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HomeMy WebLinkAbout02/14/841 i February 7, 1984 Honorable Mayor and Members City Council Meeting of of the City Council February 14, 1984 MEN'S OPEN SUMMER VOLLEYBALL TOURNAMENT SPONSORSHIP CONTRACT Recommendation It is recommended that Your Honorable Body approve the attached contract between the City of Hermosa Beach and Event Concepts for joint sponsorship of. the Men's Open Volleyball Tournament, July 21 and 22, 1984, as recommended by Staff and the Community Resources Commission. Background Event Concepts sponsored this Tournament last year, July, 1983. At that time, the City received total revenue of $2,792.50. Expenses for.the tournament were $1,340.10. The net gain from that tournament was $1,452.40. . Analysis The tournament of 1983 was very successful. However, one area of possible potential .trouble is the blatant violation of drink- ing on the beach. As we are aware, the drinking will never stop even if another sponsor is found. However, staff feels it can be controlled and monitored more. closely.. Measures have been taken to mitigate this problem as much as possible. Event Concepts will have a security force of no less than eight people at any one time for crowd control and to quietly inform individuals of the open container ordinance. This is done at the Cuervo Tournament in Redondo Beach and has worked out very well. As a follow up to last year's tournament, staff solicited evalu- ations from elected officials, Department Heads, and various merchants in the City. The overwhelming response was approval of the tournament. The few negative remarks were the concern for the blatant abuse of drinking on the beach. And as indicated above, we believe we have taken steps to mitigate that for next year's tournament. Also, the Department was approached by a new volleyball organization called The Association of Volleyball Professionals, to sponsor this same tournament. Negotiations with the AVP fell through when that organization withdrew it's proposal in early January. No reason was given for their withdrawal. Respectfully Submitted, Alana M. Mastrian, Director Dept. of Community Resources Concur: Gregory T. Meyer City Manager AGREEMENT This agreement is entered into on February 14, 1984, at Hermosa Beach, California by and between EVENT CONCEPTS, INC., a California corporation (EC) and the CITY OF HERMOSA BEACH (CITY), with regard to the following facts: a) EC2is a sales promotion company which annually promotes professional beach volleyball tournaments comprising the Pro Beach Volleyball Tour. b) CITY administers beaches in Hermosa Beach, California, and annually stages beach volleyball tournaments, in- cluding the Hermosa Beach Open. c) EC and CITY are desirous of entering a relationship with regard to the 1984 Hermosa Beach Open. Therefore it is agreed as follows: 1) Event Concepts will, upon gaining sponsorship support from a major beer company, pay to the CITY a fee of $1,750 for use of the Pier Avenue volleyball courts July 21-22, 1984. 2) Event Concepts will provide up to four portable toilets; at same location as previous year. 3) Event Concepts will pay costs for a maximum of four hours supplemental trash pick-up, Saturday and Sunday nights, July 21 and 22. 4. Event Concepts will guarantee a minimum prize purse of $10,000. In no event is the CITY liable for the prize money. 5) Event Concepts will guarantee a minimum advertising support expenditure of $10,000. 6) Event Concepts will produce a minimum of 2,000 posters in support of the event and a minimum of 5,000 special Hermosa Beach Open issues of BEACH VOLLEYBALL MAGAZINE. Event Concepts is responsible for distribution. 7) Event Concepts will include the Hermosa Beach Open in all Tour -wide schedules, posters, ads in the National Outdoor,Volleyball Association schedule and all public- ity listings of the Tour. Event Concepts will provide the CITY a Certificate of Insurance providing liability insurance naming the CITY, its officers, employees and agents as additional insured with a minimum coverage of $1,000,000 combined single limit coverage. 9) Event Concepts will provide a tournament scoreboard, volleyballs, trophies and fees for referees, at no cost to the CITY. Event Concepts has the option to use the CITY'S scoreboard. 10) EC will pay the cost for Police officers to supervise the event both days; the chief of police will mandate the num- ber of officers and hours worked. In the event of an emer- gency or other situation arising which necessitates addi- tional security, Event Concepts is responsible for the additional costs incurred. 11) Event Concepts will supply a security force of their own, minimum of eight at any one time to supervise the crowd and alert all present to the "Open Container" Ordinance of the City. All such personnel shall be wearing identifiable T-shirts. 12) Event Concepts will be permitted to sell custom Hermosa Beach Open volleyball T-shirts at the beach subject to prior approval of the graphics by the CITY of HERMOSA BEACH. 13) Event Concepts will have the first right of refusal to sponsor the event in the years 1985 and 1986, with a new agreement signed no later that December of each year. Each party shall review the success of the event following its conclusion, and either party may terminate continua- tion or renewal of this agreement by submitting written notification of termination to the other party prior to August 31, 1984. 14) Event Concepts will collect entry fees from players which projects to approximately 40 teams at $10 apiece, or a total of $400. Event Concepts shall pay all entry fees to CITY. 15) The CITY will permit the attachment of the sponsor's name to the official event title and shall permit use of spon- sorship signage, product replicas and other props to iden- tify tournament sponsors on the beach. 16) The CITY shall be notified no later than May 15, 1984, of any co-sponsors supporting the Tournament. Each co-sponsor shall pay to CITY a fee of $100. 17) CITY shall provide a tournament director and eight volley- ball courts with nets, suitable for tournament competition. 18) CITY shall permit Event Concepts to place two event banners announcing the tournament, at mutually agreed locations, for the period of two weeks preceding the event. 19) CITY shall permit the staging of a regional bathing beauty competition for one hour, beginning at 1:00 p.m., July 21, in conjunction with the volleyball tournament. Procedures and guidelines for staging the bathing beauty competition will be submitted to CITY's Community Resources Department for approval. Said competition shall take place at the south side of the Pier and shall not impede lifeguarding activities. 20) CITY shall request the Los Angeles County Department of Beaches to level the beach before 7:00 a.m. on July 21 and July 22. 21) CITY shall make its best effort to arrange parking facilities around Hermosa Beach and arrange shuttle bus service to the tournament, at no cost'to EC. EC shall include parking and shuttle information in pre -event advertising and publicity. EC shall also produce directional signs for the event for posting at locations. specified by the CITY. ACCEPTED FOR: THE CITY OF HERMOSA BEACH by date the Honorable Gary Brutsch, Mayor EVENT CONCEPTS, INC. by David A. Wilk, Vice President date February 7, 1984 Honorable Mayor and Members City Council Meeting of of the City Council February 14, 1984 MEN'S OPEN SUMMER VOLLEYBALL TOURNAMENT SPONSORSHIP CONTRACT Recommendation It is recommended that Your Honorable Body approve the attached contract between the 'City of Hermosa Beach and Event Concepts for joint sponsorship of the Men's Open Volleyball Tournament, July 21 and 22, 1984, as recommended by Staff and the Community Resources Commission. Background Event Concepts sponsored this Tournament last year, July, 1983. At that time, the City received total revenue of $2,792.50. Expenses for the tournament were $1,340.10. The net gain from that tournament was $1,452.40. Analysis The tournament of 1983 was very successful. However, one area of possible potential trouble is the blatant violation of drink- ing on the beach. As we are aware, the drinking will never stop even if another sponsor is found. However, staff feels it can be controlled and monitored more closely. Measures have been taken to mitigate this problem as much as possible. Event Concepts will have a security force of no less than eight people at any one time for crowd control and to quietly inform individuals of the open container ordinance. This is done at the Cuervo Tournament in Redondo Beach and has worked out very well. As a follow up to last year's tournament,, staff solicited evalu- ations from elected officials, Department Heads, and various merchants in the City. The overwhelming response was approval -2 - of the tournament. The few negative remarks were the concern for the blatant abuse of drinking on the beach. And as indicated above, we believe we have taken steps to mitigate that for next years tournament. Also, the Department was approached by a new volleyball organization called The Association of Volleyball Professionals, to sponsor this same tournament. Negotiations with the AVP fell through when that organization withdrew it's proposal in early January. No reason was given for their withdrawal. Respectfully Submitted, Alana M. Mastrian, Director Dept. of Community Resources Concur: G`egory T. Meyer City Manager