HomeMy WebLinkAboutLETTER OF INTENT ABBEY ROAD 812-285-6400 office
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RSO Jeffersonville City Hall
500 Quartermaster Court
Jeffersonville,Indiana 47130
Date: February 3,2017
TO: Gary Jacob,Abbey Road on the River
FROM: City of Jeffersonville
Office of Redevelopment
Office of Parks and Recreation
Clark-Floyd Counties Convention and Tourism Bureau
SUBJECT: Letter of Intent with Abbey Road on the River to provide City owned Property, Facilities and Services
for a Five Day Music Festival.
The Vision for the Abbey Road on the River Music Festival is a multi-day,multi-stage event with music,food,art,
guest speakers and merchandise sales,representative of The Beatles sound and history.Stages are proposed to be
erected on the Big 4 Station Park Lawn,at the RiverStage and along the river's edge below Riverside Drive.Some stages
will be inside tents in order to mitigate sound levels.
The fact that some of the stages will be planned for Big 4 Station Park,which is in the middle of a residential area,the
impact of the noise level on local residents must be addressed.Stages in the Park should be closed by 11:00 p.m.and all
stages at Riverside Drive and RiverStage should be closed by 12:00 a.m.Additional thought should be given to adding
wall flaps to the tents to help contain music inside the stage area,
TERM:
Three (3)years beginning in 2017,with the option to renew after the third(3rd)year.
ABBEY ROAD DELIVERABLES:
Presentation of the Event.
-Procurement of all performers, inclusive of any financial guarantees to artists and all travel and lodging
expenses.
-All Production expenses including,staging.production equipment including temporary construction,lighting,
sound,temporary structures,kiosks,digital display monitors,production fees,stagehands, production
technicians,and other such items required to produce event.
-Local, regional and national marketing,advertising and promotion of the Event.
-Contractual agreements with any merchandise vendors related to the event.
-Event staffing.
-Communications(radios).
CITY OF JEFFERSONVILLE DELIVERABLES:
-Fencing as needed to secure Event areas.
-Trash can attendants with onsite dumpsters.
-Coordination with local volunteer groups to assist with litter and clean up.
-Security assistance through a combined effort of City Police and contracted security company.
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An equal opportunity employer.
-Electrical needs of the Event with the assistance and input of the City of Jeffersonville's electrician and generators as
needed.
-Portable bathrooms to total at least 25 at the Riverstage and 25 at Big Four Station Park,through a combination of
existing restrooms and rented restrooms.
-Bike Racks.
-Volunteer staffing for ticket selling,wristband checking,beverages,etc.
-Identify Event parking with signage and attendants.
-Street Closures coordinated with City Police.
-Golf Cart/Toro type vehicles will be available for Event staff.
SHUTTLE SERVICES;
The City of Jeffersonville will provide the use of our two (2)Trolley's to shuttle attendees to Event area and to
the Clarion and Sheraton hotels,and also,work with the hotels to obtain the use of their shuttles for the Event.
SPONSORSHIP:
-Abbey Road can continue their sponsorship arrangements with Gretch Guitars,Crosley and work out details of
in-kind sponsorships with Clarion and Sheraton hotels,with the understanding that details of benefit packages
are equal and'appropriate.Abbey Road on the River gets the first$9500 of beverage profits.
-All other sponsorship plans are to be developed through the City of Jeffersonville City Partners Program.
-The City of Jeffersonville will retain all sponsorship revenue-up-to$200,000,regardless of who sells them.-With all
dollars raised over$200,000 to be divided up in a 50/50 split between CityU Jeff and Abbey Road on the River.
INCENTIVE BONUSES:
-Any dollars raised above the following figures,will be divided in a 50/50 split between City of Jeff and Abbey Road,
Box Office Sales $400,000
Food&Beverage $110,000 net receipts
-The City of Jeff will receive 25%of merchandise net profits over$35,000.
As discussed in previous meetings,a total of$150,000 will be provided by the City of Jeffersonville annually made up of
funds provided by:
Clark-Floyd Counties Convention and Tourism Bureau $50,000 Payable September 10,2016
City of Jeffersonville $42,000 Payable January 10,2017
In-kind services(see below) 2000
$150,000
Fencing $5000 Radios(20) $500
Bike Racks $500 Electric&Generators $8000
Dumpsters(clean up) $4000 Park Rental $7500
Volunteers(box off.etc.) $5000 Riverstage Rent& 1-LED Niall $5000
Golf Carts $1500 Security $14,000
Restrooms $3000 Trolleys&buses as needed $4000
' Partner, AROTR
Paul Northam,Director Jeffersonville Parks and Recreation Gary Jacob,Abbey Road on the River
1111 March 15, 2016
Date' Date
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