Board of Directors THURS Meeting Agenda


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Meeting Date: 05/18/2017  

SUBJECT MATTER:
Receive, consider and act upon a report on the 2017 The Woodlands Marathon;
FISCAL IMPACT:
The Woodlands Township, per the terms of the Host Venue Sponsorship/Partnership Agreement (Attachment A) with The Woodlands Marathon Management, LLC, (TWMM) waives the reservation fees related to the use of Town Green Park, provides a magazine article in the Community Magazine of The Woodlands, and provides 40 tents and other in-kind services in support of The Woodlands Marathon. The total value of Township in-kind support is approximately $3,500.

The Woodlands Convention and Visitors Bureau  has provided $4,500 in adversting support of the event for the past three years.   

TWMM is required to donate no less than $25,000 on an annual basis to not-for-profit organizations and to guarantee 400 hotel room nights related to the event with hotels within The Woodlands.


 
BACKGROUND:
In July 2016, The Woodlands Township renewed the Host Venue Sponsorship/Partnership Agreement with The Woodlands Marathon Management, LLC. (TWMM) to host The Woodlands Marathon (Attachment A). The sixth event was held March 5, 2017, and the Race Director Willie Fowlkes will present a report on the event.

The  Township and TWMM first entered into a Host Venue Sponsorship Agreement  in 2011. The Agreement established a major marathon running competition in The Woodlands for which the Township provides the park facilities as venues for the event as well as equipment and in-kind support.  The event brings approximately 25,000 athletes, media, staff and spectators to the community and has become a qualifying race for the prestigious Boston Marathon.  The term of that agreement was for five years and expired on March 31, 2016. The agreement was modified and renewed by the Board of Directors in July 2016, for  three (3) years through March 2019 with two options to extend for one year periods - up to five (5) years total.  The dates for the 2018 and 2019 events are defined as March 3, 2018 and March 2, 2019.  Any additional events will be mutually agreed to in writing.   The agreement places a maximum number of participants for each Event as follows:
  • Marathon - 2,000
  • Half-Marathon - 5,000
  • Five-Kilometer race - 1,500
  • Marathon Relay - 1,500
  • Two-kilometer fun run walk - 1,000
The  Agreement contains the same terms and conditions as the original agreement with provisions for Township approval of the race routes and schedules, penalties for non-compliance on timely traffic control sign removal and a limit on the maximum number of participates for each race. In addition, TWMM is to guarantee 400 hotel room nights related to the event each year and donate no less than $25,000 on an annual basis to not-for-profit organizations.  

The proposed race routes for the 2018 Event have been approved by Montgomery County Precinct 3 and will be the same routes as the 2017 Event. TWMM must  submit the subsequent Traffic Control Plan to the Township no later than  November 2, 2017, for submission to the County.

 
RECOMMENDATION:
Receive the report.
 
Attachments
Attachment A - Host Venue Sponsorship/Partnership Agreement Woodlands Marathon


    

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