HomeMy WebLinkAboutContract 1808 IVE
' 7o Winne Xeonon
39441 Bel Air Drive ... Cathedral City... CA 92234
626-695-9058 joakennon10@gmail.com
City of Cathedral City Business License#016125
Management Event Consultant
& Coordinator Agreement
This is agreement is to produce North Pole Village at Snow-Fest (NPV), a
Cathedral City event, 12 pm - 7 pm, Saturday, December 14, 2019. Consultant
fee for Jo Anne Kennon is $10,000.00.
Work Proposal —to include, but not be limited to the following:
JAK: Responsible for the management, budgeting, coordination, and the
production of the North Pole Village @ Snow Fest, (NVP) for Cathedral
City:
• Design and create a whimsical interactive Village utilizing the
expertise "established"within the community entities including but
not limited to the Public Arts Commission, CV Rep, and students.
• Develop and manage the event budget for Cathedral City
Council's approval, to be submitted for the February 27,
2019, City Council meeting. (Attachment 1.)
Create a workable timeline, schedule and attend all meetings
included in Attachment 2. Prepare all documentation; distribute
meeting notes, including possible decisions/progress, in a timely
way to all parties. Copy Chris Parman on all.
• Work in conjunction with all City subcontractors, vendors and
sponsors. Assist in creating a sponsorship package tailored to this
themed event.
Establish communication, working relationships and possible
funding sources with the various Cathedral City community entities
to fund and build the interactive North Pole Village @ Snow Fest.
• Coordinate and work with City department staff to schedule, set-up,
and meet any special needs to operate the event.
• Maintain and update all data and documentation for posting event
by Chris Parman, Communication and Events Manager.
NPV 12/14/19
Page 2
Specific to North Pole Village @ Snow Fest:
• NPV structures/storefronts will be set-up on
December 6th to allow artists and associates to paint them.
They will remain on display through 1/2/20.
• Layout diagram NPV:
✓ Draft for approval 30 days out
✓ FINAL 14 days out
✓ Manage Village set-up for painting on December 6,
2019
• NP VILLAGE structures to consist of the following:
/ Large street sign (in middle of Lalo Guerrero —West
end) w/"Title sponsor presents" NPV @ Snow-Fest
/ Second "whimsical" street sign with arrows pointing in
all directions featuring Santa, Grinch, Elf Workshop
and other important store fronts. (Maybe at both ends
of Lalo Guerrero St)
✓ 10 Additional Store Fronts for 2019
✓ Sponsorship package will be created at various
levels:
o Title $5000
o Train — North Pole Express $5000
o Santa ($2000/3000)
o Grinch ($2000/3000)
o Tree lighting ($1000)
o Store fronts (20) ($1000-$750)
o Food Vendor$500 4 or 5
o Sponsor Deck range $250 -
o Awards $1000
o Entertainment $
✓ Additional revenue opportunities
o Sell special seating
• Table signage
• Centerpiece
• Cookies & Hot Chocolate service
• VIP/Celebrity decorated Ornaments to
Silent Auctions
NPV
Page 3
12/14/19
Continue:
Specific to North Pole Village @ Snow Fest:
✓ Additional revenue opportunities
✓ Work with various entities to establish training for
students and volunteers who may be assigned to
event locations, to participate in skits, to provide
photography duties etc.
✓ Contact/confirm Choir and Band for Carolers and
Combos
o May possibly hire a band to open the event
with Santa following (budget permitting)
Specific to the evening at the North Pole Village @ Snow Fest:
• Draft Evening Script and Timeline
o Schedule activities from Noon to 4:30 PM
• SANTA PARLOR
o Work both ways from 5 PM Tree lighting
• Confirm Council MC and Presentations
o Share evening script and timeline w/DJ/sound
o Be available in staging area at all times during
program
Responsibilities of the City:
Secure City event permits and waive fees for event
• Notify surrounding businesses that may be affected.
Meet all ADA requirements (Bryan sister Erica to assist)
Provide timely road-closures and public safety (fire, emergency,
medical) services and personnel.
• Secure all logistical equipment needed leading up to event, during
the event, and following the event. This shall include portable
restroom placement, barricades, and trash maintenance.
• Electrical needs and generator (underwritten/INKIND )
NPV 12/14/19
Page 4
Payment schedule:
• Fifty percent (50%) payment by July 15, 2019
• Twenty-five percent (25%) payment October 1, 2019
> Twenty-five percent (25%) payment December 1, 2019
Respective parties will execute this agreement in duplicate on the signing date.
# 111
e K- n,n City o C/edral Ci
B ge h. , _
/ i
Name: Jo Anne ennon Name: Charles P. McClendon
Title: Consultant Title: City Manager
City of Cathedral City Business License#016125
Date: 5-1 5 -) 6, Date: May 9, 2019