HomeMy WebLinkAboutC-4859(F) - Grant Agreement for Special Event Support Program FY 11-12 - ExplorOcean 15th Anniversary GalaGRANT AGREEMENT
BETWEEN THE CITY OF NEWPORT BEACH AND
Q� NEWPORT HARBOR NAUTICAL MUSEUM
^) This Grant Agreement ( "Agreement ") is entered into this 25th day of October,
2011, by and between the City of Newport Beach, a California municipal corporation
and Charter City ( "City'), and Newport Harbor Nautical Museum, a California nonprofit
corporation located at 600 East Bay Avenue, Newport Beach, CA 92661 ( "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 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 ExplorOcean 15th Anniversary Gala
( "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 Two Thousand and no / 100
($2,000.00) ( "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 Two Thousand and no /
100 ($2,000.00) 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.
❑ On or before
❑ In four (4) equal installments on the following
dates:
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
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. 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).
4.3. 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.
Newport Harbor Nautical Museum Page 2
4.4. Grantee shall, upon 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,
including a post -event evaluation, 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.
4.5. Grantee agrees to exercise prudent financial management processes
including proper oversight of all assets, budget preparation, and timely reporting
including budget -to- actual- comparisons.
4.6. 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.
5. USE OF GRANT FUNDS
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
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 or 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
Newport Harbor Nautical Museum Page 3
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.
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:
Attn: City Manager
City of Newport Beach
3300 Newport Boulevard
P.O. Box 1768
Newport Beach, CA 92658 -8915
Phone: (949) 644 -3000; Fax: (949) 644 -3020
Newport Harbor Nautical Museum Page 4
9.3. All .notices, demands, requests or approvals from City to Grantee shall be
addressed to Grantee at:
Newport Harbor Nautical Museum
600 East Bay Avenue,
Newport Beach, CA 92661
Phone: (949) 675 -8915
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
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.
Newport Harbor Nautical Museum Page 5
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
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 Harbor Nautical Museum Page 6
IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed
on the dates written below.
APPROVED AS TO FORM:
CITY ATTORNEY'S OFFICE
Date: 110A II
By:.�i�C
Aaron C. Harp
City Attorney
ATTEST:
Date: /c?- 15 -�011
� ER/ry
By: C
2Z'e11ani VB- rown
City Clerk
aE
9
Attachment: Exhibit A: Grant Proposal
CITY OF NEWPORT BEACH,
A California municipal corporation
Date: IZ�141 ta\
By: Cl- l(-4�
David'A. Kiff
City Manager
GRANTEE: Newport Harbor Nautical
Museum, a California nonprofit
corporation
Date: / 1.2 g
By:
Print Name: R1 a� R. S'f2riliu�
Title: A -esi. en/-
Date:
By:
Print Name:
Title:
[END OF SIGNATURES]
Newport Harbor Nautical Museum Page 7
Exhibit A
5ubmit?by Emaf:
^' ®m
Section One — Event Summary and Applicant Information
Name of Event
Newport Harbor Nautical Museum /ExplorOcean 15th Anniversary Gala
Date(s) of Event
Saturday, October 8, 2011
Time(s) of Event
7 - 10 p.m.
Location(s) or Venue(s) of Event
Newport Harbor Nautical Museum /ExplorOcean 600 East Bay Avenue, Newport Beach
Is or will this be an
YES
NO
annual event?
O
Type of Event —special interest, commercial, sports, cultural /arts, social, etc.
Cultural /Arts Friend and Fund Raiser
Is there a charge or
YES
NO
fee for the event?
a
0
Describe what, if any, portion of the event is free to the public.
N/A
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.
The event is a charitable fund raiser to benefit the Newport Harbor Nautical Museum/
ExplorOcean and is organized by NHNM /ExplorOcean. Contact at NHNME is Rita Stenlund,
President 949 675 -8915. 80% of all 1proceeds will directly benefit NHNM /Ex IorOcean and
Types of In -Kind City Sponsorship Requested — List:
N/A
Are you requesting any roads be closed? If yes, which roads, when & for how long?
N/A
Amount of Cash Sponsorship from the City requested and how it will be used. Be specific.
We respectfully request the City of Newport Beach consideration of a sponsorship gift in the
amount of $10,000. This support will be directed towards NHNM /ExplorOcean's educational
and public programming. These programs include: Waterman Lecture Series, Sea Tales
preschoolers introduction to diverse ocean themes through story-time and craft activities
Name of Applicant Organization
Newport Harbor Nautical Museum /ExplorOcean
Description of Applicant Organization - type of entity (attach proof of non - profit 501(c) 3
status if applicable), purpose, and history.
The Newport Harbor Nautical Museum /ExplorOCEAN is dedicated to connecting people to
the adventure, inspiration and mystery of the sea, and one way is through presenting
meaningful exhibits and providing memorable experiences. NHNMExplorOcean was
founded in 1984 by a core group of Newport Beach residents along with generous support
from the Harry and Grace Steele Foundation. For the past 20 years, the organization has
been dedicated to preserving and promoting the maritime heritage of Newport Harbor.
Exhibitions and educational /public programs pertain to diverse ocean and nautical themes.
Plans are underway to transform ourselves and rebuild our unique setting to reflect a modern
sensibility and offer our community a premier cultural attraction. Our projected outcome is to
be the place where visitors experience the adventure, mystery and science of the seven seas
through multi- sensory exhibitions and inspiring entertaining educational programs.
Does the Applicant hold intellectual property rights to the event? If not, who does?
Yes,
Name of Contact and Contact Information for the Purpose of this Application.
Rita Stenlund, President.
Address
600 East Bay Ave. NB 92881 -1347
Phone
Fax
(949) 675 -8915
(949) 875 -8864
Mobile
Email
(914) 206 -8132
rstenlund @nhnm.org
Is there a contract
YES
NO
with an event
O
organizer?
Best times and ways to reach contact person.
Monday - Friday; 8:30 a.m. - 6 p.m.
List Prior Event Experience of both the Applicant and the Event Organizer.
In addition to annual fund raisers held at NHNM each year, other venue events include
9/2310 Riviera Event with 1,000 guests; Newport to Ensenada Race Fiesta 4110111, Event
Organizer Janis Dinwiddie has done event planning for nearly 20 years and has worked with
NHNM since 2008 beginning with an off site event held at the Lido Plaza for a movie
screening fund raiser for 600 guests in 10/17/08. Multiple member receptions and public
programs are held regularly at the NHNM venue. Rita Stenlund's background includes event
planning with South Coast Plaza Management and various non - profits in the Southern
California Region and has been involved with each event held at NHNM since May 2008.
If the Applicant conducts a similar event in other
Newport Beach previous ly, describe any di
adjustments you've made to improve the event.
or if the event
fficulties you 've encountered and what
NHNM /ExplorOcean did a similar event on property last September and we are pleased to
report that it was very successful from set -up, through event time and through break -down.
Our event and venue experience has prepared us for this fall 2011 event.
Provide previous locations of event, including reasons for leaving, if applicable.
N/A
Section Two — Benefit Statement
Description of How 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 application.
1. This 25th Anniversary Celebration for NHNM /ExplorOcean will unveil more developed
design plans for our future facility which will change Balboa Village and waterfront. At this
event, a new preview center will open that will showcase the transformation of our facility and
provide greater understanding of our plan to open a new cultural attraction.
2. Newport Beach residents and businesses who attend and support this event will be a part
of creating a new legacy to be enjoyed by everyone who lives in or visitors Newport Beach
now and in the future. This event provides an opportunity for Newport Beach residents and
businesses to join in support of this event that will inherently provide them with an
opportunity to be a part of creating a new legacy for Newport Beach.
3. This event will attract primarily residents of the greater Newport Beach area; our expected
guest count is approximately 400 people of which 20% of our guests will come from the
Southern California region as far north as Los Angeles and as far south as San Diego.
However, the visibility and coverage of this event, in primarily various newspapers and print
publications and social media will benefit the overall promotion and interest in Newport
Beach with emphasis on Balboa Village.
4. The City's financial support will be dedicated towards the cost to implement the event.
5. Our event budget is estimated at $70,000; projected income $212,000. Our request to
the City of Newport Beach is approximately 15% of the expense budget.
A compatible marketing plan and separate marketing budget has been developed to support
the organization 25th anniversary and opening of new preview center but will not impact the
event budget.
6. NHNM seeks ongoing support from the City of Newport Beach Arts Commission through
their annual grant- making program. Other potential support for this event could include Bank
of America, South Coast Plaza, Nationwide Health Properties, Clarke Marine Insurance, etc.
7. This fund rasing event will have a minimum donation (ticket price) of $125.00. However,
there are varied sponsorship levels.
8. We believe the City of Newport Beach is familiar with our event planning; and we have
been most fortunate that they have been successful due to careful planning by experienced
event planners and support and guidance from City Staff.
9. We welcome the City of Newport Beach's review of our event financial records.
10. This event will benefit the Newport Harbor Nautical Museum which resides in Newport
Beach. We would enjoy working with the City of Newport Beach to create a mutually
beneficial sponsorship complete with recognition opportunities and benefits.
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) Plan ning_pr, eparation, 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 advertising /PR 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
Totals
$125.00
0
0
0
of Applicant Organization
Spectators /Attendees/ Audience/Ticket
400
400
0
Buyers/Diners
Vol unteers/Workers/Vendors
35
35
0
Totals
435
435
435
Entry Fees
Adult
Child
Other
Participant
$125.00
$0.00
$0.00
Spectators
Totals
$125.00
$125.00
$125.00
Need for Accommodation(s). (Please do not exaggerate.)
Anticipated Number of Room Nights 20
Will all accommodations be in Newport Beach? If not, where?
Yes
What is the anticipated average stay in Newport Beach for
Participants0 Spectators 0
Permits and Safety Plan for the Event
Have you applied for a Special Events Permit for this event? Yes
If, not when will you? Summer 2011
Have you spoken to Newport Beach Police Department about your event? Yes 0
If, not when will you? Summer 2011
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.
U1 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 r equested funding and activ ity. I hereby a cknowledge 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 cant 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 Rita Stenlund, President
„'
Signature
04/14/2011
Submit by Email
� r �-r 11 i }.. r.•f
25`h Anniversary Gala and Preview Center Opening
Operational Plan
Project Overview
25th Anniversary Gala and ExplorOcean Preview Center Opening Saturday, October 8, 2011
Newport Harbor Nautical Museum /Explor0cean (NHNM /E) presents its most spectacular
celebration that will open the preview center for ExplorOcean — a showcase that will excite visitors
about the vision and possibility for Explor0cean. More than 400 guests are expected to attend.
ExplorOcean will be Orange County newest cultural asset; an attraction that will offer
experiences beyond education and change hearts and minds.
Event Goal
To recognize the 25th Anniversary of the Newport Harbor Nautical Museum and raise funds and
visibility for the preview center opening of ExplorOcean.
Objectives
e Open compelling preview center for ExplorOcean complete with media presentations
for new facility and programming and architectural designs
400 guests
Raise $200,000
o Publicize Capital Campaign Leadership and Steering Committee
Strategies
• Organization to Complete preliminary architectural design work for new facility
• Complementary marketing plan for event and preview center
Planning
a Event planning team:
Janis Dinwiddie Events;
Melissa Robles (whose support made the Riviera Magazine 91h anniversary Event
at NHNM a success;
Rita Stenlund, President of NHNME
Jim Reed, Chairman of NHNME
Volunteer Host Committee
U Event Planning team meet bi- monthly
Milestones
• Summer 2011 complete preliminary architectural design work
• Summer 2011 complete design concept of preview center -ready for fabrication
• Summer 2011 completed description of new facility visitor experience
• Summer 2011 secure leadership gifts for gala
• Summer 2011 event concept and event design completed
NEWPORT HARBOR NAUTICAL MUSEUM
25th Anniversary Gala -- 1018111
ESTIMATED BUDGET - Est. 400 guests
Dinwiddie Events LLC 1 As of 3 16 11
s ip-,
V
NO n-ated-
2
INCOME
Sponsorships
2 @ $25,000
$50,000
20
Guests per sponsorship - 10
3 @ $10,000
$30,000
30
Guests per sponsorship - 10
5 @ $ 5,000
$25,000
40
Guests per sponsorship - 8
7 @ $ 2,500
$17,500
42
Guests per sponsorship - 6
10 @ $1,500
$15,000
40
Guests per sponsorship - 4
10 @ $500
$5,000
20
Guests per sponsorship - 2
8 @ $250
$2,000
16
Guests per sponsorship - 2
Ticket Sales
200 @ $125
$25,000
200
Basic ticket buyers
30 @ S100
$3.000
30
Juniors group (25-35 yrs); for "after party" in gallery
Silent Auction
Est. 25 items
$10,000
Live Auction
Est. 4-5 items
$20,000
Raffle Ticket Sales
$4,000
Misc. Cash Donations
$5,000
Merchandise Sales
$500
Total Event Income
$212,000
438
Number of guests
EXPENSES
Catering / Bar Service
$22.000
Est. 400 guests @ $60+
Wine and beef
$0
Donated product
Rentals- Standard
$14,000
Tables, chairs, linens, glassware, china
Rentals - Lounge
$6,000
Lounge furniture, LED lighted bars, etc.
D6cor/Florals
$3,000
Entertainment
$5,000
Main stage band; DJ & smaller combo in galleries
Dinwiddie Events LLC 1 As of 3 16 11
NEWPORT HARBOR NAUTICAL MUSEUM
25th Anniversary Gala -- 1018111
ESTIMATED BUDGET - Est. 400 guests
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AV /Lighting /Production
$2,500
Sound throughout venue; custom lighting effects
Marketing Campaign
Valet Parking
$1,500
Est. 150 cars @ $10
Invitations
$5,000
Printing
Postage/mailing
$600
One ad each: Riviera (spread), Register, NB Indy.
Printed programs
$500
Printing
Banners/sigriage
$1,200
Printing and fabrication
City/ABC permits
$600
I
Security
$800
support ($3,000)
1
PhotographerIvideographer
$1,000
Videographer fee, photographer to donate
Outside Labor
$150
Event Planner/On-site mgr.
$5,000
Fun Zone Vendor Buy-out
$1,750
Misc. Supplies/Mtg. Expenses
$350
Total Event Expenses
$70,950
Net
$141,050
25th Anniversary
1-0 Y
'n'
q
Marketing Campaign
A1%
-i v,
Media buys (Truth)
$10,750
One ad each: Riviera (spread), Register, NB Indy.
Creative (Truth)
$6,400
Concept design, creative for ad campaign, banners
Sponsorship development ($3,900); PR ($3,300)', Entertainment
Marketing / PR (Truth)
$10,200
I
support ($3,000)
1
1
$27,350
1
Cinwiddie Events LLC 2 As of 3 16 11
25th Anniversary Event
Sponsorships, Public Relations and Entertainment
I. Summary
A. Proposed Project
Truth to provide marketing, public relations and entertainment services for Newport Harbor Nautical
Museum /ExplorOcean in consideration of the September 201125" Anniversary Event.
B. Objective
The project focus is on the drafting of partnership related materials, identifying optimum potential
partners, introducing sponsorship opportunities to the potential partners, cultivating a lasting relationship
between the potential partners and the Client, securing editorial coverage of the event, and booking the
entertainment to enhance the festivities. The project will result in increased sponsorship opportunities,
community support and awareness of the museum.
I1. Scope of Work
A. Strategy: Corporate & Marketing Partnerships
I. Draft one (1) corporate and (1) marketing sponsorship proposal
Collect all pertinent information for proposal inclusion;
Copy for each proposal will be drafted for Client approval;
Each proposal not to exceed 1,000 -word count.
ii. Identify potential optimum corporate and marketing partners
Set criteria for identifying strategic corporate partnerships including brand relativity to the
Client's objective and a minimum cash or trade buy in potential of $500 extending to a
potential cash or trade buy in of $10,000;
Identify no less than ten (10) and up to fifteen (15) potential corporate partners;
Set criteria for identifying strategic marketing partnerships including brand relativity and
current media value;
6 Identify no less than four (4) and up to eight (8) potential media partners.
iii. Tactic: Solidify partnerships
Connect with and pitch all identified potential corporate and marketing partners;
< Continued follow up with all potentials partners;
C Solidify no less than (2) corporate partners (food and beverage) and (1) marketing partner
(magazine);
Management of the partnerships throughout event planning and execution.
iv. Tactic: Provide Client with status updates
• Provide Client with bi- weekly status reports on all potential sponsors;
• Any additional partnership leads or relative information collected during the outlined scope of
work will be extended to the Client.
B. Strategy: Public Relations
L Identify optimum media list
• 50 members of the national press;
• Focus on media sources that produce the best results;
• Achieve broad awareness by utilizing all media outlet genres (broadcast, print, online,
blogsphere).
ii. Engage the media
• Draft and distribute (1) press release per month (June, July, August, September);
• Begin the pitch as a 'Save the Date" in June and increase event details per month;
• Communicate, build and maintain relationships with the media on behalf of the Client;
• Secure editorial coverage across all outlet genres
• Press releases not to exceed 400 words
iii. Monitorthe success
• Include media activity in a monthly report;
• Monitor editorial placement, resulting publicity impressions, and publicity value.
C. Strategy: Entertainment
i. Secure the live entertainment
• Present various musical acts to perform at the event for Client consideration;
• Secure preferred artist of choice to perform;
• Issue artist contractual agreement;
• Recommend, secure and manage sound, stage and lighting for live entertainment;
• Manage performance logistics on day of the event.
III. Time and Cost
A. Marketing & Corporate Partnerships
• Time: April — September
• Scope: No less than (2) corporate and (1) marketing partner solidified
• Budget: $2,500 - $7,500 suggested for matched marketing partnerships
• Agency Fee: $3,225 flat
B. Public Relations
• Time: June -September
• Scope: (1) dedicated release drafted and distribute per month
• Budget: $300 per newswire distribution (if applicable)
• Agency Fee: $3,900 flat
C. Entertainment
• Time:July - September
• Scope: (1 -2) musical acts secured and managed at event
• Budget: $1,000 talent + $1,000 sound, lighting and tech
• Agency Fee: $775 flat
PRINT PLAN SUMMARY
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Sponsorship Proposal Package for the
City of Newport Beach
In support of
25th Anniversary Gala and ExplorOcean Preview Center Opening
Saturday, October 8, 2011
Partnership Benefits for City of Newport Beach Consideration:
Name City of Newport Beach as "Commander" Sponsor ($10,000) of the 251h
Anniversary Gala and Fundraiser event that launches the ExplorOceon Preview
Center
Ten (10 +) guest tickets to attend
Name Recognition in NHNM /ExplorOcean Publications, newsletter, membership
communications and e- newsletters where a logo and hyperlink to City of Newport
Beach can appear
• Name Recognition in all Collateral Materials for the 25th event
• Website Presence - www.NHNM.com is the official website where City of Newport
Beach will be featured and have the opportunity to hyperlink your home page
• Social Media - NHNM /ExplorOcean's platforms to feature City of Newport Beach in
multiple levels of promotion and network communication
• Media Exposure - City of Newport Beach to be included in all press materials
distributed to local and national sources of print, online and broadcast outlets for
coverage inclusion
• We would enjoy discussing Unique and Tailored Benefits - In hopes to igniie a
mutually beneficial partnership NHNM /ExplorOceon would like to further explore
what exposure and benefits of partnership not described above that would best
match City of Newport Beach marketing objectives and community support goals.
Partnership Benefits for the Newport Harbor Nautical Museum /ExplorOcean
• City of Newport Beach to provide a financial gift commiiment in the amount of
$10,000 for which 100 % of the proceeds directly support the NHNM /ExplorOceon
• City of Newport Beach and Newport Harbor Nautical Museum /ExplorOcean form a
partnership whose brands share a commitment and love of the ocean.
INTERNAL REVENUE SERVICE
. EPIEO
NEWPORT.BEACH NAUTICAL MUSEUM
Cl O. 'J ROBERT 14ESERVE
1714 W BALSOA BLVD
NEWPORT BEACH, CA 92663
Gentlemen:
Internal Revenue Service
FP /EO DlsclosuroDesk
Y.U. Box 2350 Los Angeles, CA 90053
Person to Contact:
L. Barragan (A to K)
F. Miraflor (L to Z)
Telephone Number:
( 213)394 -2336
Relor Reply to:
91 -772
JUN 0 6 Ml
RE. 95- 3867036
NEWPORT BEACH NAUTICAL MUSEUM
C/O J ROBERT MESERVE
This is in response to your ro'quest for a determination
letter of the above -named organization
A review of our records indicates that the above -named
organization was recognized to be. exempt from Federal income
tax in November 2984, as an organA za tion described in
.Internal Revenue Code section 50!!c)(3) It is further'
classified as an organization lhat is no+. a private _
foundation as defined in section 5'09(a) of the code,•because
it is an organization described in section 170(b)(1)(A)(vi).
This letter is to verify your exempt status
and the fact that the determination letter
issued in November 2984 continues to be in effect.
It you are in need of further assistance, please feel free to
contact me at the above address.
We appreciate your cooperation in this regard.
Sincerely,
Disclosure Assistant
Finnigan, Tara
From: Rita Redaelli Stenlund trstenlund @nhnm.org]
Sent: Wednesday, September 21, 2011 9:35 AM
To: Finnigan, Tara
Subject: RE: Museum Non - Profit Org. Status
Attachments: Articles of Incorporation NHNM Articles.pdf; IRS Determination Letter.pdf
Hi Tara,
Sending along proof of our non -profit status 501 (c) (3) — please see attached. Our tax ID number is 95- 3867036. 1 can
send along our 990 which we file as Newport Harbor Nautical Museum, Payroll taxes, Audit, etc. The thread that
connects us is our tax ID number. Please let me know if you require more to be sent your way.
Thanks Tara.
Rita
Rita Redaelli Stenlund
President
ExplorOcean /Newport Harbor Nautical Museum
949.675.8915, ext. 104
nhnm.org
From: Finnigan, Tara [ mailto: TFinnioan(a�newoortbeachca.00vl
Sent: Monday, September 19, 20113:31 PM
To: Rita Redaelli Stenlund
Subject: Museum Non - Profit Org. Status
Hi Rita,
I'm working on the little agreement between the City and the Museum that will enable us to send you the Council grant
money. I have a question(s) re: the museum's nonprofit status.
It's a California non - profit corporation (501C3), correct?
I saw the enclosed 1991 letter verifying the status, but the letter referred to it as the "Newport Beach Nautical Museum ".
Before our eagle eye attorney asks me, I wanted to clarify that a) the museum formally changed it's name or b) it's a dba,
or c) some other option I didn't consider.
Thanks!
Tara
Tara Finnigan, APR
City of Newport Beach
949 - 644 -3035 office
949 - 244 -0032 mobile
www.newportbeachca.gov
J_;�f UY;dll
ARTICLES OF INCORPORATION
In il�s a�litiUai the S¢CCaiafpoi Sfut
ti4 CaWw rti
UL 2
OF
NEWPORT BEACH NAUTICAL MUSE[l4 GbNGU: S6:<i,iuly' b£ $SntO
Ggrmalla &k. Guy
`J9pusg
I.
.The name of this corporation is the NEWPORT BEACH
NAUTICAL MUSEUM.
II.
A. This corporation is a' nonprofit public benefit
corporation and is not organized for the private gain of any
person. It is organized under the Nonprofit Public Benefit
Corporation Law for charitable purposes.
B. The specific purpose of this corporation is 'to
foster, promote and encourage the collection and exhibition of
nautical art, literature and equipment for educational
purposes at locations in the Newport Beach, California, area.
III.
The name and-address in the State of California of the
corporation's initial agent for service of process is:
J. Robert Meserve
5190 Campus Drive
Newport Beach, California 92660
IV.
A. This corporation is organized and operated ex-
clusively for charitable purposes within the meaning of
Section 501(c)(3) of the Internal Revenue Code.
B. Notwithstanding any of other provisions of these
articles, the corporation shall not carry on any other
activities not permitted to be carried on (a) by a corporation
exempt from federal income tax.unde.r Section 501(c)(3) of the
Internal Revenue Code or (b) by a corporation contributions to
which are deductible under Section 170(c)(2) of the Internal
Revenue Code.
C. No substantial part of the activities of this
corporation shall consist of carrying on propaganda, or
otherwise attempting to influence legislation, and the
corporation shall not participate -or intervene in any
political campaign (including the publishing or distribution
of statements) on behalf of any candidate for public office.
V.
The property of th.is corporation is irrevocably
dedicated. to charitable purposes and no part of the net income
or assets of this corporation shall ever inure to the benefit
of any director, officer or member thereof 'or to the benefit
of any private person. Upon the dissolution or winding up of
this corporation,. its assets remaining after the payment of,
or provision for the payment of, all debts and liabilities of
this corporation, shall be distributed to another organization
03 #4v 2
which is organized and operated exclusively for' charitable
purposes and which has established tax exempt status under
Section 501(c)(3) of the Internal Revenue Code..
Date
J. 'Robert Meserve, Incorporator
I hereby declare that I am the person who executed the
foregoing Articles of Incorporation, which execution is my act
and deed.
*&--ZA,ttz�
J. Robert Meser.ve
3
Internal Revenue Service
District '
Director
NEWPORT BEACH NAUTICAL MUSEUM
151 EAST PACIFIC COAST HWY
NEWPORT BEACH, CA 92660
Dear Taxpayer:-
vepartment or trie i reasury
300 N. Los Angeles Street, MS "7043
Los Angeles, CA 90012
Person to Contact:
L BARRAGAN
Telephone Number:
(213) 894 -2336
Refer Reply to:
EO(1207)98
Date:
DECEMBER 11, 1998
EIN: 95- 3867036
2 6
�99�
OED
This letter is in response to your recluest for a copy of
the determination letter for the above named organization.
Our records indicate this organization was recognized to
be exempt from Federal Income 'fax in NOVEMBER 1984 as
described in Internal Revenue Code Section 501(c)(3). It is
further. classified as an organization that is not a.private
foundation as defined in Section 509(a) of the Code,- because it
is.an organization described in Section 170(b)(1)(A)(vi).
The exempt status for the determination letter issued in
NOVEMBER 1984 continues to be in effect.
If you need further assistance, please contact our office
at the above address or telephone number.
Sincerely,
6a)C'L�
Disclosure Assistant