PAVILION IN THE SUN OLYMPIC HOSPITALITY CENTER/NAGANO
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City of Clearwater and Nagano Tokyu Department Store
memorandum of Agreement
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This memorandum dated Oct&loJVl, 20 confirms the
understanding and agreement of the City of Clearwater and
the Nagano Tokyu Department Store of certain activities for
the advertising/promotion and successful installation, operation
and dismantling of the Clearwater, Florida/Nagano, Japan
Hospitality Center (the Center).
Overview
The Nagano Tokyu Department Store has agreed to provide
3000 square feet of retail space on the fifth floor located at 1-1
Minamichitose, 1-Chome, Nagano City, Japan 380, for the
Hospitality Center. This space is being provided at no charge
to the City of Clearwater, Florida.
The Clearwater/Nagano Hospitality Center operation will begin
January 31 through February 22, 1998. As of the date of this
agreement the hours of operation of the Center will be the
same as the Nagano Tokyu Department Store, 10am - 7pm,
seven days a week. However, the final operating hours of the
Nagano Tokyu Department Store during the 1998 Winter
Olympic Games time frame will be determined no later than
October 31, 1997. The Center will be staffed by Nagano
International Friendship Club volunteers, State of Florida
volunteers and other volunteers from the Nagano Prefecture.
The Center will be promoting the 38 year relationship between
the two cities and the tourism and economic development
opportunities of Clearwater and Florida. Florida grapefruit juice
will be served during the three-week operation.
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Advertising Support
The Nagano Tokyu Department Store will provide advertising
and promotional support for the project in local newspapers,
television spots on four stations and one three-story banner on
the outside of the Nagano T okyu Department Store across
from the Japan Railway Station in Nagano. In addition,
promotional posters directing shoppers and visitors to the site
will be located at each escalator and other applicable locations
throughout the store.
The City of Clearwater will provide the promotional posters with
text in the three languages of Japanese, French and English.
These materials will be delivered to the Nagano T okyu
Department Store by December 15, 1997. The City of
Clearwater will provide the artwork for one three-story banner.
The City of Clearwater will provide a minimum of two VHS
spots, 15 seconds in length and which may be edited, to the
Nagano Tokyu Department Store by January 1, 1998. The City
of Clearwater will provide promotional materials by December
15, 1997 to Nagano Tokyu Department Store for distribution in
the store.
Installation and Operation
The Nagano Tokyu Department Store has agreed that the City
of Clearwater's production company, Sparks ExhibitslTokyo
may begin assembly of the Center on Tuesday, January 27
beginning at 19:00 hours and continuing as needed 24 hours a
day up to Saturday, January 31 at 10:00 hours, the opening
day of the Center. The total installation time frame will be
approximately four nights and three days.
The NaganoTokyu Department Store has agreed to the days
of February 23 and 24, 1998 for the dismantling of the Center,
immediately following the close of the Games. Sparks
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ExhibitslTokyo will restore the exhibit space to the same or
better condition as originally found prior to installation.
It is the City of Clearwater's understanding that the Nagano
Olympic Committee - Olympic Pavilion will be installed
February 2 through February 5, opening for visitation on
February 6 in the Nagano Tokyu Department Store annex
building. Part of the space to be occupied by the pavilion may
be utilized January 27 - 31 by Sparks Exhbiits as a staging and
pathway area for assembly of the exhibit. T okyu Department
Store will also allow Sparks Exhibits to use the frieght elevator
in the pavilion space as well as other frieght elevators located
closer to the Center location. These elevators will be used for
the load-in and dismantling of the Center.
The NaganoTokyu Department Store is providing electricity for
the space at no charge. Any changes to the electrical power
sources or other modifications will be done at the expense of
Sparks Exhibits. During the daily operation of the Center, trash
will be removed from the Center to a designated site on the
first floor of the annex. The Center staff is not responsible for
removing the trash from the Nagano T okyu Department Store.
The Nagano Tokyu Department Store will allow the City of
Clearwater to use storage space at the Yoshida Warehouse
(approximately 20 minutes from the store) for the storage of
promotional materials and items to be used in the Center. This
space is available from January 12 through February 22.
The Tokyu Department Store will provide three phonelines for
the Center. The cost and location of the lines is to be
determined. The City of Clearwater may use the department
store's lost and found area, information booth from which to
distribute information and the Nagano T okyu Department Store
maintenance staff as appropriate.
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Clearwater/Nagano Hospitality Center staff will use a special
entrance for entering and exiting the store as indicated by the
Nagano T okyu Department Store management. This will allow
staff to enter the Center as necessary.
Liability Insurance
The City of Clearwater has liability insurance for coverage of
any incident in the Hospitality Center during the load-in,
operation and dismantling operation. Please find attached the
document from the City of Clearwater, Division of Risk
Management.
Please execute this agreement by completing the signature
line below and returning by facsimile and mail two signed
copies to the City of Clearwater, Post Office Box 4748,
Clearwater, Florida USA 33758 - 4748
~~
. offti a ater
(name)
7O~~
Nagano T okyu Department
Store (name)
I
I
City of Clearwater and Nagano T okyu Deparbnent Store
memorandum of Agreement
"71
This memorandum dated Oot;;bPl, 20 confirms the
understanding and agreement of the City of Clearwater and
the Nagano T okyu Department Store of certain activities for
the advertising/promotion and successful installation, operation
and dismantling of the Clearwater, Florida/Nagano, Japan
Hospitality Center (the Center).
Overview
The Nagano Tokyu Department Store has agreed to provide
3000 square feet of retail space on the fifth floor located at 1-1
Minamichitose, 1-Chome, Nagano City, Japan 380, for the
Hospitality Center. This space is being provided at no charge
to the City of Clearwater, Florida.
The Clearwater/Nagano Hospitality Center operation will begin
January 31 through February 22, 1998. As of the date of this
agreement the hours of operation of the Center will be the
same as the Nagano Tokyu Department Store, 10am - 7pm,
seven days a week. However, the final operating hours of the
Nagano Tokyu Department Store during the 1998 Winter
Olympic Games time frame will be determined no later than
October 31, 1997. The Center will be staffed by Nagano
International Friendship Club volunteers, State of Florida
volunteers and other volunteers from the Nagano Prefecture.
The Center will be promoting the 38 year relationship between
the two cities and the tourism and economic development
opportunities of Clearwater and Florida. Florida grapefruit juice
will be served during the three-week operation.
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OCT-20-1997 03:34
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Advertising Support
The Nagano T okyu Department Store will provide advertising
and promotional support for the project in local newspapers,
television spots on four stations and one three-story banner on
the outside of the Nagano T okyu Department Store across
from the Japan Railway Station in Nagano. In addition,
promotional posters directing shoppers and visitors to the site
will be located at each escalator and other applicable locations
throughout the store.
The City of Clearwater will provide the promotional posters with
text in the three languages of Japanese, French and English.
These materials will be delivered to the Nagano T okyu
Department Store by December 15, 1997. The City of
Clearwater will provide the artwork for one three-story banner.
The City of Clearwater will provide a minimum of two VHS
spots, 15 seconds in length and which may be edited, to the
Nagano Tokyu Department Store by January 1, 1998. The City
of Clearwater will provide promotional materials by December
15, 1997 to Nagano T okyu Department Store for distribution in
the store.
Installation and Operation
The Nagano Tokyu Department Store has agreed that the City
of Clearwater's production company. Sparks Exhibitsrrokyo
may begin assembly of the Center on Tuesday, January 27
beginning at 19:00 hours and continuing as needed 24 hours a
day up to Saturday, January 31 at 10:00 hours, the opening
day of the Center. The total installation time frame will be
approximately four nights and three days.
The Nagano T okyu Department Store has agreed to the days
of February 23 and 24, 1998 for the dismantling of the Center,
immediately following the close of the Games. Sparks
OCT-20-1997 03:34
026 224 5121
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ExhibitslT okyo will restore the exhibit space to the same or
better condition as originally found prior to installation.
It is the City of Clearwater's understanding that the Nagano
Olympic Committee - Olympic Pavilion will be installed
February 2 through February 5, opening for visitation on
February 6 in the Nagano Tokyu Department Store annex
building. Part of the space to be occupied by the pavilion may
be utilized January 27 - 31 by Sparks Exhbiits as a staging and
pathway area for assembly of the exhibit. T okyu Department
Store will also allow Sparks Exhibits to use the frieght elevator
in the pavilion space as well as other frieght elevators located
closer to the Center location. These elevators will be used for
the load-in and dismantling of the Center.
The Nagano T okyu Department Store is providing electricity for
the space at no charge. Any changes to the electrical power
sources or other modifications will be done at the expense of
Sparks Exhibits. During the daily operation of the Center, trash
will be removed from the Center to a designated site on the
first floor of the annex. The Center staff is not responsible for
removing the trash from the Nagano T okyu Department Store.
The Nagano T okyu Department Store will allow the City of
Clearwater to use storage space at the Yoshida Warehouse
(approximately 20 minutes from the store) for the storage of
promotional materials and items to be used in the Center. This
space is available from January 12 through February 22.
The Tokyu Department Store will provide three phonelines for
the Center. The cost and location of the lines is to be
determined. The City of Clearwater may use the department
store's lost and found area, information booth from which to
distribute information and the Nagano T okyu Department Store
maintenance staff as appropriate.
OCT-20-1997 03:35
026 224 5121
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Clearwater/Nagano Hospitality Center staff will use a special
entrance for entering and exiting the store as indicated by the
Nagano T okyu Department Store management. This will allow
staff to enter the Center as necessary.
Liability Insurance
The City of Clearwater has liability insurance for coverage of
any incident in the Hospitality Center during the load-in,
operation and dismantling operation. Please find attached the
document from the City of Clearwater, Division of Risk
Management.
Please execute this agreement by completing the signature
line below and returning by facsimile and mail two signed
copies to the City of Clearwater, Post Office Box 4748,
Clearwater, Florida USA 33758 - 4748
~~
. ofJiJ a ater
(name)
~~~
Nagano Tokyu Department
Store (name)
OCT-20-1997 03:35
026 224 5121
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~'(:Iearwater
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Interoffice Correspondence Sheet
Clearwater/Nagano Hospital ity Center Team
To:
From:
Cyndie Goudeau, City Clerk
Carole L. Ciokiewicz, Special Assistant to the City Manager ~
CC:
Date: October 24, 1997
RE: Signed Agreement With T okyu Department Store for Clearwater/Nagano
Hospitality Center - "Pavilion in the Sun"
Attached is a copy of the faxed signed agreement between T okyu Department Store and the
City of Clearwater for use of 3,000 square feet of Tokyu's fifth floor in Nagano, Japan, for the
"Pavilion in the Sun" during January and February of next year.
As soon as the original arrives in the mail, we will provide it for your records.
Thanks.
Att.
RECEIVED
nCT 24 1997
CITY CLERK OEPT
TO
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NAGANO CI~Y HALL, MIDORI-CHO, 1613
NAGANO CITY, NAGANO JAPAN 380
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