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HomeMy WebLinkAboutFY 20-21 Proposed Special Events - Sponsorships� � � CITY OF PALM DESERT STAFF REPORT ECONOMIC DEVELOPMENT DEPARTMENT DATE: August 27, 2020 SUBMITTED BY: Vanessa Mager, Management Analyst REQUEST: APPROVAL OF PROPOSED SPECIAL EVENTS AND SPONSORSHIP ALLOCATIONS FOR FY 2020/2021 Recommendation By Minute Motion, approve: 1. Approve the Proposed Special Events and Sponsorship Allocations for FY 2020/2021; 2. Authorize the City Manager to take necessary action to facilitate the special events and sponsorships approved by the City Council, including making discretionary changes to accommodate their intent; 3. Authorize the City Manager to execute agreements associated with the events and sponsorships, if applicable; and 4. Authorize the City Manager to approve miscellaneous sponsorships for events during the fiscal year, with values of $7,500 or less. Strateqic Plan Approval of the Proposed Special Events and Sponsorship Allocations for FY 2020/2021 would address the following priorities as specified in the City's 2013-2033 Strategic Plan, Envision Palm Desert — Forward Together. Economic Development Priority 3: Create and attract entertainment and events to enhance and expand the Palm Desert economy and lifestyle. Tourism and Marketing Priority 2: Grow existing events and develop new events to enhance the desirability of Palm Desert as a year round destination. Parks and Recreation Priority 3: Make recreational and exercise opportunities available in all public spaces. Executive Summary During the FY 2020/2021 Budget Study Session, the City Council reviewed a recommended list of special events and sponsorships requests. Staff has since revised the list based on the City Council direction given at that time and on the recent cancelations and rescheduling of events due to the COVID-19 pandemic. Staff is now recommending that the attached revised list be approved as part of the City's FY 2020/21 budget. August 27, 2020 — Staff Report Approval of FY2020/21 Special Events Page 2 of 3 Backqround Analvsis As events may continue to change due to the COVID-19 pandemic, staff is requesting authorization for the City Manager to make minor changes to the proposed events and sponsorships at her discretion and to approve miscellaneous event/table sponsorships and vendors/payees during the fiscal year. Staff is also requesting authorization for the City Manager to execute subsequent agreements associated with the events and sponsorships outlined on the attached list, as well as those that are approved at her discretion. Included on the attached list is an update on the actual expenses for the 2020 Independence Day celebration. While the City Council approved a total budget of $24,000 for that event, the actual costs were just under $5,000, so savings from that event have been reallocated to a San Pablo Opening event and to Miscellaneous Sponsorships. This year due to current event restrictions and a decrease in the City-Produced Events budget, traditional fall events will not look the same as they have during recent years. For instance, Concerts in the Park as traditionally celebrated are prohibited in Riverside County and recreating concerts in a County-approved fashion will carry additional costs not originally budgeted. Based on the quotes received and the COVID-related constraints, staff recommends rescheduling all fall concerts to the spring. Staff and event organizers continue to look for creative and innovative ways to reimagine events to offer our residents and visitors a safe way to enjoy Palm Desert and all it has to offer. Please note that staff will bring back at a later date road closures and other ancillary items pertaining to specific events requiring City Council approval. Fiscal Analvsis The funding for these proposed special events & sponsorship allocations was approved in the FY 2020/2021 budget in Account No. 1 1 0441 6-43061 01 and Account No. 1104416- 4306201. LEGAL DEPT. REVIEW DEPT. REVIEW FINANCIAL REVIEW REVIEW �l«�.��t'�l. N/A 7�o�taQ Souee Marl�i.w Al.va�re�z yy�oo-►,o ASST. CITY MANAGER N/A Robert W. Thomas Soule Martin Alvarez Andy Firestine Hargreaves Director of Director of Assistant City City Attorney Marketing & Economic Janet Moore Manager Tourism Development Director of Finance � � City Manager: CitV Manager Lauri Aylaian: ATTACHMENTS: Proposed Special Event & Sponsorship Schedule for FY 2020/2021 August 27, 2020 – Staff Report Approval of FY2020/21 Special Events Page 3 of 3 Proposed Special Event & Sponsorship Schedule for FY 2020/2021 City of Palm Desert Proposed Special Events for FY 2020/2021 Event Date Amount City’s Golf Cart Parade Float 10/25/20 $3,000 Independence Day Celebration 7/4/20 $4,920* Spring and Fall Concerts in the park Oct 2020 & May 2021 $30,000 Veterans Day Ceremony 11/11/20 $5,000 Miscellaneous Events $11,000 San Pablo Opening Event $11,580 Subtotal for City Produced Events $65,500 City of Palm Desert Proposed Special Events for FY 2020/2021 Event Date Amount 7th Regiment 29 Palms Marine Corps Program Varies $5,000 Desert Senior Inspiration Awards Apr. 2021 $3,000 **Fashion Week El Paseo Mar. 2021 $200,000 **Palm Desert Food and Wine Mar. 2021 $100,000 Golf Cart Parade Oct. 27,2020 $9,000 International Sports Festival Feb. 2021 $10,000 Misc. Sponsorships Varies $40,000 Modernism Week Feb. 2021 $5,000 Palm Desert Farmers Market Oct.– May $20,000 Paint El Paseo Pink Oct. 2020 $2,500 Restaurant Week Jun. 2021 $5,000 Zero 5K Sep. 2020 $2,500 Wildflower Festival Mar. 7, 2021 $10,000 YMCA event TBD $10,000 Opening Day Mar. 2021 $2,500 Subtotal for City Produced Events $424,500 *On May 14, 2020, the City Council approved a total budget of $24,000 for the 4th of July Celebration. Staff was able to execute two planned events for just $4,920. Savings have been moved to the San Pablo Opening Event and moved into Miscellaneous Sponsorships. **On July 13, 2017, the City Council approved a five-year commitment for sponsorship of the El Paseo Fashion Week and Palm Desert Food & Wine events. This fiscal year will mark the fourth year of this five-year agreement.