HomeMy WebLinkAbout17 - Special Events Advisory Committee - Funding CriteriaCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 17
April 13, 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: Adoption of the Funding Criteria, Funding Application Form, and
Application Review Process to be Used by the Special Events
Advisory Committee in Reviewing Requests and Providing Advisory
Analysis to the City Council
RECOMMENDATION:
Adopt the attached Criteria for City Support, Application Review Process, and
Application for Support Form to be used by the Special Events Advisory Committee
(SEAC) in reviewing funding requests of $20,000 or more and preparing an advisory
analysis of the request for the City Council.
DISCUSSION:
Background:
On March 23, 2010 the SEAC made a preliminary report to the City Council at a Study
Session. Direction received from the City Council at that meeting has been
incorporated into the attached documents.
Documents for Adoption:
Funding Criteria
Following the Study Session discussion, the "Criteria for City Support" have been
modified to include a definition of the Newport Beach brand modified from the one
adopted by Visit Newport Beach, Inc. the definition reads as follows:
Newport Beach is an Orange County coastal community, a place where residents and
visitors can experience a friendly, sophisticated, aspirational lifestyle. Comprised of a
collection of unique islands and neighborhoods that form their own distinct character,
Adoption of SEAC Documents
April 13, 2010
Page 2
Newport Beach offers a combination of affluence, quaintness, casual glamour and
attention to detail.
At the Study Session, the City Council asked a question about the impact of Criteria #10
that encourages either a free or charitable component as part of an event. Lack of a
free or charitable component would not eliminate an event from consideration but would
cost it a few points in Section 2 (see discussion of application form point system below).
Application Process
As a result of the Study Session, the "Summary of the Application Process" has been
modified to say "Applicants are encouraged to apply six (6) months in advance of their
event, whenever possible." The original version said "must" and didn't include
"whenever possible ". The SEAC also added a new #2 stating "Applications will be
accepted year- round. However, reapplying annual events are encouraged to conform
to the budget cycle."
Once adopted, the documents will be put on the City website in the same location as
the existing Special Events Permit application. Grouping them together makes them
easier to find. Applicants will have the option of completing the application on -line and
submitting it electronically or to print the completed forms and mail them to the City.
Every completed application for $20,000 or more in funding and /or in -kind City services
will be reviewed by the SEAC. The review will include a meeting of the SEAC, at which
the applicant may make a presentation and respond to Committee questions.
Every application reviewed by the SEAC will be forwarded to the City Council with
an advisory analysis of the request. The City Council will make all decisions
regarding funding or not funding an application.
Special Events Funding Request Application Form
The proposed application asks for the information the SEAC believes is necessary to
have to evaluate the event against the funding criteria.
To develop their advisory analysis the Committee will use a quantitative system of
reviewing the completed application. Each application reviewed will receive a numeric
score. A numeric score of 70% or better would be considered eligible for funding. That
score will be based on the following system.
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
Adoption of SEAC Documents
April 13, 2010
Page 3
incomplete the application will be return to the applicant to be completed. Section 1 is
essentially identification of the organization and the event.
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, meeting the City's
Criteria, will be worth 50 %.
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 their importance is in meeting the Criteria and producing a well run
event. Answers in Section 3 should support the assertions made in Section 2.
Prepared by: Submitted by:
Leigh M. De Santis,
Economic Development Administrator
Attachments: SEAC documents
Sharon Z. Wood,
Assistant City Ma ger
............
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CITY OF NEWPORT BEACH SPECIAL EVENT SUPPORT 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.
Newport Beach is an Orange County coastal community, a place where residents and visitors can
experience a friendly, sophisticated, aspirational lifestyle. Comprised of a collection of unique
islands and neighborhoods that form their own distinct character, Newport Beach offers a
combination of affluence, quaintness, casual glamour and attention to detail.
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.
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Summary of the Application Process
1. Applicants are encouraged to apply six (6) months in advance of their event, whenever
possible.
2. Applications will be accepted year- round. However, reapplying annual events are encouraged
to conform to the budget cycle.
3. Each funding request must include a completed city application form. Attached to the
application form must be:
L) 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.
4. City support will be awarded for one year only. Events must apply annually.
5. Applicants must obtain all required Permits, Insurance, and Security /Police support as needed
for the event and are responsible for all related costs.
6. Event organizers must submit a post event evaluation not later than ninety (90) days following
the event.
7. The event/sponsoring organization must be in good standing on all previous City requirements
and invoices. Reread #5 directly above.
8. The Applicant must submit a description of their organization including purpose, history, type of
organization (non - profit, trust, corporation, etc).
9. The Applicant should designate a contact person should additional information be needed.
10. The Special Events Advisory Committee may invite you to make a brief 30 minute
presentation to the Committee as part of the process.
S
APPLICATION DIRECTIONS
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 ".
NEWPORT BEACH SPECIAL EVENT - APPLICATION FOR SUPPORT
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.
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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.
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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.
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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 mar eting and promo tions 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
Buyers/Diners
Totals
Vol u nteers/Wo rke rs/Vendors
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 &
Signature