Agr Santa Fe Day Co-Sponsorship
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SANTA FE DAY CO-SPONSORSHIP AGREEMENT
between Salina Downtown, Inc. and the Smoky Hill Museum
This Agreement ("Agreement") is entered into by and between the City of Salina represented by
Dennis M. Kissinger, City Manager, on behalf of the Smoky Hill Museum ("SHM") and Gayle
Martin, Executive Director, Salina Downtown, Inc. ("SDI"). The effective date ofthis
agreement is May 31,2003.
RECITALS
The SHM and SDI wish to partner in planning, producing, and promoting a Santa Fe Day event
on September 27,2003. Both parties have negotiated the terms of such an agreement, and have
agreed to the terms as set forth hereafter.
AGREEMENT
1.
Term of Agreement
Both parties hereby accept such respònsibilities for a period commencing May 31, 2003 and
terminating with completion of event activities and follow-up by October 31, 2003.
2.
Responsibilities of SHM and SDI
Fiduciarv Responsibilities
SDI and SHM will both make an initial cash investment of $2,000 to the Santa Fe Day
event. SDI and SHM will work together to raise additional sponsorship funds to fund the
event. SDI will be responsible for the handling of financial transactions in relation to the
event, with reporting to the SHM. SDI accepts responsibility for any net financial losses
suffered by the event. Any proceeds earned by the event beyond the initial $4,000 cash
investment will be split between the two organizations, with 30% going to SHM and 70%
to SDL Net proceeds at less than $4,000 will be split equally by the two organizations.
Event Responsibilities
SDI will serve as the primary information source for the event. Each organization will
provide one person who will serve as a co-chair for the event. Event activities and
responsibilities will be divided out according to the following list:
SHM
Overall event supervision
Farmer's Market
Heritage Demonstrations
Kidriffic & Inflatables
Chili Cook-off
Parade
Vaughn Bolton Dance
SDI
Overall event supervision
Pancake Feed
Entertainment
Talent Show
Chess Tournament
Wildcat Run & Bike Race
Food, Craft, & Commercial Booths
The co-chairs from both parties will mutually agree upon the addition of any activities
and responsibilities.
Co-chairs for both parties will also be responsible for developing and maintaining a list of
volunteers associated with the event, and will divide the list in accordance with each
volunteer's organizational affiliation.
Risk Management
The City of Salina and SDI agree to be co-sponsors of the event for liability and risk
management purposes. Any vendor that will be charging for products or services will be
required to provide their own insurance subject to approval of the Deputy City Manager.
Advertisinf! and Signaf!e
SDI and SHM will share billing on all advertising and signage for the event. The co-
sponsorship will be listed as such: Co-sponsored by Salina Downtown, Inc. and the
Smoky Hill Museum, a division of the Arts and Humanities Commission, a department of
the City of Salina.
3.
Performance of Duties
SDI and SHM agree that any and all persons representing both organizations shall perfonn at all
times faithfully, industriously, and to the best of their ability, experience, and talents, all the
duties that may be required to complete the event described hereunder and shall devote such time
to the perfonnance of such duties as may be necessary.
A project schedule shall be established and agreed to by both parties. All decisions, approvals,
or changes to the schedule shall be in writing, acknowledged and signed by both SHM and SDI.
4.
Modifications
This agreement represents the entire agreement between the SHM and SDI and supersedes any
and all prior negotiations and agreements either written or oral. Modifications to the agreement
may be made by mutual agreement and must be made in writing.
IN WITNESS WHEREOF, the parties have executed this Agreement on the date written below.
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SHM: ~~ A. ~
Dennis M. Kissinger, ity anager, City of Salina
SDL~4{ j?1JÁi~
Gayle Martin, Executive Director, Salina Downtown, Inc.
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Date
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