HomeMy WebLinkAboutC-8082-1E - Grant Agreement for Special Event Support Program FY 25-26 - Newport Beach Film FestivalGRANT AGREEMENT
BETWEEN THE CITY OF NEWPORT BEACH AND
NEWPORT BEACH FILM FESTIVAL
This Grant Agreement ("Agreement") is entered into this 21 st day of August, 2025
("Effective Date"), by and between the CITY OF NEWPORT BEACH, a California
municipal corporation and Charter City ("City"), and NEWPORT BEACH FILM FESTIVAL,
a California nonprofit corporation located at 2000 Quail Street, Newport Beach, California
92660 ("Grantee"). City and Grantee are at times individually referred to as "Party" and
collectively as "Parties" herein.
RFrITAI S
A. It is the policy of the City Council that the City's budget specifically allows the City
Council to direct revenue towards non-profit agencies, community groups,
community events, or enhancement projects with worthy projects or programs
which the City Council deems beneficial to the residents' quality of life.
B. Grantee requested a grant from the City for the Newport Beach Film Festival
("Grant Proposal").
C. The City Council determined the Grant Proposal is for a worthy project that will
benefit the City's residents' quality of life.
D. The City Council approved a grant in the amount of One Hundred Forty
Thousand Dollars and 00/100 ($140,000.00) ("Grant Funds") to Grantee
pursuant to certain conditions regarding expenditure, reporting, and accounting
requirements.
NOW, THEREFORE, the Parties agree as follows:
1. GRANT
1.1. City awards to Grantee Grant Funds in the amount of One Hundred Forty
Thousand Dollars and 00/100 ($140,000.00) as requested by Grantee in the Grant
Proposal attached hereto as Exhibit A and incorporated herein by reference, or such other
amount as authorized by the City Council.
1.2. Grant Funds shall be disbursed by City to Grantee on or before June 30, 2026.
2. TERM
The term of this Agreement shall commence on the Effective Date and shall
continue in full force and effect until June 30, 2026, unless terminated earlier as provided
herein.
NEWPORT BEACH FILM FESTIVAL Page 1
3. RESTRICTIONS ON USE OF FUNDS AND OTHER REQUIREMENTS RELATED
TO THE RECEIPT OF GRANT FUNDS
3.1. The Grant Funds are subject to the following expenditure conditions ("Approved
Uses"):
3.1.1. The Grant Funds shall be expended solely for the purposes provided
in Exhibit A;
3.1.2. The Grant Funds shall not be used for any activity that would violate
City, state or federal statutory or decisional law such as regulations affecting non-profit or
tax exempt organizations exempt from taxation pursuant to Section 501(c)(3) of the
Internal Revenue Code; and
3.2. Grantee further warrants to City that the Grant Funds will be spent solely for
the Approved Uses and the Grant Funds shall be used by Grantee during this
Agreement's term otherwise the Grant Funds shall be returned to City, as provided in
Section 5 below.
3.3. Grantee shall conduct background checks for all of its volunteers and
employees who work with minor children in relation to any project described in Grantee's
Grant Proposal. To the extent applicable, Grantee shall provide the City certification that
it has complied with this requirement prior to the receipt of Grant Funds.
4. REPORTING AND ACCOUNTING REQUIREMENTS
4.1. At all times during the term of this Agreement, Grantee shall maintain true,
proper, and complete books, records, and accounts (collectively, "Books and Records")
in which shall be entered fully and accurately all transactions taken with respect to the
operations of Grantee under the Grant Proposal and the expenditure of the Grant Funds.
Grantee shall maintain the Books and Records in accordance with Generally Accepted
Accounting Principles. Grantee shall make available to City such Books and Records
upon City's request.
4.2. If the Grantee has been audited by an independent auditor or has been the
subject of a compliance audit/examination by a grantee or regulatory agency during the
past three years, audit reports and management letters indicating compliance violations,
fraud, illegal acts, material weaknesses in internal control structure or reportable
conditions, in connection with such audits shall be delivered to the City thirty (30) days
prior to the effective date of this agreement. If no audits or events as described above
have occurred during this period, the Grantee shall provide City a written assertion that
no audits or similar examinations have occurred during the three (3) year period and an
assertion that the Grantee is not aware of any events or conditions, described above, or
other information that might reasonable impact City's decision to fund the grant as
requested.
4.3. City reserves the right to designate its own employee representative(s) or its
contracted representative(s) with a Certified Public Accounting firm who shall have the
NEWPORT BEACH FILM FESTIVAL Page 2
right to audit Grantee's accounting procedures and internal controls of Grantee's financial
systems as they relate to the Grant Proposal and to examine any cost, revenue, payment,
claim, other records or supporting documentation resulting from any items set forth in this
Agreement. Any such audit(s) shall be undertaken by City or its representative(s) at
mutually agreed upon reasonable times and in conformance with generally accepted
auditing standards. Grantee agrees to fully cooperate with any such audit(s).
4.4. This right to audit shall extend during the length of this Agreement and for a
period of three (3) years or longer, if required by law, following the date of any Grant
Funds tendered under this Agreement. Grantee agrees to retain all necessary
records/documentation for the entire length of this audit period.
4.5. Grantee shall, upon conclusion of the event, furnish the City with a Balance
Sheet and Income Statement describing the receipt and disbursement activities of
Grantee with respect to the Grant Funds. In its sole and absolute discretion, the City may
also require Grantee to submit: (i) quarterly check registers and descriptions of each
disbursement; (ii) budget -to -actual -results; and (iii) a statement of position describing the
assets and liabilities associated with the Grant event. All reports, including a post -event
evaluation, shall be due to the City no later than forty-five (45) days following the
conclusion of the event. In the event that an independent audit is conducted, Grantee
shall forward a copy of the audited report to the City for review, including any Management
Letter, Report on Internal Controls, or Reportable Conditions letter generated during the
course of the audit.
4.6. Grantee agrees to exercise prudent financial management processes including
proper oversight of all assets, budget preparation, and timely reporting including budget -
to -actual -comparisons.
4.7. All Approved Uses shall be performed by Grantee or under Grantee's
supervision. Grantee represents that it possesses the professional and technical skills
required to perform the services required by this Agreement, and that it will perform all
services with a standard of care and in a manner commensurate with the community
professional standards and with the ordinary degree of skill and care that would be used
by other reasonably competent practitioners of the same discipline under similar
circumstances.
4.8. If Grantee has supported Political Action Committees(s) (PACs) during the past
three (3) years, the Grantee shall hire an independent auditor to perform limited, agreed -
upon testwork procedures to provide City assurance that City sponsored event profits did
not subsidize the funding of Political Action Committees (PACs) and event proceeds were
adequately segregated from funds used to support PACs. Agreed upon procedures may
include a review of a detail list of the past three (3) years of PAC contributions and
expenditures, including:
a. An identifying donor number, date and amount of each reported
contribution; and
b. A detail of expenditures sufficient enough to determine that the
expenditures were solely for PAC -related expenses; and
NEWPORT BEACH FILM FESTIVAL Page 3
c. Any retained earnings or fund balance at the end of each fiscal year.
Substantive documentation for the contribution and expenditure should be available upon
request. City shall approve the agreed -upon testwork procedures prior to the
commencement of fieldwork.
5. USE OF GRANT FUNDS
5.1. The Grant Funds shall be used solely by Grantee for the Approved Uses and
for no other use. In the event that the Grant Funds are not used for the Approved Uses
or are not expended by or before June 30, 2026, Grantee shall notify the City in writing,
and shall be obligated to return the Grant Funds to City within thirty (30) days.
5.2. The City's grant contribution shall only be used for non-sectarian purposes.
Grantees shall not use the City's grant contribution, or any portion thereof, for any purpose
that violates local, state, or federal law, including, but not limited to, the Establishment
Clause.
6. INDEMNIFICATION
6.1. To the fullest extent permitted by law, Grantee shall indemnify, defend and hold
harmless City, its City Council, boards and commissions, officers, agents, volunteers, and
employees (collectively, the "Indemnified Parties") from and against any and all claims
(including, without limitation, claims for bodily injury, death or damage to property),
demands, obligations, damages, actions, causes of action, suits, losses, judgments,
fines, penalties, liabilities, costs and expenses (including, without limitation, attorney's
fees, disbursements and court costs) of every kind and nature whatsoever (individually,
a "Claim"; collectively, "Claims"), which may arise from or in any manner relate (directly
or indirectly) to this Agreement (including the negligent and/or willful acts, errors and/or
omissions of Grantee, its principals, officers, agents, employees, vendors, suppliers,
consultants, subcontractors, anyone employed directly or indirectly by any of them or for
whose acts they may be liable or any or all of them).
6.2. Notwithstanding the foregoing, nothing herein shall be construed to require
Grantee to indemnify the Indemnified Parties from any Claim arising from the sole
negligence or willful misconduct of the Indemnified Parties. Nothing in this indemnity shall
be construed as authorizing any award of attorney's fees in any action on or to enforce
the terms of this Agreement. This indemnity shall apply to all claims and liability
regardless of whether any insurance policies are applicable. The policy limits do not act
as a limitation upon the amount of indemnification to be provided by Grantee.
7. GRANTEE INDEPENDENCE
In the performance of this Agreement, the Grantee, and the agents and employees of
Grantee, shall act in an independent capacity and are not officers, employees or agents
of the City. The manner and means of performing the Approved Uses are under the
control of Grantee, except to the extent they are limited by statute, rule or regulation and
the expressed terms of this Agreement. Nothing in this Agreement shall be deemed to
NEWPORT BEACH FILM FESTIVAL Page 4
constitute approval for Grantee or any of Grantee's employees or agents, to be the agents
or employees of City. Grantee shall have the responsibility for and control over the means
of performing the Approved Uses, provided that Grantee is in compliance with the terms
of this Agreement. Anything in this Agreement that may appear to give City the right to
direct Grantee as to the details of the performance or to exercise a measure of control
over Grantee shall mean only that Grantee shall follow the desires of City with respect to
the results of the Approved Uses.
8. PROHIBITION AGAINST TRANSFERS
Grantee shall not assign, sublease, hypothecate or transfer this Agreement or any of the
services to be performed under this Agreement, directly or indirectly, by operation of law
or otherwise without prior written consent of City. Any attempt to do so without written
consent of City shall be null and void.
9. NOTICES
9.1. All notices, demands, requests or approvals to be given under this Agreement
shall be given in writing and conclusively shall be deemed served when delivered
personally or on the third business day after the deposit thereof in the United States mail,
postage prepaid, first class mail, addressed as hereinafter provided.
9.2. All notices, demands, requests or approvals from Grantee to City shall be
addressed to the City at:
Attn: Recreation & Senior Services Director
Recreation & Senior Services Department
City of Newport Beach
100 Civic Center Drive
Newport Beach, CA 92660
9.3. All notices, demands, requests or approvals from City to Grantee shall be
addressed to Grantee at:
Attn: Gregg Schwenk
NEWPORT BEACH FILM FESTIVAL
2000 Quail Street
Newport Beach, CA 92660
10. TERMINATION
10.1. Termination for Cause. Grantee shall be in default if Grantee fails or refuses
to perform any duty required by the Agreement or performs in a manner inconsistent with
the terms, conditions and restrictions in this Agreement. In such event, City shall give
Grantee, thirty (30) days written notice to cure, if the default can be cured and City shall
be entitled to terminate this Agreement if Grantee has not cured the default within the
thirty (30) day cure period. City shall be entitled to immediately terminate this Agreement
if the default cannot be cured through corrective action. If terminated for cause, Grant
NEWPORT BEACH FILM FESTIVAL Page 5
Funds shall be returned to the City pursuant to Section 5. This Agreement is made on an
annual basis, and as such is subject to non -renewal at its termination.
10.2. Termination without Cause. City may terminate this Agreement at any time
with or without cause upon seven (7) days written notice to Grantee, any remaining Grant
Funds in Grantee's possession at the time of termination shall be returned to City
pursuant to Section 5.
10.3. Specific Performance. Grantee agrees that the City has the legal right, and all
necessary conditions have been satisfied, to specifically enforce Grantee's obligations
pursuant to this Agreement.
11.STANDARD PROVISIONS
11.1. Recitals. City and Grantee acknowledge that the above Recitals are true and
correct and are hereby incorporated by reference into this Agreement.
11.2. Compliance With all Laws. Grantee shall at its own cost and expense comply
with all statutes, ordinances, regulations and requirements of all governmental entities,
including federal, state, county or municipal, whether now in force or hereinafter enacted.
11.3. Waiver. A waiver by either Party of any breach, of any term, covenant or
condition contained herein shall not be deemed to be a waiver of any subsequent breach
of the same or any other term, covenant or condition contained herein, whether of the
same or a different character.
11.4. Integrated Contract. This Agreement represents the full and complete
understanding of every kind or nature whatsoever between the parties hereto, and all
preliminary negotiations and agreements of whatsoever kind or nature are merged herein.
No verbal agreement or implied covenant shall be held to vary the provisions herein.
11.5. Conflicts or Inconsistencies. In the event there are any conflicts or
inconsistencies between this Agreement and the Grant Proposal or any other
attachments attached hereto, the terms of this Agreement shall govern.
11.6. Interpretation. The terms of this Agreement shall be construed in accordance
with the meaning of the language used and shall not be construed for or against either
party by reason of the authorship of the Agreement or any other rule of construction which
might otherwise apply.
11.7. Amendments. This Agreement may be modified or amended only by a written
document executed by both Grantee and City and approved as to form by the City
Attorney.
11.8. Severability. If any term or portion of this Agreement is held to be invalid, illegal,
or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions
of this Agreement shall continue in full force and effect.
11.9. Controlling Law And Venue. The laws of the State of California shall govern
this Agreement and all matters relating to it and any action brought relating to this
NEWPORT BEACH FILM FESTIVAL Page 6
Agreement shall be adjudicated in a court of competent jurisdiction in the County of
Orange, State of California.
11.10. Equal Opportunity Employment. Grantee represents that it is an equal
opportunity employer and it shall not discriminate against any contractor, employee or
applicant for employment because of race, religion, color, national origin, handicap,
ancestry, sex or age or any other impermissible basis under law.
11.11. No Attorney's Fees. In the event of any dispute or legal action arising under
this Agreement, the prevailing party shall not be entitled to attorney's fees.
11.12. Counterparts. This Agreement may be executed in two (2) or more
counterparts, each of which shall be deemed an original and all of which together shall
constitute one and the same instrument.
[SIGNATURES ON NEXT PAGE]
NEWPORT BEACH FILM FESTIVAL Page 7
IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed
on the dates written below.
APPROVED AS TO FORM:
CITY ATTORNEY'S OFFICE
Date: V1q/7<-
-7
: BY
Aaron C. Harp
City Attorney
ATTEST: .
Date: fh7h07('
By:
N
Ir
CITY OF NEWPORT BEACH,
A California municipal corporation
Date: 2,<-_ 2!;--
By:
Se ev'
Re eat' n & Senior Services Director
GRANTEE: NEWPORT BEACH FILM
FESTIVAL, a California nonprofit
corporation
Date:
Signed in Counterpart
By:
Gregg Schwenk
Chief Executive Officer
Date:
Signed in Counterpart
By:
John J. Link
Chief Financial Officer
[END OF SIGNATURES]
Attachment: Exhibit A - Grant Proposal
NEWPORT BEACH FILM FESTIVAL Page 8
IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed
on the dates written below.
APPROVED AS TO FORM:
CITY ATTORNEY'S OFFICE
Date: /ZS
BY:
Aaron C. Harp
City Attorney
ATTEST:
Date:
Bv:
Molly Perry
Interim City Clerk
CITY OF NEWPORT BEACH,
A California municipal corporation
Date:
By:
Sean Levin
Recreation & Senior Services Director
GRANTEE: NEWPORT BEACH FILM
FESTIVAL, a California nonprofit
corporation
Date:
1
By
Gregg Schwenk
Chief Executive Officer
Date:
By:
JShJL.Link
Chief Financial Officer
[END OF SIGNATURES]
Attachment: Exhibit A - Grant Proposal
NEWPORT BEACH FILM FESTIVAL Page 8
Exhibit A
Grant Proposal
NEWPORT BEACH FILM FESTIVAL Page A-1
Special Event Support Application - Signature Events
Reference #
Status
Login Usemame
Login Email
Name of Applicant Organization:
First Name
Last Name
Title / Affiliation:
Full Mailing Address of Organization:
Phone Number
Email Address
Type of Nonprofit Entity:
Signatory 1 - Name
Signatory 1 -Title
Signatory 2 - Name
Signatory 2 - Title
Entity Address (if different from applicant):
Name of Event:
Event Date(s):
Is this an annual event?
Event location(s)/venue(s) in Newport Beach:
17006054
Complete
Travis.Garcia@newportbeachfiImfest.com
Travis.Garcia@newportbeachfilmfest.com
Newport Beach Film Festival
Travis
Garcia
Co -Director of Feature Film Programming
2000 Quail Street Newport Beach, CA 92660
(949)253-2880
Travis.Garcia@newportbeachfiImfest.com
501(c) 3 Corporation
Gregg Schwenk
Chair of the Board
John Link
Chief Financial Officer
3 Park Plaza #1700, Irvine, CA 92614
Newport Beach Film Festival
10/16/25 - 10/23/25
yes
Regal Edwards Big Newport, The Lot @ Fashion
Island, The New Port Theater, The Lido Theater,
Fashion Island, Sherman Library & Gardens,
Lido Marina Village, Balboa Bay Resort, Resort
at Pelican Hill, The VEA Newport Beach Resort,
The Pendry Newport Beach
Is at least 51 percent of this event - in its entirety Yes
- within Newport Beach?
Type of event (Check one):
Total Attendees (Spectators + Participants)
Have you held this event before?
If yes, what years?
Art/Culture
.:111
Yes
Every year since 1999.
Have you previously received City support for Yes
this or any other event sponsored by your
organization?
If yes, please list the event(s) and year(s):
Approximate impact on Newport Beach
businesses:
Media Impressions:
Please list any fees charged to the public
entering the event as a participant or as a
From 2000 to 2024, the Newport Beach Film
Festival has received amounts from $10,000 to
$150,000.
Studies done by Visit Newport Beach and UCI
have demonstrated that in the past the festival
generates an estimated impact in the millions.
The Festival spends in excess of $750,000 to
produce events throughout the City of Newport
Beach during this eight -day event. Customer
spending by Festival attendees in tourism related
business in Newport Beach including
restaurants, lodging, retail, transportation, as well
as spending on other local services, contributes
to the economic vitality of the City of Newport
Beach.
The Newport Beach Film Festival receives more
than 1 billion media impressions including the LA
Times, Associated Press, People Magazine,
Rolling Stone, Harper's Bazaar, Variety,
Hollywood Reporter, Daily Mail, OC Register,
MovieMaker Magazine, USA Today, PBS SoCal,
Entertainment Tonight, as well as on social
media: Facebook, Instagram, X, and Tik Tok.
Yes. While some events are free to the public, a
ticket to a screening is $20. Our All Access Pass
spectator.
Portion of money raised or made donated:
Describe what, if any, portion of the event is
FREE to the public.
costs $750.
As a 501 (c) 3 corporation, all funds are used to
produce the eight -day festival.
Guests had the opportunity to engage with an
hour long discussion with our panelists through
the NBFF's Free at theFest. Including Author
Talk with Stassi Schroder, as well as a Costume
Designer Spotlight with Colleen Atwood and
Arianne Phillips. There are also some special
screenings that are free to the public.
What is the total expenditure budget specifically $1,214,800
for this event?
What is the total anticipated gross revenue
specifically from this event?
To be eligible to receive City support, the
applicant must demonstrate that the event is not
$1,220,000
Thanks to the steadfast support of the city of the
Newport Beach, The NBFF has become one of
financially dependent on receiving City grant the tru signature events in our community. The
funds. How will receiving a grant from the City of festival through the support of individual donors,
Newport Beach help to elevate the overall event? corporate sponsors, grants, film submissions,
Brief Description of Event (150-word maximum)
and ticket sales has sought to amplify the city's
investment. The City Council's support will
ensure the festival continues on this positive
growth trajectory.
Celebrated as the largest international cinema
event in coastal Southern California, the 25th
Annual Newport Beach Film Festival will present
an adventurous program of films and cultural
events throughout the City of Newport Beach.
During its eight -day run, the Festival will host red
carpet premieres, international spotlight
screenings, educational film programs,
interactive conversations with filmmakers, talent
and musical performances. The Festival brings
filmmakers, artists, celebrities, enthusiastic
audiences of all ages, film industry, business
Indicate any anticipated impacts the event will
have:
In 250 words or less, explain how your event will
meet or exceed any or all of the Signature Event
Evaluation Criteria (see Special Event Support
Program Overview):
professionals and international dignitaries to
Newport Beach to enjoy the ultimate Festival
experience. In 2025, the Festival will host an
Opening Night Gala featuring live entertainment
and culinary tastings from Newport Beach
restaurants. Each year the Festival partners with
a number of Newport Beach based non-profit
organizations: the Environmental Nature Center,
Newport Bay Conservancy, Newport Beach
Public Library Foundation, Ben Carlson Memorial
& Scholarship Foundation, the Friends of
Newport Beach Animal Shelter with opportunities
to co -present screenings.
• Road closures
• Traffic control
• Amplified sound
• Occur on public property (parks, streets,
sidewalks)
• Parking
The Newport Beach Film Festival provides
economic and marketing benefits, as well as
cultural enrichment to our community. Over 30%
of the 55,000 attendees come from outside the
local market to enjoy Newport Beach's
hospitality, shopping, culinary, and recreational
offerings. The Festival provides an "off season"
boost to the local economy by attracting guests
who utilize our City's hotels, restaurants and
retail establishments. The Festival works directly
with Visit Newport Beach to place our domestic
and international filmmakers and guests at hotels
and resorts in Newport Beach. A sampling of
participating Newport Beach restaurants include
Muldoon's Irish Pub, Fleming's Prime
Steakhouse, Great Maple, Cucina Enoteca,
Sugar & Spice, Red O, Hopdoddy, and Bear
Flag. The Festival's events spotlight distinct
Newport Beach locations including Fashion
Island, Sherman Library & Gardens, The Resort
at Pelican Hill, Lido Marina Village, the Balboa
Bay Resort, VEA Newport Beach, Marriott, Regal
Big Newport, The New Port Theater, THE LOT,
and The Lido Theater. The Festival utilizes best
practices in the planning for marketing and
overall event logistics. This coordination
amplifies the brand equity of Newport Beach as a
key destination for both the regional drive market
and the International luxury travel market. The
Festival has partnered with Visit Newport Beach
and Variety to present high visibility
entertainment events both locally and
internationally, including 10 Actors to Watch, 10
Brits to Watch, and UK Honors in London. The
NBFF shines a spotlight on our city as a unique
place to live, work and enjoy life.
The request for City support must include a list of No
other City entities or groups (e.g., City Arts
Commission, a Business Improvement District,
Library support group, etc.) from which the
applicant is seeking financial support. Are you
seeking financial support from other City
entities?
As your organization's representative, please
verify the below by checking the corresponding
boxes and then type your name in the field
below.
• I acknowledge that, if awarded funding, my
organization will have to enter into a grant
agreement with the City.
• I have read the updated City of Newport Beach
Special Event Support Program Overview,
including the eligibility, qualification and
evaluation criteria.
• I acknowledge that submission of this
application does not guarantee the event will
receive City support.
• I have attached a complete event budget
showing anticipated revenue and expenses
Name:
Attach a copy of the complete event budget.
Last Update
Start Time
Finish Time
IP
Browser
Device
Referrer
(attach using link below). Note: Your application
will be deemed incomplete if a budget is not
included with your application.
• Grantee shall conduct background checks for
all of its volunteers and employees who work
with minor children in relation to any project
described in Grantee's Grant Proposal. To the
extent applicable and if requested, Grantee
shall provide the City certification that it has
complied with this requirement prior to the
receipt of Grant Funds.
Travis Garcia
2025_Newport_Beach_Film_Festival_Financials_
-_Sheet1.pdf (55 KB)
2025-04-17 16:00:39
2025-04-17 13:07:39
2025-04-17 16:00:39
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