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HomeMy WebLinkAbout2025-090 Grant - Southern Oregon Film Society - Ashland Independent Film Festival LAND CITY OF ASHLAND GRANT AGREEMENT CITY: CITY OF ASHLAND GRANTEE: Southern Oregon Film Society 20 E Main Street Ashland, OR 97520 Address: p0 Box 218 PHONE: (541)488-6002 Ashland, OR 97520 FAX: (541)488-5311 Telephone: 541-488-3823 Term of this Grant Agreement: September 19, 2025 -September 18, 2026 Grant funds awarded: $15,000 Event Date: April 23-26,2026 Event Name: Ashland Independent Film Fesitval This Grant Agreement (hereinafter "Agreement") is entered into by and between the City of Ashland, an Oregon municipal corporation (hereinafter "City") and Southern Oregon Film (hereinafter "Grantee"). City and Grantee hereby agree as follows: I. Nature of the Grant. The purpose of the grant is to promote tourism within the City of Ashland through event hosting and/or promotion. Grantee applied for and the City granted funds to Grantee in the joint venture to promote tourism. Subject to the terms and conditions of this Agreement and in reliance upon Grantee's approved grant application, which is incorporated herein and attached as `Exhibit A", the City agrees to provide grant funds to Grantee in the amount specified above 2. Qualified Work. Grantee has represented, and by entering into this Agreement now represents, that any personnel assigned to the work required under this Agreement are fully qualified to perform the work to which they will be assigned in a skilled and worker-like manner and, if required to be registered, licensed or bonded by the State of Oregon, are so registered, licensed and bonded. Grantee shall also maintain a current City business license. 3. Use of Grant Funds. The City shall provide financial support for the event listed in Exhibit A. According to the requirements in Subsection 5 and 6, the Grantee shall keep accurate records of all funds used for the promotion, implementation, and clean-up of the events listed in Exhibit A. Any funds Grantee did not use towards the promotion, implementation, and clean-up of the activities related to the event listed in Exhibit A shall be returned to the City. Any expansion in request for funds shall be submitted in writing to the City. 4. Acknowledgement. Grantee agrees to acknowledge the City as a funding source in all of Grantee's printed and electronic notices and advertisements relating to the use of these grant funds (example, "This event is partially funded through the use of Ashland lodging tax PAGE I OF 4: GRANT AGREEMENT BETWEEN THE CITY OF ASHLAND AND Southern Oregon Film revenues."). 5. Report Requirements. Grantee agrees to submit a written report to the City within thirty (30) days at the conclusion of the event, using the post-event report template provided by the City. 6. Unexpended Grant Funds. Any grant funds not expended for the event shall be immediately returned to the City. Extensions may be granted in exceptional circumstances upon written request and approval. 7. Financial Records and Inspection. Grantee shall maintain a complete set of books and records relating to the purpose for which the fee waiver and/or grant funds were awarded. Such records shall be kept in accordance with Generally Accepted Accounting Principles. Grantee gives the City and any authorized representative of the City access to and the right to examine all books, records, papers, or documents relating to the use of the grant funds. 8. Living Wage Requirements. None. 9. Non-Discrimination. Grantee agrees that no person shall, on the grounds of race, color, religion, creed, sex, marital status, familial status or domestic partnership, national origin, age, mental or physical disability, sexual orientation, gender identity or source of income, suffer discrimination in the performance of this Agreement when employed by Grantee. Grantee further agrees to comply with all applicable requirements of federal and state civil rights and rehabilitation statutes, rules, and regulations. 10. Termination. a. Mutual Consent. This Agreement may be terminated at any time by the mutual written consent of both parties. b. City's Convenience. This Agreement may be terminated at any time by City upon not less than thirty (30) days' written notice. c. For Cause. City may terminate this Agreement, in whole or in part, effective upon delivery of written notice to Grantee under any of the following conditions: i. If City funding is not at a level sufficient to allow for the grant; ii. If federal or state regulations or guidelines are modified, changed, or interpreted in such a way that the grant purposes are no longer allowable or appropriate for award under this Agreement or are no longer eligible for funding proposed for payments authorized by this Agreement; iii. If the Special Event permit for the Event is revoked; or iv. If the Event is cancelled. 11. Default. If Grantee fails to perform or observe any of the covenants or provisions contained in this Agreement or fails to expend the grant funds or enter into binding legal agreements to PAGE 2 OF 4: GRANT AGREEMENT BETWEEN THE CITY OF ASHLAND AND Southern Oregon Film expend the grant funds during the term of this Agreement, the City, by written notice of default to the Grantee, may terminate this Agreement and may pursue any remedies available to the City at law or in equity. Such remedies may include, but are not limited to, termination of this Agreement, the stopping of payment on or return of the grant funds, payment of interest earned on grant funds or declaration of ineligibility for the receipt of future grant awards. In the event of termination, City may stop payment or withhold any Grant funds in City's possession from Grantee and Grantee shall immediately return all unexpended and unencumbered grant funds. In addition, City shall be entitled to recover any administrative costs, including attorney fees or collection costs in encumbered as a result of Grantee's failure to return Grant funds. In the event of termination, if Grant funds are not returned or it is found that Grant funds were misappropriated, Grantee shall be ineligible and disbarred from receipt of future grant funds until such matters are finally adjudicated and settled. The rights and remedies of this section are not exclusive and are in addition to any other rights and remedies available to the City under law. GENERAL AND SPECIAL TERMS. 12. Amendments. The terms of this Agreement will not be waived, altered, modified, supplemented, or amended in any manner except by written instrument signed by the parties. 13.Indemnity. Grantee agrees to defend, indemnify, save, and hold the City, its officers, employees and agents harmless from any and all losses, claims, actions, costs, expenses, judgements, subrogation, or other damages of any nature whatsoever resulting from or arising out of the performance of this Agreement by Grantee (including but not limited to, Grantee's employees, agents, and others designated by Grantee to perform work or services attendant to this Agreement). However, Grantee shall not be held responsible for damages caused by negligence of the City, its officers and employees. 14. Liability Insurance. None required for the purposes of this grant. 15. Workers Compensation Insurance. None required for the purposes of this grant. 16. Assignment. Grantee shall not assign this Agreement nor subcontract any portion of any work to be performed hereunder without written consent of the City. Any attempted assignment or subcontract without the written consent of the City shall be null and void. 17. Non-appropriations Clause. Funds Available and Authorized: City has sufficient funds currently available and authorized for expenditure to finance the costs of this Agreement within the City's fiscal year budget. Grantee understands and agrees that City's payment of amounts under this Agreement attributable to work performed after the last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow City in the exercise of its reasonable administrative discretion, to continue to make payments under this Agreement. In the event the City has insufficient appropriations, limitations or other expenditure authority, City may terminate this Agreement without penalty or liability to City, effective upon the delivery of written notice to Grantee, with no further liability to Grantee. 18. Special Terms and Conditions. Grantee is required to post Event on the Ashland Chamber of PAGE 3 OF 4: GRANT AGREEMENT BETWEEN THE CITY OF ASHLAND AND Southern Oregon Film Commerce Community Event Calendar and the Travel Southern Oregon Event Calendar. 19. Governing Law; Jurisdiction; Venue. This Agreement shall be governed by the laws of the State of Oregon without regard to conflict of laws principles. Exclusive venue for litigation of any action arising under this Agreement shall be in the Circuit Court of the State of Oregon for Jackson County unless exclusive jurisdiction is in federal court, in which case exclusive venue shall be in the federal district court for the district of Oregon. Each party expressly waives any and all rights to maintain an action under this Agreement in any other venue, and expressly consents that, upon motion of the other party, any case may be dismissed or its venue transferred, as appropriate, so as to effectuate this choice of venue. 20.Merger. THIS AGREEMENT CONSTITUTES THE ENTIRE UNDERSTANDING BETWEEN THE PARTIES. THERE ARE NO UNDERSTANDINGS, AGREEMENTS, OR REPRESENTATIONS, ORAL OR WRITTEN, NOT SPECIFIED IN THIS AGREEMENT REGARDING THIS AGREEMENT. GRANTEE, BY THE SIGNATURE BELOW OF ITS AUTHORIZED REPRESENTATIVE, ACKNOWLEDGES THAT IT HAS READ THIS AGREEMENT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND CONDITIONS. GRANTEE: CITY OF ASHLAND: --� � Cam'z� By: 5-7 By: s Printed Name: Printed Name: Sabrina Cotta Title: Title: City Manager Date: Date: PAGE 4 OF 4: GRANT AGREEMENT BETWEEN THE CITY OF ASHLAND AND Southern Oregon Film Print Exhibit A Event Partnership Grant Application - Submission #8357 Date Submitted: 9/4/2025 City of Ashland Better Together Thank you for hosting an event nt in Ashland! This City of Ashland grant program is to support events that boost overnight travelers, increase spending at local businesses, and promote Ashland as a premier tourist destination. To see if your event qualifies and to request grant funds, please fill out the form below. If you have any questions, please call 541-552-2103. Organization 1,egat Name* Southern Oregon Film Society (dba Ashland Independent Film Festival) nn"f"yp of'Or-anization* Public Agency Non-Profit Business Individual Contact Name* Gary Kout MaifingAddr ss* P.O. Box 218,Ashland OR 97520 Phone* Mt. Phone 541-488-3823 310-261-5707 ➢C+°roach V gary@ashlandfilm.org ➢C+°➢CAG'11311,17'Y(sckct aH that datapa y) � I expect over 100 attendees at our event. Our event will have attendees who live more than 50 miles away and/or will stay in overnight lodging. Our event will be advertised to the public. ➢C+°V ElV T'D➢C+°TA:I L Event Name: * Ashland Independent Film Festival (AIFF) Event➢ ate(s)* Event➢C:.,ocation(s)* April 23-26, 2026 Varsity Theater: 166 E Main St,Ashland, OR 97520;AIFF Film Center: 389 E Main St,Ashland, OR 97520;Additional locations to be determined Event Description* AIFF requests support for outreach and marketing efforts to out-of-town visitors for our 25th Annual Ashland Independent Film Festival in April 2026. Over four days, we'll showcase approximately 25 features and a dozen short films for more than 2,000 attendees, more than 30% of whom come from outside the Rogue Valley. Building on the momentum of our 2024 and 2025 film festivals towards a more robust festival in 2026, we're not just increasing our marketing and outreach efforts, but we're also increasing our budget to enrich the festival experience and make it more enticing to attend. For example, we're planning to bring in up to two dozen filmmakers to accompany their films and hold Q&A's, and to invite industry experts to sit on panels. We're also returning to offering juried awards and hosting a culminating awards ceremony to bring together filmmakers and audiences. These activities provide opportunities for audiences to interact with filmmakers, industry experts, and each other, deepening engagement, fostering a sense of community, and enriching the festival experience.As a festival,AIFF creates a shared, in-person experience where filmmakers and viewers engage directly, sparking dialogue, empathy, and understanding across cultures and perspectives. It also serves as a platform to champion artistic excellence, spotlight emerging talent, and showcase stories that challenge, inspire, and entertain. Beyond the screen, a festival energizes the local economy, builds community pride, and fosters cultural literacy. It becomes a gathering place for collaboration between artists and audiences. By presenting a thoughtful selection of films, we give visibility to underrepresented stories, nurture creative expression, and deepen the public's appreciation for the art of cinema. This model has led AIFF to be recognized by MovieMaker Magazine among "The 25 Coolest Film Festivals in the World" (2013, 2016) and "The 50 Film Festivals Worth the Entry Fee" (2021). Most notably,AIFF attracts independent film enthusiasts near and far to Ashland, and AIFF plays a significant role in supporting local businesses and boosting regional tourism. In April 2025 we distributed 3,844 tickets to 1,520 attendees. Based on the geolocation of ticket sales, nearly 70% came from the Rogue Valley, and more than 30% came from outside. About 10% came from Washington and California, and 17% from other parts of Oregon. Of our 113 survey respondents, many engaged in additional activities that boosted the local economy. Over 60% of attendees dined at local restaurants. Outdoor activities such as hiking and exploring the surrounding natural areas were also popular, and one in four attendees shopped. Other local attractions—the Oregon Shakespeare Festival, wine tasting, and bike outings—saw notable engagement. Some attendees stayed in hotels or short-term rentals.A small number flew in. We also welcomed 16 nonlocal filmmakers and their friends and families, for a total of 24 additional out-of-town guests. Together, these activities generated meaningful financial benefits for Ashland and the surrounding area—an economic ripple effect that reflects AIFF's impact well beyond the screen. Because AIFF's spring festival happens in April, the increased tourism as a result occurs prior to Ashland's primary summer tourism season, boosting hotel/motel occupancy and restaurant/retail activity when tourism is most needed. Expected ted Total #Attm°m deer* Expected ted#Out of"...Town Attendees* 2,000 600 Are you partnering with overnight lodging(room tm ock,promotions,etc.)?* Yes. We partner with overnight lodging and receive both discounted and free/in-kind lodging, mostly for our visiting filmmakers with the goal of providing them an exceptional and comfortable experience in Ashland. In 2025, we partnered with the followina lodaina partners: Chanticleer Inn, Cowslip's Belle Inn,Ashland Creek Inn, Wisteria House, and the Plaza Inn &Suites. We anticipate partnering with the same lodging partners in 2026, and we are seeking to add new partners TBD, such as the Ashland Springs Hotel and the Columbia Hotel. If yes, please list which lodgings you are working with. How are you marketing the event? * AIFF is committed to marketing and outreach to increase the number of attendees and out-of-town attendees. We advertise AIFF on our website, social media platforms, e-newsletter, and through local partner organizations and agencies, and we offer discounts for seniors and students. Because AIFF doesn't have in- house marketing staff,AIFF plans to hire a marketing consultant and graphic designer to design and launch a dynamic marketing campaign using both paid and earned media and advertising along with a robust social media campaign.AIFF anticipates targeting such markets as Portland and San Francisco to draw film lovers to Ashland over its four-day festival as well as population centers in between such as Eugene and Redding. AIFF also plans to co-market with neighboring arts partners like OSF and other Oregon film festivals. In addition, the local non-profit, Film Southern Oregon, is eager for the opportunity to showcase Ashland to the filmmakers that come in for the festival as one of the "Best Places to Live and Work as a Moviemaker", so named by Moviemaker Magazine, an accolade that Ashland has been awarded for 11 out of the last 12 years. Film Southern Oregon in the past has not just been a sponsor of the festival but has taken visiting filmmakers on a location tour and hosted one of the festival's filmmaker afferparties. Their goal is to not just encourage tourism but to entice filmmakers to bring their film projects to Ashland and perhaps even take up residence here. GR lVmT R➢C+°Qtr➢C+°ST I am requesting da grant o $ .......... The total estimated cost of my went is$ $15,000 $185,360 The maximum request is $5,000 for events with This is how much you expect to spend on your 300+ attendees and $2,500 for events with less event, including any grant funds you receive. than 300 attendees. Please be aware that not all applications will receive full funding. Some applications may receive partial funding, while others may not receive any funding. These funds wmtt be used for(pm easc be specific):* AIFF respectfully requests $15,000 to support our April 2026 Festival, which will boost overnight travelers coming from 50+ miles from Ashland, increase spending at local businesses, and promote Ashland as a premiere tourist destination. Because the guidelines say events with 300 or more attendees are eligible for up to $5,000 per event with a maximum of$15,000 per event series, and because we will have over 64 screenings and events over four days, we are requesting the full amount of support available. Grant funds will support AIFF Staff at 33% of time: $63,930 Festival Staff(includes contracted Communications/Marketing Manaaer at$15,000): $89,230 Festival Events: $16,900: Travel/Lodaina to Brina in Visitina Filmmakers: $9,800; Marketing and Advertising (Includes: Publications Designer:J$2`,500; Graphic Designer: $500; and Advertising: $2,500): $5,500 TOTAL: $185,360 Mtrim attach a copy of your ovcnt budget.* AIFF City of Ashland Request Budget FINAL.pdf Si amaturc Gary Kout By signing, you acknowledge that the information in this application is true and correct to the best of your knowledge. NOTE:: if awardid funds,you wilt nc d to sign a contract with the City ofA.Wand.