HomeMy WebLinkAboutContract 58269 DocuSign Envelope ID: 1 B95A459-6760-46DB-8715-8FEAB5B48899 CSC No. 58269
2022 SPONSORSHIP AGREEMENT
Alliance Air Productions
THIS SPONSORSHIP AGREEMENT ("Agreement") is entered into as of the 26th day of August, 2022, between ALLIANCE AIR
PRODUCTIONS a Texas non-profit corporation,("AAP"),and the CITY OF FORT WORTH,through its Aviation Department("SPONSOR")
for participation in the 2022 Alliance Texas Aviation Expo Presented by Bell, ("EVENT").
NOW,THEREFORE,in consideration of mutual covenants and agreements contained herein,and for other good and valuable
consideration, the receipt and sufficiency of which are hereby acknowledged and accepted by the parties to this Agreement, and
intending to be legally bound hereby,AAP and SPONSOR mutually agree as follows:
1. SPONSORSHIP AND FEES. SPONSOR hereby agrees to be a non-exclusive sponsor of the Event pursuant to the terms and
conditions set forth in this Agreement. SPONSOR shall pay AAP an amount not to exceed$10,000.00,the fee as set forth in Exhibit
A attached hereto ("Sponsorship Fee").
2. SPONSORSHIP BENEFITS. In consideration of SPONSOR's payment of the Sponsorship Fee, AAP will provide Sponsor with the
benefits set forth in Exhibit A("Sponsorship Benefits").
3. PROMOTIONAL MATERIAL.AAM reserves the right to approve all SPONSOR advertising and merchandising for the event including
radio, print,television,website,and souvenirs.
SPONSOR shall comply with all statutes, laws,ordinances,rules,and regulations of all governmental authorities and all rules and
regulations promulgated by AAP.SPONSOR shall not conduct or allow to be conducted any illegal or immoral activities or business.
4. INSURANCE.SPONSOR is self-insured and agrees to maintain,at its sole cost and expense,amounts equal to the policies outlined
below:
Sponsor shall obtain and deliver to AAP a letter of self-insurance that Sponsor shall have in full force and effect during the term
of this Agreement. Sponsor shall maintain amounts that would be identical to (i)a policy of general liability insurance with limits
of not less than $250,000.00(the statutory limit for Sponsor)combined single limit, covering liabilities for personal injury, death
and property damage arising out of any negligent acts committed by Sponsor or Sponsor's employees or agents during the
performance of any duties under this Agreement..
Within the letter of self-insurance,Sponsor is self-funded for up to$750,000.00 in workers'compensation and employers liability
insurance in the amount of$1,000,000.00 or as required under applicable law for Sponsor's employees and agents
5. CITY OF FORT WORTH AND ALLIANCE AIR PRODUCTIONS AGREEMENT.SPONSOR acknowledges and agrees that this Agreement
is subject to the Alliance Air Show Agreement (the "City Agreement") by and between the City and AAM dated April 25, 2017.
This Agreement incorporates by reference the terms of the City Agreement and SPONSOR shall comply with the terms of the City
Agreement.
6. ASSIGNMENT. SPONSOR shall not assign any of its rights and obligations under this Agreement to any party without the prior
written consent of AAP,which consent may be withheld in AAP's sole discretion.
7. GUIDELINES AND RESTRICTIONS.SPONSOR must abide by the Rules and Regulations attached hereto as Exhibit B.
8. DEADLINES. SPONSOR must abide by the deadlines set forth in Exhibit C to this Agreement.
9. TERM &TERMINATION. The Agreement shall be effective from the date of signing by all parties through the final day of the
EVENT. This Agreement may be terminated by AAP on written notice to SPONSOR for any reason or no reason. AAP may terminate
this Agreement if any act of God;court or governmental action or regulation,including without limitation emergency declarations or
"stay at home"orders;quarantines;travel restrictions;disaster;strike; labor strife;civil disorder;criminal activity;casualty;or other
event beyond AAP'S control makes it unreasonably dangerous,illegal,or impossible to provide the facilities for the purposes intended
under this Agreement or to hold the EVENT(a "Force Majeure Event"). If any Force Majeure Event occurs during the EVENT Dates,
AAP shall have the right to terminate or suspend the Event on written notice to SPONSOR. If AAP is forced to cancel the EVENT due
Page 1 of 8 OFFICIAL RECORD
CITY SECRETARY
FT.WORTH, TX
DocuSign Envelope ID: 1 B95A459-6760-46DB-8715-8FEAB5B48899
to a Force Majeure Event, no refunds will be issued. If after the commencement of the EVENT, inclement weather subsequently
requires AAP to terminate the EVENT, no refund will be issued. If SPONSOR cancels participation after AAP has collected funds,
no refund will be issued.
11. SOLE SOURCE PROVIDER — ADC GROUP. Producer has entered into an agreement with ADC Group to manage air show
sponsorship for the EVENT as a sole partner.
12. SOLE SOURCE PROVIDER—SPECTRUM CATERING. Producer has entered into an agreement with Spectrum Catering,
Concessions and Events to manage air show catering services for the EVENT as a sole partner.
13. SPONSOR will have access to AAP's records related to the transactions conducted under this Agreement to ensure compliance
therewith.
Failure to abide by these terms and conditions may result in immediate dismissal from current EVENT, or any subsequent or future
events.
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DocuSign Envelope ID: 1 B95A459-6760-46DB-8715-8FEAB5B48899
Accepted and Agreed:
VENDOR: Docusi nedb DocuSigned by:
Alliance A r P�pduSyti�s p� .�I S ATTEST
BY: ((,,UU,VVY�TT�I (,�U Ol, BY: C f
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Christina Carey
Name: Christian Childs Name: EH--ec-t,9,r-_ef-*a-F c t4eff—&out reach
Title: 15r71sPeA22 Title: ±0tf737`-2$2-2-
Date: Date:
CITY OF FORT WORTH:
CONTRACT COMPLIANCE MANAGER:
By signing I acknowledge that I am the person
responsible for the monitoring and
administration of this contract, including
ensuring all performance and reporting
Z�?eq LAUL1�p� requirements.
By. Dana Burghdoff(OC 17,202214:01 CDT) By. Dakota Shaw(OQ 17,202210:30 CDT)
Name: Dana Burghdoff Name: Dakota Shaw
Title: Assistant City Manager Title: Airport Operations Manager
Date: Oct 17, 2022 Date: Oct 17,2022
APPROVAL RECOMMENDED: APPROVED AS TO FORM AND LEGALITY:
BY: f 24� BY:
Name: Roger Venables Name: Thomas Royce Hansen
Title: Aviation Director Title: Assistant City Attorney
Date: Oct 17, 2022 Date: Oct 17, 2022
ATTEST CONTRACT AUTHORIZATION:
Tannelfe S. Gioodall M&C: N/A
BY: Jannette S.Goodall(Oct 17,202215:10 CDT)
Name: Jannette Goodall
Title: City Secretary
Date: Oct 17, 2022
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OFFICIAL RECORD
CITY SECRETARY
FT.WORTH, TX
Page 3 of 8
DocuSign Envelope ID: 1 B95A459-6760-46DB-8715-8FEAB5B48899
Exhibit A
Sponsorship
AAP agrees to provide SPONSOR the following to City of Fort Worth:
• Chal Vlg-TOMCAT Chalet—for 120 Guests Sat
o Marketing& Media Exposure
■ Logo on Sponsors Page in Program
■ Logo on Sponsor Page of Website
■ Website Link
■ Social Media Posting
■ 2 Mentions in e-Blasts
■ First Right of Refusal
o Venue Exposure
■ Half-Page Program Ad
■ 4 PA Announcements on FM Frequency-Saturday&Sunday—Approx. 20 words in length
■ 3 Sponsor-Provided Drive-In Banners 3'x8'
■ Sponsor Flag
■ Sponsor Signage on Chalet
o Hospitality
■ Prime Front Showline Viewing
■ Credentialed Access to Chalet
■ 2 Sponsor Chalet Staff Parking Passes in Lot 1
■ 2 Sponsor Chalet Staff Gate Passes-does not include chalet entry
■ 60x20 Private Chalet
■ Tables,Chairs,Table Coverings
■ 120 Saturday Chalet Guest Credentials
■ 60 Saturday VIP Parking Passes
■ Shared Air-conditioned Restroom Facility
■ 100 Posters
■ OPTIONAL Catering Available thru Master Caterer-Subject to Additional Fees.
■ Additional Passes are available at additional cost.
SPONSOR agrees to provide AAP the following:
• Payment in the amount of$10,000. Plus any options added later.
• SPONSOR logo—due Aug. 8
• SPONSOR Program Ad—half-page—due Aug.8
• SPONSOR Social Media Posting—due Sept.21
• SPONSOR PA Announcement script—15-20 words in length—due Sept.21
• Certificate of Insurance—as per terms of this Agreement—due Sept.21
ADDITIONAL DETAILS:
• SPONSOR PAYMENT DIRECTIONS:To receive full SPONSOR benefits,full payment must be submitted within 30 days of
online registration, but no later than October 1,2022, by check or money order made payable to Alliance Air
Productions and mailed to 7801 Canterbury Terrace; McKinney,Texas 75072. Payments received less than 30 days prior to
EVENT will not be allowed to access event site and may forfeit rights to be included as a SPONSOR in current EVENT,or any
subsequent or future events.
• INSURANCE DIRECTIONS:The$2M SPONSOR combined single limit coverages includes$1M for property damage and$1M
per occurrence for personal injuries or death of persons occurring in or about the EVENT. SPONSOR shall list certificate
holder address as Alliance Air Productions, 13851 Aviator Way, Fort Worth,Texas 76177
A Certificate of Insurance is required from Participants with either an exhibit or a chalet.
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DocuSign Envelope ID: 1 B95A459-6760-46DB-8715-8FEAB5B48899
Exhibit B
Rules and Regulations
Failure to abide by the following EVENT Rules and Regulations may result in the termination of this Agreement and the removal of
SPONSOR from the EVENT and may forfeit rights to be included as a SPONSOR in current EVENT,or any subsequent or future events.
SPONSOR shall abide by the following guidelines:
A. EVENT HOURS
Friday,October 21,2022 Saturday,October 22,2022
Parking Lot 10:00 AM—5:00 PM 10:00 AM—5:00 PM*
Landing Zone Not open. 10:00 AM—5:00 PM
Flight Line(static aircraft) 10:00 AM—3:00 PM** 10:00 AM—3:00 PM
Aerial Performances 4:00 PM—5:30 PM 4:00 PM—5:30 PM
All times subject to change.
*Inbound traffic closes at 3:00 PM on Saturday. No vehicles allowed into the Event at 3:00 PM Saturday as traffic routes will have
changed to outbound traffic only.
** Due to Flight Line set up and aircraft arrivals,only a portion of the Flight line will be accessible to guests.
B. CHALETS.Chalet Sponsorship includes set up and tear down of area and rental items such as:tent,guest tables with standard
vinyl table covers,guest chairs and one sign designating Sponsor area.Sponsor package does not include catering.
Sponsor chalet staff are required to use a guest credential wristband to enter chalet as staff wristbands are no longer available.
Exhibit staff passes do not provide admittance to chalet.
C. CATERING.SPONSOR is responsible for coordinating catering through event's exclusive caterer,Spectrum Events.Catering is
subject to additional fees. For catering arrangements,contact:
Shelbie Rascoe,Spectrum Catering,Concessions and Events,at 281-466-3605 office or srascoe@spectrumfcs.com
D. EXHIBITORS.Exhibit sponsorship includes designated space only unless otherwise specified.SPONSOR is responsible for providing
items such as electrical equipment,table(s),chair(s),tent(s),signage,etc. Exhibit must not be left unattended at any time during
EVENT hours. Exhibit must be properly secured and in good condition. Tents must be flame resistant and be strong and sturdy
enough to withstand excessively windy conditions. It is recommended that all tents be secured with water barrels. Tents and
water barrels may be rented through AAP. All sponsors with exhibit tents are required to have a 2A-10BC fire extinguisher in
their exhibit tent. SPONSOR must provide fire extinguisher.
E. MILITARY EXHIBITORS. AAP proudly salutes and encourages the participation of the United States military at the EVENT and
recognizes that the primary goal of such participation is to promote awareness and provide recruitment opportunity. United
States Department of Defense guidelines must be followed with respect to all merchandise sales and/or distribution of novelty
items.
F. VEHICLE EXHIBIT DISPLAY. If SPONSOR exhibit includes a branded vehicle in their exhibit area during EVENT hours,SPONSOR must
notify AAP upon execution of this agreement to coordinate logistics.
G. AIRCRAFT EXHIBIT DISPLAY. SPONSORS with display aircraft will be provided a designated parking area based on logistic and
operational requirements. Aircraft must arrive Thursday, October 20, 2022 after 12:00 PM or Friday, October 21, 2022 by 8:00
AM.Aircraft must depart Saturday,October 22,2022 after the aerial performances end around 5:30 PM. Most aircraft will not be
able to start up and taxi. Due to the amount of activity during breakdown on the ramp, SPONSOR will be required to hand walk
their aircraft to the south end of the ramp where aircraft will be departing.AAP will not assist in wing walking.
SPONSOR must obtain a PPR number from AAP for approval to fly into Perot Field Fort Worth Alliance Airport.
H. SALES AND PROMOTIONS. Exhibit sponsors will not be allowed to sell or giveaway items within the exhibit area without obtaining
approval from AAP 60 days prior to the EVENT by submitting a list of items through the online registration. Items given to
SPONSOR'S chalet guests are allowed in SPONSOR chalet areas only.
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DocuSign Envelope ID: 1 B95A459-6760-46DB-8715-8FEAB5B48899
I. CITY OF FORT WORTH HEALTH PERMIT. SPONSORS with food and/or beverage sampling benefits are required to obtain a City of
Fort Worth Health Permit at their own expense. SPONSOR may be subject to fines if they fail to get all necessary permits from
the City of Fort Worth. AAP accepts no responsibility or liability relating to SPONSOR's failure to obtain all necessary permits.
Please apply online at http://fortworthtexas.gov/health/temporary/or contact:
Fort Worth Public Health Department,818 Missouri Avenue, Fort Worth,TX 76104,Office 817-392-7255 or Fax:817-392-3713
J. SET UP/INSTALLATION/RESTOCK.Chalet areas will be installed and set during the week of the EVENT. Exhibits will be installed
and accessible Friday week of EVENT. Installation of larger exhibits may be allowed as early as Wednesday or Thursday the week
of the event with advance coordination through AAP.SPONSOR will be allowed to access exhibit area during the hours below.
Friday,October 21, 2022 Saturday,October 22,2022
Exhibitor Set-up Begins 10:00 AM 8:00 AM
Exhibitor Set-up End 5:00 PM
K. TEAR DOWN. SPONSOR will expedite dismantling of exhibit area or removal of any personal items brought into SPONSOR area
immediately after EVENT ends at 5:30 pm on Saturday.All trailers,tents and exhibits must vacate the area by 7:00 PM Saturday,
October 22,2022.Area must be free of trash and placed in trash receptacles upon vacancy.
L. CREDENTIALS. Wristbands and parking passes are not day specific and will be mandatory Friday — Saturday week of EVENT.
Credentials will be distributed in advance of the event. Non-display, personal vehicles must park in the designated lot. Exhibitor
credentials will be issued based on allocation outlined below. All other SPONSORS should refer to your sponsorship package for
allocation.
Staff Wristbands Parking Pass for Staff Parking Lot
10x10 Exhibitor 6 total 3 total
20x20 Exhibitor 10 total 5 total
Additional wristbands or parking passes can be purchased through the Aventri registration system prior to the EVENT. A limited
number of credentials are available and can be purchased at a reduced price for working or set-up staff. Wristbands are $1.00
and Staff Parking Lot parking passes are$20.00 each.
Sponsor chalet staff are required to use guest credential wristbands to enter the chalet. Chalet staff wristbands are no longer
available. Exhibit Staff Passes do not provide admittance to chalets.
M. RENTALS. For continuity of appearance, AAP has contracted with preferred vendors for equipment rentals.This allows AAP the
ability to manage delivery and pick up of rentals in a timely manner upon the SPONSOR'S request and reduces the number of
outside vendors on the ramp as a safety precaution. Rented items are subject to additional fees. Available rental items include
but are not limited to:
• TENTS/TABLES/CHAIRS/DECOR: If SPONSOR elects to rent tent(s), table(s), and chair(s) or coordinate decor, arrangements
can be placed through the online registration system. If SPONSOR elects to provide a tent,SPONSOR must be notified 60 days
in advance.Tent and decor must be flame resistant. Each structure and/or visual aid must be pre-approved in advance by
AAP.
• GENERATOR(s): SPONSOR may supply their own generator. Rental arrangements can be placed through the online
registration. Generators must be located at least 20 feet away from tent or like structure and must be isolated from contact
with the public by fencing or other approved means.
• ELECTRICITY: Electricity is NOT provided to exhibit sponsors. For chalet sponsors, electricity is provided to power the
beverage units and restroom facilities only. If power is needed for other usage,SPONSOR must supply its own generator that
must be approved by AAP,or rental arrangements may be placed through the online registration.
• SPACE HEATERS: Space heaters are NOT supplied. SPONSOR may supply their own or rent through the online registration
system. Only electric space heaters are allowed under tents. Propane heaters are not allowed under tents and must be
located at least 10 feet from the tent or structure.
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DocuSign Envelope ID: 1 B95A459-6760-46DB-8715-8FEAB5B48899
N. SPONSOR AD-ONS.Any items not included in your SPONSOR benefits package such as additional parking passes,event program
advertisement or program packages can be purchased through the online registration.
O. DECOR.SPONSOR will be allowed to personally customize chalet and/or exhibit areas with decor at SPONSOR'S expense.All decor
must be flame resistant and shall be confined to area footprint only. Chalet sponsors may contact AAP's exclusive caterer to
coordinate decor arrangements.
P. SIGNAGE. No display stand or signage will be permitted beyond sponsor area.All signage must be professional and attractive,no
homemade signs are allowed.Sponsors with chalet areas defined with a cyclone fence line will be allowed to place signage on the
fence line as long as the front view of the sign is facing inward toward SPONSOR area,subject to AAP advance approval.
Q. DONATIONS. Certified 501(c)3 organizations or bona-fide government agencies will be allowed to accept but not aggressively
pursue donations.
R. PETS.Animals of any kind are not permitted onsite.
S. ATTIRE. All employees of SPONSOR will be dressed in clean uniforms, of a standard color, and will conduct themselves in an
orderly,courteous,and sanitary manner at all times.
T. SECURITY.Sponsors shall assume full responsibility for the security of their assets.
U. NOISE DEVICE. No voice amplifiers of any kind are permitted. Sound level of TV, radio,or stereo must be kept to the confines of
the sponsor area.
V. SMOKING. No smoking,explosives,flammables, or other dangerous items will be allowed at EVENT.
W. FIRE EXTINGUISHER. SPONSOR must provide and have accessible at all times a 2A-1013C fire extinguisher.
X. SUBLETTING OF SPACE.ASSIGNMENT OF APPLICATION/CONTRACT IS PROHIBITED. SPONSOR shall not sublet SPONSOR area in
whole or in part. In no event shall SPONSOR grant to any person or entity permission to share SPONSOR area. SPONSOR shall not
assign this Agreement.
Y. SOLICITATION OF BUSINESS-RESTRICTIONS. Solicitation by SPONSOR will be confined to the exhibit area and to those persons
or firms who are bona-fide exhibitors by virtue of paying for exhibit space and being party to this Agreement. SPONSOR shall not
conduct business outside SPONSOR'S assigned exhibit space and no distribution or solicitation from aisles is permitted.
Z. OTHER RESTRICTIONS:
No selling or offering free bottled water or soft drinks.
Hand grenades,fake or real guns and other weapons are restricted from being sold.
No food, drinks, coolers portable awnings/tents (other than exhibitor tent), alcoholic beverages, pets, bicycles,
skateboards,scooters,or in-line skates allowed on EVENT grounds.
Helium filled objects of any kind are not permitted on the EVENT grounds.
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DocuSign Envelope ID: 1 B95A459-6760-46DB-8715-8FEAB5B48899
Exhibit C
2022 Sponsor Checklist
SPONSOR shall upload items pertaining to sponsorship package by using the online registration at
https://na.eventscloud.com/2022AIliance Items immediately submitted upon registration will maximize sponsorship exposure.
Due August 5,2022
❑ Logo uploaded to Aventri.com during registration. Must be in EPS file only or high-resolution JPEG (300 dpi)
❑ Program Ad.
Download Program Ad and Logo Specifications online during registration.
Due September 6,2022(45 days prior to event)
❑Aventri.com registration. Note: No registrations will be accepted less than 30 days prior to Event.
❑ Payment. Payment must be received no less than 30 days and no later than October 1 from the date that appears on the
invoice generated during registration at Aventri.com. Benefits will activate once payment is received.
❑ Sponsorship Agreement executed.
❑ URL Link
Due September 21,2022(30 days prior to event)
❑ Credentials Received
❑ PA
❑ Insurance certificate
❑ Catering order to event caterer
Due September 30,2022(21 days prior to event)
❑ Full payment of quote and final guest count submitted to event caterer.
❑ Remaining balance of any additional catering add-on's following event will be due to event caterer upon receipt of final
invoice from event caterer.
Due October 7,2022(14 days prior to event)
❑All orders must be submitted to event caterer via email or phone. Upon receiving your order,event caterer will send a
contract for SPONSOR review and approval.A credit card will be required at that time.The card WILL NOT be charged
without SPONSOR authorization.
Due October 14,2022(7 days prior to event)
❑ Full payment of catering quote and final guaranteed guest count due to event caterer. Changes can occur up to 72 hours
before the specific event day,at which time the guaranteed guest count can increase, but no decreases will be accepted.
Increases and day of add-on's can be accommodated at published pricing plus 25%.
ALL OTHER QUESTIONS CONTACT:
Adria Hoffman I ADC Group, Inc. 1 972-540-1742 1 adriahoffman@adcgroupmarketing.com
Air Show Dates:October 21-22, 2022 1 Featuring the U.S. Air Force Thunderbirds
Note: Not all items listed above are included in all sponsor&exhibitor packages. Please refer to your specific package for benefit details.
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