HomeMy WebLinkAboutC-5188 - Grant Agreement for Special Event Support Program FY 12-13 - Newport Beach Film FestivalGRANT AGREEMENT
BETWEEN THE CITY OF NEWPORT BEACH AND
NEWPORT BEACH FILM FESTIVAL
r`1 This Grant Agreement ( "Agreement ") is entered into this IZ► day of
2012, by and between the City of Newport Beach, a
1 _ California municipal corporation and Charter City ( "City "), and NEWPORT BEACH FILM
l FESTIVAL, a California nonprofit corporation, located at 4540 Campus Drive, Newport
Beach, CA 92660 ( "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 Newport Beach Film Festival. ( "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 One Hundred Twenty Five
Thousand Dollars and 00/100 ($125,000.00) ( "Grant Funds ") to Grantee pursuant
to certain conditions regarding expenditure, reporting, and accounting
requirements.
NOW, THEREFORE, the Parties agree as follows:
1.1. City awards to Grantee Grant Funds in the amount of One Hundred Twenty
Five Thousand Dollars and 00/100 ($125,000.00) 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 Click here to enter a date.
In two (2) installments on the following dates: (a) $80,000 at the
time of execution of this Agreement; and (b) $45,000 on or after
January 25, 2013.
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 Film Festival 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 Film Festival 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 Film Festival 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 Funding 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: .
Gregg Schwenk
Newport Beach Film Festival
4540 Campus Drive
Newport Beach, CA 92660
Phone: 949 - 253 -2880
Email: gregg. schwenk @newportbeachfilmfest.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 Film Festival 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. Severabilitv. 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 Film Festival 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 Film Festival Page 7
IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed
on the dates written below.
APPROVED AS TO FORM: CITY OF NEWPORT BEACH,
CITY ATTORNEY'S OFFICE A California municipal corporation
Date: 4 / of vz- Date: �l a lrZ
By:_ /` (('r) By:� G--y
Aaron C. Harp Da`v�yiff
City Attorney �Ct City Manager
ATTEST: 12 �Z V GRANTEE: Newport Beach Film Festival,
Date: a California nonprofit corporation.
By: �A/ l/UV10
Leilani I. Brown
City Clerk m
Attachment: Exhibit A: Grant Proposal
By:
Gregg Schwenk
CEO
Date: ?,`b l2
By:
Tpd� OL2cv� ,r,
1st Vice President
[END OF SIGNATURES]
Newport Beach Film Festival Page 8
Exhibit A
NormSite.com - Single Result Table
Page I of 2
tion
Value
ence #
6360689
s
F
Complete
of Applicant Organization:
Newport Beach Film Festival
Name
Gregg
Last Name
Schwenk
Street Address
4540 Campus Drive
Address Line 2
City
Newport Beach
State
California
Zip Code
92660
Phone Number
949 -253 -2880
Email Address
gregg .schwenk @newportbeachfilmfest.com
Type of Entity
Corporation 501 (C)3
Name of Event:
Newport Beach Film Festival
Event Date(s):
April 25 - May 2, 2013
Is this an annual event?
yes
Type of event:
Community Community & Art/Culture
Event location/venue:
Edwards Big Newport, Regal Fashion Island, Regency
Lido, OCMA, Sage Hill High School, The Port, Triangle
Square
Are you anticipating any road closures? If so
describe waste minimization and clean -up
plan for public spaces /roads.
NO
Is there a fee to enter the event for the
general public? Describe what, if any,
portion of the event is FREE to the public.
See attachment #1
Description of Event:
See Attachment #2
Summarize applicant's prior event
experience (1/2 page maximum):
See Attachment #3
If the Applicant conducts similar events
elsewhere, please provide details including:
where, when, safety issues, and if applicable,
why the event left its previous location (I
page maximum):
N/A
Amount of cash requested:
$125,000
How will the requested funds be used?
Marketing, Community Outreach, Event Production,
Permits, City Services, Venue Costs
Does the applicant hold IP rights?
Yes
Is there a contract with an Event Organizer?
No
Contact information for Event Organizer:
https: / /fs23. formsite. com /bld /FormSite ?EParam= Km8gHSey W8CbdYg2 %2FhQktDA USgQ... 02/15/2012
FormSite.com - Single Result Table
Page 2 of 2
The City's support should represent no more
than 25% of the total event budget.
Volunteer hours may not be counted toward
the total event budget, but the value of in-
Yes
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, not planning the event).
yes
Does your request meet this criterion?
The request for City support must include a
list of other City entities or groups and
private sponsors from whom the applicant is
Yes
seeking financial support. (If yes, attach list)
If applicable, upload your
document (acceptable file formats: word &
pdf):
Community Component - 5 pages maximum
See Attachment 45
Upload a document -5 pages
maximum (acceptable file formats: word &
pdf):
Economic Impact and Sponsorship Proposal
1. See Attachment 46 2. See Attachment #7 3. See
- 10 pages maximum
Attachment 98 4. See Attachment #9 5. See Attachment
#10 6. See Attachment #11 7. See Attachment #12
Upload a document -10 pages
maximum (acceptable file formats: word &
pdt):
Date
2012 -02 -15 18:38:31
Start Time
N/A with Form Login
Finish Time
N/A with Form Login
Duration
N/A with Form Login
User
98.189.10.216
Browser
IE 8
OS
Windows
Referrer
litti)s://fs23.formsite.com/res/forinL2gillaqM
https:// fs23. formsite. com /bId /FormS ite ?EParam= Km8gHSey W 8CbdYg2 %2FhQkfDAUSgQ... 02/15/2012
Attachment #1
EVENT FEES
The Newport Beach Film Festival is committed to being accessible to all
members of the community. The ticket price point is at or below those
of other festivals. Furthermore, through the generous support of other
organizations, including the City of Newport Beach Arts Commission,
many of The Newport Beach Film Festival's highly acclaimed seminars,
special events, and screenings throughout the festival are free of
charge. Lastly, the Festival provides military personnel and their
families, and non- profit organizations, free tickets and passes to attend
events and screenings.
Attachment #2
Event Description
The Newport Beach Film Festival offers our community the ultimate festival
experience with a wide array of social, cultural and professional opportunities. The
Festival features nightly special events including red carpet galas, post screening
receptions, compelling conversations with filmmakers, International spotlights,
industry seminars and retrospectives. The Festival offers attendees a unique
opportunity to mingle with film industry professionals, avid filmgoers, Hollywood
celebrities and .filmmakers from around the globe in a beautiful seaside locale. In
2013, the Festival Will host a red carpet Gala Opening Night featuring live
entertainment and world class cuisine from twenty -five Newport Beach restaurants.
Other highlights include a festive closing night celebration, showcasing the offerings
of fifteen to twenty Newport Beach restaurants, tributes to Hollywood luminaries, an
Action Sports Film Series, an Art, Architecture + Design Film Series, a Music Film
Series, an Environmental Film Series, a Family Film Series, a Collegiate Film Series and
a Youth Film Showcase. Each year over 500 filmmakers travel from around the world
to attend the Newport Beach Film Festival and enjoy Newport Beach's hotels, dining,
shopping and recreation.
Publisher of Variety Magazine, Brian Gott lists the Newport Beach Film Festival as
one of his favorite to attend. Moviemaker Magazine has ranked the Festival in their
list of the top 25 in the United States. Executives from Esquire Magazine attend the
Festival and bring a group of advertisers and influencers to experience our city and
the Newport Beach Film Festival.
The Festival partners with several notable arts organizations, including Orange
County Film Society, Orange County Museum of Art, The Studio at Sage Hill, Peter
and Mary Muth Interpretive Center, Segerstrom Center for the Arts, Carnegie Hall,
Orange County Performing Arts Center, Pacific Symphony Orchestra and UC Irvine.
The Festival co presents Cinema Orange, a year round film program at the Orange
County Museum of Art and Cinema Sage Hill, a monthly film series at The Studio at
Sage Hill in Newport Coast. The NBFF collaborates as a programming partner for UC
Irvine's Sneak Previews film class. The Festival has an ongoing relationship with the
American Society of Cinematographers, the Directors Guild of America and SAG
Indie. The Festival also has strong alliances with other nonprofit organizations in the
community.
Attachment #3
HistorV of the Festival
Since its launch in 2000, the Newport Beach Festival has presented several acclaimed films such
as The Cove, (500) Days of Summer, Project Nim, Waitress, Letters to Juliet, Paprika, Crash,
Broken English, Death Note: The Last Name, Layer Cake, The illusionist, Emmanuel's Gift Mad
Hot Ballroom, Spellbound, Castle in the Sky, Born into Brothels, as well as anniversary
screenings of classics such as The French Connection, Sunset Boulevard, The Outsiders and
Endless Summer.
Through tributes, special screenings and seminars, the Festival has honored film industry
notables, including Aaron Sorkin, Haskell Wexler, Robert Wise, Henry Bumstead, Elmer
Bernstein, John Waters, Alan Atkin, Bruce Brown, Greg MacGillivray, Richard.Sherman, Marc
Shaiman and McG. Past Festival highlights include An Evening of Disney Animation Rarities
with Roy E. Disney and Don Hahn and Ten Decades of the Duke, The Official John Wayne
Centennial Celebration, Chuck Jones Cartoon Festival, Henson Handmade Puppet Dreams
Workshop and Nickelodeon Spongebob 10 Year Anniversary Celebration.
Each year the Festival presents a broad array of special programs including the following: Art,
Architecture + Design Film Series, Action Sports Film Series, Music Film Series, Family Film
Series, Environmental Film Series, Youth.Film Showcase and a Collegiate Showcase. The
Festival features nightly special events, including red carpet galas, post screening receptions,
compelling conversations with filmmakers, international spotlights, industry seminars and
retrospectives.
The Festival partners with several notable arts organizations, including Orange County Film
Society, Orange County Museum of Art, The Studio at Sage Hill, Peter and Mary Muth
Interpretive Center, Pacific Symphony Orchestra and UC Irvine. The Festival co presents Cinema
Orange, at the Orange County (Museum of Art and Cinema Sage Hill, a free monthly film series
at The Studio at Sage Hill in Newport Coast.
Attachment #4
2013 Sponsor Targets
Allergan
American Express
Anheuser- Busch, Inc. — Stella Artois
Apple
At &T
Attstate Insurance
BofA
Balboa Bay Club
Blue C
Boeing
Chop Shop
Christie Digital Systems USA
Clear Channel Outdoor
Dell
Deloitt, LLP
Delta
Emery Financial
Entertainment Weekly
Esquire Magazine
Fairmont Newport Beach
Fashion Island
Fritz Duda Company
Google
Graphic Industries
Greenberg Traurig, LLP
Heineken
Hewlett Packard
Hoag
Hyundai
JetBlue
Kia
Kimco
KOCI
LA Times
Link Murrel & Chang
Live OC
Locale Magazine
Lufthansa
Luna Bar
Marriott Newport Beach Resort & Spa
Matrix Visual Solutions
Mercedes Benz
Modern Luxury Media — Riviera Magazine
Mole- Richardson
Nestle Waters NA
Newport Beach Magazine— Firebrand Media
Newport Lexus
Oakley
OC Museum of Art
OC Weekly
Orange Coast College
Orange Coast Magazine
Orange County Films
Pernod — Ricard USA — Absolut
Pimco
Radisson Newport Beach
Red Bull
Regal Entertainment
Regency Lido Theaters
RPA
Saunders Property Company
Signature Party Rental
Sole Technology
Sony
Southwest Airlines
Taco Bell
Target
Technicolor
Tilly's
TV5Monde
UCI, Irvine
Variety Magazine
Verizon
Verizon Wireless
Volkswagen
Volvo
Wells Fargo Bank
Western Digital
Attachment #5
Community Component
The Newport Beach Film Festival, through its many cultural,
artistic, and educational opportunities and events, helps to
enhance Newport Beach and make our city an exciting place to
live, work, and visit. The Festival, by premiering many award
winning and highly acclaimed films, increases the civic pride of
Newport Beach residents and allows them the opportun.ity to
participate in a highly acclaimed film festival.
As an engine for economic growth and development, the Festival
is active in three main areas. The first is marketing the Newport
Beach Film Festival and the city of Newport as a cultural tourism
destination. This has had direct benefit to hotels and
restaurants. Further this marketing creates a lingering
awareness well beyond the festival duration especially in the key
local drive markets of Los Angeles and San Diego. On the retail
side, the Festival has partnered with Via Lido Plaza and Fashion
Island to enhance the retail opportunities presented by the
many patrons coming to see films and events. Fashion Island
has been a significant partner in the outreach and integration of
many key retail locations. This has seen a strong return to the
city and many businesses. The Festival also serves as an
opportunity to showcase the Newport Beach community to the
hundreds of filmmakers that participate and attend throughout
our event. This allows Newport Beach the unique opportunity to
audition for future filming projects. Janice Arrington, Orange
County Film Commissioner has stated that the Newport Beach
Film Festival elevates the City of Newport Beach in the minds of
directors, producers, and location scouts.
The Newport Beach Film Festival relies on individuals throughout
the community. From ushers to ticket takers, and programming
to hospitality, volunteers are integrated into all aspects of the
Film Festival experience. Many of our over 500 volunteers have
been participating for five or more years. This mutually
beneficial relationship not only provides the necessary structure
for the Festival to operate but also gives a special sense of family
and civic pride for volunteers. Our community provides over
50,000 volunteer hours to produce the Festival.
One of the unique facets to the Film Festival is the educational
and interactive aspects of film screenings and seminars. The
Festival will conduct hundreds of post screening question and
answer discussions. These are lively, engaging sessions that
allow for the audience to experience directly the art of
filmmaking.
Attachment # 6
Attendance Statistics
While the Festival receives both international and domestic coverage in
print and television, it's main focus is on the key drive markets of Los
Angeles, San Diego, the Inland Empire, and Orange County. In a recent
study by UCI (2010) approximately 40% of the Newport Beach Film
Festival audience comes from surrounding cities in Orange County,
Additionally, 22% of the Festival audience comes from outside Orange
County (LA & San Diego, etc.). This outreach compliments the efforts of
Visit Newport Beach to reach the •critical drive markets immediately
before the summer high season for tourism.
Attachment #7
Hotel Statistics
The Festival partners with many of the major hotels in Newport
including The Balboa Bay Club, The Hyatt Regency, The Radisson, The
Fairmont, the Island Hotel, and The Newport Beach Marriott. The
Festival works with the marketing department of each of these hotels
to promote special opportunities and offerings during our events.
Several of our hotel partners have had sold out occupancy during the
Festival. The recent UCI study stated that over 2000 room nights could
be attributed to attendees of the Newport Beach Film Festival.
Furthermore, the Festival itself books over 500 room nights through the
duration of the event.
Attachment # 8
Business Plan Overview
Event Goal
® To create and execute a world -class film festival in the spring (April) of
2013 to take place in the city of Newport Beach.
Objectives
® To create awareness and bring interested film enthusiast from around
southern California to Newport Beach.
o To screen an array of domestic and international films.
a To produce unique and sophisticated post events that will compliment
screenings and other activities.
e To integrate our major retailers and restaurants into special events and
post screening opportunities.
® To craft, educational seminars accessible to all members of our
community.
Strategies
m Maintain relationships with key media partners to produce an effective
marketing and outreach campaign throughout Southern California as well
as the United States as a whole.
® Work with independent filmmakers, distribution companies, studios, film
schools, and other major festivals to recruit high quality films for screening
and special events.
® Continue to develop a well- trained and integrated staff that will plan and
execute the highly complex day to day activities of the Festival, and the
many major events and spotlights.
® Interact with police fire, security, and permitting personnel to insure
proper execution and planning of the Newport Beach Film Festival.
® Continue strong relationships with many established film professionals as
well as major guild and trade associations to assist in the placement of
insightful individuals at our seminars and other key educational events.
m
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Attachment 910
2013 Projected Newport Beach Film Festival Marketing Campaign
Target Markets:
Primary markets — Orange, Los Angeles and San Diego Counties
Secondary markets —General US
Marketing Objectives:
Create awareness and attendance to the Newport Beach Film Festival
Marketing Strategies:
Utilize in -kind media partnerships for advertising and strategically timed press release to enhance editorial
coverage. In addition utilize ticket giveaways and sweepstakes for radio promotions in the Orange County, Los
Angeles and San Diego counties.
Responsibility:
Public Relations
Quartararo & Associates (Q &A) — pro bono
In addition to launching The Newport Beach Film Festival, Todd Quartararo and his team have worked with
some of nations most recognized brands including Bloomingdale's, Cirque Du Soleil, Hermes, Ted Baker London,
Segerstrom Center for the Arts and The Sports Club /LA. Q &A handles media relations, strategic partnerships
and sponsorship development for the Festival. Secured relationships include Absolut Vodka, Jaguar, Jet Blue,
Land Rover, Lexus and Perrier
Advertising:
Rubin Postaer and Associates (RPA) —pro bono
Rubin Postaer and Associates (RPA) is a full- service advertising,agency that handles award- winning campaigns
for Honda, Mandalay Bay and Farmers Insurance. Services include broadcast and print creative development,
web development and interactive marketing.
Sample Advertising Campaign: (all media donated by partners)
Print
® LA Times, Esquire, Entertainment Weekly, People Magazine, LA Confidential, Angelino, Los Angeles
Magazine and others
Online
C IMDB, LA Times, Greer's OC and others
Social Media
Newport Beach Film Festival (75,000 emails in database), Orange County Film Society (20,000 emails in
database), and various other media partners
Digital Billboards
a Over 1;000,000 impression daily with over 100 locations in Los Angeles county
Bus Shelters
3 Over 250 bus shelters in Orange and Los Angeles counties
Radio
a Top 25 radio stations in Southern California with radio sweepstakes and ticket giveaways including MIS
FM, KROQ, NPR, KFI, STAR, and more.
Attachment #11
Economic Impact
The Newport Beach Film Festival targets three main areas for economic
development and impact for our community.
® Hotels and hospitality — as previously stated the Festival works
with the major hospitality providers in Newport Beach to not only
outreach and market to a critical drive audience, but to also
provide the opportunity for participating hotels to showcase their
amenities to a local audience.
® Restaurants —the Festival partners with over 50 area restaurants
during the run of the event and provides key opportunity for
marketing; promotion and mechanisms to generate traffic to an
upscale audience. According to the UCI study, the majority of the
attendees dine out at least once while participating in the Festival.
® Retail —the Festival partners with many of Newport's major
retailers. Specifically, the Festival hosts a majority of its events in
and around the retailers located in Via Lido Plaza and Fashion
Island. This results in an increase in foot traffic as well as direct
sales during the Festival.