HomeMy WebLinkAbout1996-11-26 - AGENDA REPORTS - 1997 COWBOY POETRY FESTIVAL (2)E
City Manager
Item to be presented
Rick Putnam
CONSENT CALENDAR
DATE: November 26,1996
SUBJECT: 1997 COWBOY POETRY AND MUSIC FESTIVAL SPONSORSHIP
CONTRACT WITH MELODY RANCH MOTION PICTURE STUDIO
DEPARTMENT: Parks, Recreation, and Community Services
For the past three years, the City of Santa Clarita has successfully held the Cowboy Poetry and
Music Festival at historic Melody Ranch Motion Picture Studio. City staff has carefully
negotiated a new agreement for the 1997 Cowboy Poetry and Music Festival with the owners
• of the studio. Negotiation for the facility resulted in the owners of Melody Ranch becoming a
major sponsor of the festival. The new agreement allows the City of Santa Clarita to use the
facility for no charge, thus saving approximately $15,370. The City has agreed to accept the
rental of the facility for its true market value of $20,000 in sponsorship in-kind services. As in
previous years, the owners of Melody Ranch have requested that the Indemnification of City"
clause not be included in this new sponsorship agreement for the facility use of Melody Ranch
during the 1997 Cowboy Poetry and Music Festival. The City Attorney has reviewed and
approved the contract with Melody Ranch Motion Picture Studio.
City Council to accept the 1997 Cowboy Poetry and Music Festival Sponsorship Agreement
Contract between City and Melody Ranch Motion Picture Studio without the inclusion of the
"Indemnification of City" clause.
1997 Cowboy Poetry and Music Festival Sponsorship Agreement with Melody Ranch Motion
Picture Studio
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APPROVED
Agenda Knit —CL
CITY OF SANTA CLARITA
Sponsorship Agreement
NAME:
Melody Ranch Motion Picture Studio
ADDRESS:
24715 Oak Creek
Newhall, CA 91321
TELEPHONE:
(805) 259-9669 FAX: (805) 259-3788
TAX EIN:
95-6249405
DATE:
November 18, 1996
This agreement is made and entered into by the City of Santa Clarita (City) and the above
named Sponsor (Sponsor), as an independent contractor in offering a sponsorship to the City,
1997 Cowboy Poetry and Music Festival as outlined below:
The Sponsor agrees to provide facility rental at the Melody Ranch Motion Picture Studio
in a reasonable and professional manner on the following dates and at the following location:
April 4, 5, and 6, 1997
Melody Ranch Motion Picture Studio
Sponsorship Services will consist of. Melody Ranch Motion Picture Studio Rental
The Sponsor agrees to provide the following:
1. Rental of Western Main Street, Performing Center, and open spaces for three days for the
Festival.
2. Allow City to park performers, trade flood vendors, handicapped patrons, contractors, and
staff on property.
3. Use of open areas for a food vending, patron eating locations, rest areas, outdoor
performances, and outdoor vendor areas.
4. Sponsor will have concession for beverages and snacks and will have the only alcohol
concessions.
5. Sponsor agrees to let City recruit and secure other sponsors for Festival.
6. Sponsor agrees not to produce a Cowboy Poetry and Music Festival for the general public
three months prior to or after the City's contracted dates.
7. Sponsor shall use Building #11 for merchandise, crafts, and alcohol sales. Sponsor shall
let City use the "Long Branch Saloon" in exchange.
8. Sponsor shall not rent Melody Ranch Motion Picture Studio to any other party or
organization during April 4, 5, and 6, 1997. A motion picture production company may
have the facility rented during the period of April 4, 5, and 6, 1997, but Melody Ranch
Motion Picture Studio will require that the production company remain inactive during
April 4, 5, and 6, 1997, in order to not interrupt the 1997 Cowboy Poetry and Music
Festival.
Sponsor agrees and understands that all services shall be provided to City as a sponsor,
and the City shall be receiving $20,000 in sponsorship in-kind services from Sponsor for use of
Melody Ranch Motion Picture Studio.
The City agrees to:
1. Provide a water truck and water dispersion services on roads in and around Melody Ranch
Motion Picture Studio to keep dust to a minimum during Festival.
2. Utilize the name Melody Ranch Motion Picture Studio in conjunction with the City of
Santa Clarita in Festival advertising and merchandising. City may not create any Festival
merchandise that uses only the name or title Melody Ranch Motion Picture Studio. City
shall also provide Melody Ranch Motion Picture Studio proper credit as a sponsor in
printed matter related to the Festival.
I Obtain permits necessary to conduct the Festival.
4. Not allow video or camcorders on the premises. City reserves the right to negotiate with
Sponsor the ability to video event for documentary purposes.
5. All events will require tickets, no walk-ins.
6. The City will have Los Angeles County Sheriffs and/or the Sheriffs Posse Mounted Patrol
provide 24-hour security on April 4-6,1997. Los Angeles County Sheriffs and/or Sheriffs
Posse Mounted Patrol is required to remain until all vendors depart the property at the
conclusion of the Festival.
7. Provide City sponsored food and drink concessions at Melody Ranch Motion Picture Studio.
8. Mow grass where required for public access and safety, and clean all outdoor areas and
buildings used for the Festival.
9. Provide daily cleaning and maintenance of restrooms, Main Street, and Performing Center
during Festival.
10. Provide Fire Safety Officer or advisor, whichever the Fire Department requires, and
provide all fire extinguishers required for Festival.
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11. Provide additional restroom facilities.
12. Set up smoking and eating areas.
13. Provide trash and recycling containers.
14. Provide $5,000,000 in liability insurance naming Melody Ranch Motion Picture Studio,
Andre and Andrea Veluzat, Renaud and Sue Veluzat, Paul Veluzat, and Shantel Veluzat
Hudson.
15. Provide a gate guard beginning Friday, April 4, 1997, through Sunday, April 6, 1997, when
the City opens Melody Ranch Motion Picture Studio for staff, performers, patrons,
contractors, and vendors to prepare and participate in the Cowboy Poetry and Music
Festival.
16. Pay share of Edison bill for electricity used during the event. Sponsor shall provide invoice
for electricity used during the Cowboy Poetry and Music Festival. Sponsor shall base cost
of electricity on sample monthly billings of Edison bill for City.
17. Develop an outside tent area for cowboy gear contracted vendors.
18. Delineate and cone parking and shuttle areas prior to Festival.
19. Seating set-up in Performing Center, table set-up in Western Store Fronts, and sound and
lighting load -in prior to the Festival.
20. Melody Ranch Motion Picture Studio conducts a film studio on the premises. As a result,
the City shall provide ample notice to Sponsor prior to any requests for site visits. The
City understands that if Melody Ranch Motion Picture Studio is conducting film work on
the premises, that the Sponsor has the right to request that City site visits be rescheduled
to another time if they interfere with film work on the property.
21. Allow Sponsor to have full use of the upper deck in the Main Theater for seating.
Sponsor agrees to give permission to the City for the use of any photographs of the Sponsor
and crew as they see fit in the City's Seasons brochure or other publications. Melody Ranch
Motion Picture Studio reserves the right to review and approve the use of photographs prior to
usage.
The City of Santa Clarita is responsible far any damages to ranch, sets, or props caused
by City personnel or the public during the Cowboy Poetry, Music, and Trade Show, and is
obligated to repair these damages upon completion of event. All clean-up must be completed
on the final day.
Melody Ranch Motion Picture Studio or its partners are not liable, nor accept responsibility
for injury occurring to anyone on these premises during preparation, main event, or clean-up,
except if such injury is caused by the sole negligence or willful misconduct of Melody Ranch
Motion Picture Studio or its partners.
Melody Ranch Motion Picture Studio or its partners are not liable, nor accept responsibility
for stolen, lost, or damaged items belonging to the City of Santa Clarita or any other company
or individual involved, coming to, or participating in the event, except as provided in this
Sponsor Agreement.
This writing constitutes the entire agreement between Sponsor and City, there are no oral
agreements or amendments between parties. This agreement shall not be amended except by
a writing to this agreement executed by both parties.
Date:
Witness the execution of this Agreement on the day and year written above.
Attest:
By:
Date:
The City of Santa Clarita
0
City Clerk George Caravalho, City Manager
Approved as to form:
By:
Carl X Newton, City Attorney
Date:
Date:
By:
Sponsor, Melody Ranch Motion Picture Studio
Date:
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