CITY OFVENTURA f\DMIN1STRATIV£ REPORT
Date: September 24, 2018
Agenda Item No.: 12B. Council Action Date: October 29, 2018
To: Honorable Mayor and City Council
From: Don Penman, Interim City Manager Jeffrey Lambert, Community Development Director Nancy O'Connor, Parks, Recreation and Community Partnerships Director
Subject: 2019 Amgen Tour of California - Submit Letter of Intent as Host City
RECOMMENDATION
It is recommended that City Council:
a. Authorize the City Manager to submit a letter of intent to Amgen Tour of California indicating the City of Ventura's commitment to be a host for the men's stage finish and women's overall start and finish for the annual Amgen Tour of California cycling race on May 16, 2019, and;
b. Authorize the Director of Finance and Technology to adjust existing citywide General Fund appropriations as necessary to ensure costs can be absorbed in the Non Departmental General Fund budget; not to exceed $177,492.
PREVIOUS COUNCIL ACTION
September 25, 2017 - City Council authorized the City Manager to submit a letter of intent to Amgen Tour of California indicating the City of Ventura's intention to be a host start city for stage two of the annual Amgen Tour of California cycling race on May 14, 2018, and authorized Finance and Technology, as necessary, to transfer General Fund Contingency funds not-to-exceed $75,000 to the impacted departments(s).
April 23, 2018 - City Council approved the proposed Amgen Tour of California Cycling Race Contract and authorized the Interim City Manager to execute the Agreement on behalf of the City, for the 2018 race.
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SUMMARY
The Amgen Tour of California (Amgen TOC), America's largest road cycling race, will bring the drama and excitement of professional cycling to California for the 14th consecutive year in 2019. This year's tour de France-style seven-stage men's and women's event created and presented by AEG Worldwide (AEG), will challenge the world's top professional cycling teams to compete along a demanding course from May 12-19, 2019. Known as America's most successful and prestigious cycling race, this event is the largest annual spectator sporting event in California and the largest cycling event in North America. The Amgen TOC features a world-class field of riders representing dozens of countries and attracting more than 16 million spectators annually.
Last year, the City of Ventura successfully hosted the Stage 2 Amgen Tour of California on May 14, 2018. Several thousand Venturan's lined the streets of Ventura to cheer on the racers as they made their way through downtown. The event created positive publicity and an economic boost for the city; the race was seen live daily for 2-hours on NBCSN and NBC sports on the final Saturday and the race was broadcast to over 200 countries and territories worldwide in partnership with Amaury Sport Organization (ASO), and many spectators and participants rented hotel rooms, purchased meal? and went shopping in Ventura's local downtown shops. In addition, last year the City successfully raised $25,000 in sponsorship money to offset the approximate $27,000 ( excludes fire department, event coordinator expenses and staff time) cost of hosting the event and over 175 volunteers eagerly participated in the event. The actual cost of the 2018 event was significantly less than the $75,000 (excludes staff time) anticipated expense of hosting the event.
DISCUSSION
City staff met with Amgen Tour of California organizers, the Ventura Visitors and Convention Bureau (VVCB), and the Downtown Ventura Partners (DVP) to discuss a potential collaboration where, for the first time in Amgen TOC history, the City of Ventura (City) would be a host city for a Men's Stage Finish and a Women's Overall Start. It is anticipated the race start and finish activities would take place at the Ventura County Fairgrounds. The Fairgrounds has provided preliminary approval to use their facilities as required, subject to detailed negotiations and budget discussions. This type of event is a much larger production than last year's and would include more expansive police services for additional and longer road closures, increased hotel accommodations and food requirements. Other additional expenses that were not part of last year's event include auxiliary rooms for the media, medical office, race headquarters and other rooms; internet services to support media; and other miscellaneous expenses such as massage linens. See Attachment A for a list of Host City Requirements.
The City of Ventura's participation as an Amgen TOC host city is consistent with City Council's priority of boosting economic development. In addition, this event aligns with the goals and objectives of the City's Economic Development Strategy in increasing Ventura's footprint in the sports tourism market. Serving as a men's host stage finish and a women's overall start provides a unique opportunity for the City to be showcased to an international
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audience; the City will receive exposure as a world-class destination on both the national and international stage. The tour provides the City the opportunity to boost the local economy by attracting thousands of cyclists and spectators to our downtown corridor and the many tourist-serving businesses throughout the city. It also provides memorable experiences for local residents, supporters, and dignitaries, increasing community partnerships and collaboration.
In 2018, the 700-mile route was lined by millions of fans, while a global television audience of 15.92 million fans followed the race on international networks such as NBC (US), Eurosport (Europe), Eurosport Asia Pac (Asia and Pacific), Sportsnet One (Canada), TDN (Central America), Supersport (Subsaharan Africa), and SBS (Australia). On mobile devices, fans watched 112,132 hours of coverage on the Microsoft tour tracker. The creator, owner, and producer of the Amgen TOC is Los Angeles-based AEG, one of the leading sports and entertainment presenters in the world. With AEG' s continued partnership with NBC Sports and the Amaury Sport Organization (ASO), the race was seen live on NBCSN in the U.S. and in more than 200 countries and territories worldwide. In addition to this potential exposure, the City of Ventura will receive a 30-second commercial on national television and a 30-second city feature broadcast on the day of the City's involvement. A full list of host city benefits and opportunities can be found in Attachment B - 2018 Host City Benefits and Opportunities Stage Start. See Attachment C for a list of 2018 Key Metrics.
An estimate of the out-of-pocket budget and staff impact to the City of Ventura can be seen in Attachment D - Amgen TOC Ventura Men's Stage Finish and Women's Overall Start Estimated Budget. This budget does not reflect potential sponsorships. For the 2018 race, the City received in excess of $25,000 in local sponsorships. It is anticipated that the sponsorships for the 2019 race will exceed the 2018 total. As referenced in Attachment D, estimates of potential staff time include up to 250 hours of planning ( over a 9-month period and across multiple departments) and 180 hours of staff time on the race day (60 employees serving as race assistants for 3 hours each; assuming 100 volunteers). The financial impact of these planning staff hours and day of race assistance is $24,892 (assuming average staff pay of $57.89/hour). Additional staff time includes Police support and Fire support to provide safe road closures, traffic control, crowd control, enforce no parking zones, and to provide emergency response services; totaling ·$11,000. The total financial impact of all city staff time is $35,892.
Staff was able to utilize the City's experience as a pass-through city for the Amgen TOC in 2016 and as a Men's Stage Start Host City in 2018 to come up with a realistic assessment of expenses, required staff time, and potential benefits. One of the challenges in 2016 was closing Ventura Avenue. City staff worked closely with AEG staff to create a route (see Attachment E - Map of 2019 Amgen TOC Tentative Race Route) that not only highlights our coastline and downtown business corridor, but also requires the least amount of road closures, thereby greatly lessening the impact on road closures and required staffing to assist with the race.
While staff recognizes that the host city commitment (see Attachment A - Host City Requirements) is a substantial one, it is seven months away, and the City has already
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received commitments of support by the VVCB, the DVP, and the Ventura Chamber of Commerce. City Staff has also met with the Fairgrounds who will host the event location and provide the auxiliary rooms. The Fairgrounds has reserved space to host the event subject to detailed discussions. In addition to these partners, the local cycling community has expressed an interest in supporting the event with volunteers, which could lessen race day City staff impact.
The City's experience as a pass-through city in 2016 and as a Men's Stage Start in 2018 was overwhelmingly positive, embraced by the community at large, and put Ventura on the map to an international audience. Less than three percent of the 482 cities in our state are selected as stage start/stage finish hosts. Ventura has a unique opportunity to showcase our city and increase our economic development potential. As the City continues to derive exposure from the 2018 event, the timing is ideal to take it to the next level by hosting a Men's Stage Finish and a Women's Overall Start, benefitting from the dedicated publicity given to host cities, and marketing our city as the incredible destination that it is to a global audience of more than 200 countries where the race is broadcast.
IMPACTS
It is estimated that the total cost to the city is approximately $177,492; $35,892 in staff costs and $141,600 in non-personnel costs.
Staff costs are broken down as follows: 1. Community Development: $ 6,367 2. PRCP: $ 6,368 3. Police: $12,894 4. Fire: $ 3,895 5. Public Works: $ 6,368 Total Personnel: $35,892
Non-Personnel Costs by Department are: 1. Community Development: $127,100 2. PRCP: $ 13,000 3. Public Works: $ 1,500 Total Non-Personnel: $141,600
Staff proposes to establish a budget in the Non-Departmental division to house the costs for the race activities. Recent analysis of available General Fund appropriations indicate available funds in all department budgets to support proposed costs. The recommendation is to transfer appropriations to the Non-Departmental budget as costs are incurred and as necessary.
Staff anticipates that expenses to the City will be mitigated· by acquiring sponsorship donations from local businesses and hotels, and acquiring race day volunteers to replace city staff. If so, net fiscal impact would be less than $177,492.
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ALTERNATIVE
The City Council could choose not to approve the City Manager to submit a letter of intent and not appropriate funds to make the City of Ventura a host City for the Men's Finish and Women's Overall Start of the 2019 Amgen TOC.
Prepared by Ryan Kintz, M tAnalyst II For:
Nancy 'C or Parks, Rec e tion, and Community Partnerships Director
Reviewed as to fiscal impacts
ance and Technology Director
FORWARDED TO THE CI'IY COUNCIL
Don Penman, Interim City Manager City Manager's Office
ATTACHMENTS
A Host City Requirements B Host City Benefits and Opportunities Stage Start C Amgen TOC Key Metrics 2018 · D Amgen TOC Ventura Men's Finish and Women's Overall Start Estimated Budget E Map of 2019 Amgen TOC Tentative Race Route
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0123456789 ATTACHMENT A
HOST CITY REQUIREMENTS
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0123456789 HOST CITY REQUIREMENTS As a partner of the Amgen Tour of California, Host City is required to provide the following support and assume all related costs as part of their bid submission.
RACE OPERATIONS POLICE SERVICES -Local (city and/or county/unincorporated areas) police services and related costs are the responsibility of the Host City. In coordination with California Highway Patrol (CHP), CalTrans, as well as the Tour's motor and road marshals and in conjunction with the LOC volunteer program, local police provide safe road closures, which may include fixed-post positions, traffic control, crowd control, enforcing no-parking zones and maintaining general public safety.
PUBLIC WORKS AND ROAD SERVICES - Local public works and road services are the responsibility of the Host City. The Host City will absorb the cost for all services for road closures and course preparation within the city/county ( and unincorporated areas if applicable) limits. These services are necessary to support police efforts to ensure road closures and the safety of the course. These services include: • Traffic rated detour equipment (tour will provide 3,000 feet of crowd control fencing at the start lines, and 6,000 feet of finish fencing*)
*Once course is finalized additional fencing may be needed at host city expense
• Barricades • Cones • Contracted traffic control services • (2) Scissor lifts / (1) Fork Lift** • Printing/posting of 'No Parking' signs • Removal/restoration and street repair • Distribution of notices to residents advising of road closures and providing a "hotline" available to residents and businesses to handle issues related to closures • Access to non-potable water for truss water barrel supports
* Exact amount of fencing varies depending on the venue ** Scissor Lift and Fork Lift specs can be provided upon request. Fork Lift must be 5,000 lb. warehouse lifts
RACE ROUTE/CIRCUITS -The decision to incorporate either Start or Finish circuits into a Tour stage must be mutually agreed upon by the Tour and Host City. The Host City will absorb the cost for all services and infrastructure necessary to conduct circuits even if it extends outside of the city limits, including traffic control, permits
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0123456789 and requirements for all roadways not under city jurisdictions. There can be no parked vehicles on the circuit.
• Host City and the Tour will agree on the race route that is within the city limits. Portions of the route may require "No Parking1'. The entire route must be closed to all traffic ( unless the course will only be using one side of a divided road. • The course must be ready no later than 30-minutes before the start of the first rider. • The Tour must have a chance to review and comment on the operations plan that the Host City will use to secure the route and possible circuits.
If there are road knobs, curbs, speed-bumps, etc., which impact the course and the riders' safety, the city is financially responsible to have these elements temporarily removed and replaced.
PERMIT SERVICES - All fees associated with city/ county/state ( and unincorporated areas if applicable) permits and permit requirements for the operation of the event are to be procured by the Host City on behalf of the Tour. They may include, but are not limited to: • City, county and state permits for stages, tents, electrical, health, alcohol, encroachment, sound and road closures • Parking - both on and off the street • Alcoholic beverages - consumption in public, from cups, bottles and cans, in a private VIP area • Road closures and use - all permits required for the closure and use of roads for setup and racing that may be required for any portion of the route that is within the city limits of the LOC. • Construction Permits - Includes permits for construction of staging, tents, wiring and electrical, portable generators, power equipment and a fork lift • Special and ancillary events - pre-event and race day • Banners and signs - hanging and display of pre-event, race day advertising and partner banners • Concession sales - on-site merchandise and concession stands as requested by race organizers
The LOC is responsible to provide all necessary health department contact information that pertains to the Host City 90 days prior to the event. The LOC is to make best efforts to invite health department permitting person to one of the pre tour site visits designated by the Tour.
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0123456789 * Please list any special permitting/restrictions that the Tour should be aware of, including Merchandise Sales, Alcohol, Signage and Sound Amplification. This may affect the options for FINISH LINE placement
EMT /EMS SERVICES - Host City is financially responsible for providing EMT /EMS services for the general public on the day of the Stage Finish. Medical plan must be submitted to the Tour's Technical Director. Please note that the Tour provides medical services for the athletes, team support and staff personnel, however the LOC must cover ambulance costs if the Tour contract ambulance provider is not licensed for the location.
RESIDENT /BUSINESS NOTIFICATIONS - Host City is responsible for notifying local residents and businesses within the city limits that impact the Tour; including road closures, traffic advisories, etc. In the case of a circuit or agreed upon route outside the city, notification must be made in these locations as well. Notifications should be bilingual; including an English and Spanish version.
PORTABLE TOILETS - Host City is financially responsible for portable toilet services or public restrooms during the day of the Stage Finish. The number of units and placement of the units will be mutually agreed upon by the Host City and the Tour's Production Director. Portable toilets are to be guaranteed to arrive the day prior to the Stage Finish for the overnight crews.
WASTE MANAGEMENT - Host City is financially responsible for waste management/trash removal services during the event, as well as after the conclusion of the event. Necessary supplies and services include: trash containers, roll off containers, dumpsters, recycling containers and the crews to remove full trash container liners, and replace them with fresh liners. Also needed are crews to restore the venue to its original beauty, meaning removal of trash from streets, parking lots, parking garages, curbs, city property, county property and federal property. Street sweeping is recommended the day before the event and the evening after tear down. Janitorial staff will be needed to keep foot print clean during the event, as well as help with post -race cleanup.
LIFESTYLE FESTIVAL The Host City is required to support the Tour's Lifestyle Festival by assisting with the following: • Allocation of a suitable area for the festival • Handle all festival permits and associated fees • Electricity and waste management • Parking for vendors • Bike Valet to accommodate 150 Bicycles
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0123456789 * AEG reserves the right of final placement of finish line
TOUR HOSPITALITY PROGRAM
TASTE OF - The "Taste of' program is suggested for host cities to showcase the city's local flavor. The Local Organizing Committee (LOC) is to provide catering for the official AEG / Michelob Ultra tent which will serve as the "Taste of' (local flavor) of the respective city. Guest counts will be communicated and confirmed by the Tour. The LOC is also asked to provide a "Taste of' offering in a 10x10 space within the Amgen Hospitality tent which will include a sampling from a local restaurant specific to the community and / or region. *The Tour will provide a "Taste Of' checklist outlining specifics
HOSPITALITY INTERNET REQUIREMENTS • 1 separate drop/connection dedicated to the VIP Hospitality area for Welcome Center and Tour Tracker • Provide Static IP address ( our router will provide local DHCP access) or Unlimited DHCP addresses if DHCP is provided • 5 Mbps Up/5 Mbps Down per drop Minimum (more available speed the better) • Open Ports • Local provider should provide modems or CAT Se/6 cables for use with our Wi-Fi routers. Please provide sufficient cabling to the VIP Hospitality area and Welcome Center
MICHELOB ULTRA BEER GARDEN The Michelob Ultra Beer Garden is an activation initiative through Anheuser Busch's partnership with the Tour which requires the city to provide a letter of support on a City or County letterhead to the Alcohol Beverage Control, requesting the issuance of an original Type 4 7 liquor license to our Tour caterer, for both Festival beer garden as well as Michel ob Ultra VIP Hospitality ( sample letters to be provided).
AMGEN BREAKAWAY EVENT Background: Up to four host cities will be chosen to host Amgen Breakaway events, which may include Amgen-sponsored hospitality and an approximately one- half to one mile walk along the race course that crosses the start or finish line (prior to the pros) or a community spin class or similar activity. The event will be connected to Amgen's Breakaway from Cancer® and/or Breakaway from Heart Disease™.
The Host City is financially responsible for the following:
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0123456789 • Grassroots community marketing support to secure 150+ local participants • Marching band or other ancillary participation creating a highly visual and compelling element • Police escort (as needed) • Parking for 75+ Breakaway participant vehicles • Possible assistance identifying a local Champion who is an inspiration in the local community, connected to either Amgen's Breakaway from Cancer® and/ or Breakaway from Heart Disease™
AWARDS CEREMONY • LOC will provide eight (8) floral bouquets to be used in the awards ceremony. If also hosting a Women's Race Awards Ceremony, the LOC will need to provide an additional eight (8) floral bouquets. • Floral bouquets should arrive on-site approximately three hours before the race Finish *Additional details regarding the Awards Ceremony and LOC opportunities will be provided during the planning process.
HOTEL ACCOMMODATIONS - ROOM BLOCK The needs described below reflect a Stage Finish in which the race finish for a stage takes place in the host city, with the race start taking place in another city.
Please note: A "single" room is a· room with 1 bed. A "double" room is a room with 2 beds. There will be a maximum of 2 people per room regardless of room type. The double/single ratios listed below are estimates.
It is important to solicit hotel bids and request room block holds as soon as possible. Hotel availability and competitive pricing must be confirmed prior to host city confirmation.
While the number of room nights required will not change, dates may vary due to travel patterns and will be confirmed with the city no later than December 1, 2018
The Host City may be asked to secure additional rooms at a cost not to exceed $120, all-inclusive room rate (including all local and state taxes and fees). Additional rooms to be the financial responsibility of the Tour.
The Host City is financially responsible for all costs associated with the following hotel rooms and meeting spaces:
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0123456789 WOMEN'S RACE HOTEL BLOCK (total of 540 room nights) Starting one week before the overall start of the women's race, professional teams and production staff will start arriving in your city. Arrivals are staggered with the majority arriving three days before the start of the race. Peak night for the hotel block is 150 rooms (125 DD and 25 singles). One hotel is selected as the headquarter hotel; the headquarter hotel is where most of the pre-race activity takes place, and where the majority of the women's teams are hosted. The headquarter hotel must offer banquet services, ample parking and meeting rooms. If it is not possible to squeeze everyone into one hotel, it is important that all pro teams (100 DD rooms) are hosted at hotels that offer catering on the premises. Here are the needs outlined.
WOMEN'S PARKING/MEETING SPACE Seven Days in advance of race -through the race start: • Vehicle Processing Lot: open air parking lot at the headquarter hotel (if possible) - 100 parking spaces • Vehicle Office: at the same hotel as the vehicle processing lot - must be 1000 sq. ft. and be lockable • Race Office: at hotel hosting teams (or majority of teams) - 1000 sq. ft.
Three Days in advance of race -through morning after race start: • Banquet Space to allow for 20 rounds of 10 -if necessary, this can be split into more than one hotel -but each hotel must have sleeping rooms in conjunction with the number of people attending meals there • Parking for the pro team mechanics' work areas (10 spaces per team) Open air parking lot in conjunction with designated team hotel-must have access to power and water
One Day in advance of race: • Meeting room A (all day) can hold 50 people classroom style • Meeting room B (all day) 1200 sq ft • Meeting room C (3 PM - 9 PM) can hold 50 people theater style
Hotel Rooms Seven days in advance of race: 5 double-bedded (DD) rooms Six days in advance of race: 5 DD rooms Five days in advance of race: 5 DD rooms Four days in advance of race: 5 DD rooms Three days in advance of race: 105 DD (100 rooms used for pro teams and must be at a hotel with in-house catering/banquet space) Two days in advance of race: 105 DD (same rooms at above)
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0123456789 One day in advance of race: 155 (120 DD /30 single bedded) Night of Overall Start: 155 (120 DD /30 single bedded) (540 room nights)
GENERAL HOTEL REQUIREMENTS: • Hotel rooms must be located at no more than (6) hotel properties within close proximity the Start Line area and to each other • Hotels for staff must offer breakfast or be close to full-service restaurants. Hotels for pro teams must offer catering on site • Hotels must be a minimum of a 3-star property and provide television viewing of the Tour's broadcast partner's network • Complimentary self-parking for all groups: Staff: open air and spacious enough for large box trucks or semi-trucks, Women's Teams: open air with 100 spaces for vehicle processing lot/ mechanic work area - access to power and water for team mechanics • Complimentary self-parking in lots appropriate for box trucks, television production trucks and other oversized vehicles • Complimentary wireless Internet in public areas, meeting rooms, and guest rooms • Individuals and teams will be responsible for their own incidental charges; Hotels shall not require credit/debit card pre-authorizations in excess of $50 per person or $100 per team • Hotel properties must be approved by AEG
SITE VISIT /LOC ROOMS: The Host City is financially responsible for providing the Tour with 60 hotel room nights to be used anytime from July 1, 2018 - July 1, 2019
WOMEN'S TEAM PRESENTATION/SOCIAL HOUR The LOC is financially responsible for planning and executing a Women's Team Presentation event. This presentation is an opportunity to showcase the athletes and teams to fans, event supporters and local· dignitaries. The format of this event shall be mutually agreed upon by LOC and Amgen Tour of California
WOMEN'S KICK-OFF PRESS- CONFERENCE AND MEDIA LUNCH (day before Women's Overall Start):
PRESS CONFERENCE AREA • Requires approximately 800 square feet • Preferred location is adjacent to the Media Workroom • 25 chairs arranged theatre style • Two (2) 8-foot skirted tables for dais on platform • One-tiered riser for media cameras facing dais
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0123456789 • Four ( 4) 110V outlets with power strips • One (1) working phone/phone line (for teleconference capabilities, if needed) • Host City shall provide a mult-box, microphones and a sound system
MEDIA LUNCH - The Host City is financially responsible for providing lunch for approximately 50 media, prior to the kick-off press conference. Luncheon should be in room adjacent to press conference area. Menu must be submitted to race organizers for approval two weeks prior to event. Document with details to be provided
TEAM MEALS While the number of meals required will not change, dates may vary due to travel patterns and will be confirmed with the city during planning.
WOMEN'S TEAM DINNERS - The Host City is financially responsible to provide three (3) dinners for athletes and team support personnel only ( approximately 200 people) for three nights; based upon menu specifications provided by the Tour's Operations Director. The dinner should be served at the Headquarter Hotel( s) and the space must be large enough to accommodate twenty (20) table rounds of ten (10) people.
WOMEN'S TEAM BREAKFASTS -The Host City is financially responsible to provide three (3) breakfasts for athletes and team support personnel only (approximately 200 people) for three consecutive mornings: The Tour's Operations Director will provide a specific menu for the team breakfast. The breakfast will be served at the Headquarter Hotel(s) and the space must be large enough to accommodate twenty (20) table rounds of ten (10) people.
• If the teams transfer the night before the Stage Finish, the Host City is financially responsible for an additional Team Dinner and Team Breakfast
RACE DAY: CARA VAN BOXED LUNCHES -The Host City is financially obligated to provide (350) boxed lunches for the women's teams and staff, to include (but not limited to): sandwich, fruit, chips, cookies. Sandwich choices to include three varieties plus a vegetarian (small percentage vegetarian). Lunches must be dropped off 2 1/2 to 3 hours prior to the race start. Caterer must box/bag lunches by type. (i.e. vegetarian, ham, etc) * The Tour will provide a box lunch RFP to assist with soliciting local caterers/restaurants
MEDIA LUNCH/DINNER - The Host City is financially obligated to provide a lunch and dinner the day of the Finish, for approximately 150 working media. Both meals
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0123456789 should be served adjacent to the designated media workroom. Lunch for approximately 75 should be served at 1 PM, and dinner for approximately 75 should be served at 5 PM. The catering agreement should be defined and submitted to the Tour's media operations team two (2) weeks in advance of the Tour. The Host City must assign an individual to be present to monitor food and beverage preparation and replenishment throughout the day. (Snacks, candy, nuts, etc. for media to be replenished during the day)
FINISH CREW BREAKFAST - The Host City is financially obligated to provide breakfast (i.e. breakfast sandwiches/burritos, raw fruit, coffee) the day of the stage finish for the finish line construction crew and finish advance staff ( approximately 30 people). Breakfast should be served at the Finish Line no later than 6:30 AM.
AUXILIARY SPACES AND SERVICES The Host City is responsible for providing the following auxiliary spaces:
MEDIA WORK ROOM (Race Day) - Must be in close proximity to the finish line area (no more than 100 meters from finish line). Requires approximately 2,000 square feet. Workrooms will need to remain operational until at least six (6) hours after the end of the race.
Below are the elements that the Media Work Room must have: • 150 chairs • Fifty (50) 6' skirted tables • 110V outlets and power strips for each table (50) • Two (2) high speed color copiers which collate and staple, have the ability to print from USB and 3,000 sheets of paper for printing needs. Copiers will be delivered and installed in the media office and should print a minimum of 30-50 pages per minute. Copiers should come with a service agreement that includes on-site maintenance from 9 AM - 9 PM on day of event • One (1) dedicated phone line • Cable or satellite service that provides the NBC Sports Network as part of the package hooked up to each television in the media center • One (1) screen and projector to be hooked up to a laptop computer to project computer images • Four ( 4) HD televisions ( each a minimum of 46 inches in size each) to project live race coverage • Sufficient trash and recyclable cans • Four ( 4) volunteers to assist press room operations staff
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0123456789 MEDIA INTERNET LINES - The Host City is financially responsible for delivering one or two open Internet connections to the Media Workroom with minimum upload/download speeds of 50 Mbps or higher. • Host City is requested to provide wifi (wireless networking) for approx. 200 clients. • Open Ports • Technical contact should be available for the duration of the race, and until close of Media Workroom. • Drop(s) should be available no later than 7:30am and will be active until close of Media Workroom.
PRESS CONFERENCE AREA • Requires approximately 1,500 square feet; minimum • 100 chairs arranged theatre style • Three (3) 8-foot skirted tables for dais on platform • One-tiered riser for media cameras facing dais • Four (4) 110V outlets with power strips • One (1) working phone/phone line (for teleconference capabilities, if needed) • Security to monitor/ check credentials * The Tour will provide a mult-box, microphones and a sound system ** The Tour's media operations team will provide a schematic with details regarding the press conference and media work room
TV COMPOUND INTERNET LINES - The Host City is financially responsible for delivering two (2) separate open Internet connections to the TV compound with minimum upload/download speeds of 40Mbps per line. This is in addition to the pressroom needs.
Require hard connections at the finish line, near the TV compound (to be mutually determined). • 2 separate hard line drops with a minimum 40 Mbps up/ 40 Mbps down to the TV Compound for each line or single hard line drop with the minimum capacity of 80 Mbps up and down • Provide Static IP address per drop (our routers will provide local DHCP access) or Unlimited DHCP addresses if DHCP is provided • Open Ports • Local provider should provide modems or CAT Se/6 cables for use with our Wi-Fi routers. Please provide sufficient cabling to the TV Compound • Technical contact should be available for the duration of the race
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0123456789 • Drop(s) should be available no later than 7:30pm before the day of stage and will be deactivated by approximately 6:30pm ( depending on race and TV deliverable schedule)
MEDICAL OFFICE - Suite at the Team Hotel or a meeting room at Team Hotel with a nearby bathroom. If hosting both men's and women's races, a medical suite is required at both men's and women's Headquarter hotels.
COMMISSAIRES MEETING ROOM - (available from noon to 8PM) - Small conference room for approximately 8-10 people; close proximity to finish line; in the same building as Race Headquarters Room; available immediately after the race finish; Wi-Fi internet must be available; light refreshments to be included.
RACE HEADQUARTERS ROOM (for Competition Department; available from noon to 8PM) - Small conference room for approximately 10-12 people; close proximity to finish line; in the same building as Commissaires Meeting Room; Wi-Fi internet; one (1) high-speed color copier which has the ability to collate, staple, and print from USB, as well as 3,000 sheets of paper for printing needs. Copiers will need to be delivered and installed and should print a minimum of 30-50 pages per minute.
OPERATIONS OFFICE - Suite at the team hotel or alternatively a small conference room for 8 to 10 people.
PARKING REQUIREMENTS The Stage Finish Host City is obligated to provide the following parking and suggested directions to each parking area:
TEAM PARKING AND MECHANICS WORK AREA - Requires equivalent of 15 contiguous parking spaces per Team for up to 20 teams, in an open-air parking lot at the Team Hotel(s), with DEDICATED overnight security. Each team travels with a combination of vehicles such as a motor coach, trailer and support vehicles, and additional space is needed for mechanics to work on bikes. Must have access to water - 75 - 150 gallons of non-potable water per team, and power - one 20-amp or 30-amp plug-in per team. Each team should have a water hose connection available to them within 50' and access to an electrical outlet within 50'. The LOC is responsible for providing DEDICATED overnight security for this lot, from 7 pm - 7 am. Minimum 14' overhead clearance is required. If hosting a women's race, the requirements are the same except each team only requires 10 contiguous parking spaces.
TEAM MASSAGE LINENS - Each Team is to receive a bundle of linens for massages upon check in. Each bundle should include: 8 Bath Towels; 8 Flat Sheets; 12 Hand
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0123456789 Towels. Bundles must be swapped for clean bundles upon request. LOC is responsible for any costs associated with Team Massage Linens.
TEAM PARKING (FINISH LINE) - Requires a sizable lot (approximately 160 parking spaces) secured in close proximity to the Finish Line, to accommodate team vehicles. Each team travels with a motor coach, trailer and support vehicle. VIP PARKING - Requires parking for approximately 200 vehicles adjacent to the finish line location.
FESTIVAL VENDOR PARKING - Requires parking within close proximity of the finish area for approximately 75 vehicles for festival vendors.
MEDIA PARKING - Parking for 50 vehicles within close proximity of the press work room/press conference. Additional parking for up to (3) satellite news vans to accommodate live shots.
AMGEN BREAKAWAY EVENT PARKING (only needed if hosting a Breakaway Event) - Requires parking for approximately 75 vehicles adjacent to the finish line.
STAFF PARKING - Requires parking for approximately 100 vehicles adjacent to the finish line location.
CREW PARKING - Parking must be secured for the construction crew vehicles (20 box trucks) at the Stage Finish location.
OVERNIGHT VENUE SECURITY - The Host City is financially responsible for security for the build crew graveyard shifts, which should begin the evening prior to the event to watch over equipment and crews. Hours of Security Operation are typically 7 PM - 7 AM and include the TV Compound, Hospitality, Festival, Finish Footprint. See production schedule for details.
RECYCLE PROGRAM The Amgen Tour of California is committed to being a responsible and green event. As such, Host Cities should provide sufficient means of recycling for all areas of the event. Clearly marked recycling bins should be placed at every trash can to encourage participants to recycle. Host Cities should provide dumpsters for recyclables only and make all staff aware of the location of these dumpsters to ensure proper disposal of recyclables. These must be provided within the entire footprint. (i.e.: hospitality, festival, etc.)
VOLUNTEER PROGRAM The Host City is responsible for securing and organizing local volunteers for the Tour. Volunteers will assist the Tour and the LOC with coordinating activities on the
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0123456789 day of the event. The total number of volunteers is typically 400 to 500 for a Stage Finish Host City. If the LOC decides that volunteer check-in is at a location other than the finish line location, then the LOC is responsible for its own infrastructure (tents, tables, chairs, generators). The Tour will not provide these items to satellite locations. • Please note you may be asked to extend the volunteers a short distance beyond the city limits
TOUR SUSTAINABILITY
The Amgen Tour of California will collaborate with the Host City in an effort to minimize the environmental impact of the event:
1. Appoint Host City Sustainability Manager to Local Organizing Committee (LOC) 2. Work with Tour Sustainability Manager to create event sustainability plan 3. Coordinate with LOC, City representatives and Tour operations team to execute sustainability initiatives
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HOST CITY BENEFITS AND OPPORTUNITIES STAGE START
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0123456789 2019 HOST CITY BENEFITS AND OPPORTUNITIES MEN'S STAGE FINISH+ WOMEN'S OVERALL START 2019 HOST CITY BENEFITS AND OPPORTUNITIES MEN'S STAGE FINISH+ WOMEN'S OVERALL START
Bring the world to your city as a host for the Amgen Tour of California. The Tour provides a powerful platform to gain worldwide exposure, create economic impact and provide priceless experiences for local residents, supporters and dignitaries. Each official Amgen Tour of California Host City will receive an attractive package of benefits to assist with local fundraising efforts, to provide hospitality for key guests, and to promote and market the Host City while driving in-bound tourism. Below is a list of the benefits the Amgen Tour of California will be providing:
A. LOC Revenue Generation • Local partnership packages • Booths in Lifestyle Festival: Five (5) Festival booths - 10' x 10' tent, including (1) 8' table and 2 chairs for each booth located at respective start/finish line area • Promotional and charitable auction items; One (1) Autographed 2018 Amgen Tour of California Jersey; Two (2) 2018 Team Signed Jerseys (*specific team jerseys contingent upon team jersey availability) • VIP Experiences o Two (2) seats in VIP car for respective stage o Two (2) VIP finish line experiences for respective stage (which include VIP hospitality pass, green room area access and press conference access)
B. Race Hospitality • Forty ( 40) VIP Hospitality passes for the Official Tour hospitality tent located at respective start/finish line • Opportunity to purchase additional passes at a preferred price • Opportunity to showcase a local flavor in the Official tour hospitality tent (10' x 10' space) • Opportunity to have local dignitaries and local partners on stage to participate in a portion of the start/awards ceremonies
A. Host City Publicity and Marketing Television: Television rights and production are owned and controlled by Tour.
Each Host City will be provided the opportunity to submit video of City landmarks which may be integrated within the race broadcast.
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0123456789 In 2018, the race was seen live daily for 2-hours on NBCSN and NBC sports on the final Saturday. Overall, the race was broadcast to over 200 countries and territories worldwide in partnership with Amaury Sport Organisation (ASO).
In 2019 we expect to deliver the following to each Host City: Access to Amgen Tour of California Dropbox - Host City will be provided access to the Host City (LOC) folders which will contain marketing resources and templates such as: o Stage / Host City Specific Key Art o Web Banners/ Digital Ad Units
o Tour Radio & TV Spots
o Posters & Flyer Templates
o Signage Templates
o Stage Photo Galleries
Broadcast (TV/ Tour Tracker): • Two (2) 30-second commercial unit on national television broadcast during the day of City's race involvement o No pass-through rights to local partners • Two (2) Tour Tracker 15-Second Commercials for Tour Tracker Commercial Rotation • Opportunity to provide content and photos for social media integration with Tour Tracker and other Tour platforms Website/ Email: • As a part of the Amgen Tour of California each Host City will have a dedicated city page created on the official website as a hub for regional and global interest on the city. During the year, any potential Tour created content around the Host City will be included on the page as well. Types of content include stories, photos, videos, and maps • In addition, each Host City will have the opportunity to include: o Overview paragraph on the Host City & Tourism o Photos for Host City gallery on LOC Webpage o List of Outdoor Activities for Tourists o Partner Logos o Ancillary Events dates & info that occur prior to Race Week
• All website content provided Tour will be at sole discretion of Tour to update and edit on Page
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0123456789 o No back-end site access will be provided to the Host City • Dedicated city pages will also be updated by Tour Staff with Stage specific information such as Festival Location, Start/Finish Line, Parking, etc. • Post-Race Year involvement, Host City webpage will continue to live on the site under a previous Host Cities navigation tab • Dedicated emails will be sent to Tour database announcing each stage, promoting each Host City, upcoming activities and events Print/ Merchandise Collateral: • Welcome Care Package - includes branded promotional items for the City to use at its discretion • Official "Host City" Flyers - 1500 • Official "Host City" Posters - 100 • Electronic file that will have footer to be customized with local information and local partners • One (1), half-page program ad in Official Program Guide • Local Partner "Thank You" listed inthe Official Program Guide Lifestyle Festival / Race Day: • Official City "Thank You to Local Partners" Banner to be placed on race day • Eight (8) Host City Public Address Announcements read by on-site hosts from the Announcer Stage • Six (6) Unique Big Screen commercial units (:15 Seconds) to be shown on big-screens at finish line which can be used for both Host City and approved Local Partners • Opportunity to provide eight (8) on-course banners for one (1) pre-approved Local Partner. Location and specs of banners to be determined by Tour
Digital (Social & Paid Media): • Social media posts on Official Tour channels supporting each Host City before Race • All posts will be developed in conjunction with the Tour Marketing Team to match brand voice • One (1) week social media Host City highlight (Facebook, Twitter and Instagram) • Race Week regional digital and social paid media campaign supporting local attendance in Start/Finish Host Cities, running 48 hours before Stage date • National Tune-In digital and social media campaign running during Live NBCSN & NBC airings promoting TV & App coverage of daily stage & Host Cities Grassroots: • Inclusion on printed materials distributed with Tour Street Team
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0123456789 • Over 580,000 impressions in 2018 Race Year
*Benefits and opportunities subject to change
** Please note that there are partnership categories that are off limits to Host Cities due to event exclusivity. The Tour will provide a list of closed categories as well
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AMGEN TOCKEY METRICS 2018
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0123456789 AMGEN.&i) TOUR of c9/,(.; CAUFORNIA
2018 KEY METRICS
Largest annual spectator sporting event in California and largest cycling event in North America Fernando Gaviria won 3 stages in his Amgen Tour of California debut First winner from Colombia, Egan Bernal of Team Sky Katie Hall won the Amgen Tour of California Women's Race after losing by just 1 second in 2017 World-class field of male and female riders representing 34 countries in 2018
BROADCAST The Amgen Tour of California is broadcast in over 200 countries and territories worldwide.
Major broadcast partners include NBC (US), Eurosport (Europe), Eurosport Asia Pac (Asia and Pacific), Sportsnet One (Canada), TON (Central America), Supersport (Subsaharan Africa), and SBS (Australia) Worldwide News Outlets: AFPTV, SNTV, Eurovision, Reuters, Perform, VRT (Belgium), RTVS & Markiza (Slovakia) The Amgen Tour of California is proud to provide global live coverage to the Armed Forces Network, which is accessible to United States military personnel posted on active duty around the globe
Global audience 15.92 million viewers Top International Broadcaster Eurosport attracted 14.5 million viewers from live and replay coverage o Largest audience of 1.8M viewers for the final stage The final Saturday's live coverage of the Amgen Tour of California on NBC attracted 696,000 viewers (+12.6% from 2017, best performance on NBC) Live coverage of the Amgen Tour of California on NBCSN (6 shows) delivered an average of 105,000 viewers
TRADITIONAL MEDIA 5.63 billion online, print and broadcast media impressions More than 5,400 stories secured including the following outlets: USA Today, Associated Press, Yahoo! Sports, Fox Sports, as well as a feature piece on ESPN 's flagship program, SportsCenter, and a front-page story in the Los Angeles Times International media outlets providing daily coverage included L'Equipe, Radsport, Cycling Weekly, and SBS Australia
SOCIAL MEDIA Facebook, Twitter and lnstagram achieved over 125 million total reach 254,300 followers on Facebook, Twitter & lnstagram Facebook - 8.4 million fans reached during race week lnstagram - 1.4 million fans reached during race week Twitter - 60.5 million fans reached during race week
MOBILE AND DIGITAL Website o Website Traffic 2.3 million page views/ 578,799 visitors (June 2017 - May 2018) o Website Traffic during Race Week: 1.3 million page views / 305,295 visitors o Average Time on Site: 2 minutes, 13 seconds Microsoft tour tracker o 112,132 hours streamed, Average of 51 minutes per video session o Website Tour Tracker Platform: 46,173 users/ 96,370 sessions/ 461,284 page views o Mobile App: 35 ,159 active users/ 202,759 sessions/ 3,191,711 screen views o Women's Tour Tracker: 13,356 views on web tracker/ 211,039 views on mobile o 72 Terabytes of data delivered
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0123456789 ATTACHMENT D
AMGEN TOC VENTURA MEN'S FINISH AND WOMEN'S OVERALL START ESTIMATED BUDGET
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0123456789 ~ 2,894.40 3,473.33 6,367.73 PW 2,894.40 1,000.00 3,894.40 FD 2,894.40 10,000.00 12,894.40 Department PD : : 500.00 2,894.40 3,473.33 6,367.73 PRCP 40 00 . . 0.00 0.00 500.00 2,894 3,473.33 2,500.00 6,000.00 6,367.73 6,000.00 7,200.00 1,000.00 1,000.00 3,500.00 2,500 1,000.00 64,800.00 CD 00 00 00 00 . . . . 0.00 0 0.00 0.00 0.00 0.00 0.00 0.00 0 500.00 500.00 300.00 300.00 1,000.00 2,500.00 6,000.00 3,500.00 3,000.00 3,000.00 6,000.00 7,200.00 1,000.00 1,000.00 2,500.00 1,000.00 1,000 1,000.00 14,472.00 10,000.00 10,420.00 35,892.00 64,800 Projected 2019 Cost ! will Staff* * trash Officers members for l (VVCB) 40-50 Staff Tota 89/hour) . 12 volunteers, $57 Bureau 4 zones; at weeks) TVs, 180 36 parking HD in 4 Convention no hours hours staff Visitors enforce 250 projector, , l hours, and staff; (free) 480 (Ventura contro of screen Works 1 /1/19 c crowd total , - 7 l a Publi for servce, supports /1/18 contro and 7 each ic hospitality/breakfast l barrel satellite from traffic determined) hours for or pub ($120/night) be (3 visits water for race cable (To Development, health ) closures, . truss unteers line, etc l for road provided vo parking women's $57.89/hour Lunches be site/planning of TIME phone NEEDED 100 safe linens, Services event at Room Community water Organization) for 1 for use Room environmental and must PD, Boxed State for Sport Breakfast special nights for Dinners paper, (rentals, nights (Provide EXPENSES Meeting Cal Staff 2/Dinner - for of Breakfast committee Office Breakfast 60 Services room non-potable Team - Caravan Spaces Team (Includes Company room SERVICES Office CITY permits (Amaury to ACCOMMODATIONS Lunch Lunch Service Crew permission Barricade Day sheets Day Crew Headquarters RESOURCES/STAFF permits hotel Breakfast steering hotel Race Planning EMT/EMS HOST Police $90/hour) on City County Media Miscellaneous PERMIT DVP Race Media Access Finish Portapotties Catering Amgen Womens Women's 60 540 CITY State MEALS Medical HOTEL Race VENDORS/INSURANCE VIP 3000 Start Auxiliary Total Commissaires Operations 35
0123456789 500.00 1,000.00 1,500.00 7,867.73 6,367.73 7,867.73 0.00 3,894.40 3,894.40 3,894.40 0.00 12,894.40 12,894.40 00 . 500 2,000.00 6,367.73 10,000.00 13,000.00 19,367.73 12,894.40 19,367.73 00 00 . . 800.00 1,000 1,000.00 1,000 5,500.00 5,000.00 6,367.73 127,100.00 133,467.73 . : 00 00 00 . . . 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 800.00 1,000 2,000 1,000 1,000.00 2,000.00 2,500.00 2,500.00 5,000.00 5,000.00 5,000.00 5,000.00 5,500.00 5,000.00 10,000.00 35,892.00 141,600.00 177,492.00 177,492.00 133,467.73 if lilME · TOTAL TIME**** waiver) S:trA.Ff expenses, i fee SPONSORSHIPS STAFF cover to F'O'R wnH pending EXClltJDING - Coast TOTAL. TOiTAIL charge expenses. BUDGET l County {no City EX€EEl!) shots '- reduce Ventura live for with waiver) N01i-TO waiver) numbers. fee vans * fee significantly li01iAIL waiver) working to news fee be volunteer ved)** pending i ll - pending waiver) on - wi stations) rece signs) fee satellite potential trucks) pending 3 charge - cones. waiver) has charge less. to tow {VVCB) (2,000 2 (no DVP up fee depending {no and pending of by - for handwashing signs Sponsorships l Bureau solicited, (no charge Event staging + 8 + issues rental lift) pending charge significantly space - handled and barricades Actua Parking crew being be before boquets) (no substantially be No for closure will (16 to charge - (2018 of night Breakaway (including Convention parking related parking+ a warehouse road City parking (no porta-potties currently Security/PD) (approximate) the trucks e closures decrease l to costs VIP Team are SECURITY traffic posting box media staff Visitors {Dial may hosting optional) road hand cost for for (S,OOOlb Linens if for for for Connection and of to Revenue Arrangements COORDINATOR Sponsorships Management but sweeping 7AM lift cost potties {20 - of spots spots Ventura spots spots spots spots fork **Sponsors * *This 10 Loss Porta Massage Miscellaneous Detours Notices Printing and Future Hotline Flower Internet 100 1 160 {Ideal, SO 75 75 7PM EVENT Waste * * OTHER OVERNIGHT PARKING PARKING SPONSORS Street I successful I I I I 36
0123456789 ATIACHMENT E
MAP OF 2019 AMGEN TOC TENTATIVE RACE ROUTE
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