02-04-2003 GREAT RACE CONTRACT•
Memo
To:
Thru:
From:
Date:
Re:
Honorable Mayor and Town Council
Larry Brooks, Town Manager
Fraidy Aber, Meryl Jacobs ' ' 1
2-4-03
Great Race Contract
Summary: The Great Race is America's oldest, longest running vintage automobile event.
The race changes its route each year. In 2004, it is slated to run from Florida to Monterrey,
California, from June 19 - July P. On Monday, June 28`h the Race will travel from
Breckenridge to Steamboat Springs, stopping for a pit stop in Avon.
The attached contract has been reviewed by Town Attorney John Dunn - and necessary
modifications were made. It outlines the agreement for the town to host this visiting event.
Financial Implications:
The Great Race requires a $1000 fee for Pit Stops. This fee includes ad space in their
promotional magazine.
Town Manger Comments: \
v
Attachments:
Contract
Requested Action:
Great Race contract is attached for council/town manager approval and signature.
0
THE GREAT RACE 2004
PIT STOP CITY HOST AGREEMENT
This agreement is between RALLY PARTNERS, INC., a Nevada Corporation (hereinafter
"RPI GREAT RACE'), and Town OF Avon (hereinafter "TOA") in regard to "TOA"
sponsoring a Pit Stop promotion of The Great Race 2004 (hereinafter "TGR') and
related festivities in Avon, Colorado on June 28, 2004.
A. "RPI GREAT RACE" and "TOA" Agree to the Following:
1. the name of the event is The Great Race 2004. The official start City is
Jacksonville, Florida, and the official finish city is Monterey, California. "TOA"
further agrees this wording and corresponding logos as provided and/or
approved by "RPI GREAT RACE" will be used by "TOA" in promoting and
advertising the event. "RPI GREAT RACE" reserves the right to incorporate the
name of a title sponsor into the event name. "TOA" agrees to use the revised
event name at the request of "RPI GREAT RACE".
2. any duplication of the event logo and the name of the event must be approved
by "RPI GREAT RACE" in writing prior to use.
3. this Agreement is not assignable by either of the parties hereto without the prior
written consent of the other party.
B. "TOA" AGREES TO:
provide a Pit Stop promotion for all "RPI GREAT RACE" staff and participants on
June 28, 2004. Number of "RPI GREAT RACE" attendees will not exceed 275.
"RPI GREAT RACE" retains the right of final approval for the location and
activities of the promotion.
2. submit all media and promotional materials to "RPI GREAT RACE" pertaining to
"TGR" for approval in writing prior to use.
3. local event sponsorship and signage will not include alcohol, tobacco and/or
sponsors which conflict with "TGR" sponsors. 70A" will secure approval in
writing from "RPI GREAT RACE" for host event sponsorship and signage.
Pouring rights which are not advertised or recognized as a sponsor are allowed
and do not violate this provision.
4. secure approval of local sponsors in writing by "RPI GREAT RACE" prior to their
signing.
7
Pit Stop City Host Agreement
Avon, Colorado
Page 2 of 4
• 5. event venue must be approved by "RPI GREAT RACE."
6. pay "RPI GREAT RACE" a partnership fee of $1,000. The partnership fee will be
paid in two installments:
• First payment of $500 due February 15, 2004;
• Second payment of $500 due May 1, 2004.
7. obtain written approval from "RPI GREAT RACE" for all planned festivities which
relate to "TGR" and its participants. Said approval will not be withheld in an
unreasonable or untimely manner.
8. promote "TGR" as the major attraction of any and all scheduled festivities on
June 28, 2004.
9. provide -the-event-venue~ the-equivalent of-two-,city blocks.-Qn a secured, hard
surfac-a-afea -preferably-.in-ere-centinuous-rea Provide-necessary street
closures.;--process-and--pay--any -relevant-street-or-c-ity-fnit~;-afd-provide-tr-affic
cont-rot-fog t-he-designated-P+t Stop-toca-t` ri and e~-vent venue o e
2$ 2-004;._Tr-afffe-contr ~'~ary, ng-tile
3-hour-time-period-of-th-e- r~l
• 10. "RPI GREAT RACE" will make available to "TOA" videotape and photographic
material for use in promotional and marketing tools by "TOA". "RPI GREAT
RACE" retains the right of approval of any materials containing "RPI GREAT
RACE" images. Said approval will not be withheld in an unreasonable or
untimely manner. 70A" may use its own photographer for "TGR".
11. provide contact names, addresses, phone and e-mail and arrange meetings for
"RPI GREAT RACE" promotional solicitation of local media, which includes primary
newspapers, local radio stations, and television affiliates.
12. distribute "RPI GREAT RACE" supplied event posters at appropriate local
businesses and locations.
13. distribute media releases to local media and provide assistance in developing
media coverage using local interest angles. "TOA" will perform this function at
the direction of "RPI GREAT RACE".
14. provide color separations for one-quarter-page 4-color ad in the 2004 edition of
The Great Race Souvenir Program no later than April 1, 2004. If separations are
not received by that date, "RPI GREAT RACE" will not guarantee publication of
"TOA's" ad.
• 15. provide refreshments (beverages and snacks) for a maximum of 275 "RPI GREAT
RACE" staff and event participants. All "RPI GREAT RACE" staff and event
participants are identified by event badges.
Pit Stop City Host Agreement
Avon, Colorado
Page 3 of 4
16. provide public address system for use by local announcers. .
17, indemnify, hold harmless and -defend "RPI GREAT RACE:' and--its_or_their
directors, officers, employees; agents, affilsates, prin-cipals,-partrr:Ly-r`s, members,
sponsors and shareholders from-any and-atl-toss-"s; dafnaglaimms,, expenses,
and-habits es-af ult-ing-rom-any_act,-omission or
ngg. gen reeve-nt-conducted in
whole-or_in_part by "TOA Rot used-la nce of
arAm T(lAnripr tI1P tormC of is
Imo' ~q /cam
C. IN CONSIDERATION FOR THE ABOVE, "RPI GREAT RACE" WILL:
1. organize and conduct The Great Race 2004 which will start in Jacksonville,
Florida on Saturday, June 19, 2004 and finish in Monterey, California on
Saturday, July 3, 2004.
2. conduct activities for the June 28, 2004 Pit Stop in Avon, Colorado.
3. identify Avon, Colorado as a Pit Stop in the "TGR" venue list and
www.greatrace.com website, and include Avon, Colorado in the 2004 "RPI is
GREAT RACE" in-house publicity campaign.
4. provide VIP recognition and photo/speaking opportunities for up to 7 local
sponsors and officials during ceremonial medallion presentation in the Event
Venue prior to the arrival of the cars.
5. provide a static display of event vehicles accessible to the public in the event
venue on June 28, 2004.
6. identify Avon, Colorado as a Pit Stop location on 2004 Great Race printed
materials including but not limited to: selected event merchandise, national
press releases and media materials, the quarterly Greatracer newsletter, and
mentions from Great Race radio promotion partners.
7. allow "TOA" non-conflicting signage rights in the event venue; allow 70A"
sampling and/or sales rights in the pit area. The space required for this must be
in addition to the required space of the event venue. "RPI GREAT RACE" will
conduct sales of Great Race Souvenir Programs and event merchandise in the
venue.
8. name 70A" and its major sponsors as an "additional insured" on a $5,000,000 •
event liability insurance policy carried by "RPI GREAT RACE". Additional insured
wording to be furnished to "RPI GREAT RACE" by May 1, 2004.
Pit Stop City Host Agreement
Avon, Colorado
Page 4 of 4
• 9. indemnify, hold harmless and defend "TOA" and its or their directors, officers,
employees, agents, affiliates, principals, partners, members, sponsors and
shareholders from any and all losses, damages, claims, expenses, and liabilities
of any kind arising out of or resulting from any act, omission or negligence of
"RPI GREAT RACE", its agents and employees, relating an event conducted in
whole or in part by "RPI GREAT RACE" and not caused by the act, omission or
negligence of any person seeking indemnification from "RPI GREAT RACE" under
the terms of this paragraph.
10. cooperate fully with "TOA" and use its best efforts in promoting and publicizing
the Pit Stop promotion and related festivities of "TGR" in Avon, Colorado.
11. provide one quarter-page 4-color ad in the 2004 edition of The Great Race
Souvenir Program. If color separations for the ad are not received by April 1,
2004, "RPI GREAT RACE" will not guarantee publication of "'TOA's" ad.
12. Avon, Colorado will be eligible to compete for the Great American City Award, a
$2,500 monetary gift to the Avon, Colorado city library.
For City of Avon, Colorado:
n
Name
Title
For RALLY PARTNERS, INC.:
Wayne Stanfield
Chief Operating Officer
•
Date
Date
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