FCCMA/TLG JOINT CONFERENCE 2011 BUSINESS MODELs°
OLLIORCe FOR FC
Il I10 V a T I 0 n FCCMA/TLG Joint Conference 2011
Transforming Local Government Business Model
The Transforming Local Government Conference (TLG) is the flagship annual
conference for Alliance for Innovation (the Alliance). It highlights the leaders of
innovation in local government that have deliberately chosen to create new kinds of
solutions. The format encourages team building, allows for cross pollination of ideas
and offers something for diverse members within a local government staff. Attendees
from across the U.S. and Canada will gather in teams to learn from each other, network
and be rejuvenated in the call to public service.
The Florida City and County Management Association's Annual Conference (FCCMA)
has a long-standing tradition of excellence. For years local government professionals
from across Florida have gathered with their peers to acquire valuable knowledge to
excel their communities. FCCMA's conference attracts city and county managers,
assistants and department heads from across the state who have a desire to learn from
each other and network in the goal of gaining best practice techniques in providing
services to constituencies.
Combining these two conferences provides a great opportunity for the Alliance, FCCMA
and the communities we serve. The two conferences have complementary goals and
will create a dynamic conference for attendees.
On the following pages is further explanation of the joint FCCMA/TLG Conference
slated for 2011. This proposed business model offers a solid plan for combining these
two benchmark conferences and outlines respective responsibilities.
Schedule
The conference will take place June 1-3, 2011. FCCMA will arrange its business
meeting according to their schedule preference, most likely on the afternoon of Friday,
June 3.
Location
A competitive bid process among Florida cities was undertaken to select the location.
Clearwater in Pinellas County has been chosen. The Hilton Clearwater Beach will be
the host hotel, with the Sandpearl Resort and Hyatt Regency Clearwater Beach Resort
acting as overflow properties.
Marketing
It will be the joint responsibility of the Alliance and FCCMA to market the event to their
members, potential exhibitors and potential sponsors.
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A conference theme and logo will be determined jointly by the end of September 2010.
With input from the Alliance, FCCMA will design and print -- and/or post to each
organization's Web site -- an exhibitor/sponsor prospectus for distribution to Alliance
and FCCMA corporate contacts by the end of November 2010.
With input from FCCMA, the Alliance will design and print -- and/or post to each
organization's Web site -- a registration brochure for distribution to Alliance and FCCMA
members by the end of February 2011.
Exhibits
The Alliance and FCCMA will share an exhibit hall. The Corporate Liaison, Beth
Rawlins, Inc., will handle the sale of all exhibit space, and checks will be deposited to
FCCMA until post-conference.
The exhibit fee will be $1,200 and will include one furnished pipe and drape 8' x 10'
exhibit space. Booth payment entitles companies to up to four exhibitor representative
badges, access to all conference day activities, one conference resource CD containing
all Case Studies presented at the conference, the final attendee list in electronic format,
the option to purchase ad space in the conference program and FCCMA's Membership
Directory, and recognition and contact information listing in the conference program.
The exhibit hall decorator and exhibit hall procedures are pre-determined by the Hilton
and included in the hotel contract. In order to alleviate confusion, FCCMA will be
responsible for exhibit hall management and accounting.
Fund Raising
Fund raising operations will be managed by the Corporate Liaison, Beth Rawlins, Inc.
The Corporate Liaison will be paid on a commission basis through a separate
agreement between Beth Rawlins, Inc., at a rate consistent with past agreements with
FCCMA. FCCMA will be responsible for the contract with the Corporation Liaison.
Potential sponsor opportunities and recognition will be identified and approved by the
Alliance and FCCMA prior to fundraising operations.
For a streamlined fundraising process, all sponsor and exhibitor payments will be made
to FCCMA. FCCMA will hold all sponsor and exhibit money collected and will use this
income to pay any pre-conference bills for which it is responsible, with any remaining
funds distributed as necessary after the post-conference review. (See Accounting
Procedures section below.)
Program
Case Studies: The Alliance will be responsible for setting the program of Case
Studies. The Alliance will solicit a call for Case Studies across the U.S. and Canada
-z-
and organize Case Study reviews. One FCCMA Board Member will sit on the Case
Study Final Selection Committee responsible for setting the final program to be
presented. (Case Study reviewers cannot rate submissions from their own government.)
FCCMA Workshops: FCCMA will plan up to two workshops per educational round to
focus on issues of particular importance to Florida managers. A portion of these
workshops can be made available for the Corporate Liaison to sell as "cracker barrel"
sessions highlighting corporate/municipal partnerships.
Keynote Presentations: The Alliance will be responsible for booking the keynote
speakers for the opening session and the second general session, will make and pay
for their travel arrangements, and will pay any speaker fees associated with the two
speakers. FCCMA will be responsible for booking the closing keynote speaker, will
make and pay for their travel arrangements, and will pay any speaker fees associated
with the closing speaker.
Each organization will have review/pass on the other's keynote selections before they
are finalized.
Intellectual Pro e
The Alliance will hold sole ownership of Case Study and keynote material presented at
the conference, to include but not limited to presentation videos, presentation text and
handout materials.
Logistical Responsibilities
The conference is sponsored by the Alliance and FCCMA, and hosted by the City of
Clearwater and Pinellas County. Each organization will manage contracting and service
delivery of their designated responsibilities.
Alliance: The Alliance is responsible for conference site arrangements at the Hilton,
the coordination of all food and beverage functions at the Hilton, pre- and on-site
registration, the conference program and national marketing efforts. The Alliance will
work with the Corporate Liaison to ensure the,best opportunities for sponsors as they
relate to these functions and events.
FCCMA: FCCMA is responsible for conference site arrangements at the Sandpearl and
Hyatt, the coordination of all food and beverage functions at the Sandpearl and Hyatt,
conference publicity to the Florida market, exhibit and sponsorship fundraising through
a contract with the Corporate Liaison, contracting for all AV equipment and attendee
name badge lanyards and bags. FCCMA will work with the Corporate Liaison to ensure
the best opportunities for sponsors as they relate to these functions and events.
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Hosts: The Hosts, Pinellas County and the City of Clearwater, are responsible for the
welcome ceremony, two local innovation tours, the volunteer program, planning the
conference festival in conjunction with Alliance and FCCMA staff and the conference
shipping point.
Via the local convention and visitors bureau, Visit St. Petersburg/Clearwater, the Hosts
will provide the following at no cost to the Alliance or FCCMA:
• The 100'x 120' beachside tent of the Hilton, complete with furnishings,
flooring, electrical, air conditio ing and all permits. The tent will be set-up
by 5:00 p.m., Tuesday, May 2011 and may be removed after 12:30 p.m.
on Friday, June 3, 2011.
• Continuous transportation between the Hilton, Sandpearl and Hyatt,
as well as transportation for the local innovation tours.
The two items above constitute the entire expected monetary contribution from the
Hosts, beyond any registration fees paid or volunteer time committed.
The staff of the Alliance and FCCMA will work with the Hosts, the Corporate Liaison,
and the Hilton to produce the conference festival. (See next section.)
Conference Festival
The conference festival is the premier social event of the TLG, designed to showcase
the host community. It is the responsibility of the host community to work with Alliance
and FCCMA staff to plan the event. Income for the event will be drawn from the
fundraising line item in the attached budget, with expected expenses for this event also
noted in the budget.
The 2011 festival will be held on Clearwater Beach outside the Hilton. This format will
best utilize the existing tent structure and the hotel's catering abilities, while minimizing
transportation requirements and exposure to weather events.
As noted above, Alliance and FCCMA staff will work with the following entities to
produce this event:
• the Corporate Liaison, to provide the best sponsorship opportunities for
this event;
• the Hilton, to determine a menu appropriate for a classic Florida beach
party; and
• the Hosts, to select entertainment and/or activities that best reflect their
community.
'
-4-
Attendee Reoistration
One conference Web site will be created and maintained by the Alliance. This Web site
will include a link for online registration that will also be maintained by the Alliance. For
a streamlined registration process, all registration payments will be made to the
Alliance. The Alliance will hold all registration money collected until the post-conference
review, and will use this income to pay any pre-conference bills for which it is
responsible.
Registrations are an important tool in securing sponsor involvement and will be tracked
and reported weekly once registration materials are made available. Registration
statistics will be tracked as to state of origin, FCCMA membership, ICMA credentialed
status, government or corporate entity, and title and department.
The Alliance and FCCMA will create a badge template together. The Alliance will print
all conference badges and transport them to the conference site. On-site registration
procedures will be shared by the Alliance, FCCMA and volunteers from the Host
communities. The Alliance will be responsible;for any on-site registration payments.
Everyone registering for the conference will gain access to the same Wednesday
through Friday programming. To that effect, registration prices will be uniform.
"Member" registration rates apply to members of the Alliance and/or FCCMA. "Non-
member" rates apply to attendees that are not members of either organization.
Conference Alumni: Members and Case Study Presenters
Through early registration deadline
$400
EARLY RATES:
Through three months out from conference start date
Member
Individual - $450
Teams of 3 or More - $400
Teams of 10 or More - $375
Non-Member
Individual - $630
Teams of 3 or More - $560
Teams of 10 or More - $525
REGULAR RATES:
After TBD
Member
Individual - $500
-5?
Teams of 3 or More - $450
Teams of 10 or More - $400
Non-Member
Individual - $700
Teams of 3 or More - $630
Teams of 10 or More - $560
Spouses/Students
$75
Day Rate
$125
Contract Sianin
The Alliance will sign all contracts related to room blocks and food and beverage events
at the Hilton, registration, the conference progiram, up to two keynote speakers and
national marketing efforts.
FCCMA will sign all contracts related to room jblocks and food and beverage events at
the Sandpearl and Hyatt, conference publicity,to the Florida market, AV equipment, the
closing keynote speaker, the exhibit hall decorator, attendee name badge lanyards and
bags and the Corporate Liaison.
Visit St. Petersburg/Clearwater will sign all contracts related to the beachside tent and
transportation.
Each organization will have review/pass on each other's arrangements before they are
finalized. (With the exception of the exhibit hail decorator, as this is already pre-
determined due to Hilton requirements -- see exhibits section above.)
Accounting Procedures
FCCMA will collect sponsor and exhibit revenue according to their preferred collection
process. The Alliance will collect attendee registration revenue according to their
preferred collection process. All funds not used to pay conference expenses will remain
with each respective organization until the po$t-conference review, which shall take
place no later than August 31, 2011.
Each organization will make a good faith effort to stay within the expense parameters
established in the attached budget. However„ it is recognized that some exceptions
may need to be made -- i.e., if an additional food and beverage event needs to be
scheduled to take advantage of proposed sponsor monies. Each organization will have
review/pass on such occurrences.
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i
Beginning in January 2011, monthly accounting reports will be shared between the
Alliance and FCCMA, by the end of each month, to track all incoming and outgoing
monies. These reports will include detailed line items for all income earned and all
expenses paid.
Once all post-conference bills are paid, both tl?e Alliance and FCCMA will produce final,
detailed, audited documents of income and expenses for a post-conference review.
Revenue Sharin
Based on the preliminary budget (included aslan attachment to this agreement), the
anticipated net revenue for the conference is $141,450. Up to this amount, the net
revenue will be split 70% payable to the Alliance and 30% payable to FCCMA. Any net
revenue over $141,450 will be subject to a 50150 split between each organization.
Depending on the distribution of final monies following final bill payments, funds may be
transferred between the organizations to ensure each party meets their revenue
percentage.
Agreement Attachments:
Tentative Budget
Tentative Schedule
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Authorized Signatures:
Signature: VILL
Date: p
Karen Thoreson, P esi ent/COO
Alliance for Innovation
Signature:
Date: a '
Joseph Galle os, esi ent
FCCMA
Signature: ?"-
Date:
Jeanine Messerschmidt, Senior Sales Manager
Visit St. Petersburg/Clearwater
Signature: .l.C.?i?.+•w -?
Date: _!D
William B. Horne, City Manager
City of Clearwater
Signature, /o -
Date:
b?S Robert S. LaSala, County A ministrator
Pinellas County
AS TO FORM
JNW ATTORNEY
By
homey
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INCOME ITEMS Explanation
Conference Registrations 200,000 Assumes 500 paid registrations @ average cost of $400 each.
PreConference registrations 10,000 Assumes 200 registrations @ $50 each.
Assumes 80 booths at $1,200 each. In the event exhibit revenue is
Exhibit Sales 96,000 low, it is possible a portion of these funds will need to be made up
from fund-raising.
These funds will be raised through sponsorship sales. FCCMA and
the Corporate Liaison believe that $100,000 is a more reasonable
Sponsorships 150,000 expectation. All efforts will be made to meet the $150,000 goal, but
the Alliance and Hosts will need to work with the Corporate Liaison
to raise the additional $50,000.
Assumes a minimum of an additional 100-200 attendees through
TLG Partners 60
000 Alliance partner agreements, but the total is expected to be closer
'
, to $100,000 based on previous years
income numbers for the TLG
conference.
Conference Gross 516,000
Conference Expenses 374,550 See below for full breakdown.
Conference Cash Net 141,450
EXPENSE ITEMS
A/V Equipment and IT Support 25,000
Airport and City Wide Welcome Banners 0 Item will only be included if there is no actual cost.
(Optional item)
Attendee Badges 1,000
Attendee Bag 5,000
Brochure on City Points of Interest (Optional) 0 Item will only be included if there is no actual cost.
Exhibit/Registration Decorator 8,000
F&B at conference (attendance at 600) 100,000
Facility 0
Fund Raiser Fees 43,050 Based on 17.5%
Insurance 5,000
Keynote Speakers 35,000
Marketing 20,000
MISC Supplies (CDs, event tickets, etc.) 5,000
Opening Ceremony 500 Donations to color guard, etc.
Planning Meetings 5,000
Postage & Shipping/Misc. 12,000
Printing & Copying 15,000 Including program, registration materials, etc.
Regional Receptions 20,000
Registration Processing Software 3,000
Security 2,000 May not need this.
Special Event 50,000 Including food and beverage and entertainment.
Staff Travel 20,000
Volunteer Recognition Event & Shirts 0 Item will only be included if there is no actual cost.
TOTAL 374,550
TRANSFORMING LOCAL GOVERNMENT CONFERENCE
Mime FOR 2011
? n0 VaTI 0 n PRELIMINARY SCHEDULE F.C.
transforming Local Government
24 Hour Hold Operation Room Agave Office Suite TBD Alliance Staff, Host Committee and Volunteer Operations
Room
8:00 a.m. - 5:00 p.m. Decorator Set-Up Parking Garage 80-100 8'x10' booths
Volunteer Recognition Program and Say "thanks in advance" to conference volunteers, review
8:30 a.m. - 9:30 a.m. Briefing Mangrove Theatre for 50-75 assignments, give out materials and uniforms, emphasize
hospitality and any other important items
12:00 p.m. - 5:00 p.m. Conference Registration Station TBD - Grand Ballroom
Foyer or main lobby? TBD
1:00 p.m. - 4:30 p.m. Preconference Workshop A Section of Waters Depends on numbers
Edge? (??)
1:00 p.m. - 4:30 p.m. Preconference Workshop B
Section of Waters
Depends on numbers
Edge? (??)
2:30 p.m. - 3:00 p.m. Refreshment Break Waters Edge
Prefunction (?) Beth - Sponsorship
p.m. - 7:00 p.m.
FCCMA Board Meeting
Cove (Sandpearl) Hollow square for 25
w/ perimeter theatre
for 20
p.m. - 8:30 p.m. FCCMA Board Dinner?? TBD - Lots of options Beth - Sponsorship
P.M. - 11:00 P.M. TENTATIVE FCCMA (???) Late Possible Sandpearl
Beth -Sponsorship
Night Reception location
T11 :4 91 k, 1 *1
8:00 a.m. 6:00 p.m. Conference Registration Station TBD - Grand Ballroom
Foyer or main lobby? TBD
8:00 a.m. - 4:00 p.m. Exhibitor Move-In Parking Garage 80-100 8'x10' booths,
plus space for F&B
Crescent rounds for
about 600, plus
9:15 a.m. - 9:30 a.m. Opening Ceremony Beachside Tent staging (?? - to Welcome by Host Committee
simplify set for
lunch??)
Crescent rounds for
about 600, plus
9:30 a.m. - 9:45 a.m. Alliance/FCCMA Opening Beachside Tent staging (.. - to Welcome remarks by Alliance/FCCMA
Comments simplify set for
lunch??)
-Few I'l
2
Crescent rounds for
about 600, plus
9:45 a.m. - 10:45 a.m. Keynote 1 Beachside Tent staging (?? - to Beth - Sponsorship?
simplify set for
lunch??)
10:45 a.m. - 11:00 a.m. Refreshment Break Grand Ballroom Foyer Beth - Sponsorship
Mixed
11:00 a.m. - 12:15 p.m. Innovation Study 1 Grand Ballroom ABC crescent/theatre for
100
Mixed
11:00 a.m. - 12:15 p.m. Innovation Study 2 Grand Ballroom D crescent/theatre for
100
11:00 a.m. - 12:15 p.m. Innovation Study 3 Grand Ballroom E Crescent rounds for
100
Mixed
11:00 a.m. - 12:15 p.m. Innovation Study 4 Grand Ballroom F crescent/theatre for
100
Mixed
11:00 a.m. - 12:15 p.m. Innovation Study 5 Grand Ballroom G crescent/theatre for
100
Mandalay/Executive Mixed
11:00 a.m. - 12:15 p.m. FCCMA Workshop TBD Conference crescent/theatre for
100
Mixed
11:00 a.m. - 12:15 p.m. FCCMA Workshop TBD Waters Edge crescent/theatre for
100
12:30 a.m. - 2:30 p.m. Alliance Awards Lunch Beachside Tent Rounds for about 800,
plus staging Beth - Sponsorship (??)
Mixed
2:30 p.m. - 3:45 p.m. Innovation Study 6 Grand Ballroom ABC crescent/theatre for
100
Mixed
2:30 p.m. - 3:45 p.m. Innovation Study 7 Grand Ballroom D crescent/theatre for
100
2:30 p.m. - 3:45 p.m. Innovation Study 8 Grand Ballroom E Crescent rounds for
100
Mixed
2:30 p.m. - 3:45 p.m. Innovation Study 9 Grand Ballroom F crescent/theatre for
100
Mixed
2:30 p.m. - 3:45 p.m. Innovation Study 10 Grand Ballroom G crescent/theatre for
100
Mixed
2:30 p.m. - 3:45 p.m. FCCMA Workshop TBD Mandalay/Executive crescent/theatre for
Conference 100
J? TIME EVENT LOCATION ROOM SET DESCRIPTION
Mixed
2:30 p.m. - 3:45 p.m. FCCMA Workshop TBD Waters Edge crescent/theatre for
100
4:00 i" - 6,06 p.r Local lpt vation Tour 1 OffSite
4:00 p.m. - 6:30 p.m. Welcome Reception in Exhibit Hall Parking Garage 80-100 8'x10' booths,
plus space for F&B Beth - Sponsorship
Lots of options --
decks, water view
Scatter hi-tops & Beth - There are sponsorship opportunities in all of these, but
6:45 p.m. - 7:45 p.m. Florida Regional Reception
rooms, Sandpearl
cocktail rounds specifically the Florida one.... We could expand the time, add
'
locations more food, and it could be AshBritt
s party.....
6:45 p.m. - 7:45 p.m. East Regional Reception
6:45 p.m. - 7:45 p.m. Central Regional Reception
6:45 p.m. - 7:45 p.m. West Regional Reception
I A
7:00 a.m. - 8:00 a.m. Exercise Event TBD
7:00 a.m. - 8:00 a.m. Continental Breakfast in Exhibit Hall Parking Garage 80-100 8'x10' booth,
plus space for F&B Beth - Sponsorship
7:00 a.m. - 2:30 p.m. Exhibit Hall Open Parking Garage 80-100 8'x10' booth,
plus space for F&B
7:00 a.m. - 4:30 p.m. Conference Registration Station TBD - Grand Ballroom TBD
Foyer or rnain lobby?
8:00 a.m. - 9:30 a.m. Keynote Address 2 Beachside Tent Theatre for up to 800, Beth - Sponsorship?
plus staging
8:00 a.m. - 5:00 p.m. Resume/Financial Reviews Channel Boardroom Conference for 2
(Sandpearl)
Reef Boardroom
8:00 a.m. - 5:00 p.m. Resume/Financial Reviews (Sandpearl) Conference for 2
9:30 a.m. - 11:00 a.m. Refreshment Break in Exhibit Hall 80-100 8'x10' booth,
plus space for F&B Beth - Sponsorship
Mixed
11:00 a.m. - 12:15 p.m. Innovation Study 11 Grand Ballroom ABC crescent/theatre for
100
Mixed
11:00 a.m. - 12:15 p.m. Innovation Study 12 Grand Ballroom D crescent/theatre for
100
11:00 a.m. - 12:15 p.m. Innovation Study 13 Grand Ballroom E Crescent rounds for
100
Mixed
i 1:00 a.m. - 12:15 p.m. Innovation Study 14 Grand Ballroom F crescent/theatre for
100
TIME EVENT LOCATION ROOM SET DESCRIPTION
Mixed
11:00 a.m. - 12:15 p.m. Innovation Study 15 Grand Ballroom G crescent/theatre for
100
Mandalay/Executive Mixed
11:00 a.m. - 12:15 p.m. FCCMA Workshop TBD Conference crescent/theatre for
100
Mixed
11:00 a.m. - 12:15 p.m. FCCMA Workshop TBD Waters Edge crescent/theatre for
100
Beth - If we can get sponsor money to provide a buffet
lunch, that would be wonderful; but, if not, maybe we cold
12:15 p.m. - 2:15 p.m. Lunch OR Dessert Break in Exhibit Parking
Garage 80-100 8'x10' booth, promote part of this time (1:15 - 2:15) as "Afternoon
"
Hall plus space for F&B and doorprize drawings.... Encourage
Dessert Break
people to come back after lunch but before sessions
start again....
12:30 p.m. - 2:00 p.m. FCCMA Career Development Lunch Hunter Ballroom C
Sand earl) Rounds of 10 for 70
2:30 p.m. - 6:30 p.m. Exhibitor Move-Out Parking Garage
Mixed
2:45 p.m. - 4:00 p.m. Innovation Study 16 Grand Ballroom ABC crescent/theatre for
100
Mixed
2:45 p.m. - 4:00 p.m. Innovation Study 17 Grand Ballroom D crescent/theatre for
100
2:45 p.m. - 4:00 p.m. Innovation Study 18 Grand Ballroom E Crescent rounds for
100
Mixed
2:45 p.m. - 4:00 p.m. Innovation Study 19 Grand Ballroom F crescent/theatre for
100
Mixed
2:45 p.m. - 4:00 p.m. Innovation Study 20 Grand Ballroom G crescent/theatre for
100
Mandalay/Executive Mixed
2:45 p.m. - 4:00 p.m. FCCMA Workshop TBD Conference crescent/theatre for
100
Mixed
2:45 p.m. - 4:00 p.m. FCCMA Workshop TBD Waters Edge crescent/theatre for
100
p.m. - 5:00 p.m. Local Innovation Tour 2 Offsite
p.m. - 8:30 p.m. Conference Festival Beachside Tent, plus TBD Beth - Sponsorship
beachfront (??)
7:30 a.m. - 8:30 a.m. TLG Partners Breakfast Mangrove Rounds of 10 for ?? Breakfast Buffet provided
8:00 a.m. - 12:00 p.m. Conference Registration Station TBD - Grand Ballroom
Foyer or main lobby? TBD
8:00 a.m. 5:00 p.m. Resume/Financial Reviews Channel Boardroom Conference for 2
(Sandpearl)
8:00 a.m. - 5:00 p.m. Resume/Financial Reviews Reef Boardroom
(Sandpearl) Conference for 2
FCCMA Session: So You Want to Hunter Ballroom C Max crescent rounds,
0 a.m. - 5:30 p.m. be a City/County Manager (Sandpearl) plus headtable for 8
Mixed
9:00 a.m. - 10:15 a.m. Innovation Study 21 Grand Ballroom D crescent/theatre for
100
9:00 a.m. - 10:15 a.m. Innovation Study 22 Grand Ballroom E Crescent rounds for
100
Mixed
9:00 a.m. - 10:15 a.m. Innovation Study 23 Grand Ballroom F crescent/theatre for
100
Mixed
9:00 a.m. - 10:15 a.m. FCCMA Workshop TBD Grand Ballroom ABC crescent/theatre for
100
Mixed
9:00 a.m. - 10:15 a.m. FCCMA Workshop TBD Grand Ballroom G crescent/theatre for
100
10:15 a.m. - 10:45 a.m. Refreshment Break Grand Ballroom Foyer Beth - Sponsorship
.a.m. - 12:00 p.m.
Keynote Presentatic ME
Beachside Tent Theatre for 500 (??),
plus staging
Beth - Sponsorship .
Theatre for 500 (??), Closing and appreciation remarks by Host
p.m. - 12:15 pm
0
Closing Cermony
Beachside Tent
plus staging
Committee/Alliance/FCCMA
Beth - Lynn and I thought we could add a keynote motivational
FCCMA Annual Business Meeting & Hunter Ballroom AB Rounds of 10 for 200, speaker to this lunch, and this can be the closing
p.m. - 2:45 p.m.
145 Awards Lunch (Sandpearl) plus headtable for 18 event.... saving everyone an extra night.....Of course, this is a
sponsor opportunity too...
Alliance Board and Staff/Host Section of Waters
0 p.m. - 4:00 p.m.
3: Committee Team Debriefing Edge?
4:15 p.m. - 6:00 p.m.
Alliance Board Meeting Section of Waters
Edge?
Hollow square??
Board of Directors business meeting
Hollow square for 25
O p.m. - 6:00 P.M. FCCMA Board Meeting Cove (Sandpearl) w/ perimeter theatre
for 20
6:30 p.m. - 7:30 p.m. Alliance Board Reception TBD - Lots of options
7:30 p.m. - 9:00 p.m. Alliance Board Dinner TBD - Lots of options
Meal functions
Exhibits
Special Events/Networking
Tours
Keynote Presentation
FCCMA Events
_ St. Petersburg
Clearwater
-----?_.
October 15, 2009
Ms. Lynn Lovallo
Executive Assistant
Florida City and County Management Association
Post Office Box 1757
Tallahassee, FL 32302-1757
Dear Ms. Lovallo:
Visit St. Petersburg/Clearwater and Pinellas County are honored to be the host site of the FCCMA/TLG Joint
Conference in 2011. We are committed to making every effort to ensure a successful program.
We will pledge our full assistance to serve the conference with all of our resources, and look forward to working with
you and your staff.
Based on FCCMA/TLG contracting the May 31- June 4, 2011 in Pinellas County,
Visit St. Petersburg/Clearwater will pledge:
¦ To sponsor the 100'x 120' beach side tent at the Hilton Clearwater Beach from 5:00 p.m., Tuesday, May 31,
2011 to 12:30 p.m. on Friday, June 3, 2011. Please see the attached quote, and item description from U.S.
Tent rental which details the exact items that are included in the tent package as part of the CVB's
commitment. Visit St Petersburg/Clearwater is aware that the final pricing on the package may change, and
we will be responsible for the final cost. However, the CVB will not be responsible for any additions or
modifications to the actual items other than the ones included in the tent package price quote from U.S.
Tent's (7/21/09) proposal.
• Provide Continuous transportation during the meeting between the Hilton, SandPeari, and Hyatt using (1)
mini bus. The transportation will run daily from 6:00am beginning on June 1, 2011 until 2:00pm on June 3,
2011. We would estimate the transportation would need to begin no earlier than 6:00 a.m. and conclude no
later than 11:00pm each evening during these dates.
• Assist with the planning, and provide complimentary transportation to the (2) local innovation tours.
¦ Offer planning assistance and work with FCCMA/TLG staff on organizing the Conference Festival. It is our
understanding that income for the Festival will be drawn from the fundraising line item in the FCCMA/TLG
budget, and that Visit St Petersburg/Clearwater is not responsible or expected to provide any financial
contribution toward this event.
• Coordinate on-site volunteers to provide area information and assist with registration.
+ Assist with promotional efforts to build conference attendance.
• Provide CVB registration bags to attendees with informative destination brochures and area maps.
• Request an electronic welcome message at Tampa Intl Airport for your attendees to be displayed throughout
the major arrival day.
We will extend every effort to provide you with a conference run with precision and excellence in a destination of
enjoyment and memories. We look forward to working with you on making the FCCMA/TLG 2011 Conference a
successful event.
Sincerely,
DT Minich, DME
Executive Director
Visit St. Petersburg/Clearwater
VISIT ST. PETERSBURG/CLEAR WATER
13805 58th Street N Suite 2-200 Clearwater, FL 33760 T 727 464 7200 F7274647222 FI o ri d a s Beach. c o m
QUOTE # 11786-2 Pg: 1
il_S_TENT
Nwwmof
2006 72nd Drive E. Sarasota, FL 34243
Tel: (941) 727-3311 Fax: (941) 727-1938
www.ustentrental.com
EVENT DESC:
EVENT DAY:
EVENT TIME:
DELIVERY:
PICKUP:
SALES PERSOl
ORDER DATE:
LINDA BERGEN (727) 464-7217
B LINDA BERGEN
I 13805 58TH ST N
L SUITE2-200
L CLEARWATER FL 33760
TEL: (727) 464-7217 FAX: (727) 533-2161
QTY ITEM DESCRIPTION
1 TENT- 100' X 120' WHITE ANCHOR TWIN POLE
220 LINEAR FEET OF SOLID WHITE SIDEWALLS
220 LINEAR FEET OF CATHEDRAL SIDEWALLS
CONVENTION
MONDAY DATE: 05/30/2011
SAT 05/28/2011
TUE 05/31/2011
J: TAB PURCHASE ORDER #:
07/21/2009 TERMS: C.O.D.
LINDA
S TBD
H
I CLEARWATER
P
1200 CHAIR, WHITE RESIN PADDED SEATS
4 CHAIR, WHITE RESIN PADDED SEATS
1 TABLE, 8 FT. BANQUET
90 TABLE, 6 FT. ROUND
6 LIGHT STRING COILED: (6) GLOBE BULBS
I A/C PACKAGE, 2-175 KW GENERATORS, 200 TONS OF AC
12 4'X4' SECTIONS OF BIL-7AX STAGE(12' X 16'X20")
1 20" CARPETED STAIRS
9000 SQ FT PORTA-FLOOR
9000 CARPET: OUTDOOR, BLACK
3 SKIRT - BLACK, 13.5 FT.(STAGE)
1 LABOR: SET-UP ALL EQUIPMENT
1 TENT PERMIT
SPECIAL INSTRUCTIONS: THIS IS A QUOTE ONLY
12,000.00 12,000.00
1.00 220.00
1.00 220.00
3.25 3,900.00
3.25 13.00
9.00 9.00
12.00 1,080.00
75.00 450.00
15,750.00 15,750.00
35.00 420.00
30.00 30.00
1.00 9,000.00
0.60 5,400.00
20.00 60.00
1,200.00 1,200.00
175.00 175.00
SUB TOTAL: 49,927.00
DAMAGE WAIVER: 6.00
DELIVERY: 200.00
SALES TAX: 3,509.31
TOTAL: 53,642.31
(727) 464-7217
FL 33760
PRICE TOTAL
Customer Acceptance Signature
1 ODY124 Century Twin Pole
Diogram conjoin-3 Sevlingfor 540
3-double sictions