Port of San Diego - Tidelands Activation Program Event Sponsorship Application FY18/19

Transcription

1 Port of San Diego - Tidelands Activation Program Event Sponsorship Application FY18/19 APPLICATION FOR SPONSORSHIP OF EVENTS OCCURRING JULY 1, 2018 THRU JUNE 30, 2019 APPLICATION DEADLINE: JANUARY 5, 2018 at 5 PM PST IMPORTANT: PLEASE READ Please complete one application for EACH event for which you are requesting sponsorship. If your event is connected to another event in a coordinated series, please note so in your event description. This application may not be saved in progress. Please print the Prep Application PDF from in advance to prepare all the necessary information before you begin. You will not be able to return to finish a partially completed application once you navigate away from this window. For additional information visit DISCLAIMER Before submitting this application, all applicants are required to read and acknowledge the following: If selected to receive funding or services from the Port of San Diego, the recipient is required to sign a binding agreement in which they agree to provide service(s) in return for the funding and/or services that the Port provides. These services will be listed on a Scope of Services that is part of the agreement. Funding is paid to recipients following their submission of a properly completed invoice(s) and proof of having fulfilled their requirements listed in the Scope of Services. Organizations selected for funding or services will be required to obtain and provide proof of a Commercial General Liability Policy covering any bodily injury, property damage, personal injury, or advertising injury associated with their event or program. Select organizations may also be required to provide proof of automobile and/or workers compensation insurance. This policy, for which specific requirements will be contained in their agreement, shall include an endorsement naming the San Diego Unified Port District as an additional insured. Organizations intending to have their event in a Port facility are required to request a reservation to hold their date as soon as possible, up to 18 months prior to their desired event date. Additionally, organizations are required to submit a completed park or facility permit application at least 90 days prior to their event and, even if park permit fees are being waived, to submit the requisite damage deposit for their event. For events with paid admission, the Port reserves the right to offer a partial waiver and/or accept a percentage of ticket revenues in lieu of a full waiver and sponsorship. If your event is selected, your agreement will be negotiated directly. **Sponsorship evaluations and decisions will be based on the information you provide in this application. Revisions, once your application has been submitted, may not be accommodated. I have read and I understand the foregoing information regarding a service agreement with the Port of San Diego, the policy on sponsorship payments, insurance requirements, and the requirements for submitting a park or facility permit application and damage deposit. * Required 1. address * 1/9

2 2. Initials of Applicant * Please initial here acknowledging you have read the above. Section 1 of 5: Contact Information 3. Organization Name * 4. Organization Address * 5. For-Profit or Non-Profit Status * 6. Applicant Contact Name * Individual who can respond to questions about this application. 7. Applicant Contact Office Phone Number * 8. Applicant Contact Mobile Phone Number 9. Applicant Contact Address * 10. On-site Event Organizer Contact Name * Individual responsible for on-site logistics at the event. 11. On-Site Event Organizer Mobile Phone Number * 12. On-Site Event Organizer Address * 2/9

3 Section 2 of 5: Event Logistics 13. Event Title * 14. Event URL 15. Event Twitter Handle 16. Event Link to Facebook Page 17. Type of Event * Check all that apply. Check all that apply. Concert/Performance Educational Environmental Festival Moving event (run/walk/swim/bike) Parade Sporting Other 18. Event Description * In the space below, please provide a description of your proposed event. Include: how long the event has been in existence; the location(s); what occurs at the event (including activities, attractions and exhibits); and the projected attendance (participants and spectators, if applicable). Your description will be published as part of an executive summary of your event. Please be concise and factual, and do not assume that the reviewer is familiar with your event. YOU ARE LIMITED TO 1800 CHARACTERS. Event Location 3/9

4 Describe the location(s) where your event will occur. If your event is a multi-location event, note all locations where the event will occur. If your event is a moving event such as a run, walk, cycling event, swim, triathlon, or parade, briefly describe the route(s) and locations where the event will take place. Please use specific location name, if applicable. If you have not settled on a location for your event, list the locations that you are considering. Any moving event route must be approved via permit by the Port of San Diego and, if applicable, the other affected public agencies. Approval of facility use is subject to the availability of the facility. Approval of sponsorship does not guarantee requested facility. Park Permit staff will work with you directly to determine location arrangements. You are required to provide a damage deposit, completed permit form, and certificate of liability insurance in order to use a Port of San Diego facility. PLEASE NOTE: For events with paid admission, the Port reserves the right to offer a partial waiver and/or accept a percentage of ticket revenues in lieu of a full waiver and sponsorship. If your event is selected, your agreement will be negotiated directly. **Sponsorship evaluations and decisions will be based on the information you provide in this application. Revisions, once your application has been submitted, may not be accommodated. 19. Proposed Location(s) * 20. Fee Waiver * Are you requesting a waiver of the fees to use a Port of San Diego facility as all or part of your sponsorship? NOTE: Locations off Port of San Diego Tidelands are not eligible for fee waivers. Mark only one oval. Yes No Event Attendence Provide the numbers of attendance for each day of your event. Where applicable, include numbers of participants such as entrants in a triathlon or performers in a music festival to numbers of spectators. For events using multiple locations, include numbers of participants and spectators in each location. Ex: Day 1 (3000), Day 2 (2500), Day 3 (3100) 21. Anticipated Daily Attendance * **Sponsorship evaluations and decisions will be based on the information you provide in this application. Revisions, once your application has been submitted, may not be accommodated. 4/9

5 22. Event Setup Start Date * This is the date when you intend to begin setting up in a Port of San Diego facility. This may be the same date as your event start date or you may need an additional day(s) before the event in order to set up. 23. Event Start Date * This is your actual event start date. It may be the same date as your setup start date. 24. Event Hours * Provide the start and end times of your event for each day of the event. ***Port of San Diego park hours of operation: 6:00am- 10:30pm 25. Event End Date * This is your actual event end date. 26. Event Breakdown End Date * This is the date when you intend to complete the breakdown and cleanup of your event in a Port of San Diego facility. It may be the same date as your event end date or you may need an additional day(s) in order to break down. 27. Are you flexible regarding the date(s) of your event? * Mark only one oval. Yes No Section 3 of 5: Sponsorship Request 28. Funding Requested: * Funding is awarded annually based on the budget allocated by the Board of Port Commissioners. Funds awarded in previous years do not represent the amount(s) that may be awarded in Fiscal Year List the amount requested in $USD. ADDITIONAL SERVICES REQUESTED 5/9

6 29. Request for use of Portable Stage: If you are requesting the use of the Port s portable stage, indicate the dates requested. Use of the stage is subject to the availability of the stage and staff for setup and breakdown. START DATE: 30. END DATE: 31. Request for Reserved Parking: If you are requesting reserved parking spaces in the facility(s) where your event is taking place, indicate in this block the number(s) of parking spaces requested for each Port facility and date. Reservation and use of parking spaces is based on the availability of parking spaces at the facility. Justification for Sponsorship Describe how your event meets the criteria for a Tidelands Activation Program sponsorship. Include in your description how the event accomplishes any or all of the following: Attracts diverse visitors and demographics to Port Tidelands Fosters relationships between the Port and its stakeholders in the region and community Provides a desirable attraction that is rare or unique to the Port Tidelands, parks, or facilities Provides the Port with opportunities to educate the public and its stakeholders to promote one or more of its mission areas (see the Port s mission statement below), with emphasis on how the event will activate the Port s parks, the waterfront, and San Diego Bay through community engagement and/or media coverage. Port of San Diego Mission Statement: The San Diego Unified Port District will protect the Tidelands Trust resources by providing economic vitality and community benefit through a balanced approach to maritime industry, tourism, water and land recreation, environmental stewardship, and public safety. NOTE: YOU ARE LIMITED TO 4,000 CHARACTERS (spaces included) in the field below. 32. * Section 4 of 5: Promotion & Recognition Should your event be selected for sponsorship, you will be provided a Port of San Diego Event Organizer Toolkit to assist with promoting your event. The Toolkit includes: Port logo and guidelines, helpful information and post-event report form. 6/9

7 33. Marketing & Advertising Plans * Please select the first column if you are not using this method of promotion, the second column if you are using this method of promotion but the Port will not be included at the level of sponsorship for which you are requesting, or the third column if you are using this method of promotion and the Port will be included at the level of sponsorship for which you are requesting. PLEASE NOTE: if your application is approved, Port staff will work with you directly to negotiate a final list of marketing deliverables based on the actual sponsorship package awarded. Mark only one oval per row. We will promote in this way and the Port WILL be included in these promotions. We will promote in this way and the Port WILL NOT be included in these promotions Broadcast Television Commercials Broadcast Radio Commercials Print Ads (Magazine/Newspaper) Digital Promotion (Online/Websites/E- Blasts) Direct Print Distribution (Posters/Flyers/Postcards) Social Media: Facebook Page Social Media: Twitter Social Media: Instagram Printed Program w/ Ads for Sponsors 34. Communications & Media Relations * Please select the first column if you are not pitching with this method of publicity, the second column if you are pitching with this method of publicity but the Port will not be included at the level of sponsorship for which you are requesting, or the third column if you are pitching this method of publicity and the Port will be included at the level of sponsorship for which you are requesting. PLEASE NOTE: If your application is approved, Port staff will work with you directly to negotiate a final list of communications deliverables based on the actual sponsorship package awarded. Mark only one oval per row. We will pitch this method of publicity but the Port WILL NOT be included. We will pitch this method of publicity and the Port WILL be included. Boiler Plate Inclusion in Press Release Media Interviews w/ Local Television, Radio, Print or Online Outlets E- Newsletter/Website Features Printed Programs w/ Welcome Letter Opportunities 7/9

8 35. On Site Inclusion: * Please indicate which on-site opportunities will be made available to the Port at the level of sponsorship for which you are requesting. PLEASE NOTE: if your application is approved, Port staff will work with you directly to negotiate a final list of on-site event deliverables based on the actual sponsorship package awarded. Check all that apply. Bags Prominent Banner Placement Prominent Booth Space Admission Tickets Reserved Seating Reserved Parking Port Spokesperson Participation in Speaking Program Distribution of Promotional Items or Marketing Materials at Event Information Booth or in Gift Other: Section 5 of 5: Budget & Funding Sources Please forward a detailed budget for your event via to TAP@portofsandiego.org. Save your attachment as your EVENT TITLE BUDGET. For guidance, see the sample budget PDF at Please take note of the following: 1. Attach only the budget for this event and not the budget for all of your organization's activities. 2. Be sure to include in your budget specific sources of sponsorship funding and the amount(s) received/requested. 3. Your sponsorship may be subject to a post-event audit by the Port of San Diego. In the following spaces provide the requested numbers derived from your budget: 36. Total Anticipated Gross Revenue * List the total gross revenue in $USD expected from your event. If you have requested funding from the Port of San Diego, do not include the amount of the request in the below anticipated revenue. 37. Other Funding Requests * List of entities to whom you have applied for funding and the amounts for which you have applied. 8/9

9 38. Total Anticipated Expenses * List the total expenses in $USD to conduct your event. If you have requested a waiver of fees or other services from the Port of San Diego, do not include any cost for those services in your below anticipated expenses amount. 39. Admission Charges * Describe the cost of tickets, registration, or participation in your event. If there is a range of ticket or participation fees, please describe it. If there are no admission charges, please indicate. 40. Beneficiaries * List any organizations below to which you intend to donate any or all of the proceeds from this event, including the amount or percentage that each will receive. Please also include whether the amount will be from gross or net proceeds. If there are no beneficiaries, please indicate. A copy of your responses will be ed to the address you provided Pow ered by 9/9