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CM-10-11-225ROUND ROCK, TEXAS PURPOSE. PASSION. PROSPERITY. Item Caption: Approval Date: City Manager Approval Summary Sheet Action authorizing the City Manager to execute Host Partner Agreement with Texas Firefighters Olympics Event November 12, 2010 Department: Convention and Visitors Bureau Project Manager: Nancy Yawn Item Summary: The Convention and Visitors Bureau bid on and was awarded the opportunity to host the 2011 Texas Firefighters Olympics. This event supports our tourism industry, as well as our "Sports Capital of Texas" branding campaign. Strategic Plan Relevance: 11.0 Maintain and enhance efforts to align and partner with key groups that bring value to the City. Cost: $0.00 Source of Funds: Hotel Occupancy Tax REV. 3/8/10 HOST AGREEMENT This agreement is made by and between the City of Round Rock, Texas (the "City") and Texas Firefighters Olympics ("Firefighter Olympics") regarding the 2011 Texas Firefighter Olympics Event (the "Event") which will be held in Round Rock on July 17-22, 2011, and provides the following terms and conditions: A. Firefighter Olympics agrees to: 1. Place the City's name and/or logo on medals/awards given out at the 2011 Event. 2. Promote the Event and Event site (Round Rock) in news releases on website, promotional advertising, etc. 3. Place a feature article about the Event and Event site (Round Rock) on the texasfirefighterolympics.com website. 4. Spend, to the maximum extent possible, all hotel room nights, meals, shopping, etc., in the City of Round Rock with City of Round Rock merchants. 5. Secure a host hotel and registration site to be used for the group's event headquarters on July 17-22, 2011. A separate agreement will be required between Texas Firefighter Olympics and the host hotel and/or registration site. B. The City agrees to: 1. Assist Firefighter Olympics board to secure athletic venues to be used for Firefighter Olympics games on July 17-22, 2011. The site selected should be large enough to accommodate the proposed number of people participating in each Olympic sport. 2. Coordinate with Firefighter Olympics to assist with the location and site selection for the host hotel and event headquarters which will be provided by Firefighter Olympics board. 3. Coordinate with host hotel and Firefighter Olympics board to ensure a discounted block room rate is available. The host hotel will require a separate agreement between Firefighter Olympics and the host hotel. Comp room and meeting space usage must be negotiated between Firefighter Olympics and host hotel. 4. Assist Firefighter Olympics in securing a location for a welcome banquet for approximately 300 people between the hours of 6 and 9 p.m. 5. Promote the Event through available marketing outlets, including, but not limited to, the resident newsletter, City cable channel and City website. GM -1 O - II -225 C. The term of this Agreement is from September 1, 2010 to August 31, 2011. D. COMPENSATION: Any payments made by the City shall be paid directly to the vendor. E. INDEMNIFICATION: Firefighter Olympics agrees to defend, indemnify and hold the City, its officers, agents and employees, harmless against any and all claims, lawsuits, judgments, costs and expenses for personal injury (including death), property damage or other harm for which recovery of damages is sought, suffered by any person or persons, that may arise out of or be occasioned by Firefighter Olympics' breach of any of the terms or provisions of this Agreement, or by any neglect or strictly liable act or omission of Firefighter Olympics, its officers, agents, employees or subcontractors, in the performance of this Agreement; except that the indemnity provided for this paragraph shall not apply to any liability resulting from the sole negligence or fault of the City, its officers, agents, employees or separate contractors, and in the event of joint and concurring negligence or fault of the Firefighter Olympics and the City, responsibility and indemnity, if any, shall be apportioned in accordance with the law of the State of Texas, without waiving any governmental immunity available to the City under Texas law and without waiving any defenses of the parties under Texas law. The provisions of this paragraph are solely for the benefit of the parties hereto and not intended to create or grant any rights, contractual or otherwise, to any other person or entity. F. The Parties agree that if legal action is brought under this Agreement, exclusive venue shall lie in the courts of Williamson County, Texas, and its terms and provisions, as well as the right and duties of the Parties hereunder, shall be governed by the laws of the State of Texas. G. This Agreement may be amended or modified only by the mutual agreement of the Parties. Such amendment or modification must be in writing and executed by an authorized representative of each Party. ACCEPTED AND AGREED: CITY OF ROUND ROCK, TEXAS By: Title: �!►.:.R,Nuse € j' MUCIC tilIZI Date: TEXAS FIREFIGHTER OLYMPICS By: /C Title: PiC-5 ibLAI T FFp , Date: /c'/Z/1 z©/0