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HomeMy WebLinkAboutSS2 - Special Events Advisory Committee RecommendationsCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No.SS 2 March 23, 2010 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Planning Department Leigh M. De Santis, Economic Development Administrator 949 - 644 -3207, Idesantis @newportbeachca.gov SUBJECT: Special Events Advisory Committee Recommendations on Criteria, Application Form, and Application Review Process for Considering Requests for City Funding for Special Events RECOMMENDATION: Provide comments and direction to the Special Events Advisory Committee and staff on their work product and direct them to return to the City Council with the final documents and process for adoption by the City Council. DISCUSSION: Background: On May 12, 2009 the City Council adopted Resolution 2009 -22 creating the Special Events Advisory Committee (SEAC). On August 11, 2009 the Mayor appointed and the City Council confirmed the members of the Special Events Advisory Committee. Since then they have been meeting monthly and have fulfilled two of the following duties assigned to them. The Committee will be able to use the established criteria and provide advice to the City Council after the Council approves the criteria and review process. A. To recommend to the City Council requests for City support of an event. the Newport Beach brand, financial spending, community benefit, etc. criteria to be used in evaluating future Criteria may include civic pride, building of return on investment through participant B. To use the established criteria to evaluate the benefits, tangible and intangible, of special events and provide the City Council with professional advice on special events reviewed by the Committee. Special events qualifying for Committee Special Events Advisory Committee March 23, 2010 Page 2 evaluation will include those requesting City support of more than $20,000 in some combination of cash, in -kind services or fee waivers. City staff will determine which proposals will be forwarded to the Committee for review. C. To create a Citywide "Master Calendar of Special Events" and to provide advice on event coordination throughout the City so that event organizers, City businesses, residents and visitors can derive maximum benefit and minimum impact from such events in terms of economics, mobility, timing and effectiveness. D. The Committee will be purely advisory in nature, and will not make determinations as to the approval of any special event. That responsibility rests exclusively with the City Council. Progress Report f 11411 _� Attachment A to this report is the list of criteria the SEAC believes should be used by the Committee and the City Council in reviewing funding applications. The SEAC proposes to use these criteria in developing its advisory opinion. A member of the Committee will discuss these further as part of their presentation. Item B. Attachment B to this report is a uniform Special Events Funding Request Application. While there is a uniform application for a Special Events Permit, there has not been a uniform application form or process for seeking special events funding from the City. The SEAC has developed a uniform application that is designed to collect the information that the committee thinks would be necessary to allow evaluation of the proposed event's funding request in light of the funding criteria. The Committee presentation will walk the Council through the application. The Committee is proposing that the application be posted on -line at the City website at the same location as the Special Events Permit application. The Committee feels it is important to have an easily understood and quantitative system of reviewing and developing their advisory opinion. Therefore, they are proposing to give each application reviewed a numeric score. That score will be based on the following system. Special Events Advisory Committee March 23, 2010 Page 3 Section 1 of the Uniform Application is a pass /fail. If it is completely filled out, i.e., all questions answered, the balance of the application will be reviewed. If Section 1 is incomplete, the application will be returned to the applicant to be completed. Section 1 is essentially identification of the organization and the event, and there are no points for this section. Section 2 asks the applicant to provide a self evaluation of how their event fits the City's funding Criteria. The reviewers will develop their own opinion of how well an event supports the City's Criteria, but the most comprehensive and generous view of its merits can be presented by the applicant making their case. Section 2 will be worth 50% of the total points possible. Section 3 asks the applicant to provide the details of the event's operation across a variety of areas that relate back to the Criteria. While Section 3 makes up the other 50% of the review, the categories within Section 3 have differential weight based on what the Committee thinks is their importance in meeting the Criteria and producing a well run event. Answers in Section 3 should support the assertions made in Section 2. The presentation will discuss the different weights assigned and why. With regard to review process, the Committee believes they should give each applicant the opportunity to present their application and to respond to Committee questions. The Committee would then deliberate, and make its recommendations to the City Council. Following this study session, the Committee will make any changes recommended by the City Council and return to the regular meeting of April 13, 2010 for approval of the criteria and application. The SEAC is committed to reviewing any applications received by May 10, 2010 in time for consideration by City Council at its June 22, 2010 meeting. This schedule would allow applicants three (3) weeks to prepare and submit their application and the SEAC five (5) weeks to review and make a recommendation. Events currently identified as meeting the funding threshold of $20,000 and therefore subject to review by the SEAC are the following, assuming they request funding from the City as they have in the past. • Toshiba Golf Classic • Newport Beach Film Festival • Restaurant Week • OC Marathon Special Events Advisory Committee March 23, 2010 Page 4 The Newport to Ensenada Race would also qualify for this list, but since the City granted three years of funding to this event a year ago, it will not be reviewed until a new funding application is received. The Special Events Permit managed by Recreation and Senior Services requires a six month lead time. The Committee has proposed a similar six months lead time for the Special Events Funding Application. Therefore applicants seeking funding for July 2011 -June 2012 would be encouraged to submit completed applications not later than December 1, 2010. SEAC members are volunteers with other full -time business and family commitments and while they will attempt to perform this year's reviews on an accelerated schedule a more generous schedule in the future will keep them from burning out. Item C. The Committee has produced and the City has published a Master Calendar of Special Events in two formats. A tri -fold mailer was created and introduced by the Mayor at the Mayor's Dinner on February 19, 2010. Copies of the mailer are available at City Hall, the Newport Beach Chamber of Commerce, the Corona del Mar Chamber of Commerce, and the Visit Newport Beach, Inc. offices. Those organizations will be providing the calendars on request and as part of marketing presentations. The same information was also published as a foldout tear -off page at the back of the Newport Navigator send to all Newport Beach residents. Prepared by: Submitted by: Leigh M. De Santis, Economic Development Administrator Attachments: Funding Criteria Uniform Application i Sharon Z. Wood, Assistant City Mar er CITY OF NEWPORT BEACH SPECIAL EVENT SUPPORT EVALUATION CRITERIA, PROCESS AND APPLICATION Evaluation Criteria for City Support 1. The event should enhance the City of Newport Beach as an exciting place to live, work, and visit. 2. The event should contribute towards creating a unique identity (brand) for the City of Newport Beach. 3. The event should give Newport Beach residents and businesses a sense of civic pride and ownership. 4. The event should increase the number of people who would normally come into the city at that time thereby providing potential benefit to local businesses. Events that bring in new money and result in people staying overnight in Newport Beach are highly desirable. 5. The City's support must be used for implementation of an actual event — i.e. execution, not planning. 6. The event must be held principally within city limits. 7. The City's support should represent no more than 30% of the total event budget. Volunteer hours may not be counted toward the total event budget, but the value of in -kind goods and services may be counted. 8. The support request for the event must include a list of other City entities or groups and private sponsors from whom the applicant is seeking financial support. 9. The event need not always be free, but should be accessible to the community /public. Events that are not free should have a fee to the public and /or a charitable giving component. 10. The City's support is a sponsorship, not a grant, and Newport Beach is to be treated as any other commercial sponsor would in terms of recognition and benefits. The City reserves the right to negotiate levels of recognition /benefits. 11. The Applicant must demonstrate the ability to produce and market a well - planned, safe event. 12. The Applicant must demonstrate strong financial management and effective management controls, including cost - effectiveness. Summary of the Application Process 1. Applicants must apply six (6) months in advance of their event. 2. Each funding request must include a completed city application form. Attached to the application form must be: i.) a description of the event, ii.) a benefits statement explaining how the event meets the City support criteria, iii.) a business plan for the event, including schedule, iv.) a projected budget, including revenue and expenses, for the entire event, v.) a marketing plan for the event, including campaign and target markets, vi.) a sponsorship proposal to the City, and vii.) data on potential economic impact of the event. 3. City support will be awarded for one year only. Events must apply annually. 4. Applicants must obtain all required Permits, Insurance, and Security /Police support as needed for the event and are responsible for all related costs. 5. Event organizers must submit a post event evaluation not later than ninety (90) days following the event. 6. The event/sponsoring organization must be in good standing on all previous City requirements and invoices. Reread #5 directly above. 7. The Applicant must submit a description of their organization including purpose, history, type of organization (non - profit, trust, corporation, etc). 8. The Applicant should designate a contact person should additional information be needed. SPECIAL EVENT SUPPORT APPLICATION ONLY COMPLETED FUNDING ASSISTANCE APPLICATIONS WILL BE ACCEPTED AND PROCESSED. Directions for Completing the Application Form: • Each question should be answered. If a question is not applicable, enter N /A. Certain fields might become "hidden" based on the response you select, meaning that field no longer pertains. When selecting to submit by Email, your document will automatically be checked for completeness prior to actually being sent. Alert messages will pop -up when fields with required input have been left empty. • A final verification will highlight all required fields in red. It is very important to submit a COMPLETE form. • Incomplete applications will not be accepted. All required documents must be sent as .pdf attachments when submitting via Email. If you are unable to attach the required documents for on -line submission, please print and mail the application and documents to: City of Newport Beach City Manager's Office Special Event Funding Request Application 3300 Newport Beach, CA 92663 Prior to printing and mailing the completed form, check the application for completeness by clicking the "Submit by Email Button ". I0 NEWPORT BEACH SPECIAL EVENT APPLICATION FORM Section One — Event Summary and Applicant Information Name of Event Date(s) of Event Time(s) of Event Location(s) or Venue(s) of Event Is or will this be an annual event? YES NO Type of Event — special interest, commercial, sports, cultural /arts, social, etc. Is there a charge or fee for the event? YES NO Describe what, if any, portion of the event is free to the public. Describe what, if any, portion of the event is charitable fund raising. Please provide the name of the charity or charities the event supports along with a contact name and phone number for each charity. What percentage of the proceeds will each charity receive? Please provide an estimate of what the percentage may be in dollars. Types of In -Kind City Sponsorship Requested — List: Are you requesting any roads be closed? If yes, which roads, when & for how long? Amount of Cash Sponsorship from the City requested and how it will be used. Be specific. I Name of Applicant Organization Description of Applicant Organization - type of entity (attach proof of non - profit 501(c) 3 status if applicable), purpose, and history. Does the Applicant hold intellectual property rights to the event? If not, who does? Name of Contact and Contact Information for the Purpose of this Application. Address Phone Fax Mobile Email Is there a contract with an event organizer? YES NO Best times and ways to reach contact person. List Prior Event Experience of both the Applicant and the Event Organizer. If the Applicant conducts a similar event in other cities or if the event has been held in Newport Beach previously, describe any difficulties you've encountered and what adjustments you've made to improve the event. Provide previous locations of event, including reasons for leaving, if applicable. Section Two — Benefit Statement Description of How the Event Meets the City Criteria - Maximum two pages. Using the space below (and one additional page if needed), provide a narrative explaining how the event fulfills the City's twelve evaluation criteria for support, listed at the introduction to this application. (0 Section Three — Event Description and Attachments The application is not complete and will not be reviewed unless requested documents are attached. Description of the Event— Maximum of one page. A basic description of your event, including the objectives and history of the event, and if there is a special theme or focus of the event Business Plan for the Event — Maximum two pages. Include 1) Event goals, objectives and strategies. 2 Planning, preparation, event schedules with milestones and time frames. Budget for the Event — Maximum two pages. Include 1) Projected budget. 2) Detailed budget with cash flows, profit & loss forecasts. 3) A list of confirmed and potential sponsors, both financial and in -kind with dollars confirmed and requested. Marketing and Promotion Plan for the Event — Maximum three pages. Include 1) Target Markets. 2) Marketing Objectives. 3) Marketing strategies including advertising /PR activity and timelines. 4) Who is responsible for the marketing and promotion plan? 5) Do they have experience in either events /marketing /PR? If yes, summarize that experience? 6 Itemized marketing and promotions plan budget. Sponsorship Proposal Package. Please attach a description of the specific benefits being offered to Newport Beach. Economic Impact Potential. Do you have any existing economic impact data such as a commissioned economic impact report for this event? If yes, please attach the latest data along with who collated the data. Whether you have a previous report or not, please use your best estimate to complete the boxes regarding attendance and lodging provided below. Attendance. (Please do not exaggerate.) Number of People Expected NB Residents us Residents Foreign Visitors Participants /Hosts /Competitors /Members of Applicant Organization Spectators Spectators /Attendees/ Audience/Ticket Bu ers /Diners Totals Vol u nteers/Workers/Vendo rs Totals Entry Fees Adult Child Other Participant Spectators Totals Need for Accommodation(s). (Please do not exaggerate.) Anticipated Number of Room Nights Will all accommodations be in Newport Beach? If not, where? What is the anticipated average stay in Newport Beach for Participants Spectators Permits and Safety Plan for the Event Have you applied for a Special Events Permit for this event? Yes If, not when will you? Have you spoken to Newport Beach Police Department about your event? Yes If, not when will you? Waste Minimization /Recycling /Clean -up Plan — Maximum two pages. Explain the types of controls, management programs, initiatives or incentives implemented by your organization, in order to reduce the amount of waste generated and to ensure city property is pristine following our event. I hereby certify the foregoing statements to be true and correct and agree to defend, indemnify and hold harmless the City of Newport Beach, its City Council, officers, agents, employees and volunteers from and against any and all loss, claims, damages, liability, such claim or suit arising from or in any manner connected to the requested funding and activity. I hereby acknowledge that the Applicant is solely responsible for applying for and receiving all necessary City, County, and /or State permits necessary to conduct the event. I also agree if approved, to comply with all funding and special event permit conditions, and understand that failure to comply with any conditions or any violation of law may result in the immediate cancellation of the event, denial of future events, and or criminal prosecution. Failure to comply with funding conditions can result in civil litigation to recover the City's money. Name & Title Signature Newport Beach City Council Study Session March 23, 2010 Special Events Advisory Committee (SEAC) & Resolution 2009 -22 Special Events Calendar Funding Criteria Funding Application Form Weighting System /Point Value Future Application Review Process Providing Advice to the City Council H r lFOR�i oil r+ if#"$' w... CITY NAZI Special Events Advisory Committee (SEAC) & Resolution 2009 -22 H • Recommend to City Council criteria to be used in evaluating future event requests for City support. • Utilize established criteria to evaluate the benefits for those requesting more than $20,000 support. • Create a Citywide Master Calendar of Special Events. r lFOR�i corn �,•, :., (111 "Y' IIJ•I'u4 Art t,;. — "'a w •.: le. • . - 1 - -� Master Calendar of Special Events JANUARY gg -M 4•AUUal Restaurant Week Newpott6eacbDlnlog.mm FEBRUARY 11 -M Newport Beach Jul force Xewpon Beam Mamnnh"Apa nnpudexhpuporrymm 196M OitiaNirMed Speaks lentos Ada nbplfauad.tlen.of Band Saw Antes NY4mes'IhelnAemmre - NB[emd Ubnq 14 T.thlba(Iasic, P6Alour of(hampons NB(aual0ub rmh0u...,mm M Spirit Run 6,16tmamm MA29 D'ratirrgdskad5paln krnrekdea abp1huad,tke.arg Fnnes Mawsr hor,"adenAelusun Sur NBCenv,l Mbnry APRIL if Newport Bead An Exhibition 6 Sale BB Central Gbnrp is to Newport Beach A... 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Fenbd Corm, del Mar bmf - to. ., T& 5f•A.mdlm(met Mfa lCdebnnng me lam XftdnM1 pidl IlwlewamelA am 2529 Baena -ladpm [oReaw(aAu.Nm IXSir Gmards bxtendxYsoo.mm JUL, 5 MarWxi Pork a °of)W, Celer.im 4 OMGIory Box Parade 1 5 pm Xewpon Narkm,Aci 4giwrivin Club 4 a'a14/r(aea,ionaF'vewwlu imprint Dann Waterman Raan W611 SM1akemeawbytAeka sAakesporebytlraea.arglloutio.n 1BA Ndp.n BnA Breiea WvMleamkm'n e,.,c,b..<AbwaYen..em TBA Coconino, tk park iBA AS•Mnual Flghtoltlrelmcvs Bea (Mw Newpm Nxhm 1-• AUGUST ABA (.nwmin the Parka TBA n Anxral iri Fes an be Dma Rerap Club of Xewpon Beach SEPTEMBER 12 (.,an. del Mara, Shaw 'dmcAambecmMmmb 17 19 iYAmullro edMewpvt Mneafnewporemm IBA Nmym kad SUdUavp'rmddq 19 Padhe(amidaddon aeObenea .mmlpxlMmoaanmthlan.front 8196 Ildoyalt(me 114" tapamm M kwlwt4[rwgSuw 6 franc, teem) mimplomemcarg OCTOBER 1 Booker Nemape Au. harborbaua"normm 6 4fMne /Sndrude(amaa 4eov dtl Mar Sere Bach IBA Inwrnx'mnel Fadd.N65mer(RYASn. newporl6w.Mirtm.Ny.orq NOVEMBER A Xewpon Arum Rmdm kubd ampmuwaN..enm.m ilurf TBA Ndidrylreehgkl.g hshion W.M sbophsAlon66ndmm DECEMBFP 5 Comm did Mar Christmas Walk a irclimbenmai 1519 109'.bmud NB(Arlamx Bma Pawde ch neraabwtpauh —in OR W ;;M; IliIpn r n#rn1 M, • CITY tt, Funding Criteria SEAC proposes to use these Criteria in developing its advisory opinion. H r lFOR�i • The event should enhance the City of Newport Beach as an exciting place to live, work, and visit. • The event should contribute towards creating a unique identity (brand) for the City of Newport Beach. • The event should give the Newport Beach residents and business residents a sense of pride and ownership of the event. • The event should increase the number of people who would normally come into the city at that time thereby providing • potential benefit to local businesses. Events that bring in new money and result in people staying overnight in Newport Beach are highly desirable. • The City's support must be used for implementation of an actual event — i.e. execution not planning. • The event must be held principally within city limits. • The City's support should represent no more than 30% of the total event budget. Volunteer hours may not be counted in toward the total event budget but the value of in -kind goods and services may be counted. • The support request for the event must include a list of other City entities or groups and private sponsors from whom the applicant is seeking financial support. • The event need not always be free, but should be accessible to the community /public. Events that are not free should have a free to the public component and /or a charitable giving component. • The City's support is a sponsorship, not a grant, and Newport Beach is to be treated as any other commercial sponsor would in terms of recognition and benefits. The City reserves the right to negotiate levels of recognition /benefits. • The Applicant must demonstrate the ability to produce and market a well - planned, safe event. • The Applicant must demonstrate strong financial management and effective management controls, including cost - effectiveness. oil r+ if#"$' w... CITY NAZI Funding Application Form • Section 1: Event Summary & Applicant Information • Section 2: Benefit Statement • Section 3: Event Description & Attachments H VON Section 1: Pass /Fail H . � �9LlFOB�l Weighting System /Point Value Section 2: 50% of review process Section 3: 50% of review process oil r+ if#"$' w... CITY 01 Future Application Review Process • Applicants must apply six (6) months in advance of their event. • Must apply annually. • Complete City Application Form. • Complete Post Event Evaluation. H • Events currently identified as meeting the funding threshold of $20,000, and therefore subject to review by the SEAC are the following (assuming they request funding from the City as they have in the past): • Toshiba Golf Classic • Newport Beach Film Festival • Restaurant Week • OC Marathon • Newport to Ensenada Race would also qualify for this list, but since the City granted three years of funding to this event a year ago, it will not be reviewed until a new funding application is received. oil r+ if#"$' w... CITY NAIL Providing Advice to the City Council H The SEAC is committed to reviewing any applications received by May 10, 2010 in time for consideration by City Council at its June 22, 2010 meeting. We welcome your input.