HomeMy WebLinkAboutAUGUSTA RECREATION AND PARKS 2018 TOURISM GRANT AGREEMENT AUGUSTA RECREATION AND PARKS
2018 TOURISM GRANT AGREEMENT
THIS AGREEMENT made and entered into as of the 15th day of
March, 2018, between AUGUSTA CONVENTION AND VISITORS
BUREAU, INC., a Georgia non-profit corporation with its principal office at
1450 Greene Street, Suite 110, Augusta, Georgia 30901 ("ACVB") and
AUGUSTA RECREATION AND PARKS, (the "Agency").
IT IS RECITED:
A. The City of Augusta has established the Tourism Grant
Program to enhance visitor and tourism promotion efforts in Augusta. The City
of Augusta and the ACVB designate recipients of grants in order to promote
activities, attractions and special events expected to foster local economic
development and to create positive economic impact through tourism.
B. The Tourism Grant Program is administered by the ACVB
under a contract with the City of Augusta.
C. A Tourism Grant Committee composed of the mayor pro-tem
of the City of Augusta and six members of the board of directors of ACVB
receives applications for grants and designates the recipients thereof.
D. The Agency has applied for and been selected to receive a
grant under the Tourism Grant Program and the parties desire to enter into this
Agreement for the purpose of establishing the terms and conditions of the grant.
IT IS, THEREFORE, AGREED AS FOLLOWS:
1. Grant of Funds. The Agency is hereby designated as a grant recipient
to receive 2018 Tourism Grant funds to be applied and expended as provided
herein below. All funds granted hereunder must be utilized and expended during
the term of this Agreement unless otherwise amended pursuant to section (10) of
this Agreement. The Agency may not receive subsequent grants until its project
described herein has been completed, its grant account has been audited as
required herein and its final report has been received and approved by the tourism
grant committee. If an organization or event does not complete the program
described herein, or if the organization ceases to exist during the tenure of this
agreement all grants or a portion there of must be refunded.
2. Purpose of Grant. The sums granted hereunder shall be used and
expended for the purposes and in accordance with the specifications and budgets
contained in the Agency's Tourism Grant Application (the Application).
The Tourism Grant Committee further requires the funds to be spent as stated:
Amount Use
Co-op
The New Augustan Magazine(full page ad -Spring/Summer and
$7,900.00 Fall/Winter 2018)
$2,046.00 Southbound -April
$1,200.00 VisitAugusta.com advertising
$2,400.00 2 Display banners(Pig Out; Peace for the Holidays)
$2,775.00 Festival& Events Video
$16,321.00 Co-op Sub-Total
$16,321.00 Grand Total
The programs and projects listed above must be completed within the dates
specified in this agreement.
The Tourism Grant Committee may also require access to ten percent of the total
quantity of printed materials paid for by the grant for distribution by the Augusta
Convention and Visitors Bureau.
The Agency must provide membership and sponsorship benefits equal to the
grant award to the ACVB.
3. Acceptance of Grant. The Agency hereby accepts the grant
in trust for public educational or benevolent uses and purposes contained in the
Application and guidelines attached hereto as Exhibit "A."
4. Final Report and Agreed Upon Procedures of Agency's
Grant Account. The grant account of the Agency shall be annually audited by
an independent auditor or a qualified government auditor selected by the ACVB.
The ACVB shall pay for all costs associated with the agreed upon procedures
through the Tourism Grant. The Agency must provide all materials requested by
the selected firm by Friday, December 28, 2018.
Programs and organizations must submit a completed final report by Friday,
January 25, 2019. Failure to submit the materials for the agreed upon procedures
and final report by the deadline is unacceptable and may result in penalties up to
and including a full refund of grant funds.
The ACVB, its officers, agents and attorneys, shall have, at all reasonable times
during business hours, the right to inspect the books, vouchers and records of the
Agency that pertain in any way to the grant fund, its management, or the
distribution and application of its principal and income.
5. Term of Agreement. The term of this Agreement shall be
for a period of one (1) year commencing on the 1st day of January 2018.
6. Indemnification. The Agency shall indemnify and hold
ACVB, its officers, directors, employees, agents and attorneys, harmless from
and against:
(a) any and all claims arising from contracts between the Agency
and any third parties made pursuant to this Agreement;
(b) any and all claims, liabilities or damages arising from the
preparation or presentation of any advertising made pursuant
to this Agreement; and
(c) any and all claims, liabilities or damages arising from any
program, festival or event initiated as a result of or connected
with this Agreement, including costs of litigation and counsel
fees.
7. Insurance. The Agency shall, at its own expense, maintain
in force, a public liability policy for the benefit of the Agency and with ACVB
being named as an additional insured in the minimum amount of One Million and
no/100 ($1,000,000.00) Dollars.
8. Grant Recognition. The ACVB requires all printed and
digital projects, excluding CVB approved cooperative programs, to utilize the
Augusta Tourism logo and web address VisitAugusta.com. The ACVB will
provide you with a copy of the logo. Additionally, a reciprocal link to the
VisitAugusta.com website is required on the grantee's website, to be located
preferably on the front or homepage. In the case of social media where limited
space is available to include the Augusta Tourism logo and VisitAugusta.com,
tag the ACVB within the post by using the appropriate ACVB social media
handle for that medium.
Furthermore, The ACVB shall be entitled to require the Agency to include the
following on all of its printed advertising and collateral materials and broadcast
media tag lines, to-wit:
"Funded in part by a grant from the City of Augusta
and The Augusta Convention and Visitors Bureau."
9. Assignment and Delegation. The Agency shall not assign
any rights or delegate any duties hereunder without the prior written consent of
ACVB.
10. Modification. This writing contains the entire agreement of
the parties. No representations were made or relied upon by either party, other
than those that are expressly set forth herein or attached hereto in Exhibit "A."
No agent, employee or other representative of either party is empowered to alter
any term of this Agreement unless done in writing, signed by an executive officer
of the respective parties and attached to this Agreement. No request for
modification will be granted after close of business Friday, October 12t'', 2018.
11. Controlling Law. The validity, interpretation and
performance of this Agreement shall be controlled by and construed under the
laws of the State of Georgia.
12. Waiver. The failure of either party to this Agreement to
object to or to take affirmative action with respect to any conduct of the other
which is in violation of the terms of this Agreement shall not be construed as a
waiver of the violation or breach or of any future violation, breach or wrongful
conduct.
13. Notices. All notices pertaining to this Agreement shall be in
writing and transmitted either by personal hand delivery or through the United
States Postal Service, certified or registered mail, return receipt requested. All
notices shall be sent to the addresses set forth above for the respective parties,
unless either gives written notice of a change of address.
14. Time. Time is of the essence of this Agreement.
15. Headings. The headings in this Agreement are for
convenience only and shall not be used to interpret or construe its provisions.
16. Counterparts. This Agreement may be executed in two or
more counterparts, each of which shall be deemed an original but all of which
together shall constitute one and the same instrument.
17. Binding Effect. The provisions of this Agreement shall be
binding upon and inure to the benefit of each of the parties and their respective
approved successors and assigns.
IN WITNESS WHEREOF, the parties have caused these presents
to be executed by their duly authorized officers and notarized as of the day and
year first above written.
Signed, sealed and delivered in the
presence of:
AUGUSTA CONVENTION &
VISITORS BUREAU, C.
By: 89IW
as its: Interim resi ent and CEO
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as its: Vice Pr;oent of Marketing and Sales
Signed, sealed and delivered in the
presence of:
AUGUSTA RECREATION AND PARKS
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CONVENTION &
ior VISITORS BUREAU
2018 Co-Op Procedure
Due to changes in the 2018 co-op offerings,the Augusta Convention&Visitors Bureau
(ACVB)will begin collecting assets on a quarterly basis for most digital placements. In
addition,the ACVB will obtain approval for quarterly digital packages prior to the
placement going live. Once approval has been received the ACVB will manage changes
internally with the agency of record to maximize campaign results for each partner.
Below,you will find an outline of the intended co-op procedure.
1. Asset Collection
a. The ACVB will reach out to partners approximately 4 weeks prior to the
placement and request verification or information on the topic that will be
promoted for the placement. If additional assets—such as video or photo
— are needed,the partner will be notified.
b. Partners are asked to respond as soon as possible and within the deadline.
Typical turnaround time for the request is 1 week to 10 business days.
2. Design
a. The ACVB will send the collected assets and information to the agency of
record.
b. The agency of record will design the placements using ACVB campaign
standards and will try to accommodate requests or restrictions.
c. The ACVB will send proofs of the ads for up to two rounds of revisions.
Partners are asked to respond as soon as possible and within the deadline
with requests or approvals.Typical turnaround time for the request is 1
week to 10 business days.
3. Placement
a. The agency of record will place the approved ads.
4. Performance Maximization&Reporting
a. The agency of record will advise the ACVB of any suggested revisions or
changes to the ads based on performance throughout the quarter.
b. The ACVB will approve and manage all changes made after the initial
placement has been made.
c. The ACVB will provide reporting from the agency of record for each
placement before the end of the year. Partners may request performance
reports for any placement after the ad cycle has ended and the ACVB will
make every effort to provide the reporting at the time of the request.
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CONVENTION &
VISITORS BUREAU
ACVB Co-Op Contacts
Ashton Randall
AshtonCVisitAugusta.coln
Sarah Childers
Sarah@VisitAugusta.com
VisitAugusta.com
Lindsay Fruchtl
Lindsay@VisitAugusta.com