HomeMy WebLinkAboutC38960A-Z FY19-20 Special Events and SponsorshipsCONTRACT NOS. C38960A-Z
CITY OF PALM DESERT
STAFF REPORT
ECONOMIC DEVELOPMENT DEPARTMENT
DATE: June 27, 2019
SUBMITTED BY: Vanessa Mager, Management Analyst
REQUEST: Approval of Proposed Special Events and Sponsorships for FY
2019/2020
Recommendation
By Minute Motion, approve:
1. Approve the Proposed Special Events and Sponsorships for FY 2019/2020;
2. Authorize the City Manager to take necessary action to facilitate the special
events and sponsorships including making discretionary changes provided that
the total for City Produced and City Sponsored Events does not exceed
$719,5001
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 Obiective
Approval of the Proposed Special Events and Sponsorships for FY 2019/2020 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.
Discussion
During the FY 2019/2020 Budget Study Session, the City Council reviewed the attached
annual special events and sponsorships. Staff revised the schedules based on those
discussions and is now recommending that the revised list be approved and monies be
appropriated as part of the City's FY 2019/20 budget.
STAFF REPORT
APPROVAL OF PROPOSED SPECIAL EVENTS & SPONSORSHIPS FOR FY 2019/2020
JUNE 27, 2019
PAGE 2
As discussed in the Budget Study Session, some sponsorships are contingent on staff
identifying an event producer/organization who is capable and inclined to accept the
monies outlined in the attachment to produce a successful event. If an event
producer/organization is unwilling or incapable of producing an event that aligns with the
priorities set forth in the City's Strategic Plan, staff will consider and evaluate options
available that will align with the priorities.
Thus, 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.
Please note that staff will bring back road closures and other ancillary items pertaining
to specific events requiring City Council approval at a later date, e.g. Y-Be-Fit, Palm
Desert Half Marathon and 5K, Golf Cart Parade, etc.
Fiscal Analvsis
Funding for these proposed special events & sponsorships will be included as part of
the FY 2019/2020 budget and available in Account No. 1104416-4306101 and Account
No. 1104416-4306201, once approved.
LEGAL REVIEW DEPARTMENT DEPARTMENT FINANCIAL CITY
REVIEW REVIEW REVIEW MANAGER
Not Applicable
Robert W.
Hargreaves
City Attorney
Thomas Soule
Director of
Marketing &
Tourism
Martin Alvarez
Director of
Economic
Development
et Moore
Director of Lauri Aylaian
Finance City Manager
ATTACHMENTS: Proposed Special Event & Sponsorship Schedule for FY 2019/2020
City of Palm Desert Proposed Special Events for FY 201912020
Event Date Amount
City's Golf Cart Parade Float 10/27/19 $3,000
Independence Day Celebration 714119 $60,000
Spring and Fall Concerts in the park Oct 2019 & May 2020 $80,000
Veterans Day Ceremony 11/11/19 $6,000
Miscellaneous Events $3,000
Subtotal for City Produced Events $152,000
17th Regiment 29 Palms Marine Corps Program
American Documentary Film Festival
Desert Senior Inspiration Awards
*Fashion Week El Paseo
*Palm Desert Food and Wine
First Weekend
Golf Cart Parade
International Sports Festival
Misc. Sponsorships
Modernism Week
Palm Desert Farmers Market
Palm Desert Half Marathon and 5K
Restaurant Week
Street Event at Westfield
Wildflower Festival
Y-B—e-Fit Palm Desert Challenge
Celebrate the Season Event — Gardens on El Paseo
El Paseo Theme Event (former Swin.9`N Hops Event)
I Subtotal for City Produced Events
Varies
Mar. 27-30,
2020
Apr. 2020
Mar. 2020
Mar.2020
Varies
Oct. 27,2020
Feb. 2020
Varies
Feb. 2020
Oct.— May
Feb. 2020
Jun. 2020
Nov. 1, 2019
Mar. 7, 2020
Oct. 6, 2019
Dec. 6, 2019
Feb. 2020
$5,000
$5,000
$3,000
$200,000 1
$100,0001
$35,0001
$30,500 1
$26,000
$50,000
$5,000
$15,000 1
$5,0001
$5,000 1
$20,000
$10,000
$25,000
$8,000 1
$20,000
$567,500 1
*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 third year of this five-year agreement.
e
Llm desert area
` ACCREDITED
■. t
OPENING DOORS FOR BUSINESS
June 26, 2019
City of Palm Desert
73510 Fred Waring Drive
Palm Desert, CA 92260
Dear Esteemed Palm Desert City Council Members and Staff,
Thank you and the City of Palm Desert for your continued support of the 55'h Annual Golf Cart Parade as the Title
Sponsor Your generosity is appreciated and needed for the continued vitality of the Palm Desert Area Chamber.
As requested in your previous correspondence, here is an expense breakdown of last year's Golf Cart Parade:
Management Fees
352.44
Office Supplies
52.49
Committee Expenses
Sponsor/Committee Shirts
1.275.29
Meals & Entertainment
154.70
Committee Expenses - Other
22.70
Total Committee Expenses
1,452.69
Contributions
Banner Carriers
1,000.00
Trash Pick up
250.00
Total Contributions
1,260.00
Areas Costs
Children's Area
1,868.83
Equipment Rental
7,676.05
Pre -Parade Activities
775.00
Reserved Seating
2,208.45
Senior Area
2,654.96
Total Areas Costs
15,183.29
Parade Costs
Awards & Trophies
2,675.10
Banners
1,970-92
Bands
900.00
Total Parade Costs
5,546.02
Publicity & Promotion
Advertising/Marketing
4.504.09
Photography
750.00
Poster
869.33
Total Publicity & Promotion
6,123.42
Total Expenses
29,960.35
Please feel free to contact me with any questions at 760-346-6111. We will have representation at this Thursday s
City Council Meeting as we appreciate your invitation. We are looking forward to another successful parade!
My Best,
Todd Rhoden, MBA
PresidentfCEO