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CAG-20-020 L\� `Y 0 1 1+ FNT°� AGREEMENT FOR LODGING TAX FUNDING FOR THE HOST BID FEE FOR THE 2020 IRONMAN TRIATHLON IN MAPLE VALLEY THIS AGREEMENT, dated January 10, 2020 is by and between the City of Renton (the "City"), a Washington municipal corporation, and City of Maple Valley ("Consultant"), a Washington municipality. The City and the Consultant are referred to collectively in this Agreement as the "Parties." Once fully executed by the Parties,this Agreement is effective as of the last date signed by both parties. 1. Scope of Work: Consultant agrees to provide services to host the 2020 Ironman Washington event in Maple Valley and provide advertising for the city of Renton and the promotion of Renton hotels as specified in Exhibit A,which is attached and incorporated herein and may hereinafter be referred to as the "Services." 2. Changes in Scope of Work: The City, without invalidating this Agreement, may order changes to the Work consisting of additions, deletions or modifications.Any such changes to the Work shall be ordered by the City in writing and the Compensation shall be equitably adjusted consistent with the rates set forth in Exhibit A or as otherwise mutually agreed by the Parties. 3. Time of Performance: Consultant shall commence performance of the Agreement pursuant to the schedule(s) set forth in Exhibit A.All Work shall be performed by no later than December 31, 2020. 4. Compensation: A. Amount. Total compensation to Consultant for Work provided pursuant to this Agreement shall not exceed $25,000, plus any applicable state and local sales taxes. Compensation shall be paid based upon Services actually performed according to the rate(s) or amounts specified in Exhibit A.The Consultant agrees that any hourly or flat rate charged by it for its Work shall remain locked at the negotiated rate(s) unless otherwise agreed to in writing or provided in Exhibit A. Except as specifically provided herein, the Consultant shall be solely responsible for payment of any taxes imposed as a result of the performance and payment of this Agreement. B. Method of Payment. The Consultant shall submit a voucher or invoice in a form specified by the City, including a description of what Work has been performed, the name of the personnel performing such Work, and any hourly labor charge rate for such personnel upon completion of all Work. Payment shall be made by the City for Work performed within thirty (30) calendar days after receipt and approval by the appropriate City representative of the voucher or invoice. If the Consultant's performance does not meet the requirements of this Agreement,the Consultant will correct or modify its performance to comply with the Agreement. The City may withhold payment for work that does not meet the requirements of this Agreement. C. Effect of Payment. Payment for any part of the Work shall not constitute a waiver by the City of any remedies it may have against the Consultant for failure of the Consultant to perform the Work or. for any breach of this Agreement by the Consultant. D. Non-Appropriation of Funds. If sufficient funds are not appropriated or allocated for payment under this Agreement for any future fiscal period, the City shall not be obligated to make payments for Work or amounts incurred after the end of the current fiscal period, and this Agreement will terminate upon the completion of all remaining Work for which funds are allocated. No penalty or expense shall accrue to the City in the event this provision applies. 5. Termination: A. The City reserves the right to terminate this Agreement at any time, with or without cause by giving ten (10)calendar days' notice to the Consultant in writing. In the event of such termination or suspension,all finished or unfinished documents,data,studies, worksheets, models and reports, or other material prepared by the Consultant pursuant to this Agreement shall be submitted to the City, if any are required as part of the Work. B. In the event this Agreement is terminated by the City,the Consultant shall be entitled to payment for all hours worked to the effective date of termination, less all payments previously made. If the Agreement is terminated by the City after partial performance of Work for which the agreed compensation is a fixed fee, the City shall pay the Consultant an equitable share of the fixed fee. This provision shall not prevent the City from seeking any legal remedies it may have for the violation or nonperformance of any of the provisions of this Agreement and such charges due to the City shall be deducted from the final payment due the Consultant. No payment shall be made by the City for any expenses incurred or work done following the effective date of termination unless authorized in advance in writing by the City. G\SY Oc of N.O? PAGE2 OF 12 6. Warranties And Right To Use Work Product: Consultant represents and warrants that Consultant will perform all Work identified in this Agreement in a professional and workmanlike manner and in accordance with all reasonable and professional standards and laws. Compliance with professional standards includes, as applicable, performing the Work in compliance with applicable City standards or guidelines (e.g. design criteria and Standard Plans for Road, Bridge and Municipal Construction). Professional engineers shall certify engineering plans, specifications, plats, and reports, as applicable, pursuant to RCW 18.43.070. Consultant further represents and warrants that all final work product created for and delivered to the City pursuant to this Agreement shall be the original work of the Consultant and free from any intellectual property encumbrance which would restrict the City from using the work product. Consultant grants to the City a non- exclusive, perpetual right and license to use, reproduce, distribute, adapt, modify, and display all final work product produced pursuant to this Agreement. The City's or other's adaptation, modification or use of the final work products other than for the purposes of this Agreement shall be without liability to the Consultant. The provisions of this section shall survive the expiration or termination of this Agreement. 7. Record Maintenance: The Consultant shall maintain accounts and records, which properly reflect all direct and indirect costs expended and Work provided in the performance of this Agreement and retain such records for as long as maybe required by applicable Washington State records retention laws, but in any event no less than six years after the termination of this Agreement. The Consultant agrees to provide access to and copies of any records related to this Agreement as required by the City to audit expenditures and charges and/or to comply with the Washington State Public Records Act (Chapter 42.56 RCW). The provisions of this section shall survive the expiration or termination of this Agreement. 8. Public Records Compliance: To the full extent the City determines necessary to comply with the Washington State Public Records Act,Consultant shall make a due diligent search of all records in its possession or control relating to this Agreement and the Work, including, but not limited to, e-mail, correspondence, notes, saved telephone messages, recordings, photos, or drawings and provide them to the City for production. In the event Consultant believes said records need to be protected from disclosure, it may, at Consultant's own expense, seek judicial protection. Consultant shall indemnify, defend, and hold harmless the City for all costs, including attorneys' fees, attendant to any claim or litigation related to a Public Records Act request for which Consultant has responsive records and for which Consultant has withheld records or information contained therein, or not provided them to the City in a timely manner. Consultant shall produce for distribution any and all records responsive to the Public Records Act request in a timely manner, unless those records are protected by court order.The provisions of this section shall survive the expiration or termination of this Agreement. 0 ♦qe�� PAGE 3 OF 12 9. Independent Contractor Relationship: A. The Consultant is retained by the City only for the purposes and to the extent set forth in this Agreement.The nature of the relationship between the Consultant and the City during the period of the Work shall be that of an independent contractor, not employee.The Consultant, not the City,shall have the power to control and direct the details, manner or means of Work. Specifically, but not by means of limitation, the Consultant shall have no obligation to work any particular hours or particular schedule, unless otherwise indicated in the Scope of Work or where scheduling of attendance or performance is mutually arranged due to the nature of the Work. Consultant shall retain the right to designate the means of performing the Work covered by this agreement, and the Consultant shall be entitled to employ other workers at such compensation and such other conditions as it may deem proper, provided, however, that any contract so made by the Consultant is to be paid by it alone, and that employing such workers, it is acting individually and not as an agent for the City. B. The City shall not be responsible for withholding or otherwise deducting federal income tax or Social Security or contributing to the State Industrial Insurance Program,or otherwise assuming the duties of an employer with respect to Consultant or any employee of the Consultant. C. If the Consultant is a sole proprietorship or if this Agreement is with an individual,the Consultant agrees to notify the City and complete any required form if the Consultant retired under a State of Washington retirement system and agrees to indemnify any losses the City may sustain through the Consultant's failure to do so. 10. Hold Harmless: The Consultant agrees to release, indemnify, defend, and hold harmless the City, elected officials, employees, officers, representatives, and volunteers from any and all claims, demands, actions, suits, causes of action, arbitrations, mediations, proceedings, judgments, awards, injuries, damages, liabilities, taxes, losses, fines, fees, penalties, expenses, attorney's or attorneys' fees, costs, and/or litigation expenses to or by any and all persons or entities, arising from, resulting from, or related to the negligent acts, errors or omissions of the Consultant in its performance of this Agreement or a breach of this Agreement by Consultant, except for that portion of the claims caused by the City's sole negligence. Should a court of competent jurisdiction determine that this agreement is subject to RCW 4.24.115, (Validity of agreement to indemnify against liability for negligence relative to construction, alteration,improvement,etc.,of structure or improvement attached to real estate...) then, in the event of liability for damages arising out of bodily injury to persons =to 9f N t0? PAGE 4 OF 12 or damages to property caused by or resulting from the concurrent negligence of the Consultant and the City, its officers, officials, employees and volunteers, Consultant's liability shall be only to the extent of Consultant's negligence. It is further specifically and expressly understood that the indemnification provided in this Agreement constitute Consultant's waiver of immunity under the Industrial Insurance Act, RCW Title 51, solely for the purposes of this indemnification. The Parties have mutually negotiated and agreed to this waiver. The provisions of this section shall survive the expiration or termination of this Agreement. 11. Gifts and Conflicts: The City's Code of Ethics and Washington State law prohibit City employees from soliciting, accepting, or receiving any gift, gratuity or favor from any person, firm or corporation involved in a contract or transaction. To ensure compliance with the City's Code of Ethics and state law,the Consultant shall not give a gift of any kind to City employees or officials. Consultant also confirms that Consultant does not have a business interest or a close family relationship with any City officer or employee who was, is, or will be involved in selecting the Consultant, negotiating or administering this Agreement, or evaluating the Consultant's performance of the Work. 12. City of Renton Business License: The Consultant shall obtain a City of Renton Business License prior to performing any Work and maintain the business license in good standing throughout the term of this agreement with the City. Information regarding acquiring a city business license can be found at: http://rentonwa.gov/business/default.aspx?id=548&mid=328. Information regarding State business licensing requirements can be found at: http://dor.wa.gov/content/doingbusiness/registermybusiness/ 13. Insurance: Consultant shall secure and maintain: A. Commercial general liability insurance in the minimum amounts of $1,000,000 for each occurrence/$2,000,000 aggregate for the Term of this Agreement. B. In the event that Work delivered pursuant to this Agreement either directly or indirectly involve or require Professional Services, Professional Liability, Errors and Omissions coverage shall be provided with minimum limits of $1,000,000 per occurrence. "Professional Services", for the purpose of this section, shall mean any Work provided by a licensed professional or Work that requires a professional standard of care. .rro 9e.Htor a PAGE 5 OF 12 C. Workers' compensation coverage, as required by the Industrial Insurance laws of the State of Washington, shall also be secured. D. Commercial Automobile Liability for owned, leased, hired or non-owned,leased, hired or non-owned, with minimum limits of $1,000,000 per occurrence combined single limit, if there will be any use of Consultant's vehicles on the City's Premises by or on behalf of the City, beyond normal commutes. E. Consultant shall name the City as an Additional Insured on its commercial general liability policy on a non-contributory primary basis. The City's insurance policies shall not be a source for payment of any Consultant liability, nor shall the maintenance of any insurance required by this Agreement be construed to limit the liability of Consultant to the coverage provided by such insurance or otherwise limit the City's recourse to any remedy available at law or in equity. F. Subject to the City's review and acceptance, a certificate of insurance showing the proper endorsements, shall be delivered to the City before performing the Work. G. Consultant shall provide the City with written notice of any policy cancellation,within two (2) business days of their receipt of such notice. 14. Delays: Consultant is not responsible for delays caused by factors beyond the Consultant's reasonable control. When such delays beyond the Consultant's reasonable control occur,the City agrees the Consultant is not responsible for damages, nor shall the Consultant be deemed to be in default of the Agreement. 15. Successors and Assigns: Neither the City nor the Consultant shall assign, transfer or encumber any rights, duties or interests accruing from this Agreement without the written consent of the other. 16. Notices: Any notice required under this Agreement will be in writing, addressed to the appropriate party at the address which appears below (as modified in writing from time to time by such party), and given personally, by registered or certified mail, return receipt requested, by facsimile or by nationally recognized overnight courier service.Time period for notices shall be deemed to have commenced upon the date of receipt, EXCEPT facsimile delivery will be deemed to have commenced on the first business day following transmission. Email and telephone may be used for purposes of administering the Agreement, but should not be used to give any formal notice required by the Agreement. CITY OF RENTON CONSULTANT Tim Morgan 9ENt0? PAGE 6 OF 12 Cliff Long Economic Development Manager Community & Economic Development, City of Maple Valley Director PO Box 320 1055 South Grady Way Maple Valley, WA 98038 Renton, WA 98057 Phone: (425) 413-6641 Phone: (425) 430-6591 Tim.morgan@maplevalleywa.gov clong@rentonwa.gov 17. Discrimination Prohibited: Except to the extent permitted by a bona fide occupational qualification,the Consultant agrees as follows: A. Consultant, and Consultant's agents, employees, representatives, and volunteers with regard to the Work performed or to be performed under this Agreement, shall not discriminate on the basis of race, color, sex, religion, nationality, creed, marital status,,sexual orientation or preference, age (except minimum age and retirement provisions), honorably discharged veteran or military status, or the presence of any sensory, mental or physical handicap, unless based upon a bona fide occupational qualification in relationship to hiring and employment, in employment or application for employment, the administration of the delivery of Work or any other benefits under this Agreement, or procurement of materials or supplies. B. The Consultant will take affirmative action to insure that applicants are employed and that employees are treated during employment without regard to their race, creed, color, national origin, sex, age, sexual orientation, physical, sensory or mental handicaps, or marital status. Such action shall include, but not be limited to the following employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation and selection for training. C. If the Consultant fails to comply with any of this Agreement's non-discrimination provisions, the City shall have the right, at its option, to cancel the Agreement in whole or in part. D. The Consultant is responsible to be aware of and in compliance with all federal, state and local laws and regulations that may affect the satisfactory completion of the project, which includes but is not limited to fair labor laws, worker's compensation, and Title VI of the Federal Civil Rights Act of 1964, and will comply with City of Renton Council Resolution Number 4085. 18. Miscellaneous:The parties hereby acknowledge: A. The City is not responsible to train or provide training for Consultant. 9CH,01 PAGE7 OF 12 B. Consultant will not be reimbursed for job related expenses except to the extent specifically agreed within the attached exhibits. C. Consultant shall furnish all tools and/or materials necessary to perform the Work except to the extent specifically agreed within the attached exhibits. D. In the event special training, licensing, or certification is required for Consultant to provide Work he/she will acquire or maintain such at his/her own expense and, if Consultant employs,sub-contracts,or otherwise assigns the responsibility to perform the Work, said employee/sub-contractor/assignee will acquire and or maintain such training, licensing, or certification. E. This is a non-exclusive agreement and Consultant is free to provide his/her Work to other entities, so long as there is no interruption or interference with the provision of Work called for in this Agreement. F. Consultant is responsible for his/her own insurance, including, but not limited to health insurance. G. Consultant is responsible for his/her own Worker's Compensation coverage as well as that for any persons employed by the Consultant. H. Report on Execution of Services a. The Recipient shall submit a report on services and work provided with the final invoice, no later than December 30, 2020.This report should be no longer than five pages, excluding budget detail, and should follow the outline below: i. Summarize the activities undertaken in providing the scope of work described in Exhibit A. ii. Reference the project objectives specified in Exhibit A. Were those objectives achieved? Why or why not? Were there any unexpected positive outcomes or challenges? iii. Reference the specific measurable results specified in Exhibit A. Were they achieved? If not, what challenges prevented the achievement of the anticipated results? iv. Describe involvement of any partners specified in Exhibit A, as well as any unexpected cooperative relationships that developed through implementation of the project. v. Reference the project budget specified in the Exhibit A. Provide an analysis of actual expenses and income in relation to the projected budget. ac, O? PAGE 8 OF 12 vi. Provide a good faith best-estimate of actual attendance generated by the scope of work in the three categories below: 1. Travelers staying overnight in paid accommodations away from their place of residence or business; 2. Travelers staying overnight in unpaid accommodations (e.g., with friends and family) and traveling more than 50 miles; 3. Travelers for the day only and traveling more than 50 miles. 4. Describe the methodologies used to arrive at the good faith estimate of actual attendance numbers described above. 19. Other Provisions: A. Approval Authority. Each individual executing this Agreement on behalf of the City and Consultant represents and warrants that such individuals are duly authorized to execute and deliver this Agreement on behalf of the City or Consultant. B. General Administration and Management. The City's project manager is Cliff Long. In providing Work, Consultant shall coordinate with the City's contract manager or his/her designee. C. Amendment and Modification. This Agreement may be amended only by an instrument in writing, duly executed by both Parties. D. Conflicts. In the event of any inconsistencies between Consultant proposals and this Agreement, the terms of this Agreement shall prevail. Any exhibits/attachments to this Agreement are incorporated by reference only to the extent of the purpose for which they are referenced within this Agreement. To the extent a Consultant prepared exhibit conflicts with the terms in the body of this Agreement or contains terms that are extraneous to the purpose for which it is referenced, the terms in the body of this Agreement shall prevail and the extraneous terms shall not be incorporated herein. E. Governing Law. This Agreement shall be made in and shall be governed by and interpreted in accordance with the laws of the State of Washington and the City of Renton. Consultant and all of the Consultant's employees shall perform the Work in accordance with all applicable federal, state, county and city laws, codes and ordinances. F. Joint Drafting Effort.This Agreement shall be considered for all purposes as prepared by the joint efforts of the Parties and shall not be construed against one party or the other as a result of the preparation, substitution, submission or other event of negotiation, drafting or execution. c,,,. 9C„c, PAGE 9 OF 12 G. Jurisdiction and Venue.Any lawsuit or legal action brought by any party to enforce or interpret this Agreement or any of its terms or covenants shall be brought in the King County Superior Court for the State of Washington at the Maleng Regional Justice Center in Kent, King County, Washington, or its replacement or successor. H. Severability. A court of competent jurisdiction's determination that any provision or part of this Agreement is illegal or unenforceable shall not cancel or invalidate the remainder of this Agreement, which shall remain in full force and effect. I. Sole and Entire Agreement. This Agreement contains the entire agreement of the Parties and any representations or understandings, whether oral or written, not incorporated are excluded. J. Time is of the Essence. Time is of the essence of this Agreement and each and all of its provisions in which performance is a factor. Adherence to completion dates set forth in the description of the Work is essential to the Consultant's performance of this Agreement. K. Third-Party Beneficiaries. Nothing in this Agreement is intended to, nor shall be construed to give any rights or benefits in the Agreement to anyone other than the Parties, and all duties and responsibilities undertaken pursuant to this Agreement will be for the sole and exclusive benefit of the Parties and no one else. L. Binding Effect. The Parties each bind themselves, their partners, successors, assigns, and legal representatives to the other party to this Agreement, and to the partners, successors, assigns, and legal representatives of such other party with respect to all covenants of the Agreement. M. Waivers. All waivers shall be in writing and signed by the waiving party. Either party's failure to enforce any provision of this Agreement shall not be a waiver and shall not prevent either the City or Consultant from enforcing that provision or any other provision of this Agreement in the future. Waiver of breach of any provision of this Agreement shall not be deemed to be a waiver of any prior or subsequent breach unless it is expressly waived in writing. N. Counterparts. The Parties may execute this Agreement in any number of counterparts, each of which shall constitute an original, and all of which will together constitute this one Agreement. qEq o` PAGE 10 OF 12 20. Supplemental Term: Acknowledgment and Trademark Licenses: Consultant shall acknowledge the City in any press release, public announcement, or publicly-released documents related to the Services detailed herein.To that end, City grants Consultant a royalty-free non-exclusive, revocable license to use its name and logo solely for that purpose upon the advance written approval of the City in each instance. In addition, Consultant grants City a non-exclusive, royalty-free, world-wide, license to use Consultant's name and/or logo for the limited purpose of communications regarding the grant between City and Consultant to City members and the general public in promotion of City in all media and mediums, including without limitations, broadcast, print, online and City membership materials until the expiration or termination of this Agreement. IN WITNESS WHEREOF, the Parties have voluntarily entered into this Agreement as of the date last signed by the Parties below. CITY OF RENTON CONSULTANT t By:. / ./ / By: . I "' 1- Armo - Pavone aura Philpot Mayor City Manager bl ,C1 :212 _ !0, 20Zo Date D Attestaf n 4,''' o`��4 O F �F % Jaso Seth •` �'C 0,,"1/0 Ren on City erk _ capa ®'4 SEAL Approved as to Legal Form itittOOs Shane Moloney SENTO? PAGE 110F 12 Renton City Attorney Contract Template Updated 12/29/2017 c, RfHTO? PAGE 12 OF 12 EXHIBIT A • liie Coy of MAP . } LEY W Cii ., AA++ : . October 25,2019 To: City of Renton Lodging Tax Advisory Committee Members From: Tim Morgan—Economic Development Manager Subject: 2020 Ironman Washington—Maple Valley 70.3 Race(September 20, 2020) Background The City of Maple Valley is applying for Renton Lodging Tax Funds for$25,000 to help pay for the Host Bid fee of$50,000 that is required by Ironman. Because the City of Renton has hotel lodging properties located within its City boundaries whereas Maple Valley doesn't,we are asking the City of Renton to be a financial partner of$25,000 to cover half of the bid fee for this event which is$50,000. Renton would receive all loding tax revenues:from the hotel rooms booked for this event. History of Funding Request Included in your packet you will find a letter from our City Manager, Laura Philpot, dated April 24, 2018. requesting$50,000 from the City of Renton to help cover the bid fee for a full triathlon which was $100,000. At that time, the Renton City Council approved the$50,000, however, it was never used because we were not able to secure the larger event. This being said, we are submitting another request for a smaller amount of$25,000 to help with the bid fee of$50,000 for the 70.3 race. We are currently in contract negotiations with Ironman to bring the event here. Attachments 1. Grant Application 2. Ironman Overview 3. Ironman 2014 Economic Impact Report from Chattanooga,Tennessee 4. Economic Impact Assessment from Whistler, Canada event 5. Two articles recapping.the Boulder, Colorado and North Lake Tahoe events r."12");) Snc ry71 Tim Morgan Economic Develo ent Manager City of Maple Valley P.O.Box 320 Maple Valley,WA98038 City Hall: (425)413-8800 Direct: (425)413-6641 tim.morgan c(�r naplevalleywa.gov Tie City of MAP LEY P.O.Box 320.22017 SE Wax Road•Maple Valley,WA 98038 Phone: 425-413-8800 •. Far: 425,413-4282 April 24,2018 City of Renton Lodging Tax.Advisory'Committee c/o"Cliff Long,Economic Development Director 1055 S.Grady Way Renton,WA 98057 Dear City of Renton Lodging Tax Advisory Committee Members, I would like to thank you for allowing us to present the Ironman Triathlon information to your committee in February. At this time,we are asking for financial support of$50,000 from the City of Renton to help us succeed in getting the Ironman Triathlon(140.6)to our area on Sunday,September 1,2019. The total bid fee is$100,000. Since our February meeting,we hosted Alex Bennett(Regional Director) and Hessam Salim (Operations Director)from Ironman in Maple Valley to review the race course and other logistical items. They were positive that the race course net their requirements. We have received full support from the City of Maple Valley City Council and King County to host this event. With the proposed date of Labor Day weekend 2019,we addressed your committee's concerns about Renton's hotel room availability during the summer months. Since you have low occupancy over the Labor Day weekend,this marquee event will generate dollars for your city during the shoulder season. Here are some facts about the event • The City of Renton would receive all of the lodging tax money associated with event participants and spectators who stay in Renton hotels since.Maple Valley doesn't have any hotels. • 2,500 participants(annual household income of$247,000). • 10,000 out-of-town visitors. • The event attracts visitors and spectators primarily from the upper-middle class ($60- $100k)and upper-class($100+k)household income levels. • Participants spend an average of$1,500 during their stay while spectators spend around $1,100. • Participants generate an average of approximately$2.3M in direct economic impact while spectators generate approximately$7.9M for the local economy. • Factoring both direct and indirect economic impacts,the event generates approximately $12M for the local economy. 1 Since Ironman's Selection Committee will make their 2019 event location choices by the end of May,we would appreciate notice of your decision by Friday, May 11. Thank you for•your time'•and consideration regarding this request. Slnc ly, Laura Philpot,PE , City Manager City of Maple Valley Phone:(425)413-8800 Ext. 637 Mobile:(206)853-7061 cc: The Honorable Denis Law,Mayor,City of Renton Jay Covington,Chief Administrative Officer; City of Renton 'Tim Morgan, Economic Development Manager,City of Maple Valley • 2020 RENTON LODGING TAX FUNDS APPLICATION Applicantlnforniation. ` Business Status: Non-Profit'D For-Profit 0 Other: ttach documentation aple:Valley City Government Tax ID#91-1801854: Funding Requested For: CEvent rffl h+ja Ce2),Marketing Other: Facility n DMO Applicant/Organization Name:City of Maple Valley Mailing Address:P.O.,Box 320 `it'Maple Valley state:WA Zip:98038 Contact Person(if different from applicant): Phone Number: Tim Morgan - Economic Development Manager 425-413-6641 ' Signing Authority for Contract(if different from applicant): Phone Number: Laura. Philpot, City Manager 425-413-6637 Contact Person(s)Email: . t)m:morgan@maplevalleywa.gov; laura.philpot@maplevalleywa.gov Proposal;i n formation, Title of Proposal Amount Requesting` 2020 Ironman Triathlon 70.3 Race from 2020 LTAC: $25,000.00 Anticipated time frame for accomplishing Proposal: Date(s)of activity/event: September 20, 2020 September 20, 2020 Brief description of Proposal: Review the attached addendum Tourism,Promotion(Attach additional pages as needed) ' - ' - "' How will your Proposal attract,serve,and/or facilitate tourism in Renton (e.g., promote travel to Renton, promote retail sales, provide entertainment,feed or lodge tourists,encourage longer stays and return visits,provide other specific short or long-term economic benefits, etc)? Fill M. AI ill II. A II II r • • ' I • IIII How and where will you market your Proposal to increase the number of visitors to Renton? EL A Ili " . _ my II I, IIIt II How will you measure the amount of visitor traffic generated by your'marketing and/or event?(See Visitor Report Form for more information.) Have you worked with other local organization or businesses to promoteyour Proposal? Yes Q No n Please list the local businesses and organizations you are partnering with to promote you proposal. Review the attached addendum 6 Proposal'Budget;Summary(Complete,the summary below AND ATTACH;DETAILED BUDGET) • EXPENSES RENTON(LTAC)FUNDS Other Funds Total (P)ii9& biy) Personnel(salaries&benefits) $ $ $ Administration(office expenses including copies,.rent,janitor,utilities, $25 000.00 $25 000.00 $50,000.00 phone,taxes,supplies,etc.) Marketing/Promotion $ $ $ Travel $ $ $ Consultants $ $ $ Other Activities $ $ Explain:" TOTAL COSTS: $25,000.00 $25y000.00 $50,000.00 What percentage of your overall Proposal budget would the Renton(LTAC)funds represent?50OIo of bid fee Proposal with reduced funding? Yes ■ No Because the City of Renton Can you complete this g ❑ Please explain: has hotel lodging properties within its City boundaries whereas Maple Valley doesn't,we are asking the City of Renton to be a financial partner of$25,000 to cover half of the bid fee for this event which Is$50;000.Renton would receive all loding:tax revenues. OTHER INCOME(from sponsorships,grants,donations,and admission fees) If you anticipate receiving pa?tiol funding for this activity from another source,please list the source(s),approximate amount,and status of funding.Indicate the entry or admission fee if one will be charged. Confirmed or Projected? Source Amount If projected,what Is the anticipated receipt date? Local Sponsorships s Local Sponsorships Receipt date Aug. 2020 $ CA s CainTi"eHIrI $ $ TOTAL OTHER INCOME: $ 7 Other Financial Information-_ Does the proposed activity,event,or facility have the ability to increase its revenues? Yes I No If so,explain how(e.g.,charging'admission,increasing fees,etc.): . f-/j4 V)V t 5 A j&7C) ye.(,c c'oc.1Z Ironman receives all revenues associated with this event The City of Maple Valley is assisting with covering some of the logistical expenses to host this event. • If applicable,explain how the proposed activity,event,or facility will endeavor to become self-supporting in the future: Ironman Triathon events will always request a bid fee from the host community and assitance with covering logistical expenses for this event. The economic value that this event brings to the community Mr outweighs the financial Investment that cities contribute towards this event The event is self-supporting. Signature;Required: The applicant certifies that: If awarded I understand that 1) my organization intends to enter,into a Municipal Services Contract with the City and provide liability insurance for the duration of the contract naming the City as an additional insured and in an amount determined by the City.2) Unless otherwise approved by the Committee, the City of Renton will only reimburse•those costs actually incurred by my organization and only after the service is rendered,3) my organanization will be required to submit a report documenting economic impact results in a format determined by the City. / Signature' Date / /U' �vy APPLICATION CHECKLIST Include one (1)signed original and seven (7)copies of the following: Y Completed,signed Application. Letter-sized,typed, printed on one side, not stapled or bound. 1' 2020 Visitor Attendance Report Projections(form attached) 7 Detailed Proposal Budget 609 (3tr4, -•—�(LoNrYiAN 134, . Y Supporting materials, if applicable (e.g., example advertisements). Include one(1)copy of the following,if applicable: ---11 I t IRS lettr rding tax status I Commitmlent letter from aeach co sponsort (Sect5cn.S HAYe.,Mr. Q�N Soho 1� �` APPLICATION SUBMISSION Submit application packets by 5:00 pm Friday, October25, 2019,to: City of Renton Lodging Tax Advisory Committee, 1055 S.Grady Way 6th Floor, Renton,WA 98057 Note: No supplementary information or documentation will be accepted after the application deadline. In addition,applicants will not be permitted to hand anything to the LTAC during proposal presentations(e.g.,documents,flyers,promotional gift items of anykind). 8 COMPLETE AND SUBMIT THIS PROJECTION REPORT WITH YOUR LTAC APPLICATION.' (Notei,Grant recipients,will be required to complete"a similar-reportishowing actual attendance,figures after 'the completiomof,their t2020 event.);._ , CITY OF RENTON 2020 LTAC VISITOR ATTENDANCE REPORT (PROJECTIONS ONLY) YOUR ORGANIZATION: City of Maple Valley NAME of Event, Facility,or Marketing Proposal: 2020lronman Washington-Maple Valley DATES)your activity will occur: From 9/18/2020 through 9/20/2020 AMOUNT you are requesting from LTAC: $ :25,000 for half of bid•fee Proiected Methodology*and Explanation Choose the method you intend to use from the list below, 1. Total anticipated attendance: then explain how data will be collected. #of people at your event,using your facility,or brought to the Method.See attached Ironman data(includes media too) City due to your marketing efforts 10,000 people Explain 2,500 athletes,7,500 spectators 2. How many visitors will come from Method See attached Ironman data over 50 miles away? 8,000 People Explain 80%of attendees are from out of the area 3. How many visitors will come from Method - another state or country? 8,000 People Explain historically 80%travel from out of state to the event 4. How many overnight visitors Method will stay with family/friends? 2,00.0 people Explain half will stay with friends/family 5. (a) How many overnight visitors Method See attached Ironman data will stay at PAID accommodations? 8,000 People Explain half will stay in paid lodging (b)This will result in how many total paid lodging nights? Method 4,000.room nights x 3 night stay (Consider multiple nights,double occupancy,etc.)12,000 Nights Explain This Includes hotels and vacation rental units * Direct Count—e.g.,paid admissions,head count,chair or vehicle count,figures collected from a hotel/restaurant/tour guide. * Indirect Count—e.g.,raffle tickets sold,redeemed coupons,brochures handed out, police requirements for crowd control,visual estimate. * Representative Survey—Highly structured data collection based on random sample survey that includes a margin of error and confidence level which allows the results to be reliably projected over all attendees. * Informal Survey—Unstructured survey with results that cannot be reliably projected over all attendees. For example,information is taken only from volunteer participants,or it's only offered at one time/place rather than throughout the event. * Structured Estimate—Figure is based on computing known information about an event or,location such as the maximum legal occupancy.(one person per three square feet). * Other—Please describe. 9 October 25,2019 Brief Description of Proposal submitted by the City of Maple Valley: We are seeking financial assistance from the City of Renton through the tourism grant program to help us host the 2020 Ironman Washington event•in Maple Valley to be held on Saturday,September 20, 2020. Because Maple Valley doesn't have any lodging properties available,the City of Renton would receive most of the lodging business associated with this event other than people staying in vacation rentals. This being said,we would like the City of Renton to be a financial contributor to this event since they will be benefitting financially from the lodging tax generated at the hotels from this event. Included with this proposal you will find basic information about the event along with some support articles and feasibility study information which details how some Ironman communities across the U.S. benefit economically from hosting this event. Tourism Promotion Answers to Questions: 1. How will your Proposal attract,serve,and/or facilitate tourism in Renton (e.g.,promote travel to Renton, promote retail sales, provide entertainment,feed or lodge tourists,encourage longer stays and return visits,provide other specific short o"r long-term economic benefits, etc.)? Answer: This international event will feed and lodge Ironman participants and spectators. The approximate number of event participants and spectators t9 stay in hotels is about 80% of 10,000 people. Anticipated number of participants is 2,500 and spectators is 7,500. 2. How and where will you market your Proposal to increase the number of visitors to Renton? Answer:Ironman Triathlon will promote this event throughout the world on their website and at other Ironman events. They have their own marketing platforms which will not,be included with the City of Maple Valley's grant request. Marketing, media, and the promotional platform markets to more than 60,000 Ironman 70.3 participants in the.United States. The City of Maple Valley will promote the event inwadherence to Ironman standards. The City of Renton will receive advertising as part of the event advertisements. 3. How will you measure the amount of visitor traffic generated by your marketing and/or event?(See LTAC Visitor Report Form for more information.) Answer:.The.amount of air travel passengers that travel into SeaTac Airport for this event. The participants will be surveyed at the time they check in onsite at-the event to,gather this information:In addition,.the.number of hotel rooms.that are booked for this event.Since this is the first time that it will beheld in King'County,.there is•no prior data available. Attached are some statistics from other 70.3 events to give you an idea of the impact. Please list the local businesses and organizations you are partnering with to promote you proposal. • King County Sheriff • 'Maple Valley Police Department • King County Parks • King County Government • Maple Valley/Black Diamond Chamber of Commerce • Recology(waste services) • Port of Seattle Economic Development Department • Tahoma School District and Tahoma School Foundation Please list the local businesses and organizations you are partnering with to promote you proposal. • King County Sheriff • Maple Valley Department De artment • King County Parks • King County Government • Maple Valley/ Black Diamond Chamber of Commerce • Recology(waste services) • Port of Seattle Economic Development Department • Tahoma School District and Tahoma School Foundation iirrl":" * _,..._...........7:-----, .000-000. 41. 010, ��. w „- - 4,0srlirrow . *1y,-. 11'4 - ---- ti # R „ ; { V` '� �! i7c> ; t , ' ir 4/07- --f _• "Lai 4 0 3 > ; 03 I €: , -, iiii . .1 "* 4 . -% 40,4,31 _ c A.ahliro i fOP° p rill 111,4 t • lip 40 is a n THE BRAND PREMIUM . COMPETITIVE. EXCLUSIVE. BE PART OF THE JOURNEY TO PROVE ANYTHING IS POSSIBLE.® What started as a single race in 1978 and quickly became a phenomenon, has evolved into • the flagship brand of a now global portfolio of world class endurance events. That portfolio has grown from one original IRONMAN " event with fifteen participants to more than one million athletes participating across our brands every year. QV`i• IRONMAN° could very well be your next signature event. World Triathlon Corporation seeks a new destination to host an IRONMAN event. A fixture on the worldwide endurance calendar, each IRONMAN event draws approximately 2,500 athletes, plus thousands more spectators. All while generating millions in direct economic impact to its host community each year. 2 OUR MISSION: 0 GREAT RACES IRONMAN seeks to organize the best races in the world. IRONMAN events capture the imagination of people around the world.We strive to produce races that athletes are proud to have completed and to create experiences they never stop talking about.Our races are the most prestigious in every sector that we participate. {f q * �y�,( �4 —+--I I!!N !..111 ) rye r``r-l+ • • 'it j e . 4• 1_. . -Oa- • 1 ..� *, > t he ', �jt i 6 s- q�i � , ' , * oy' It .If; r�r`xY tr ( It I^_� tir j t>,,, •� 1 .1 ��4A1 ` . . 14a f1 1 fP i r IRONMAN OVERVIEW • COMPANY HISTORY0,4" . `` �, ", - ,{ • On February 18,1978,15 competitors came to the shores of Waikiki,Hawaii to take on the first-ever IRONMAN "s j PA challenge.It was an idea hatched by John Collins,a Naval Officer stationed in Hawaii,and his wife Judy during a '. a ti` swim club gathering.Collins'proposal was a friendly test of fitness combining the three toughest endurance races '' on Oahu Into one race:The 2.4-mile Waikiki Rough-water Swim,the 1 12-miles Around-Oahu Bike Race,followed ?:, - a $" r- by a 26.2-mile run on the Honolulu Marathon course. r - r •s That first race would set the stage for what IRONMAN would become:the most-challenging single-day sporting 'yr, • • event In the world,and a brand symbolizing the belief that"Anything is Possible."IRONMAN now operates 40 r , IRONMAN races,106 IRONMAN 70.3 races,and numerous short-course triathlons and multisport festivals. • ii` `. - IRONMAN has become one of the world's strongest brands,renowned for the passion and engagement of Itsii athletes.IRONMAN athletes from around the world embrace challenges and celebrate leading healthy and goal- s • ; oriented lifestyles. ♦q i y- 'ir.*I•" IRONMAN has expanded Its focus beyond triathlon,purchasing running,cycling,and mountain biking r F,yr • K. ♦d _ t events around the world.Over the past few years,the ASB Auckland Marathon,the Standard Chartered Singapore if p;,f _• • g Marathon,and a number of other independent running events joined our family of races.In 2016,the purchase of '�• vS fls •- the lagardere endurance event portfolio brought the UCI VELOTHON Majors rood cycling series,the Bordeaux � '>• 6� ' Marathon,and the Queenstown and Hawkes Bay International Marathons into the fold. > " "` In 2017,IRONMAN acquired Competitor Group Holding((GI),owners of the signature Rock'n'Roll Marathon Y Series.CGI's more than 30 events host over 600,000 athletes each year.Since the debut of the of the first Rock'n' Ye Roll Marathon in 1998,COI has continued to expand throughout the United States,the UK,and China.Their events . have innovated the running industry with their musically infused block-party atmosphere.Also this year,the x,-v • Dalian Wanda Group began a 10-year partnership with the Abbott World Marathon Majors,an association of the tf ' organizers of the world's greatest running races in the world's greatest cities. - 3y'> ° -a IRONMAN expanded into mountain biking acquiring the highly regarded Cape Epic mountain bike race in South � 'ry -Yam, k kelt•� 4•`I Africa and a number of other prominent mountain bike stage races around the world.. ksii y` a. With 235 events in our portfolio of brands,IRONMAN's family of events now provide the benefits of endurance sports to more than one million participants across 50 countries annually. . ' s • IRONMAN A ... ... TRIATHLON RUNNING MOUNTAIN BIKING CYCLING IRON AN ? n-Zart Mc n =- j�OO�,�J�arc MARATHON SERIES" lab SVIfISSEPI(' (J des &ardxe Chat 2tared8 9ilai ndtN1 o _ SingaporeKoslow �g+ideauj(, TM PIONEER MoTATRpIF W'ELOTHON zote E ITu �AIRNEWZEA/ANo� ••'""""„ SERIES BIATHLON I�- >'�Ouwnctown AUCKLAND CAPE Marathon APf uPQR� .__ MaratMn MARATHON NEWCASTLE*RST MUA w�� Aw AIR NFU,AALANU� �y IJ�� !I JIl1 HAwMOS BaAy p� TRIA1.171 THLON ��j7'/�la.nauan A�iO$K.1BAYftr �ii Maratrron REEF) ,` _ 5150 �R Triathlon Series •YF OA. feeTf' ,s._ IRONMAN OVERVIEW rn GLOBAL EVENT FOOTPRINT94 , 4ppd V 9 At• ° 1,000,000+ATHLETES o Register for our global portfolio of events each y r. r a 374 EVENTS 53 COUNTRIES 6 CONTINENTS `Standalone&multi- Play host to our global And a global community of event properties. event portfolio athletes. RUNNING ..-_... �.��_.._... IRONMAN Brand Video TRIATHLON :MOUNTAIN BIKING _ CYCLING .. .. 6 * WORLD&CONTINENTAL CHAMPIONSHIPS IRONMAN ' 13 GROWTH & EXPANSION IRONMAN & IRONMAN 70.3 Growth Event Growth Athlete Growth .2aa•«ta Global .140 Global 10 254000 -t00 •200.000 .93 -150.600 60 N.America N.America EMEA •1a0A00 ,.r.EMEA �,...�" �„",. Asa Pod(ic .Mono Latin America .20 Asia Pacific �_,�,re Latin Arnerka 2012 2013 2014 2015 2016 2012 2012 2014 2015 2016 Bloomberg Buslnessweek 'As interest in golf falls by almost every measure,so-called endurance sports— triathlon,running,cycling are exploding in popularity."-Michael Buteau 7 IRON MANS BRANDS El DIGITAL REACH: 6.4 Million Total Social Followings m �:� IRONMAN ROCK'N'ROLL EPIC SERIES VELOTHON OTHER 4,000,000 1,845,000 236,000 44,000 342,000 Total Social Following Total Social Following Total Social Following Total Social Following Total Social Following includes Race Pages OOR 0 r-;t 0 0 07 �► Facebook Watch Since June 2018 http:u 31,834,594 13 Million Total Views Global Sessions 2017 Global Sessions 2017 Non-Unique People who 145 M i I I ion+ ��;�..i,.,,rf,; IRONMAN.com RockNRollMarathon.com watched for at least 3 seconds. Toeal Engagement 4.5 Million+ Elm275,000 19,000 16,000 Total Reach 250 Million+ Downloads Downloads Downloads Unique people who saw the post. Apps IRONMAN Tracker Oceania App RnR App 8 IRONMAN ` ® CORE CONSUMER PROFILE © AVERAGE ANNUAL HHI COMPARISON W $247k HOUSEHOLD INCOME IRONMAN $247,112 ff68/32 % MALE/% FEMALE Los Angeles Pro Team $224,905 New York City Pro Team $147,886 AAA AVERAGE Aphik 40 YEARS ATHLETE AGE Dallas Pro Team $142,220 AM A Top 10 US Marathon — $128,788 ellik ALlis 83i HOME OWNERSHIP Chicago Pro Team $127,916 NASCAR Event $111,769 I V 92% UNIVERSITY EDUCATED Bay Area Pro Team $107,982 9 Snapshot or the athletes who make up our core IRONMAN&IRONMAN 70.3 customers based on a 20t5 Turnkey Research survey. • IRONMAN" 131 PROFESSIONS + PERSONAS a► 44% DECISIONS AT WORK INFLUENCE FINANCIAL CORE AUDIENCE PERSONAS �� W M,p APLIFERS - LIFERS OCCUPATIONAL BREAKDOWN BUCKET ONE+ Legal 4% LISTERS DONERS LIFERS MID-LIFERS Retail 1.111 5% Education 8% Mktg/Agency 10% 411111111 4111:10 ill Technology NIMMININE15% It * Medical/Pharma - 13% GUT BUSTERS+ SOUL FUNDRAISERS ALPHA Financial Services .1.11101111.1.11.11 17% BUTT BUSTERS SEARCHERS DOGS OtherMMMMEIIEMMIIMONMN 27°/a Snapshot or the athletes who make up our core IRONMAN K IRONMAN 70.3 customers based or a 2015 Turnkey Research survey. Personas by Kwittken(Agency) 10 IRONMAN ` TRAVEL DATA: ATHLETE SURVEY RESULTS How many people traveled with you to your race? 70% 30% IRONMAN 43%Answered 4 or more Book Direct Travel IRONMAN 70.3 35%Answered 3 or more Search Engine How much additional travel do you do during the year? Do you travel to train for your IRONMAN race?If so,where? 25%Answered Yes 55% /� 24%Travel to the event market 3J+JTrips 18.4% 10%Travel to a destination 10+Trips For Vacation For Business 11 Survey was conducted with IPONMAN&IRONMAN 70.3 Athletes IRONMAN' TRAVEL DATA: ATHLETE SURVEY RESULTS Do you book a hotel when traveling How many nights do Reward or to events? you stay at an event? Loyalty Program Membership 81% 78/0 69% 53% Yes Answered rsurc r<;' Yes 75 4 or more IRONMAN IRONMAN 70.3 Airline IRONMAN IRONMAN 70.3 68% Do you travel to Do you rent a vehicle Hotel events via airline? when traveling to events? tN 46%Answered YES liar36%Answered YES 44 28%Answered YES 4100 itellp1M3 21%Answered YES Car Rental Survey was conducted with IRONMAN&IRONMAN/0.3 Athleu IRONMAN . :ama; amazon BENEFITS OF HOSTING ,°�' =Ali}e •t� .. : ,. ,i� ,yam: • Community Economic Impact: Existing IRONMAN + % i ,iy-- j.: 70.3 host communities have measured$10,000,000 ~� �''• USD of direct economic impact on the local economy, t cNAMP a �` 4? 9 p ONSNIP with a total of$13,000,000 USD when also factoring f ,. . III indirect and induced impacts.IRONMAN Host `� • wr. • Communities range from$10,000,000 to$15,000,000 'y ' � -- in direct El to their economy • • Hotel Room Nights:Existing IRONMAN host Total Hotel Room Nights 4991 • + t . - }j,. •- communities see room night counts upwards of • , ,I 0 . 12,000.Athletes stay an average of 3 to 4 nights in w, -Total Vacation Rental Nights 7.058 • I• It 1 ,.• market for IRONMAN events J Total Campi g Nights 302 :� •, A. - • Influx of 10,000 athletes,spectators,and media over a .` three to four day period �' , , .� �� It ,. N Ht Total Room Ntghtr. 12 351 - 6f • Coveted qualifying slots to the IRONMAN 70.3 World t �� W;w.,• �" Championships or IRONMAN World Championships 7 Total pre-Tux Direct Spend $7.579,960 / �•• .•, =.+ 6 ,-. '. • Reinforcement of the host communityas an active N t . endurance sports and tourism destination Total Taxes&Fees Collected $806.712 % / •° yn /l Total Direct Spend $8.386,672 ' „„i w..� ' 40 Santa Rosa 70-3—Economic Impact Report>»> •1 • Pshmated Indirect Impact $2.6,16.917 a//JO t � f t , • P.stm,ated Total Impactydt 1L33.YY p $I3 033589 • / • . - y .. 13 fir 111 r , tit 4 4„,..A,N., : 4 '• ""% w .., r -' "..„ I pie* - N 'PAN 'if ''' 1 . . iT!IP *' � „ , Illb 16iii.' Host City REQUIREMENTS PERMITS, RACE COURSE, EVENT SPACE . ., r , Utilizing facilities,venues,and race courses that showcase key / host city landmarks and natural beauty are critical to the event. IP I A fey The primary race venue must feature a large,centralized area for ,7 P. swim start and finish,transition area,finish line,athlete recovery i ' c area,medical and massage areas,operations compound, concessions,ample parking for athletes and spectators,event merchandise sales,and spectator viewing. 14 IROMAAM Maple Valley Proposal IRONMAN or IRONMAN 70.3? When would we race? IRONMAN 2020 IRONMAN 70.3 Sept Swim 1.2 Miles What would be the Bike What length of agreement? footprint? 56 Miles • Swim in Lake Wilderness Run 1 Year 13.1 Miles • Bike likely South A • Run along trail • Village at Lake Wilderness IRONMAN ' IRONMAN 70.3 RACE WEEK ACTIVITIES - Sample Tues FRIDAY SATURDAY SUNDAY MONDAY Thurs Athlete Athlete Registration Registration IRONMAN IRONKIDS Village Race Production set Bike And Gear up and VIP Services RACE DAY preparations Check-in Production tear down Athlete IRONMAN and load out Briefings Village Professional Athletes VIP Services Panel Athlete Briefings 16 'Note:The above race week activities schedule is an example and not confirmed.IRONMAN is open to a Saturday race. IRONMAN® 70.3 HOST CITY REQUIREMENTS PERMITS Host would be responsible for producing all permits and permissions for all courses and required venues in writing to IRONMAN a minimum of 180 days prior to the event—IRONMAN will fill out permits,but all fees and approvals will need to be covered and approved by the city as long as plans meet safety and city standards RACE COURSE 1.2 Miles SWIM Water conditions must be clean,safe and appropriate for swimming. A one-loop course is preferred but we will also accept a two- loop course or a point to point option. 56 Miles BIKE We recognize the need for residents to move about the city while the race is occurring,therefore a completely closed bike course is not mandated. A one-loop course is preferred.-consider out and backs to reduce footprint and directional closures for safety 13.1 Miles RUN For the safety of athletes,full road closures are required throughout the entire run course.A two-loop course is the maximum number of loops that we will accept.Consider using trails to reduce closures FINISH LINE Finish line should be located at a park to reduce street closures and impact. TRANSITION AREA The transition area should be 100,000 square feet of usable space.A single transition area is required 17 IRONMAN ' 70.3 0 HOST CITY REQUIREMENTS EVENT SPACE Host is responsible for providing the following spaces six(6)days prior to race day and one(1)day following the race unless otherwise specified. RACE OFFICE Large meeting room(minimum of 800 square foot space)-Usually close to the venue but not always necessary ATHLETE REGISTRATION 3,200 square foot space to process athletes over a two-day period—A tent at the village will work—Host provides the space, IRONMAN provides the tent IRONMAN VILLAGE 20,000—40,000 square foot space to accommodate vendor booths near athlete registration IRONMAN STORE 5,600 square foot space near athlete registration and 1,000 square foot space near the finish line(tented)—included above but worth noting ATHLETE RECOVERY AREA 10,000 square foot space located near finish line—The area you load athletes into once they finish for food,massage and relaxing VIP HOSPITALITY 5,000 square foot space located near finish line MEDICAL AREA 5,000 square foot space located near finish line Secured 40,000 square foot outdoor space needed fourteen(10)days prior to race day and 2 days following the race to SUPPLY DEPOT organize event supplies and load trucks—Ideally fenced in for security.Usually a city owned public works area that is secured already 18 IRONMAN" 70.3 HOST CITY REQUIREMENTS HOST CITY(HC)FINANCIAL FEE The financial obligations required to host an IRONMAN 70.3 are based on a one year minimum agreement.In addition to the space and services required in this request for proposal,IRONMAN requires a host city fee in the form of a cash commitment. IRONMAN will require a 1 year commitment with financial contribution of$50,000 USD POLICE SERVICES& PUBLIC WORKS Safety is our greatest concern.Depending on the precise routes and venues,the race will likely utilize approximately 75-100 police officers or certified traffic control operators for traffic control,road closures,crowd control and security during the event. In consultation with IRONMAN,the Host must fund a road closure and traffic management plan that provides a safe course for athletes and reduces impact on local residents. These municipal services will be financially covered by host city and will include: • Movement and execution of traffic planning documents • Road use/closure permits • Required Public Safety Personnel and counterterrorism measures(personnel and equipment) • All Traffic control devices(cones,barricades,VMS boards,etc) • Traffic control police officers for both bike and run course in their entirety—includes non city police • Traffic control personnel • Street repair and cleaning • Posting of'No Parking'signs • Regional Event notifications as required by the city and region hosting the courses IRONMAN will coordinate these items,but the Host would fund the services following the event. 19 IRONMAN® 70.3 HOST CITY REQUIREMENTS COMMUNITY NOTIFICATIONS All local residents and businesses within the city limits that are impacted by the event must be notified by the HC.This includes the effects of road closures,traffic advisories, etc.The Host city will facilitate and financially pay for all event notifications required for the region and city residents impacted by the event. OTHER MUNICIPAL SERVICES Other municipal services required by the HC include lifeguards,parking staff,electricians,public relations and other city or region-wide services—all to be funded by the host city. • Lifeguards—If a body of water requires a certain number of certified open water lifeguards for a certain number of athletes in the water,these required lifeguards will be provided by the host.If there is not such requirement the event organizers will provide their own water safety personnel • Parking Staff—To manage the parking lots inside the park,if required to do so in a certain way,Host will provide the plan and the staff to do so. • Electricians and inspectors—All costs for inspections and certified city staff required to review plans and installations of equipment will be waived • Shuttle Buses—All shuttle buses required for parking for the event will be the responsibility of the Host City 20 IRONMAN ' 70.3 HOST CITY REQUIREMENTS: ADDITIONAL ITEMS SITE AND VENUE FEES The HC will waive or pay for all site and venue fees to include Expo,Transition Area(s),Finish Line,Swim Course,Bike Course, Run Course,and Race Office GENERAL OVERSIGHT&COMPLIANCE The HC shall ensure compliance of all laws and regulations governing food vendors and contracted catering companies,monitoring of sound levels,as well as accommodation establishments in the Venue. VOLUNTEER RECRUITMENT The HC shall assist with the recruitment efforts of a minimum of 2,000 experienced event volunteers for race week HOTEL ACCOMODATIONS 100 complimentary room nights must be provided to IRONMAN staff during race week,with an additional allocation of up to 20 complimentary room nights for pre-event onsite planning throughout the year. IRONMAN has the right to receive and retain financial rebates of$10.00 USD per night for bookings associated with competitors managed through a centralized booking system to be established.A final room pick-up report must be supplied to IRONMAN within three(3)days following the race and all rebates paid within thirty(30)days following the event. This can and should be coordinated with your neighboring communities as well. IRONMAN's right to financial rebates are in effect for the period starting five(5)nights prior to the first night of the room block and ending three(3)nights after the last night of the room block. 21 ,: N, r ._ IRONMAN will provide to Host Ath • Professional field and prize purse • Full Service execution of IRONMAN 70.3 event • Age Group/Amateur athletes • Race Director—Volunteer Director • Families,loved ones,and general spectators • 50+/-staff for the event on race week • Training camps—Athletes will spend weeks at a time in your city training • Best in Class Institutional knowledge ,_.. Community Giveback _ • Host showcased as a tourist and athletic destination to visit/work/live/play in • $15,000 in volunteer grants giveback • The marketing engine that is the IRONMAN Brand IRONMAN'° 70.3 Next Steps • INTERNAL REVIEW • HOST CITY BUY IN AND DUE DILIGENCE • PARTNER PLANNING AND COORDINATION • AGREEMENT REVIEW • ANNOUNCMENTS AND KICK OFF MEETINGS 23, IRONMAN' Potential Swim Route -� Lake WAderness Loc} . JIN �y 4 f s W durn1011 oa 1 h J '3\X i 'F 9 4•'$ g „ <,. 24 IRONMANC 70.3 Potential Bike Route Pude ,;MJ �- Sell�r`k t6 �7 T 'K;�ir�lev \Raj_PnvddlP" • T A ryc.aIP rlr-'�-fAack Nahner ii f ., Franklin _APX Cumberland 1 r d �n� �. 25 IRONMAN ` 70.3 - Potential Run Route A ' 111311 Cq f- f ' (/l C, A 114 Le4P CFd r �' 'sr CD Creek Pick 40. or 1n 26 C.` ft ,. SWIM elkP Run - 'Iti. A. 0:5037 4-16:05 2:41:31 lik... V10 ea,' a, . C, 4 4t4 , ...- i '',,: ,1_ . 5 e..,.. 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