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HomeMy WebLinkAboutA5947 - NORTH AMERICAN SENIOR CIRCUIT SOFTBALL HOST AGR FOR SENIOR SOFTBALL WORLD SERIES 2010 SENIOR SOFTBALL WORLD SERIESe IIOYT A GRFF.rb1F;' T WHEREAS, City of Palm Springs ,hereinafter referred to as "Host Organization", in its desire to bring the Senior Softball World Series.(SSWS) to Palm Springs,Californina from September 26 to October 3,2010,and the North American Senior Circuit Softball (NASCS), a Michigan Non-Profit Corporation, in its desire to have the 2010 SSWS played in Palm Springs, California agree to the following: ORGANIZATION: A. Host Organization and the NASCS agree to work together on all aspects of the.2010 SSWS to insure the successful execution of the event, to promote the Host Organization and senior softball in general. FINANCIAL COMMITMENT&REVENUE OPPORTUNITIES: A. Host Organization agrees to provide the services outlined in the NASCS/Host Organization Operating Support Commitment. If the Host Organization is not the party financially responsible for provision of the necessary services then the financially responsible party shall guarantee provision of the services where indicated on the signature page. B. Revenues generated by local sponsorships and promotional activities as listed in:Exhibit B shall be retained by the Host Organization. C. Revenues generated by national sponsorship sales shall be retained by NASCS to further promote the tournament and member services. FIELDS &FACILITIES: The Host Organization will provide the following facilities for the SSWS: A. Use of an adequate number of fields for the duration of the SSWS as listed on Exhibit C at no cost to NASCS. The fields trust meet the specifications listed in Exhibit D. If the Host Organization cannot guarantee the provisions of facilities then the organization(s) that can guarantee provision of facilities must do so where indicated on the signature page. B. The Host Organization will not charge admission to any games or parking fees for participants and their guests. C J" PERSONNEL: The following staffing is required to run a successful SSWS: A. Host Organization and the NASCS will assemble a Local Steering Committee to coordinate and develop local promotions, spouse programs, activities and suppliers that will benefit the SSWS- B. Medical Personnel. Must be on-site during all hours of play. C. Maintenance Personnel. At each complex for the hours of play. Responsibilities include making sure fields are in excellent playing condition,acting as the on-site facility contact for SSWS Site Supervisor and Tournament Headquarters staff. D. Administrative Personnel. 16 persons to staff registration of players, 2 to staff information booths at registration. Please see Exhibit.E. HOTELS: A. The Host Organization will furnish the NASCS with information about local hotels to assist the NASCS in the selection of tournament hotels and a headquarters hotel. B. Room rates of tournament hotels will be subject to NASCS approval. C. NASCS will promote all tournament hotels in its Mananger packets and receive all room rebates (10%)_ Please see Exhibit F. PRINTED MATERIALS: A. The Host Organization in conjunction with the NASCS will produce the 2010 SSWS emblem. Past emblems represented a flavor of the area combined with a softball theme. The emblem must be easily reproduced for posters, stationery, T-Shirts, caps,pins,patches, etc. B. Host Organization will provide information for Player Packets and Goody Bags. Please see Exhibit G. PUBLIC RELATIONS &MEDIA: The Local Steering Committee will develop and execute a plan to maximize media exposure of the 2010 SSWS. Please see Exhibit H �„ .. ..... i•.aA uv vc.,. vc p ['b Ki5(:KCA1'lU�V Q OQS ENTIRE AGREEMENT: This Agreement and the Host City's Bid Proposal as modified and agreed upon shall constitute the entire Agreement between the parties and any prior understanding or representation or any kind preceding the date of this Agreement shall not be binding upon either party except to the extent incorporated in this Agreement. MODIFICATION OF AGREEMENT: Any modification of this Agreement or additional obligation assumed by either party in connection with this Agreement shall be binding only if placed in writing and signed by each party or an authorized representative of each party. COUNTERPARTS: This Agreement may be executed in any number of counterparts, each of which shall be deemed to be an original, but all of which together shall constitute but one and the same instrument. IN'WITNESS WHEREOF, each party to this Agreement has caused it to be executed at ._Palm Springs,QA _on the date indicated below. Dated: 09 1+ L©IO CITY OF PALM SPRINGS ATTEST: LOST ORGANIZATION f By ity Clerk Title. City Man er Th ndersigaed Guarantor does hereby unconditionally guarantee to N CS full payment of the Bid r Fee accbing fa the Payment Schedule Exhibit A. Dated; FINANCIAL GUARANTOR _ By WITNESS: Title: WITNESS: �eHHOVLD AS (,J µ(.MM APPROVED BY CITY COUNCIL ENTIRE A REEMENT: This Agreement and the Host City's Bid Proposal as modified and agreed upon shall constitute the entire Agreement between the parties and any prior understanding or representation or any kind preceding the date of this Agreement shall not be binding upon either party except to the extent incorporated in this Agreement. MODIFICATION OF AGREEMENT: Any modification of this Agreement or additional obligation assumed by either party in connection with this Agreement shall be binding only if placed in writing and signed by each party or an authorized representative of each party. COUNTERPARTS: This Agreement may be executed in any number of counterparts, each of which shall be deemed to be an original,but all of which together shall constitute but one and the same instrument. IN WITNESS WHEREOF, each party to this Agreement has caused it to be executed at on the date indicated below. Dated: HOST ORGANIZATION B : Y WITNESS:'�� �� Title: WITNESS: Th dersigned Guarantor does hereby unconditionally guarantee to N CS full payment of the Bid f Fee acc ing to the Payment Schedule Exhibit A. Dated: _ FINANCIAL GUARANTOR BY: WITNESS: Title: -. WITNESS: The undersigned Guarantor does hereby unconditionally guarantee provision of facilities listed in Exhibit B. according to the specifications contained in Exhibit C. Dated: FACILITIES GUARANTOR BY: WITNESS: Title: WITNESS: Dated: / NORTH AMERICAN SENIOR CIRCUIT SOFTBALL V BY: iC WI"INESS: Title: President WITNESS: EXHIBIT A Bid Fee Structure In lieu of the difficult financial times we all are experiencing, NASCS is eliminating its cash bid fee requirement in exchange for In-Kind support for our event. We believe this arrangement will benefit all parties involved with the tournament. Host Organization agrees to provide the services listed in the Host Organization Operating Support Commitment. EXHIBIT B Revenue Opportunities The Host Organization may retain the revenues of the following: 1. Local sponsorships. 2. The sale of non-competing souvenirs, those that do not bear the NASCS logo, SSWS emblem, or the World Series servicemark. 3. Program ad sales, NASCS reserves the right to include ads and editorial content. 4. Concessions. 5. Special event admission. NASCS reserves the right to review and approve all local sponsors and sponsorship packages. The following are items that may be sold as part of the Local Sponsorship packages: 1. On-site display booth to promote company and/or product. 2. Opportunity to include flyer or coupon in Manager Packets. 3. Opportunity to include item, sample or coupon in Player Goody Bags. 4. Display of banners on field sites. 5. Advertisement in Tournament Program. EXHIBIT C Field Use Schedule FIELD DATES TIMES Demuth#S Se tember 26—October 3,2010 7:00 a.m. to 10:00 p.m. Demuth#6 September 26—October 3, 2010 7:00 a.m. to 10:00 p.m. Demuth#7 September 26—October 3, 2010 7:00 a.m.to 10:00 p.m. Demuth#8 September 26—October 3,2010 7:00 a.m. to 10:00 P.M. Legends Field#1 September 26—October 3, 2010 7:00 a.m. to 10:00 p.m. Legends Field 42 September 26—October 3, 2010 7:00 a.m. to 10:00 p.m. Legends Field#3 September 26—October 3, 2010 7:00 a.m. to 10:00 .m. Legends Field#4 September 26— October 3, 2010 7:00 a.m.to 10:00 p.m. Freedom Park#1 September 26—October 3, 2010 7.00 a.m. to 10:00 p.m. Freedom Park#2 September 26—October 3, 2010 7:00 a.m. to 10:00 p.m. Freedom Park#3 September 26—October 3,2010 7:00 a.m.to 10:00 p.m. EXHIBIT C (con`t) Description of Fields & Facilities Please attach photographs of the proposed field sites. FIELD# 1 2 3 4 5 6 7 8 9 10 11 12 13 14 Distance to: 300 1 290 300 285 280 280 280 280 280 . 280 280 LEFT CENTER 300 290 300 285 280 280 280 280 280 280 280 RIGHT 300 290 200 285 280 280 280 280 280 280 280 Lights Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Scoreboards No No Yes Yes No No No No No No No Covered Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Dugouts Double 1 st Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Base Bags Strike Zone Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Mats 2nd Home Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Plate Pitcher Mound No I No No No No No No No No No No Stands/Seating Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Restrooms Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Phones No No No No No No No No No No No Concessions Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Pay-king Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes P A System No No No No No No No No No No No Canopy No No No No No No No No No No No Curfew Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes EXHIBIT D Criteria for Fields & Facilities FIELDS 1. The fields and maintenance must be provided at no cost to NASCS. 2. The SSWS will need 4 - 8 fields for the duration on the tournament. The fields should be located close to each other but do not need to be in the same complex-- - at times it has been necessary to use as many as 4 different complexes. 3. NASCS prefers to have the use of all fields at all times during the tournament; therefore, NASCS must know in advance if there are any time or use restrictions. 4. Safe fences on all fields. Prefer 300' fences, can be flexible on some fields. 5. No pitching mounds. 6. Lights for night games. 7. Scoreboards for all fields. 8. Iced beverage on all player benches. 9. Covered dugouts. 10.Practice Fields, 2 - 3 fields available on registration days from 10:00am - 6:OOpm. FACILITIES 1. On-site staffed medical area. 2. Stands for spectators. 3. Adequate number of clean, stocked restrooms, maintained throughout the tournament. 4. On-site storage facilities. 5. PA systems. 6. Concessions with reasonable prices. 7. Adequate free parking for participants. 8. Canopies, tables & chairs for medical, umpires & souvenir sales. EXHIBIT E Personnel Attach summary of how all personnel needs will be met. Please Include summary of local umpire association and normal fee per game per umpire. EXHIBIT E Personnel Lo al Steering Committee LSC The Palm Springs Senior Softball league will assist City staff with the Senior Softball World Series(V. At this time the committee has not been set, but it is in the works. U• mpires: Jeff Stewart, U.I.C. for City tournaments will handle obtaining the umpires for the tournament. Fees will need to be negotiated with him. Scorekeepers: Volunteers will be pursued to handle the scorekeeping tasks possible through the Senior Softball league and potentially the Mizell Senior Center RSVP program. General Staff 1. Maintenance personnel-City park crews will be responsible for the daily preps and re-preps throughout the tournament. 2. Registration clerks - local senior league will assist with registration. 3. Staffed Information Desk - local senior league will assist with staffing information desk. EXHIBIT F Hotels Hotels have already been contacted by the CVA and NASCS has already selected Host Hotel and is in the process of selecting Auxiliary Hotels. EXHIBIT G Printed Materials Emblem will be designed by graphic artists that the City currently works with for other events and tournaments. The emblem will be presented to NASCS for approval. Information for the manager/player packets will be pursued through Palm Springs Tourism. EXHIBIT H Public Relation & Media At this time there is not a plan in place for the media campaign, but will work with the City's public information officer to get exposure for the event. EXHIBIT I Special Event At this time there are no special events planned specifically for the tournament participants.