2010-49Resolution 2010- 49
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RESOLUTION TO APPROVE LETTER OF UNDERSTANDING FOR THE 2011 AND 2012
BUFFALO GROVE INVITATIONAL FINE ART FESTIVAL, BUFFALO GROVE, ILLINOIS
WHEREAS, the Village of Buffalo Grove deems it in the public interest to encourage the artistic
expression and involvement of its citizens; and
WHEREAS, the Village and Amdur Productions share a common interest to coordinate an
enriching cultural event, the Buffalo Grove Invitational Fine Art Festival, which includes professional art
and musical entertainment; and
WHEREAS, the Village and Amdur Productions have worked together to coordinate the Buffalo
Grove Invitational Fine Art Festival since year 2001;
WHEREAS, the Village of Buffalo Grove deems it in the public interest to continue the
coordination of the Buffalo Grove Invitational Fine Art Festival;
NOW, THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE
VILLAGE OF BUFFALO GROVE, COOK AND LAKE COUNTIES, ILLINOIS, as follows:
Section 1. The President and Board of Trustees of the Village of Buffalo Grove support the Letter
of Understanding for the 2011 and 2012 Buffalo Grove Invitational Fine Art Festival.
Section 2. The Village President and Village Clerk of the Village of Buffalo Grove are hereby
authorized to execute the Letter of Understanding, a copy of which is attached hereto as Exhibit A.
Section 3. This Resolution shall be in full force and effect from and after its passage and
approval.
PASSED this 20`" day of December, 2010.
AYES: 6 - Braiman, Glover, Berman, Trilling, Sussman, Smith
NAYES: 0 - None
ABSENT: 0 - None
PASSED: December 20 12010
APPROVED: December 20 12010
Approved:
President Village
Attest:
Villa Jerk
Exhibit A
11 -12 -2010
Letter of Understanding
for the 2011 & 2012
Buffalo Grove Invitational Fine Art Festival
Buffalo Grove, Illinois
This letter is for the direction and production of a high quality juried and judged annual outdoor fine
art Festival for the Village of Buffalo Grove ( "Village ") by Amdur Productions, Inc. ( "Amdur
Productions ") in the summer of 2011 and 2012.
Festival Goals
The goal of the Festival is to continue to provide the Village of Buffalo Grove an on -going
enriching annual cultural event that strengthens the cultural identity of the Village and draws
attendance by the community and visitors from near and far. An intended outgrowth of the Festival
is the enhanced and greater name recognition of the Village of Buffalo Grove and trickle down
stimulation of area retail sales, increased commercial business relocation, increased office leasing
and increased home sales.
Dates
The Festival will be a two -day weekend event: July 16 and 17, 2011 and a mutually agreed upon
date in year 2012. The Festival shall be from 10:00 am — 5:00 pm daily. Festival set -up will begin
one day prior to the Festival.
Location
Buffalo Grove Town Center, Buffalo Grove, Illinois. The Village of Buffalo Grove will use its
best effort to coordinate use of this area for the Festival.
Name
Buffalo Grove Invitational Fine Art Festival, ( "Festival ")
Buffalo Grove Invitational Fine Art Festival
A juried and judged two -day art Festival featuring original art and artists. Festival will include
limited food and music. The Festival will be free to the public. The target size of the Festival will be
approximately 150 artists.
Additional features of the Festival may include hands on art activities for young and old, art
demonstrations, art talks by Festival artists, youth education programs, special programs for the
disabled and challenged, special themed art displays and special themed art programs which relate
to the unique features and history of Buffalo Grove.
Quality and Safety
Only professional grade tents, tables, electric service and similar will be utilized at the Festival to
insure the safety of the event and those present. The Village and Amdur will not intentionally put in
potentially hazardous situations.
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Recognition
The Village of Buffalo Grove will be recognized as host of the Festival in all Festival material. A
ten -foot by ten -foot tent will be provided to the Village at the Festival to serve as the Information
Booth, and to allow for the promotion of community programs and services. Amdur Productions
shall provide a table skirt to the ground with a fitted cover. Tthe Village agrees that the booth will
be professionally finished, all signs professionally lettered. One page or equivalent in the Festival
program book will be reserved for the Village's use with additional recognition to be determined
and mutually agreed to.
Sponsorship
As Amdur Productions has the majority responsibility of raising funds to run the Festival, Amdur
Productions will actively run a sponsorship program to secure trade and financial sponsors of the
Festival. The Village of Buffalo Grove shall provide to Amdur its Festival sponsorship program to
offset a portion of Village expenses for the coordination and execution of the Festival. Both
sponsorship programs shall be mutually agreed upon so that the two efforts are not at cross
purposes. Any sponsorship offered and secured by the Village must be at or above the dollar value
designated by Amdur Productions for same level sponsor. If there are any categories of non-
compete, they must be given to Amdur Productions by January 15th for the Festival to be held that
year.
Business /sponsorship booths that primarily promote the business entity by providing samples,
selling merchandise, or setting -up clients, shall be limited to no more than fifteen (15), unless
mutually agreed upon.
Sponsorship agreements created by Amdur Productions will be respected by all such as a "pouring
rights" agreement with Pepsi in exchange for Pepsi product and advertising. Amdur Productions
will advise the Village in writing on agreements of this kind.
Marketing
The Festival will be marketed via a multi - layered marketing plan. Marketing materials will be
directed at Buffalo Grove, surrounding communities, the North Shore, and the greater Chicago
Metropolitan area. The Village will allow temporary street -pole banners and permitted signs to
be displayed as in previous years.
Parking
Adequate artist, Festival staff and customer parking close to the Festival will be available free of
charge via coordination with the Village.
Expenses
Amdur Productions will raise funds to run the Festival through such means as artist jury fees,
display fees and sponsorships. Direct Festival expenses will be paid for by Amdur Productions
for items which may include, but are not limited to: printing of Festival poster, application,
Festival program, Festival postcard, Festival name and board tags, award ribbons, cash awards,
banners, paid advertising in non - sponsored print newspapers, radio and television, sponsor and
Festival tent rental, postage, equipment rental, jury expenses, musical entertainment, direct staff
expenses before, during and after the Festival, public relations, web site, graphic design and
other such items.
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Expenses paid by the Village include any expenses they incur in the normal course of business,
and staffing for the Festival such as Emergency Management Agency communication, Festival
insurance, public works, police services, and any other items specifically mentioned in this
document. The Deputy Village Manager shall represent the Village and serve as the primary
contact person with Amdur Productions.
Village License/ Purchase Program
Participating artists will pay the Village a designated reasonable fee to obtain a license. License
fees collected by the Village will be used as specified in the Village's municipal code.
Amdur Productions will:
Conduct full date, name and location search for the Festival and:
1. Coordinate with the Village on all services provided.
2. Create master event time line.
3. Direct application production.
4. Prepare artist mailing list of 10,000+ names, and mail to same.
5. Create layout of Festival.
6. Development of Sponsorship Program and search for show sponsors (including trade).
7. Direction of public relations.
8. Direction and placement of advertising for Festival.
9. Artist procurement, notification and logistics.
10. In- person direction of Festival.
11. Coordinate artist application, review, selection and follow -up.
12. Hiring of appropriate musical entertainment for Festival.
13. Rental of necessary Festival equipment.
14. Coordinate and pay for Festival clean -up service.
15. Notification to Festival food vendors, selection of food vendors and appropriate permitting
of same.
16. Coordinate Festival judge selection, preparation of judge sheets, judging procedure and
awards.
17. Prompt payment of all Festival bills incurred.
18. Obtainment of releases of liability for the Village of Buffalo Grove from all participating
artists and vendors.
19. Direction and printing of collateral materials, such as poster, t- shirts, hats, etc.
20. Direction of all aspects of the Festival relating to the artists and Festival itself.
21. Preparation of Festival recap and presentation of same to the Village of Buffalo Grove.
Public Works
The Village of Buffalo Grove's Public Works will post streetscape banners on Village
streetlights and provide Type II and Type III barricades to Festival site as determined by the
Village.
Insurance
The Village of Buffalo Grove will provide at their expense Festival insurance for a $1,000,000
general liability policy including Amdur Productions, Inc. as an additional insured. No
additional insurance will be required by Amdur Productions.
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Advertising
Whenever possible in the months preceding the Festival, the Village will include the Buffalo
Grove Invitational Fine Art Festival in their Festival advertising including but not limited to:
Village Web site, Village newsletter, and Buffalo Grove government access channel(s). Cross
links will be set -up between the Festival and Village web pages.
Postering
Buffalo Grove staff and /or volunteers will assist in Festival poster distribution in the community.
Refuse
The Village will coordinate and pay for scavenger service by providing a garbage dumpster on
the Festival property.
Police /Security
The Village will coordinate and pay for police service at the Festival as determined by the
Village. Amdur may coordinate overnight security for the Festival and shall be responsible for
all associated expenses.
Check -In
The Village will use its best efforts in securing an indoor location, including an indoor bathroom,
free of charge along the Festival route to be used for artist check -in and Festival headquarters
throughout the Festival weekend. This space may be an office, lobby or vacant space of
approximately 600 -1000 square feet. The provider will receive trade recognition through
equivalent sponsorship.
Volunteers
The Village will coordinate volunteers and volunteer committees. Volunteer committees will
include:
Postering
Festival Hosts: Set -up, Check -in, Breakfast Hosts (Sunday)
Festival Information Tent
Booth Sitters
Mailing List, Data Base, Graphics
The artist mailing list, database and graphics used and developed by Amdur Productions
remain the sole property of Amdur Productions. Amdur Productions shall retain the ownership
of the trade name "Buffalo Grove Invitational Fine Art Festival "; use of the trade name is subject
to Amdur Productions' prior approval.
Financial Assistance
The Village of Buffalo Grove will provide $5,500 each year to Amdur Productions to be used for
advertising and promotion of the Buffalo Grove Invitational Fine Art Festival in newspapers,
magazines and other like communication media.
Right of Refusal
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The Village is proh' ited to contract with a company or firm other than Amdur Productions to
run the Festival • 013.
Termination
As mutually agreed upon, the parties may terminate the agreement for 2012 provided that the
termination is provided in writing by September 1, 2011.
As a legal representative of the Village of Buffalo Grove, I agree to the above letter of
understanding:
Village of uffalo Grove
By: (signature)
Dane C. Bragg
Village Manager
50 Raupp Boulevard
Buffalo Grove, Illinois 60089
Date: 121zl h o
I agree to this contract as detailed above.
Amdur Produ
B
Amy ur, resident
PO Box 550
Highland Park, Il. 60035
Date:
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