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Home My WebLink About7/25/2007 - STAFF REPORTS - 4.B. � ?ALM SpR iy c+ U N a r r c � "` City Council Staff Report DATE: July 25, 2007 CONTINUED BUSINESS SUBJECT: Sponsorship of the 21"Annual United States Conference on AIDS FROM: David H. Ready, City Manager BY: Assistant City Manager—Administrative Services SUMMARY During the budget process, the City Council received a request from the Desert AIDS Project to be the Host City for the 21't Annual United States Conference on AIDS at the Palm Springs Convention Center November 7-10, 2007. Prior to rendering a decision, the City Council had requested a budget for the proposed event. Staff has received the requested information from the United States Conference on AIDS and is providing it to the Council for further consideration. RECOMMENDATION- 1. Approve Minute Order No. authorizing the City Attorney to prepare an Event Sponsorship Agreement with the Desert AIDS Project in an amount not-to-exceed $25,000 to be the Host City for the 215`Annual United States Conference on AIDS at the Palm Springs Convention Center November 7-10, 2007, 2. Authorize the City Manager to execute all documents necessary to effectuate this action. STAFF ANALYSIS: The United States Conference on AIDS is holding their 21't Annual Conference on AIDS at the Palm Springs Convention Center, November 7-10, 2007. The United States Conference on AIDS is the largest AIDS-related gathering in the United States with over 3,000 workers from all fronts of the HIV/AIDS epidemic—from case managers and physicians, to public health workers and advocates — coming together to build national support networks, exchange the latest information and learn cutting-edge techniques to address the challenges of AIDS/HIV. To help underwrite this conference, the Desert AIDS Project, which is serving as the local coordinator of the conference, has requested City sponsorship of the event. In consideration of City sponsorship, the Desert AIDS Project will host a Mayors' Reception on the opening evening of the conference. The Mayors' Reception, which will include elected officials from the other Valley cities, will provide an opportunity for the City to showcase the diverse and warm hospitality of the community and the greater Coachella Valley to the conference attendees. In addition, the Desert AIDS Project will provide a reception area, known as the POZ Lounge,, ITEM NO._� City Council Staff Report July 25, 2007 -- Page 2 Sponsorship of the 2007 United States Conference on AIDS during the conference. The City will be recognized for providing this reception area which will feature wellness programs, including yoga classes, art therapy and relaxation sessions, Internet access and refreshments for conference attendees. This request was presented to the City Council during the budget process. Prior to rendering a decision, the City Council had requested that the budget for the proposed conference be provided. The City has received correspondence from Terrence Calhoun, Director of Conferences and Meeting Services for the National Minority AIDS Council, outlining the number of room nights reserved by hotel and the projected economic impact of the conference to the City. In addition, Mr. Calhoun has provided a breakdown of the conference budget. A copy of the correspondence and budget is attached for your review. FISCAL IMPACT: The Desert AIDS Project is requesting a $25,000 cash sponsorship from the City to support the 2151 Annual United States Conference on AIDS. Although this event was not budgeted in the current Fiscal Year budget, funding is available in the Unallocated Council Priorities fund. T oy . Butzlaff s i nt City Manager David H. Ready, City M er Att ent. 1. Letter from Terrence Calhoun 2. Budget for United States Conference on AIDS 3. Minute Order Approving Sponsorship 6t��002 MINUTE ORDER NO._ AUTHORIZING THE CITY ATTORNEY TO PREPARE AN EVENT SPONSORSHIP AGREEMENT WITH THE DESERT AIDS PROJECT IN AN AMOUNT NOT-TO- EXCEED $25,000 TO BE THE HOST CITY FOR THE 21ST ANNUAL UNITED STATES CONFERENCE ON AIDS AT THE PALM SPRINGS CONVENTION CENTER NOVEMBER 7-10, 2007. I, James Thompson, City Clerk of the City of Palm Springs hereby certify that this Minute Order, authorizing the City Attorney to prepare an Event Sponsorship Agreement with the Desert AIDS Project in an amount not-to-exceed $25,000 to be the Host City for the 21Gt Annual United States Conference on AIDS at the Palm Springs Convention Center November 7-10, 2007 was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 25th day of July, 2007. James Thompson, City Clerk 000003 June 5, 2007 United States Conference on AIDS (USCA) 2007 Host City Sponsorship Mr. Troy Butzlaff Assistant City Manager City of Palm Springs 3200 E. Tahquitz Canyon Palm Springs, CA 92262 Dear Mr. ButzlalT: The Following is the anticipated impact the 2007 United States ConFerence on AIDS (USCA) will have on the City of Pahn Springs: We are anticipating 3,200 participants and have reserved the following For the extent of the five- day conference: Wyndham— 1,875 rooms Hilton— 1,170 rooms Las Brisas Best Western —210 rooms Palm Mountain Resort & Spa—295 rooms Marriott Courtyard—425 rooms Comfort Inn — 660 rooms Spa Resort Casino—200 rooms Hotel Zoso—415 rooms Overflow from the Conference Lodging is predicted as another 1,600 possible bookings. We also predict positive weekday impact on many of the GLBT resorts that are not part of the official Conference Lodging Plan. The meeting is to be held at the Palm Springs Convention Center. Contracts for the Following amounts are in place: $39,850 in Facility Rental $185,933 in Food and Beverage In terms of revenue generated by the host city, USCA Leadership calculates the following: 3,200 attendees x 5 days x $70 per day (daily meals, excursions, spa treatments, and souvenirs) = $1,120,000 This figure does not factor in the revenue obtain from the hotels, the Convention Center, local businesses including night life or the area casinos. Terrence Calhoun 1931 13th St.,NW Director of Conferences and Meeting Services Washington, DC 20009 National Minority AIDS Council 202-483-6622, ext. 345 202-483-1127 - fax 06006� NATIONAL MINORITY AIDS COUNCIL 2007 Budge[ CMS CONVENTION AND NICP'I IiNG.SD10 IC Lb 2007 USG\ REVENDP ❑OVRIiNNIPN I'GRAN S _ 911000 CORPORATT AND FOUNDATION 31,2 000 D'f11ER REVENUE-RePminlmy Inhihi[ and Ad icwnuo _ i91,7iU TOTAI RFVENI1E I,IMR,75n EXPENDITURES SALARIES 165,900 FRINGE DENEfITS.RATI: 36,47n NIARKL11N'G AND PROMOTION 90 000 AUDIOVISUAL 96.000 MFCTING COSTS i76 NUU SCI IQILM ZSI IIP AWARDS 127 150 C OMMUNICATION TXPCNSF CONbULIANIS m 73.567 OCCUPANCY _--_ __- PRINTING 73 400 PROGRANI MATERIALS y.000 POSTAGR Is 610 OFTICP it Compij PER 3 W'1'LIES EQUIPMENTRRNTAI ,ENIAINTENANCL _ TRAVEL _ L510d $TAPP DEVELOPMLN I I.SQU LEASED EQUIPMENT OI Ht1tS - - - - — nnNIMCOSTS,incluAw¢u¢Ili can 50,I04 TOTAI.F,XPENDI'I'UREb I,I W,431 '1OIALREVENUE LESS TOTAL EXPENDIT11RF5 ;y9