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HomeMy WebLinkAboutContract i CAG-15-169 MEMORANDUM OF UNDERSTANDING (MOU) BETWEEN CITY OF RENTON and SEATTLE INTERNATIONAL FILM FESTIVAL This Agreement, made and entered into this /& day of 2015, by and between the ' City of Renton, a municipal corporation, hereinafter called the "City" and the Seattle International Film Festival, hereinafter called "SIFF." I. PURPOSE AND SCOPE I The purpose of this MOU is to clearly identify the roles and responsibilities of each party as they relate to the continued partnership between the Seattle International Film Festival and the City of Renton. II. BACKGROUND k E The City of Renton has through its Business Plan and strategic work established goals to enhance the economic prosperity, vitality and livability of the community for those who live, work, learn, visit and play in Renton. City staff work closely with the City's Lodging Tax Advisory Committee, a partnership of the Hotel/Motel industry, the Chamber and City of Renton to collaboratively promote tourism and attract visitors to Renton. In addition, the City works with the Renton Community Marketing Campaign, a group of partners from the City, Renton Chamber of Commerce/Renton Visitors Connection, Valley Medical Center, Renton Technical College and the Renton School District, who work together to collectively market the Renton community and foster events,the arts and cultural projects in the City. The Seattle International Film Festival is the longest running, largest and most highly attended film festival in the United States. Approximately 165,000 people attend films over 25 days. SIFF's mission is to, "create experiences that bring people together to discover extraordinary films from around the world. It is through the art of cinema that we foster a community that is more informed, aware, and alive." SIFF has agreed to once again bring films to Renton as part of the fifth annual SIFF from May 21- 27, 2015. An Opening Night Screening and SIFF-Renton Gala are scheduled for Thursday, May 21. The City is currently finalizing a contract for its own Renton Pavilion Event Center for the Opening Night Gala on May 21 and the City has finalized a contract with the Renton IKEA Performing Arts Center for the film showings from May 21-27, 2015. These activities will hereinafter be referred to as "SIFF-Renton," unless otherwise specified. -1- The City believes SIFF-Renton will continue to bring tremendous benefits to Renton's restaurants, hotels and other businesses. It will also continue to be a galvanizing project for arts and culture in Renton, a community builder for Renton's diverse populations, and a positive and educational activity for the Renton community. Ill. RESPONSIBILITIES UNDER THIS MOU—CITY OF RENTON Cit of Renton shall undertake the following activities: Y g • Financial, Marketing and Community Outreach Support from City Lodging Tax Advisory Committee:The City's Lodging Tax Advisory Committee agrees to make the SIFF-Renton project a priority initiative for 2015 and agrees to invest S18,000 for this project, which will be used for: 1) rental and operating costs at the Renton IKEA Performing Arts Center and 2) equipment rental, rental and operational costs for the May 21 Gala at the Renton Pavilion Event Center (additional Gala details below) and 3) other promotional, marketing and operations costs of SIFF-Renton. The City also agrees to waive for SIFF-Renton 2015 the 5% admission tax on every person who pays an admission charge to a commercial theater regularly exhibiting motion picture films within the City. The calculated loss of revenue of this waiver is estimated at less than $3,000. The City will promote SIFF-Renton through its website and social media tools (Renton has over 6,500"friends" on Facebook) and will strongly encourage the other partners of the Renton Community Marketing Campaign (Renton Chamber of Commerce, Renton Technical College, Renton School District and Valley Medical Center)to use their websites and other promotional tools to promote the SIFF-Renton activities. The City agrees to include a promotion of SIFF-Renton in its spring"Renton CityNews" newsletter and utility bill mailing. The City also agrees to distribute SIFF posters widely around the community and to promote group ticket purchasing amongst businesses, arts/culture venues, City facilities, schools and neighborhoods. The City will include a SIFF-Renton promotional statement on its digital reader board along SR 169. • Venue—Renton IKEA Performing Arts Center(IPAC): The City agrees to secure use of the Renton IKEA Performing Arts Center from the Renton School District for set up on May 19- 20 and film showing on May 21, 22, 23, 24, 25, 26, and 27 2015. The hours of the rental will accommodate up to two film showings per day on weekdays and up to five film showings per day on weekends and the Memorial Day holiday. As a partner of the Renton IPAC,the City is able to secure this rental free of charge, although through its investment in SIFF- Renton,the City will reimburse the District for the costs of custodial, security and maintenance services necessary resulting from the use. These costs will include one lighting technician, one house manager and any overtime custodial charges. Through its$18,000 budget for SIFF-Renton,the City agrees to pay for all rental charges, including venue rental fees, operating and staffing costs, including custodial and technical -2- staffing as well as a House Manager. The City will provide the Renton School District with a Certificate of Insurance for liability coverage of at least one million dollars. In 2011, the City and RSD paid for the necessary improvements to the control booth at the Renton IPAC in order to accommodate the 35 MM projector that SIFF requires. The City also secured the sponsorship of Brotherton Cadillac for purchase of a new screen for the Renton IKEA Performing Arts Center to meet SIFF's specifications, valued at approximately $15,000, including installation. In 2015, from its investment of$18,000,the City will pay for equipment rental to accommodate SIFF's equipment rental and operations needs not to exceed $10,000. • Volunteers. The City and its Renton Community Marketing Campaign partners agree to support SIFF-Renton volunteer opportunities and promote these opportunities using established networks including the City's website. i E i • SIFF-Renton Opening Night Gala. Through its$18,000 investment in SIFF,the City agrees to pay for the rental and related operations costs of the use of the Renton Pavilion Event Center for the SIFF-Renton Opening Night Gala. The City will support the efforts of Rain City Catering,who will take the lead in organizing the 2015 Gala. i • Sponsorships. The City agrees to actively support SIFF's efforts to pursue sponsorships and partnerships for these events and all SIFF-Renton activities. Major sponsorships of$1,000 or more will be solicited in coordination with SIFF. -3- IV. RESPONSIBILITIES UNDER THIS MOU-SIFF Seattle International Film Festival shall undertake the following activities: • Bring SIFF to Renton and facilitate the showing of at least 19 film screenings, including one on May 21,and at least two each day from May 22-27, 2015. i Mention and promote Renton in its marketing materials as appropriate and consistent with established practices for other venues. • Actively and aggressively market and promote SIFF-Renton, including pre-festival marketing and community outreach, including but not limited to significant outreach and marketing throughout South King County. As part of its outreach and marketing,SIFF agrees to help the Renton Community Marketing Campaign in its efforts to promote film in Renton throughout the year. ' Provide an onsite SIFF manager for all film showings. • Be responsible for ticket sales and related financial exchanges. If the Renton [PAC box office is used,SIFF will provide staffing for it. • Make direct payments to SIFF-Renton vendors for SIFF-Renton operational expenses; SIFF will submit invoice for a total not to exceed$18,000 to the City of Renton. • Provide staffing to attend or participate by phone in approximately two SIFF-Renton Planning Committee meetings. I Provide staffing for one volunteer training session held in Renton. • Provide senior-level staffing to attend one SIFF-Renton Host Committee meeting and at least one speaking engagement such as a Renton Rotary meeting before May 2015. • Facilitate enhanced educational programming in Renton such as speakers at high school film programs, speakers before or after films as possible for Renton-based audiences during SIFF-Renton. • Provide complimentary tickets as available to the Renton Community Marketing Campaign for year-round promotion of SIFF-Renton. • Show a short Renton marketing video prior to each SIFF-Renton screening. • The winning film of the Renton FilmFrenzy VII (2014)filmmaking competition (4 minutes)to be shown on opening night. • Provide all major SIFF-Renton donors ($1,000 and above) opportunities for exposure through SIFF-Renton and as appropriate,through SIFF's own website and other opportunities. • Provide links to Renton hotel websites on SIFF website and promote Renton hotel options as appropriate. • Provide full-page ad for SIFF-Renton in SIFF main program brochure; include welcome letter from Renton Mayor in SIFF main program brochure. • Agree to continued co-presenter sponsorship of SIFF FutureWave for the Renton FilmFrenzy as established in 2009. This partnership is valued at approximately$5,000 and includes ads, tickets to SIFF film showings, website links, curtain mentions and the opportunity to include a Renton FilmFrenzy promotional piece in materials for all FutureWave participants. • Agree to abide by the Rules and Regulations of the Renton School District for use of the Renton IKEA Performing Arts Center. Specifically, among other regulations, the use of -4- 4 4 f F tobacco products and alcoholic beverages in school district buildings and on grounds is prohibited (RCW 28A.210.210). Agree to abide by the Rules and Regulations of the City of Renton for use of the Renton Pavilion Event Center/Rain City Catering. At the end of the festival, provide the City of Renton with a report on SIFF Renton that includes actual number of attendees for the gala,the films, total ticket sales in Renton and available data on the impact of marketing and outreach. V. IT IS MUTUALLY UNDERSTOOD AND AGREED BY AND BETWEEN THE PARTIES THAT: The term of this Agreement shall be for one year and subsequently may be renewed, after review by and approval of both parties, for such additional terms as the parties may agree. In the event of any dispute over the interpretation or effect of this Agreement, the designated representatives of the parties shall meet, at the request of either, in an effort to resolve the dispute. If any dispute still remains,then the matter shall be referred to the City of Renton Chief Administrative Officer or his/her designee, and to the Managing Director, or his/her designee, for resolution. Good faith efforts of each party to meet and attempt to resolve such disputes as provided herein shall be a prerequisite to a party's filing any litigation against the other party related to this Agreement. I VI. INDEMNIFICATION: t It is agreed that in consideration for this partnership SIFF will defend, indemnify, and hold harmless the City of Renton and the Renton School District, both bodies' elected and appointed officials, both bodies' employees and agents from any and all liabilities for claims, suits or demands, including fraudulent and groundless claims, suits or demands for personal injuries, including death, or for property damage or loss resulting from any SIFF use of said facilities and/or property. This indemnification shall include any claims brought against one party by the employees of the other when otherwise immune from liability based on Title 51 RCW. -5- VII.NOTICES: Unless otherwise directed in writing,the primary point of contact for the City shall be the following: Preeti Shridhar Deputy Public Affairs Administrator City of Renton 1055 South Grady Way Renton, WA 98057 Unless otherwise directed in writing,the primary point of contact for SIFF shall be the following: Mary Bacarella Managing Director SIFF 305 Harrison Street Seattle, WA 98109 CITY OF RENTON SEATTLE INTERNATIONAL FILM FESTIVAL 8 //",// _ - l//to l � Date Date P�It V--x Signature Sign re �Ut'c- _J14-A146 Cry PMQ-� Title ^ Title -6-