HomeMy WebLinkAboutC-5251 - Grant Agreement for Special Event Support Program FY 12-13 - Christmas Boat Parade and Ring of LightsGRANT AGREEMENT
BETWEEN THE CITY OF NEWPORT BEACH AND
NEWPORT BEACH CHAMBER OF COMMERCE
This Grant Agreement ( "Agreement ") is entered into this day of
2012, by and between the City of Newport Beach, a California
municipal corporation and Charter City ( "City "), and NEWPORT BEACH CHAMBER OF
COMMERCE, a California nonprofit corporation located at 1470 Jamboree Road,
Newport Beach, CA 92660 ( "Grantee "). City and Grantee are at times individually
referred to as "Party" and collectively as "Parties" herein.
A. It is the policy of the City Council that the City's budget specifically allows the City
Council to direct revenue towards non - profit agencies, community groups,
community events, or enhancement projects with worthy projects or programs
which the City Council deems beneficial to resident's quality of life.
B. Grantee requested a grant from the City for the 2012 Newport Beach Chamber of
Commerce Christmas Boat Parade and Ring of LightF ( "Grant Proposal ").
C. The City Council determined the Grant Proposal is for a worthy project that will
benefit the City's residents quality of life.
D. The City Council approved a grant in the amount of Thirty Five Thousand Dollars
and 00/100 ($35,000) ( "Grant Funds ") to Grantee pursuant to certain conditions
regarding expenditure, reporting, and accounting requirements.
NOW, THEREFORE, the Parties agree as follows:
1. GRANT
1.1. City awards to Grantee Grant Funds in the amount of Thirty Five Thousand
Dollars and 00/100 ($35,000) as requested by Grantee in the Grant Proposal attached
hereto as Exhibit A and incorporated herein by reference, or such other amount as
authorized by the City Council.
1.2. Grant Funds shall be disbursed by City to Grantee as follows (select one):
❑ At the time of execution of this Agreement.
XOn or before September 7, 2012.
❑ In four (4) equal installments on the following dates: (a) Click here
to enter a date.(b) Click here to enter a date.(c)Click here to enter a
date.; and (d)Click here to enter a date..
2. TERM
The term of this Agreement shall commence on the date first written above
( "Effective Date ") and shall continue in full force and effect until June 30, 2013, unless
terminated earlier as provided herein.
3. RESTRICTIONS ON USE OF FUNDS
3.1. The Grant Funds are subject to the following expenditure conditions
( "Approved Uses "):
3.1.1. The Grant Funds shall be expended solely for the purposes
provided in Exhibit A;
3.1.2. The Grant Funds shall not be used for any activity that would
violate City, state or federal statutory or decisional law such as regulations affecting
non - profit or tax exempt organizations exempt from taxation pursuant to Section
501(c)(3) of the Internal Revenue Code; and
3.2. Grantee further warrants to City that the Grant Funds will be spent solely for
the Approved Uses and the Grant Funds shall be used by Grantee during this
Agreement's term otherwise the Grant Funds shall be returned to City, as provided in
Section 5 below.
4. REPORTING AND ACCOUNTING REQUIREMENTS
4.1. At all times during the term of this Agreement, Grantee shall maintain true,
proper, and complete books, records, and accounts (collectively, "Books and Records ")
in which shall be entered fully and accurately all transactions taken with respect to the
operations of Grantee under the Grant Proposal and the expenditure of the Grant
Funds. Grantee shall maintain the Books and Records in accordance with Generally
Accepted Accounting Principles.
4.2. If the Grantee has been audited by an independent auditor or has been the
subject of a compliance audit /examination by a grantee or regulatory agency during the
past three years, audit reports and management letters indicating compliance violations,
fraud, illegal acts, material weaknesses in internal control structure or reportable
conditions, in connection with such audits shall be delivered to the City thirty (30) days
prior to the effective date of this agreement. If no audits or events as described above
have occurred during this period, the Grantee shall provide City a written assertion that
no audits or similar examinations have occurred during the three (3) year period and an
assertion that the Grantee is not aware of any events or conditions, described above, or
other information that might reasonable impact City's decision to fund the grant as
requested.
4.3. City reserves the right to designate its own employee representative(s) or its
contracted representative(s) with a Certified Public Accounting firm who shall have the
right to audit Grantee's accounting procedures and internal controls of Grantee's
financial systems as they relate to the Grant Proposal and to examine any cost,
revenue, payment, claim, other records or supporting documentation resulting from any
Newport Beach Chamber of Commerce-Boat Parade 2012 Page 2
items set forth in -this Agreement. Any such audit(s) shall be undertaken by City or its
representative(s) at mutually agreed upon reasonable times and in conformance with
generally accepted auditing standards. Grantee agrees to fully cooperate with any such
audit(s).
4.4. This right to audit shall extend during the length of this Agreement and for a
period of three (3) years or longer, if required by law, following the date of any Grant
Funds tendered under this Agreement. Grantee agrees to retain all necessary
records /documentation for the entire length of this audit period.
4.5. Grantee shall, upon conclusion of the event, furnish the City with a Balance
Sheet and Income Statement describing the receipt and disbursement activities of
Grantee with respect to the Grant Funds. In its sole and absolute discretion the City
may also require Grantee to submit: (1) quarterly check registers and descriptions of
each disbursement; (ii) budget -to- actual - results; and (iii) a statement of position
describing the assets and liabilities associated with the Grant event. All reports,
including a post -event evaluation, shall be due to the City no later than forty -five (45)
days following the conclusion of the event. In the event that an independent audit is
conducted, Grantee shall forward a copy of the audited report tot eh City for review,
including any Management Letter, Report on Internal Controls, or Reportable Conditions
letter generated during the course of the audit.
4.6. Grantee agrees to exercise prudent financial management processes
including proper oversight of all assets, budget preparation, and timely reporting
including budget -to- actual- comparisons.
4.7. All Approved Uses shall be performed by Grantee or under Grantee's
supervision. Grantee represents that it possesses the professional and technical skills
required to perform the services required by this Agreement, and that it will perform all
services with a standard of care and in a manner commensurate with the community
professional standards.
4.8. If Grantee has supported Political Action Committees(s) (PACs) during the
past three (3) years, the Grantee shall hire an independent auditor to perform limited,
agreed -upon testwork procedures to provide City assurance that City sponsored event
profits did not subsidize the funding of Political Action Committees (PACs) and event
proceeds were adequately segregated from funds used to support PACs. Agreed upon
procedures may include a review of a detail list of the past three (3) years of PAC
contributions and expenditures, including:
a. An identifying donor number, date and amount of each reported
contribution; and
b. A detail of expenditures sufficient enough to determine that the
expenditures were solely for PAC - related expenses; and
c. Any retained earnings or fund balance at the end of each fiscal year.
Substantive documentation for the contribution and expenditure should be available
upon request. City shall approve the agreed -upon testwork procedures prior to the
commencement of fieldwork.
Newport Beach Chamber of Commerce -Boat Parade 2012 Page 3
5. USE OF GRANT FUNDS
The Grant Funds shall be used solely by Grantee for the Approved Uses and for no
other use, including but not limited to political activity in support of a PAC. In the event
that the Grant Funds are not used for the Approved Uses, Grantee shall notify the City
in writing, and shall be obligated to return the Grant Funds in full to the City within ten
(10) days. If the Grant funds are not expended by or before June 30, 2013, Grantee
shall notify the City in writing and shall be obligated to return the unexpended Grant
funds to the City within thirty (30) days.
6. INDEMNIFICATION
6.1. To the fullest extent permitted by law, Grantee shall indemnify, defend and
hold harmless City, its City Council, boards and commissions, officers, agents,
volunteers, and employees (collectively, the "Indemnified Parties ") from and against any
and all claims (including, without limitation, claims for bodily injury, death or damage to
property), demands, obligations, damages, actions, causes of action, suits, losses,
judgments, fines, penalties, liabilities, costs and expenses (including, without limitation,
attorney's fees, disbursements and court costs) of every kind and nature whatsoever
(individually, a Claim; collectively, "Claims "), which may arise from or in any manner
relate (directly or indirectly) to this Agreement (including the negligent and /or willful acts,
errors and /or omissions of Grantee, its principals, officers, agents, employees, vendors,
suppliers, consultants, subcontractors, anyone employed directly or indirectly by any of
them or for whose acts they may be liable for any or all of them).
6.2. Notwithstanding the foregoing, nothing herein shall be construed to require
Grantee to indemnify the Indemnified Parties from any Claim arising from the sole
negligence or willful misconduct of the Indemnified Parties. Nothing in this indemnity
shall be construed as authorizing any award of attorney's fees in any action on or to
enforce the terms of this Agreement. This indemnity shall apply to all claims and liability
regardless of whether any insurance policies are applicable. The policy limits do not act
as a limitation upon the amount of indemnification to be provided by Grantee.
7. GRANTEE INDEPENDENCE
In the performance of this Agreement, the Grantee, and the agents and employees of
Grantee, shall act in an independent capacity and are not officers, employees or agents
of the City. The manner and means of performing the Approved Uses are under the
control of Grantee, except to the extent they are limited by statute, rule or regulation and
the expressed terms of this Agreement. Nothing in this Agreement shall be deemed to
constitute approval for Grantee or any of Grantee's employees or agents, to be the
agents or employees of City. Grantee shall have the responsibility for and control over
the means of performing the Approved Uses, provided that Grantee is in compliance
with the terms of this Agreement. Anything in this Agreement that may appear to give
City the right to direct Grantee as to the details of the performance or to exercise a
measure of control over Grantee shall mean only that Grantee shall follow the desires of
City with respect to the results of the Approved Uses.
Newport Beach Chamber of Cornmerce -Boat Parade 2012 Page 4
8. PROHIBITION AGAINST TRANSFERS
Grantee shall not assign, sublease, hypothecate or transfer this Agreement or any of
the services to be performed under this Agreement, directly or indirectly, by operation of
law or otherwise without prior written consent of City. Any attempt to do so without
written consent of City shall be null and void.
9. NOTICES
9.1. All notices, demands, requests or approvals to be given under this Agreement
shall be given in writing and conclusively shall be deemed served when delivered
personally or on the third business day after the deposit thereof in the United States
mail, postage prepaid, first class mail, addressed as hereinafter provided.
9.2. All notices, demands, requests or approvals from Grantee to City shall be
addressed to the City at:
City Manager
Special Event Grant Support
City of Newport Beach
3300 Newport Boulevard
P.O. Box 1768
Newport Beach, CA 92658 -8915
Phone: (949) 644 -3000; Fax: (949) 644 -3020
9.3. All notices, demands, requests or approvals from City to Grantee shall be
addressed to Grantee at:
Richard Luehrs
Newport Beach Chamber of Commerce
1470 Jamboree Road
Newport Beach, CA 92660
Phone: 949 - 729 -4404
Email: rluehrs @newportbeach.com
10. TERMINATION
10.1. Termination for Cause. Grantee shall be in default if Grantee fails or refuses
to perform any duty required by the Agreement or performs in a manner inconsistent
with the terms, conditions and restrictions in this Agreement. In such event, City shall
give Grantee, thirty (30) days written notice to cure, if the default can be cured and City
shall be entitled to terminate this Agreement if Grantee has not cured the default within
the thirty (30) day cure period. City shall be entitled to immediately terminate this
Agreement if the default cannot be cured through corrective action. If terminated for
cause, Grant Funds shall be returned to the City pursuant to Section 5. This Agreement
is made on an annual basis, and as such is subject to non - renewal at its termination.
10.2. Termination without Cause. City may terminate this Agreement at anytime
with or without cause upon seven (7) days written notice to Grantee, any remaining
Newport Beach Chamber of Commerce -Boat Parade 2012 Page 5
Grant Funds in Grantee's possession at the time of termination shall be returned to City
pursuant to Section 5.
10.3. Specific Performance. Grantee agrees that the City has the legal right, and
all necessary conditions have been satisfied, to specifically enforce Grantee's
obligations pursuant to this Agreement.
11. STANDARD PROVISIONS
11.1. Compliance With all Laws. Grantee shall at its own cost and expense comply
with all statutes, ordinances, regulations and requirements of all governmental entities,
including federal, state, county or municipal, whether now in force or hereinafter
enacted.
11.2. Waiver. A waiver by either Party of any breach, of any term, covenant or
condition contained herein shall not be deemed to be a waiver of any subsequent
breach of the same or any other term, covenant or condition contained herein, whether
of the same or a different character.
11.3. Integrated Contract. This Agreement represents the full and complete
understanding of every kind or nature whatsoever between the parties hereto, and all
preliminary negotiations and agreements of whatsoever kind or nature are merged
herein. No verbal agreement or implied covenant shall be held to vary the provisions
herein.
11.4. Conflicts or Inconsistencies. In the event there are any conflicts or
inconsistencies between this Agreement and the Grant Proposal or any other
attachments attached hereto, the terms of this Agreement shall govern.
11.5. Interpretation. The terms of this Agreement shall be construed in accordance
with the meaning of the language used and shall not be construed for or against either
party by reason of the authorship of the Agreement or any other rule of construction
which might otherwise apply.
11.6. Amendments. This Agreement may be modified or amended only by a
written document executed by both Grantee and City and approved as to form by the
City Attorney.
11.7. Severability. If any term or portion of this Agreement is held to be invalid,
illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining
provisions of this Agreement shall continue in full force and effect.
11.8. Controlling Law And Venue. The laws of the State of California shall govern
this Agreement and all matters relating to it and any action brought relating to this
Agreement shall be adjudicated in a court of competent jurisdiction in the County of
Orange.
11.9. Equal Opportunity Employment. Grantee represents that it is an equal
opportunity employer and it shall not discriminate against any contractor, employee or
Newport Beach Chamber of Commerce -Boat Parade 2012 Page 6
applicant for employment because of race, religion, color, national origin, handicap,
ancestry, sex or age.
11.10. No Attorney's Fees. In the event of any dispute or legal action arising under
this Agreement, the prevailing party shall not be entitled to attorney's fees.
11.11. Counterparts. This Agreement may be executed in two (2) or more
counterparts, each of which shall be deemed an original and all of which together shall
constitute one and the same instrument.
[SIGNATURES ON FOLLOWING PAGE]
Newport Beach Chamber of Commerce -Boat Parade 2.012 Page 7
IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed
on the dates written below.
APPROVED AS TO FORM:
CITY ATTORN Y'S, OFFICE
Date: (� h.Z-/ i Z�'
By: ✓V
Aaron C. ai
City Attorney
ATTEST:
Date: /0 '
CITY OF NEWPORT BEACH,
A California municipal corporation
Date:
r / By:
Dave
City Manager
By:
At--.{
Leilani I. rown
C F
City Clerk,
<,
Attachment: Exhibit A: Grant Proposal
GRANTEE: Newport Beach Chamber of
Commerce, a California nonprofit
corporation.
Date:
Richard Luehr
President
[END OF SIGNATURES]
Newport Beach Chamber of Commerce -Boat Parade 2012 Page 8
Exhibit A
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Question
Value
Reference #
6296706
Status
Complete
Name of Applicant
Newport Beach Chamber of Commerce - Christmas Boat Parade and Ring of
Organization:
Lights
First Name
Richard
Last Name
Luehrs
Street Address.
1470 Jamboree Road
Address Line 2
City
Newport Beach
State
California
Zip Code
92660
Phone Number
949 - 729 -4404
Email Address
rluehrs @newportbeach.com
Type of Entity
Other Not For Profit Corporation (501C -6)
Name of Event:
104th Annual Christmas Boat Parade and Ring of Lights
Event Date(s):
Wednesday through Sunday, December 12 -16, 2012
Is this an annual
event?
yes
Type of event:
Community
Event location /venue:
Newport Harbor (on the water, surrounding homes and businesses)
Are you anticipating
No road closures are requested. However, in terms of waste minimization, all of
any road closures? If
the environmental guidelines and requirements from the U.S. Coast Guard and
so describe waste
local entities for boating activities are enforced and encouraged during the Boat
minimization and
Parade. In terms of the fireworks show, the Chamber hires pyrotechnic vendors
clean -up plan for
that understand and deliver on the important elements of minimal waste, trash
public spaces /roads.
and fallout, especially as it impacts the pier.
Is there a fee to enter
the event for the
Viewing the parade is free to the public (which is estimated at one million
general public?
viewers annually.) A $25 registration fee is required for boat participants. The
Describe what, if any,
Chamber also directs hundreds of inquiries to local boat charter companies and
portion of the event is
restaurants for viewing options to help bring business to the community.
FREE to the public.
The Parade The Newport Beach Christmas Boat Parade is easily the largest
special event in Newport Beach, drawing an estimated one million viewers each
year. As Newport Beach's Christmas Card to the world, the boat parade will set
the harbor ablaze for five consecutive nights, beginning Wednesday, December
12 and ending Sunday, December 16, 2012. The parade starts off Bay Island at
Description of Event:
6:30 pm and finishes at the same site at approximately 9:00 pm each evening.
Beautiful multi - million dollar yachts, kayaks, canoes and other small boats light
up the harbor as a dazzling array of holiday lights and music fill the air at the
Christmas Boat Parade. Many of the boats will be richly decorated with
animated Christmas scenes accompanied by music and costumed carolers. Some
boat owners in the past have spent over $50,000 to decorate their vessels for the
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event. The Christmas floats will wind their way some 14 miles around the
harbor to give viewers in restaurants, yacht clubs, on public beaches, and in
private homes an incredible sight that has delighted millions of people for a
century. The Christmas Boat Parade, hailed as "one of the top ten holiday
happenings in the nation" by the New York Times and resulted in Newport
Beach being designated in 2011 as the " 42 Best City in the Country for Holiday
Lights" by Yahoo Travel, is truly a magical holiday tradition for all ages. The
parade continues to be a premier event during the holiday season in Southern
California that brings joy and happiness to all that view it. Ring of Lights
Serving as the backdrop for the hundreds of lighted boats in the parade is the
annual "Ring of Lights" contest, hosted by the Commodores Club of the
Newport Beach Chamber of Commerce. Beautifully decorated bayside homes
and businesses surrounding the harbor go "all out" with their own holiday spirit,
featuring everything from roof -top animated scenes to dancing Christmas trees.
With its own judged categories and prizes, the "Ring of Lights" has become as
celebrated as the boat parade itself. Fireworks On the final night of the parade,
Sunday, December 16, a special fireworks display will close out the parade.
Beginning at approximately 9:00 pm, the fireworks will be visible from all
around the harbor, being launched from the Balboa Pier. Awards Dinner and
Auction Both the Boat Parade and the Ring of Lights competitions culminate at
the annual Awards Dinner & Auction held in January, 2013. Open to the public,
this gala event honors winners from both competitions. Additionally, the party
will feature live entertainment, dancing and an incredible live and silent auction.
Event History The Newport Beach Christmas Boat Parade began at the turn of
the century. John Scarpa, an obscure Italian gondolier, and Joseph Beek,
developer of Beacon Bay, the Balboa Ferry Line and the principal force in the
early development of Balboa Island, arrived in the Newport Harbor area about
98 years ago. These two men established what was then called the Tournament
of Lights, an event that would continue for the next nine decades. In 1907,
Scarpa began the tradition of lighting boats by taking a group of visitors from
Pasadena across the bay in a gondola decorated with Japanese lanterns. One
year later, on July 4, 1908, the first lighted boat parade took place. Scarpa, along
with his fellow small boat operators, put together a loosely organized affair
consisting of nine vessels. The parade, illuminated by Japanese lanterns, was led
by Scarpa's gondola and followed by eight canoes. Thus, Scarpa has been
credited with the first lighted boat parade. In 1913 the parade, then called the
Illuminated Water Parade, was held again. The boats were judged and prizes for
the best decorated and best lighted vessels were given. Another larger parade
followed in 1914 and for the Fourth of July, 1915, an even larger turnout was
experienced. Historians say that as many as forty launches, canoes and rowboats
participated in the celebration. The spectacular event featured a derelict boat
hull that was set afire, followed by a dramatic "rescue" of passengers, a "Battle
of Fireworks" between two launches and the explosion of two underwater
mines. The relatively dangerous celebration was witnessed by thousands of
visitors. Unfortunately this was to be the last parade for the next five years.
World War I erupted and a severe depression hit Newport Harbor. It was not
until 1919 that Beek, who at the time was operating ferryboats like the Fat
Ferry, came to rescue the lighted parade. Most of the early participants were
children who decorated floats that were towed around the harbor. The floats
were constructed in Beek's garage and many were patterned after those seen in
the Pasadena Tournament of Roses Parade. With the exception of several years
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during World War II, the Tournament of Lights was held every summer from
1919 through 1949. However, in 1949 the city fathers believed that the light
parade was drawing too many visitors to the harbor and creating heavy
crowding and traffic congestion. The Tournament of Lights fell out of favor.
Fortunately, back in 1946, Newport Beach City employees had outfitted a barge
during the holiday season and installed a lighted Christmas tree. The barge was
towed around the harbor while its passengers sang Christmas carols to residents
on shore. In later years, the Beek family came to the front again and provided
one of their ferryboats for the floating Christmas tree celebration. Gradually,
each year, other lighted boats fell in line behind the city employees' floating
tree. Soon the Tournament of Lights came back as a Christmas celebration.
Today the Tournament of Lights, now called the Newport Beach Christmas
Boat Parade, features as many as 100 boats. The parade is proudly hosted by the
Commodores Club of the Newport Beach Chamber of and is the premier event
of the holiday season in Southern California
The event organizer, the Newport Beach Chamber of Commerce, throughout its
over 100 year history and in its current role, is in the business of producing
signature events for the Newport Beach Community. In all of the events it
produces, the organization understands the critically important role of
maintaining the brand of Newport Beach, the collaborative opportunities of
working with local businesses, the City, its residents and tourists, and the
importance of managing the fine details to honor the picturesque and luxury
nature of Newport Beach. In its management of all its events, the Chamber has a
demonstrated history of solid organization, with full time special event
management on staff, as well as drawing upon the decades of management
experience with its current staff. (The President and Vice President have over 50
years of experience in their positions with the Chamber of Commerce alone.)
The Chamber also utilizes the expertise of many qualified vendor partners,
including industry leaders in tenting, audio visual, staging, waste management,
ticketing, catering, etc. Hosting events in Newport Beach requires a
Summarize applicant's commitment and dedicated attention to many elements. Responsible
)rior event experience environmental practices, visible and effective security, and responsible
1/2 page maximum): hospitality in regard to alcoholic beverage consumption are just a few. As the
Chamber's overall goal is to promote Newport Beach as a great place to live,
work and play, that theme is carried through its management of its events. Some
of these events include... The Taste of Newport Now celebrating its 24th year
in 2012. With humble beginnings, the event's vision began at the Chamber and
continues to be under its care today. The event has become a signature culinary
and live entertainment event for Southern California, and while many "Taste of
events have come and gone through the years, the Chamber has successfully
managed to develop the Taste into one that garners national attention and over
50,000 attendees. The Chamber, along with its volunteers, manages all aspects
of the event from concept to completion, including operations and logistics,
publicity and marketing, infrastructure, entertainment, audio visual,
sponsorships, volunteers and community partnerships. • 51st Annual Sand
Castle Contest • 51st Annual Scholarship and Athletic Awards • Mentor for a
Day program • 77th Annual Flight of the Lasers • Citizen of the Year gala for
the City of Newport Beach • 15th Annual Fire and Lifeguard Appreciation
Beach Party • 41 st Annual Police Appreciation Breakfast
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If the Applicant
conducts similar
events elsewhere,
please provide details
including: where,
N/A
when, safety issues,
and if applicable, why
the event left its
previous location ( I
page maximum):
Amount of cash
$50,000
requested:
How will the requested
Official Sponsorship designation to be used for overall operations, event
finds be used?
expenses and marketing.
Does the applicant
Yes
hold IP rights?
Is there a contract with
No
an Event Organizer?
Contact information
for Event Organizer:
The City's support
should represent no
more than 251/o of the
total event budget.
Volunteer hours may
not be counted toward
the total event budget,
Yes
but the value of in-
kind goods and
services may be
counted. Does your
request meet this
criterion?
The City's support
must be used for the
implementation of an
actual special event.
(i.e. event execution,
Yes
not planning the
event). Does your
request meet this
criterion?
The request for City
support must include a
list of other City
entities or groups and
Yes
private sponsors from
whom the applicant is
seeking financial
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(If yes, attach
applicable, upload
document (acceptable
file formats: word &
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The Newport Beach Christmas Boat Parade is easily the largest special event in
Newport Beach. In terms of community, residents line the shores, bridges,
docks and homefronts, and schedule their holiday parties and traditions around
the parade. They participate in the Ring of Lights waterfront home and business
decorating contest, and yacht owners spend great amounts of resources (both
financial and personal time) to make the parade the spectacle that it is each year.
Some participants take underprivileged children out to see the parade, seniors
watch it with their grand children, and visitors from all areas, backgrounds and
ages see the parade time and time again. While having a serious economic
impact on the community, it is more importantly one of the few events that truly
represents the collaboration of efforts between residents, businesses,
participants, volunteers, civic organizations, strategic partners, media and
visitors to our community — and with a positive spirit at the holidays. The New
York Times once hailed the Boat Parade as "One of the top holiday happenings
in the Nation" and just this year in 2011, Yahoo Travel designated Newport
Beach as the " #2 Destination in the United States for Holiday Lights." Media
coverage of the event is national in scope and includes print, social media and
broadcast media including (in years past) the Today Show, Good Morning
America and even The Tonight Show with Jay Leno. It is truly Newport
Community
Beach's Christmas card to the world. A million viewers of the Parade will see
Component - 5 pages
beautifully decorated yachts and boats sail in the harbor from docks overlooking
maximum
Newport Harbor. The Chamber of Commerce believes that this national
exposure greatly enhances the image, prestige and prominence of Newport
Beach as an exciting place to live, work and visit, and provides its residents
with a signature event of which to be proud. Yes, the Newport Beach brand
reflects an unparalleled quality of life, but the Boat Parade and Ring of Lights
underscores the friendliness, positivity and holiday happiness of the
participants, viewers and residents of Newport. The Parade weaves in and
around some of Newport's renowned villages /communities, including Balboa
Island, Harbor Island, Little Island, Linda Isle, Bay Island, Bay Shores, Corona
del Mar, the Peninsula and Lido Isle. It is hard to imagine another event which
so favorably reflects on all that Newport Beach offers to the viewing public.
Newport Beach restaurants and lodging facilities are often subject to months -in-
advance reservations during the five nights of the Parade; as mentioned, the
viewing audience is estimated to be on the order of one million people. Many of
the restaurants, yacht clubs and residences along the parade route host nightly
events which contribute sales tax and other revenues to the City's bottom line.
Many local businesses are inundated by new money brought in during the five-
day Parade run. The Boat Parade and Ring of Lights offer the participants a
unique opportunity to show civic /community pride, attention to detail and pride
of ownership of their vessels and homes.
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The Chamber is contacting past sponsors, including Simple Green, the City of Newport
Beach, Meguiar's, Visit Newport Beach, Inc. and Traditional Jewelers. Additionally, other
sponsors will be sought on an ongoing basis.
The "Parade" sponsors listed below are in kind or courtesy (either providing a boat, media
headquarters, ad space, etc.)
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Section Three
Economic Impact and Sponsor Proposal
1. Attendance Breakdown and demographics
When you observe the number of people who line the Harbor, attend private parties in water
front homes, dine in our restaurants or access the water through Boat Charters or rentals, it
doesn't take long to get to over 200,000 people visiting our community to see the Parade.
Multiply the 200,000 spectators, times the 5 nights of the Parade and you can see where the
Chamber of Commerce suggests more than a million people actually come to the community
to view the Parade. In terms of specific estimates, it is suggested that approximately 25,000 are
local residents, while the balance are made up of visitors to the community from not only
surrounding cities, but from all over the country and beyond.
2. Overnight Accommodations
The specific number of room nights booked as a result of the Parade is difficult to track, but with
the influx of visitors, media personnel and the many hotel packages that have been promoted
during the five nights of the parade, it is reasonable to assume that many room nights are
generated.
3. Event Business Plan (Goals, Objectives, Strategies, Planning, Preparation)
Event Goals: One of the five Core Competencies of the Newport Beach Chamber of
Commerce is'to "Promote the Community ". The goal of the Newport Beach Christmas Boat
Parade is to promote the City of Newport Beach by drawing attention to the City of Newport
Beach as destination in which to stay, shop or dine. The objective is to host a unique, colorful
and interesting Boat Parade so that is viewed by as many people as possible.
Event Planning: The parade is governed by a steering committee, under the supervision of
the Commodores Club of the Newport Beach Chamber of Commerce, and is comprised of
boating experts, relevant harbor organizations and volunteers.
Beginning at the conclusion of each year's Parade, plans are laid to host the next year's event.
Volunteer Chairs with extensive boating and Harbor knowledge are selected to serve as Event
Chair along with a Parade Control Chair, Ring of Lights Chair and Awards Dinner Chair.
Planning starts with a thorough review of the Parade from a participation and safety perspective.
Enhancements such as the fireworks display are considered for inclusion in future events. Video
clips of the most recent parade are reviewed and enhanced for distribution to media markets
throughout the nation. The route is reviewed with an eye on safety and ease of participation.
And of course, vessel owners and operators are recognized for their participation and
encouraged to return the next year. Active event planning begins eight months in advance with
vessel and sponsorship recruitment being a priority making sure to meet the expectations of
each of the sponsors and the overall expectations of visitors.
The Chamber leadership obtains any or all necessary permits, meets with City personnel to
review plans and abides by all conditions of approval.
Newport Beach Chamber of Commerce
1470 Jamboree Road, Newport Beach, CA 92660 949.729.4400 www.newportbeach.com
- 1 -
Strategic partnerships are nurtured to take advantage of the strengths of the individual partner.
The planning of the parade is a monumental task, but a rough timeline follows:
January:
• Host Fundraising Awards Dinner and Auction
• Place Thank You ad in Newspaper
• Identify and Recruit Volunteer Chairs
• Update Logo
• Prepare Budget
June:
July:
• Recruit additional volunteers
• Identify and Solicit Sponsors
• Select Theme
• Recruit Official Program Sponsor
• Confirm Lead and End Vessels
• Begin recruiting vessels
• Begin collateral material production
• Secure Permits
August:
• Solicit Sponsors
• Continue recruiting Vessel participants
September:
• Secure Fireworks Contract
• Send video to Media Markets
October:
• Prepare Editorial
• Secure Poster Sponsors
November:
• Print and distribute Poster
• Order Sound Equipment
• Print Banners
December:
• Host Skippers Briefing
• Execute event
January:
• Hold Awards Dinner and Auction
G Hold post evaluation meetings
4. Event Budget (See attachment )
Newport Beach Chamber of Commerce
1470 Jamboree Road, Newport Beach, CA 92660 949.729.4400 www.newportbeach.com
-2-
CHRISTMAS BOAT PARADE
Special Events Council
EVENT: Christmas Boat Parade
Suggested Date: December 2012
Suggested Time:'6:30 P.M.
Suggested Place:. Newport Harbor
EXPENSES
Banners
2010
2011
2011
2012
Variance
Boat'Awards
Actual
Actual
-Budget
Budget
'in Budgets
INCOME
$2,348
$2;775
$3,600
$3,000
($600)
Presenting Sponsor
$52,500
.$65,000
$70,000
$70,000
$0
Contributing Sponsor
$20,770
$20,000
$20,0,00
$20,000
$0
Boat Entry
$1,825
$1,875
$2,000
$2,000
$0
TOTAL INCOME
$75,095
$86,875
$92,000
$92,000
$0
EXPENSES
Banners
$2,489
$1,322.
$2,000
$1,500
($500)
Boat'Awards
$789
$865
$1,000
$1,000
$0
Food & Bar for Vip Boat
$2,348
$2;775
$3,600
$3,000
($600)
Home Awards
$880
$865
$1,000
$1,000
$0
inflatables
$979
$1,131
$3,000
$1,200
($1,800)
Insurance - Non Owned Watercraft
$2,500
$2,500
$2,500
$0
Fireworks
$5,000
$6,842.
$5,000
.$6,900
$1,900
Lifeguards
_
.$0
Printing:
$0
Brochure /Registration
$0
$322
$0
Letterhead
$508
$487
$500
$500
$0
Postage
$3,123
$1,545
$3,200
$1,600
($1,600)
Photography
$1,196
$1,185
$1,200
$1,200
$0
Parade Control
$408
$500
$500
$0
Permit
$2,195
$7,524
'$2,195
$7,600
$5,405
Sponsor Advertising
$495
$500
$500
Sponsor Awards Dinner
$3,200
$1,500
$3,500
$2,000
($1,500)
Sound System
$2,911
$2,739
$3,000
$3,000
$0
Voice of the Parade
$250
$300
$300
$0
Web Design
$2,500
$2,500
$2,500
$0
Overhead (20 %)
$15,001
$17,375
$18,400
$18,400
$0
$0
TOTAL EXPENSES
$43,777
$49,472
$53,395
$55,200
$1,805
NET PROFIT (LOSS)
$31,318
$37,403
$38,605
$36,800
($1,805)
CHRISTMASS30AT PARADE AWARDS DINNER & AUCTION.
COUNCIL: Special Events
EVENT: Christmasi oat Parade Auction
Suggested Date: January 2013
Suggested 'Place: Balboa Bay Club
2011
2012
.2012
2013
Variance
Actual
Actual
Budget
Budget
in Budgets
INCOME--
--- ---- --
---- ---- ---
-- - ---- -----
....... -
Ticket Sales:
$32,125
$32,600
$33,000
$33,000
$0
Trip
$3,315
$5,494
$3;000
$5,000
$2,000
Silent Auction
$23,021
$27,947
$24,000
$25,000
$1,000
Live Auction
$20,350
$23,050
$24,000
$24,000
$0
Doorprize /Raffle ticket
$1,180
$1,140
$1,000
$1,000
$0
Donations
$0
$0
$0
$0
$0
$0
$0
$79,991
$90,231
$85,000
$88,000
$3,000
EXPENSES:
Ticket Sales:
$19,418
.$19,605
$22,000
$22,000'
$0
Programs
$841
$887
$1,200
$1,200
$0
Invitations
$1,885-
$1;686
$2,000
$2,000
$0
Postage.
$995
$458
$506
$500
$0
Decorations /Flowers
$733
$688
$1,500
$1,500
$0
Stationary/Supplies
$322
$0
$0
$0
Entertainment
$2,500
$2,735
$3,000
$3,000
$6
Miscellaneous
$0
$300
$300
$0
Framing
$0
$0
$0
$0
Boat& Home Winners
$4,134
$3,525
$4,200-
$4,200
$0
Audio Visual
$3,963
$3;540
$4,000.
$4,000.
$0
Fax broadcasting
$0
$0
Airfare- Cruise
$7,300
$5,000
$2,800
$5,000
$2,200
Parking
$1,377
$1;500
$1,500
$0
Wine Corkage.
$1,680
$2,164
$2,000
$2,000
$0
Overhead (20 %)
$15,998
$18,106
$17,000
$17,600
$600
TOTAL EXPENSES
- --- - -----
---- �---- -
- - ----
- - -
-- ---- -- - ---
$61,144
'$58,394
$62,000
$64,800
$2,800
NET PROFIT (LOSS).
$18,847 '$31,837 $23,000 $23,200 $200
5. Marketing and Promotion Plan
(As the application limits the marketing plan to one page, we will include only top line
information. Additionally, the application deadline does not coincide with our rollout of the 2012
plan, so items contained in this section are estimates based on past efforts and are
representative of planned components for the 2012 event.)
Marketing Execution and Responsibility
Marketing activities are supervised and executed by dedicated in -house staff. Additionally,
the Chamber partners with local entities such as Visit Newport Beach, Inc., the Newport
Beach Film Festival, the Newport Beach Restaurant Association, etc. to collaborate and
cross promote. Specifically, Visit Newport Beach, Inc. plays a vital role in helping gain
national media attention for the event.
Although the event is now in its 104"' year and many of the marketing components are
consistent from year to year, the Chamber also consults with professional P.R. firms for
guidance, media buys and new channels of marketing opportunity.
Target Markets
Target markets for the Christmas Boat Parade include several groups and subsets,
including:
• Southern California residents, concentration on Orange County and surrounding
cities.
• National media markets
• Families and Tourists
Marketing Obiectives
• Drive attendance to the event.
• Shine a light on Newport Beach as a premiere luxury lifestyle destination.
• Work -with local businesses and community groups to execute a signature event for
Newport Beach.
A highlight of the plan is a special 32 -40 page full color supplement produced by the Daily
Pilot and distributed to 85,000 readers
The Chamber has developed a full- service web site that garners tens of thousands of visits.
A full color poster (600 produced) and post cards advertising the event is also produced and
distributed throughout the community.
Direct mail pieces are mailed directly to residents advertising the parade and fireworks
show.
Newport Beach Chamber of Commerce
1470 Jamboree Road, Newport Beach, CA 92660 949.729.4400 www.newportbeach.com
-3-
2011 Christmas Boat Parade Public Relations Recap Report
(compiled by Visit Newport Beach, Inc.)
Boat Parade Overview
This year's top boat parade story came from Yahoo! Travel naming Newport Beach #2
Destination for holiday lights which was reported on in USA TODAY and numerous other print,
online, Broadcast, Blogs and and Social Media sites.
TOTALS
Ad Value
$1,549,080.52
Unique Visitors (Online)
203,090,827
Circulation
13,853,962
Impressions
2,167,628,022
TOP PRESS HITS
Southwest Airlines SPIRIT MAGAZINE (Circ 462,788 — Ad Value $293,318.50
November Issue Calendar Section
USA TODAY - (circ: 1,825,00 — Ad Value: $52,060.00 — Uniques 662,783
"Top 10 Destinations for Holiday Lights"
DENVER POST (Circ 324,970 — Ad Value $19,149.43 — Uniques 1,904,119)
"Top 10 Destinations for Holiday Lights"
Yahoo! Travel
"Top 10 Destinations for Holiday Lights"
Chicago Tribune (Uniques 2,464,045 Ad: $2,833.65)
LAT online (Uniques 7,061,414) — Ad Value $18,536,21)
Multiple articles on Boat Parade
Newport Beach Chamber of Commerce
1470 Jamboree Road, Newport Beach, CA 92660 949.729.4400 www.newportbeach.com
-4-
TV
• Travel Channel a CBS News
• Fox 11 Morning News o KCAL - TV
• KNBC -TV o KTLA
BLOGGERS
http: / /maboulette.wordpress.com /2011 /12/05/top -5- places- with - the - best - christmas -I ights/
http:/ /blog.woodalls.com /2010/12/tis- the- season - for - christmas- lights/
Facebook
Twitter
6. Economic Impact
The Newport'Beach Christmas Boat Parade creates a multi - million dollar economic impact each
year. When you consider the very large number of spectators in attendance each evening, who
view the parade and the number of businesses impacted by the Parade, it becomes clear that
this event has a very large economic impact on the Community.
Many of the restaurants, yacht clubs and residences along the parade route host nightly events
which contribute sales tax and other revenues to the City's bottom line. Many local businesses
are inundated by new money brought in during the five -day Parade run. Additionally, the media
value for Newport Beach alone in 2011 was estimated at $1,549,080.52, drawing attention to
our community as a premiere destination to live, work and play.
Our restaurants along the bay front and close by tell us that the five nights of the Christmas
Boat Parade are the five most heavily impacted nights of the year "by far' than any other day of
the year, including Mother's Day, New Years Eve or any other Holiday. Guests make
reservations for the following year as early as January and restaurants report being sold out by
October in advance of the Parade.
Our Yacht Clubs and boat rental facilities offer similar comments with reservations for dinner
being made months in advance. Our Yacht Charters also witness a strong surge in additional
business as a result of spectator's interest in this long- standing community event. Our largest
Yacht Charter Company, Hornblower Cruises and Events report their strongest nights of the
year are the nights of the Christmas Boat Parade.
When you observe the number of people who line the Harbor, attend private parties in water
front homes, dine in our restaurants or access the water through Boat Charters or rentals, it
doesn't take long to get to over 200,000 people visiting our community to see the Parade.
Multiply the 200,000 spectators, times the 5 nights of the Parade and you can see where the
Chamber of Commerce suggests more than a million people actually come to the community to
view the Parade.
7. Proposal and Sponsorship
Newport Beach Chamber of Commerce
1470 Jamboree Road, Newport Beach, CA 92660 949.729.4400 www.newportbeach.com
-5-
Newport Beach Christmas Boat Parade
Ring of Lights Contest
Awards Dinner & Auction
City of Newport Beach Presenting Sponsorship
EVENT:
Newport Beach Christmas Boat Parade, Ring of Lights Contest and
Awards Dinner & Auction
DATES:
December 12 -16, 2012
LOCATION:
Newport Harbor, Newport Beach
ATTENDANCE:
1,000,000+
THEME
To Be Determined
BACKGROUND:
2012 will mark the 104'" anniversary of the Newport Beach Christmas Boat Parade
(Parade). The Newport Beach Chamber of Commerce (Chamber) takes overall
responsibility for the organization and promotion of the Parade, which has become a
focal point for the holidays in Southern California. Throughout its history, approximately
100 vessels, big and small have participated in the Parade each night.
The Parade winds around and through the numerous channels and islands in the
Harbor. It passes the very popular "restaurant row" along Pacific Coast Highway,
follows along Balboa Island, past Balboa's Fun Zone district and renowned Balboa
Pavilion. Over a million people from all over Southern California and the nation make
the annual trek to see the nearly 100+ boats in all of their Christmas lights and
splendor. In 2011 Yahoo Travel named the Newport Beach Christmas Boat Parade
the " #2 Travel Destination in the Nation for Holiday Lights."
In conjunction with the parade, the Ring of Lights contest honors those waterfront
homes that are unique and exceptional in their decoration.
In recognition of the winners from the Parade and Ring of Lights contest, the Chamber
organizes the Awards Dinner & Auction that features an incredible silent and live
auction, dinner and dancing. This event will take place at The Balboa Bay Club &
Resort on January 25, 2013.
City of Newport Beach termed "Sponsor" shall be designated as a Presenting Sponsor of the 104'h
Anniversary of the Newport Beach Christmas Boat Parade, Ring of Lights Contest and Awards
Dinner & Auction termed "Event" and organized by the Newport Beach Chamber of Commerce
termed "Promoter."
• Presenting Sponsor Status.
• Premiere position of Sponsor's logo in the official "Event" program distributed to the Newport
Beach Chamber of Commerce membership (2,000 businesses) and the Daily Pilot readership
of over 80,000 households. This includes two (2) prominent locations:
Special sponsor recognition page
Front cover
• Sponsor receives full page, full color, advertisement in the official Event Program.
• Premiere position of Sponsor's logo on all Chamber advertisements for the Event.
• Premiere position of Sponsor's logo on the full color Event poster distributed throughout the
community to various businesses and organizations.
• Premiere position of Sponsor's logo on the following "Event" materials:
• Brochures
• Entry forms
• Flyers
• Sponsor's logo on the official Parade website www.christmasboatparade.com and be a hot link
to Sponsors web page.
• Sponsor's logo and promotional piece will appear in an Event mailer sent to approximately
1,000 waterfront homeowners (subject to approval by Promoter)
• Sponsors logo will appear on a full color Sponsor Recognition Panel in an Event mailer sent to
approximately 1,000 waterfront homeowners
• Sponsor product - sampling opportunity through 2,000 additional direct mail copies of official
program to Newport Beach Chamber of Commerce member businesses. (subject to approval
by Promoter).
• Listing in all Event related news releases.
• Numerous live mentions on the public address system from the "lead" boat in the parade by
the designated parade announcer.
• Numerous live mentions on the public address system from the "end" boat in the parade by the
designated parade announcer.
• Right to have 10 guests aboard the VIP end boat- date to be determined by the "Promoter."
• Right to mount a promotion around the Event. (Details to be mutually agreed upon between
Sponsor and Promoter).
• Right to use the Event name and logo subject to approval of the Chamber.
• Sponsor logo positioned on Event banners displayed on the homes of the Ring of Lights
winner's.
• Sponsor will receive exposure and a table often (10) at the Parade Awards Dinner & Auction
to be held at The Balboa Bay Club & Resort on Friday, January 25, 2013.
• Premiere position of Sponsor's logo on the Invitation to the Awards Dinner & Auction.
• A Full -page ad in the official Awards Dinner & Auction Program.
• Sponsor's logo will be featured on projection screens at the Parade Awards Dinner &.Auction.
NEWPORT BEACH
CHRISTMAS BOAT PARADE
RING OF LIGHTS
AWARDS DINNER & AUCTION
City Of Newport Beach PRESENTING SPONSORSHIP
SPONSORTO
PROVIDE: Banners and /or signs for display on Lead or end vessel
Dimensions not to exceed 3' x 8'
Logo (black & white and Color) submitted electronically and finished art
as needed for ad fulfillment
Product samples as necessary to fulfill agreed upon promotion.
TERM OF
AGREEMENT: One Year
COST: $50,000.00
TERMS: $25,000.00 due upon Agreement acceptance
$25,000.00 due on October 1, 2012
ACKNOWLEDGED AND ACCEPTED
DATE
City of Newport Beach