R20-0861
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RESOLUTION R20-086
A RESOLUTION OF THE CITY OF BOYNTON BEACH,
FLORIDA, APPROVING AND AUTHORIZING THE
CITY MANAGER TO SIGN A PROPOSAL AND
PURCHASE ORDER FOR ZUCKER & LEWIS MEDIA
GROUP, LLC TO MANAGE AND PROMOTE THE
EVENT, CURRENTLY SCHEDULED FOR FEBRUARY 6-
7,2021; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, the 2021 International Kinetic Art Exhibit is scheduled to take place
February 6 — 7, 2021 and requires months of planning and coordination.; and
WHEREAS, staff has determined it would be best to hire a consultant to oversee the
planning, promotion and logistics of the event which would include coordination with City
staff, planning and coordination of all event logistics and art installations, and promotion of
the event; and
WHEREAS, upon recommendation of staff, the City Commission has determined
that it is in the best interests of the residents of the City to authorize the City Manager to sign
a proposal and purchase order for Zucker & Lewis Media Group, LLC to manage and promote
the event, currently scheduled for February 6-7, 2021.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF
THE CITY OF BOYNTON BEACH, FLORIDA, THAT:
Section 1. The foregoing "Whereas" clauses are hereby ratified and confirmed as
being true and correct and are hereby made a specific part of this Resolution upon adoption
hereof.
Section 2. The City Commission hereby approves and authorizes the City
Manager to sign a proposal and purchase order for Zucker & Lewis Media Group, LLC to
manage and promote the event, currently scheduled for February 6-7, 2021, a copy of the
SACAIRES01Agreements\Zucker Lewis Proposal (Kinetic Art Exhibit) - Reso.Docx
29 proposal is attached hereto as Exhibit "A".
30 Section 3. In addition to the terms contained in the Proposal and Purchase Order,
31 the City can terminate the Purchase Order for convenience with ten (10) days notices and
32 Consultant will be entitled to payments only for work performed up to the date of Notification
33 of termination.
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Section 4. This Resolution shall
become effective immediately upon passage.
PASSED AND ADOPTED this I day of August, 2020.
CITY OF BOYNTON BEACH, FLORIDA
ATTEST:
ti
Cry al Gibson, MMC
City Clerk
YES NO
Mayor — Steven Grant
Vice Mayor — Ty Penserga ✓
Commissioner — Justin Katz
Commissioner — Woodrow L. Hay r/
Commissioner — Christina L. Romelus 1%
1orporate Seal)
A .?�
N 0
a . , &L "r `kms "'-�• . � �,;�
\AOSOtAgreementslzucker Lewis Proposal (Kinetic Art Exhibit) - Reso.Docx
VOTE 5--v
OxA I "Ifit
Zu-ck-er&f.ewis
M E D I A 0 R 0 u P
City of Boynton Beach
Kinetic Art Exhibition
Event Logistics, Marketing & Promotions Proposal
Copyright 20200
rnIUTArr-
Zucker Lewis Media Group, LLC
Valerie Zucker -ierie@ZuckerLewis.com I Direct: 305.321.7556
Nicole Lewis )le@ZuckerLewis.com I Direct: 305.803.9177
Zucker&I,ewis
M E D I A G R O u P
City of Boynton Beach
Kinetic Art Exhibition
Event Logistics, Marketing & Promotions Proposal
SITUATION:
Kinetic Art Exhibition, February 6 -7, 2021 requires an event logistics, PR/Marketing and overall
promotional agency to quarterback the event planning and execution of their event. For this reason,
Zucker Lewis Media Group has designed a strategic plan to rapidly elevate the notoriety and exposure
for the event coupled with overseeing the logistics of the overall event weekend.
CORE OBJECTIVE:
"Overall management of the Event"
1. Communication: The key to a fluid event is communication of all areas to our direct contact(s).
Additionally, we want to make sure you have the details set for next year too — so we keep an
electronic folder of all items by category so it's an easy access file for each year.
2. Promotion/Marketing/Advertising: Develop and implement publicity and programs that drive
notoriety and ultimately new traffic for the event. Create and oversee all press materials, digital
marketing, social media, traditional advertising (based on the budget).
3. Planning - logistics: Planning all matters of details such as permits, insurance, layout of the
artists, vendors, overall details. Coordination with the artists, including shipping, installation and
removal of artwork, a few of the outdoor pieces will be installed in October and will remain on
display for a year (the City can coordinate the removal and return shipping on these pieces in
2021).
4. Weekend TEAM to handle logistics (February 6-7,2021): Our team will be on-site for the entire
weekend to handle all matters of event management such as: load -in, load -out, coordination
with off-duty police officers, artist details, media relations, vendors, etc.
Communications — Updates and Schedules
• Conference Calls / Zoom meetings
• Updates on all event details
• Recap Deck provided at the end of the project
Promotion / Marketingl Advertising
• Draft - Kinetic Art Event — Press Release
• Pitch all South Florida media outlets—TV, Newspaper, Digital, Magazine, Bloggers
• Photo Gallery for media: Photos of exhibition and City of Boynton Beach images
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• Social Media: Posting schedule (Facebook & Instagram)
• Develop AD schedule and marketing (Sun -Sentinel, Palm Beach Post, etc.)
• Website Word press copy updates
• Brochure design and printing — Map of artists
• Print AD design
• Social Media Graphics
• QR / Otocast design
• Signage
• (Budget)
Planning for the weekend — Event logistics fPlanning from July 20 —_Event weekendl
• Special Event Permit
• Liability Insurance
• City of Boynton Beach —off duty Police Officers
• Golf Carts
• Radios
• Bathroom / Wash stations
• Photographer
• Brochure — Maps
• Signage installation
• Vendors
• (Budget)
• Coordination with the artists, including shipping, installation and removal of artwork - a few of
the outdoor pieces will be installed in October and will remain on display for a year (the City can
coordinate the removal and return shipping on these pieces in 2021).
TEAM weekend jFeb. 6 _7, 2021]
• TEAM to oversee various areas on-site of logistics
• Artist load -in & load -out
• Off-duty officers
• Artists
• Media
• Food & Beverage Vendors
• Bathrooms / wash stations (attendant - keeping them up to date)
• Photographer
Fees•
Project fees for Zucker Lewis Media Group is as follows:
• Overall / Event Planning $20,000
• TEAM weekend / Logistics $10,000
• Promotional & AD Development $10,000
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