TITLE
The Mayor and City Council shall discuss and possibly take action on approving a contract with Action Alliance Network for producing the 2012 Stagecoach Days, 2013 Salsa Festival, and the 2013 Great American Barbecue events for the City of Maricopa in an amount not to exceed $62,000 from FY12-13 General Fund, Great American Barbecue Technical (10033002-53340); General Fund, Stagecoach Days, Technical (10033003-53340) and General Fund, Salsa Festival, Technical (10033006-53340). Discussion and Action.
AGENDA ITEM DESCRIPTION
Staff has conducted research into how cities coordinate their special events. There are several ways in which these events can be produced. The first approach is that cities produce the events using only city staff and city funding. These cities may seek out sponsorships, obtain event partners and charge for admission, services and activities at the event to help offset expenditures. The second approach is that cities have an outside organization produce the event at a City facility. The city would then charge the organization to use the facility and for city services. The City would have the option to be a sponsor at the event. The last approach is that cities may contract with an outside organization to produce the event but the City still maintains ownership of the event. In this type of contract, city services and sponsorship funding may be provided for certain aspects of the event. The outside organization would be responsible for the remaining funding that the City does not provide.
The proposed contract with Action Alliance Network would have them as the producer of the event and the City of Maricopa as the owner. The contract specifically identifies the duties and responsibilities of both parties as well as what is funded by each party. The City will have approval over the budget, site plan, event plan, sales and marketing plan including sponsorships and all collateral material including press releases, posters, ba...
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