mtg. CA &P Cmte F &S Cmte Transportation Cmte
Utilities Cmte Arts Comm. Parks Comm. Planning Comm.
DATE: 11/8/11 CHAIR HOUGARDY
RECOMMENDATIONS:
SPONSOR /ADIVrIN. Authorize Mayor's signature.
Comm I"11-,r' Unanimous Approval; Forward to Committee of the Whole
COST ,IMPACT f `FUN'D SOURCE'
EXPf_?NDPI'URL 7Z1 AMOUNT BUDGETED APPROPRIATION REQUIRED
$50,000 $100,000
Fund Source: Lodging Tax Fund 101.00.557.301.44.12 (NOT GENERAL FUND)
Comments: Unanimous Approval by the Lodging Tax Advisory Committee; Forward to Finance Safety
13
ME
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
Finance and Safety Committee
FROM: Katherine Kertzman, Tourism Marketing Program Manager
DATE: October 18, 2011
SUBJECT: Rock Roll Marathon Sponsorship Proposal
ISSUE
Seattle Southside Visitor Services has the opportunity to be an Official Sponsor of the Rock 'n'
Roll Seattle Marathon &'/2 Marathon in conjunction with the Seafair festival in 2012 for $50,000.
BACKGROUND
As you know, the City completed its three year contract with the Competitors Group at the
conclusion of this year's marathon, officially named the Dodge Rock 'n' Roll Seattle Marathon
1/2 Marathon. On September 20 2011, staff met with Beth Knox, President and CEO of
Seafair and Elizabeth O'Brien, Vice President of the Competitors Group, to discuss the City's
sponsorship in the future.
Beth and Elizabeth both expressed great gratitude for the City's financial support and most
importantly for the enthusiasm and dedication the City of Tukwila elected officials and staff have
shown these past 3 years. Both sincerely thanked the elected City elected officials and staff for
making this event a reality for our region.
As much as both organizations appreciate Tukwila, they have decided to change the course to
start and end in Seattle Center. The new course accomplishes several goals for the Competitor
Group and Seafair.
First, as you may remember, the course used these past 3 years encountered a bottle neck
under the 1 -90 Bridge, limiting the maximum number of runners the course could accommodate.
The new course will enable the race to increase the number of participating runners to generate
greater economic impact for their organizations and the region.
Second, the Competitor Group spent over $100,000 to shuttle runners from downtown Seattle to
the start line in Tukwila. The new course will save them that expense. Runners will instead be
encouraged to ride Link Light Rail and /or the Monorail before and after the race. Even though
the City's $150,000 sponsorship from lodging taxes basically covered the shuttle expense and
special event permit (for staffing of police, fire, etc.) the race was still limited from growing. In
addition, the City's lodging tax fund would run out of money in less than three years if we had
kept the same sponsorship level so we couldn't maintain or increase our sponsorship.
Although this change will change Tukwila's role in the marathon, Seattle Southside Visitor
Services has the opportunity to be an Official Sponsor of the Rock 'n' Roll Seattle Marathon &'h
Marathon in conjunction with the Seafair festival in 2012 for $50,000 and market all Southside
Cities as an ideal home base to stay and play before and after the race.
15
INFORMATIONAL MEMO
Page 2
We expect to continue to see hotel stays in the Southside for the marathon. Almost all
Southside hotels offer their overnight guests complimentary shuttle services to and from Sea-
Tac Airport. This will make it possible for hoteliers to drop off and pick up runners at the light rail
station "Kiss and Ride" in SeaTac. This transportation option will help all Southside cities remain
an ideal location for Rock "n" Roll Marathon runners to stay. In addition, as the race grows,
more runners mean more overnight stays and more overnight stays mean more visitors
spending and more business for everyone.
2011 Estimated regional economic impact data includes:
Direct Economic Impact: $21,177,000
Induced Economic Impact: $13,765,000
Total Economic Impact: $34,942,000
22,310 TOTAL room nights, and 22.8% of people said they stayed in Tukwila. This
would be approximately 5,087 room nights in Tukwila.
ANALYSIS
Seattle Southside will receive the same promotional benefits that the City of Tukwila received
for the past three years as the start line City sponsor for 1/3 the cost.
On Sept. 19, 2011, this item was discussed at the Tukwila Lodging Tax Advisory Committee
meeting. Committee members recommended staff negotiate a more cost effective sponsorship
with the Competitors Group and Seafair while maintaining the Cities ability to entice RnR
runners to stay overnight in Tukwila. This proposal is a one year sponsorship. Staff will evaluate
the economic impact of this sponsorship following next year's race given the new start line to
confirm total number of room nights in the City of Tukwila and Seattle Southside as a region.
Budget impacts: There is no additional budget request for this item. The cost for this work is
included within the Council approved 2011 -2012 Budget.
The sponsorship will be paid for using by the lodging tax dollars in the Seattle Southside
program budget under joint marketing projects; "Joint Marketing Projects" account that is funded
by the 4 SSVS participating cities: Tukwila, SeaTac, Kent and Des Moines. Tukwila's portion of
the sponsorship fee for one year is $16,500.
Since this is a tourism program item, the costs will be paid out of lodging taxes, not the City's
general fund.
RECOMMENDATION
The Council is being asked to authorize the Mayor to sign a sponsorship agreement with
Competitors Group for the 2012 Rock "n" Roll Seattle Marathon &'/2 Marathon on behalf of
Seattle Southside Visitor Services in the amount of $50,000.
The Council is also asked to consider this item at the November 14, 2011 Committee of the
Whole meeting and subsequent November 21, 2011 Regular meeting.
ATTACHMENTS
Official Sponsorship proposal
WA2011 Info Memos- CounciARock n Roll Marathon 2012 doc.docx
16
Rock `n' Roll Seattle
Marathon 1/2 Marathon
June 23, 2012
OFFICIAL SPONSORSHIP PROPOSAL
SEATTLE SOUTHSIDE VISITOR SERVICES Official Sponsorship Benefits
As an Official Sponsor of the Rock 'n' Roll Seattle Marathon Marathon, SEATTLE SOUTHSIDE VISITOR
SERVICES will receive the following promotional benefits:
Sponsor Designation
SEATTLE SOUTHSIDE VISITOR SERVICES will be an Official Sponsor of the Rock 'n' Roll Seattle
Marathon Marathon, and 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 Competitor Group.
Event Advertising
SEATTLE SOUTHSIDE VISITOR SERVICES name and /or logo included in select event advertising.
SEATTLE SOUTHSIDE VISITOR SERVICES will receive a full -page, 4 -color advertisement in the Official
Event Guide.
SEATTLE SOUTHSIDE VISITOR SERVICES will be identified as an Official Sponsor on the Rock'n' Roll
Seattle website, and will receive a link to the SEATTLE SOUTHSIDE VISITOR SERVICES website.
Opportunity to provide tourism content for Weekend Activities and /or Area Attractions page of the
Official Website. CGI to manage website; SEATTLE SOUTHSIDE VISITOR SERVICES to provide content.
Print Promotional Material
SEATTLE SOUTHSIDE VISITOR SERVICES name and /or logo on all Seattle race specific full -color
promotional brochures distributed through sporting goods retailers, athletic clubs, grocery stores
and race expos throughout the U.S.
SEATTLE SOUTHSIDE VISITOR SERVICES will receive the opportunity to place a blurb in two e-
newsletters sent to all registered participants.
SEATTLE SOUTHSIDE VISITOR SERVICES name and /or logo on Final Information e- mailed to all
registered participants
17
t
�O�G
Event Signage
SEATTLE SOUTHSIDE VISITOR SERVICES will receive banner opportunities at the event, including the
following:
o Two (2) logos on banners at the Start Line
o Six (6) logos on banners at the Finish Line
Expo Display /Sampling Opportunities
SEATTLE SOUTHSIDE VISITOR SERVICES will receive a 10'x 20' booth space at the two -day Health
Fitness Expo.
SEATTLE SOUTHSIDE VISITOR SERVICES may insert promotional items or literature in 28,000 goodie
bags distributed to every participant, and may insert promotional literature into the virtual volunteer
goodie bags.
Media /Race -Day Promotion
SEATTLE SOUTHSIDE VISITOR SERVICES will receive verbal mentions by announcers throughout the
race.
Hospitality
SEATTLE SOUTHSIDE VISITOR SERVICES will receive corporate entertainment and hospitality
opportunities at the event, including:
Ten (10) Entries for the Marathon or Half Marathon.
Four (4) individual invitations to VIP Reception. RSVP required.
Six (6) VIP credentials for Start /Finish Hospitality.
Room NightPromotion
Competitor Group will partner with SEATTLE SOUTHSIDE VISITOR SERVICES to create a special Seattle
Southside room night promotion.
Competitor Group will work with the SEATTLE SOUTHSIDE VISITOR SERVICES to coordinate the
details of the promotion.
Competitor Group will create a page within the event website that will promote featured
destinations, area hotels and sample itineraries for each destination. SEATTLE SOUTHSIDE VISITOR
SERVICES may provide photo galleries and /or video footage for each destination.
Sponsorship Investment
Sponsorship fee of $50,000.
SEATTLE SOUTHSIDE VISITOR SERVICES will promote Rock `n' Roll Seattle to the VISITOR SERVICES's
current database of consumers. The race will be included in all cross promotional opportunities and
calendar of events, where appropriate.
SEATTLE SOUTHSIDE VISITOR SERVICES will place Rock `n' Roll Seattle event logo and link on VISITOR
SERVICES website. As available and appropriate, VISITOR SERVICES will provide space on website for
editorial content and tile /banner ads for the event. CGI to provide content and creative as needed.
W;
City of Tukwila
Finance and Safety Committee
FINANCE AND SAFETY COMMITTEE jw
Meeting Minutes
November 8, 2011 4: 00 p. m.; Conference Room 93 r ,N'0TE::S'pecial Start Time
PRESENT
Councilmembers: Kathy Hougardy, Chair; Joan Hernandez and Dennis Robertson
Staff: Peggy McCarthy, Craig Zellerhoff, Mike Villa, David and Joyce Trantina, Bob Giberson,
Gail Labanara, Derek Speck, Katherine Kertzman, Rrck��Still
Others: Chuck Parrish, Ellen Gengler
CALL TO ORDER: Chair Hougardy called the meeting to order at 4:00 p.1np:
1. PRESENTATIONS
No presentations.
II. BUSINESS AGENDA
A. Rock `N' Roll Marathon Sponsorship, °p
Staff is seeking Council approval to el to hnto a sponsorship„ greernent with Competitors Group for the
2012 Rock `N' Roll Seattle Marathon and /z M%tathon in the amount of $50,000. This is largely due to a
change in the route for the Marathon, giving the group /sponsors an, opportunity to grow the size of the
event. The City received good visibility from the�e ent, as well as good practice for emergency
management activities. This wrll be a joint ma�rketmgpr�ectlsponsorslip with Seattle Southside Visitors
Services between the cities of TulCWaa, SeaTa ,,{ent aad Des IVloines and the Tukwila portion of the cost
is $16,500 which will be funded fro =xthe lodging a fund.
UNANIMOUS APPROVAL. FORWARD TO NO `S MBER 14 COW FOR DISCUSSION.
B. R esoldi n. Procu'r`drnent.Card Pf oss
Staff isseeking Council approval of a resolution thatadopts the City's Procurement Card Program.
The pu
w, to the PCard program was to increase efficiencies by streamlining the purchasing process,
reduce prirclia orders and the .use of pety cash. The City also gets a rebate from the bank (about
$48K /year. `Bed on a recent audit, it was discovered that City Council needs to approve the new
process, per the drafted Resolution.
UNANIMOUS APPRQVAL FORWARD TO NOVEMBER 14 COW FOR DISCUSSION.
C. Ordinances: 2012 Tax Levv
Staff is seeking Council approval of an ordinance increasing the City's Regular Property Tax Levy from
the previous year and an ordinance levying the General Taxes.
After discussion regarding the tax levy, it was suggested that staff consider combining these two
resolutions into one combined resolution in future years. Dennis asked that staff investigate how far the
property tax would have to go before the City actually sees a decline in revenues, since the property
assessments have not shifted in a positive direction yet.
UNANIMOUS APPROVAL. FORWARD TO NOVEMBER 14 COW FOR PUBLIC HEARING
AND DISCUSSION.
19
20