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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 z w v H i tz e N 4/ N W C LL L u co Q) m m N 0 N W O u z 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 o 0 0 o 0 0 O O D o ui vi o vi Q 0 O Gc 0 0 0 0 N 0 0 0 0 0 v 0 Cl 0 0 0 0 0 0 0 0 c E Cl Cl 0 Cl O 0 Q 0 O Gc 0 O 0 0 0 0 C O ~ 0 0 0 0 0 0 C C > 0 E 0 O 0 CD 0 m o O O o 0 0 0 0 0 0 0 0 0 0 0 0 0 Cl 0 0 0 0 0 0 0 0 0 0 Cl Cl 0 Cl O 0 0. 0 o 0 0 o 0 0 0 0 0 0 0 0 0 0 0 0 0 (D' 0 "O 0 0. 0 0 0 CD 0 m o O O o 0 0 0 0 0 0 0 0 0 0 0 0 C n o ,c N 00 ul Vl N N lfl N I�t U) N N N N� tf1 lfl N 06 N Ol m W �. Ol m W �y N r-I. N 1-4 1..{ In O N T N n c N � N � N > ou 14- {/f OJ N 'O o O N T c N E N > ou 2 N Q c N d v LL U L C - to v> co u o ;,= c E c c a ELL c o. > c Q 0- > 3 o E v v t c o v o 'c '� c v o o m O� u d N {- O u u Q V1 c G 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.