HomeMy WebLinkAboutA5143 - ROADSHOWS INC AMERICAN HEAT RUaUJIIUWa, lilt.
American Heat
AGREEMENT#A5143
MO 7718 7-20-5
MO 7734 9-7-05
AGREEMENT FOR EVENT PROMOTION
This Agreenignt governed py the laws of the State of California is made and
entered into this day of CkM6./ , 2005 by and between the City of Palm
Springs, a municipal corporation, hereinafter called "CITY' and Roadshows, Inc., a
Nevada Corporation, hereinafter called "Promoter".
RECITALS
WHEREAS, the CITY COUNCIL recognizes the intrinsic value of cultural and
promotional events and the role they play in enhancing and expanding the economic
vitality and image of the CITY;
WHEREAS, the City Council may provide funding assistance to eligible
organization for the purpose of providing cultural and promotional events and/or
activities that generally benefit the community;
WHEREAS, Promoter plans to produce the American Heat, Palm Springs
Motorcycle & Hot Rod Weekend as described herein (hereinafter"EVENT');
WHEREAS, PROMOTER needs City assistance to produce these events and
has requested CITY sponsorship through service assistance;
WHEREAS, the CITY COUNCIL has determined that sponsorship of this event
would be of public benefit.
NOW, THEREFORE, IT IS AGREED AS FOLLOWS:
1.0 EVENT DATE AND LOCATION
1.1.1 PROMOTER shall organize, manage and produce the American Heat,
Palm Springs Motorcycle & Hot Rod Weekend as generally described in
Exhibit "A" and attached hereto and incorporated herein by this reference.
1.1.2 The Event shall be held on October 7 through October 9, 2005.
0PIGaI9ht.
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AGREEMENT FOR EVENT PROMOTION
2.0 CO-SPONSOR
The parties hereby agree that the CITY shall be named the exclusive "Co-
Sponsor" of the EVENT and that,no other co-sponsor shall appear in the title of the
Event sponsored under this agreement.
3.0 SPONSORSHIP TERMS FOR THE CITY
3.1 To produce the EVENT, the CITY will provide PROMOTER with in-kind
services such as Police, Fire, Parks and Streets personnel as described in Schedule
"B" of the agreement. The CITY will not provide PROMOTER with any cash
sponsorship or reduction in fees unless identified in Schedule "B".
3.2 PROMOTER is responsible for raising all funds necessary to produce the
EVENT.
4.0 PRODUCTION SERVICES TO BE PROVIDED BY PROMOTER
As the producer of the EVENT, PROMOTER will provide production services
including but not limited to the following and will accept all financial responsibility for such
services:
4.1.1 Securing the necessary venues for the EVENT and related activities
including all Volunteers and Staff members needed to produce the EVENT
excluding only those provided by the CITY in Section 4.2.
4.1.2 Develop and submit a preliminary EVENT schedule and list of all entries,
vendors and pre-registered participants in the EVENT to CITY's Special Events
Planning Team (SEPT) at least Ninety (90) days prior to each EVENT and again
with refinements at least Twenty (20) days prior to each event. Coordinate all
EVENT routing, staging, street closures, vendor and participant placement as
required by SEPT and designated SEPT meetings.
4.1.3 Contracting and paying for all service vendors and technical support
including, but not limited to sound, including a public address system, lighting (if
applicable), bleachers, generators, portable toilets, fencing, trash disposal and
security services at related activities described in Section 4.1.1.
4.1.4 Recruitment, coordination and supervision of all volunteers and their
activities.
4.1.5 Obtain certificates of insurance and liability release forms, and business
license's from all applicable entries, volunteers and vendors participating in
EVENT.
2
AGREEMENT FOR EVENT PROMOTION
4.1.6 PROMOTER shall be responsible for all promotional activities related to
the EVENT including:
a) Arranging and buying advertising space in local newspapers and other
publications to promote the EVENT and the CITY. Minimum advertising for
the EVENT shall be provided in a geographical area which includes the
High Desert, Inland Empire (San Bernardino and Riverside counties), San
Diego County and the Coachella Valley.
b) Preparing press releases and marketing materials to promote the EVENT.
c) Coordinating local and regional public relations including the distribution of
press materials to entertainment and travel writers.
d) Coordinating with the CITY's Bureau of Tourism to promote EVENT.
e) Promoting EVENT through personal appearances and/or the distribution of
collateral materials.
4.1.8 PROMOTER will provide a post event report summarizing the specific
revenues and expenses associated with the production of the EVENT. The post
event report shall be delivered to the CITY's representative sixty (60) days
following the close of each EVENT.
4.2 DESCRIPTION OF SERVICES TO BE PROVIDED BY CITY
4.2.1 CITY agrees to provide, at the employees overtime hourly rate, to
PROMOTER, all public services, including police services, emergency medical
services, street maintenance services and other public services as may be
deemed appropriate by SEPT, to produce EVENT. The estimated cost of the
services will be shown in Schedule `B" along with a payment schedule.
4.2.2 CITY agrees to make available, at the regular rental rate to PROMOTER,
the CITY'S portable stage and entertainment unit also know as the "Showmobile".
4.2.3 The CITY will make a concerted effort to promote the EVENT on the
CITY's government access channel and other advertising and marketing vehicles
as deemed appropriate.
5.0 TERM OF AGREEMENT
5.1 AGREEMENT PERIOD. The effective date of this Agreement shall
be from September 1, 2005 through September 1, 2006. Any covenant, term or
provision of this Agreement which in order to be effective must survive the
termination of this Agreement shall survive any such termination.
3
AGREEMENT FOR EVENT PROMOTION
5.2 BREACH OF AGREEMENT. Any material deviation by
PROMOTER for any reason from the requirements hereof, or from any other
provision of this Agreement, shall constitute a breach of this agreement and may
be cause for termination at the election of CITY. CITY may terminate this
Agreement, for cause, by giving ten (10) days' notice to PROMOTER. In the event
of termination by whatever means, CITY shall have the option to direct
PROMOTER's actions with respect to access to materials or assigning any rights,
such as name, lists, speaker contracts to CITY or its designee. CITY reserves the
right to waive any and all breaches of this Agreement, and any such waiver shall
not be deemed a waiver of all previous or subsequent breaches. In the event
CITY chooses to waive a particular breach of this Agreement, it may condition
same on payment by PROMOTER of actual damages occasioned by such breach
of Agreement and shall make every effort to resolve the same quickly and
amicably.
5.3 AGREEMENT TERMINATION. In the event PROMOTER is unable
to fulfill its responsibilities under this Agreement for any reason whatsoever,
including circumstances beyond its control, CITY may terminate this Agreement in
whole or in part in the same manner as for breach hereof and be entitled to the
same rights on termination.
6.0 GENERAL
6.1 INDEMNITY. PROMOTER will indemnify, defend and hold harmless the
CITY and its officers, employees and agents, of and from any and all claims arising out of
or related to the PROMOTER which is the subject of this Agreement, including without
limitation, claims of the follow nature:
6.1.1 Breach of Contract.
6.1.2 Tortious interference with contractual obligation.
6.1.3 Tortious interference with prospective economic advantage.
6.1.4 Service Mark or Copyright infringement and/or dilution.
6.1.5 Property damage and/or loss.
6.1.6 Negligence.
6.1.7 Bodily injury.
6.1.8 Personal damage/injury (libel and slander).
The parties hereto acknowledge with respect to the warranties and representations of
the indemnity section of the AGREEMENT that there shall be no personal liability
attached to or directed towards the officers, directors, employees or independent
contractor of the corporation. Accordingly, the parties hereto agree and acknowledge
that the covenants of the indemnification section of the AGREEMENT only apply to the
PROMOTER.
4
I
i
AGREEMENT FOR EVENT PROMOTION
I
6.2 INSURANCE. PROMOTER will deliver to the CITY not less than thirty (30)
days prior to the first scheduled date of the EVENT, a certificate of insurance showing the
CITY as an additional insured in a policy or policies issued by a company approved by the
Risk Manager for the CITY, with coverages and limits of insurance acceptable to the Risk
Manager, not subject to cancellation except upon thirty (30) day written notice to the
CITY.
6.3 INSPECTION OF RECORDS. CITY shall have the right to monitor and
inspect all work or records under this Agreement.
6.4 COMPLETE AGREEMENT. This Agreement contains all the terms and
conditions agreed upon by the parties. No other understandings, oral or otherwise,
regarding the subject matter of this Agreement shall be deemed to exist or to bind any of
the parties hereto. This Agreement supersedes all previous agreements, if any, between
the parties.
6.5 AMENDMENTS. Any alterations, variations, modifications or waivers of
provisions to this Agreement shall be valid only when reduced to writing duly signed and
attached to the original of this Agreement.
6.6 NOTICES. Communications among the parties hereto shall be addressed_
as follows:
PROMOTER:
CITY: CITY OF PALM SPRINGS
David H. Ready, City Manager
P.O. Box 2743
Palm Springs, CA 92262
(760) 322-8336 FAX (760) 323-8207
6.7 CITY REPRESENTATION. PROMOTER shall work closely with the CITY's
Special Events Coordinator who shall be designated the "Liaison Representative of
City." PROMOTER principals shall provide regular updates to the Liaison
Representative of City to keep the CITY currently advised on the status of the EVENT.
6.8 COMPLIANCE WITH LAWS. PROMOTER shall comply with all applicable
federal, state, and local laws, ordinances and regulations.
5
AGREEMENT FOR EVENT PROMOTION
6.9 STANDARD OF CARE. CITY relies upon the professional ability of
PROMOTER as a material inducement to entering into this Agreement. PROMOTER
agrees to use reasonable care and diligence in rendering services under this
Agreement. PROMOTER agrees that the acceptance of its work by CITY shall not
operate as a waiver or release of said obligation of PROMOTER. The absence,
omission, or failure to include in this Agreement, items which are normally considered to
be a part of generally accepted professional procedure or which involve professional
judgment shall not be used as a basis for submission of inadequate work or incomplete
performance.
6.10 DEMAND FOR ASSURANCE. Each party to this Agreement undertakes
the obligation that the other's expectation of receiving due performance will not be
impaired. When reasonable grounds for insecurity arise with respect to the
performance of either party, the other may in writing demand adequate assurance of
due performance and until he/she receives such assurance may, if commercially
reasonable, suspend any performance for which the agreed return has not been
received. "Commercially reasonable" includes not only the conduct of a party with
respect to performance under this Agreement but also conduct with respect to other
agreements with parties to this Agreement or others. After receipt of a justified
demand, failure to provide within a reasonable time, but not exceeding ten (10) days,
such assurance of due performance as is adequate under the circumstances of the
particular case is a repudiation of this Agreement. Acceptance of any improper
delivery, service, or payment does not prejudice the aggrieved party's right to demand
adequate assurance of future performance.
6.11 THIRD PARTY BENEFICIARIES. Nothing contained in this Agreement
shall be construed to create and the parties do not intend to create any rights in third
parties.
6
II
AGREEMENT FOR EVENT PROMOTION
Schedule A
SCOPE OF SERVICES
PROMOTER, Roadshows, Inc., (RSI) shall organize, manage and produce the annual
American Heat Motorcycle & Hot Rod Weekend event (event)for the City of Palm Springs
in October of each year during the term of this agreement. Production of the event will
include, but is not limited to, the following:
1. PROMOTER is responsible for organizing, planning, managing, coordinating,
staging and otherwise producing the EVENT on October 7 through October 9 on
the City parking lot otherwise known as the Prairie Schooner Lot.
2. PROMOTER is responsible for developing the schedule of activities, site map and
event layout to the satisfaction and requirements of the SEPT review team.
3. PROMOTER will be required to mitigate the neighborhood noise impact from the
event by-way-of creating an artificial "sound barrier" to the north of the event site
as needed. The sound barrier will be created by abutting vendor and/or
promotional trucks end to end along the perimeter of the event site.
4. All event participants and entrants must enter the event site off of El Segundo from
Tahquitz to the South. The event site is required to be fenced for security purposes
at PROMOTER's expense.
5. The Engineering Department of the City of Palm Springs will be responsible for
approving a traffic layout plan provided by RSI through the SEPT review process.
All conditions as required by Engineering Department are to be adhered to within
the approved plan at PROMOTER's expense. In addition to this, PROMOTER will
be responsible for maintaining traffic barriers to allow for local traffic only at the
intersections of; Andreas and Alverado, El Segundo and Andreas, Andreas and
Encilia , West parking lot for Plaza Villas and the intersection of Encilia and
Tahquitz as determined by SEPT. Local Traffic Only signage must be posted and
maintained throughout the event by RSI at these locations. RSI will be responsible
to purchase appropriate signage and pay for the rental of barricades if needed.
6. PROMOTER is responsible for all on-site security through the use of a qualified
security company approved by the Palm Springs Police Department and all
volunteer or paid staff as needed to man and stage the event as required through
the SEPT review.
7. All electrical and lighting required to stage the event on the event site will be the
responsibility of the PROMOTER.
8. All amplified sound equipment and lighting is to be directed away from all adjacent
residential housing. This is generally considered to be to the south of the venue.
Schedule "A"
SCOPE OF SERVICES - continued
7
AGREEMENT FOR EVENT PROMOTION
9. All trash pick-up throughout the event site will be the responsibility of PROMOTER
throughout the event with the assistance of City staff as requested. PROMOTER is
responsible to make the necessary arrangements for on-site trash dumpsters for
disposal.
10. All sewage disposal from comfort stations throughout the event site
will be the responsibility of the PROMOTER throughout the event.
11.An on-site First Aid station will be required on the event site at the PROMOTER's
expense. PROMOTER will also be required to pay for two (2) Palm Springs Fire
Department(PSFD) Emergency Medical Technicians (EMT) to be on site
throughout the event as determined by SEPT.
12. On-site Law Enforcement will be the responsibility of the Palm Springs Police
Department (PSPD)and will be at the expense of PROMOTER as determined
through the SEPT review process.
13.PROMOTER is responsible for the procurement and maintenance of all on-site
portable rest rooms, the number of which and locations to be determined through
the SEPT review process.
14. All vendors are required to have the appropriate City Business License's as
determined through the SEPT review process. Business License's must be
displayed on or within vendor booths throughout the event. Villagefest License's
are not considered acceptable as a City Business License. All food vendors will be
required to comply with Riverside County Environmental Health Codes for the
event. All vendor permits must be submitted no later than seven (7) days prior to
event for non-food vendors and fourteen (14) days prior to the event for food and
beverage vendors.
15. All beer gardens or locations dispensing Alcohol shall be constructed, maintained
and monitored in accordance to a pre-approved plan by the PSPD and under the
laws and regulations of the State of California as required by the Alcohol and
Beverage Control Board (ABC).
16.No tent staking or tying-off to trees, fences or other appurtenances by vendors,
entertainers or participants will be allowed. All guy wires are to be secured to water
barrels or similar weighted devices if used.
17.PROMOTER will be allowed to enter the event site for pre-event set up on
Thursday, October 6, at 8:00 a.m. and must vacate the premises no later than
Monday, October 10, at 12:00 p.m. at which time the event site will have been
restored to it's original condition and be made available for public parking.
8
I
AGREEMENT FOR EVENT PROMOTION
Schedule `B"
SCHEDULE OF COMPENSATION AND DESCRIPTION OF CITY SERVICE COST'S
Cost Estimate for City Employee Cost:'s and Equipment Rental for Venue
Parks Department Estimate $2,500
Public Works Department Estimate $4,000
Fire Department Estimate $5,200
Police Department Estimate $12,300
SUB-TOTAL $24,000
City agrees to waive the per space rental cost for use of the Prairie Schooner
Parking Lot and Showmobile for the duration of the event.
PROMOTER is required to pay for all City Services in support of the EVENT as
determined by the SEPT review process and as outlined in Schedule "B" not to
exceed Twenty Four ($24,000) dollars. Payment of Fifty Percent (50%) of the
Total Estimated Cost of services is required at least seven days in advance, or
immediately upon conclusion of the final SEPT meeting, prior to the EVENT,
whichever is later.
The remaining cost of services is due within seven (7) days following the
conclusion of the event.
9
AGREEMENT FOR EVENT PROMOTION
IN WITNESS WHEREOF, the parties have executed and entered into this
Agreement as of the date first written above
CITY OF PALM SPRINGS
ATTEST; a municipal corporation
—
f City Clerk i c�'��/ea�� City Minalb r
/ APPROVED BY CITY COUNCIL
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CONTRACTOR: Check one:_Individual_Partnership orporatib V 118
" Sgn to ore (notarized) ` Signafurd(n'otarized)
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Name: 1 3, me: QAJ yl✓ ✓ f�/(�y�'C: y
Title: Title: P7? ;z%7,0AJ t -Z i
(This Agreement must be signed in the above space by one of This Agreement must be signed in the above space by one of
the following:Chairman of the Board,President or any Vice the following:Secretary,Chief Financial Officer or any
President) Assistant Treasurer)
J
State of fd/iallm- �ll State of
County of /{�7ff4/J,rT �Jss County of
On �l.Jfr'L�Sbefore me, J, Ifl/ ,✓1/��f�,UL�(" y On 5�) DS1?.r_before me, //�1U�
pe[sotially appeared n�4!4f1 %/ J� d//f�/' personally appearedi7G7 ✓�C//✓ti�(Lr"'�
personally known to me (or proved to me on the basis of satisfactory persaredl}_kn rm t me (or proved to me on the basis of satisfactory
evidence) to be the persons) whose name(s)is/are subscribed to the evidence) to be the personX whose name))`is/are subscribed to the
within instrument and acknowledged to me that he/she/they executed within instrument and acknowledged to me that$e/she/they-executed
the same in his/her/their authorized capacity(fes), and that by the same in--his/her/their authorized capacityQ , and that by
his/her/their signature(s) on the instrument the person(s), or the hwher/their-signature on the instrument the person(X or the
entity upon behalf of which the person(s) acted, executed the entity upon behalf of which the persones[ acted, executed the
instrument. ��� instrmment.
WITNESS my hand and official,seal. WITNESS my hand and official seal.
NotacySignaeure:
Notary Signa ure: ✓�/�%��;�o� t ./�, i .7-.7.'r
Notary Seal: //` Notary Seal:
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JOANN NEWBURY MpRI LYNN BOSWELL
Notary Public-State of Nevada COMM.#1570678 rt
s Appointment Recorded in Washoe County - K NOTARY PUBLIC
CALIFORNIA
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No:04-90312-2-Expires March 26,260E
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10
AGREEMENT FOR EVENT PROMOTION
IN WITNESS WHEREOF, the parties have executed and entered into this
Agreement as of the date first written above
CITY OF PALM SPRINGS
ATTEST: a municipal corporation
BY* By:
City Clerk City Manager
APPROM BY CITY COUNCIL
CONTRACTOR: Check one:—individual_Partnership—yorporafidM1""-�'
11M1 www1
BY: By;
—'? a(notarized) Signature(notarized)
Name: Name;
Tiflw Ttile;
[Thus Agreement must be signed in the above space by one of This Agreement must be signed in die above space by one of
the following:Chairman of the Board,President or any Vice the following:Secretary,Chief Financial Officer or any
President) Assistant Treasurer)
Stare of b „)tt State of
County of /}S Jss County of �8s
On bafom me, /T/>lol?&eN On before me, ,
peso Il(u y" appeared ,AFA/A i//k .^P. U.HKf"+ perwnsgy appeared
personally known to me(or proved to me on the basis of aadafactory personally known to me(or proved to me on the haab of mdsfactory
evidence)to be the person(,)whoa:name(:)is/are subscribed to the evidence)to be the person(:)whose a me(s)isfam subscribed to the
within itstmment and acknowledged to me that ho/she/They executed withinitwttument and admawledged to me,that he/shalthey executed
the ssme.in his/her/their audamired capacity(tes), and that by the same in his/her/their authorized copacity(ies), and that by
hWher/their aignamre(s) on the instrument the parson(:), or the hivlaWtheir signature(:) an the instrument the person(s), or the
entity upon behalf of which the parson(:) acted, executed the entity upon behalf of which the person(s)'acted, executed the
instrument. instrument
WITNESS myhend and' cia4aeaL /! WrCNBSS my hand and official scat
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Notary Seat: Notary/Seal:
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Notary Public-State of Nevada
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APPR AS IT FORMA:
10
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AGUA CALIENTE BAND OF CAHUILLA INDIANS
TR II3AL PLANNING & DEVELOFMIfH/INTF PALH �PRIiNGS
September 20, 2005 2905 SEP 22 AM 84- 11
"ciTY CLErl K C,f
Mayor Ron Oden and City Council Hand Delivered
CITY OF PALM SPRINGS
P.O. Box 2743
Palm Springs, CA 92263
Re: 2005 American Heat
Palm Springs Motorcycle and Hot Rod Week-end
Dear Mayor Oden and City Council,:
The Tribal Council, at its meeting of September eport
and related back-up material for the proposed eve I a ouncil s s the
location of the event at the recommended p site of ra�Sp y on
the dates noted. The Tribal Council's support for t en s ct o th ision
of adequate surveillance and security and the ne evalu n its
completion as to its effect on Tribal property and b iness.
Please provide copies of any further documentation and notices to the Spa Resort
Casino General Manager, Jim Thomason, and the Chief Operating Officer, David
Fend ' .
ATh
yours,
mas J. Davis, AICP
f Planning & Development Officer
AGUA CALIENTE BAND
OF CAHUILLA INDIANS
TJD/jb
C: Tribal Council
Gary Stopp
David Fendrick
0kV1
who uoak
650 EAST TAHQUITZ CANYON WAY, PALM SPRINGS, CA 2 6<2Q�/I
T 760/325/8400 F 760/3➢ .ri/C+9F9 ennnr . � =•�T= W _ "
j Sep. 7. 2005 1 ; 33PM Roadshows, Inc. No, 4330 P. 1
141OWS
September 7,2005
Mr. Scott Mikesell
Director of Parks &Recreations
City of Palm Springs
401 S Pavilion Way
.Palm Springs,CA,92262
'Tel: 7601323-8281
Fax: 760/323-8279
:RE:ADVERTISING,AMERICAN HEAT
]Dear Scott:
Thanks for speaking with us after the SEPT meeting yesterday. In response to your request, we
have gathered the following information regarding the advertising for American Heat. We have
placed ads with the following:
Quick Throttle $ 1,484.50 Key Magazine $ 1,400.00
Regional Audience Regional (Desert Area)
43,000 Copies 45,000 Copies
Thunder Press $3,785.00 Inland Entertainment $ 500.00
Regional Audience (6 States) Local
53,000 Copies 20,000 Copies
We are in the process of doing radio/television buys with the following: CBS TV,NBC TV,
ABC TV(WB and Fox 75),Desert Sun(Sunday and a Pick-up weekend tab). The budget for the
radio and television is$3,000.
Please do not hesitate to phone me at the office, 800/200-4557,if you have questions. Thanks!
tiXAnnNewbmy
Roadshows,Incorporated.Corporate and OOYnMOW Special Evoras
F.O.Box 2910■Rena,NN88505.2R8d n775 S29 SNOW■7753251364 FAX■800 2004557 a omaili admin®roadshows cam.www.road-shows.wro
Page 1 of 1
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I
;icon Mikesell
From: Elizabeth Perkovich [eperkovich@palm-springs.org]
;Sent: Wednesday, September 07, 2005 10:38 AM
To: ScottM@ci.palm-springs.ca.us
Subject: Bike Weekend
Hi Scott,
Our website stats for July, American Heat Bike Weekend was ranked #9 as a top referring site to the
Palm Springs Bureau of Tourism.
Ed Svitak from the Riveria Resort has not seen much activity but says it usually start 3 weeks prior to
the event.
I have not heard back from the Hilton.
Since we offer free links to the Palm Springs hotels, we do not have a way to track room nights.
I hope this helps!
Liz Perkovich
Project Manager
Palm Springs Bureau of Tourism
777 N. Palm Canyon Dr. Ste. 201
Palm Springs CA 99262
PH: 760-778-8415 ext. 14
Fax: 760-323-3021
www.palm-springs.org
9/7/2005
American Heat—Palm Springs Motorcycle & Hot Rod Weekend �-
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' 2005 SCHEDULE °
oaevcti;stnnt:`' ,��aprctk5+Ho.T,eb�. .
PALM SPM(iS PALM Spmos
Friday Noon - 8:OOp Participant Registration/Check-In
Oct 7
3:OOp - 10:00p Vendors Open for Business
Noon - 10:00p Participant Parking*
S:OOp - 9:OOp Live Music
8:00.p VIP Participant Party
Stunt Shows: Monte Perlin' s Globe of Death: 5:45 / 6:45 / 7:45 / 8:45
'Saturday 9:OOp - 8:OOp Participant Registration/Check-In
Oct 8
9:OOa - 10:00p Participant Parking*
9:OOa - MtHp Vendors Open for Business
10:OOa - 11:OOa Poker Run* (Start between 10:00 a & 11:OOa/Finish by 3:OOp)
10:OOa - 2:OOp Best in the West All Women Bike Show
12:OOp - 2:OOp Bike Games*
12:OOp - 9:OOp Live Music
3:OOp - S:OOp Open Competition Ride-In Show*
Stunt Shows: Monte Perlin' s Globe of Death: 2:45/4:45/6:45 / 8:45
Sunday 9:OOa - 3:OOp Participant Parking*
-Oct 9
9:OOa - 3:OOp Vendors Open for Business
10:30a JC & Us Ministries Christian Service at the Globe
11:OOa - 3:OOp Live Music
Stunt Shows: Monte Perlin's Globe of Death: 11:45 / 12:45/ 1:45
* Free Participant Activity
Tentative Schedule
Subject to Change Without Notice
i
SPA RESORT CASINO
P A L M S P R I N G S
September 6, 2005
Scott Mikesell
City of Palm Springs
P.O. Box 2743
Palm Springs, CA 92263-2743
Re: American Heat
Dear Mr. Mikesell:
The proposal for American Heat Palm Springs Motorcycle & Hot Rod Weekend has been
submitted to the Agua Caliente Band of Cahuilla Indians Tribal Council. The Tribal
Council is currently reviewing the proposal.
The Agua Caliente Band of Cahuilla Indians Tribal Council will convene on Tuesday,
September 20, 2005, at which time they will determine whether or not the American Heat
Palm Springs Motorcycle &Hotrod Weekend proposal coincides with the directign of the
organization. Upon receipt of the Tribal Council's assessment, I will contact you and
advise you of their verdict.
Please do not hesitate to contact me should you have any questions or concerns regarding
American Heat Palm Springs Motorcycle &Hotrod Weekend.
Sincerely,
�2-
Billy u i
hector of Marketing
Spa Resort Casino
f d
❑ COMMERCIAL(For-Profit Organization) ❑ NONCOMMERCIAL(Nonprofit Organization)
• Sponsoring Organization: Roadshows, Inc,
• Chief Officer of Organization (Name): Randy Burka '
Sponsoring Organization'sAddress. PO Box 2994
Street
Reno NV 89505
City State Zip Code
• Sponsoring Organizations Business Phone Number: (775 ) 329-7469
• Applicant(Name): Randy Burke, Roadshows, Inc.
• ,4pplicanYsAddress: PO Box 2994
Street
Reno NV 89505
City State Zip Code
• Business Phone Number: ( 775 ) 329-7469 Evening Phone Number: ( ) Same
• Cellular Phone Number: ( 775 ) 690-2035 FAX Number: ( 775 ) 329-1364
• Web Site Address: road-shows,com E-Mail Address: admin@road—shows.com
List any Professional Event Organizer or Event Service Provider that is authorized to work on behalf of the Sponsoring
Organization to produce this event'
Name: N/A
Address:
Street
City State Zip Code
• Phone Number: ( ) FAX Number: ( )
• State License Number: Expiration Date:
• Contact Person"On Site"Day of Event Randy Burke
(NOTE:This person must be in attendance for the duration of the event and immediately available to City officials.)
Cellular Phone Number: ( 775 ) 690-2035 Pager Number: ( )
`REQUIRED: Obtain a written communication from the Chief Officer of the Sponsoring Organization,which authorizes the Applicant or
Professional Event Organizer to apply for the Special Event Permit on its behalf.
,t r
t.
�F+
..'� yr.15
Page 2
Parking Lot
• Type of event: ❑ Run Q Walk KM RtiaetFestival ❑ Bike Tour ❑ Parade
❑ Other(specify)
Event Title: American Heat
• Event Location: Prairie Schooner Lot on Calle El Segundo
• Event Dates: Oct 7 — 9 2005 _ TotaE Anticipated Attendance: 10,Q Q 0 .
( 600 Participants)
( . 9,400 Spectators)
Web Site Information: road—shows.cam E-Mail Address: admin@road—shows.com
Actual hours open to the public or"advertised"event hours:
• 10ate: Oct 7 Time: 3:00 AM/PM to 10:00 AM/PM
• Date: Oct S Time: 9:00 AM/PM to 10:00 AM/PM
• Date: Oct 9 Time: 9'00 AM/PM to 3°00 AM/PM
- History: - ---- --- —
• Has this event taken place before? 0 Yes ❑ No
If yes,
Where? Same Location
• When? Oct, 2004
• What was the previous attendance? 10_,.Q00 -
Please provide a reference name and phone number regarding the prior event:
• Name: Sgt Mitch Spike Phone Number:( 760 ) 902-563-2
• What changes do you anticipate with this event? None
Will this event be promoted,advertised or marketed in any manner? Q Yes ❑ No
• If yes, what is total dollar amount to be spent on: Print: $ 5T00o Radio: $ 18,001) (T=de)
Television: $ 2•000 nternet: $
• Will there tie any live media coverage during your event? M Yes ❑ No
• If yes,please explain: Local N ws Media, Possible Cable
Page 4
• Are admission,entry or vendor participant fees required? EK Yes ❑ No
• If yes, explain: Public admission fees: $ 0.00 per person
Vendor fees: $ 800-3200 per booth Number of vendors: 60
How many of these vendors are for profit? 50
How many of these vendors are nonprofit?"' 10
("Nonprofit vendors are required to-have proof of 501 C 3 exemption)
Participant entry fees:$ 40.00 per person
• Are there hotel room nights associated with the event? [A Yes ❑ No
• If yes: Total number of room nights allocated: 1000 +
HostHotel(s): Spa Resort Casino
Participating Hotels: Palm Springs Hilton
..Riviera Resort
1; 90,000 Total estimated gross receipts,including fickets,product and sponsorship sales,from this event.
Explain how this amount was computed. Indicate amount per item.
$ Admission fees
$ 25,000 Product fees
$ Sponsorship
$ 24;000 Participant entry fees
$ so,non Other(Please specify:_) Vendor Fees
$ 84,500 . Total estimated expenses for this event.
It 9 000 Advertising
$�r 00 Lodging cost
$ Wages,salaries
$�, D0 City services(police,fire,street closures,etc.)
$ 5,8P0 Insurance
$ 2,900 Business license fee
$ 25.nno Other(Please specify:_) Equipment Rental
• Is the organization a"tax-exempt, nonprofit"organization? ❑ Yes t3; No
• If yes,attach a copy of the IRS 501 C tax exemption letter providing proof and certifying your current tax-exempt,nonprofit
status. IRS 501 C tax exemption letter obtained:
• $ Projected amount of revenue the Nonprofit Sponsoring Organization(s)will receive as a result of this
event.
Specify the organization(s)to receive funding: Palm Springs Lions Club (Beer Sales)
Palm SPrincfs Rotary Club (Beer Sales)
Page 6
kfiAT _
• Willastaging/setup/assembly location be required? ❑ Yes ❑ No
• Ifyes,begin day/date: Thursday, Oct 6 Starttime: 1) 8:00 am 2) 12.00 Pm— AM/PM
• Location: 1) Paririe Schooner Lot 2) Andreas from Calle El Segundo to Alvarado
• Description of the scope of the setup/assemblywork:
1) Stage, REst=Oms, Vendor r ,l_T
2) Factory Semi Load—In
• If yes,dismantle day date: Monday Oct l_0 Completiontime: 12•0.0 nn AM/PM
Liststreet(s)requiring closure as a result of this event.Include street name(s),day,date and time of closing and time of reopening:
1) Calle El Segundo @ Tribal Office driveway north to Andreas
Friday, Oct 7, 8:00 am to Sunday, Oct 9, 7:00 pm
2) Andreas from Calle El Segundb tn Alvarado
Thursday, Oct 6, 12:00 pm to Sunday Oct 7 7.00 ,pm_ _
Indicate how this closing/reopening will be handled:
❑ City of Palm Springs to handle(cost to be specified) tx Event to handle per Cal Trans standards
• List street(s)requiring the posting of"No Parking"signs.Indicate days,dates,and times needed and an explanation of necessity for
"No Parking"zone. -
1) Calle F1 Segundo f nm Tribal Offio -'�mxgny north o;T he a;ts to Andreas
��.Fr dayr Oct 7 8:00 am to Sunday Oct 9 7100 pm S a i l Fye f
2) Andreas from Calle El Segundo to Alvarado -
Thursday, Oct 6, 8:00 am to Sunday, Oct 9, 7;00 pm Special Event
(NOTE:: "No Parking"signs will be posted twenty-four(24)hours in advance of required days,dates and times. -
Cost forthe posting of"No Parking"signs will be specified upon reviewofthe application by City staff.
Page 8
• Attach a diagram(drawing must be to scale),showing the overall layout and setup locations.Using the letters below,indicate the
site for these on your diagram.
A Alcoholic and nonalcoholic concession and/or beer garden areas
B First-aid facilities and ambulance locations
C Tables and chairs
D Fencing,barriers and/or barricades
E Generator locations and/or source of electricity
F Canopies or tent locations
G Booths,exh ibits,disp lays o r enclos ures
H Scaffolding,bleachers,platforms,stages,grandstands and related structures
I Vehicles and/or trailers
J 0ther related event components not covered above(describaseparately)
K Trash containers and dumpsters
L Non-food vendor locations
M Food concession and/orfoodpreparation areas
N Potable toiletlocation(s)
Approved Street Vendors
• Please describe howfood will be served at the event:
• Will food be cooked in the event area? IX Yes ❑ No
• If yes,specify method: IB Gaslx. Electric EX Charcoal ❑ Other(Specify):
• Does the event involve the sale or use of alcoholic beverages? IX Yes ❑ No
• If yes,please describe: Sales & Consnumption will h,e GOR4Eingel hippr garden area.
• If alcohol is to be sold,how will the alcohol sales be regulated? Beer garden security, ID' s checked by
Security staff stationed at a t a ,/exi -
• Who will be handling the alcohol sales? Palm Spring Lions Club Palm Springs Rotary, C-I h
• Will there be items or services sold at the event? IIM Yes ❑ No
• If yes,please describe: Event merchandise leather goods 3 w -1 * : ercja gams
and accessories food & beverage.
• Do the vendors have City of Palm Springs business licenses? ❑ Yes R No
Are any of the proposed vendors current"Village.Fest"vendors? ❑ Yes ® No
(NOTE., "VllageFestpermitdoes notconstitutea Citybusiness license.)
Page 10
Portable and/or permanent toiletfacilities:
• Numberof portable toilets: 16 (Recommended:I for every 250 people or portion thereof)
• Number ofADA-accessibletoilets: 4 (Recommended:10%of total portable toilets)
(NOTE: Unless the Applicant can substantiate the availability of both accessible and non-accessible toilet facilities in the immediate
area of the site,the above is required.Portable torletfacilitres must be in place twenty-four(24)hours in advance,cleaned and
sanitized daily during the event,and must be removed by 8:00 a.m.next business day following the event Location sites for
portable toilets must be pre-approvedpriorto installation.)
Number of trash receptacles: 75
N u m b er of du mpste rs with I ids: 2 (Recommended:1 per400 people)
Numberof recycling containers: 2 (Voluntary)
• Describe the plan forcleanup and removal ofwaste and garbageduring and aftertheevent:
Event staff will collect has and rprnnirp i-raqb i-brnligh thn eirpnt
(NOTE: It is the event organizer's responsibility to dispose of waste and garbage daily throughout the term of the event, unless
otherwise contracted with Citystaff,which will require a fee,Immediately upon conclusion of the event,the venue must be -
returned to a clean condition.Stmetsweepingcan be arranged with Citycrews foran additional fee.)
Page 12
i
I
Please provide a detailed description that indicates the proposed parking plan and/or shuttle plan for the event include
a description of the parking plan/shuttle plan for the disabled.
N/A
Describe plan to notify those residents,businesses,churches,etc.that will be impacted by this event.
Meetings with SEPT
Notices to be delivered two weeks print to ti, e3ze t to merchants and residents
within a one hln k r Ain - f the t
Does this event involve a moving route of any kind along streets,sidewalks or highway? Pffes ❑No
If yes, highlight your proposed route on the enclosed map, indicating the direction of travel, and provide a written
narrative to explain your route and its impact. .
A motorcycle tour (poker run) is planned for Saturday-.- Oct A cy 1 'll ve
north on E1 Segundo- out of the venue and return frnm the tnur nccordingte
established traffic patterns The route for the 7005 run has not been detemin d
at this time. The plan will be presented to the Police Department, CFP anrl
SEPT team as soon as it is formulated.
Does this event involve a fixed venue site? Wes ❑No
If yes, highlight the site on the enclosed map, showing all the streets impacted by the event.
Page 14
:.
SECURITY
Private Security:
• Is there a professional security organization hired to handle security arrangements for this event?
9 Yes ❑ No
• If yes, please list: Pro5taff Security, Palm Springs Police Department
Security Company: ProStaff, a division of Roadshows, Inc.
Security Company's Address: Po Box 2994
Street/P. O. Box
Venn NV 89505
City State Zip Code
Security Director(Name): Robert Stewart
Security Director's Phone Number: ( 775 ) 690-2017 (Cell) 775f3297469 (Off;re)
Security Company's State License Number: Nevada Patrolman License # 1228
• Interior Venue (Private Security): N/,A
On-site contact person (Security Supervisor): Robert Stewart
Any searches prior to entering? ❑ Yes N No
Bottle and can check? Lg Yes ❑ No
Metal detectors? ❑ Yes ® No
• How many security guards at each entrance? Minimum of 1 2 at Major Entrances
• Number of identifiable security guards inside the venue: To be determined by Palm Springs Police ce Dept.
Parking Lot Patrol (Private Security):
• Security Company: Desert city Patrol
• Contact Person (Security Supervisor): Dan Martin
Number of security guards patrolling the parking lot: M;n im, m of i
Lighting:
If this is an evening event, please state how the event and surrounding areas will be illuminated to ensure the
safety of the participants and spectators. (If required, show a separate site map which details street lights, portable
lights, and other illuminating devices.)
Lot lights augmented by construction lights.
Medical:
Indicate what arrangements have been made for providing first-aid staffing:
EMT's from the Palm Springs Fire Department will be available.
Page 16
i
II
• Are there any musical entertainment features related to your event? [A Yes ❑ No
If yes,name of act: Bands have not been hired at this time.
• Contact person's name: Randy Burke, Booking Agent
• Address: _
PO Box 2994, Reno NV 89505
• Phone number:
775/69p-2069
• How many stages and bands and what type of music?�_ No.of stages_q__No. of bands
• Type of music: Rock n' roll, rhythm & blues, country western.
• Will sound amplification be used? Yes ❑ No
If yes: Start time: 11:00 am AM/PM Finish time: 10:00 Pm AM/PM
• Will sound checks be conducted prior to the event? Yes ❑ No
• Ifyes: Starttime: 10:00 am AM/PM Finishtime: ll :(1(1 am AM/PM
• Describe sound equipment that will be used:
Remsa outdoor sound, concert quality.
• Will any inflatable,hot air balloons or similar devices be used? ❑ Yes tx No
• If yes, please describe:
• If yes,has the FAA been advised? ❑ Yes ❑ No
• Will fireworks,rockets or other pyrotechnics be used: ❑ Yes ❑ No
• If yes, name and phone number of pyrotechnic company:
• Describe(indicate dates,times and locations for launching and fallout areas):
• Has permit been issued? ❑ Yes ❑ No
• Will there be any type of open flames used(i.e.,bonfires,etc.)? ❑ Yes ❑ No
• If yes,describe:
• Has permit been issued? ❑ Yes ❑ No
• Will any signs,banners,decorations or special lighting be used? EIX Yes ❑ No
• If yes, describe:
Outdoor concert lighner
• Will any lasers be used? ❑ Yes ❑x No at the 50's•Follies Theater Location
• If yes,have you obtained a variance letter for operation? ❑ Yes ❑ No
(NOTE: Additional permits maybe required as indicated by staff.These include,but are not limited to,Conditional Use Permit,Land
Use Permit,and Fire Department permits.)
GO;`P
Page 18
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INSURANCE
Applicant must provide insurance at the following minimal limits: $1,000,000 combined single limit. This
Certificate of Insurance must name the City as an additional insured throughout the event duration,including
setup and breakdown. The Certificate of Insurance, including limits of insurance, must be received by the
Special Events Coordinatorby to finalize this permit.
HOLD HARMLESS
The Applicant will, at its sole expense, provide the City with evidence of insurance for general liability and
Workers'Compensation benefits for accidents or injuries which occur or are sustained in the course of carrying
out this contract. The Applicant agrees to indemnify,defend and save City harmless from any and all liability,
claims,damages or injuries to anyperson,including injury to Applicant's employees,and all claims which arise
from or are connected with the negligent performance of or failure to perform work or other obligations of this
contract, or are caused or claim to be caused by the negligent acts of the City, its agents or employees, and all
expenses ofinvestigating and defending against same.
Applicant Signature: Date: 5/13/05
:. _
ADVANCED CANCELLATION NOTICE REQUIRED
If this event is canceled, notify the Special Events Coordinator at(760)323-5276.
I certify that the information contained in the foregoing application is true and correct to the best of my
knowledge and belief,that I have read,understand and agree to abide by the rules and regulations governing the
special event under Palm Springs Municipal Code,and that I understand that this application is made subject to
the rules and regulations established by the City Council and/or the City Manager of the City Manager's
designee'. I agree to comply with all other requirements of the city, county, state and federal governments and
any other applicable entity which may pertain to the use of the event premises and the conduct of the event. I
agree to abide by these rules and further certify that I, on behalf of the organization, am also authorized to
commit that organization and, therefore, agree to be financially responsible for any cost and fees that may be
incurred by or on behalf ofthe eventto the City ofPahm Springs.
Name of Applicant(PRINT): JoAnn Npwhiiry for Randy Burke
Title: AVP, National Special Projects for Pr s'
DATE:
i store ofA�ca,VSponso ing Or
DATE: S
Sign ire f Professional Eve t Organizer
Page 20
American Heat—Palm Springs Motorcycle & Hot Rod Weekend �Sti1Q�
Amado October 7-9, 2005
\ Set-up: Thursday 8:00 am-9:00 pm Legend n
Spa Show: Friday 9:00 am—10:00 om R/R= Restroom's o
Resort y Saturday 9:00 am—10:00 pm r = Registration m
Sunday 9:00 am— 5:00 pm O = Globe-O-Cross
Casino o
Strike Sunday 5:00 pm-10:00 pm � O= Planters �
Monday 8:00 am—Noon . = Light Pole n
Bike Parking m N
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Reno,NV
?AIM,
MEMORANDUM
t*,��1FpRN�P
TO: Scott Mikesell
Director of Parks & Recreation
FROM: Kathie Hart, CIVIC
Chief Deputy City Clerk
DATE: October 5, 2005
SUBJECT: Roadshows, Inc—A5143
American Heat
Attached are three duplicate originals of the subject agreement for your records and distribution.
We have kept the original for our records.
Let me know if you have any questions, ext. 8206
fkdh
Attachment
2 U U 4QPM ARoadshows, IlIc,
■ - _ _No No 5457_P, P, 1/1—
�Aco CERTIFICATE jOF LIABILITY ItN5URAMCE ROM-7�a$ DABS/02/u
�DUCER TH18 CER7IFICAT6 IS MUM AS A MA"ITER OF INFORMATION
(iNLYAND CONFERS NO P113M UPON THE CERTIFICATE
and S Snll Inc. NOLDER.THIS CERTIFICATE DOES NOTAMEND,EXTEND OR
0 Box 7S40 ALTER THE COVERAGEjArVCRDED BY THE POLICIES BILLOW.
' Phones 775-825-2600 I PAx:775-t29L2607 INSURERs AFFORDING CbVERAGE NAIC#
suRED
INZURVRAI 787 Iasuzaace r2jan .
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Ran y.y' L'kfl
60;U Le>xali INSVPLFt Df
Re110 NV 89502-1008
' IDLSURER E`.
OVERAGES _
,
,HE POLICIES OF IMURAMCE L18TE6 BELOW tIAVE 8EEN 18�UED TO THE INSURED NA 4l D AnCVZ FOR TM POLICY"ll INbICA7ED,NO-PNITF;TANDING
ANY R60UIRBMG�R,7N.M OR CO li ION Of ANY CONTRADT OR OTHER DOCUMENTWO RESPEOfTO WHICH THIS CEHTIFIIZi =le l7 Ill OR
MAY PEPTAIN,THF.INOUP.nNOEAFP RD0 MY THE POL)CIRS DWOR0ED W KE1N IS SUOJECTTDAU THETERMS,E CLI1SIDNSAND COW)MONS 0Il
POLICIES.AGGREGATE LIMITS S 0`,N IMY WAVE BBEN REDU Cl BY PAID CLMM$�
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springs, ICx Det�ber 7.9, 2063 Ce'sti$ieate HOlder is iaclu&ed as axk
Additional xasused.
oERTIP HOLDER d CANCELLATION
C...... $HOULD ANY OFTHEABOW 1)15r 1BED F UCIEa 60 CANCD ED Ill THE EKPIRATIO
OATS THEREOF,THE 108UWL'N5lmERW6t ENDEAVOR TO l 30 DAYa WRITTEN
City Of! Pmlm springer NOTICEM THE CERTDIICATR HOl NAMED TO THE LM}T,RUT FAwRETO DO 50 SNALL
Parka aI Recrel nivieion INPOSE NO OBLIGAMN OR MS)LITY Or ANY KIND UPON THE W$UREI;fT°AGENTS OR I
Attu: MiChalle cdzoad�COZZiez
401 S 'ka�Ilion way ILLPRS$WATWM
Palm SBalixgs CA 92262
ACORD 2S(20101108] P ACORD CORPORATION 198