HomeMy WebLinkAboutStaff Report 1700the City and go through the Special Events Committee process, bearing full
financial responsibility for all costs, including the City's various permit,
staffing, signage and other fees. In cases where organizers request City
sponsorship and the City Council decides to sponsor an event, the City
typically agrees to waive fees and staff costs towards the event, up to the
spending limit set by the Council for the event. Thus, City sponsorship will
offset a portion of the organizer's total costs for an event.
Factors such as increased hotel occupancy and taxable sales, community
building, and increased visibility for businesses are most frequently
considered by the Council when determining whether to sponsor an event.
In this case, the event is of a scale that the City expects only a small
increase in hotel occupancy and taxable sales increases. However, Due the
event is of a cultural nature, and has been building in momentum and
popularity over the past 14 years. Community-building and cultural value
as well as some visibility for our local businesses are the major factors the
Council. should consider in determining the City's level of sponsorship.
For the last seven years the Mayor of Palo Alto has proclaimed the festival
days as UNAFF Week, recognizing the significance that UNAFF has for the
community. Most recently, UNAFF received the prestigious Academy
Foundation Grant for the "UNAFF and Kids" program, which entices
children to get involved in film and in civic discourse and will have its third
presentation this year at the festival (?).
Discussion
The United Nations Association Film Festival is open to the public and takes
place mainly at Stanford and Downtown Palo Alto theaters in the form of
movie screenings. Two free, ancillary events, the opening night kickoff/
celebration, and the Kid's Night event are to occur in Lot 0, located
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between Emerson and High Streets near the Aquarius Theatre in
downtown.
The City-related costs associated with the closure and necessary permits
for the events on Lot 0, traffic and safety personnel, traffic signage, solid
waste and sanitation facilities, security, and banner installation are
estimated at $10,000. Staff recommends that the Council approve a
May 16, 2011
(ID # 1700)
Page 2 of 3
To: The City of Palo Alto, Council Members
The United Nations Association Film Festival (UNAFF) is requesting the support of the City of Palo Alto for the
2011 EDUCATION IS A HUMAN RIGHT Season. As a non-profit organization, staffed by volunteers, UNAFF has
become one of the most highly respected international documentary film festivals in the United States. We
have grown from a two day festival into ten days spanning the cities of Palo Alto, Stanford, East Palo Alto, San
Francisco -followed by a traveling festival that goes to such places as Paris, Berlin, Washington DC, Texas and
beyond.
UNAFF was conceived at the UNA Midpeninsula Office on Emerson St., films are shown at the Aquarius Theatre,
Stanford University and East Palo Alto. During the festival, the UNAFF headquarters are located at the Third
Door on Lytton st. and our filmmakers are generously housed by hotels including Hotel Keen and the Garden
Court Hotel. Landmark restaurants Evvia, Hobees and Junnoon have generously provided the Opening Night VIP
celebrations and receptions. Many other local restaurants, merchants and organizations have provided meals,
gifts and visibility for filmmakers and panelists. The Mid-Peninsula Media Center has cablecast panel discussions
over the years and the Palo Alto Weekly has been our media sponsor, offering advertiSing and editorial.
Additionally, Palo Alto Downtown (BID) and the City of Palo Alto Art Center and Junior Museum departments
have supported UNAFF as well as the Mayor of Palo Alto opening the festival with a proclamation each year.
We'would like to ask for the support of the City of Palo Alto in the following manner:
Banners:
• Banners along University Ave, Embarcadero and EI Camino Park from Sept i-Oct 31.
• Street Pole Banners in downtown Palo Alto for the Summer/Autumn change. We would prefer all 64
spaces to be available for UNAFF along with permits, manufacturing and installation/removal fees
included.
City of Palo Alto Website/Event Listings
• UNAFF blurbs in the PA Utilities insert for the months of August and September
• UNAFF information in the Palo Alto Recreation ENJOY Catalog;
• UNAFF information posted on the City of Palo Alto website events calendar
• UNAFF listing in the Community Services ONLINE "What's Happening"~link.
• UNAFF listing in the PA Art Center Special Events & Calendar online listing.
• UNAFF & KIDS to participate in the May Day Parade as City Sponsored Event.
• UNAFF to provide bookmarks to PA Libraries beginning in August.
~ity Council Meeting:
• Opportunity for Jasmina Bojic to provide, and invite all council members to the festival.
• Receive Proclamation at Council Meeting shortly before opening night.
• Opportunity to show the trailer from either 2010 or 2011 to the council and spectators. (Trailer is all of
90 seconds long) and provide programs/bookmarks etc to council members.
Parking Spaces
• Reserve 8 spaces in parking lot 0 for from noon -lOpm October 21-24. (The first eight spots closest to
the Aquarius Theatre)-For VIP parking.
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OPENING NIGHT: Friday, October 21st
• Search Lights, stanchions and red carpeting to be placed outside Junnoon and Aquarius Theatre for VIP
entrance. (LISTED ON MAIN REQUEST FORM).
• Mayor to provide a Proclamation to be shared at the City Council Meeting and at the Opening Night.
• Mayor to attend the Opening Night VIP Reception (5pm) and walk to Aquarius to "Open" the Festival
and share the Proclamation again with the public.
• Request borrowing 14 tables and 10 chairs (please could we have the lightweight ones) -delivered on
10/21 outside Junnoon & Live Greene shop (Corner of University/High); to be picked up AFTER Sunday
10/23 UNAFF & Kids Day.
UNAFF & KIDS: Sunday, October 23nL from 2-Spm
-. Close Lot 0 AND Lytton Plaza for children's event from noon - 6 pm on 10/23.
• Live music permit -band of 12 year old girls.
• We would like to encourage city depts. to participate in providing educational information that would be
"fun" for kids. Request borrowing the barricades necessary to close the spaces and parking lot down.
• One trash and one recycling bin to be provided for each location.
UNAFF MERCHANDISE:
• $5000 for UNAFF 2011 Tshirts with City of Palo Alto logo (and/or Palo Alto Green) as our shirts will be
green and from recycled materials.
• $3000 for the UNAFF 2011 Tote Bags with City of Palo Alto logo (and/or Palo Alto Green) as our UNAFF
totes will be green and from recycled materials.
• $2500 for UNAFF 2011 mugs/pencils and or other merchandise the city would prefer.
And finally, UNAFF requests that the previous "Sponsored" year from City of Palo Alto have the $700 permit fees
that were charged to us in 2010 removed. We did pay the $90 fee for the permits for 2010 already, but feel
strongly that as it was stated that the City was sponsoring ... those fees should be dropped for 2009.
I sincerely hope that the City of Palo Alto will recognize the value ofthe program UNAFF provides and helps to
support our expansion within the community.
With many thanks for your kind consideration.
Alison Williams
UNAFF Sponsorships
ali@unaff.org
650-387-7048
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