HomeMy WebLinkAboutC-4859(B) - Grant Agreement for Special Event Support Program FY 11-12 - Kiwanis Pacific Coast TriathalonGRANT AGREEMENT
BETWEEN THE CITY OF NEWPORT BEACH AND
PELICAN COAST EVENTS, LLC.
This Grant Agreement ( "Agreement ") is entered into this 30th day of August,
2011, by and between the City of Newport Beach, a California municipal corporation
and Charter City ( "City'), and Pelican Coast Events, LLC a California limited liability
company located at 576 Seaward Drive, Corona del Mar, CA 92625 ( "Grantee "). City
and Grantee are at times individually referred to as "Party" and collectively as "Parties"
herein.
RECITALS
A. It is the policy of the City Council that the City's budget specifically allow
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 Kiwanis Pacific Coast
Triathlon ( "Grant Proposal ").
C. The City Council determined the Grant Proposal is for a worthy project
that will benefit the City's resident's quality of life.
D. The City Council approved a grant in the amount of One Thousand Three
Hundred Twenty and 00/100 Dollars ($1,320.00) ( "Grant Funds ") to Grantee pursuant to
certain conditions regarding expenditure, reporting, and accounting requirements.
NOW, THEREFORE, the Parties agree as follows:
1. GRANT
City awards to Grantee Grant Funds in the amount of One Thousand Three Hundred
Twenty and 00/100 Dollars ($1,320.00) as requested by Grantee in the Grant Proposal
attached hereto as Exhibit "A" and incorporated herein by reference, or as authorized by
the City Council.
Grant Funds shall be disbursed by City to Grantee as follows (select one):
Q At the time of execution of this Agreement.
❑ On or before day of , 20
❑ In four (4) equal installments on the following dates: (a) (b)
(c) ; and (d)
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, 2012, unless terminated
earlier as provided herein.
3. RESTRICTIONS ON USE OF FUNDS
The Grant Funds are subject to the following expenditure conditions ( "Approved Uses "):
(a) The Grant Funds shall be expended solely for the purposes provided in
Exhibit "A ";
(b) 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
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 REQUIRMENTS
(a) 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.
(b) 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 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).
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
Grant Agreement Page 2
retain all necessary records /documentation for the entire length of this
audit period.
(c) Grantee shall, at the conclusion of the event funded by the Grant Funds,
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: (i) quarterly check registers and descriptions of each
disbursement; (ii) budget -to- actual - results; and (iii) a statement of position
describing the assets and liabilities of Grantee. All reports shall be due to
the City no later than forty -five (45) days following the conclusion of the
event funded by the Grant Funds. In the event that an independent audit
is conducted, Grantee shall forward a copy of the audited report to the City
for review, including any Management Letter, Report on Internal Controls,
or Reportable Conditions letter generated during the course of the audit.
(d) Grantee agrees to exercise prudent financial management processes
including proper oversight of all assets, budget preparation, and timely
reporting including budget -to- actual- comparisons.
(e) 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.
[; W]aQ &Ci:L1'2 III 111111111I:I019
The Grant Funds shall be used solely by Grantee for the Approved Uses and for no
other use. In the event that the Grant Funds are not used for the Approved Uses or are
not expended by or before June 30, 2012, Grantee shall notify the City in writing, and
shall be obligated to return the Grant Funds to City within thirty (30) days.
6. INDEMNIFICATION
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 or any or all of them).
Grant Agreement Page 3
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.
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.
NOTICES
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.
All notices, demands, requests or approvals from Grantee to City shall be addressed to
the City at:
Attn: City Manager
City of Newport Beach
3300 Newport Boulevard
P.O. Box 1768
Newport Beach, CA 92658 -8915
(949) 644 -3000; Fax (949) 644 -3020
Grant Agreement Page 4
All notices, demands, requests or approvals from City to Grantee shall be addressed to
Grantee at:
Pelican Coast Events, LLC
576 Seaward Drive
Corona del Mar, CA 92625
10. TERMINATION
(a) 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.
(b) Termination without Cause. City may terminate this Agreement at anytime
with or without cause upon seven (7) days written notice to Grantee, any
remaining Grant Funds in Grantee's possession at the time of termination
shall be returned to City pursuant to Section 5.
(c) 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. 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.
12. 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.
13. 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.
Grant Agreement Page 5
14. AMENDMENTS
This Agreement may be modified or amended only by a written document executed by
both Grantee and the City and approved as to form by the City Attorney.
15. 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.
16. 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.
17. EQUAL OPPORTUNITY EMPLOYMENT
Grantee represents that it is an equal opportunity employer and it shall not discriminate
against any subcontractor, employee or applicant for employment because of race,
religion, color, national origin, handicap, ancestry, sex or age.
18. 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.
19. NO ATTORNEYS' FEES
In the event of any legal dispute arising out of this Agreement the prevailing Party shall
not be entitled to attorneys' fees.
[SIGNATURES ON FOLLOWING PAGE]
Grant Agreement Page 6
IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed
on the day and year first above written.
APPROVED AS TO FORM:
OFFICE OFT CITY ATTORNEY
By: �o
Lennie MulvihM,
Assistant City Attorney
ATTEST:
By: 00m bol'�
Leilani Brown,
City Clerk
Attachment: Exhibit "A" Grant Proposal
CITY OF NEWPORT BEACH,
a California municipal corporation
By:� (n ll✓1�-
David-Kiff, V
City Manager
GRANTEE: Pelican Coast Events,
0
is jjmited?liability company
Officer)
Print Name:
By(
(Financial O f ice r)—
Title:
Print Name:
[END OF SIGNATURES]
Grant Agreement Page 7
Exhibit A
Grant Proposal
Applicant— Pelican Coast Events, LLC.
Event — Kiwanis Pacific Coast Triathlon
N!EVVPORT,BE-.AICN,,SP!ECIAL APPLICATION F. o ■ ®Om
Section One — Event Summary and Applicant Information
Name of Event
Kiwanis Pacific Coast Triathlon
Date(s) of Event
September 11, 2011
Time(s) of Event
7amtoll am
Location(s) or Venue(s) of Event
Cystal Cove State Park
Is or will this be an
YES
NO
annual event?
@
Q
Type of Event — special interest, commercial, sports, cultural /arts, social, etc.
Sports
Is there a charge or
YES
NO
fee for the event?
o
Q
Describe what, if any, portion of the event is free to the public.
expo and 9/10 and raceday spectators is free to the public
Describe what, if any, portion of the event is charitable fund raising. Please provide the
name of the charity or charities the event supports along with a contact name and phone
number for each charity. What percentage of the proceeds will each charity receive? Please
provide an estimate of what the percentage may be in dollars.
kiwanis club of newport beach /corona del mar (Joel Carlson 714 271 7322) which distributes
the lump sum (average $12k) to Newport Beach BSA Troop 90, Corona del Mar Waterpolo,
Newport Harbour Volleyball, Com Community Church NAC NBPD Explorer Scouts, plus
Types of In -Kind City Sponsorship Requested — List:
Cost of Permits and Police
Are you requesting any roads be closed? If yes, which roads, when & for how long?
Pacific Coast Hwy from Northern Boundary of Laguna Beach to Pelican Point Rd.,
Sounthbound Lanes from 0500 -1000
Amount of Cash Sponsorship from the City requested and how it will be used. Be specific.
none
Name of Applicant Organization
Pelican Coast Events Ilc
Description of Applicant Organization - type of entity (attach proof of non - profit 501(c) 3
status if applicable), purpose, and history.
IIc. Race Management Company owned by members Dr. Bob Cuyler and Bill Leach. We
produce 3 Multisport Events in Orange Co. each year: OC Duathlon (Lake Forest), OC
Triathlon (Lake Mission Viejo) and the Pacific Coast Triathlon (Newport Beach). We've been
producing races since 1998. Our purpose is to provide our communities with multisport
oriented events to improve the general health of their populations and to raise monies for
local charities with similar aims. The Kiwanis Club of NB /CdM is a 501c non - profit.
Does the Applicant hold intellectual property rights to the event? If not, who does?
vast
Name of Contact and Contact Information for the Purpose of this Application.
Dr. Bob Cuyler
Address
576 Seaward Rd, Corona de! Mar, CA 92625
Phone
Fax
(949) 400 -6702
(949) 760 -9019
Mobile
Email
(949) 400 -8702
rfcuylerdds @aol.com
Is there a contract
YES
NO
with an event
0
organizer?
Best times and ways to reach contact person.
via cell phone or email. 24/7
Prior Event Experience of both the Applicant and the Event
Pacific Coast Triathlon 15 years
Orange County Duathlon 7 years
Orange County Triathlon 3 years
USATdathlon Certified Race Director
If the Applicant conducts a similar event in other cities or if the event has been held
Newport Beach previous ly, describe any di fficulties you 've encountered and what
adjustments you've made to improve the event.
Every year we "tweak" the events to improve traffic control, spectator flow, race course
changes. For the most part, our races have received very few if any complaints from city
management or their constituents. We usually have pre and post race meetings with
volunteer groups, and city management.
previous locations of event, including reasons for leaving,
n/a
TWO —
Description of Now the Event Meets the City Criteria - Maximum two pages.
Using the space below (and one additional page if needed), provide a narrative explaining
how the event fulfills the City's twelve evaluation criteria for support, listed at the introduction
to this aoolication.
1. Certainly the city is shown in a very positive light, as is Crystal Cove State Park. In 2002
while hosting the Olympic trials for the Athens event, we produce a 30 minute TV special that
was shown on a national network highlighting NB and CCSP.
2. Residents of Newport Beach comprise the vast majority of participants. We usually have
an equal number of spectators cheering for their athlete family members. The PCT has
certainly become a community event.
3. Athletes from all parts of California and from out of state come to our wonderful town,
especially when we've received the special championship designations. Many stay at hotels
in Newport Beach and eat at Newport restaurants benefiting our city's the bottom line in
increased sales taxes.
4. All funds provided by the city will go toward police, medical, fire and traffic control.
5. Waived fees would represent less than 25% of our costs.
6. All sponsors will be listed as in the past years.
7. The race course is accessible to the pighlin
8. This is the 14th Pacific Coast Triathlon, produced since 1998.
9. Pelican Coast Events prides itself on doing much of the physical work ourselves, using
charitable groups in exchange for financial donations.
10. Numerous charitable group, almost all youth oriented, benefit from the Pacific Coast
Triathlon. The first year be donated $10k to the construoon of the new track at CdM High
school. The Kiwanis of Newport Beach /Corona del Mar, Boy Scout Troop 90 of NB, Newport
Harbor H.S. Girl's Volleyball, Corona del Mar H.S. Boy's water polo, football, track & field,
UCI Circle K, UCI water polo, Newport Beach Explorer Scouts, Corona del Mar H.S.
Foundation are just a few of supported groups in past years. Since 1998 the Pacific Coast
Triathlon has donated over $300,000 to these and other organizations, including raising over
$50,000 for CAF (the Challenged Athletes Foundation) in the past two years alone.
Section Three — Event Description and Attachments
The application is not complete and will not be reviewed unless requested documents are
attached.
Description of the Event — Maximum of one page.
A basic description of your event, including the objectives and history of the event, and if
there is a special theme or focus of the event
Business Plan for the Event — Maximum two pages.
Include 1) Event goals, objectives and strategies.
2 Planning, preparation, event schedules with milestones and time frames.
Budget for the Event — Maximum two pages.
Include 1) Projected budget.
2) Detailed budget with cash flows, profit & loss forecasts.
3) A list of confirmed and potential sponsors, both financial and in -kind with
dollars confirmed and requested.
Marketing and Promotion Plan for the Event — Maximum three pages.
Include 1) Target Markets.
2) Marketing Objectives.
3) Marketing strategies including advertising1PR activity and timelines.
4) Who is responsible for the marketing and promotion plan?
5) Do they have experience in either events /marketing /PR? If yes, summarize
that experience?
6 Itemized marketing and promotions plan budget.
Sponsorship Proposal Package.
Please attach a description of the specific benefits being offered to Newport Beach.
Economic Impact Potential.
Do you have any existing economic impact data such as a commissioned economic impact
report for this event? If yes, please attach the latest data along with who collated the data.
Whether you have a previous report or not, please use your best estimate to complete the
boxes regarding attendance and lodging provided below.
Attendance. (Please do not exaggerate.)
Number of People Expected
NB
us
Foreign
$125.00
Residents
Residents
Visitors
Participants /Hosts /Competitors /Members
$0.00
$0.00
Totals
of Applicant Organization
400
600
20
Spectators /Attendees/ Audience/Ticket
600
100
20
Bu ers /Diners
Volunteers/Workers/Vendors
150
5
Totals
1,150
705
Entry Fees
Adult
Child
Other
Participant
$125.00
$60.00
$50.00
Spectators
$0.00
$0.00
$0.00
Totals
$125.00
$185.00
$175.00
Need for Accommodation(s). (Please do not exaggerate.)
Anticipated Number of Room Nights 100
Will all accommodations be in Newport Beach? If not, where?
yes, various Marriott hotels are contracted as our "host" hotels with special discounts
What is the anticipated average stay in Newport Beach for
Participants2 Spectators 2
Permits and Safety Plan for the Event
Have you applied for a Special Events Permit for this event? Yes 0
If, not when will you?
Have you spoken to Newport Beach Police Department about your event? Yes
If, not when will you?
Waste Minimization /Recycling /Clean -up Plan — Maximum two pages.
Explain the types of controls, management programs, initiatives or incentives implemented
by your organization, in order to reduce the amount of waste generated and to ensure city
property is pristine following our event.
® I hereby certify the foregoing st atements to be true and correct a nd agree to defend, indemnify and
hold harmless the City of Newport Beach, its City Council, officers, agents, employees and volunteers
from and against any and all loss, claims, damages, liability, such claim or suit arising from or in any
manner connected to the requested funding and activity. I hereby acknowledge that the Applicant is
solely responsible for applying for and receiving all necessary City, Coun ty, and/or State permits
necessary to conduct the event. I also agree if approved, to comply with all funding and special event
permit conditions, and understand that failure to comp ly with any conditions or any violation of law
may result in the immediate cane ellation of the event, denial of future events, and or crimi nal
prosecution.
Failure to comply with funding conditions can result in civil litigation to recover the City's money
Name & Title Dp-�-obert Cuyler Date 04/09/2011
KIWANIS PACIFIC COAST TRIATHLON
DESCRIPTION OF EVENT
The Pacific Coast Triathlon is in its 14`s year and is held at Crystal Cove State
Park_ The race consists of a'' /z mile ocean swim, 12 mile bike along PCH and a 3 mile run
along the bluffs and beach near El Morro Bay & Reef Point Parking Lot.
We began the race for a number of reasons:
1) To stay involved in the sport after spending more than 20 years competing in
Triathlons.
2) To give something back to the Sport
3) To create a community event
4) To raise funds for youth groups in the Newport Beach area.
We feel we have been successful in each of these goals. Since 1998 we have helped
raise over $300,000 for Newport Beach area youth groups including: CdMHS, NHHS,
Troop 90, NB Explorer Scouts, NB /CdM Kiwanis, Circle K of UCI, UCI Water Polo, the
NAC, and the Challenged Athletes Foundation (CAF).
Over the past 13 years approximately 13,000 people have participated in the PCT. At
least 35% of our contestants are from the Newport Beach area and about 90% are from
Orange County. Inn elyLled in the PCT is a Kid's Triathlon to encourage the fim1re of the
sport and to promote fitness.
Since 1998 we have hosted two USA Triathlon National Sprint Championships, one
ITU (International Triathlon Union) World Cup race, the 2003 Race to Athens Olympic
Points Race. We've also hosted numerous USAT Southwest Regional Championships as
we will be on Sept. 11, 2011.
The City of Newport Beach has been a sponsor of the PCT for most of the years
we've been in business. We include the city logo on our website, commemorative T-
shirts and posters featuring the art of Jeff Horn, a resident of Newport.
Over the years we have honored Newport Beach area coaches /youth mentors who
have made special contributions to youth fitness. Some of those honored include Al Irwin,
Ted Newland, Charlie Brande and John Blair.
The theme for 2011 is to commemorate the 10'h Anniversary of 9 -11. We will be
having a special ceremony honoring our Hero's Division (Firefighters, Police & Miltary).
We hope to have firefighters from New York and Washington D.C. as we have done
twice before since 2001. We will be inviting the NB City Council and members of the
NB Fire Dept to join us. Along with the youth groups of Newport Beach we will again be
raising funds for CAF, including Operation Rebound: those injured in Iraq & Afghanistan.
Wherever possible we try to support Newport Beach area businesses, including
Trader Joe's, Nikki's Flags, ACE Hardware, Ganahl Lumber, etc.
We feel the Pacific Coast Triathlon is a model for the criteria to waive city fees. What
we are requesting is to have the city fees sponsored by the city, as has been done in the
past.
Kiwanis Pacific Coast Triathlon
Business Plan 2011
Event Goals, O biectives, and Strategies
In our formative years we developed a set of goals and objectives some 15 yrs ago. These
were to: create a community event that would raise the health and fitness levels of our
friends and neighbors, create an event that would attract more participants to a sport that
both of us love and have participated in for over two decades, create one of the best races
in the US that would serve as a venue for both National and International Championships,
and raise monies that would promote youth oriented sports programs and activities. I
believe we have accomplished our goals. This year, in order to attract even more
community members to our race, which already includes a "Kid's Race ", we are adding
an Aquathlon, a lifeguard based, swim -run race. Hopefully we will attract a sizable
segment of present and past Junior Lifeguards, and those that have not had the time to
train on or purchase a $5000 bike! Something for everyone.
Planning, Preparation, ]Event schedules
Planning for the next year's event starts the "day after" with post race evaluation
meetings with both volunteer groups and city officials seeking comments for
modifications and improvements for the following year. Bill Leach and I are the only
"salaried" members of Pelican Coast Events 11c, and during the bulk of the year manage
the day to day necessities. We divide responsibilities between ourselves and proceed
through our various "check -off' lists. We are in constant contact with our volunteer
groups and our 4 or 5 key, year - after - years, repeat, per diem paid personal that are our
lieutenants come race day. We hire outside companies to manage our registration, timing,
and our traffic control setup. Our "Mom and Pop" organization seems efficient and has
been successful over the years.
Most of the activities occur race weekend starting Friday with pre - positioning and setup
for the Expo on Saturday morning. Vendors and our registration volunteers arrive first
thing Saturday morning for the influx of our athletes at loam. Each athlete picks up his
race number and packets, visits the vendors which are promoting their products giving
away samples and tastings, and attends lectures on course familiarization, safety and
strategies. Saturday evening and early Sunday morning (4 am) we set up the traffic
control on the highway, the swim course at El Moro Cove, and the run course within the
CCSP. Athletes arrive starting at 5 am, position their gear, and the race starts at 7 am.
Our goal each year is to have the highway completely reopened, detour removed by 10
am, and the race concluded by 11, cleanup by 1pm.
Then the "day after" meetings start anew for next year's race.
Kiwannis Pacific Coast Triathlon
Budget Projection 2011
Registration income 100,000
Expo income 2,000
Sponsor income 4000 **
Total INFLOWS 106,000
OUTFLOWS
Accounting
900
Advertisement
4000
Awards
500
Business license
141
Food athletes
200
Insurance
6000
Commissions
500
Traffic control
3800
Vehicle expense
1000
Rentals
2000
Web services
3000
Office
7000
Permit fees*
2500
Police fees*
5000
Printing
3000
Supplies
2000
T -shirts
4000
Timing
3900
Toilets /fencing
2100
Misc.
1000
Charities /volunteers*
10000
Race Site Fees
21000
Salaries + Personnel
22500
Total OUTFLOWS 106,000
* *to date
*depends on City of Newport Beach Fee Waivers
Potential Sponsors /Expo est.: PHLY Insurance Co. ($3300), Aquahydrate (water only),
Juice It Up ($1666), Tri-Zone ($550), Bike Religion ($500), Marriott Hotels (10%
discounts), Edge Cyclesports $350, EFXUSA Nutrition ($500)
Kiwannis ]Pacific Coast T ria thion
Marketing Plan
A, Target Markets:
6 groups
1) Competitive & Elite athletes
2) Wendend & Beginner athletes & Relays
3) Hero's Division (Fire, Police, Military)
4) Kid's & Families
5) CAF athletes
6) Community Spectators
B. Marketing Objectives:
Our marketing is aimed at 2 goals:
1) Attracting a large field of athletes, many who are repeat participants and new
athletes.
2) To promote our sponsors who support -our race and help make it possible.
C. Marketing Strategies: Advertising, Marketing, PR & Timelines
We use a variety of advertising opportunities including:
The Daily Pilot
Competitor Magazine
Our Website: www.octriseries.com
Mass Emails to our past participant database
Active.com databases
Facebook
Race Flyer distribution at races, stores & Health Clubs (20,000 in 2011)
Timeline:
Type Description
Approx. Date
Mass Email Race Communication — March 15t Prices go up!
2/28
Sponsored Blast/1`13 post Special Offers from our Sponsors
3/1
Sponsored Blast /FB post Special Offers from our Sponsors
4/1
Mass Email Race Communication — Prices Going up on 4/22
4/18
Mass Email Race Communication — Final chance to save
4/21
Sponsored Blast /FB post Special Offers from our Sponsors
5/1
Mass Email Race Communication — 3 weeks to go
5/2
Mass Email Race Communication — Event Updates
5/9
Mass Email Race Communication — Tentative Event Schedule
5/16
Mass Email Race Communication — Rules 101, etc.
5/18
Mass Email Race Communication Only— Results now Avail
5/29
Sponsored Blast /FB post Thank you to our Sponsors
6/1
Sponsored Blast/F6 post Thank you to our Sponsors
7/1
Mass Email Race Communication — PCT is Fast Approaching!
7/11
Mass Email Race Communication — Prices Going up on 8/22
8/1
Mass Email Race Communication — Final chance to save
8/10
Mass Email Race Communication — 3 weeks to go
8/21
Mass Email Race Communication — Event Updates
8/31
Sponsored Blast /FB post Thank you to our Sponsors
9/1
Mass Email Race Communication — Tentative Event Schedule
9/3
Mass Email Race Communication — Rules 101, etc.
9/7
Mass Email Race Communication Only— Results now Avail
9/18
Sponsored Blast /FB post Thank you to our Sponsors
9/18
Advertising began in late 2010 and continues up until the PCT in September.
D. Who is responsible for Marketing & Promotion?
The responsibilities are shared between Bill Leach, Bob Cuyler and David
Flournoy a former advertising sales person
for the O.C. Register.
E. Itemized Marketing Budget & Promotion Plan
Basic Budget:
1) Flyers $4341
2) Competitor Magazine $1440
3) Daily Pilot $1060
4) Website $3000
5) Active.com $1500