ABBOTSFORD. Sa '~A COUNCIL REPORT RECOMMENDATION BACKGROUND REPORT. Report No February 4, Executive Committee

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1 Sa '~A ABBOTSFORD Reprt N February 4, 2010 COUNCIL REPORT Executive Cmmittee T: Frm: Subject: Mayr and Cuncil Frank Pizzut, City Manager Request fr Funding Abbtsfrd Rugby Sevens RECOMMENDATION 1. THAT Reprt N , dated February 4, 2010, frm the City Manager, regarding the request fr funding fr the 2010 Abbtsfrd Rugby Sevens, be received; and 2. THAT the Mayr and Cuncil authrize financial supprt fr the 2010 Abbtsfrd Rugby Sevens as identified in this reprt. BACKGROUND The inaugural Abbtsfrd Rugby Sevens turnament was held in Abbtsfrd in The event drew internatinal talent and was a significant success. The turnament did nt receive City financial supprt in Fr 2010, staff was apprached t financially supprt the event. Withut City supprt the turnament wuld have been lst t anther City. Pending Cuncil apprval, the City Manager cmmitted t sme supprt s the event wuld remain in Abbtsfrd. REPORT The Rugby Sevens Turnament achieved significant success in In 2010, the Turnament is expected t grw. It is expected that the event, ccurring n July 24-28, 2010, will hst thirty tw new teams, eight f wh ich are frm freign cuntries. The event will prvide Abbtsfrd with a prestige event and will drive significant ecnmic benefit frm htel accmmdatins, fd and beverage sales, travel and ther expenditures. Turism Abbtsfrd and the City have discussed the imprtance f this turnament in prmting Abbtsfrd as "Sprt Twn Canada" and believe that it is pivtal that the turnament be supprted, even thugh it is a fr prfit event. Withut the supprt frm the City and Turism Abbtsfrd, the turnament wuld relcate t anther City in British Clumbia. The City' s cntributin t the event wuld be a cash grant f $5,000 and $4,000 f in kind supprt fr the use f Exhibitin Stadium and facilities. Staff prpses that the $5, cash cntributin be frm the City Manager's cntingency funding and that the $4, in kind supprt cme frm the grants accunt fr special events. Turism Abbtsfrd has made a similar cntributin.

2 Reprt N Page 2 f 2 FINANCIAL PLAN IMPLICATION Funding requirements fr this event are available with in the City Manager's budget and the grants budget fr special events. SUMMARY The Abbtsfrd Rugby Sevens Turnament is a significant internatinal event that will bring ecnmic benefit, prestige, and pride t Abbtsfrd. The City Manager recmmends that Mayr and Cuncil authrize financial supprt fr this turnament

3 Abbtsfrd Rugby Sevens Cmmunity Partnership - Brief Prepared fr: Prepared by: Submitted n: Attentin: City f Abbtsfrd and the Turism Abbtsfrd Sciety Dnna Dixsn n behalf f Abbtsfrd Rugby Sevens January 4,2010 Frank Pizzut, City Manager, City f Abbtsfrd Dan Stefansn, Executive Directr, Turism Abbtsfrd What is the Abbtsfrd Rugby Sevens "Sevens" Rugby is a fast paced, highly entertaining versin f the exciting sprt f rugby. With nly seven, rather than the usual fifteen players, Sevens Rugby players are an elite breed f athlete. Having gained cnsiderable ppularity wrldwide, Sevens has nw been recmmended t the Internatinal Olympic Cmmittee (IOC) as an fficial sprt beginning at the 2016 Summer Games. In July 2009, the inaugural Abbtsfrd Rugby Sevens turnament held at Rtary Stadium in Abbtsfrd, BC was a huge success. Our first annual event hsted sixteen teams and drew mre than 2000 spectatrs. The turnament hwever, was just ne day which culminated a full week f related activities that included caching clinics, persnal player appearances, media interviews, receptins, and three public parties. Mdeled after ther internatinal Rugby Sevens events like the USA Sevens and the Hng Kng Sevens, feedback fllwing the 2009 turnament suggests the Abbtsfrd Rugby Sevens has the ptential t becme ne f the premiere internatinal Sevens turnament in the wrld. Please vis it fr infrmatin abut last year's event and the latest news abut what is planned fr The 2010 (July 24 & 25) event will hst thirty-tw men's teams - eight internatinal teams and eight elite Nrth American teams - as well as eight dmestic men's and wmen's teams. The event includes tw days f pre-turnament activities and tw days f game play and entertainment. Hw Des Abbtsfrd Rugby Sevens Benefit the Cmmunity Abbtsfrd Rugby Sevens is the premier internatinal sprting event in ur cmmunity and the benefits will be felt nt just fr ne shrt perid; but ver time as the event returns year after year allwing the benefits t the cmmunity t grw expnentially. Ecnmic Benefits: Cmmercial Overnight Stays Players, and thse invlved with the event Spectatrs frm British Clumbia, Canada and arund the wrld Fd, Beverage, Hspitality, Service & Retail Spending Services and resurces purchased by the rganizing cmmittee Abbtsfrd Rugby Sevens Page 1

4 Prfile Benefits: Rugby Sevens is nw an Olympic sprt thereby garnering significant media cverage Uniquely psitined as the nly event f its kind in Canada Intrduces Abbtsfrd n a wrld stage with the inclusin f EIGHT (8) internatinal teams in n ly ur secnd year... truly an utstanding accmplishment: India Samurai Internatinal Fiji Suth Africa Kenya Canada New Zealand United States Builds n and further enhances Abbtsfrd as Sprt Twn Canada Platfrm t attract and affluent demgraphic (rugby cmmunity) and intrduce them t Abbtsfrd as a place t live, wrk, and play Prmtes the sprt f rugby as a healthy activity in the city, the regin and in Canada Other Benefits: Opprtunity t cnnect varius stakehlders and partners arund cmmn visin and culd be strategically linked t ther cmmunity needs and purpses A TV prducer is interested in filming the event and bradcasting it arund the wrld t participating cuntries Rugby Canada and Rugby BC Unin have sanctined and are cnsidering hsting a Canadian Natinal Sevens champinship at ur event We have a cmprehensive. media and marketing campaign, a track recrd f prfessinalism and successful implementatin which will and net value t all partnerships Event rganizers are cmmitted t making a difference and will dnate prceeds f the event t further rugby develpment via the Abbtsfrd Rugby Ftball Club as well as dnating t Zajac Ranch. Hw can the City and Turism help Abbtsfrd Rugby Sevens In light f the unique nature f this event and the significant value prpsitin it presents, we are requesting that special cnsideratin be given t prviding a jint cash cntributin f $10, frm Turism Abbtsfrd and the City f Abbtsfrd as well as an equal value f in kind services, supplies and equipment that culd include but is nt limited t: Revenue fregne r waiving f fees fr Rtary Stadium, Legacy Sprt Centre, Cadet Hall Prvisin and installatin f all available tents during the event days Fencing, tables, chairs and tw way radis Use f "gatr" vehicles fr transprtatin arund Ex Park Staffing fr event set up, nsite assistance and clean up Abbtsfrd Rugby Sevens Page 2

5 Hsting f media an d press cnference event fr all internatinal teams n July 23 Venue, staffing, catering, ma rketing, media relatins and VIP attendance Marketing and Prmtin Cperative advertising including signage, newspaper ads, radi and ther Event ntificatin n Abbtsfrd Gateway signs Design and printing f prmtinal materials Media relatins supprt and leveraging Advertising and prmtin at Tradex, Abbtsfrd Internatinal Ai rprt, Visitr Centre Abbtsfrd Rugby Sevens Operating Budget fr 2010 Revenue Gate $ 83, Fd & Beverage $ 21, Registratin $ 8, Advertising $ 5, Nn-Event $ 6, Spnsrship $ 57, $ 181, Expenses Internatinal Team Services $ 50, Transprtatin $ 8, Facilities $ 7, Entertainment $ 6, Event - Nn Sprt $ 23, Event - Equipment/Users $ 10, Event - Player Supprt $ 8, Event - Vlunteer $ 6, Event - Sprt $ 18, Administratin $ 23, Marketing & Advertising $ 12, Charitable Giving $ 3, Cntingency $ 5, $ 181, Net Revenue $ Abbtsfrd Rugby Sevens Page 3

6 ( it T O U R IS M ABBOTSFORD January 22, 2010 Abbtsfrd Rugby Sevens c/ Gerge Fergusn Way #252, Bx 8000 Abbtsfrd BC V2S 6Hl Re: Turism Abbtsfrd and City f Abbtsfrd Grant t 2010 Abbtsfrd Rugby 7's Dear Dnna, Thank yu fr yur written prpsal submitted t Turism Abbtsfrd and the City f Abbtsfrd dated January 4, 2010 (cpy enclsed). Fllwing an extensive review f yur prpsal it has been determined that the Abbtsfrd Rugby Sevens event prvides a unique pprtunity t hst a successful and significant annual internatinal sprting event. It is ur belief that the event has the ptential t prvide grwing ecnmic returns and can be utilized t raise the awareness f ur cmmunity lcally, natinally and internatinally. Turism Abbtsfrd in cperatin with the City f Abbtsfrd are pleased t enter int a partnership with Abbtsfrd Rubgy Sevens. Yur primary cntact fr this agreement will be a designated representative (t be named shrtly) fthe Turism Abbtsfrd Sciety and the terms f the partnership are as fllws: Sprt Hsting Grant A $10,000 Sprt Hsting Grant will be prvided t Abbtsfrd Rugby Seven's t supprt the hsting f the 2010 event. The grant will be authrized in three installments with payments t be made within 15 days f the authrizatin date: Initial Payment - January 25, $4,000 Secnd Payment - June 1, $4,000 Final Payment - On Receipt f Event Reprt - $2,000 Value-in-Kind Cntributin In additin t the abve mentined Sprt Hst Grant, the Turism Abbtsfrd Sciety and the City f Abbtsfrd will agree t each prvide the value-in-kind equivalency f The Tu rism Abblsfrd Sciety prudly perates the Fraser Va lley Trade & Exhibitin Centre - TRADEX

7 - 2 - $5,000 t the event ($10,000 in the aggregate). The Turism Abbtsfrd Sciety and the City f Abbtsfrd will shrtly name a designate t wrk with yu t finalize the specific value-in-kind resurces that will be prvided, but it is expected that the value-in-kind cntributin frm the Turism Abbtsfrd Sciety will generally relate t the marketing and prmtin and the event and that the value-in-kind cntributin frm the City f Abbtsfrd will relate t the physical delivery f the event. All value-in-kind cntributins shuld be mutually agreed upn n r befre March 31,2010. Event Reprt Abbtsfrd Rugby Sevens will prvide t the Turism Abbtsfrd Sciety and the City f Abbtsfrd an Event Reprt fllwing the cmpletin f the 2010 Abbtsfrd Rugby Sevens. The reprt shuld prvide basic infrmatin abut the details f the events and utline the estimated net benefits. I wuld like t thank yu and all the principles f the Abbtsfrd Rugby Sevens fr bringing this majr internatinal cmpetitin t Abbtsfrd. We lk frward t a tremendus event fr many years t cme. Regards, TOURISM ABBOTSFORD CIETY per: Dan Stefansn, E cutive Directr / dstefansn@taurismabbtsfrd.ca cc: Frank Pizzut, Manager, City f Abbtsfrd