HomeMy WebLinkAboutRatify Expenditures for Fashion Wk El Paseo Food & Wine 2016Contract No. C34950
CITY OF PALM DESERT
ECONOMIC DEVELOPMENT DEPARTMENT
STAFF REPORT
REQUEST: RATIFY EXPENDITURES ASSOCIATED WITH THE RELOCATION OF
FASHION WEEK EL PASEO AND FOOD & WINE FESTIVAL PALM
DESERT TO PALM SPRINGS LIFE IN THE AMOUNT OF $31,533.71
SUBMITTED BY: Ruth Ann Moore, Economic Development Manager
DATE: May 12, 2016
CONTENTS: City Manager approval memos for costs
Recommendation:
By Minute Motion, ratify reimbursement expenditures to Palm Springs Life in
the amount of $31,533.71 for costs associated with the relocation of Fashion
Week El Paseo and Food & Wine Festival Palm Desert.
Funds are available in the Economic Development Budget for Fiscal Year 2015-2016.
Executive Summary:
Funding for costs associated with the relocation of Fashion Week El Paseo and Food & Wine
Palm Desert were approved within the Fiscal Year 2015-2016 Budget.
Palm Springs Life paid for structural engineering costs associated with securing the tents to the
parking structure and rental location upfront and were reimbursed by the City. By combining
these costs rather than paying each business individually, the total amounts exceeded the
signing authority of the City Manager for a specific project or occurrence and therefore requires
a ratification of the City Council.
Relocation fees that were reimbursed to Palm Springs Life include the following:
• Walker Parking Consultants — development of structural calculations to support the
occupancy loads for the events. $ 4,700.00
• Al Party Rental — costs associated with drilling, fabrication and installation of anchor
plates to hold the tent structures. $ 6,833.71
• The Gardens on El Paseo — costs associated with renting the parking structure as a
location for the event. $20,000.00
TOTAL
$31,533.71
Funds were approved in the 2015-2016 Fiscal Budget for costs associated with moving the
event to the parking structure and no appropriation is required.
Contract No. C34950
Staff Report
Ratification of FW expenses
May 12, 2016
Page 2 of 2
Strategic Plan Obiective
Fashion Week El Paseo and Food & Wine Festival Palm Desert contribute to both the Economic
Development and Tourism and Marketing elements of the City Envision Palm Desert Strategic
Plan. Specifically, event creation contributes to:
• Priority No. 3 of the Economic Development element —Create and attract entertainment
and events to enhance and expand the Palm Desert economy and lifestyle; and
• Priority No. 2 of the Marketing and Tourism element —Grow existing events and develop
new events to enhance the desirability of Palm Desert as a year-round destination.
Fiscal Analvsis:
Fashion Week El Paseo and Food & Wine Festival Palm Desert have become unique, signature
events for Palm Desert that encourage out of town guests to extend their visit to the City and
patronize its shops, restaurants, and hotels. Spurred by the significant exposure that the City
receives via advertising, public relations, and online and direct marketing efforts, these visitors
help generate the sales tax and transient occupancy tax revenues that add into the City's
general fund.
Staff recommends approval of the above motions.
Submit y:
uth nn Moor
Economic Development Manager
Reviewed:
400 Janet re
ctor of Finance
Approval:
Idsti McCarthy
nteri City Manage
Department Head:
Wrtin Alvarez
Director of Economic Development
Rudy �osta
Assistant City Manager
G F.con Development%Rtit h Ann Moore\STAFF RLPORTS\Pashion Week ratification ofexpenses docx
Contract No. C34950
MEMORANDUM
TO: John Wohlmuth, City Manager
FROM- Ruth Ann Moore, Economic Development Manage s,
CC: Martin Alvarez, Director of Economic Development
DATE: September 24, 2015
SUBJECT: Approval of costs associated with tent studies for Fashion Week
ATTACHED: Palm Springs Life invoice and canceled check
Structural reports
Attached is the invoice and corresponding canceled check from Palm Springs Ufe for Walker
Parking Consultants. Walker performed the code analysis for the occupancy load of the parking
structure at the Gardens on El Paseo to determine if the Fashion Week tents, equipment and
participants can be supported. In addition Walker performed an analysis of the roof level to
determine the structural member stresses, deflections and capabilities,
Structural reports are attached and this completes the second and final phase to determine that
the parking structure can be used for the Fashion Week and Food & Wine events_
The next portion of the project the City has agreed to fund will occur closer to the event with the
scanning of the concrete and drilling and installation of the hooks to secure the tent:
Staff recommends, approval of this cost for analysis of the site and funds are available in
Professional Administrative Expense, Account No 1104430-4309000.
Please contact me if you have any questions.
Wohlmuth, City Manager
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Contract No. C34950
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Reurt PubHUflons lime
Desert Publications, L)r-
PO Box 2724
Palm Springs, CA 92263
BILLING ADDRESS
Ruth Ann Moore
Clty of Palm Desert
73510 Fred Waring Dr
Palm Desert, CA 92260
Invoice #
Invoice Date
Customer
Payment Terms
Due Date
Customer PO #
ADVERTISER
City of Palm Desert, ID: 183
73510 Fred Waning Dr
Palm Desert, CA 92260-2578
991756
09=2015
City of Palm Desert, ID: 183
Net 30 Days
10/23/2015
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Engfneering Services from Walker Parker Coasultarats
1
Subtotal
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Payments 6 Credits
BALANCE VUE
$4,700.00 $4,700.00
$4,700.00
$0.00
$0.00
$4,700.00
---------------------------------------------------------------------------------------------
REMMANCE STUB TO DESERT PUSUQUIONS, INC.
Invoice # j 991756 1 Dade 109123/2015 + Custourer ID ID: 183, City of Palm Desert
Amount Enclosed: I
Make Checks Payable to: Desert Publications, Desert Publications, Inc. PHONE (760) 325 2333
Inc. PO BOX 2724 FAX (760) 325.6097
Palm Springs, CA 92263
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Contract No. C34950
1312 y
MEMORANDUM
TO: John Wohlmuth, City Manager
FROM: Ruth Ann Moore, Economic Development Manager
CC: Martin Alvarez, Director of Economic Development
Rudy Acosta, Assistant City Manager
DATE: September 24, 2015
SUBJECT: Approval of costs associated with drilling and anchor plates for Fashion Week
tents
ATTACHED: Al Party Contract with Palm Springs Life
Attached is the updated cost associated with drilling and anchor plate installation for the
Fashion Week tents located on top of the Gardens parking structure.
Once the scanning of the parking deck was completed it was determined that to safely install
the tents additional holes must be drilled to increase the number of plate installations.
This increased the estimated cost from $11,000 to $16,500. Staff recommends approval of this
cost for analysis of the site and funds are available in Professional Administrative Expense,
Account No 1104430-4309000.
Please contact Rudy Acosta or me should you have any questions.
Approved:
' 4ohn Wohlmuth, City Manager
Contract No. C34950
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Contract No. C34950
MEMORANDUM
TO: Rudy Acosta, Acting City Manager
FROM: Ruth Ann Moore, Economic Development Manager
DATE: April 15, 2016
SUBJECT: Authorization to approval reimbursement costs to Palm Springs Life associated
with tent installation for Fashion Week
ATTACHED: Sponsorship agreement, proof of payment and invoice to the City
Staff is seeking authorization to open a purchase order and approve is the agreed upon
reimbursement cost associated with moving the tent from the City's vacant lot to The Garden's
parking structure.
Attached is the sponsorship agreement between Palm Springs Life (PSL) and The Gardens on
El Paseo to hold the event on the parking structure and the proof of payment by PSL.
Staff recommends approval of this cost and funds are available in Professional Administrative
Expense, Account No 1104430-4309000.
Please contact me if you have any questions.
Approved:
Rudy Acosta, Acting City Manager
Contract No. C34950
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Contract No. C34950
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SPONSORSHIP AGREEMENT
THIS SPONSORSHIP AGREEMENT ("Agreement") Is made and entered into this 2Y
day of e& r , 2015, by and between The Gardens on El Paseo LLC, a
Delaware limited liability company and El Paseo Village LLC, a Delaware limited Ilability
company (collectively, the "Owner"), d/b/a The Gardens on El Paseo and El Paseo
Village (collectively, the "Center') and Desert Publications, Inc., a California corporation,
d/b/a Palm Springs Life ("Sponsor").
In consideration of the mutual covenants contained in this Agreement, Owner and
Sponsor hereby agree as follows:
1. §SoonsorsblD Riahts and Locations.
(i) In exchange for the Fees which shall be paid in accordance with
Section 3 below, and subject to the terms and conditions set forth
otherwise in this Agreement, Owner hereby grants Sponsor the
right to conduct sponsorship and promotional activities at the
Center (the 'Sponsorship's pursuant to the terms and conditions
herein. The terns of the Sponsor's rights in connection with the
Sponsorship are limited to the uses and locations (the "Locations'
In the Center described specifically herein and depicted in Exhibit A
and for no other purpose.
(ii) Sponsor acknowledges and agrees that the Locations are adequate
to meet its needs and that Center shall have no responsibility for,
and shall assume no liability for, the condition of the Locations upon
delivery to Sponsor.
(ill) Owner grants the following non-exclusive rights to Sponsor, unless
expressly Indicated as exclusive, throughout the Tenn and at
Sponsor's sole cost and expense unless indicated otherwise:
(i) Ability to host Fashion Week El Paseo 2016 from April 1, 2016
through April 9, 2016 (the "Fashion Week Event's on the west -side
upper level parking deck as depicted in Exhibit A. The Fashion
Week Event consists of the following:
a. Daly trunk shows open to the public;
b. Private, invitation only receptions and fashion shows for
ticketed attendees featuring clothing and accessories from
fashion designers and retailers. AN aspects of each trunk
show, reception and fashion show are subject to Owner's
advance approval;
C. One (1) ISO' tent with runway and one (1)180' tent including
a preparation kitchen that may include, but not be limited to
an oven, stove, refrigerator and preparation tables
("Preparation lQcchen7. The Preparation Kitchen shall be
primarily used for the warming and final preparation of the
food provided at the Fashion Week Event. Sponsor shall
submit drawings and layouts pertaining to all aspects of the
tenting, runway and Preparation Kitchen for Owner's
advance review and approval;
d. Seating for up to 1,200 Fashion Week Event attendees as
well as lounge furniture placed throughout the Fashion Week
Event area. All aspects of seating and lounge furniture are
subject to Owner pre -approval;
e. Sponsor shall secure, coordinate and manage a thirst party
service provider, pre -approved by Owner, to place portable
restrooms within the Event Location for the duration of the
Fashion Week Event and Food & Wine Event. All aspects of
the portable restrooms are subject to Owner's advance
approval and all set-up and removal shall take place before
or after Center hours on dates and times mutually agreed to
by the parties;
Red carpet set-up and display with step and repeat backdrop
for Fashion Week Event attendees to take photos during the
Fashion Week Event. Further, Owner hereby grants to
Sponsor, the non-exclusive right to photograph both the real
and personal property (to the extent such personal property
is owned by Owner) located within the Fashion Week Event
Location and in accordance with the terms and conditions
stated in Section 28 below;
g. Sponsor shall have the right to secure third party sponsors of
the Fashion Week Event (each a "Fashion Week Event
Sponsor" and collectively "Fashion Week Event Sponsors'),
which sponsorship rights may include, but are not limited to
the following: automobile dlsplay(s), up to three (3) booth
displays with point -of -sale setups, and naming rights of the
tents Including signage at the entrance of the tents. A list of
all proposed Fashion Week Event Sponsors and their
corresponding sponsorship benefits must be provided to
Owner on or before March 18, 2016 for advance written
approval. Owner reserves the right to reject any proposed
Fashion Week Event Sponsor and/or proposed sponsorship
rights, which determination shall be made in Owner's sole
discretion. Sponsor acknowledges and agrees that as
Fashion Week Event Sponsors and the corresponding
benefits must adhere to the terms and conditions set forth In
Section 27 below. Fashion Week Event Sponsors may only
set up within Owner pre -approved locations (detailed in
Exhibit A) and no storage or placing excess goods is
P.
permitted In any other area of the Center without Owner's
advance written approval; and
h. Dates for 2017 and 2018 Fashion Week Events are subject
to mutual agreement of the parties; however, they will take
place within the months of March or April of their
corresponding years, and will consist of no more than a
nineteen (19) day total footprint on property Including setup,
event dates and tear down. The 2017 and 2018 Fashion
Week Events and Sponsoes rights related to the Events
shall be substantially the same as the 2016 Fashion Week
Event All aspects of the 2017 and 2018 Fashion Week
Events are subject to Owner's advance written approval and
any modification to Sponsors benefits must be agreed to in
writing by the parties.
Ability to host the 2016 Food & Wine Festival Palm Desert ("Food &
Wine Eventl from April 8, 2016 through April 10, 2016 on the west -
side upper level parking deck utilizing the Fashion Week Event
tenting and set up as depicted in Exhibit A. The Food & Wine
Event shall consist of the following:
a. Private, invite only daily food and wine sampling for ticketed
attendees featuring over fifty (50) restaurants and over one
hundred (100) wineries;
b. Dally Chef Demonstrations featuring celebrity chefs;
C. Red carpet set-up and display with step and repeat backdrop
for Food & Wine Event attendees to take photos during the
Food & Wine Event. Further, Owner hereby grants to
Sponsor, the non-exclusive right to photograph both the real
and personal property (to the extent such personal property
Is owned by Owner) located within the Food & Wine Event
Location and In accordance with the terms and conditions
stated In Section 28 below;
d. Sponsor shall have the right to secure third party sponsors of
the Food & Wine Event (each a "Food & Wine Event
Sponsor" and collectively "Food & Wine Event SponsorsJ,
which sponsorship rights may Include, but are not limited to
the following: automobile display(s), up to three (3) booth
displays with point -of -safe setups, and naming rights of the
tents including signage at the entrance of the tents. A list of
all proposed Food & Wine Event Sponsors and
corresponding sponsorship benefits must be provided to
Owner on or before March 18, 2016 for advance written
approval. Owner reserves the right to reject any proposed
Food & Wine Event Sponsor and/or proposed sponsorship
rights, which determination shall be made in Owner's sole
discretion. Sponsor acknowledges and agrees that all Food
& Wine Event Sponsors and the corresponding benefits
must adhere to the terms and conditions set forth In Section
27 below. Food & Wine Event Sponsors may only set up
within Owner pre -approved locations (detailed in Exhibit A)
and no storage or placing excess goods is permitted in any
other area of the Center without Owner's advance written
approval; and
e. Sponsor shall secure a catering company ("Caterer',
subject to Owner's pre -approval, to offer food and alcoholic
beverages to Food & Wine Event attendees. Sponsor shall
secure, or cause to be secured, the appropriate permits
and/or Ilcense(s) for the service of alcohol during each
annual Food & Wine Event, including, but not limited to, an
ABC or similar license. Sponsor shall ensure and/or cause
the Caterer to ensure that the Event attendees are not
served an excessive amount of alcohol. Further, Sponsor Is
responsible for complying with, and/or causing Caterer to
comply with, all federal, state and local ordinances, laws and
regulations regarding the service of alcoholic beverages.
Sponsor shall deliver a copy of all permits and approvals for
alcohol service and consumption at the Center by March 25,
2016. Owner reserves the right to prohibit the service and/or
consumption of alcohol in the Locations or at the Center If
Owner determines, in its sole discretion, that the appropriate
approvals have not been obtained by Sponsor and/or
Caterer in which case Owner shall not be responsible for
Sponsor's cost relating to services.
Ability to place up to six (6) directional signs within the common
area of The Gardens on EI Paseo, locations to be determined by
Owner, for attendee way finding. Owner required prior written
approval of signage and sign stands prior to production, purchasing
and display,
(iv) Ability to place up to four (4) Lucite magazine racks displaying the
Fashion Week Program within the common area of The Gardens
on El Passo, locations to be determined by Owner. Owner required
prior written approval of signage and Lucite magazine racks prior to
production, purchasing and display;
(v) Affix hooks to the parking deck that will act to secure the tenting for
the Promotion, all expenses are at Sponsor's cost. All hooks
n
secured to the parking deck as part of the tent securing for the
Promotion will remain as property of Owner upon the expiration or
termination of this Agreement.
(vi) The Fashion Week Event and the Food & Wine Event are
sometimes collectively referred to as the "Events" and the Fashion
Week Event Sponsors and Food $ Wine Event Sponsors are
sometimes collectively referred to as the "Event Sponsors."
(vii) Sponsor shall be responsible for Initiating and supervising all safety
precautions and programs to ensure Sponsces activities at the
Center In connection with the performance of this Agreement are
not a danger to visitors at the Center.
(vili) Upon expiration or termination of this Agreement, Sponsor shall
leave the Locations and the Center In as good a condition that
existed prior to its taking possession, including any damage caused
by the Events. Sponsor shall be solely responsible for any and all
repairs to the Locations and the Center for any and all damages
caused by Sponsor or its representatives.
(ix) Sponsor's use of the Locations shall not be permitted and shall not
be deemed lawful unless all of the following pre -conditions have
been met:
a. The Term referenced In Section 2 shall have commenced;
b. Sponsor shall have paid the required Fee(s) pursuant to
Section 3; and
C. Sponsor shall provide Owner with a copy of an Insurance
Certificate, as described in Section 11.
Any entry by Sponsor prior to the above conditions having been met shall be deemed
unlawful.
This Agreement shall commence on December 1, 2015 and terminate on
April 30, 2018 ("Term', unless terminated sooner as provided herein.
Any setup on Locations for Fashion Week Event and Food & Wine Event In 2016
shall take place from March 26, 2016 through April 1, 2016 between 8:00 a.m.
and 10:00 p.m. Set-up for the Events in 2017 and 2018 shall be mutually agreed
to by the parties.
Commencing for the second and third years of the Agreement and during each
subsequent year of the Term, Owner and/or Sponsor may terminate this
Agreement in the period between May 1 and May 31 with prior written notice to
6
the other party, with or without cause, preceding the following year's event.
Owner shall have the right to terminate this Agreement upon notice to Sponsor
with Ninety (90) days' prior written notice as a result of direction from any
regulatory authority or a change in applicable law or regulation that requires
Owner to cease or materially limit its performance under this Agreement, after
written notice thereof to Owner. In the event Owner provides notice of termination
under this section: (1) Sponsor will have no obligation to pay any further
Sponsorship Fees due after the date of the notice of termination, and (1) Sponsor
will be entitled to a pro-rata refund of any prepaid amounts for periods after the
effective date of termination.
3. Fees
All fees for the sponsorship rights granted hereby (the "Fees") shall be paid by
cashier's check or in certified funds and shall be made payable to Owner.
Payments shall be delivered to the attention of:
The Gardens on El Passo Management Office
Attn: General Manager
73-545 El Paseo, Suite 2500
Palm Desert. CA 92260
Sponsor shall pay Owner the Fees in the amount of Fifty Thousand and 001100
Dollars ($50,000.00), due and payable as follows:
(a) Twenty Thousand and 001100 Dollars ($20,000.00), due on or before
January 15, 2016;
(b) Fifteen Thousand and 00/100 Dollars ($15,000.00), due on or before
January 15, 2017; and
(c) Fifteen Thousand and 001100 Dollars ($15,000.00), due on or before
January 15, 2018.
In addition to the Fees detailed above, Sponsor shall provide Owner with the
Fashion Week El Paseo Couture Level Sponsorship detailed in Section 29
below, valued at approximately Forty -Five Thousand and 001100 Dollars
($45,000.00) (Fifteen Thousand and 00/100 Dollars ($15,000.00) per year).
Sponsor shall be solely responsible for, and shall pay prior to delinquency, any
and all taxes, assessments, levies, fees and other governmental charges levied
or assessed against or with respect to Sponsor and those provided under the
terms of this Agreement, Including, but not limited to, any and all state sales tax
and any and all taxes levied or assessed In connection with the use of the
Locations by Sponsor.
4. Owneess Riahts.
6
Notwithstanding anything herein to the contrary, Owner expressly reserves the
following rights throughout the term of this Agreement:
(a) Prior written approval rights over all marketing, advertising, promotlons,
signage, literature and any and all other promotional material(s) used,
distributed, or displayed by Sponsor with respect to the rights granted to
Sponsor herein, which approval may be withheld in Owner's sole
discretion.
(b) To enter into any other license or sponsorship agreement(s) not prohibited
by with the terms of this Agreement; and
(c) Any rights granted to Sponsor under the terms of this Agreement shall not
compete with: (i) Owner's agreement with JCDecaux Mallscape to sell and
display third -party advertising in the common areas of the Center from the
JCD Displays (defined below); or (9) with Owner's agreement with an
agency or advertiser for the installation and display of TMMI Advertising
(defined below) in the common areas of the Center. As used herein the
term "JCDecaux Displays" shall mean certain advertising structures and/or
displays featuring advertisements sold by third parties by Owner's tenant,
JCDecaux Maliscape. As used herein, the term "TMMI Advertising" shall
mean certain third party advertising signage and displays sold by Owner
or The Taubman Company LLC, d/bla Taubman Mall Media Impact
("TMMI"), on behalf of Owner, displayed in the common areas of the
Center from time to time.
5. Use of Marks and Materials.
For the term of this Agreement, each party hereby grants the other party a non-
exclusive license to use, solely In connection with the Sponsorship: (1) the
registered and unregistered trademarks (the "Marksl of such party; and (i7 any
other original works of authorship created by such party in connection with the
Sponsorship that are conveyed to the other by the granting party along with
written instructions that such original works of authorship are authorized for use
In connection with the Sponsorship (the "Works/. Collectively, the Marks and
the Works are hereinafter referred to as the "Program Material". Each party
acknowledges and agrees that: (I) it is prohibited from using the other's Program
Material in any other fashion and/or for any other purpose; (1I) it has no right to
create or adopt derivatives of the Marks or marks that are confusingly similar to
the Marks; (lit) it has no right to use the Marks in combination with any other
mark, name or term; (Iv) it will not make an representation or do any act which
may be taken to indicate that it has any right, title, or interest in or to the
ownership or use of the other's Program Material; (v) nothing contained in this
Agreement shall give either party any right, title or interest in or to the other's
Program Material except as a licensee under this Agreement; (VI) It may not
create derivatives of the other's Program Material without specific written prior
authorization; and (vii) it may not assign. sublicense, or otherwise subcontract its
7
rights or obligations under this Article without specific authorization from the
granting party.
6. Nature of Agreement.
No legal title, lease, easement or other possessory interest in real estate,
Including any leasehold interest in the Locations or the Center, or any
appurtenances thereto, shall be deemed or construed to have been created or
vested in Sponsor by anything contained in this Agreement. All costs pertaining
to Sponsor's rights hereunder including, but not limited to, sales tax attributable
to the Fees (if any) and costs for production for signage shall be bome by
Sponsor. Sponsor shall have no recourse against Owner's partners, members,
agents, contractors, employees, invitees or licensees for breach of contract
under this Agreement or otherwise and none of the partners or members
comprising the partnership or company which is the Owner, and none of the
partners or members of such partners or members, shall be Cable for breach of
contract or otherwise.
7. Conduct of Business.
(a) Sponsor shall operate during all days and hours established by Owner
during the term of this Agreement and shall abide by all rules and
regulations existing or established by Owner from time to time for tenants
and licensees. Sponsor hereby assumes all responsibility for obtaining
and keeping effective all licenses, permits and necessary approvals, and
shall otherwise comply with all applicable governmental rules and
regulations concerning this Agreement and with the requirements of
Owner's insurance carriers.
(b) Sponsor represents and warrants use of any and all elements described
herein are authorized or otherwise licensed and in no way infringes on any
third party's intellectual property rights.
(c) Sponsor shall not use or allow the Locations and/or the Center to be used
for any purpose other than expressly set forth to Section 1 above.
(d) Sponsor shall require its employees to wear appropriate attire at all times
while at the Center.
(e) The height, sound level, location and placement of the Locations shall be
subject to the rights of Center tenants and shall not impede the free flow of
traffic throughout the Center. Sponsor shall not conduct any activities in
the Center which create any noise or sound that Is objectionable to Owner
due to intermittence, beat, frequency, shrillness or loudness.
(f) In the event that Sponsor is permitted to conduct solicitation within
Locations as determined in Owner's sole discretion, Sponsor and
Sponsor's employees and/or agents shall not solicit Center customers in
any portion of the Center other than Locations. Employees and/or agents
8
a.
9.
of Sponsor are not to "call our to customers in a loud, aggressive or
hawking manner, subject employees and/or agents must maintain a
volume of speaking voice appropriate for Center.
(g) In the event that Sponsor is permitted to conduct Sweepstakes, Sponsor
shall provide notice in all materials related to any promotional games,
sweepstakes, contest drawings and giveaways individually and collectively
referred to as 'Sweepstakes" that Center and The Taubman Company
LLC, as Managing Agent have no Involvement In Sweepstakes and
Sponsor is the party solely responsible for Sweepstakes. Sponsor agrees
to cause each entrant to release and hold harmless Center and The
Taubman Company LLC, as Managing Agent from any and all claims
growing or arising out of any Sweepstakes.
Further, Sponsor shall comply with all laws as required in this Agreement
Including any gaming and/or lottery laws. Any Sweepstakes promoted at
Center pursuant to this Agreement shall not require any entrant to provide
consideration in order to be eligible to enter Sweepstakes.
Independent Contractor.
Sponsor is acting as an independent contractor pursuant to and limited to the
terms and conditions set forth in this Agreement and is solely and exclusively
responsible and liable for the acts and/or omissions of its employees, agents,
subsidiaries and subcontractors. Nothing in this Agreement shall be deemed or
construed by either party as to create any partnership, joint venture or
employer/employee relationship between the parties.
Default.
It shall be an "Event of Defauit" if either party breaches any of its respective
obligations, performances, terns, duties or conditions under the terms of this
Agreement and/or ff either party: (1) files a petition in bankruptcy, (ii) is Insolvent
or seeks relief under any law related to its ability to meet its payment obligation,
or (ill) has flied against it an involuntary petition In bankruptcy or any relief under
any such law by any creditor(s), unless such involuntary petition Is dismissed or
relief is denied within thirty (30) days after it has been filed or sought. If an Event
of Default shall continue uncured for more than ten (10) days after receipt of
written notice, then the non -defaulting party, In addition to any other rights or
remedies as stated herein, shall have the right, at its election, to terminate this
Agreement upon delivery of written notice to the defaulting party. If the Event of
Default is not curable within ten (10) days, then the time for cure shall be
extended as long as the defaulting party has diligently commenced to cure the
default. Notwithstanding, In no event shall the time to cure be extended beyond
thirty (30) days after the delivery of the default notice. The notice and cure
periods specified in this section shall not be required In connection with a default
or threatened default hereunder which could cause irreparable harm to Owner
(including, without limitation, any breach or threatened breach of the
0
confidentiality provisions of this Agreement), and Owner shall have the right to
terminate this Agreement and to seek Immediate Injunctive relief In order to
prevent or minimize such default or threatened default.
All remedies available to either party shall be cumulative. The pursuit of any
remedy shall not be deemed to waive any other remedy which may be available
to the party under the terms of this Agreement, or at law or in equity.
10. Covenant to Hold Harmless.
Sponsor shall Indemnify, defend and save harmless Owner and each partner and
member thereof, The Taubman Company LLC, as Managing Agent, their
respective directors, officers, employees, subsidiaries, affiliates, merchants and
tenants leasing or owning space at the Center, from and against any and all cost,
expense, legal action, claims for property damage, personal injury, bodily injury
or death, including reasonable attorneys' fees and the cost of defense, arising or
growing out of Sponsor's activities within the Promotion Area and its performance
of the terms and conditions of this Agreement, Including, without limitation, the
performance of any services, whether caused In whole or In part by the error,
omission, misconduct and/or negligent acts of Sponsor and/or its agents,
including all Event Sponsor and Caterer secured by Sponsor for the Events,
except to the extent caused by the gross negligence or willful misconduct of
Owner.
The Indemnifications In this paragraph shall survive expiration or termination of
this Agreement.
11. Insurance.
Throughout the term of this Agreement, Sponsor shall maintain the following
minimum insurance coverage and shall be solely responsible for the payment of
all deductibles and/or self -insured retention contained in the insurance policies.
Prior to the commencement of this Agreement, Owner must be provided with a
certificate of insurance that evidences the following:
(a) Commercial General Liability - with minimum coverage of S2,000,000 per
occurrence for bodily injury and property damage, Including personal and
advertising injury, and products and completed operations ,and liquor
liability; and
(b) Workers' Compensation - in full compliance with all statutory requirements
In the state in which the Center Is located and covering all employees. in
the event that Sponsor Is not subject to state statute, then Owner requires
Workers' Compensation as available in that state.
The Commercial General Liability policy shall name as additional insureds Owner
and The Taubman Company LLC, as Managing Agent. All insurance coverage
shall stipulate that coverage shall not be cancelled or not renewed unless the
Insurer or Sponsor gives thirty (30) days' (10 days for non-payment of insurance)
10
prior written notice to all Insured parties. Sponsor's Insurance coverage Is
primary and not contributing with any other Insurance avaliable to the additional
Insureds and that coverage is applicable to all services required under this
Agreement. Insurance coverage shall be maintained with an Insurance company
licensed and admitted to do business In the state In which the Center Is located
and shall be rated by AM Best as "A" VIII or better, or as otherwise acceptable to
Owner.
The Insurance policies must Include a waiver by the insurance company of all
rights against Owner and the Taubman Company LLC, as Managing Agent, their
respective agents, directors, partners, officers, employees and representatives
that might arise by reason of any payment under any policies carried by Sponsor
or by reason of any act or omission of Owner, Its agents, directors, partners,
officers, employees or representatives.
The failure to provide insurance coverage as required herein shall not relieve
Sponsor of its obligation to defend and indemnify Owner and The Taubman
Company LLC, as Managing Agent against any claim or loss that would have
been otherwise covered by such insurance.
Owner shall provide Sponsor with a certificate of insurance that provides
evidence of Owner's Commercial General Liability policy with minimum limit of
$2,000,000 for each occurrence for bodily injury, property damage, completed
operations; and Owner's Workers Compensation insurance which shall Insure all
employees of Owner.
12. Risk of boss.
Sponsor shall bear the sole risk of loss to any of its property and/or equipment
from any and all theft, damage and/or vandalism while located at the Center.
13. Expiration or Termination.
Upon the expiration or termination of this Agreement, Sponsor shall vacate the
Center within two (2) days. in the event that Sponsor falls to vacate the
Locations at the Center within such time, then Owner may remove or cause to be
removed all of Sponsor's property and equipment from the Center and have it
stored either on -site or at an off -site storage facility for a period of thirty (30)
days, after which such property will conclusively be deemed abandoned by
Sponsor and may be discarded by Owner without any liability to Sponsor
whatsoever. Owner shall not be responsible for the property or any damage
thereto, and Sponsor shall be solely responsible for all costs associated with
such removal, storage and disposal incurred by Owner.
14. N4Ice.
Every notice and communication given by either party to the other with regard to
this Agreement shall be in writing and shall be served either personally, by
certified or registered mail, return -receipt requested, by overnight mail, e-mail, or
11
by facsimile. Notice may be communicated by email, but must be confirmed
through one of the other methods described above. Such notice or
communication shall be addressed to the following:
To Owner.
The Gardens on EI Paseo
73-545 El Paseo, Suite 2500
Palm Desert, CA 92260
Attn: Patrick Klein, General Manager
e-mail: pklein@taubman.com
Fax: 760-W2-1884
With a copy to:
The Taubman Company
200 East Long Lake Road
Bloomfield Hills, MI 48304
Attn: Peggy Gronewold, Director, Partner Relations & Center Sponsorship
Fax: 248-258-7653
e-mail: pgronewold@taubman.com
To Sponsor.
Palm Springs Life
303 North Indian Canyon Drive
Palm Springs, CA 92262
Attn: Michael Matthews, Community Relations and Events Director
Fax: 760-325-4603
e-mail: michaeim@palmspringslife.com
Or at such other address or addresses as Owner and Sponsor may from time to
time designate in writing to the other party. The addresses and facsimile
numbers provided herein are conclusively deemed to be valid, and notice given
In compliance with this paragraph shall be conclusively presumed to be proper
and adequate unless a written change of address or facsimile number is provided
to the other addresses in the manner required hereby_
15. Attornevs' Fees.
In the event any dispute or litigation between Owner and Sponsor arise out of or
In connection with this Agreement, the prevailing party or parties In such suit or
action shall be entitled to recover from the other party or parties any and all
expense and costs, including reasonable attorney's fees, incurred In connection
with such suit or action. In the case that the prevailing party is Owner, The
Taubman Company LLC, as Managing Agent, is also entitled to recover as
provided herein.
12
16. Confidentiaiity.
Sponsor shall consider any and all Information, whether oral or written, that Is
related to this Agreement, whether directly or Indirectly, to be considered
confidential and proprietary and shall not reveal such terms of this Agreement
witfwut the prior written consent of Owner.
17. Asslarnment.
Sponsor shall not directly or indirectly, voluntarily or by operation of law assign,
license, or transfer any part or all of its interest In this Agreement without Owner's
prior written consent. Any assignment, license, encumbrance or transfer of this
Agreement without Owner's consent shall be void and shall constitute a material
default
18. Comoliance with Laws.
Sponsor shall comply with all, present and future, federal, state and local,
statutes, ordinances and regulations of all governmental authorities having
jurisdiction over the parties hereto and this Agreement
Neither Sponsor nor any of its officers, employees, directors, affiliates,
shareholders, partners or owners Is listed as a "Specially Designated Person" on
or Is In violation of any United States laws relating to terrorism or money
laundering, including, but not limited to, Executive Order No. 13224, effective
September 23, 2001, and the U.S. Bank Secrecy Act of 1970, both as amended
from time to time. Sponsor further warrants that no investigation, Inquiry or
charge is pending against Sponsor or any of its officers, employees, directors,
affiliates, shareholders, partners or owners under any laws or orders described In
this paragraph.
19. Goveming Law.
This Agreement shall be governed by and construed In accordance with the laws
of the state In which the Center Is located. If any provision of this Agreement is
ruled invalid or unenforceable by a court of proper jurisdiction, then the
remainder of this Agreement shall be valid and enforceable to the fullest extent
permitted by law.
20. Entire Agreement.
This Agreement, together with any Exhlbit(s) hereto, represents the entire
Agreement between the parties and supersedes all prior negotiations,
representations, writings or agreements between the partles, whether oral or
written. No amendment or modification to this Agreement shall be binding unless
it shall be In a writing signed by both parties.
This Agreement shall not be binding and effective unless signed by both parties.
13
21. Waive
A waiver by a party of any of the terms and conditions of this Agreement, in one
Instance, shall not be deemed or construed to be a waiver of such terms or
conditions for the future or any subsequent breach thereof. Any waiver must be
In writing in order to be effective.
22. Successors end Assians.
This Agreement shall be binding upon and inure to the benefit of the parties and,
In case of Owner, its successors and assigns, and in the case of Sponsor its
permitted successors and assigns.
23. Construction.
The parties acknowledge that both parties participated equally In the negotiation
of this Agreement and that, accordingly, no court construing this Agreement shall
construe it more stringently against one party than against the other, regardless
of which party's counsel drafted this Agreement.
24. Survival.
All representations, warranties, covenants and agreements herein contained on
the part of the parties shall be effective, and shall continue so long as any
obligations arising pursuant to this Agreement remain unperformed or until the
Agreement terminates according to its terms, except as otherwise provided
herein.
25. Counterprarts.
This Agreement may be executed In any number of counterparts, all of which
taken together shall constitute one agreement.
26. Confidential Hotline.
Owner strives to maintain the highest ethical standards regarding its business
relationships. If you have any reason to believe that such standards are being
compromised conceming this Agreement or otherwise, please call our
independently -operated, toll -free, 24-hours-a-day confidential hotline at 1-888-
773-2513 or report the matter on our independently -operated, confidential
website at https:/Awf.tnwgrc.com/taubman. Both the hotline and website are
completely confidential and anonymous.
27. §Mial Provisions.
Sponsor acknowledges and agrees to be bound by all of the following conditions
throughout the term of the Agreement and while located at the Center.
14
(a) Sponsor is responsible for set up and tear down of all tenting, seating,
displays, and elements associated with the Events;
(b) Sponsor shall provide professional and experienced staffing to manage all
onske elements of the Events as well as coordination of security
personnel for public safety, crowd control, and parking control for the
Events. This will include set up and enforcing Ownees rules and
regulations during Event hours and cleanup;
(c) Sponsor shall provide all staffing and coordination of housekeeping
personnel to clean and maintain the Event areas, as depicted in Exhibit A;
(d) Sponsor shall acquire proper permitting and approvals from the City of
Palm Desert for each of the Events and City parking;
(a) Sponsor agrees that the trucks used to deliver all promotional items
including, but not limited to tenting, seating, other Owner -approved Event
materials/supplies and Sponsor displays, and other elements associated
with the Promotion shall be removed from the Center immediately after
unloading the components of the Promotlon;
(f) Sponsor acknowledges and agrees that Owner is authorized to use its
name, logo, artwork and/or other similar identifying name, mark or symbol
to promote and publicize the Events;
(g) In the event an Event Sponsor has the right to display an automobile
within the Event Location ("Display"), Sponsor shall cause said Event
Sponsor to be bound by all of the following conditions regarding the
Display:
(I) Trucks used to deliver the Display shall be removed from the
Center immediately after unloading the components of Display.
(ii) The automobile battery cables in all displayed automobile(s) must
be disconnected and there shall not be more than one (1) gallon of
fuel in any automobile in Display.
(ill) Sponsor and/or Event Sponsor shall be solely responsible for the
placement of the Display in the mutually agreed upon Locations.
Display may only be moved in and out of the Center before or after
Center's normal business hours.
(iv) Sponsor and Event Sponsor shall comply with any and all local,
state and federal rules and regulations for the display of such
automobiles. Sponsor and/or Event Sponsor shall, prior to the
display of any automobile, obtain all permits necessary according to
any governing body with proper jurisdiction and shall provide
sufficient evidence of same to Owner. In the event that any
governing authority with proper jurisdiction shall cause the removal
15
of any automobile at any time during the Term, then the Event
Sponsor's right to the Display shall terminate immediately and
Sponsor shall remove all automobiles and related property within
two (2) days of receipt of notice.
(h) Owner reserves the right to terminate the operation of any individual Event
Sponsor with or without cause upon notice to Sponsor;
(1) Sponsor shall ensure that all Event Sponsors are in appropriate and
tasteful attire suitable for a family audience;
(j) Sponsor shall cause all Event Sponsors to hold harmless Owner and The
Taubman Company LLC from any and all claims growing or arising out of
the Events or such Event Sponsors' presence at the Center,
(k) Sponsor, including the Event Sponsors, shah conduct its business in the
Locations on the dates and times mutually agreed to by the parties in a
first-class manner and shall abide by all rules and regulations existing or
established by Owner from time to time for tenants and licensees in the
Center. Sponsor acknowledges that Owner's rules and regulations
expressly prohibit Owner's agents and employees from receiving or
accepting gifts or anything of value from Owner's tenants and licensees
and the granting of gifts or anything of value by Owner and Owner's
agents and employees to Owner's tenants and licensees at the Center.
Sponsor agrees that it shall not offer or provide gifts or anything of value
to Owner's officers, directors, stockholders, beneficiaries, partners,
members, representatives, agents and employees, including without
limitation discounts on Sponsor's merchandise, except that discounts
which are provided to all of Owner's employees at the Center shall be
permitted. Sponsor's business must be attended by employees at all
times. Sponsor shall not distribute handbills, pamphlets or other literature
of any kind or nature from the Locations or within the Center, unless
specifically detailed herein. Sponsor shall not use or allow the Locations
to be used for any Improper, immoral, or objectionable purposes as
determined by Owner in its sole judgment. Sponsor agrees that it will
conduct Its business in good faith, and will not do any act tending to injure
the reputation of the Center (or any part thereof) as determined by Owner.
(1) Sponsor sales practices shall be in accord with the standards and
practices of enclosed first-class full-retall-price regional shopping centers.
Sponsor represents and warrants that all merchandise sold from the
Locations Is legitimate and complies with all licensing expectations and
laws. Owner may require Sponsor to remove any goods or products that
are alleged or suspected of violating licensing laws and/or any alleged or
suspected illegal duplication of merchandise; failure to comply with
Owner's removal request may result in an immediate termination of this
Agreement in Owner's sole discre8on. Sponsor shall not offer any goods
or services which Owner determines, in its sole discretion, to be
16
Inconsistent with the image of a first-class, family-orlented regional retail
development, nor shall Sponsor display or sell any goods containing
portrayals which Owner determines, in its sole discretion, to be lewd,
graphically violent or pornographic. Sponsor shall not sell, keep or display
any paraphernalia In the Locations used in the preparation or consumption
of any controlled substances.
(m) Sponsor shalt require its employees to wear appropriate attire at all times
while at the Center (Professional or Business Casual Is expected attire).
Sponsor agrees to operate its business In a professional manner
Including, but not limited to, mode of dress. Owner reserves the right, at
Its sole discretion, to determine the appropriateness of any attire at any
time.
(n) Sponsor and Sponsoes employees, and/or agents and Event Sponsors
(for purposes of this section, collectively, "Sponsor") shall adhere to the
following sales and product demonstration selling practices and
prohibitions: (1) Sponsor shall not solicit business in the parking areas or
other common areas, or any part of the Center other than in the Locations;
(11) Sponsor shall not approach customers outside of the Locations in any
manner and are not to "hawk" or "call out" to customers outside the
Locations in any manner, whether verbally, by the use of noise makers, by
pursuing customers with Sponsor's product and motioning to customers to
visit the Sponsor's unit while passing or otherwise; Oil) when approached
by customers inside the Locations, Sponsor must not "hawk" or call out to
customers and must maintain a normal speaking tone at all times; (iv) If a
customer indicates they are not interested In a product, all sales
approaches are to cease immediately; (v) Sponsor shall not give away any
promotional items which could create a nuisance or require Licensor to
incur additional common area expenses; (vi) Sponsor and its employees
operating the Locations must conduct themselves in a professional and
courteous manner at all times; (vil) Sponsor must not leave the Locations
beyond "an arrm's reach" at any time; (viii) Sponsor cannot, at any time or
under any circumstances, walk into common areas of the Center with
products in hand; (ix) Sponsor cannot, at any time, call out to customers
walking through the Center, Including without limitation by asking
customers any of the following questions: "May I ask you a Question?",
"Hello, can I show you this product?", "Hello, how are you doing today?";
(x) Sponsor shall not physically intercept a customer who Is walking past
the Locations or touch a customer of the Center at any time; (xi) "No
Return PoScIW are expressly prohibited at all times and no such signage
may be posted at the Locations; (xii) returns by customers must be
accepted by Sponsor without aggression.
28. Snonsoes Riaht to Photoarvph.
(a) Sponsor agrees that it shall be a condition of this Agreement that Sponsor
obtains the written permission of Center tenants whose stores, signage,
17
storefronts, logos and/or other facilities are being photographed by
Sponsor. Sponsor must deliver a copy of such written permissions) to
Owner prior to photographing. Owner does not make any representation
or warranty as it relates to the store fronts, logos, or other third party rights
as it relates to their use In the Photographs (defined below). Sponsor
photographs such third party or this property at its sole risk.
(b) Sponsor agrees not to sell or reuse photographs of the Center and the
Events for any other usage except for the Photographs which are
permitted under this Section 28.
(c) Owner grants Sponsor the limited right to use the Photographs taken
during the Events ("Photographs"). Sponsor may use the Photographs for
online advertisement of future Events on palmspringslife.com and within
Palm Springs Life magazine showcasing Fashion Week highlights post -
Event. Sponsor will also use the Images to show a recap to sponsors and
participating vendors, and to acquire future sponsorships for Fashion
Week in coming years and for no other purpose. All use of Photographs
shall be done In a manner consistent with depicting Center In a positive,
family friendly manner. Ail Photographs in and/or of the Event Locations
may only be performed by Sponsor. Sponsor may use the Photographs
for Three (3) years after which time Owner's consent is required for
additional use.
(d) Sponsor shall provide adequate layout board and other protective floor
coverings and to place them under all equipment used to connection with
the photography.
(e) Sponsor shall inform its personnel, cast and crew that access is restricted
to only the Event Locations as set forth herein.
(f) Sponsor will act in a professional manner while at the Center and agrees
to abide by all Center rules and regulations established by Owner.
(g) Sponsor shall not use or allow the Event Locations and/or the Center to be
used for any improper, Immoral, or objectionable purposes as determined
by Owner in its sole judgment.
(h) Sponsor shall require its employees and/or agents to wear appropriate
attire at all time while at the Center.
(i) The height, sound level, location and placement of Sponsors equipment
and/or materials In the Event Locations shall be subject to the rights of
Center tenants and shall not impede the free flow of traffic throughout the
Center, as determined in Owner's sole discretion.
28. Owner's Snonsorshin Riahts.
18
(a) Sponsor to provide Couture Level Sponsorship for The Gardens on El
Paseo and El Paseo Village for the 2016 Fashion Week Event, which
Includes the following valued at approximately Fifteen Thousand and
001100 Dollars ($15,000.00):
{i) Inclusion of The Gardens on El Paseo and El Paseo Village in all
Sponsor -generated public relations efforts, marketing print
collateral, logo inclusion on Palm Springs Life Sponsored event
ads, logo inclusion on Save the Date E-blast (25,000 opt -In
subscribers), and logo inclusion on Fashion Week ads in the
December 2015 through March 2016 Issues of Palm Springs Life
and/or the Desert Guide;
(11) Inclusion of Center logos and link to
hhp://www.thegardensonelpaseo.com/ on fashionweekelpaseo.com, as
well as a listing on the "Sponsor" section for one (1) year,
09) Inclusion of Center logos and link to
http:lhvww.thegardensonelpaseo.com/ on Palmspringslife.com as well
as a listing on the 'Sponsor" section for one (1) year;
(iv) Palm Springs Life/Desert Guide creative banner package (25,000
Impressions for three (3) months), and four (4) Palmspringslife.com
monthly electronic newsletter ride -along ads, (24,500 opt -In
subscribers), subject to Owner's advance written approval;
(v) One (1) full page, four (4) color ad in 2016 Fashion Week Official
Program poly bagged with March Palm Springs Life. Twenty flue
thousand (25,000) total print run distribution and circulation. Owner
shall have the right to pre -approve the ad prior to print;
(A) Inclusion of Center logos on the video screen in main Fashion
Week Event tent all week, and on nightly programs; and
(vii) Eight (B) tickets to every Fashion Week event (64 tickets total) with
VIP Seating and eight (8) tickets (16 tickets total) to each of the two
(2) days the Food & Wine Event occurs.
(b) Sponsor shall provide a Couture Level Sponsorship for The Gardens on El
Paseo and El Paseo Village for the 2017 and 2018 Fashion Week Events,
valued at Fifteen Thousand and 00/100 Dollars ($15,000.00) each year,
which sponsorship and rights shall be substantially the same as that
provided during the 2016 Fashion Week Event. Any substantial changes
to the sponsorship or rights must be approved in advance and In writing by
the parties.
fIF7
This Agreement entered into as of the day and year first written above.
g J Owner: r
h ` �LAX c3� `
Authorized Signatory Regional Vice President for The Taubman
Company LLC, Managing Agent on behalf
of Owner
f'h/C,�r�CL F7 . /i709 77,V eW S (J - 0 t�
Printed Name Printed Name
Kc