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HomeMy WebLinkAboutContract CAG-15-195 MEMORANDUM OF UNDERSTANDING (MOU) BETWEEN CITY OF RENTON and SEATTLE SOUTH ASIAN+ FILM FESTIVAL This Agreement, made and entered into this t day of $ f. , 20 iby and between the City of Renton, a municipal corporation, hereinafter called the "City" and Tasveer/Seattle South Asian Film Festival, hereinafter called "SSAFF." I. RESPONSIBILITIES UNDER THIS MOU—CITY OF RENTON City of Renton shall undertake the following activities: A. Financial, Marketing and Community Outreach Support from City and City of Renton Lodging Tax Advisory Committee (LTAC) 1. Sponsorship: The City and LTAC agree to help sponsor SSAF. Through funds allocated by Renton Lodging Tax Advisory Committee, Renton Community Marketing Campaign (RCMC) agrees to invest $7,000 in funds and other additional in-kind contributions, valued at a total of over $10,000 for this project. 2. City Admission Tax: The City also agrees to waive for SSAFF-Renton 2015 the 5% admission tax on every person who pays an admission charge to SSAFF-Renton to view a film exhibiting within the City. The calculated loss of revenue of this waiver is estimated at less than $3,000. 3. Marketing and promotion: The City will promote SSAFF-Renton 2015 through its website and social media tools (Renton has nearly 7,000 "friends" on Facebook) and will strongly encourage the other partners of RCMC (Renton Chamber of Commerce, Renton Technical College, Renton School District and Valley Medical Center) to use their websites and other promotional tools to promote SSAFF-Renton 2015 activities. The City agrees to include a promotion of SSAFF-Renton 2015 in its "Renton CityNews" newsletter. This newsletter is mailed to nearly 30,000 households. The city will also create a video promoting SSAFF- Renton 2015, which will play on the City's Channel 21 and stream on its YouTube page. The video will include interviews and trailers of SSAFF-Renton 2015 films that will play in Renton. The City also agrees to widely distribute SSAFF-Renton 2015 posters around the community and promote group ticket purchasing amongst businesses, arts/culture venues, city facilities, schools and neighborhoods. The City will also send out an electronic news bulletin to its community liaisons and other interested Renton residents. The City's listsery has more than 10,000 email addresses. The City will include a SSAFF-Renton 2015 promotional statement on its digital reader board along SR 169. While it is not possible to calculate the exact value of the marketing, taking the standard of$1 per impression, the value of the City's marketing could be estimated at around $50,000. B. Sponsorships. The City agrees to support SSAFF's efforts to pursue sponsorships and partnerships for these events and all SSAFF-Renton 2015 activities. -1- II. RESPONSIBILITIES UNDER THIS MOU -SSAFF Seattle South Asian Film Festival shall undertake the following activities: A. Bring SSAFF-Renton 2015 to Renton and facilitate the showing of at least seven programs, which will include about 14 to 20 films, a combination of features and shorts. The festival will run in Renton from October 21 through October 25, 2015. B. Provide all the benefits to the City of the Gold level sponsor, as outlined in the SSAFF sponsorship package (attached). C. Mention and promote Renton in its marketing materials as appropriate and consistent with established practices for other venues.This includes: 1. One full page ad in program guide 2. City of Renton's logo on festival poster 3. City of Renton's promo video (maximum 90 seconds or less) played before main programs in Renton 4. City of Renton's sponsor easel banner and table set at a high visible location 5. Verbal acknowledgement of sponsorship before each program 6. City of Renton's logo included in all other ads Tasveer will purchase in newspaper, magazine 7. City of Renton logo & name on festival website 8. City of Renton's promotional slide featured in a slideshow before each program 9. City of Renton's logo in all newsletters (3000+ subscribers) with one spotlight D. Actively and aggressively market and promote SSAFF-Renton 2015, 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, SSAFF agrees to help RCMC in its efforts to promote film in Renton for the 2015 festival. E. Be responsible for ticket sales and related financial exchanges. F. Provide staffing as needed to attend or participate by phone in SSAFF-Renton 2015 planning meetings. G. Provide senior-level staffing to attend at least one promotional speaking engagement and be interviewed for the City's SSAFF promotional video. H. Provide trailers of the SSAFF-Renton 2015 films to be used in the promotional video created by the City. I. Facilitate enhanced educational programming in Renton; for example, speakers at high school film programs, speakers before or after films (as possible) for Renton-based audiences during SSAFF-Renton 2015. -2- J. Provide invitations for the closing night film, gala and other films as available to Renton elected officials, RCMC members and other key members of the project team. This includes: 1. 10 festival invitations or pairs of invitations for Renton screenings 2. VIP invitations to Closing Night Gala and other parties K. Provide all major SSAFF-Renton 2015 donors ($1,000 and above) opportunities for exposure through SSAFF-Renton 2015 and, as appropriate, through SSAFF's own website and other opportunities. L. Provide links to Renton hotel websites on SSAFF website and promote Renton hotel options as appropriate. M. Promote Renton area restaurants and shopping opportunities on SSAF website, social media and through other marketing opportunities. N. Complete the state-required lodging tax reporting requirements. The City will provide the questions and SSAFF should provide data including actual attendance, and where actual data is not available, a good faith best-estimate. F ttp://mrsc.c r /Ho eL xpi re i o i s/'Fir < roc R venuesil c 3-mr-Tax-CHot :,l Motel lax) a x III. INDEMNIFICATION: It is agreed that in consideration for this partnership SSAFF will defend, indemnify, and hold harmless the City of Renton and the Renton School District, both bodies' elected and appointed officials, both bodies' employees and agents from any and all liabilities for claims, suits or demands, including fraudulent and groundless claims, suits or demands for personal injuries, including death, or for property damage or loss resulting from any SSAFF use of said facilities and/or property. This indemnification shall include any claims brought against one party by the employees of the other when otherwise immune from liability based on Title 51 RCW. IV. NOTICES: Unless otherwise directed in writing, the primary point of contact for the City shall be the following: Preeti Shridhar Deputy Public Affairs Administrator City of Renton 1055 South Grady Way Renton, WA 98057 Unless otherwise directed in writing,the primary point of contact for SSAFF shall be the following: Rita Meher Executive Director/Co-Founder Tasveer 24746 NE 18th St Sammamish, WA 98074 4$ 11 .t.,11- CITY OF RENTON SEATTLE SOUTH ASIAN FILM FESTIVAL ql 44-- C;r 11©1201 5- Date oatez Date de,.., # 1;0) I I to,i ° . . Signature g Signature Denis Law PIT Pc I`Ac IT L& Name Name Mayor Ex Ph, /Lo` ot,(4'`12l Title Title ' SOM c G Attest: 1. `( ii .V. Jaso /Seth, Cl y Clerk 11,:c SEAL :411,171qATE.ses:D\ -4-