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Westworld Event Contract

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Westworld Event Contract Item 14A SC O A CITY COUNCIL s / ■f X * x fierce % REPORT 0 Meeting Date: October 15, 2019 General Plan Element: Economic Development General Plan Goal: Sustain Scottsdale as a tourist destination ACTION FEI Reining & Vaulting 2022 World Championships Contract. Adopt Resolution No. 11623 authorizing the City Manager or designee to execute a contract between the city and the Federation Equestre Internationale for the Reining and Vaulting World Championships in 2022 at WestWorld. BACKGROUND Staff discussed the opportunity to bid on the Federation Equestre Internationale (FEI) 2022 World Championships Reining and Vaulting with the City Manager in January 2019. FEI is the internationa governing body of equestrian sports. With support of the City Manager, staff began the process to learn more about the bid requirements that resulted in a formal bid presentation to the United States Equestrian Federation in May, as required by FEI. In July, Scottsdale was named as the sole U.S. destination among ten international locations being considered to host elements of the FEI World Championships in 2022. WestWorld is vying to host the vaulting and reining competitions in August 2022, taking advantage of the facility's 270,000 square feet of climate-controlled event space to bring a major event to the Valley during the heat of the summer. If selected, WestWorld would be the lead organizer producing the World Championships that would take place August 24-September 3, 2022. In September, a small delegation of staff formally presented the city's bid to the FEI at their world headquarters in Lausanne, Switzerland. Nine other countries - Denmark, Estonia, Hungary, Ireland, Italy, Saudi Arabia, Slovakia, the Netherlands and the United Arab Emirates - also presented their bids. Final site selection will be announced during the FEI General Assembly in Moscow, Russia to be held November 16-19. As part of the selection process, the FEI requires that all Organizing Committees sign its Host Agreement by October 21, prior to site selection announcements at their FEI General Assembly. Staff continues to work with the City Attorney's Office and FEI on the Host Agreement; time is of the essence because it must be finalized prior to October 21. Because the agreement has not been finalized as of the date of writing this Council report, staff is asking that Council delegate authority to the City Manager or designee to execute the finalized contract. Action Taken City Council Report | Equestre Internationale 2022 Worid Championships Reining and Vaulting ANALYSIS & ASSESSMENT The City of Scottsdale is the Organizing Committee bidding on the FEI 2022 World Championships Reining and Vaulting, if selected, WestWorld would be the lead organizer producing the FEI World Championships that would take place August 24-September 3, 2022. As the Organizing Committee, the city is financially responsible for generating income as well as covering all expenses. The proposed budget is $1.97 million of which staff is recommending up to $800,000 from Tourism Development Fund. Additionally, other sources of income include sponsorships, trade show sales, concessions, and ticket sales to cover all expenses. A contingency of $100,000, plus $61,000 profit is also included in the budget. I According to the adopted FY 2019/20 Tourism Development Fund Five-Year Financial Forecast, I funds would be available. Staff has reported to the Tourism Development Commission (TDC) about the bid proposal and expectations to include tourism development funding. However, no formal requests to-date have been made to the TDC. RESOURCE IMPACTS As the Organizing Committee, the city is financially responsible for generating income as well as covering all expenses. As part of the bid presentation's proposed budget, staff is recommending up to $800,000 from the Tourism Development Fund and other sources of income including, sponsorships, EXPO vendor sales and ticket sales to cover all expenses. According to the adopted FY 2019/20 Tourism Development Fund Five-Year Financial Forecast, funds would be available. Staffing, Workload Impact While no additional staffing or other resources are anticipated, if selected, the city as the Organizing Committee will rely on city staff as well as external partners to organize and produce the FEI Reining and Vaulting World Championships in 2022. As noted previously, WestWorld staff would serve as the lead organizer. OPTIONS & STAFF RECOMMENDATION Adopt Resolution No. 11623 authorizing the City Manager or designee to execute a contract between the city and the Federation Equestre Internationale (FEI) forthe FEI Reining and Vaulting World Championships in 2022 at WestWorld. RESPONSIBLE DEPARTMENT(S) WestWorld Page 2 of 3 J City Council Report | Equestre Internationale 2022 World Championships Reining and Vaulting 5 STAFF CONTACT it I Brian Dygert, General Manager, (480) 312-6825. BDvgert(5)5COtt5daleaz.gov Karen Churchard, Tourism & Events Director, (480) 312-2890, [email protected] s APPROVED BY C*.' I $ Ju^Doyle, B^di^t Direc^n Date 0-^12-2603, [email protected] William B. Murphy, AssistanfCity/Manager Date 480-312-7954, [email protected] Jim Thompson, City Manager Date 480-312-2811, [email protected] ¥ ATTACHMENTS 1. Resolution No. 11623 2. City of Scottsdale's Bid Presentation to the FEI Page 3 of 3 RESOLUTION NO. 11623 A RESOLUTION OF THE COUNCIL OF THE CITY OF SCOTTSDALE, MARICOPA COUNTY, ARIZONA, AUTHORIZING THE CITY MANAGER OR DESIGNEE TO EXECUTE A CONTRACT BETWEEN THE CITY AND THE FEDERATION EQUESTRE INTERNATIONALE FOR THE REINING AND VAULTING WORLD CHAMPIONSHIPS IN 2022 AT WESTWORLD. WHEREAS, Scottsdale’s tourist-oriented and community events are an important community asset providing significant economic, tourism and cultural amenities for Scottsdale’s citizens, businesses and visitors. WHEREAS, the City of Scottsdale is committed to maintaining and enhancing the events to provide these important community benefits. WHEREAS, the 2022 Reining and Vaulting World Championships (the “Event”) vi^ouid increase Scottsdale’s attractiveness to tourists, provide recreational opportunities, and otherwise advance the prosperity of Scottsdale and the broader community. WHEREAS, if the City is awarded the Event, the City desires to enter into a contract with the Federation Equestre Internationale to conduct the Event at Westworld. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Scottsdale, Maricopa County, Arizona, as follows: Section 1, The City Manager or designee is hereby authorized and directed to execute a contract between the City and the Federation Equestre Internationale for the Reining and Vaulting World Championship in 2022 at WestWorld. PASSED AND ADOPTED by the City Council of the City of Scottsdale, Maricopa County, Arizona this____day of________________ , 2019. CITY OF SCOTTSDALE, an Arizona municipal corporation ATTEST: W.J. “Jim” Lane, Mayor Carolyn dagger, City Clerk APPROVED AS TO FORM: Sherry R. Scott, City Attorney By: William Hylen Senior Assistant City Attorney 17691780V1 Page 1 of 1 Attachment 1 Bringing Vaulting & Reining to the V Valley of the Sun in 2022 a -iiV »■ y x J'-'N 1^ 1-*^ Kl 5?K 2022 W^^im rt '- 'B. World I WKS-Ml V Championships ’<f #3 iW- <•,' M *■ i M'/•}. PROPOSAL pSI »• 'e %■ /. T^ Ar. ■i nm£,J ■.:.^cl WestWorld OTYOF^i ale attach sconsI ;•••■;• 3^:^:;;;:::ffi;i!!':;;:W::::i;;:::::«;;;.;:;:'''v; ;■, ,■; ;•; •A':l m -S B i-sJ PROMOTE the equestrian experience through a multi- b i-E] Table of Contents B :-E] national equestrian competition. PROVIDE a rich ■ Iritrodu'ction B i-S Discfplinps.. :-s experienceforthehorseand all competitors, at all levels. MAKE * Organising Commutes . :=s DatevC Schedule......... i-S Candidate Ostalls......... every attendee feel welcome and valued as a competitor and * =E] Comoetllion venue B ;-E] Veterinary radlltles £ Medical Plan.., person. ELEVATE international equine competition to a major b Cbmmercial/Sponsofstiip Structure... Broadcast ^ Event Piesentation......... B -=3 Media/Marketing/Ptomollonal....... Sporting event. EXPAND the U.S. and international exposure ■ Legacy ................ B :E] Voluntcor Program of equestrian sports to the public through the production “ Climate................... :EJ Transportation...............;............ EJ of these two disciplines as we create an environment I FoodSBeverage.... =2 Accommodaltons..... B E] Visa Reauirements...................... that engages, entertains and El impdft/Cyporto) Horses,. SustainaOrlltv ......... i Letters of SuBPort......... -.47 :V educates a growing fan base. vision. Appendli.................................................................. .. 61 B 7 ii i ;; -: % ■t 4-: Introduction BESa •' I ,• y. H fc— :6fe! ... r c: r i g* f ,t- 3a WestWorld of Scottsdale Is projd to be considered to host the WestWorld of Scottsdale is the ■;'‘>'.^i:=; FSI World Championships 2022 Vaulting and Reining. 1.n1 place to be in August 2022. sa¥ We stake our bid on a history of flawless execution of ntega .^-•M sporting events, trademark Southwestern hospltalrty, enthusiastic •fsWm£: L community support and a wortd-class equestrian facility. ^ ■- t'*. I’ In keeping with every mega sporting event that Arizona has hosted, Sa the Scottsdale Organizing Committee commits to welcoming and a guaranteeing that the FEI World Championships 2022 Vaulting and r Reining will be accessible to ail teams - Including athletes, horses, 5?^ J > if- support personnel and team officials - that have earned the right —ap^-
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