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HomeMy WebLinkAbout2016-466 Visitors Bureau - Town of Carrboro support for N. American Travel Journalist Association Conference VB AGREEMENT TO PROMOTE TOURISM IN THE TOWN OF CARRBORO THIS AGREEMENT to promote tourism in the Town of Carrboro is made, and entered into this !day of August_, 2016, by and between the CARRBORO TOURISM DEVELOPMENT AUTORITY, (hereinafter referred to as"CTDA", and Chapel Hill Orange County Visitors Bureau, (hereinafter referred to as "Grantee"). 1. Grantee hereby agrees to perform the services and/or activities as set forth in the attached Request for Project Funds (Attachment 1)to promote tourism in the Town of Carrboro. Attachment 1 is hereby incorporated into and made a part of this Agreement as if set out here in its entirety. 2. The term of this Agreement shall begin on September 1, 2016 and end on June 15, 2017_ 3. CTDA agrees to provide up to $5,000 to the Grantee for direct expenses related to the project services and/or activities. No funds are to be used for general overhead or staff salaries of the Grantee. 4. Funds may be released monthly, quarterly, or according to any other schedule deemed appropriated by the CTDA Finance Officer. Grantee shall submit a written request for each fund distribution, and each request shall contain a certification that the Grantee shall use the funds received only to provide the services and/or activities described in section 1 above. Grantee agrees that if it fails to comply with the terms and condition of this award, it will repay in full to the CTDA all sums distributed by the CTDA to the Grantee. 5. The Grantee agrees to comply with all CTDA policies and procedures in carrying out the services and activities under this Agreement. 6. CTDA and Grantee agree that Grantee is an independent entity and shall not represent itself as an agent or employee of CTDA for any purpose in the performance of Grantee's duties under this Agreement. Accordingly, Grantee shall be responsible for payment of all federal, state and local taxes as well as business license fees arising out of Grantee's activities in accordance with this Agreement. For purposes of this Agreement taxes shall include, but not be limited to, Federal and State Income, Social Security and Unemployment Insurance taxes. Grantee, as an independent entity, shall perform said services in a professional manner and in accordance with the standards of applicable professional organizations and licensing agencies. 7. To the fullest extent permitted by laws and regulations,the Grantee shall indemnify and hold harmless the CTDA and its officials, agents, and employees from and against all claims, damages, losses, and expenses, direct, indirect, or consequential (including but not limited to fees and charges of engineers or Pagel architects, attorneys, and other professionals and costs related to court action or arbitration)arising out of or resulting from the performance of this Agreement or the actions of the Grantee or its officials, employees, contractors under this Agreement or under contracts entered into by the Grantee in connection with this Agreement. This indemnification shall survive the termination of this Agreement. In addition, Grantee shall comply with the North Carolina Workers' Compensation Act and shall provide for the payment of workers' compensation to its employees in the manner and to the extent required by such Act. Grantee shall supply CTDA with certification of insurance for workers' compensation coverage with North Carolina statutory limits. Grantee shall maintain, at its expense,the following minimum insurance coverage: General Liability with Combined Single Limit Bodily Injury and Property Damage not less than$1,000,000; and, Products and Completed Operations Liability not less than $1,000,000. Grantee agrees to furnish CTDA proof of compliance with the insurance coverage requirements of this Agreement. Grantee shall furnish CTDA a certificate of insurance from an insurance company, licensed to do business in the State of North Carolina and acceptable to CTDA verifying the existence of any insurance coverage required by CTA. The certificate will provide for thirty (30) days advance notice in the event of termination or cancellation of coverage. 8. Grantee shall be responsible for initiating, maintaining and supervising all safety precautions and programs required by OSHA and all other regulatory agencies while providing services under this Agreement. 9. Grantee shall not discriminate against any employee or applicant for employment because of age, sex, race, creed, national origin, disability or on the basis of sexual orientation or gender expression/identity. Grantee shall take affirmative action to ensure that applicants are employed and that employees are treated fairly and legally during employment with regard to their age, sex, race, creed, national origin, disability or on the basis of sexual orientation or gender expression/identity. In the event Grantee is determined by the final order of an appropriate agency or court to be in violation of any non-discrimination provision of federal, state or local law or this provision,this Agreement may be canceled, terminated or suspended in whole or in part by CTDA, and Grantee may be declared ineligible for further CTDA Agreements. 10. This Agreement shall be governed by and in accordance with the laws of the State of North Carolina. All actions relating in any way to this Agreement shall be brought in the General Court of Justice in the County of Orange and the State of North Carolina. Page 12 11. This Agreement may be amended only in writing by mutual Agreement by both parties. 12. This Agreement may be terminated at any time by either party by written notice of a minimum of sixty(60) days. This Agreement may be terminated, for cause, by the non-breaching party notifying the breaching party of a substantial failure to perform in accordance with the provisions of this Agreement and if the failure is not corrected within ten (10) days of the receipt of the notification. Upon such termination,the parties shall be entitled to such additional rights and remedies as may be allowed by relevant law. Termination of this Agreement, either with or without cause, shall not form the basis of any claim for loss of anticipated profits by either party. 13. Grantee shall not assign its interest in this Agreement without the written consent of CTDA. Grantee has no authority to enter into any Agreement(s) on behalf of CTDA. 14. Grantee represents that it is in compliance with all Federal, State, and local laws, regulations or orders, as amended or supplemented. Activities and/or services under this Agreement will be carried out in compliance with all Federal, State, or local laws regarding discrimination in employment. 15.Notices which may be required by this Agreement or any rule of law shall be effective when deposited into the US Mail with first class postage sent to the following addresses: Carrboro Tourism Development Authority ATTN: Finance Officer 301 West Main Street Carrboro,North Carolina 27510 16. For all services being provided under this Agreement, CTDA shall have the right to inspect, examine, and make copies of any and all books, accounts, invoices, records and other writings relating to the performance of said services. Audits shall take place at times and locations mutually agreed upon by both parties, although Grantee must make the materials to be audited available within one (1) week of the request for them. 17. CTDA shall not be liable to Grantee for any expenses paid or incurred by Grantee unless otherwise agreed in writing. Page 13 18. This Agreement and the attached document labeled"Attachment 1" shall constitute the entire understanding between CTDA and Grantee and shall supersede all prior understandings and Agreements relating to the subject matter hereof and may be amended only by written mutual Agreement of the parties. GRANTEE By: Date: l(o Typed Name and Title: Jbnne 13• Hc4m I .4 CARRBORO TOURISM DEVELOPMENT AUTHORITY By: Pe-,\,v Q Date: ► Rol(v 9 Typed Name and Title: Y►lti. This rostrum s been pre-audited in the er required by the Local Government Budget a i Control 9 Finance Officer Page 14 Attachment A Request for Funds Project- Carrboro Tourism Development Authority Organization: Chapel Hill/Orange County Visitors Bureau Type of organization: Governmental agency promoting tourism Address: 501 West Franklin Street Chapel Hill, NC 27516 Contact: Marlene Barbera mbarberaCcuvisitchapelhill.ore 919-245-4323 Website: www.visitchapelhill.org Project title: NATJA 2017 Conference and Marketplace Project Dates: May 16-19,2017 Total Budget: $60,000 in estimated expenses to host conference CTDA Funding Request: $5,000 and provide a premium for attendees such as;town logoed welcome bags,a local specialty gift or provide town logoed lanyard and badges. Event Location: Multiple sites in Orange County The Proiect- Orange County, NC has been selected as the host destination for the North American Travel Journalist Association(NATJA) 2017 Conference& Marketplace to be held May 16-19,2017. • NATJA is one of the largest professional associations of travel writers, photographers, editors, bloggers and tourism professionals. • NATJA's media membership is primarily freelance and publish for regional, national and international outlets such as National Geographic Traveler,AAA publications,AFAR,Canadian Living Magazine, Examiner.com,Toronto-Star,Chicago Tribune, Los Angeles Times,Alaska Airlines Magazine,American Way American Airlines' inflight magazine, Upl Westlet's inflight magazine,TravelChannel.com,and several independent blogs. • We expect about 70-100 travel journalist to attend the conference May 2017. • As the host destination we have the opportunity to showcase the best of Orange County, NC including the towns of Carrboro,Chapel Hill and Hillsborough as well as UNC and county attractions to both media and organization members through afternoon tours and evening activities. • Carrboro will be showcased as part of the afternoon tours schedule and dine around event.Attendees will have the opportunity spend time,explore and experience the town.Town officials will also have the opportunity to attend scheduled 2 events and network with journalists. • NATJA brings in industry experts to speak on topics relevant to travel journalists and destinations as well as hosts the marketplace,which allows media and destinations to meet one-on-one and discuss potential partnerships. Carrboro will have a table at the marketplace to pitch story ideas to journalists. About our Organization- The Chapel Hill/Orange County Visitors Bureau is a part of Orange County Government.The mission of the Visitors Bureau is to develop and coordinate visitor services in Orange County,and to implement marketing programs that will enhance the economic activity and quality of life in the community. Request for Funds Project- Carrboro Tourism Development Authority Chapel Hill/Orange County Visitors Bureau initiatives: • To position Orange County as a desirable meeting or vacation destination to select visitor markets, with careful consideration of the needs and assets of the communities that comprise Orange County. • To work in cooperation with community organizations to achieve an effective,coordinated and comprehensive marketing program with high-quality collateral materials, programs and services. • To serve as a countywide leader in developing strategies for consistently providing quality visitor services to the travelers who visit Orange County. • To encourage longer stays, increased spending and repeat visits of travelers to Orange County. Marlene Barbera, Director of Sales, is the lead on the NATJA project.The visitor's bureau has a staff of 6 full time employees.We will coordinate volunteer staff to help with conference including; staff from each of our 3 town governments, UNC representatives,Chapel Hill/Carrboro Chamber of Commerce,Chapel Hill Downtown Partnership, local attractions representatives,local celebrities/artists/writers,Visitors Bureau Board members and more! Marketing- • Before,during and after NATJA conferences,media and DMO attendees take to Twitter, Instagram, Facebook and other social media outlets to post about the conference,the host destination and the activities and workshops in which they participate. • Estimated RO1 is over$8 million for a destination our size through social media • NATJA Conference website which will have videos and destination information to promote conference. • The Visitors Bureau will also help promote conference through; press releases,website,our social media outlets,articles about how Orange County was selected as host destination. • Carrboro will be recognized as a major sponsor of event.Town logo will be used in marketing materials, and publications including the conference program book,at events,media outlets,etc. Tourism Enhancement- • Destination exposure and opportunity for Carrboro to.showcase what makes the town unique and place that visitors want to come experience. • Positive economic impact for local businesses and restaurants through tours and dine around night during event and in the future. • NATJA conferences offer a unique opportunity for destinations to host and showcase the best attractions, sights, culinary selections,etc.in the destination to travel media.Media attendees take advantage of opportunities to shop around stories prior to and after each conference. • Within a year of a NATJA Conference,media actively publish articles focusing on the experiences provided by the host destination in a variety of print and digital outlets,further maximizing the host's ROL To that extent,the host destination may appear on published content for years to come. • Opportunity for Carrboro representative to meet one-on-one with travel journalists at the Marketplace on May 18, 2017 to pitch story ideas. Request for Funds Project- Carrboro Tourism Development Authority Measurements- • Social Media Impressions on Twitter, Instagram,and Facebook. Estimated R01 through social media avenues when hosting NATJA estimated over$8 million. • Published content on Carrboro in print and digital outlets • Increased views of"It's Carrboro"video • Future economic impact with increased hotel occupancy revenue,consumer spending in town from travelers that were encouraged to visit after they read a story published about Carrboro. Use of CDTA Funds- Almost the entire conference is sponsored by the destination that hosts the event. Funds will be used to help off-set conference expenses.We are asking each town and other local organizations to contribute funds in order for us to be able to host NATJA. Potential Sources of Cash[Revenue): • Visitors Bureau to fund most expenses • Town of Carrboro • Town of Chapel Hill • Town of Hillsborough • Chapel Hill/Carrboro Chamber of Commerce • University of North Carolina • Localsponsor Use of Cash(Expenses): • Afternoon tours • All meals for attendees • Transportation to Events • Airport Transportation • Hotel room cost subsidy • Audio Visual at events I certify that any significant alterations in the project will be reported to the CTDA as soon as possible and that I will provide the TDA with a required project report within 30 days of completion of project. S4iDirector of Sales April 26,2016 --v, Title Date