HomeMy WebLinkAboutFS 2008-06-17 COMPLETE AGENDA PACKET Distribution:
City of Tukwila J. Duffle J. Morrow
AZ �9�, P. Under G. labanara
D. Robertson B. Noland
Finance Safety Co mmittee K. Hougardy ac e
Mayor Haggerton 3. J. Pace
N Dennis Robertson, Chair R. Berr D. Speck
C. OTFlaherty R. Still
Pam Linder B. Fletcher D. Tomaso
X905 D. Haynes Judge Walden
Kathy Hougardy V. Jessop K. Narog(cover)
S. Kerslake S. Kirby (email)
T. Kinlow S. Norris (email)
K. Matej B. Murray
M. Miotke K. Kertzman
AGENDA
TUESDAY, JUNE 17, 2008, 5:00 PM
CONFERENCE ROOM #3
Item Action to be Taken Page
1. PRESENTATIONS
2. BUSINESS AGENDA
a. King County Flood Control District Update; a. Information only.
Brian Murray, King County Flood Control District.
b. Contract for Rock'nr Roll Marathon sponsorship; b. Forward to 6/23 C.O.W. Pg.1
Katherine Kertzman, Tourism Manager, and 6/23 Special.
3. ANNOUNCEMENTS
4. MISCELLANEOUS
Next Scheduled Meeting: Tuesday, July 8, 2008
Future Agenda Items:
Council Goal #3; work together in cooperation with nearby cities to address common
problems (safety) in the Highway 99 corridor and Military Road.
Animal Control status monitoring.
Safety in Overnight Lodging (on hold pending outcome of court case).
Panhandle ordinance.
The City of Tukwila strives to accommodate individuals with disabilities.
Please contact the City Clerk's Office at 206 433 -1800 for assistance.
City of Tukwila
6200 Southcenter Boulevard. TukwilaJ Washington 98188
Jim HaggertonJ Mayor
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 & lIz 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 lIz 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 $SM 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 rcs 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 3 Oth & 31 S\ 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.cUukwila.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 staffIng, water hydrant usage, city sanitation (street sweepers,
clean-up, trash removal and disposal), and waiver oflicense 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 & ~ Marathon for the City ofTukwila as a major sponsor and host of the official
start line in the amount of $150,000 plus city services for each year.
T uwi I
MAJOR SPONSORSHIP PROPOSAL
2009 2010 2011
Rock `n' Roll Seattle
Marathon &'/2 Marathon
CITY OF TUKWILA Major Sponsorship Benefits:
As a Major Sponsor of the 2009, 2010 and 2011 Rock 'n' Roll Seattle Marathon TM 1/2 Marathon, and
Host of the Marathon and Y2 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
1/2 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 '/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 I 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:
8 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 ~ 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 & % Marathon is hereby
agreed to by:
CITY OF TUKWllA: ELITE RACING, INC.:
By:
Jim Haggerton, Mayor
City of Tukwila
6200 Southcenter Boulevard
Tukwila, WA 98188
Bruce Herring
President, Elite Racing Inc.
9401 Waples Street, Suite 150
San Diego, CA 92121
858-450-6510
Attest! Authenticated:
Approved as to Form:
Christy O'Flaherty, City Clerk
Office of the City Attorney
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2009-2011 Sponsorship Agreement
City of Tukwila