STAFF REPORT. Attachments: 1. Estimated Event Budget 2. Peninsula Hotel Proposed Budget

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Toby Eustace Simon
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1 STAFF REPORT Meeting Date: March 6, 2018 To: From: Subject: Honorable Mayor & City Council Therese Kosterman, Public Information Manager Request for City Co-Sponsorship for a Celebration of the 70th Anniversary of Israel s Independence Attachments: 1. Estimated Event Budget 2. Peninsula Hotel Proposed Budget INTRODUCTION Local Beverly Hills residents have formed a volunteer committee to celebrate the 70th anniversary of the founding of the State of Israel and have requested City co sponsorship of an event at the Peninsula Hotel on Wednesday, May 9, The current proposal asks the City to cover in-kind support, event funding, including the waiving of City permit fees. The in-kind staff time includes time spent preparing agreements, staff production of a video to be shown at the event, video recording of the event, graphic design of the invitation and logo and potentially any necessary traffic control. The event as proposed is consistent with the City Council approved Joint Declaration with the State of Israel, which was signed in The agreement includes: - Water - Technology - Public - Emergency - Public - Art Conservation and Management and Cyber Security Health Services and Disaster Preparedness Safety and Counter-Terrorism and Culture This item is being brought to the City Council for consideration and direction. DISCUSSION Volunteer co-chairs Gina Raphael, Dr. Sharona R. Nazarian and their committee members along with the Beverly Hills Sister-City Association are planning a celebration of the 70th Anniversary of Israel s Independence. The event is planned to be held at the Peninsula Hotel on May 9, 2018 and a cost estimate has been prepared (Attachments 1 and 2).

Meeting Date: March 6, 2018 The elements of the proposed program include: Doors Open (General Admission) 6:45PM (standing room/cocktail style) Event includes speakers, videos and musical

2 Meeting Date: March 6, 2018 The elements of the proposed program include: Doors Open (General Admission) 6:45PM (standing room/cocktail style) Event includes speakers, videos and musical entertainment 7:45-8:15PM Open Reception 8:15-9:OOPM The event is free, but due to limited space will be by invitation only. The estimated capacity at the hotel is 242 attendees (standing room). The City may invite up to 150 guests to the event, and the committee may invite up to 92 guests. The invitations will be digital, and the guest list has yet to be finalized. Venue parking is available, but will be covered by the guests attending the event. Multiple venues were considered such as the Wallis Annenberg Center for the Performing Arts, the Academy of Motion Picture Arts and Sciences, Roxbury Park and the City s Municipal Gallery. Capacity and scheduling issues were cited as reasons for not recommending those sites. Event organizers also plan to formalize a Sister-City agreement between the City of Beverly Hills and the City of Herzliya (Israel) that evening. Currently, the City of Herzliya maintains a Friendly City status, similar to the City of Pudong (China). Currently, the only other formal Sister-City is Cannes (France). As envisioned, the program will include the signing of the official Sister-City agreement to formalize the relationship between the two cities. This process will be developed, similar to the Cannes (France) agreement. The committee has indicated a desire to seek added sponsorship for the event to offset any approved out of pocket costs provided by the City. If received, such donations will go directly to the Community Charitable Foundation, the City s 501c3. Additional co sponsors include the Israeli Consulate of Los Angeles and Israel Bonds. The City sponsorship request currently includes the following elements: Costs associated with producing the event City graphics staff to design an evite to be sent to VIPs Design and distribution of a commemorative pin City cable staff to create a 3-minute video of Beverly Hills relationship with Israel over the years, possibly in coordination with the Israeli Consulate; and videotape the event using Cable staff Policy and management staff time to administer the event Waiver of fees for a public assembly permit, Waiver of fees for fire code permit (separate from public assembly permit) Waiver of fees for a TCO to manage traffic before and/or after the event Depending on how the event evolves, other possible requirements include: Waiver of fees for BHPD and BHFD personnel required for security and monitoring Notification of neighbors regarding any traffic concerns in the area Per the City s Special Event process, proposals are typically reviewed by the City Council liaisons. Due to time constraints, this item was not reviewed by the liaisons. Because the committee plans to host the event on May 9, this proposal is being presented to the City Council for consideration. Page2of3 3/2/2018

3 Meeting Date: March 6, 2018 FISCAL IMPACT The funding request is for $23, to host the event at the Peninsula Hotel. The City can make payments directly to the Peninsula Hotel and/or the Beverly Hills Sister-City Association Cannes (501c3) account. City agreements would be developed to facilitate the funding to either party. If the City were to provide funding for the entire event budget directly to the Sister-City Association, the City would enter into an agreement with the Association for managing the event budget. Alternatively, if the City were to directly pay any vendors (including the Peninsula Hotel) for services associated with the event, staff would follow the City s normal procurement process pursuant to the municipal code, enter into agreements, and solicit bids for services as needed. To help cover the entire estimated overall event cost of $27,255.90, Israel Bonds is donating $3,500 directly to the Peninsula Hotel because they cannot give to a nonprofit directly (i.e. the City s Community Charitable Foundation and/or the Sister-City Committee). The requested funding amount of $23, can be provided through the City Council and Administrative Support budget for one-time professional services ( ). Final costs will be estimated once all the event details are known. RECOMMENDATION It is recommended that the City Council provide direction regarding City sponsorship of the proposed anniversary event. Pamela Mottice Muller Approved By Page3ot3 3/2/2018

4 Attachment 1

Equipment Verandah Israel s 70th Birthday Wednesday, 5/9/2018 Volunteer Committee Peninsula Hotel Beverly Hills, CA Doors open at 6:45pm Event: 7:45pm - 8:15pm Expenses

90 Includes tax and service fee Food $ - Included in total hotel budget Beverages $ - Included in total hotel budget Microphone / AV screen $ - provided by hotel Room

5 Equipment Verandah Israel s 70th Birthday Wednesday, 5/9/2018 Volunteer Committee Peninsula Hotel Beverly Hills, CA Doors open at 6:45pm Event: 7:45pm - 8:15pm Expenses Projected Cost Notes Peninsula Hotel Budget (Total) $25, Includes tax and service fee Food $ - Included in total hotel budget Beverages $ - Included in total hotel budget Microphone / AV screen $ - provided by hotel Room Rental $ - & Patio provided by hotel Band / DJ $ To be arranged by volunteer committee Commemorative Pins $1, To be arranged by volunteer committee Total Estimated Event Cost $27, Sponsorship Chairs TBD Committee TBD Israel Bonds $3,500 City of Beverly Hills $23,755.90

6 Attachment 2

THE PENINSUlA BEVERLY HILLS Estimated Summary of Charges Function: Israels 70th in Beverly Hills Name of Host: Sharona Nazarian Date: 5.9.

00 = $ 1500.00 _(6 pieces per person) @ = $ 0.00 4 Rental Fee Waived @ i5* = $ (1500.00) 242 Food Stations: @ 25.00 = $ 6050.00 = $ 0.00 Mezza Platter, cheese = $ 0.00 = $ 0.00 Platter, Salads = $ 0.

Unit Price Total Qty. Unit Price Total = $ 0.00 la/v - LCD/Screen/Mic @ 815.00 = $ 815.00 242 Hosted Beverages @ 20.00 = $ 4840.00 1A/V Waived @ 815.00 = $ (81500) (2 Glasses of Wine = $ 0.

00 Miscellaneous Sub-total $ 0.00 TOTAL FOOD & BEVERAGE CHARGES $ 19130.10 SERVICE CHARGE 22% $ 4208.62 SALES TAX 9.50% $ 2217.18 F&B Total Charges 25555.90 ROOM & SUE / MISC CHARGES $ 0.

7 THE PENINSUlA BEVERLY HILLS Estimated Summary of Charges Function: Israels 70th in Beverly Hills Name of Host: Sharona Nazarian Date: Function Room: Verandah & Patio Based on 242 Guests FOOD: ROOM & SITE: Qty. Unit Price Total Qty. Unit Price Total 1452 Passed Hors d 6.00 = $ Verandah = $ _(6 pieces per = $ Rental Fee i5* = $ ( ) 242 Food = $ = $ 0.00 Mezza Platter, cheese = $ 0.00 = $ 0.00 Platter, Salads = $ 0.00 $ Desserts & Sliced = $ 2904,00-115% Discount on ] = $ ( ) $ Room &Site Sub-total $ 0.00 BEVERAGE**: MISCELLANEOUS: Qty. Unit Price Total Qty. Unit Price Total = $ 0.00 la/v = $ Hosted = $ A/V = $ (81500) (2 Glasses of Wine = $ 0.00 (Extra A/V for = $ 0.00 per person) = $ 0.00 NO Host Valet 8.00 = $ % Discount on = $ (726.00) Discounted = $ 0.00 Beverage Sub-total $ Miscellaneous Sub-total $ 0.00 TOTAL FOOD & BEVERAGE CHARGES $ SERVICE CHARGE 22% $ SALES TAX 9.50% $ F&B Total Charges ROOM & SUE / MISC CHARGES $ 0.00 SERVICE CHARGE* 22% $ 0.00 SALES TAX 9.50% $ 0.00 Room/Misc Total Charges 0.00 BANQUET CHARGES $ UIPMENT LESS : ADVANCE DEPOSIT $ 0.00 LESS : OThER PAYMENTS $ 0.00 BALANCE DUE $ Beverages are charged on consumption. Final amounts are calculated at the conclusion of your event.

All Things Chocolate & Wine Presented by College Station Noon Lions Club (CSNLC) November 13, 2018, 5:30 p.m. 8:30 p.m. // Hilton College Station

All Things Chocolate & Wine Presented by College Station Noon Lions Club (CSNLC) November 13, 2018, 5:30 p.m. 8:30 p.m. // Hilton College Station EVENT: All Things Chocolate & Wine is a signature event