Item 4 Tourism & Events Department 7447 E Indian School Rd Scottsdale, AZ 85251 480.312.7177 To: Linda Dillenbeck, Chairperson Tourism Development Commission From: Steve Geiogamah, Tourism Development Manager Date: November 19, 2019 Subject: International Jazz Day New Event Funding The International Jazz Day new event funding worksheet is attached for commission consideration. The 9th annual event will be held in Scottsdale and kicks off jazz appreciation month. The event brings together communities, schools, artist, historians, academics, and jazz enthusiasts to celebrate and learn about jazz music. International Jazz Day AZ Foundation has requested $30,000 in support of a one-year event funding agreement. Allocation of potential funds in support of the agreement can be allocated from tourism development funds established for events and event development. Analysis & Assessment City staff has evaluated the worksheet and support documents to identify potential benefits to the city and the local tourism industry. International Jazz Day will take place at Scottsdale Civic Center Mall on April 4, 2020 for six- hours with a projected attendance of 3,000. The event producer will allocate $25,000 thousand in direct advertising expenditures toward marketing campaign and notes a total expense budget of $101,800. In 2018, the Jazz Day Celebration participated in the Community Event Program and received $7,000. To enhance the city’s event sponsorship evaluation process, the city has retained a qualified special event and marketing consultant, Artigue Advisors, to measure, analyze, and report the economic and media impact as well as overall value and benefits associated with a proposed event sponsorship. Attached is the Artigue report. Funding Availability & Potential Options There are currently event support funds available in the tourism development budget for new event development. Pending TDC discussion, the following are options for consideration: 1) Recommend new event development funding for all or part of the requested amount of $30,000. 2) Take no action or additional event evaluation. 3) Alternatively, if there are additional questions or information needed for further consideration, staff will proceed accordingly. City of Scottsdale New Event Development Guidelines Major events motivate significant visitation to Scottsdale and contribute to the City’s overall brand and image. The New Event Development Funding Program supports events that increase national, international and regional visibility for Scottsdale as a desirable tourist destination through extensive media coverage and generate incremental room nights for Scottsdale hotels and resorts. Funding amount must be between $30,000 and $75,000. Funding in excess of $75,000 will be considered on a case by case basis. Qualifications: All qualifications must be met in order to be eligible for funding. • Supports at least one tourism driver: art and culture, culinary, golf, sports and recreation or western. • Attendance must exceed 2,000. • Non-discriminatory in nature and provides reasonable accommodations for those with special needs. • The event or portion of the event must be held primarily within the corporate limits of the City of Scottsdale. Exceptions will be made for mega events that: 1) Provide a state or large regional benefit, and 2) Receive direct dollar support from multiple cities. Among the factors used in determining whether an Event is held primarily within the City of Scottsdale are: the extent to which the majority of attendance, participation and event activation occur in the corporate limits of Scottsdale. • Enhances Scottsdale’s status and aligns with Scottsdale’s brand image. • Funding worksheet is received a minimum of 90 days in advance • Has obtained all necessary city and governmental permits. • Events can participate in this program for a maximum of three years. • Open to the general public. Ineligibility: The following types of events are not eligible for funding: • Conferences, corporate meetings, symposiums or trade shows • Events (or events attached to other events) that receive funding support from other bed tax programs • Events not lasting a minimum of 6 hours • Events that happen in a normal course of business • Fundraising projects or events that are mainly fundraisers • Neighborhood block parties • Static exhibits • The funds cannot be used for public relations agency fees Questions, Worksheet and Approval Process • Worksheet: − Read qualifying worksheet in its entirety. Only complete if event meets qualifications. − Incomplete submissions will not be accepted. − Submit worksheet via email to City of Scottsdale Tourism & Events Department • Approval: − Worksheet will be reviewed by City of Scottsdale staff for eligibility and accuracy. − Final recommendations are approved by the Tourism Development Commission after a brief proposal presentation of the event. • Questions and Worksheets should be submitted to: City of Scottsdale Tourism & Events Department Attention: Holli Shannon [email protected] 480-312-7177 FY 19/20 Page 1 of 6 Funds Disbursed: The approved funding will be provided post-event, once all contract requirements have been fulfilled. Approved Use of Funds • Funding can be used for pre-event marketing and promotion and event production. • The funds provided cannot be more than 30% of your entire event budget. • The funds cannot be used for public relations agency fees or talent appearing at the event. Responsibility of Event Producer: • Comply with all City of Scottsdale permit, insurance and approval requirements and processes for special events • Review, sign and adhere to all requirements as outlined in the Event Agreement. Final Notes: The City of Scottsdale and the Scottsdale tourism industry are eager to support quality events that contribute to our strong tourism image, have growth potential and provide measurable return to the City of Scottsdale and the industry: • This communication is an invitation to submit a qualifying worksheet and should not be interpreted as approval of City funding for the event. • Actual funding amount and specific uses must be specifically authorized by the City. • Worksheet is not a legally binding agreement. The marketing and other benefits associated with this request for funding must provide the City direct consideration substantially equal to the city’s proposed expenditure. Event producing organizations must be registered with the Arizona Corporation Commission before executing a contract with the City for funding. FY 19/20 Page 2 of 6 NEW EVENT DEVELOPMENT WORKSHEET APPLICANT INFORMATION Worksheet Date: 10-18-2010: Organization Name: Legal Description (LLC, etc.) International Jazz Day AZ Foundation 501 (c) 3 Business Address: 3200 N Central Ave. Suite 1500 (Mailing Address 422 West Rockwood Drive - Phoenix AZ 85027) City: State: Zip Code: Phoenix AZ 85004 Event Contact: William "Doc" Jones Phone: Cell Phone: Email: 602-524-7998 602-524-7998 [email protected] EVENT INFORMATION Event Name: International Jazz Day AZ - Scottsdale Jazz Festival 2020 Event Website: events.jazzdayaz.com Event Date(s): Event Time(s): April 4, 2020 Noon - 6:00 pm Event Location: Admission Cost: Scottsdale Civic Center Mall - Fountain Stage & Rose Garden Free (VIP $125) City: State: Zip Code: Scottsdale AZ 85251 Projected Attendance: Attendance tracking method: Years in Scottsdale: 2000-3000 Eventbrite RSVP - Prometric Staff One Expense Budget (includes Estimated Revenue: Marketing Budget: Requested Funding Amount: marketing): $7500 $25,000 $30,000 $101,800.00 Detailed description of event: (See Attachment A for full detail) The International Jazz Day AZ Foundation is pleased to announce the kickoff of the 9th Annual Jazz Appreciation Month on April 4, 2020, from 12 to 6pm at Scottsdale Center for the Arts! The International Jazz Day – declared by the United Nations Educational, Science & Cultural Organization (UNESCO) in 2011 – is a month-long celebration that culminates worldwide on April 30 and is celebrated in more than 195 countries. FY 19/20 Page 3 of 6 NEW EVENT DEVELOPMENT WORKSHEET Provide a detailed, itemized list of sponsorship benefits the City of Scottsdale will receive as part of the sponsorship package. Please include advertising channels, advertising cost, impression values, and distribution methods: (See Attachment B for full details) As the primary partner of Jazz Day AZ, the City of Scottsdale can leverage the prestige and currency of the International Jazz Day celebration brand, strengthen ties with your core constituency/consumer base, and support cultural diplomacy and educational programming in a highly visible manner. Jazz Day AZ will work closely with resort properties and downtown hotels to ensure they are well-informed about the event to ensure that the City of Scottsdale benefits from the additional exposure. The City of Scottsdale will have the opportunity to promote jazz music’s strong positive value (which includes peace, intercultural dialogue and cooperation between nations); and enable enriching, entertaining, and educational cultural programming that serves the local community. Submit your current marketing plan as it is without City Funding. Please include location, timing, impressions, cost, etc. *Attach if more space is needed. (See Attachment C for full details) BACKGROUND & MISSION The International Jazz Day AZ Foundation is pleased to announce the kickoff of the 9th Annual Jazz Appreciation Month April 4, 2020, at Scottsdale Center for the Arts! The International