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West Coast Artists Corp ART FESTIVAL PROPOSAL West Coast Artists Corporation July 22, 2019 info@westcoastartists.com PREPARED FOR: City of La Quinta 78-495 Calle Tampico La Quinta, CA 92253 PREPARED BY: Ronda Mills – CEO 818-813-4478 Info@westcoastartists.com P.O. Box 750, Acton, CA 93510 818-813-4478 info@westcoastartists.com – WestCoastArtists.com July 22, 2019 City Council City of La Quinta 78-495 Calle Tampico La Quinta, CA 92253 Re: Art Festival Proposal Dear City Council Members: Thank you for considering our services to produce an Art Festival. In this regard, I have enclosed our Project Proposal outlining our approach for this project as well as information about our company. As you are already aware, West Coast Artists has been in the business of producing fine art festivals in Cities across the Western United States, since 1983. We customize our events to make the fine art festival suit your City’s needs. We have over 30 years of experience in the business with strong ties to thousands of professional artist associates. It is our intention to customize the event and ensure the success of the festival. We are confident that our proposal is comprehensive and will address all the details in the project. However, the contents of the proposal are preparatory and may be modified after further negotiations. We look forward to the opportunity build a strong partnership with the City of La Quinta. We will be pleased to discuss this project proposal with you in more detail. Should you have any questions or concerns regarding the attached proposal, please contact me directly at 818-813-4478 or my email at info@westcoastartists.com. Sincerely, Ronda Mills CEO West Coast Artists Corporation Table of Contents Event Description Objectives Methodology Success Metrics Availability Fees and Payment Terms About Us Permit Process Timeline Rentals Local Service Associates Local/Regional Media Partners WCA Arts Foundation Other West Coast Artists events EVENT DESCRIPTION Our plans for the Art Festival will be a Nationally Ranked Fine Art Festival with 180 acclaimed professional artists. A somewhat smaller festival will be necessary considering the size of past events at the Civic Center Campus. Our plans will include attracting artists through existing artists lists, WCA lists, Festival Net, Zapplication, Press Releases, etc. We will use Zapplication for artists submissions. An “Artists Advisory Committee” will jury applicants and determine acceptance rates for all participants. West Coast Artists will work with all teams necessary to successfully produce the event. Those include City staff, community leaders, advisory committees, previous year’s festival coordinators and most importantly participating artists. WCA will develop and implement an advertising campaign using local and regional media outlets. Our plans for the festival include talented artists presenting their original work in all media of fine art including paintings in acrylic, oil, watercolor, pen and ink drawings, etchings, mixed media, photography, digital art and sculpture in bronze, clay, glass, paper, metal, stone and wood. Artists will also display works in ceramics, raku, jewelry and fiber. Patrons will be invited to enjoy the beautiful relaxed atmosphere of the Civic Center Campus, free of charge, to view and purchase world class art and will have the opportunity to speak with the creators. This beautiful relaxed atmosphere will include seating areas throughout the event, musicians playing appealing background music and variety of food and beverages for everyone’s taste. Beer and wine will be available. The event will be open to the public from 10:00 am until 5:00 pm. The festival will begin artist set-up 2 days prior at 9:00 am. During the event volunteers will be acquired for monitoring possible first aid needs, patron hospitality, monitoring grounds for trash removal, monitoring restrooms, artist hospitality, monitoring traffic signs and parking lots, driving golf carts and general assistance. West Coast Artists staff will be present during all hours of the event. Security will be present during the event and overnight for securing displays. West Coast Artists is looking forward to building a strong partnership with the City of La Quinta and producing an event that is among America’s Top Ranked Fine Art Festivals. Objectives West Coast Artists’ proposal aims to achieve the following key objectives: Further develop Art Festival Promote participation and support for this event Develop and assist Artist Advisory Committee Develop and Implement Media Program Continue to improve group interactions Create Volunteer opportunities Coordinate permits, contracts, volunteers, labor, rentals Methodology In achieving the above, we propose to use the following methods: One-on-one assistance for all key participants Work directly with City staff, contract with all artists, vendors and sponsors Observation and feedback systems Meetings and written communications Recommendation of cultural norms and procedures Providing feedback, recommendations, and acceptance of follow-up action. Success Metrics The following measures will determine the success of our work: Customization of event for venue Introduction of new programs in a collaborative fashion Utilization and acceptance of the new structure Cohesiveness and group approval in the implemented programs Availability West Coast Artists is available and anxious to begin working on the project immediately, within the month of August 2019. This early timeframe is of ultimate importance. Fees and Services Our proposed fees will be project-based. Fees regarding the event will remain as in prior years at the Civic Center Campus. Our event plan enables the event to fund all costs to produce the event. West Coast Artists intends to form a strong partnership with the City of La Quinta, and the La Quinta Community in order to produce the most successful, high-quality event possible not only now, but years to come. About Us West Coast Artists Corporation has been producing Fine Art Festivals since 1983, is currently a Coachella Valley local company, a La Quinta Business partner, GCVCC Member, and a leading high- quality Fine Art Festival producer. We are nationally recognized for the quality and integrity of our events. We continually improve our services and aim for the highest level of excellence. Similar Services Through our years in the business, we have provided over 300 similar successful events for Cities, Chamber of Commerce, P-BIDs, Merchant Associates and Property Owners in various States. Attached is a list of some of these engagements. Our Team The company is led by a dynamic group of professionals with many years of experience in their respective fields. Ronda Mills Founder/CEO Logistics West Coast Artists Corporation WCA Arts Foundation 501 c (3) Kristy Reed Media Relations West Coast Artists Corporation Barbara Landress Field Manager John Weidenhamer - Indio Artist Consultant Permit Process PERMITS - ETRAKIT Traffic Plan RVC Fire Permit Electrical Permit Insurance Encroachment Permit Business Licenses Site Map Fire Safety – Evacuation - Emergency Plan Crowd Control Certification ABC Permit Environmental Health Permit TIMELINE: This Timeline is for the dates of March 5 – 8, 2020, however we would consider other dates; Dates of event – March 5 – 8, 2020 March 2, 2020 - Campus available to designate/mark spaces March 2, 2020 – Meeting with Staff and Volunteers – Time TBD March 3 & 4, 2020 - Booth set-up, event preparation begins at 9:00 am March 5, 2020 - Event opens at 10:00 am to the public – Free Admission March 5, 2020 – Event closes for the evening at 5:00 pm March 6, 2020 – Event opens to the public at 10:00 am – Free Admission March 6, 2020 – Event closes for the evening at 5:00 pm March 7, 2020 – Event opens to the public at 10:00 am – Free Admission March 7, 2020 – Event closes to the public at 5:00 pm March 8, 2020 – Event opens to the public at 10:00 am – Free Admission March 8, 2020 – Event culminates at 5:00 pm. March 8, 2020 – load out begins at 5:00 pm March 9, 2020 - 8:00 am WCA Staff confirms the campus is left in its original condition. RENTAL EQUIPMENT: Executive Portable restrooms will be delivered prior to 9:00 am, March 3, 2020 6 ladies’ executive units, 6 gentlemens executive units, 3 ADA units. Restrooms to be continuously monitored and serviced daily. Existing permanent restrooms will be utilized and monitored as well. Rented canopies, tables, chairs, linens, umbrellas will be delivered on March 3, 2020. Number will be determined as required by artists and vendors. Rented Trash receptacles and dumpsters will be delivered prior to 9:00 am on March 3, 2020 Trash will be continuously monitored. Golf carts and hand trucks will be delivered prior to 9:00 am on March 3, 2020. Golf carts and hand trucks will be stored on property for culmination of the event. LOCAL COMPANY SERVICES: Tops N Barricade – Traffic Plan and Installation DS3 Security Services – Event Security Burrtec Waste Management – portables, trash, dumpsters Event Rental services for canopies, table, chairs, etc. Local Labor for Hire LOCAL/ REGIONAL MEDIA Partners: Desert Sun CBS Local2 TV KMIR TV Gem of the Desert Desert Entertainer Local IQ Greater Coachella Valley Chamber of Commerce National Press Releases and Public Service Announcements WCA Arts Foundation West Coast Artists Corporation founded “WCA Arts Foundation” 501c (3) c2376996, in 2002 for community art education. WCA Arts Foundation’s goal is to support local, art related programs. WCA Arts Foundation has donated hundreds of thousands of dollars to various arts groups since 2002. West Coast Artists’ past associates/event locations California City of Los Angeles Woodland Hills - Warner Park - Parks and Rec Granada Hills - Devonshire Downs - CSUN Northridge - Dearborn Park - Parks and Rec Calabasas - Merchants Association City of Valencia – Lyons Park - Parks and Rec Ventura County Thousand Oaks - The Oaks Mall – Property Owners Ventura Harbor - Merchants Association Ventura County - Channel Islands Harbor - Harbor Master Westlake Village - Merchants Association Coachella Valley City of Palm Springs - Frances Stevens Park City of La Quinta - Civic Center Campus Palm Desert- Property owner City of Indian Wells – Property owner City of Cathedral City - Civic Center City of Malibu Santa Barbara - State Street Merchants City of Hermosa Beach - Parks and Recreation City Redondo Beach - Merchants Association City of Huntington Beach - Merchants Association City of Long Beach Temecula - Private Winery owners San Diego County Coronado - Coronado Ferry Landing- Owner Carlsbad - Merchants Association San Diego - Chamber of Commerce Santa Monica - Third Street Promenade Merchants - City of Santa Monica - Chamber of Commerce City of Toluca Lake City of Burbank City of Pasadena - Merchants Association City of Brea - Merchants Association Newport Beach - Property Owners City of Costa Mesa - Parks and Recreation City of Big Bear Lake City of Monterey South Lake Tahoe - Property Owners Arizona City of Scottsdale Nevada City of Summerlin City of Henderson - Green Valley Lake Tahoe - Kings Beach - Parks and Rec City of Incline Village