City of Culver City, California
Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council consider City sponsorship of the West Coast
Documentary and Reality Conference (Westdoc Conference) proposed to be held in
September 2012 and, if approved, approve a memorandum of understanding among
the City, the Culver Hotel, and the Pacific Theaters related thereto.
BACKGROUND:
During the City Council meeting of December 12, 2011, the City Council was
addressed by Mr. Seth Horowitz, General Manager of the Culver Hotel. Mr.
Horowitz advised the City Council of the potential of the Westdoc Conference
coming to Culver City in September, 2012. The City Council agreed to place this
item on the January 9, 2012 agenda for consideration. During that meeting, the City
Council agreed it was interested in considering sponsorship of the Westdoc
Conference and directed the City Manager to place this item on this evening’s
agenda for formal consideration.
DISCUSSION:
City Council Policy Statement 2008-01 (Community Organizations) provides the
criteria applicable to City sponsorship of events. The pertinent part is recounted
below:
Meeting Date: 01/23/12 Item Number: A-2
CITY COUNCIL AGENDA ITEM: Consideration of City Sponsorship of the Westdoc
Conference and Approval of Memorandum of Understanding Related thereto.
Contact Person/Dept.:
Martin R. Cole, Assistant City Manager
Phone Number:
(310) 253-6000
Fiscal Impact: Yes [X] No [ ] General Fund: Yes [ ] No [X]
Public Hearing: [ ] Action Item: [X] Attachments: [X]
Public Notification: Meetings and Agendas – City Council (01/19/12); The Culver Hotel
(01/19/12); The Pacific Theaters (01/19/12)
Department Approval:
Martin R. Cole (01/18/12)
City Attorney Approval:
Carol Schwab (by H. Baker) (01/18/12)
Chief Financial Officer Approval:
Jeff Muir (by N. Kimball) (01/18/12)
City Manager Approval:
John Nachbar (01/19/12) City of Culver City, California
Agenda Item Report
Should the City Council wish to consider sponsorship of the Westdoc Conference,
staff estimates that at least $1,000 in staff time will be contributed to the planning,
preparation, or promotion of the event (satisfying criterion (2b) above). To satisfy
criterion (2a), staff recommends the City Council authorize the use of the City’s logo
and/or seal and require the Culver Hotel and the Pacific Theaters to prominently
display the logo/seal in its promotional materials for the event.
Mr. Seth Horowitz, General Manager of the Culver Hotel, has provided the attached
information regarding support of this proposal from the Pacific Theaters, the Culver
City Chamber of Commerce, and the Downtown Business Association.
Should the City Council approve this request, a memorandum of understanding
would be prepared to formalize the various duties and obligations of the parties with
respect to this event. The details of the MOU will include, but not be limited to, a
diagram that indicates the general use of a portion of Town Plaza (generally
between the Culver Hotel and the Pacific Theaters) as part of event activities. Also,
the authorization to use the City Logo and Seal and the requirement to include the
City in promotional activities and information will be part of the MOU.
FISCAL ANALYSIS:
The staff time contribution is expected to include, but not be limited to, time the City
Manager and Assistant City Manager have already dedicated to discussions with Mr. City of Culver City, California
Agenda Item Report
Horowitz and the preparation of the staff reports presented to the City Council
regarding this proposal. Should the City Council determine to designate this event
as a City sponsored event, very limited additional staff time may be contributed to
this event.
ATTACHMENTS:
Informational Materials Provided by the Culver Hotel (including support letters)
MOTION:
That the City Council:
1A. Determine that the criteria in City Council Policy Statement 2008-01 have
been met and designate the Westdoc Conference 2012 as a City
sponsored event contingent upon the Culver Hotel, the Pacific Theaters,
and other event sponsors agreeing to identify the City in their promotional
activities and documents as a sponsor of the event and approve a MOU
related thereto; and,
Authorize the City Attorney to review/prepare the necessary documents;
and,
Authorize the City Manager to execute such documents on behalf of the
City.
OR
1B. Take no action (in which case the City would not be a sponsor of the
Westdoc Conference 2012)
MEETING DATE: January 23, 2012
AGENDA ITEM: Consideration of City Sponsorship of the Westdoc
Conference and Approval of Memorandum of Understanding Related
thereto.
ATTACHMENTS
Pages
1. Information Regarding Westdoc Provided by the Culver 140
Hotel (Including Support Letters) .ta wi'PzatatasgebraitieSMACM
WESTDOC 2012
Suinnuay View of Culver City Location
WESTDOC, like many other conferences, is a social event. In previous installments of
this event. it all took place within the confines of a large hotel where everyone had a
chance to see each other during panels or in the general lobby space. We want everyone,
from the top executive to the newcomer, to be part of a welcoming environment.
SOCIAL SPACE — CONFERENCE SPACE:
If WESTDOC 2012 is to take place in Culver City, we seek to create an environment that
is organized, hip, and friendly. Similar to an event in New 'York City called HT, we
would be harnessing the outdoor social space as part of our design. The attendees and
speakers would enjoy a centerpoint between the Culver Hotel and the Pacific Stadium
12. Seating and meeting areas, indoor and outdoor,. merge to become opportunities to
meet people in a casual atmosphere.- The nearby grOup of restaurants would share in
quite a lunch rush as well, all three days.
There would be an informal boundary between the Pacific Stadium 12 and the CUIVer
Hotel. Badgeholders could attend one of many panels inside the theater and retreat to the
hotel to take meetings. If the courtyard area between the two establishments could be
annexed, we would provide some 204- tables with umbrellas andlor couches for more
meetings. Table service is not expected but would be 4 great option. Perhaps we could
rent a coffee cart for these first two days.
As the conference - is three days, we want people to walk -freely in the space between the
hotel and theater during the non-lunch periods. Coffee throughout the day and drinks at
night are the normal progression.
During the hours of our event, we would require badges for entrance into the theater as
well as the bar area of the hotel at specific times. Private cocktail parties and networking
periods in the lobby and speakeasy would be for badgeholders only. though open areas
would be less controlled.
continued
crInta Mc.,, ,nico. CA 91,'.404 let. 3 t 0-61 6-5C64 PROPOSED SCHEDULE
Sunday, September 9` b
Opening Night Film and Kickoff Party, Expected attendance 200 350 people. Film
screening at the theater with drinks at Culver Hotel before and afterwards.
Monday, September 10 th and Tuesday, September .11
* 9:00 am —Noon: Multiple Panels in the Pacific Stadium 12. Coffee and Etc
breakfast service in theater lobby.
* 9:00 am. — 4:30pin: Ongoing Nerworkine. and Meetings in Culver Hotel
* Noon — :1:30 pm: Lunch - Culver City Eateries and Culver Hotel.
* 1:30pm.— 4:30pm: Multiple Panels in the Pacific Stadium 12
* 10 -:00arn — Noon: The Si Down — 1130 (likely nearby restaurants before lunch
rush) — Two simuitaneauS rooms to accommodate 54 -75 people each for multiple
half-hour presentations.
• 2100prn — 4:00pm: The Sit Down TBD (likely nearby restaurants after lunch
rush) — Two simultaneous rooms to accommodate 50 -75 people each for multiple
half-hour presentations.
• 2:00pm — 4:00pm: Face Time — TBD (possibly dining room of Culver Hotel) —
One large dining room. to accommodate multiple one on one meetings in a speed
dating-type environment.
• 5:00prn 7:30prn:. Cocktail Party - Sponsored Location. TBD
Wednesday, September 126
Large single theater.
* 9:00 am — Noon: Pitch/61 Ei:ent at the Pacific Stadium 12.
Estimated 300 people
* Noon — 1:30pm: Lunch Culver City Eateries
• I:30pm — 4:00pm: Piichfesi Event at the Pacific Stadium 12
Estimated 300 people
* Closing Cocktail Event
Large single theater. CULVER CITY
CHAMBER OF COMMERCE
January 17,2012
Mayor O'Leary and Members of the City Council
City of Culver City
PO Box 507
Culver City, CA 90232
Dear Mayor O'Leary and Members of the City Council,
The Culver City Chamber of Commerce stands in support of Westdoc, a film festival
scheduled for the fall of 2012 in downtown Culver City. The use of Town Plaza is
ideally suited for such an event. Allowing them usage of the plaza for "public furniture"
to increase the ambience of the event and interaction of Culver City guests will not only
add to the culture of our city but potentially its economic base.
We encourage your staff to work with Westdoc, The Culver Hotel and Pacific Theaters to
secure this positive image for our city.
Sincerely,
Steven J. Rose
President/CEO
Cc
Culver City Chamber Board
John Nachbar
So! Blumenfeld MarK THEATRES
120 NORTH ROBERTSON BLVD. • LOS ANGELES, CALIFORNIA 90048-3115 • DIRECT: 310-657-13420 • FAX: (310) 854-6017
January 17
th
, 2012
Dear Mayor and City Council Members
Pacific Theatres is delighted to be hosting the 2012 West Coast Documentary and Reality
Conference in partnership with The Culver Hotel. The theatre is an ideal venue to accommodate
the conference in the heart of Culver City. We support the use of the Town Plaza as a meeting
area for conference delegates, creating a synergy between the two host venues. The business is
welcomed during a historically slow time of year for the movie industry.
I believe this is positive for Pacific Theatres, The Culver Hotel and the surrounding businesses.
Sincergly
Gretchen McCourt
Executive Vice President
Pacific Theatres Exhibition Corp
Ot. I am happy to add my support to the Westdoc Conference to be held on Town Plaza over a 4 day period in
September of 2012. The event will benefit the City; I have no objection, indeed, if ground floor space is still
available in the Aenaria building, I will open it to the public at Westdoc.
Renato Romano
AENARIA LLC
Cell (310) 739 1517
Office - (310) 841-6242
"Turning Boundaries into Bridges" Culver City Downtown Business Association
PO Box 1322
Culver City, CA 90232
Phone: 310-202-6060
Email: executivediector@downtownculvercity,com
1/18/2012
Mayor and City Council Members:
The Culver City Downtown Business Association (DBA) supports the proposed
Westdoc conference scheduled for September of 2012. Further, the DBA is also
in support of the proposed use of the Town Plaza public space and is excited
about the idea of placing temporary furniture in the plaza in order to create a
vibrant gathering place for the use of the conference attendees.
As described by the organizers it will bring approximately 300 entertainment
industry people to Culver City, thereby having a direct positive business impact
on the Pacific Theaters, The Culver Hotel and the variety of our downtown
businesses. The DBA believes this is a great opportunity to showcase all of what
Downtown Culver City has to offer.
Thank you for your time and attention to this mater
ere ly,
n S. ffyé
President