2013-16Resolution 2013x-16
RESOLUTION TO APPROVE LETTER OF UNDERSTANDING FOR THE 2013 AND 2014
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 Are 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 THE 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 2013 and 2014 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 151 day of April, 2013
AYES: 6 - Berman, Trilling, Sussman, Terson, Stein, Ottenheimer
NAYES: 0 - None
ABSENT:
0 - None
PASSED: April 1 2013
APPROVED: April 1 , 2013
Approved:
Attest:
Village-£t rk
AMDUR.
I'P0DUC_TION5
CwELE13RATING
30 YEARS OF ART
Letter of Understanding
For the 2013 & 2014
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
tine art Festival for the Village of Buffalo Grove ("Village ") by Amdur Productions, Inc.
( "Amdur Productions') in the summer of 2013 through and including 2014.
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 mutually agreed two -day summer weekend. The Festival shall be from
10:00 am — 5:00 pm daily. Festival set -up will begin one day prior to the Festival. The Buffalo
Grove Invitational Fine Arts Festival should not coincide with the Ann Arbor (MI) Street Art
Fair.
Location
A mutually agreeable location between both parties in Buffalo Grove, Illinois. The location
must be agreed upon by November 1 of the previous year. Failure to come to mutual agreement
will release Amdur from producing event. 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 cried 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 Productions will not
intentionally put staff, artists or the public in potentially hazardous situations.
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. The Village agrees that the booth
will be professionally finished, all signs professionally lettered. Space 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 may also run a limited Festival sponsorship targeting
local businesses only to offset a portion of Village expenses for the coordination and execution
of the Festival. Both Amdur Productions and the Village's 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. The Village will have sponsorship levels at $400 and $500.
If there are any categories of non- compete, they must be given to Amdur Productions by January
15 °i for the Festival to be held that year. Amdur Productions will recognize sponsors that also
provide donations of water for the artists.
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 conununities, 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.
2
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.
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 Village's designee 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 12,000+ names, and mail or email 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
3
artists and vendors.
19. Direction and printing of collateral materials, which may include items 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, provide Type II and Type III barricades and oil drums for refuse to the 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.
Advertising
Whenever possible in the months preceding the Festival, the Village will include the 13q talo
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 30 yard or equivalent
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 direct 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
4
q g Y 3
Festival Information Tent
Booth Sitters
First Aid tent
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 contribution will be $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.
Village of Buffalo Grove
By: (signature)
Dane C. Bragg
Village Manager
50 Raupp Boulevard
Buffalo Grove, Illinois 60089
Date: OgA"1113
I agree to this contract as detailed above.
Amdur Productions, Inc.
By:
my Amdu President
PO Box 55
Highland Park, II. 60035
Date: L"13
0