ATTACHMENT 4
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CITY OF LAKE FOREST
CONTRACTUAL SERVICES AGREEMENT
This CONTRACTUAL SERVICES AGREEMENT (“Agreement”) is made this ____ day of ____________, 2024, (“Effective Date”) by and between the City of Lake Forest (the “City”), a California municipal corporation, with its principal place of business at 100 Civic Center Dr. , Lake Forest, California, and the Lake Forest Chamber of Commerce (the “Chamber”), a California nonprofit corporation, with its principal place of business at 26239 Enterprise Court, Lake Forest, California. The City and the Chamber are sometimes individually referred to as “Party” and collectively referred to as the “Parties”.
RECITALS
WHEREAS, the City is desirous of promoting business, residential, and economic development opportunities with in the City, disseminating information relative thereto, and of properly following up and giving consideration to inquiries made relative to the various activities of the City, and its business, residential, and economic development opportunities; and
WHEREAS, the Chamber has special knowledge, experience , and facilities for disseminating such information, is organized for and equipped to carry on promotional activities on behalf of the City, and to publicize and market the economic and regional advantage s that the City has to offer to business, residential, and industrial interests.
NOW, THEREFORE, IN VIEW OF THE GOALS AND OBJECTIVES OF THE CITY AND
THE PROMISES THE CITY AND THE CHAMBER SET FORTH IN THIS AGREEMENT, THE CITY AND THE CHAMBER AGREE, AS FOLLOWS:
1. Term.
The term (“Term”) of this Agreement shall be from July 1, 2024, to June 30, 2025, unless earlier terminated in accordance with Section 10.1.
2. Scope of Services
2.1 The Chamber shall diligently advertise and promote the City in such a manner as to assist the City in its efforts to attract and retain business enterprises and promote the City’s positive business environment, which will enhance the general welfare and well -being of the citizens and businesses in the City.
2.2 The Parties shall provide the General and Specific Scope of Services outlined in the Scope of Services, Exhibit “A”, attached hereto and incorporated herein by this reference.
3. Consideration
3.1 In consideration of the Scope of Services to be performed by the Chamber for the City, as set forth herein, the City hereby agrees to pay the Chamber during the Term of this Agreement, the sum of fourty-two thousand dollars ($42,000) (“City Investment”). The Chamber shall receive quarterly payments in the amount of ten thousand, five-hundred dollars ($10,500). The Chamber shall submit quarterly invoices and reports as provided for in Section DocuSign Envelope ID: 8C20B019-9289-4BF7-ACCF-9E131C3CE6EF 55136.00121\24840082.3 2
4.1 below, to the City fifteen (15) days prior to the scheduled payment, as provided for in Section
3.2. 3.2 Payments will follow the quarterly schedule provided below:
September 5, 2024
December 5, 2024
March 6, 2025
June 5, 2025
3.3 Each payment by the City shall be conditioned upon the following:
3.3.1 The Chamber is not in default of any material terms of this Agreement; and
3.3.2 The Chamber maintains its nonprofit 501(c)(6) status.
4. Reports
4.1 The Chamber shall provide the City with one (1) set of quarterly reports setting forth the receipt and disbursement of funds consistent with industry standards and principles for record-keeping and accounting. The report shall identify the expenditure of the City’s Investment for the previous quarter and demonstrate the Chamber’s full compliance with the requirements of this Agreement. The reports shall also include the tota l cost of the events that took place during the reporting quarter. Costs should be broken down by line item and should include, but not limited to: costs for catering, decorations, staff, marketing, etc. The Chamber shall work cooperatively in resolving t he City’s inquiries or questions regarding the services provided. The report shall include a summary of accomplishments achieved during the reporting period. The Chamber shall file reports with the City within fifteen (15) days prior to the end of the respective quarter throughout the Term of this Agreement.
4.2 The Chamber shall maintain complete and accurate financial records, including but not limited to, receipts and disbursements, with respect to all costs and expenses incurred by the Chamber durin g the Term of this Agreement. All such records shall be clearly identifiable.
The Chamber, upon the City’s request, shall allow a representative of the City during normal business hours to examine, audit, and make transcripts or copies of such records an d any other documents created pursuant to this Agreement.
4.3 The Chamber shall present an Annual Report to the City. The Annual Report shall be presented by April 3, 2025, and provide an update on the obligations covered under this Agreement and the Chamber’s activity through its fiscal year ending September 30. The Annual Report shall include:
- a summary of the prior year’s activities;
- a list of officers and Board Members;
- a copy of the annual Financial Statements as prepared at that time ; and
- a breakdown of the budget and actual costs for each event listed in the contract.
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4.4 The Chamber shall also maintain and update an annual budget. The Chamber’s Annual Budget shall be provided as part of the Annual Report. The Chamber shall give due an d fair consideration to the City’s comments, if any, on the Chamber’s budget.
4.5 Bylaws. The Chamber shall provide the City with a copy of the Chamber’s adopted Bylaws and Code of Ethics. The Chamber shall provide the City with thirty (30) days adva nce written notice of the Chamber’s desire to amend or update its Bylaws and Code of Ethics.
5. Political Activities
5.1 No portion of the City’s Investment shall be used for political purposes and shall only be used for those services provided for in th e Scope of Services required of the Chamber by the terms and conditions of this Agreement.
5.2 The Chamber shall not use any portion of the City’s Investment to advocate or oppose any local municipal election issue or candidate. The Chamber shall not di splay any political material, sign, advertisement or similar material in, on or about its offices.
5.3 The Chamber shall be entitled to continue presentations and advance the purposes of the business community in general on civic issues except as provided for herein.
6. Chamber Responsibilities for Costs and Expenses
Except as otherwise expressly stated herein, the Chamber shall be responsible for all costs and expenses incurred relative to the Chamber, personnel of the Chamber and subconsultants of the Chamber in connection with the performance of the Scope of Services, including, without limitation, payment of salaries, fringe benefits contributions, payroll taxes, withholding taxes and other taxes or levies, office overhead expense, travel expenses, te lephone and other telecommunication expenses, and document reproduction expenses.
7. Independent Contractor
The Scope of Services shall be performed by the Chamber or under its supervision. The Chamber shall determine the means, methods and details of p erforming the Scope of Services subject to the requirements of this Agreement. The Chamber represents that it possesses the professional and technical personnel required to perform the Scope of Services. The City retains the Chamber on an independent con tractor basis and not as an employee of the City. The personnel performing the Scope of Services on behalf of the Chamber shall at all times be under the Chamber's exclusive direction and control.
8. Personnel; License; Conformance to Applicable Requirements/Insurance
8.1 The Chamber represents and warrants that it and all personnel engaged in performing the Scope of Services are and shall be fully qualified, authorized and permitted under state and local law to perform such Scope of Services. The Cha mber represents and warrants that it and all personnel and subconsultants engaged in performing the Scope of Services have and keep all licenses, permits, qualifications, and approvals of whatever nature that are legally required to perform the Scope of Services under this Agreement.
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8.2 All aspects of the provision of the Scope of Services by the Chamber shall conform to all applicable city, county, state, and federal laws, rules and regulations in effect at the time the services are provided. The Chambe r shall keep itself fully informed of and in compliance with all local, state and federal laws, rules and regulations in any manner affecting the performance of the Scope of Services, including all Cal/OSHA requirements, and shall give all notices required by law. The Chamber shall be liable for all violations of such laws and regulations in connection with its Scope of Services. If the Chamber performs any work knowing it to be contrary to such laws, rules and regulations, the Chamber shall be solely responsible for all costs arising therefrom. The Chamber shall defend, indemnify and hold the City, its officials, officers, employees and agents free and harmless, pursuant to the indemnification provisions of this Agreement, from any claim or liability ari sing out of any failure or failure to comply with such laws, rules or regulations.
8.3 The Chamber shall at all times during the Term maintain adequate insurance.
Insurance certificates shall name the City as additional insured with endorsements.
9. Representatives and Notices
9.1 City’s Representative. The City hereby designates the City Manager/Executive Director, or his/her designee, to act as its representative for the performance of this Agreement (“City’s Representative”). The City’s Representative shall have the power to act on behalf of the City for all purposes under this Agreement. The Chamber shall not accept direction or orders from any person other than the City’s Representative or his/her designee.
9.2 Chamber’s Representative. The Chamber hereby designates its Chief Executive Officer or his/her designee, to act as its representative for the performance of this Agreement (“Chamber’s Representative”). The Chamber’s Representative shall have full authority to represent and act on beh alf of the Chamber for all purposes of this Agreement. The Chamber’s Representative shall supervise and direct the Scope of Services, using his/her best skill and attention, and shall be responsible for all means, methods, techniques, sequences and proced ures and for the satisfactory coordination of all portions of the Scope of Services under this Agreement.
9.3 All notices permitted or required under this Agreement shall be given to the respective Parties at the following address, or at such other addres s as the respective Parties may provide in writing for this purpose:
Chamber: Lake Forest Chamber of Commerce
26239 Enterprise Court
Lake Forest, CA 92630
City: Debra Rose
City Manager
100 Civic Center Dr.
Lake Forest, CA 92630
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10. General Provisions
10.1 Termination of Agreement.
10.1.1 Grounds for Termination. Either Party may, by written notice to the other Party, terminate the whole or any part of this Agreement at any time and without cause by giving written notice to the non-terminating Party of such termination, and specifying the effective date thereof, at least ninety (90) days before the effective date of such termination. Upon termination, the Chamber shall be compensated only for the Scope of Services that has been adequately rendered to the City, or to compensate for any events or services previously committed which are consistent with the Scope of Services, and the Chamber shall be entitled to no further compensation.
10.1.2 Effect of Termination. If this Agreement is terminated as provided herein, the City may require the Chamber, and the Chamber may require the City, upon request to provide all finished or unfinished documents and data and other information of any kind prepared by the Chamber, or the City, in connection wit h the performance of the Scope of Services under this Agreement. The Chamber, or the City shall be required to provide such documents and data and other information within thirty (30) days of the request.
10.1.3 Additional Scope of Services. In the ev ent this Agreement is terminated in whole or in part as provided herein, the City may procure, upon such terms and in such manner as it may determine appropriate, services similar to those terminated.
10.2 Confidentiality. All ideas, memoranda, specifica tions, plans, procedures, drawings, descriptions, computer program data, input record data, written information, and other documents and data either created by or provided to the Chamber in connection with the performance of this Agreement shall be held co nfidential by the Chamber. Such materials shall not, without the prior written consent of the City, be used by the Chamber for any purposes other than the performance of the Scope of Services. Nor shall such materials be disclosed to any person or entity not connected with the performance of the Scope of Services. Nothing furnished to the Chamber which is otherwise known to the Chamber or is generally known, or has become known, to the related industry shall be deemed confidential. The Chamber shall not use the City’s name or insignia, photographs of any product of the Scope of Services, or any publicity pertaining to the Scope of Services in any magazine, trade paper, newspaper, television or radio production or other similar medium without the prior written consent of the City.
10.3 Cooperation; Further Acts. The Parties shall fully cooperate with one another and shall take any additional acts or sign any additional documents as may be necessary, appropriate or convenient to attain the purposes of this Agreement.
10.4 Attorneys’ Fees. If either Party commences an action against the other Party, either legal, administrative, or otherwise, arising out of or in connection with this Agreement, the prevailing Party in such litigation shall be entitled t o have and recover from the losing Party reasonable attorney's fees and all other costs of such action.
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10.5 Indemnification. The Chamber shall defend, indemnify and hold the City and its members, officials, officers, employees, volunteers and agents fr ee and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury, in law or equity, to property or persons, including wrongful death, in any manner arising out of or incident to any actual, alleged or n egligent acts, omissions or willful misconduct of the Chamber, its officials, officers, employees, agents, the consultants and contractors arising out of the performance of the Scope of Services, or this Agreement, including without limitation the payment of all consequential damages and attorneys’ fees and other related costs and expenses.
The Chamber shall defend, at the Chamber’s own cost, expense and risk, any and all such aforesaid suits, actions or other legal proceedings of every kind that may be br ought or instituted against the City and its directors, officials, officers, employees, volunteers or agents. The Chamber shall pay and satisfy any judgment, award or decree that may be rendered against the City and its members, officials, officers, emplo yees, volunteers or agents, in any such aforesaid suit, action or other legal proceeding. The Chamber shall reimburse the City and its directors, officials, officers, employees, volunteers and/or agents, for any and all legal expenses and costs incurred by each of them in connection therewith or in enforcing the indemnity herein provided.
The Chamber’s obligation to indemnify shall not be restricted to insurance proceeds, if any, received by the City and its members, officers, employees, volunteers or agents.
10.6 Eligibility. All members of the Chamber shall certify that the member is in compliance with local, state, and federal laws. Noncompliance with local, state, or federal laws shall be grounds for membership disqualification.
10.7 Entire Agreement. This Agreement contains the entire Agreement of the Parties with respect to the subject matter hereof, and supersedes all prior negotiations, understandings or agreements. This Agreement may only be modified by a writing signed by both Parties.
10.8 Governing Law. This Agreement shall be governed by the laws of the State of California. Venue shall be in Orange County.
10.9 Time of Essence. Time is of the essence for each and every provision of this Agreement.
10.10 City's Right to Employ Ot her Consultants. The City reserves right to employ other consultants in connection with this Agreement.
10.11 Assignment or Transfer. The Chamber shall not assign, hypothecate, or transfer, either directly or by operation of law, this Agreement or any interest herein without the prior written consent of the City. Any attempt to do so shall be null and void, and any assignees, hypothecates or transferees shall acquire no right or interest by reason of such attempted assignment, hypothecation, or transfer.
10.12 Amendment; Modification. No supplement, modification, or amendment of this Agreement shall be binding unless executed in writing and signed by both Parties.
10.13 Waiver. No waiver of any default shall constitute a waiver of any other defaul t or breach, whether of the same or other covenant or condition. No waiver, benefit, privilege, or DocuSign Envelope ID: 8C20B019-9289-4BF7-ACCF-9E131C3CE6EF 55136.00121\24840082.3 7
service voluntarily given or performed by a Party shall give the other Party any contractual rights by custom, estoppel, or otherwise.
10.14 No Third-Party Beneficiaries. There are no intended third -party beneficiaries of any right or obligation assumed by the Parties.
10.15 Invalidity; Severability. If any portion of this Agreement is declared invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect.
10.16 Labor Certification. By its signature hereunder, the Chamber certifies that it is aware of the provisions of Section 3700 of the California Labor Code which require every employer to be insured against liability for Worker's Compensation or to undertake self-insurance in accordance with the provisions of that Code, and agrees to comply with such provisions before commencing the performance of the Scope of Services.
10.17 Counterparts. This Agreement may be signed in counterparts, each of which shall constitute an original.
10.18 Subcontracting. The Chamber shall not subcontract any portion of the work required by this Agreement, except as expressly stated herein, without prior written approval of the City. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. The Chamber may utilize vendors to complete the Scope of Services as reasonably necessary.
[Signatures on following pages]
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SIGNATURE PAGE TO
CITY OF LAKE FOREST
CONTRACTUAL SERVICES AGREEMENT
CITY:
CITY OF LAKE FOREST
a California municipal corporation
By: _______________________________
Mark Tettemer
Mayor
Dated: _______________________________
ATTEST:
___________________________
Lisa Berglund
City Clerk
APPROVED AS TO LEGAL FORM:
BEST BEST & KRIEGER LLP
By: _________________________
Matthew Richardson
City Attorney
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SIGNATURE PAGE TO
CITY OF LAKE FOREST
CONTRACTUAL SERVICES AGREEMENT
CHAMBER:
LAKE FOREST CHAMBER OF COMMERCE
a California non-profit corporation
By: __________________________
Steve Smith, Chairman of the Board
Its: __________________________
By: __________________________
Mary Visconte, CEO
Its: __________________________
Dated: __________________________
DocuSign Envelope ID: 8C20B019-9289-4BF7-ACCF-9E131C3CE6EF Chairman of the Board
CEO
6/13/2024
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EXHIBIT “A”
CITY OF LAKE FOREST
CONTRACTUAL SERVICES AGREEMENT
SCOPE OF SERVICES
A. General Services
1. The Chamber shall maintain suitable quarters and employ competent personnel either as volunteers, paid staff, or consultants, easily accessible to the public and fully equipped for the purpose of disseminating information and answering correspondence and inquiries r egarding the City.
2. The Chamber shall provide info rmation and assistance to individual business members with respect to promotion and advertising for the purpose of enhancing the City’s business image and encourage business patronage in the City.
3. The Chamber shall respond in a timely and professional manner to written and verbal inquiries received at its offices regarding residential, commercial, industrial, tourist, and business matters as they relate to the City and/or refer such inquiries to the City as appropriate.
4. The Chamber shall coordinate with the City on activities of mutual community interest.
5. The Chamber shall actively promote the City and the City’s Business Development and Attraction Program. Services shall include, but not be limited to:
a. Prominently feature brief information on the City’s Business Development and Attraction Program on the Chamber website with a corresponding link to the City’s Economic Development website.
c. Using materials provided by the City, insert t he City’s business event flyers and collateral material s in all of the Chamber’s digital new member and welcome packets.
d. The Chamber shall provide the City with its schedule for Quarterly Board meetings at minimum one (1) month in advance.
e. Provide th e City with a directory of Chamber members and corresponding mailing lists upon request for the City’s promotion of business events and seminars.
6. The City shall generally promote the Chamber through the following:
a. Prominently feature brief informat ion on the Chamber with a corresponding link to the Cha mber’s website directly from the City’s Economic Development website.
b. Include information about the Chamber’s services and resources in Welcome Emails to new businesses.
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c. Provide the Chamber with a mailing list of Lake Forest businesses as appropriate for the promotion of Chamber/City business events and seminars. d. Include the Chamber’s information and prominently feature the Chamber’s name, logo, and website in a City publication twice a year t hrough the City’s Economic Development e-newsletter.
7. The City shall provide the Hickory Room for the Chamber’s quarterly board meetings at the Civic Center at no cost to the Chamber.
8. The City shall provide the Chamber with funding, not to exceed $ 500 for its Coffee Chat with the Chamber Series.
B. Specific Services: Events and Programs
In addition to the General Services outlined above, the Chamber shall provide the specific services outlined below under Events and Programs. In doing so, the Ch amber shall coordinate and provide business events and programs that promote the City’s positive business climate and offer professional development opportunities. Certain program components may be carried over into a subsequent contract based on mutual agreement by the City and the Chamber.
The Chamber shall coordinate with the City on scheduling all events so that they do not conflict with the City’s master calendar of business seminars and events. Unless otherwise approved by the City in advance and in writing, all events must be held in the City at a v enue suitable for the event. Venues outside of the City will only be considered when it is determined that no other suitable venue could be located in the City.
All events and programs must prominent ly feature the City’s logo on related marketing materials. Unless otherwise stated in this contract, any event held at a City facility must be open to the public and no admission fee shall be charged to members of the public for entrance to the event. Notwithstanding the foregoing, the Chamber may charge its normal and customary fees to vendors, exhibitors, and other participants obtaining services or materials from the Chamber for the events. If the Chamber provides opportunities for table sponsors, the Chamber will give first priority to sponsors that are Lake Forest businesses and/or provide services directly related to the nature of the events. Required events include, but are not limited to:
1. Event Roles and Responsibilities:
All events/programs within the Scope of Services must, at minimum, incorpor ate the roles and responsibilities outlined below. Further details regarding additional roles and responsibilities specific to each event/program are provided in subsequent sections.
The Chamber’s roles and responsibilities will include:
a. Meet with the City a minimum of one (1) time no later than thirty (30) days prior to the date of the event. The Chamber shall outline all event details and deliverables in regard to DocuSign Envelope ID: 8C20B019-9289-4BF7-ACCF-9E131C3CE6EF
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its responsibilities for the event and shall give due and fair consideration to the City’s comments regarding the plan for the event;
b. Produce draft invitation and all additional marketing materials for the City’s review. The City will have final approval on all marketing materials for distribution; c. Market the event to Chamber members and the general Lake Forest business community including but not limited to: emailing the Chamber’s list of members, posting the event on social media, advertising it in the Chamber e -newsletter, and distributi ng flyers at related events when appropriate;
d. The Chamber shall, on all promotional, marketing, and advertising materials, including mailers, flyers, signs, banners, and other such materials, prominently feature the City’s name and logo thereon, and identify the City as a primary sponsor of the event. e. The Chamber shall be responsible for creating the art and producing or arranging the production of additional marketing materials, including but not limited to large banners, step and repeats, etc., with app roval by the City. This shall be inclusive of the City ’s investment;
f. The Chamber shall be responsible for providing all materials it would like included in the presentations, and as reviewed and approved by the City, at minimum three (3) days prior to the event;
g. Provide catered food suitable and appropriate for the event from a Lake Forest vendor(s) and be responsible for paying the cost of the food, which shall be inclusive of the City’s Investment. The City will provide final approval on the selection of food vendor(s); h. If rentals are deemed appropriate by b oth the City and Chamber, the Chamber will be responsible for coordinating with the vendor and acquiring the rentals. The Chamber will be responsible for covering the associated expenses, which shall be inclusive of the City’s investment;
i. If a raffle is to be conducted, the Chamber will be responsible for its organization and ensure that Lake Forest businesses are given priority for participation in providing the prizes;
j. If an event program and/or agend a is deemed necessary, the Chamber will be responsible for constructing the content and art and providing it to the City for printing.
The City’s roles and responsibilities will include:
a. Provide a City facility as a venue with no cost to the Chamber. Requests for additional venues/times with no cost to the Chamber are at the discretion of the City; b. Provide the Chamber with approval on all event details and deliverables; c. Develop the room layout for the event with review and approval from the Chamber and provide it to Community Center staff, ensuring the room is setup day-of as discussed; d. Provide the Chamber with final approval on all marketing materials produced for the event;
e. Provide the Chamber with final approval on selection of food vendor(s). f. Market the event via pathways including but not limited to: calendar invites to staff and elected officials, social media platforms, the Economic Development e -newsletter, prominently featuring the Chamber’s name and logo, and identifying the Chamber as the event presenter;
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g. The City will be responsible for providing review and approval, and printing the agenda and/or event program if deemed appropriate;
h. The City will be responsible for providing a minimum of two A -frames to display event signage. Additional A-frames to display signage will have the potential for approval upon request;
i. The City will provide review and final approval on requests for additional vendors, initiatives, City staff, or other items as deemed appropriate; j. The City will assume responsibil ity for notifying Community Center staff of the Chamber’s vendor list in a timely manner and ensuring that all vendors meet the City’s requirements, including but not limited to insurance obligations;
2. State of the City:
The Chamber will develop and hold one business event that features a discussion on the “State of the City”. The Chamber may charge an entrance fee for this event. The event should be held in Spring 2025. The event should bring together the business community and political leaders, providing an opportunity for interaction between businesspeople and elected officials.
The Chamber’s roles and responsibilities will include:
a. The City reserves the authority to grant approval for the provision of alcohol at the event, contingent upon its su itability. In the event alcohol is to be served, the Chamber shall procure an ABC permit, cover all expenses related to the purchase of alcohol and necessary serving equipment, arrange for a security guard, and ensure compliance with all relevant county or regulatory requirements pertaining to alcohol service. This will be inclusive of the City’s investment;
b. If a seating chart is required, the Chamber will provide the City with an opportunity to review and approve it, allowing the City to designate seating arrangements for City officials, including but not limited to: Commissioners, Council Members, and City staff; c. The Chamber shall be responsible for acquiring and tracking RSVPs, and shall provide the RSVP list to the City upon request;
The City’s role and responsibilities for the State of the City shall include:
a. The City will maintain sole responsibility for coordinating with City staff to develop a script, speech, and video for the event as appropriate; b. The City will provide the Chamber with a contac t list of elected officials and City staff for distribution of the formal invitation once approved; c. The City will be responsible for developing the City/Chamber presentation for the event as reviewed and approved by the Chamber;
d. Any additional event cost s for equipment, props, or other items deemed necessary and appropriate for the video/speech by City staff will be incurred by the City; e. If alcohol is agreed upon to be provided, the City will provide an Authorization of Use letter to the Chamber in a timely manner;
3. Signature Business Event:
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The Chamber will develop and hold one business event that focuses on professional development through education. The event should be held in Spring 2025. The event has historically been known as the “Lake Forest S eminar & Business Expo”. The name and focus may change upon mutual written consent of the Parties. The event should bring together the business community.
The Chamber’s role and responsibilities will include:
a. Limit table sponsors to Lake Forest busin esses providing a direct service to other Lake Forest businesses;
b. The Chamber will be responsible for securing speakers or presenters for the event and will obtain approval from the City regarding both the speakers and the content of their presentations;
The City’s role and responsibilities for the Signature Business Event shall include:
a. The City will be responsible for developing the City/Chamber presentation for the event as reviewed and approved by the Chamber;
b. Provide the Chamber with review and final approval on speakers and related presentations;
4. New Business Reception:
The Chamber shall partner with the City on a New Business Reception during the Term of the Agreement.
The Chamber’s role and responsibilities will include:
a. Limit table sponsors to Lake Forest businesses providing a direct service t o other Lake Forest businesses;
The City’s role and responsibilities for the New Business Reception(s) shall include:
a. Provide the Chamber with a list of new Lake Forest businesses from its existing sources to be invited to the reception(s);
b. The City shall be responsible for acquiring and coordinating with relevant resource partners to attend the event;
c. The City will be responsible for creating and producing an informational flyer, as reviewed by the Chamber, that outlines resource partner information;
5. Business Mixer:
The Chamber shall host a multi -chamber Business Mixer in Lake Forest during the Term of the Agreement.
The Chamber’s role and responsibilities will include:
a) The Chamber shall fulfill the requirements as specified in section B, subsection 1.
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The City’s roles and responsibilities will include:
b) The City shall fulfill the requirements as specified in section B, subsection 1.
6. Social Media Workshop:
The Chamber shall partner with th e City on a Social Media Workshop that provides current and prospective business owners with effective social media strategies and tips to ensure timely and informative content that can generate more customers. This event may be held with a regional partner if deemed in the best interest of Lake Forest businesses.
The Chamber’s role and responsibilities will include:
a. The Chamber will be responsible for securing speakers or presenters for the event and will obtain approval from the City regarding both the speakers and the content of their presentations;
The City’s roles and responsibilities will include:
a. Provide the Chamber with review and final approval on speakers and related presentations;
7. Legislative Luncheon
The Chamber shall host a Legislative Luncheon, featuring Orange County’s top elected officials.
This event may be held with a regional partner if deemed in the best interest of Lake Forest businesses.
The Chamber’s role and responsibilities will include:
a. The City reserves the authority to grant approval for the provision of alcohol at the event, contingent upon its suitability. In the event alcohol is to be served, the Chamber shall procure an ABC permit, cover all expenses related to the purchase of alcohol and necessary serving equipment, a rrange for a security guard, and ensure compliance with all relevant county or regulatory requirements pertaining to alcohol service. This will be inclusive of the City’s investment;
b. The Chamber will be responsible for securing speakers or presenters for the event and will obtain approval from the City regarding both the speakers and the content of their presentations;
The City’s roles and responsibilities will include:
b. If alcohol is agreed upon to be provided, the City will provide an Authorization of U se letter to the Chamber in a timely manner;
c. Provide the Chamber with review and final approval on speakers and related presentations;
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8. Lake Forest Career Workshop:
The Chamber shall partner with the City on a Lake Forest Career Workshop that provides Lake Forest job seekers with access to resume reviews by industry professionals, and direct and practical advice for the interview process. This event may be held with a regional partner, if deemed in the best interest of Lake Forest businesses.
The Chamber’s role and responsibilities will include:
a. If a regional partner is deemed in the best interest of Lake Forest businesses to partner with on the Lake Forest Career Workshop, the Chamber will be responsible for attending all mandatory meetings with the regional partner to ensure full knowledge of their responsibilities and day-of-event details;
b. If a regional partner does not take the lead on tracking RSVPS, the Chamber shall be responsible for acquiring and tracking RSVPs, and subsequently providing the RSVP list to the City upon request.
The City’s roles and responsibilities will include:
a. Market the event via emails and outreach to local universities.
9. Elf Yourself 5K Charity Run
The Chamber shall host the annual Elf Yourself 5K at the Lake Forest S ports Park and Recreation Center. Event registration is open to the public.
The Chamber’s role and responsibilities will include:
a. The Chamber will ensure that all event details, vendors, and actions day -of the event comply with the requirements of Sports Park regulations; b. If the Chamber requires additional city staff support for its events, excluding the economic development team, a minimum 30-day notice must be provided; c. The Chamber shall be responsible for inviting and acquiring local businesses to ha ve booths at the event, giving priority to Lake Forest businesses; d. The City reserves the authority to grant approval for the provision of alcohol at the event, contingent upon its suitability. In the event alcohol is to be served, the Chamber shall procure an ABC permit, cover all expenses related to the purchase of alcohol and necessary serving equipment, arrange for a security guard, and ensure compliance with all relevant county or regulatory requirements pertaining to alcohol service. This will be inclusive of the City’s investment;
e. The Chamber shall submi t a complete list of all participating vendors to the City at least one (1) week prior to the event. The City will assume responsibility for notifying Community Services staff of its vendor list in a timely manner; f. The Chamber shall be responsible for purchasing Special Event Insurance coverage listing all participating vendors and naming the City as an additional insured.
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g. The Chamber will provide one (1) table for a City booth at the event at no cost to the City.
h. If the Chamber requests city-owned equipment, it will be at the discretion of Community Services staff for approval;
i. The Chamber, as the host of the 5k race, shall be responsible for ensuring the safety of all participants and spectators, and shall meet all safety requirements mandated for the event; j. The Chamber shall be responsible for cleaning up the event afterwards and ensuring that the venue is left clean;
k. If a raffle is to be conducted, the Chamber will be responsible for its organizati on and ensure that Lake Forest businesses are given pri ority for participation in providing the prizes.
The City’s roles and responsibilities will include:
a. Provide the Chamber use of the entire Lake Forest Sports Park and Recreation Center the Saturday before Thanksgiving at no cost to the Chamber with the understanding no other activities or events take place on that day;
b. Provide the Chamber use of City-owned barricades;
a. Provide the Chamber with final approval on selection of vendor(s); b. If alcohol is a greed upon to be provided, the City will provide an Aut horization of Use letter to the Chamber in a timely manner;
c. The City will assume responsibility for notifying Community Center staff of the Chamber’s vendor list.
10. Business Appreciation Luncheon:
The Chamber shall partner with the City on a Business Appreciation Luncheon in 2024. The event will be held in the Winter.
The Chamber’s roles and responsibilities will include:
a. The Chamber shall be responsible for securing a Keynote Speaker and will tak e the lead on coordinating all event details and meetings;
b. The Chamber will coordinate with City staff to ensure the event date does not conflict with the City’s master calendar or other City events on that date; c. Produce a formal invitation and all additio nal marketing materials for the City’s review.
The City will have final approval on all marketing materials for distribution; d. The City reserves the authority to grant approval for the provision of alcohol at the event, contingent upon its suitability. In t he event alcohol is to be served, the Chamber shall procure an ABC permit, cover all expenses related to the purchase of alcohol and necessary serving equipment, arrange for a security guard, and ensure compliance with all relevant county or regulatory req uirements pertaining to alcohol service. This will be inclusive of the City’s investment;
e. The Chamber shall be responsible for acquiring and tracking RSVPs, and shall provide the RSVP list to the City upon request;
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The City's roles and responsibilities will include:
a. The City shall have review and approval of the Keynote Speaker. b. The City will provide the Chamber with a contact list of elected officials and City staff for distribution of the formal invitation once approved; c. If alcohol is agreed upon to be provided, the City will provide an Authorization of Use letter to the Chamber in a timely manner;
11. Beer & Wine Garden(s) at Concerts in the Park:
The Chamber will host a Beer and Wine Garden at each Concert in the Park and the annual Tree Lighting. Event dates will be: July 27, 2024, August 24, 2024, and a date TBD in June of 2025.
The Chamber’s roles and responsibilities will include:
a. The Chamber shall procure an ABC permit, cover all expenses related to the purchase of alcohol and necessary serv ing equipment, arrange for a security guard, and ensure compliance with all relevant county or regulatory requirements pertaining to alcohol service. This will be inclusive of the City’s investment;
The City’s role and responsibilities for the Beer and Wine Gardens shall include:
a. Secure a venue at the Lake Forest Sports Park and Pittsford Park free of charge. b. Provide the Chamber with final approval on all marketing materials produced for the event;
c. Provide the Chamber use of City-owned barricades.
d. The City will provide a 20 x 30 tent, tables, and chairs, and barriers as deemed necessary and appropriate to fit the needs of the event.
e. The City will provide an Authorization of Use letter to the Chamber in a timely manner;
12. Beer & Wine Garden(s) at Annual Tree Lighting:
The Chamber will host a Beer and Wine Garden at the annual Tree Lighting in December 2024.
The Chamber’s roles and responsibilities will include:
a. The Chamber shall procure an ABC permit, cover all expenses related to the purchase of alcohol and necessary serving equipment, arrange for a security guard, and ensure compliance with all relevant county or regulatory requirements pertaining to alcohol service. This will be inclusive of the City’s investment;
The City’s role and responsibilities for the Beer and Wine Gardens shall include:
a. Secure a venue at the Lake Forest Civic Center free of charge. b. The City shall be responsible for renting a bar and providing the Chamber with tables, and chairs, as deemed necessary and appropriate to fit the needs of the event.
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c. The City shall be responsible for providing the Chamber with a location at the event that is suitable and appropriate for the event.
d. The City will provide an Authorization of Use letter to the Chamber in a timely manner;
13. Women in Business Event
The Chamber’s roles and responsibilities will include:
a. The City reserves the authority to grant approval for the provision of alcohol at the event, contingent upon its suitability. In the event alcohol is to be served, the Chamber shall procure an ABC permit, cover all expenses related to the purchase of alcohol and necessary serving equipment, arrange for a security guard, and ensure compliance with all relevant county or regulatory requirements pertaining to alcohol service. This will be inclusive of the City’s investment;
b. The Chamber wil l be responsible for securing speakers or presenters for the event and will obtain approval from the City regarding both the speakers and the content of their presentations;
The City’s roles and responsibilities will include:
a. If alcohol is agreed upon to be provided, the City will provide an Authorization of Use letter to the Chamber in a timely manner;
b. Provide the Chamber with review and final approval on speakers and related presentations;
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