HomeMy WebLinkAboutContract 1806 C_1 SOt
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Event Consultant/Coordination Services Agreement
Fantasy Balloon Flights
74181 Parosella Street,Palm Desert,CA 92260
760-568-0997, hotairballoonfest.com
Fantasy Balloon Flights is pleased to offer the following proposal
for Event Consultant/Coordination Services to the city of
Cathedral City for the Cathedral City Hot Air Balloon Festival
scheduled for November 15-17, 2019, and November 19-21,
2020 in Cathedral City, California.
Coordination of the Event shall include but not be limited to the
following:
Work Proposal —the scope of work(February 6,2019)
Responsibilities of Fantasy Balloon Flights —Cathedral City Hot Air
Balloon Festival
. 1) Develop a detailed timeline of activities and produce and
coordihate a schedule of primary events similar to those
listed in Appendix A. Provide support for and encourage
ancillary events in support of the weekend's programming.
Sample supporting events are listed in Appendix B.
Planned events will fall within budget included in Appendix
C. Events not listed in Appendix A or included in the
Appendix C budget fall outside of this Work Proposal and
are not included in the scope of work.
. 2) Specific support for ongoing development and growth of the
hot air balloon festival activities:
a) Develop an online application process for event
participation.
b) Conduct recruitment of hot air balloon pilot entries.
c) Prepare, produce, mail (including postage) as
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necessary, process and evaluate all pilot and balloon
crew applications.
d) Coordination of Balloon Competition, Balloon Glows,
and Tethered Ride activities.
e) Compile and edit Balloon and Pilot entrant information
and prepare scripts for announcers and Program.
. f) Coordination with the Palm Springs International Airport,
FAA, and the cities of Cathedral City and Rancho
Mirage.
g) Coordination Propane Refueling of the Balloons.
h) Provide guidance, advice and supervision for the
adherence to the rules and regulations of the City to
all participants.
I) City's event planning representative(s) shall give
direction as to the involvement of the Cathedral City
Council, and any other City related official.
. 3) Attend regular meetings via conference calls or phone
discussions as needed.
4) Attend and coordinate up to eight in person meetings with
City's event planning representative(s) and or community
planning committee in:
• May • June
• August • September • October • November
. 5) Provide review at meetings of overall event plans, and follow
direction on all safety related issues including Cathedral
City Fire and Police Department, the Palm Springs
International Airport, and the FAA regulations. Provide
timely and accurate reports regarding the progress of event
production at each meeting.
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. 6) Maintain line of communication with the City staff and
cooperate with the City and its representatives.
. 7) Recruit, hire, train, coordinate and supervise all volunteers
and all their activities as required.
. 8) Provide a site map, event layout, parade staging plan to
City's event planning representative(s) for approval at least
sixty (60) days prior to the event.
. 9) In the event of inclement weather, event Production
Company may request an alternate date for events with
express written approval by the City. Event will be planned
under a Rain or Shine implementation plan.
. 10) Responsible for obtaining all certificates of insurance and
liability release forms from all entries, volunteers, sub-
contractors, and vendors participating in events.
. 11) Contractor shall procure and maintain, at its sole cost and
expense, policies of insurance to include Comprehensive
general liability and personal injury with limits of at least
one million dollars ($1,000,000). Certificates of insurance
evidencing the foregoing and designating the City, its
elected official, officers, employees, agents, and volunteers
as additional named insured shall be provided prior to
commencement of services.
. 12) Conduct all fundraising and sponsorship solicitation efforts.
. 13) The Event Production Company is to oversee marketing
and promotion activities of all events.
. 14) Event Production Company is required to provide complete
staffing for all events and administrative operations. The
City shall provide road-closure and public safety (police,
fire, emergency medical) services and personnel.
. 15) Event Production Company is responsible for all
application printing, production, processing, mailing,
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postage, event signage, and any/all other costs associated
with the hot air balloon operations and production activities.
Including items identified in 2019 and 2020 final budgets.
16) Event Production Company will consider using Cathedral
City businesses or past event businesses from previous
Cathedral City Hot Air Balloon Festivals.
. 17) Recruit, hire, train and supervise event staff as needed.
. 18) Oversee all recruitment of participants, vendors, and
entertainers.
19) Prepare a final post event report including final budget
within 90 days from completion of event
. 20) Work with City officials and honor sound curfews of 9pm
Sunday —Thursday, 10-pm Friday and Saturday, 2:00am if
in between City Hall and Police Department buildings.
Responsibilities of The City—
1. Secure all city services and city permits for events in Civic
Center Plaza and provide support and waive fees for
events planned at city owned or controlled properties.
2. If required, the City shall be responsible for notifying all
property and business owners of any anticipated dates,
times and length of any street closures due to events.
3. Be responsible for meeting ADA requirements, accessibility
and special needs of spectators in all City venues.
4. All marketing efforts or event promotion activities of the
events available through the City will be made available for
the promotion of Cathedral City Hot Air Balloon Festival
and will be handled directly by the City and include an
awareness program to include broadcast of event schedule,
first aid locations, public transport locations, restroom
facilities, and handicap accessible areas.
Feb 0619 01:45p 13.6
0 This includes distribution of event related press releases, and
media advisories,
5. The City shall provide road-closure and public safety (fire,
emergency medical) services and personnel. If required,
City is responsible for all printing, production, processing,
mailing, postage, signage, and any/all other costs
associated with road closure activity related to events.
6. Secure all logistics equipment needed for events at Civic
Center Plaza:
• The City shall be responsible for ordering and placement of the
portable restrooms;
• City owned metal interlocking barricades placed at
congested areas in event venue including the parking
areas. Event Production Company is responsible for
renting any additional barricades that may be required;
• Trash maintenance service;
• Provide any required traffic cones with holes in top;
• Provide use of pop-tents in City inventory;
• City owned light towers if required for set up on city
property, and;
7. City's event planning representative(s) shall give direction
as to involvement of the Council, and any other City related
staff. City Staff will provide City Council any required
support for participation, entries, and / or appearances at
Cathedral City Hot Air Balloon Festival events.
8. Managing any hospitality needs for VIP, city
councilmembers, and special guests of the City.
9. Cathedral City retains the rights to the name tCathedral
City Hot Air Balloon Festival' and Producer will be granted
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use license for all related events. Producer to inform the
City Events Manager of any known infringement. Cathedral
City is responsible for enforcement and licensing the name.
10. Provide the Cathedral City Hot Air Balloon Festival with the
City's annual day use of the Big League Dreams Sports
Park for the Breakfast and Balloons Event, unless the park
is unavailable because of an event conflict.
11. Provide the Cathedral City Hot Air Balloon Festival with use
of the available parking area in the parking structure and
north parking lot during the Balloon Events.
12. Promote the Cathedral City Hot Air Balloon Festival with
similar ads as used during the 2018 event in the Desert
Sun Newspaper and the Cathedral City home mailer.
13. Provide 1,000 Swag bags, one color print, one sided.
14. Provide assistance in marketing:
a) Electronic billboards at Festival Lawn and Auto Center
b) Social Media Marketing
c) Event listed on DiscoverCathedralCity.corn
d) Event listed at Palm Springs Airport Kiosk
15. Support the 2019 Cathedral City Hot Air Balloon Festival as
the naming rights sponsor for an annual fee of$105,000,
and the right to continue the event for 2020 Hot Air Balloon
Festival for $110,000.
• Work Proposal will be extended to include the 2021
Cathedral City Hot Air Balloon Festival, if mutually
agreement is reached with City of Cathedral City and
Event Production Company by the end of July 2020.
• Benefits as Naming Rights Sponsor listed in
Appendix D Changes In the event any change or
changes in the scope of services /Work is requested
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by City, Parties shall execute a written amendment to
the Agreement, specifying all proposed amendments,
including, but not limited to, any additional fees. An
amendment may be entered into: A. To provide for
revisions or modifications to documents, work product,
or work, when required by the enactment or revision
of any subsequent law; or B. To provide for additional
services not included in this Agreement or not
customarily furnished in accordance with generally
accepted practice in Contractor's profession.
Additional Terms and Conditions: In the event of
cancellation by the City or other organization, any
deposit will be forfeited. Fantasy Balloon Flights
obligations are subject to detention or prevention by
sickness, inability to perform, accident, and acts of
God, riot, strikes, labor difficulties, epidemics, any
condition similar or dissimilar beyond Fantasy Balloon
Flights control: In such case there shall be no claim
for damages by either party to this contract.
IN WITNESS WHEREOF, the parties hereto have caused this
Agreement to be executed to be executed in their respective
names, by their proper officers thereunto duly authorized, as of
the sixth day of Fe. uary 2019:
Fantasy Ballon •h /
if-
By: ,d7redfifir
Name: S e1-• Wilkinson
Title: Owner
Date: February 6, 2019
Feb 0619 01:47p p.9
City of a Z-'dral C=
By: OP '
Name: Charles P. McClendon
Title: City Manager
Date:May 91 2019
APPENDIX A
Thursday Balloon pilot check in with the FAA, Master Briefing,
Council Chambers, Cathedral City 2:00-5:00 PM
Welcome Party Meet your Balloon Pilots, Sponsors, City Council,
FAA,Airport Manager and VIPs at Agua Caliente Casino Resort,
Rancho Mirage 5:30-7:00 PM, City Council Welcome 6:00 PM
Friday (Day 1) Breakfast and Balloons event at Big League Dreams
Opening Event 7:00-9:30 AM
Sunset Balloon Glow Dinner at the Westin Mission Hills Resort,
Rancho Mirage
Saturday, (Day 2) Balloon Launch at the Westin Mission Hills Resort,
Rancho Mirage 7:00 AM
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Tether Balloon Rides at the Festival Lawn, downtown Cathedral City
8:00-10:30 AM.
Kids Zone Bouncy Houses and Activities 8:00-4:00 PM
La Michoacana Bananas Balloon Candy Drop at the Festival Lawn,
downtown Cathedral City 11:00- 11:30 AM
Food & Beverage Vendors, downtown Cathedral City 8:00 AM-9:00 PM
Sponsor Displays and Merchandise Vendors, downtown Cathedral City
8:00 AM-9:00 PM
Community Group Events and DJ Music on the Stage, downtown
Cathedral City 10:00 AM-7:00 PM
Live Music on the Stage, Festival Lawn, Cathedral City 12:00-6:00 PM
VIP Viewing Lounge with beverages and live music on the roof of the
Parking Garage, Cathedral City 5:00- 9:30 PM
Balloon Glow with DJ Music at the Festival Lawn and western lot,
downtown Cathedral City 6:00-7:00 PM
Live Music Bands on the Stage, downtown Cathedral City 7:00-9:00
PM
Sunday (Day 3) Balloon Launch from Century Park, Cathedral City Park,
or other location 7:00 AM
Balloon Crews Awards Banquet at Agua Caliente Casino Resort,
Rancho Mirage 11:00- 12:00 PM.
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APPENDIX B
Thursday (Day 1) Media Balloon Glow 5:00- 6:00 PM, Festival Lawn,
downtown Cathedral City. $1,600
Saturday (Day2) Now and Then Car Show, downtown Cathedral City
1:00-4:00 PM. $1,500
Art Show or Crafts Fair and Market Place Vendors downtown
Cathedral City 10:00AM -5:00 PM. $1,200
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APPENDIX C
Budget outline of expenses.
Budget Expenses Type Total Cost
Stage,Lights, Sound Entertainment $5,800.00
Temporary Workers Labor $4,800.00
Health Permits Entertainment $412.00
4X6 Rack Cards 20,000 copies Promotions $2,000.00
T Shirts Promotions $3,000.00
Pilot Polo Shirts Promotions $1,000.00
PSP Kiosk Ad Promotions $200.00
Print Ads Promotions $2,100.00
Banners Promotions $500.00
Security Safety $2,500.00
Kid Zone Entertainment $3,000.00
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Balloon Glow Music Entertainment $1,800.00
Tables / Chairs Equipment $2,200.00
Step & Repeat Equipment $500.00
Balloonist Operations Labor $30,000.00
Balloonist Appearance Money Entertainment $10,000.00
Balloonist Meals Entertainment $4,000.00
Saturday Entertainment . Entertainment $5,000.00
Saturday Night Music Entertainment $3,000.00
Balloon Race Prize Entertainment $5,592.00
Stage Manager Entertainment $250.00
2 Lamar Billboards Promotions $1,100.00
Program Book Promotions $2,800.00
Topps Propane Propane $2,700.00
Brudvik Equipment $1,100.00
Hotel Rooms for Pilots Entertainment $8,000.00
Insurance Safety $4,000.00
Total $107,354.00
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APPENDIX D
Benefits for the 2019 $105,000 event sponsorship,and the 2020
$110,000 event sponsorship.
Naming Rights Prominent Logo Placement included in:
. 1) All Print and Media Advertising
. 2) Press Releases
. 3) Program Guide
. 4) Social Marketing
. 5) Official Poster, Merchandise and Website
. 6) 14 tickets to any Fantasy Balloon Flights ticketed activity
managed and produced by Event Production Company