HomeMy WebLinkAbout2021-05-24 - Agendas - FinalFayetteville Advertising and
Promotion Commission
May 24, 2021 2:00 p.m.
Location: Virtual Public Meeting, Via Zoom. Register in advance for this webinar:
Commissioners: Katherine Kinney, Chair, Tourism & Hospitality Representative
Todd Martin, Tourism & Hospitality Representative
Chrissy Sanderson, Tourism & Hospitality Representative
Elvis Moya, Tourism & Hospitality Representative
Andrew Prysby, Commissioner at -large
Matthew Petty, City Council Representative
Sarah Bunch, City Council Representative
Staff: Molly Rawn, Chief Executive Officer; Jennifer Walker, Vice
President of Finance; and Hazel Hernandez, Vice President of
Marketing and Communications
Agenda
Call to order at 2:00 p.m.
II. Old Business
A. Review and approval of April 2021 minutes
III. New Business
A. CEO Report, Molly Rawn
B. Financial Report from Jennifer Walker, VP of Finance
C. Marketing Report presented by Hazel Hernandez, Vice President of
Marketing and Communications
D. Vote. Authorizing the CEO to enter into an agreement with Medalist Sports to
produce the upcoming Cyclo-cross events. Contract attched.
E. Discussion. In -person meetings for the remainder of 2021.
F. Agenda Additions. Additions to the agenda may be added upon request from
a majority of commissioners
IV. Announcements
V. Adjourn
Fayetteville Advertising and Promotion Commission
Minutes from April 2611, 2021 Meeting
Virtual Public Meeting, Via Zoom
Commissioners Present: Katherine Kinney, Chairperson, Matthew Petty, Todd Martin, Chrissy
Sanderson, Andrew Prysby, Elvis Moya
Commissioners Absent: Sarah Bunch
Staff: Molly Rawn, CEO; Hazel Hernandez, VP of Marketing and
Communications; and Jennifer Walker, VP of Finance
Chairperson Kinney called the meeting to order at 2:00 p.m. after a roll call vote noting that
Commissioner Sarah Bunch was absent.
Old Business
a. Commissioner Sanderson motioned to approve the February 2021 minutes with
Commissioner Martin seconding them and they were unanimously approved via a
roll call vote. Commissioner Martin motioned to approve the March 2021 minutes
with Commissioner Sanderson seconding, and they also were unanimously
approved via a roll call vote.
III. New Business
a. Welcome to new commissioner, Andrew Prysby!
b. Financial Report from Jennifer Walker, VP of Finance
Walker began by pointing out that the financial memo included in the packet
includes the items she is highlighting with this report. She has also included the
March financial statements and a PPP loan summary. At the end of March, our
budget target is 25% as we are now a quarter of the way through the year. You will
see that we are at 20% of projected revenue and our spending is at 23% of
projected spending, so while we are continuing to miss our targets, the margins are
quite small. On our balance sheet, you will notice increased unearned revenue for
the town center, meaning that people continue to book us for events in the future.
Walker also pointed out a line item for our PPP loan payable. We have utilized
approximately 20% of those funds by the end of March and we expect to have
utilized all of our PPP loans by May and are beginning to work on the loan
forgiveness documentation. You will also notice on the balance sheet that we have
added both the capital and operating reserves. Walker concluded with pointing out
that even with those additions, we still have a healthy fund balance. With no
questions, Chair Kinney turned the meeting over to CEO Rawn.
c. CEO Report, Molly Rawn
HMR highlights. March collections are up over 9% over last year, this is significant
as it compares February 2020 (a non-Covid month) to February 2021. Our lodging
is still down while past dues collections amounts are quite high, showing us that
some organizations are beginning to be able to catch up.
Rawn shared some tourism successes: The Oz Trails US Pro Cup was held for two
weekends in April and was the first professional mountain biking we have had in the
U.S. since Covid. We had over 1,300 participants with at least that many
spectators. Our earned media exceeded our expectations and we had many busy
lodging partners and we saw license plates from all over the country.
The Hyatt Hotel also opened and has enjoyed some sold out weekends. We have
also had other leisure and sport travel so far in April and hope to have good
reporting to share next month.
Rawn shared an update on Cyclo-cross. Experience Fayetteville has a contract with
UCI to put on the January 2022 world championships. We are in regular
communication with both UCI and our funder for this event, the Walton Family
Foundation, and see this event moving forward successfully. We have parted ways
with our previous race director and are in the process of securing a new race
director, with a contract coming to the commission before or at our next meeting.
We feel very positive about this and feel good about the economic impact the event
will have for the city of Fayetteville.
Rawn also pointed toward another great thing to look forward to, we've been
selected as a location for the Spartan Trail US Championship which will be held at
Mt. Kessler. With four races and a $12,000 purse, we expect to bring in 1,100
people. She is very proud of the work the team did to bring this event to
Fayetteville.
Rawn addressed the recent state legislation that has come from the state that has
painted our state in a bad light and created a lot of talk about negative impact on
both tourism and our economy. The recent proposed and passed anti-LGBTQ+
legislation has caused a lot of concern. We will continue to speak out about it via our
individual conversations and primarily through our memberships with both Arkansas
Association of CVB's and the Arkansas Hospitality Association. You may be aware
of several threats of boycott of travel to Arkansas, however, we are not aware of any
business we have lost because of this legislation.
She reminded the group of the 2014 North Carolina bathroom bill which did a lot of
economic damage until the law was repealed. She said that we are monitoring the
situation and the potential impact.
Finally, Rawn pointed out how nice the Fayetteville Town Center plaza looks as it
has now been resurfaced and has new lights. She greatly appreciates Wade
Abernathy with the city for overseeing this project and is grateful for the bond
initiative that helped to fund this. Additionally, the town center bathrooms are open
again during the week and on Saturdays for the farmers' market.
With Rawn concluding her report, she acknowledged that Chair Kinney may have
items to add. Chair Kinney voiced her concern over the possibility or risk of
organized groups boycotting, mentioning the NCAA. Rawn said we would certainly
continue to talk about the impact this legislation could have and to stay in touch with
organizations such as the university to understand what is happening.
d. Marketing Report presented by Hazel Hernandez, Vice President of Marketing and
Communications
We have started reaching back into our targeted markets of Little Rock and Dallas
and have kept our local, Northwest Arkansas market. Our online guide requests
remain heavy, and our site is seeing increased traffic.
Hernandez gave an overview of 2021 media plan. Our 2021 advertising budget is
$400,000 and our target markets remain Little Rock, Dallas/Ft. Worth, Tulsa,
Kansas City, and NWA. We removed the Oklahoma City market because of budget.
Something new we are doing this year is holding some of our media dollars; we are
holding back about 44% for use later in the year. She also pointed out that most of
our media is digital, 90%, with print being 10%. We are adding a Denver media
flight this year and seeing good engagement.
Our Restaurant Flight, running January 18- May 4t" is "Find Away, it's closer than
you think" which is a promotion to our Northwest Arkansas market.
Our Spring flight, which ran March 15-28I", showed great engagement with
Commissioner Prysby adding that he thinks it's great that we are using so much
video as the engagement is always high.
e. Chair Kinney opened the last agenda topic, discussion on returning to in person
meetings in May and the ability to vote/participate virtually moving forward.
Many of the commissioners said they were ready to meet in person. To answer
Commissioner Sanderson's question, Rawn will check in with the city on our ability
to offer a hybrid meeting model post pandemic to address the possibility of attending
and voting virtually when needed. Martin asked that we look at June thinking that
the mask ordinance may be removed at that point as he would prefer to meet
without a mask. Rawn will get more information on what the city council plans to do
with the mask mandate and in person meetings as we follow the guidelines of the
city with our commission meetings. Chair Kinney said we will host our May meeting
in the virtual format. CEO Rawn shared the meeting schedule for the remainder of
the year, which showed us meeting the 4t" Monday of the month.
Adjourn: With no further business or announcements, Chair Kinney ended the
meeting at 2:42 p.m.
Minutes submitted by Amy Stockton, Director of Operations, Experience Fayetteville
I Vrd I rill I I I Monthly A&P Tax Collections 2021 **
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Prior Dues Collected
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Total HMR Collected
wious YTD (Jan -Apr) HMR A&P Tax Collection Tot,
M17 2018 2019 2020 2021
................................................................................
i7711185 $1,114,680 $111541470 $1,056,837 S191319,1
1.63% 5.75% 3.57% -8.46% 7.10%
% change over previous year
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** This represents one half of the total HMR collections. The other half supports the Parks and Recreation department.
CEO's Report
April 2021
HMR collections for the month of April (representing March activity)
A. Lodging represents an 100% increase over April 2020
B. Restaurants show an 55% increase over April 2020
C. Past due amounts continue to come in
Visitor Activity
A. Our average daily rate (ADR) is down 12% year to date
B. Our occupancy rate is down 5%
C. This gap between 2020 and current continues to narrow each month
D. April saw 455 in the visitors center. The most recent year for comparison is April
2018, and we are down 45%
E. We captured $2,044 in sales
III. Finance Snapshot
A. Total Revenue YTD: $1,174,744 or 29.5%
1. April 2021 Revenue target 33% of budget or higher
B. Total Expenditure YTD: $1,182,621 or 30%
1. April 2021 Expenditures target 33% or lower
IV. Town Center
A. We hosted 20 events for clients in April
B. Awaiting guidance from the city regarding the mask ordinance. At this time do
not intend to foresee we will require masks once the ordinance is repealed. Staff
will remain masked until further notice
C. Capacity remains reduced, but we are regularly evaluating
D. The ballrooms have been repainted; airwall repair is underway. Thank you for
your support of these important capital improvements.
E. The search for a full-time Events Manager has closed and we believe we have a
robust pool of qualified candidates.
V. Tourism around town
A. NCAA announces Fayetteville as host for softball regionals
B. Razorback Athletics announces a return to full capacity venues for baseball and
softball post -season
C. We announced a return of First Thursday on the square, August — October
D. Walton Arts Center and Theatre Squared live in -person ticket packages for the
20-21 season are on sale
Memo
To: Molly Rawn, CEO, Experience Fayetteville
Fayetteville Advertising & Promotion Commissioners
From: Jennifer Walker, VP Finance, Experience Fayetteville
Date: May 11, 2021
Re: Financial Statements — April 2021
P�r
This packet contains Experience Fayetteville Financial Statements for the month ended
April 30, 2021. The following reports are included in the packet:
Summary P&L Financial Statements for month ended April 30, 2021
Balance Sheet for month ended April 30, 2021
PPP Loan Summary
Modified Accrual Fayetteville A and P Commission
Statement of Budget, Revenue and Expense
Year -to -Date @ April 30, 2021
CONSOLIDATED
Year -to -Date
Actual
Budget
Over/(Under)
Budget
%of Budget
Revenue
Hotel, Motel, Restaurant Taxes Revenue
1,131,838
3,460,576
(2,328,738)
32.7%
Rental Revenue
26,297
350,250
(323,953)
7.5%
Event Revenue
887
37,500
(36,613)
2.4%
Visitor Center Store Revenue
5,189
45,258
(40,069)
11.5%
Parking Revenue
4,716
21,500
(16,784)
21.9%
Advertising Revenue
200
8,000
(7,800)
2.5%
Other Revenue
1,363
-
1,363
0.0%
WFF Cycling Coordinator Grant
-
31,190
(31,190)
0.0%
Interest and Investment Revenue
4,253
21,500
(17,247)
19.8%
Total Revenue
1,174,744
3,975,774
(2,801,030)
29.5%
Expenses
Operating Expenses
Rental Expenses
2,991
68,690
(65,699)
4.4%
Event Expenses
11,575
73,800
(62,225)
15.7%
Visitor Center & Museum Store
10,570
41,560
(30,990)
25.4%
Personnel
365,011
1,329,680
(964,669)
27.5%
Sales & Marketing
283,634
961,675
(678,041)
29.50o
Office and Administrative
175,175
593,369
(418,194)
29.5%
Bond Payments
233,665
707,000
(473,335)
33.1%
Theatre5quared Contribution
100,000
200,000
(100,000)
50.0%
Total Operating Expenses
1,182,621
3,975,774
(2,793,153)
29.7%
Net Operating Income/(Loss)
(7,877)
-
(7,877)
0.0%
Other Income
Unrealized Gain/(Loss) on Investments
351,710
0.0%
Other Expenses
FIFE & Improvements
21,834
155,000
(133,166)
14.1%
Depreciation Expense
46,667
0.0%
Cost of Goods Sold
(839)
0.0%
Net Income/(Loss) (without Cyclocross Grants)
276,171
(155,000)
79,461
-178.2%
Net Income/(Loss) for Cyclocross Events
407,479
Total Net Income/(Loss)
683,650
Modified Accrual Fayetteville A and P Commission
Statement of Budget, Revenue and Expense
Year -to -Date @ April 30, 2021
Experience Fayetteville
Year -to -Date
Actual
Budget
over/(Under)
Budget
% of Budget
Revenue
Hotel, Motel, Restaurant Taxes Revenue
1,131,838
3,460,576
(2,328,738)
32.7%
Event Revenue
1,894
26,500
(24,606)
7.1%
Visitor Center Store Revenue
5,189
45,258
(40,069)
11.5%
Advertising Revenue
200
8,000
(7,800)
2.5%
WFF Cycling Coordinator Grant
1,363
31,190
(29,827)
4.4%
Interest and Investment Revenue
3,777
19,000
(15,223)
19.9%
Total Revenue
1,144,261
3,590,524
(2,446,263)
31.9%
Expenses
Operating Expenses
Event Expenses
10,411
62,800
(52,389)
16.6%
Visitor Center & Museum Store
10,570
41,560
(30,990)
25.4%
Personnel
273,754
910,718
(636,964)
30.1%
Sales & Marketing
283,484
942,375
(658,891)
30.1%
Office and Administrative
90,222
302,799
(212,577)
29.8%
Bond Payments
233,665
707,000
(473,335)
33.1%
TheatreSquared Contribution
100,000
200,000
(100,000)
50.0%
Total Operating Expenses
1,002,106
3,167,252
(2,165,146)
31.6%
Net Income/(Loss) Before Other Revenue and Expenses
142,155
423,272
(281,117)
33.6%
Other Income
Unrealized Gain/(Loss) on Investments
351,710
-
351,710
0.0%
Other Expenses
FFE & Improvements
-
15,000
(15,000)
0.0%
Depreciation Expense
25,111
Cost of Goods Sold
(839)
Net Income/(Loss)
469,594
408,272
(290,388)
115.0%
Modified Accrual Fayetteville A and P Commission
Statement of Budget, Revenue and Expense
Year -to -Date @ April 30, 2021
Town Center
Year -to -Date
Actual
Budget
Over/(Under)
Budget
o of Budget
/
Revenue
Rental Revenue
24,403
350,250
(325,847)
7.0%
Event Revenue
887
11,000
(10,113)
8.1%
Parking Revenue
4,716
21,500
(16,784)
21.9%
Interest and Investment Revenue
477
2,500
(2,023)
19.1%
Total Revenue
30,483
385,250
(354,767)
7.9%
Expenses
Operating Expenses
Rental Expenses
2,991
68,690
(65,699)
4.4%
Event Expenses
1,165
11,000
(9,835)
10.6%
Personnel
91,256
418,962
(327,706)
21.8%
Sales & Marketing
150
19,300
(19,150)
0.8%
Office and Administrative
84,953
290,570
(205,617)
29.2%
Total Operating Expenses
180,515
808,522
(628,007)
22.3%
Net Income/(Loss) Before Other Revenue and Expenses
(150,033)
(423,272)
273,239
35.4%
Other Expenses
FFE & Improvements
21,834
140,000
(118,166)
84.4%
Depreciation Expense
21,556
Net Income/(Loss)
(193,422)
(563,272)
369,850
34.3%
Modified Accrual Fayetteville A and P Commission
Statement of Budget, Revenue and Expense
Year -to -Date @ April 30, 2021
Cyclocross Events
Year -to -Date
Actual
Budget
Over/(Under)
Budget
o
/ of Budget
Revenue
Other Revenue
Cyclocross Grant Funds
750,666
675,000
75,666
111.2%
Cyclocross Events Revenue
-
288,500
(288,500)
0.0%
Interest and Investment Revenue
725
3,000
(2,275)
24.2%
Total Revenue
751,390
966,500
(215,110)
77.7%
Expenses
Operating Expenses
Marketing
260
-
260
0.0%
Office and Administrative Expenses
133
2,500
(2,367)
5.3%
Cyclocross Events
343,519
1,342,089
(998,570)
25.6%
Total Operating Expenses
343,911
1,344,589
(1,000,678)
25.6%
Net Income/(Loss)
407,479
(378,089)
785,568
-107.8%
Fayetteville A&P Commission
Balance Sheet
As of April 30, 2021
ASSETS
Current Assets
Cash
1,749,812
Investments
1,199,080
Accounts Receivable
378,111
Prepaid Expenses
19,253
Deposits
30,617
Visitors Guide Trade
3,502
Inventory Asset
12,905
Total Current Assets
3,393,280
Other Assets
Capital Assets
Furniture & Fixtures
96,641
Equipment
498,597
EF/CVB Building
940,410
EF/CVB Land
198,621
Building Additions
971,952
Walker -Stone House
1,167,218
Accumulated Depreciation
(1,267,947)
Total Other Assets
2,605,491
TOTAL ASSETS 5,998,771
LIABILITIES AND EQUITY
Current Liabilities
Accounts Payable 31,207
Unearned Revenue 158,908
PPP Loan Payable 245,900
Total Liabilities 436,016
Equity
Unreserved Fund Balance
2,879,105
Operating Reserve
1,000,000
Capital Reserve
1,000,000
Temporarily Restricted Funds
-
Net Revenue
Gain/(Loss) on Investments
351,710
Net Revenue without Cyclocross
(75,539)
Net Revenue for Cyclocross
407,479 683,650
Total Equity
5,562,755
TOTAL LIABILITIES AND EQUITY 5,998,771
Fayetteville A and P Commission
PPP Loan Program Summary
Year -to -Date @ April 30, 2021
PPP Loan 2021
Year -to -Date, April 30 2021
Actual
Budgeted
Variance
Percent Spent
Inflows
Loan Funds Received
245,900
245,900
-
100.0%
Total Inflows
245,900
245,900
-
100.0%
Outflows
Personnel
Payroll
126,543
200,000
73,457
63.3%
Benefits
12,229
23,900
11,671
51.2%
Other
Rental Expenses (Town Center)
2,000
2,000
-
100.0%
Utilities
13,178
20,000
6,822
65.9%
Total Operating Expenses
153,950
245,900
91,950
62.6%
Remaining Funds Available
91,950
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Registration now open! I
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42,63 & 109-mile courses r`V
35% entries reserved for women
Learn more at experiencefayettville.com
REGISTRATION
OPEN FOR 2021
CHINKAPIN HOLLOW
GRAVEL GRINDER
Ozarks dirt road adventure in
Fayetteville Oct. 24
Gravel riders rejoice! Registration is now
Route options for the G h inkapin Hallow Gravel Grind or incl ode 42,63
and 109-m He courses, all of wh ish feature rolli ng, canopy covered
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Grinder has a stated goal to double the
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Courses also feature long stretches of
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rolling and canopy covered gravel roads
at Lake Wedington Recreation Area just
that descend through historic Ozark
For more information, including race
west of town.
communities and hamlets, some ofwhich
schedule, course details and how to
were settled in the 1800s. With different
register, visit experiencefayetteville.com
Route options include 42, 63 and 109-
course lengths for different comfort levels,
and look for the Chinkapin Hollow Gravel
mile courses, all of which wind through everyone will have a full day of gravel racing. Grinder under the events listing
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Fayetteville will be the home to the
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11
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Experience Fayetteville
Event Management Consulting and Operations Agreement
This Event Management Consulting and Operations Agreement together with the Exhibits attached
hereto ("Agreement") is made and entered into effective as of April 21, 2021, by and between
Fayetteville Advertising and Promotion Commission, d.b.a. Experience Fayetteville, a
governmental agency established by Ordinance No. 2310 of the City of Fayetteville pursuant to
Arkansas law (Ark. Code Ann. § 26-75-605) , having its principal offices at 21 S. Block Ave.,
Fayetteville, AR ("Experience Fayetteville"), and Medalist Sports, LLC ("Medalist"), having an
office at P.O. Box 415, Tyrone, GA 30290.
WHEREAS, Experience Fayetteville is an entity with an intention to host and facilitate the
2021 UCI World Cup Cyclocross (`FayetteCross') event October 13th, as well as the 2022 UCI
Cyclocross World Championships, January 29-30, 2022.
WHEREAS, Experience Fayetteville owns the rights to host the two Events (each, the
"Event");
WHEREAS, Experience Fayetteville desires Medalist to become the exclusive official
operator, marketing and management consulting group for the two Events, hosted by Experience
Fayetteville.
WHEREAS, Experience Fayetteville and Medalist desire to enter into a mutually beneficial
agreement allowing Medalist to use the Experience Fayetteville and Event names and logos in
connection with its status as the official operators of the event.
THEREFORE, in consideration of the terms and conditions set forth below, the following is
agreed mutually agreed upon:
Scope of Work
Medalist agrees to provide to Experience Fayetteville those services and other deliverables as
described in this Agreement (collectively, the "Deliverables").
Medalist acknowledges and agrees that any Deliverables (and all associated documentation) that are
produced or result from any work under this Agreement shall be owned solely by Experience
Fayetteville upon creation and Medalist shall have no rights in such property and Medalist agrees to
execute any and all documents or to take any actions which may be necessary to fully effectuate the
terms and conditions of this paragraph. Exclusive of this statement are such work products
designed, procured or financed by Medalist Sports, LLC for the benefit of Experience Fayetteville,
such as an operational database.
During the Term of this Agreement, Medalist shall assist Experience Fayetteville with the
management and operation of the Event as described in Exhibit A and as summarized below:
1
Areas of Consultation and Management Responsibility (in support of Experience Fayetteville)
Executive Management
Project Management
Ancillary Event Development
Sponsorship Development
Administrative Support
Client Service/Sponsor Fulfillment
Hospitality Management
Television Broadcast/Production
Technical Services
Ticketing Management
Site ProductionNenue
Operations
LOC Communications
UCI + USA Cycling Liaison and Communications
Experience Fayetteville shall be generally responsible for those items listed on Exhibit B.
Duration of Agreement
The Agreement with Medalist shall be for the period April 21, 2021 through March 31, 2022.
Delivery and Payment
All of the Deliverables shall be completed and provided to Experience Fayetteville no later than the
dates specified in Medalist's Proposal and this Agreement. Subject to review and approval by
Experience Fayetteville of the Deliverables as well as satisfactory progress toward timely
completion of the Deliverables, payment for the Deliverables shall be made upon review and
approval of the Deliverables by Experience Fayetteville in the amounts set forth in Medalist's
Proposal in accordance with the terms set forth in this Agreement.
Cure & Cover
If Medalist fails or Experience Fayetteville reasonably concludes that there is a reasonable
likelihood that Medalist will not be able to timely perform all of its obligations under this
Agreement, Experience Fayetteville may (in addition to any other contractual, legal or equitable
remedies) proceed to take any of the following actions after written notice to Medalist and five (5)
days for Medalist to respond and/or remedy the condition:
Withhold any monies then or next due to Medalist; or;
Obtain the services and Deliverables (or equivalent) or portion thereof (or equivalent) from a third
parry, pay the third party for same, and withhold the amount so paid from any money then or
thereafter due Medalist.
Subcontract(s)
Medalist will negotiate, but Experience Fayetteville will be responsible for entering into, all Event -
related contracts, including contracts with vendors, suppliers and subcontractors who will be
providing products and services in support of the Event. All expenses associated with these Event -
related contracts will be paid from within the Experience Fayetteville Event Operations Budget
(Exhibit Q. Any expenses which occur outside of the Event Operations Budget shall be
specifically identified as such by Medalist and presented to Experience Fayetteville for approval.
All contracts with Event vendors, suppliers and subcontractors will need to include appropriate
insurance and indemnification requirements so that Experience Fayetteville and Medalist are
adequately protected against claims arising out of the products and/or services of said parties.
No Assignment
Medalist shall not subcontract, assign or otherwise permit anyone other than Medalist personnel to
perform any of the work and/or provide any of the deliverables under this Agreement, or assign any
of its rights or obligations hereunder, without the prior written consent of Experience Fayetteville.
No subcontract, which Medalist enters into with respect to the performance of work and/or
provision of deliverables under the Agreement, shall in any way relieve Medalist of any
responsibility for any performance under the Agreement.
Medalist will subcontract, at Medalist's expense, some of its Event Management and Operations
Consulting obligations to individuals with the required expertise. Such personnel shall dedicate
their non-exclusive efforts for the fulfillment of all of Medalist's obligations as set forth herein.
Termination
In the Event that Medalist breaches any material term or condition of the Agreement or any other
event occurs which demonstrates a reasonable likelihood that Medalist is unable or unwilling to
fulfill its obligations under this Agreement, Experience Fayetteville may immediately terminate this
Agreement without further notice.
This Agreement may also be immediately terminated without further notice in the event that any of
the following occurs:
1. Medalist becomes insolvent or liquidation or dissolution of Medalist begins;
2. A voluntary or involuntary bankruptcy petition is filed by or against Medalist under the
U.S. Bankruptcy Code or any similar petition under any state insolvency law;
3. An assignment is made by Medalist for the benefit of creditors; or;
4. A proceeding for the appointment of a receiver, custodian, trustee or similar agent is
initiated with respect to Medalist.
Termination By Experience Fayetteville
Experience Fayetteville may terminate this Agreement at any time without cause upon thirty (30)
days prior written notice to Medalist stating the intended date of termination.
Payments Due In The Event of Termination By Experience Fayetteville
In the event this Agreement is terminated by Experience Fayetteville without cause, Experience
Fayetteville shall pay Medalist for any outstanding monthly management/service fees related to that
month of cancellation.
Medalist will also be compensated by Experience Fayetteville for any outstanding expenses
incurred on behalf of Experience Fayetteville.
Upon any termination or other expiration of this Agreement, Medalist shall return to Experience
Fayetteville all papers, materials and other documents used or developed in connection with
3
providing the Deliverables under this Agreement prior to the effective date of termination or
expiration of the Agreement.
Initial Budget
Attached to this Agreement, as Exhibit C, is the Initial Budget for Experience Fayetteville as
proposed by Medalist and agreed to by Experience Fayetteville. Any modifications or revisions of
the Initial Budget must be approved in writing by Experience Fayetteville.
Reporting Requirements
In addition to any reporting requirements, Medalist shall provide as part of the invoicing process
monthly reports to Experience Fayetteville to report the status of Medalist's performance under the
Agreement and Medalist's progress toward fulfilling the requirements of the Agreement.
Records Retention
Medalist agrees to make available at all reasonable times during the period set forth below any of
the records of the contracted work for inspection or audit by any authorized representative of
Experience Fayetteville or its authorized accounting firm. Medalist shall preserve and make
available its records for a period of five years from the date of final payment under this Agreement,
and for such longer period, if any, as is required by applicable statute. If the Agreement is
completely or partially terminated, the records relating to the work terminated shall be preserved
and made available for a period of three years from the date of any resulting final settlement.
Records which relate to appeals, litigation, or the settlements of claims arising out of the
performance of this Agreement, or costs and expenses of any such agreement as to which exception
has been taken by the Arkansas State Auditor or any of his duly authorized representatives, shall be
retained by Medalist until such appeals, litigation, claims or exceptions have been disposed of.
Relationship of the Parties
Medalist warrants that all work performed by or on behalf of Medalist under this Agreement shall
be performed as an independent contractor. Medalist shall be responsible for compliance with all
laws, rules and regulations involving its respective employees, including (but not limited to)
employment of labor, hours of labor, health and safety, working conditions, workers' compensation
insurance, and payment of wages. Medalist agrees to indemnify and hold harmless Experience
Fayetteville from any loss resulting from the breach of these warranties. This Agreement shall not
be construed so as to create a partnership or joint venture between Medalist and Experience
Fayetteville or any of the agencies of the State of Arkansas.
Indemnification
Medalist shall indemnify, defend and hold harmless Experience Fayetteville and their officers,
directors, employees, agents and volunteers (the "Experience Fayetteville Parties") from and against
any and all claims, demands, damages, liabilities, lawsuits, losses or expenses, including without
limitation, interest, penalties, reasonable attorney's fees, and all amounts paid in the investigation,
defense or settlement of the foregoing (the "Claim" or "Claims") arising out of or in connection
with (i) any negligent acts or misconduct by Medalist in the performance of its services pursuant to
this Agreement; or (ii) the breach or nonperformance of any obligation of Medalist under this
Agreement. Medalist's obligation to indemnify, defend and hold harmless does not apply to the
extent that any such Claim arises solely out of the negligence or misconduct of Experience
Fayetteville or the Experience Fayetteville Parties.
al
Experience Fayetteville shall indemnify, defend and hold harmless Medalist, its Owner/President,
shareholders, employees and agents (the "Medalist Parties") from and against all Claims arising out
of or in connection with (i) any negligent acts or misconduct by Experience Fayetteville or the
Experience Fayetteville Parties; or (ii) the breach or nonperformance of any obligation of
Experience Fayetteville under this Agreement. Experience Fayetteville's obligation to indemnify,
defend and hold harmless does not apply to the extent that any such Claim arises solely out of the
negligence or misconduct of Medalist or the Medalist Parties.
Insurance
(a) Medalist Provided Insurance: Throughout the term of this Agreement, Medalist shall
provide and maintain, at its expense, the following insurance:
(i) Commercial General Liability insurance with limits not less than $1,000,000 each
occurrence and $2,000,000 in the aggregate. Such insurance shall include coverage for contractual
liability (applying to the terms and conditions of this Agreement), products -completed operations,
personal and advertising injury, premises damage legal liability, property damage and bodily injury
liability (including death).
(ii) Workers' Compensation insurance covering Medalist's employees with limits as
required by statutory law, including Employer's Liability coverage with limits not less than
$1,000,000 each accident, $1,000,000 disease -each employee and $1,000,000 disease -policy limit.
(iii) Auto Liability insurance covering liability arising out of the use, maintenance or
operation of any hired, owned and non -owned vehicles by Medalist in the performance of its
Services, with limits not less than $1,000,000 each accident combined single limit for bodily injury
and property damage.
(iv) Umbrella and/or Excess Liability insurance with limits not less than $2,000,000 each
occurrence shall apply in excess of and on a following form basis to the primary Commercial
General Liability, Employer's Liability and Auto Liability policy limits.
All such insurance to be maintained by Medalist shall be (1) secondary to the insurance coverage
afforded through sanctioning by USA Cycling and any supplemental insurance coverage placed by
Experience Fayetteville to protect the Event organizers and sponsors in connection with the Event,;
(2) shall be written by insurance companies with ratings of "A" or better in the latest edition of the
A.M. Best key rating guide; and (3) shall provide that coverage may not be materially changed,
reduced or canceled unless thirty (30) days prior written notice thereof is furnished to Experience
Fayetteville.
(b) Experience Fayetteville Provided Insurance: Throughout the term of this Agreement and for
the duration of the Event, Experience Fayetteville shall provide and maintain as an Event expense
the following policies of insurance which shall protect Experience Fayetteville and Medalist on a
primary and "Named Insured" basis from any and all Claims arising out of or in connection with the
Event:
(i) Commercial General Liability insurance with limits not less than $1,000,000 each
occurrence and $2,000,000 in the aggregate. Such insurance shall include coverage for contractual
liability (applying to the terms and conditions of this Agreement), products -completed operations,
5
personal and advertising injury, participant legal liability, premises damage legal liability, fireworks
liability (if applicable), liquor liability (if applicable), contingent/incidental medical professional
liability, property damage and bodily injury liability (including death).
(ii) Automobile Liability insurance covering liability arising out of the use, maintenance
or operation of any vehicles (including motorcycles) in connection with the Event, with limits not
less than $1,000,000 each accident combined single limit for bodily injury and property damage;
and Auto Physical Damage providing coverage for Comprehensive and Collision related damages
to the Vehicles used in connection with the Event.
(iii) Workers' Compensation insurance covering Experience Fayetteville's employees
who are providing support in connection with the Event, with limits as required by statutory law,
including Employer's Liability coverage with limits not less than $1,000,000 each accident,
$1,000,000 disease -each employee and $1,000,000 disease -policy limit.
(iv) Umbrella and/or Excess Liability insurance with limits not less than $4,000,000 each
occurrence shall apply in excess of and on a following form basis to the primary Commercial
General Liability, Automobile Liability and Employer's Liability policies.
(v) Participant Accident insurance covering all athletes, coaches, officials and Event
volunteers participating in the Event with limits not less than $10,000 per participant for Accident
Medical coverage and $1,000 per participant for AD&D coverage.
(vi) Any other insurance necessary and appropriate for the organization and staging of
the Event and related functions and activities.
All insurance to be maintained by Experience Fayetteville shall be (1) primary to any insurance
maintained by Medalist with respect to Claims arising out of the Event; (2) shall include both
Experience Fayetteville and Medalist as Named Insureds (except for the Workers' Compensation
policy); (3) shall be written by insurance companies with ratings of "A" or better in the latest
edition of the A.M. Best key rating guide; and (4) shall provide that coverage may not be materially
changed, reduced or canceled unless thirty (30) days prior written notice thereof is furnished to
Experience Fayetteville and Medalist.
Experience Fayetteville shall be responsible for the cost of (1) any deductibles under the Event
insurance policies; and (2) any Claims that are not covered under or have the potential for liability
in excess of the limits afforded through the USA Cycling and supplemental insurance policies
covering the Event.
At least 30 days prior to the Event, Experience Fayetteville shall deliver to Medalist copies of the
insurance policies placed in connection with the Event.
In the event that Experience Fayetteville neglects, refuses or fails to provide or maintain any of the
insurance required under this Agreement or if such insurance is canceled for any reason, Medalist
shall have the right, but not the duty, to procure or maintain the same. In the event Medalist does
procure or maintain such insurance, Medalist shall have, in addition to any and all other available
remedies, the right to recover from Experience Fayetteville all of the costs associated with
procuring or maintaining such insurance.
Co
Inclusion and Priority of Documents
The Medalist's Proposal (and any documents referenced therein) are incorporated into this Contract
by reference and form an integral part of this Contract. In the Event of a conflict between
Medalist's Proposal and the Contract, the Contract shall govern.
Taxes
Medalist will pay all taxes lawfully imposed upon it with respect to this Agreement. By this
paragraph, Experience Fayetteville makes no representation whatsoever as to the liability or
exemption from liability of Medalist to any tax imposed by any governmental entity.
Compliance with All Laws
Medalist shall comply with all laws, ordinances, rules and regulations of any governmental entity
pertaining to its performance pursuant to this Agreement.
Survival of Representations
The terms, provisions, representations and warranties contained in this Agreement shall survive the
termination of this Agreement.
Notice
All notices under this Agreement shall be deemed duly given: Upon delivery, if delivered by hand
or overnight delivery (against receipt); or three days after posting, if sent by Registered or Certified
Mail, Return Receipt Requested; to a parry hereto at the address set forth below or to such other
address as a party may designate by notice pursuant hereto:
Medalist Sports, LLC:
Experience Fayetteville:
7
Medalist Sports, LLC
P.O. Box 415
Tyrone, GA 30290
Attn: Chris Aronhalt
Experience Fayetteville
Attn: Molly Rawn
21 S. Block Ave.
Fayetteville, AR
Time Is Of The Essence
Time is of the essence in this Agreement. Any reference to "days" shall be deemed calendar days
unless otherwise specifically stated.
Severability
Any section, subsection, paragraph, term, condition, provision or other part (hereinafter collectively
`part') of this Agreement which is judged, held, found or declared to be voidable, void, invalid,
illegal or otherwise not fully enforceable shall not affect any other part of this Agreement, and the
remainder of this Agreement shall continue to be of full force and effect as set out herein. Any
agreement of the parties to amend, modify, eliminate or otherwise change any part of this
Agreement shall not affect any other part of this Agreement, and the remainder of this Agreement
shall continue to be of full force and effect as set out herein.
Publicity
Any publicity pertaining to or produced for this Agreement, including, but not limited to, notices,
information pamphlets, press releases, research, reports, signs, print media and similar public
notices prepared by or for Medalist shall identify Experience Fayetteville and Experience
Fayetteville as sponsoring institution, and shall not be released prior to approval by Experience
Fayetteville; however, Medalist may reference this Agreement in proposals for other contracts
without approval.
Authority
Experience Fayetteville's Executive Director, is authorized to sign this Agreement on behalf of
Experience Fayetteville pursuant to the provisions of Experience Fayetteville operating agreement.
Medalist warrants that it has full power and authority to enter into and perform this Agreement, and
the person signing on behalf of Medalist has been properly authorized and empowered to enter into
this Agreement. Medalist further acknowledges that it has read this Agreement, understands it, and
agrees to be bound by it.
Parties Bound
This Agreement shall be binding on and inure to the benefit of the parties to this Agreement and
their respective heirs, executors, administrators, legal representatives, successors and assigns.
Choice of Law and Venue
This Agreement shall be governed in all respects by the laws of the State of Arkansas. Any lawsuit
or other action based upon or arising from this Agreement shall be brought in a Court or other
forum of competent jurisdiction in the State of Arkansas.
Amendments in Writing
No amendments to this Agreement shall be effective unless it is in writing and signed by duly
authorized representatives of the parties.
NO REPRESENTATION, REQUEST, INSTRUCTION, DIRECTIVE OR ORDER, MADE OR
GIVEN BY ANY OFFICIAL OF MEDALIST OR THE EXPERIENCE FAYETTEVILLE, WHETHER
VERBAL OR WRITTEN, SHALL BE EFFECTIVE TO AMEND THIS AGREEMENT OR
EXCUSE OR MODIFY PERFORMANCE HEREUNDER UNLESS REDUCED TO A FORMAL
AMENDMENT AND EXECUTED AS SET FORTH ABOVE. MEDALIST SHALL NOT BE
ENTITLED TO RELY ON ANY SUCH REPRESENTATION, REQUEST, INSTRUCTION,
DIRECTIVE OR ORDER AND SHALL NOT, UNDER ANY CIRCUMSTANCES
WHATSOEVER, BE ENTITLED TO ADDITIONAL COMPENSATION, DELAY IN
PERFORMANCE, OR OTHER BENEFIT CLAIMED FOR RELYING UPON OR RESPONDING
TO ANY SUCH REPRESENTATION, REQUEST, INSTRUCTION, DIRECTIVE OR ORDER.
Other Provisions
Additional obligations of Medalist not specified in the agreement or in Medalist's proposal:
a. All requirements described in this Agreement and all representations set forth in Medalist's
Proposal.
b. Medalist agrees not to start any new work which is not within the scope of the approved
budget without the prior written approval of the Managing Member of Experience
Fayetteville
c. Within the scope of the approved budget, Medalist is authorized to purchase necessary
materials and services required to produce and stage the Experience Fayetteville event,
requested by Experience Fayetteville. All such materials and services shall become the
Experience Fayetteville's property upon purchase, except in such cases when it is impossible
or impractical to purchase such materials. In such cases, Medalist is authorized to negotiate
and purchase the rights to lease and/or rent materials and services, as approved by
Experience Fayetteville
d. Medalist agrees to exercise its best judgment in the preparation of and recommendations for
executing the Event for Experience Fayetteville, with a view toward avoiding any claims,
proceedings, or suits being made or instituted against Experience Fayetteville or Medalist.
All Operational/Advertising/Marketing/Public Relations/Communications efforts or
materials by Medalist related to the Event shall be approved by the Experience Fayetteville
prior to public dissemination.
e. Nothing contained in the Agreement shall be deemed to require that Medalist undertake any
action (operational activities, prepare any advertising material or publicity, or cause the
publication of any advertisement or article, etc.) which, in Medalist's judgment, would be
misleading, indecent, libelous, unlawful, or otherwise prejudicial to either Experience
Fayetteville or Medalist's interest.
f. Except as described in section 1.13, all work products and materials created for this
Agreement or for the Event are the sole property of the Experience Fayetteville, and are to
be surrendered to the Experience Fayetteville upon demand.
g. Neither Medalist nor any of its agents, servants, or employees shall become or be deemed to
become servants or employees of the Experience Fayetteville. Medalist and all such agents,
servants, and employees shall for all purposes be deemed to be independent contractors, and
this Agreement shall not be construed so as to create partnership or joint venture between
Medalist and Experience Fayetteville, or any of its other contractors.
h. Direct Reimbursable Expenses - Prior Approval of Experience Fayetteville
9
Medalist agrees to secure the Experience Fayetteville's prior written approval of all direct
reimbursable efforts.
Obligations of Experience Fayetteville
a. Experience Fayetteville agrees to aid Medalist in these efforts by making available to
Medalist certain relevant information pertaining to the Event and to cooperate with Medalist
in expediting its work.
b. Experience Fayetteville shall be responsible for verifying the accuracy, completeness, and
propriety of information concerning the event and its products and services that Experience
Fayetteville furnishes to Medalist in connection with the performance of this Agreement.
c. Experience Fayetteville agrees to be financially responsible for all expenditures approved by
it and for any service charges relating thereto, in accordance with the provisions of this
Agreement.
Costs and Expenditures
Experience Fayetteville shall reimburse Medalist for all costs incurred and expenditures made on
behalf of Experience Fayetteville for approved work, except as specifically provided herein. In
addition, Experience Fayetteville shall compensate Medalist as provided in "Compensation", below.
Experience Fayetteville will pay Medalist its Management Fee (Fee), invoices for direct
reimbursable expenses and for subcontracts approved by and executed on behalf of Experience
Fayetteville and Experience Fayetteville.
Experience Fayetteville will not reimburse Medalist for travel expenses unless such travel has the
prior written approval of the Experience Fayetteville. All costs and direct reimbursable expenses
will be billed as described below.
Medalist shall provide a monthly invoice to the Experience Fayetteville, which itemizes all costs
and direct reimbursable expenses.
Compensation
Experience Fayetteville will compensate Medalist for the services provided under the terms of the
agreement:
Management Fee ("Fee"):
1) A total fee of $231,000, for production presented services as related to the 2021 and 2022
events. Management fee will be paid in the following schedule beginning with the month of
May 2021 and concluding the month of April 2022, based upon successful completion of
that month's services, and further based on the installment schedule as detailed in Medalist's
Proposal.
a. Contract Period (April 2021 — March 31, 2022)
i. $19,250 monthly payments
ii. Payments due 1 st of each month
iii. First payment due May 1, 2020 and final payment due March 31, 2022
10
2) Direct Reimbursable Expenses: Authorized out-of-pocket and reimbursable expenses will be
invoiced and paid on an actual cost basis. Detailed backup shall be provided to support all
invoiced costs. NOTE: As Experience Fayetteville is primarily financed by private
corporate sponsorships, all travel, lodging or meal reimbursement shall be subject - to the
extent practicable - to the per diem limits established by the policies of Experience
Fayetteville.
Payment
Medalist shall bill Experience Fayetteville on a monthly basis not earlier than the first day of the
calendar month following completion of the work to be billed. Experience Fayetteville agrees to
make payment in full on each invoice within fifteen (15) days of the Experience Fayetteville receipt
and approval of the invoice, except as provided below:
Experience Fayetteville may withhold payment of any itemized amount appearing on
Medalist's "Fee and Direct Reimbursable Expenses" statement which the Experience Fayetteville
questions as a correct and reasonable expense, until such questions are resolved.
Experience Fayetteville and Medalist mutually agree that any billing problems arising under
the provisions of subsections (a) will be resolved by the parties as expeditiously as possible.
Entire Agreement
This written Agreement, including all documents incorporated herein, constitutes the entire
agreement between the parties with respect to the subject matter; and, all other prior and
contemporaneous agreements, representations, statements, negotiations, and undertakings are
superseded hereby.
11
THE PARTIES HERETO ACKNOWLEDGE THAT THEY HAVE READ AND UNDERSTAND
THIS AGREEMENT, AND AGREE TO BE BOUND BY ALL TERMS, CONDITIONS AND
PROVISIONS OF THIS AGREEMENT, AS INDICATED BY THEIR SIGNING OF THIS
AGREEMENT.
Experience Fayetteville:
By:_
Name:
Title:
Molly Rawn
CEO
Medalist Sports, LLC:
By:_
Name:
Title:
Chris Aronhalt
Owner/President
Date:
Date:
12
Exhibit A
Medalist Sports
Scope of Services & Proposal
Experience Fayetteville
Project Focus
2021 FayetteCross (UCI World Cup), Fayetteville, AR — October 13
2022 UCI Cyclo-cross World Championships, Fayetteville, AR — January 29/30
Term
April 21, 2021 — March 31, 2022
Proposal
• Monthly management fee for consultation services only (Operating Budget is separate)
• Reimbursement of pre -approved travel expenses (airfare, hotel, car rental, per diem, misc.)
• Medalist Sports to be listed as a Named Insured on the USAC permit, as well as Medalist
insurance policy to be secondary to the primary policies provided by Experience Fayetteville.
• All contracts and payments to be executed by Experience Fayetteville.
Project Team (11-12 people), in coordination with Experience Fayetteville
• Owner/President — Medalist Sports
• VP, Finance — Medalist Sports
• Project Director (includes oversight of UCI Bid Manual requirements)
• COVID Officer (in coordination with local medical partner)
• Technical/Competition Director
• Operations Director
• Production/Venue Director
• TV/Broadcast Oversight
• Marketing/PR/Sponsorship (Sales) Oversight & Strategy
• Media Operations
• Client Service/Signage Manager
• Hospitality Director (and support of Ancillary Events)
• Ticketing Operations Manager
• Volunteer Management
13
Proposed Areas of Service
Project Management/UCI Liaison
• Input into the development, as well as implementation, of a project management plan including
timelines, action items, project status calls and reports, as well as direct communication with key
stakeholders — Experience Fayetteville, USA Cycling and UCI
• Development of a Local Organizing Committee, comprised of local leaders and enthusiasts
(volunteer basis) focused on specific areas of function
• Oversight, communication and implementation of all requirements outlined in the UCI Bid
Requirements Manual (dated 2019), as well as key liaison for communications and planning
• Input into the development, as well as tracking, of an operational budget
• Planning, collaboration and execution with the local MS Bike committee and volunteers, per market
• Develop written reporting mechanism
• Schedule and conduct regular update meetings/conference calls, as well as in -market site -visits
• Wrap Up Reports/Meeting — Medalist will submit wrap up report for the event in a timely manner
(30 days). Report will provide a candid portrayal of event and ways to continually improve moving
into future event.
Admin/Finance/Risk Management
• Development, coordination and frequent updates of overall project budget.
• Sourcing, hiring and managing all required staff (salary costs, including worker
compensation fees, to be reimbursed by Experience Fayetteville operating budget).
• Distribution of staff per diems (final amount pre -approved by Client. Per diem costs to be
reimbursed by operating budget).
• In coordination with the Client, Medalist to apply its expertise in the following areas of Risk
Management, and develop proper plans:
o Risk Identification and Exposure Analysis
o Development of Risk Management Strategies
o Insurance Placement and Consultation (Auto, Participant, GL, Umbrella, Participant
Accident, Liquor Liability)
o Contract Templates & Waiver Review
o Certificate of Insurance Administration (COI)
o Claims Management
COVID Protocols and Mitigation Plan
• In coordination with USA Cycling and the UCI, as well as State/County and City public
health officials, Medalist to evaluate and identify areas of precaution, planning and execution
with regard to proper standards, best practice and safety standards.
• In collaboration with the event medical partner, Medalist to contribute and create a working
COVID Mitigation Plan, including proper testing and symptom monitoring.
• Medalist to collaborate with Experience Fayetteville, on areas of innovation as related to
participant safety, interaction and communication.
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Technical/Competition Director
• Assist with NGB team presentations and communications
• Assist with NGB team invites, inquiries and communications regarding travel & logistics
• Coordination of international team travel with Director of Operations, event travel partners
and logistics company
• Oversight of international team needs — ie Visa applications, special travel requests, special
vehicle requests
• Participation and support of Project Director during Team Manager's / Official's meeting
• Input into course design, technical aspects, etc (as necessary)
• Development and review of Event's Technical manual, Housing manual, etc
• Review, understanding and input on UCI regulations and protocol
• On -site team liaison and trouble-shooter
• Provision of directions and schedule instructions to NGB teams during event
• Assist with TV & production as related to gaining key interviews, etc
• Post event — assistant with reconciliation of NGB team expenses, as well as gaining proper
feedback on event improvement
• Coordination and development of commercially utilized route & venue maps (as necessary)
o For use on website, and appropriate marketing materials
• Create and update the following working items: (as necessary)
o High quality printable maps (internal use only), Elevation profiles
o Electronic maps and logs, as appropriate
• Produce Event Technical Guide to UCI specifications:
o Creation of all UCI mandated materials (rules, profiles, maps, etc.)
o Basic course logs for public distribution
• Coordinate and Communicate with Race Officials:
o Act as liaison with officials and provide pre -event information
o Attend all Officials meetings, including Managers Meeting
• Communications:
o Work with radio contractor to assure appropriate equipment and frequencies
o Coordinate with outside agencies on interoperability
• Coordinate with Arkansas Highway Patrol, and City of Fayetteville:
o Consult on appropriate staffing for venue
o Conduct training with event detail
o Attend conference calls and meetings as needed
o Act as liaison/manager on site
• Coordinate anti -doping procedures in conjunction with the UCI
o Work with Doping Control Officer to assure needs are met
o Coordinate staff in regard to locations, chaperones, etc.
o Work with LOCs to secure doctors for testing
• Coordinate with Production Director to review start and finish line layouts
o Reviews for safety and compliance with UCI rules
o Review feasibility of layouts (parking, access, etc.)
o Assists with developing and implementing parking plan
• Consult on Course aspects
o Examines courses for dangerous areas and relays info to appropriate parties
o Assures courses are in compliance with UCI rules
o Makes competitive suggestions to Project Director and Experience Fayetteville
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• Coordinate Race Medical Plan — ambulance services and race doctors
o Coordinates with Race Doctors to assure appropriate coverage, supplies, etc.
o Coordinates with ambulance contractor for coverage
o Liaison with LOCs for medical questions and needs
• Coordinate with local officials traffic management plans
o Advises contractors and Course Director when creating plans
o Reviews plans for feasibility
• Supervise various on -site vendors and contractors, ie Timing/Photo Finish
• Works with Chief Marshal on security & volunteer needs
• Management and Supervision of Staff and Contractors
o Neutral Support
o Routing and Signs
o Officials
o State Police / City Police
o Timing and Results
o Medical Team
o Anti -Doping staff
o Security Team
o Course Marshals / Volunteers
o Communications
o Command Center
Operations (in coordination with Experience Fayetteville)
• Identify, Establish and Manage hotel block for Entourage, UCI officials and appropriate
NGBs. Areas of responsibility include facilitation contracts, rooming lists, relationships with
hotels, housing manual, functional groups and travel patterns, key host relationships
• Reconcile hotel final invoices
• Manage NGB team advance/logistics — coordinate with Competition Director
• Create/Manage box lunches where appropriate
• Create/Manage Credentials & Uniforms: process and vendor selection
• Coordinate necessary Air Transportation, as necessary
• Oversight of Ground Transportation/Transportation Director (Experience Fayetteville budget
line item) to create shuttle system for spectators, volunteers, VIPs
• Coordinate Vehicle Assignment: supply key information to Transportation Manager to
distribute and manage vehicles
• Create/Manage Functional Space and Technical needs: arrange and manage functional space
for team meals, race office, in -processing, ad hoc meetings
• Manage/Create In/Out processing
• Source and produce proper uniform packages (bids and production)
• Development of proper Credential system and access control zones for all functional groups
Production/Venue Director
• Coordinating and communications of all course details, specifics and timelines with the
Local Organizing Committee (Experience Fayetteville).
• Provide support to Event for the execution of all necessary permits and approvals, from
jurisdictions, venues and cities.
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• Creating an electronic technical site plan for Start and Finish staging areas, course design and
elements, ensuring all critical functions are integrated — including, but not limited to: Sponsor
Expo, media and photographers, VIP Viewing, Hospitality/sponsors, local ancillary events
and festivals, Television and Production, competitors, spectators, team parking, staff parking,
vendor parking, concessions, portable toilets.
• Incorporating and utilizing, where necessary and practical, any staging equipment,
barricades, stages, etc., that may be available from the host venue.
• Management of start/finish supplies and equipment to include, but not limited to, course -
siding fencing, truss system, awards stage, registration stage, hospitality/VIP viewing stage,
media viewing tent, officials and judges viewing tent, sound platform, announcers platform,
timing/photo/results platform, run-in signs, signage, feed zone signage, feed -zone equipment,
sandbags, genie systems, cones and barrels, snow fencing, hay bales, lap board sign frames,
lap bell, light bars, and generators.
• Assistance in coordination of TV production needs in terms of placement, clearances, and
lines of sight with necessary third -party vendors (Big Screens, VIP monitors, cabling, up and
down links).
• Organizing timelines and schedules build production, including tent crew build times in
accordance with local permits, staff call times, vendor call times, team arrivals, ceremonies,
and tear down.
• Management of construction crew and build foreman, site decoration staff, site restoration
crews, and security.
• The on -site management of the Start/Finish area support equipment (tenting, bleachers,
crowd control, etc.), construction crew, site decoration staff, staging, sound, security (course
and overnight).
• Coordinating local vendors — proposals, contracts, services, and COIs.
• Attend pre -race site visits to appropriate venue.
• Coordinating and communications of all course details, specifics and timelines with each
properly identified Local Organizing Committee
TV Broadcast/Oversight
• Facilitation of all UCI broadcast requirements and expectations of right's holders
• Oversight with developing and managing on -site TV production needs and contract with
necessary third -party vendors
• Assist with third -party organization hired to produce turnkey broadcast coverage and
distribution
Marketing/Communications/Sponsorship Strategy (with Experience Fayetteville)
• Development of Revenue Strategy and Partner Management
• Assistance with Sponsorship Proposals and Solicitation
• Development of appropriate Merchandise partners and 3rd party licensing agreements
• Support of Marketing Strategy/Plan (Regional, Local, Industry, National, International)
o Marketing Activation
o Brand Management (led by Experience Fayetteville)
o Development of Key Artwork (led by Experience Fayetteville), excludes graphic design
costs
o Website Development and Content Management
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• Development of a Post Event Summary of key stats, results and photos for sponsors,
government officials, etc
• Support of Communications Strategy/Plan (led by Experience Fayetteville)
o Public Relations
o Press Releases
o E-Newsletters
o Social Media
o Crisis Communications Plan
• Media Operations (Event)
o Press conferences and media workroom
o Photog relations
Client Service — Sponsor Fulfillment, Signage and Hospitality Program
• Assist with the identification of proper inventory and sales assets.
• Coordinate with Experience Fayetteville the management and tracking of remaining and sold assets.
• Development and input into sponsor presentations and benefit strategy.
• In coordination with Experience Fayetteville and UCI, management of the delivery and fulfillment
of sponsor packages and benefits.
• Oversight of production of all signage, including, but not limited to, banners, decals, technical
signage, etc.
• Support of Sponsor Symposium (video call)
• Oversight of Start and Awards Ceremonies.
• Oversight of hospitality program (event budget to pay for support hospitality staff, catering, etc)
• Development and input into overall Hospitality budget, including catering
• Coordinate all ice and beverage product orders and delivery
• Coordinate wine and beer orders with vendor
• Secure security staff, with help from Production Director
• Coordinate hospitality staff and VIP tent set-up, and access control
• Coordinate decor and floral options
• Coordinate VIP ticketing/credential process with Project Director
Volunteer Program/Oversight
Pre -Event
• Work with Experience Fayetteville to define volunteer program and approach
• Coordinate with all functional areas within the organization to determine volunteer needs
• Work with Experience Fayetteville on best methods to recruit volunteers
• Manage volunteer matrix and work with client to interface volunteer needs with volunteer
registration software
• Manage the volunteer registration system — reports, updates, changes and volunteer numbers
• Recruit and schedule volunteers per volunteer matrix
• Create volunteer communications timeline
• Create and distribute Volunteer Handbook
• Communications — communicate shift times to volunteers and updates that may occur.
• Confirm volunteers event week
• Host volunteer orientation and training
• Facilitate the signing and collection of all volunteer waiver forms
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• Work with marketing team to create grassroots marketing effort and timeline
• Manage day of volunteer check -in, t-shirt distribution, volunteer lunch program and shift
changes
• Collect signed volunteer waiver forms during event
Post Event
• Inventory all left over volunteer t-shirts
• Turn in signed volunteer waiver forms
• Send post event "Thank You" to all volunteers
• Create demographic report and database to Experience Fayetteville
Ticketing Management / Operations
• Development and oversight of proper ticketing system for spectators, VIPs, sponsors, and including
UCI requirements
• Input into proper ticketing system for spectators and Hospitality
Ancillary Events (in coordination with Experience Fayetteville and UCI)
• Medalist will support the planning, production and execution elements related to respective
ancillary events at the venue.
o UCI Management Committee Meeting
o Kick-off / UCI Gala
Operating Budget
Proposed Cost of Services includes costs associated with staff time and consultation services only.
Operating line items and reimbursable expenses are separate.
Proposed operating budget to be developed and controlled by Experience Fayetteville, with
appropriate input from Medalist.
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go]
EXHIBIT B
Experience Fayetteville
GENERAL DUTIES
Experience Fayetteville will oversee the following areas related to the Event:
• Secure all necessary revenue for the agreed -upon annual Event operating budget.
• Establish financial procedures for all areas of Event accounting including, revenues, VIK
support, expenses, per diem, freelance contractors, service providers, management fees and
general policies.
• Establish guidelines and policies for travel and entertainment.
• Establish guidelines for VIP protocol and gifts.
• Organize and secure all Event and sub -contractor insurance policies required by the sanctioning
bodies, city and state authorities and necessary to conduct an Event of this scope.
• In coordination with Medalist, review certificates of insurance issued by third parties to ensure
compliance with the contractual insurance requirements.
• Oversee, organize and conduct a sponsorship sales program including solicitation, presentations,
and fulfillment of benefits.
• Maintain an Event website.
• Oversee and conduct an Event marketing program which advertises, promotes and activates the
Event to spectators, fans, media and sponsors.
• Oversee and develop an Event logo, look and mission.
• Secure the multi -agency cooperation from the City of Fayetteville (in coordination with
Medalist).
• Prepare and execute all agreements relating to the Event.
• In coordination with Medalist, develop waiver and release forms for use with participants and
volunteers.
• Collaborate with Medalist to coordinate all event risk management efforts, including, but not
limited to, safety and loss control initiatives, emergency medical response plans, claims
reporting procedures and forms and on -site claims management.
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EXHIBIT C
Operating Budget
Proposed Cost of Services includes costs associated with above staff time and services only (as
listed on page 3). Operating line items and reimbursable expenses to be mutually agreed upon and
added as an Exhibit C (Operating Budget) to this contract.
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