|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 eighth event was held March 3, 2018, and the Race Director Willie Fowlkes presented a report on the event to the Board of Directors on .April 19, 2018. At that time Mr.Fowlkes indicated a desire to extend the term of the Agreement and requested certain additional considerations be included in a renewal amendment, such as, use of the Township's Ice Rink/Event Center for the Marathon's Health Expo, use of the park and ride for event equipment staging, ability to conduct the 5k race on the Saturday before the marathon race. The Board requested Mr. Fowlkes to submit his proposed changes in writing for future consideration. The proposed amendments to the agreement have been received (Attachment B).
The Township and TWMM first entered 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 2019 event is defined as March 2, 2019. Any additional events will be mutually agreed in writing. The agreement places a maximum number of participants for each Event as follows:
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.
- Marathon - 2,000
- Half-Marathon - 5,000
- Five-Kilometer race - 1,500
- Marathon Relay - 1,500
- Two-kilometer fun run walk - 1,000
The proposed amendments include:
A) Set the 2k Family Fun run and 5k run to the Saturday prior with the utilization of Town Green Park for post race festivities and the trolley path for course start and finish lines:
B) Granted access to area Park & Ride lots for staging of Electronic message Boards after the event.
C) Granted use of the CWMP Event Facility for the Health & Fitness Expo the Thursday prior to the event for setup, Friday prior to the event for hosting the health & Fitness Expo and breakdown Friday evening for a reasonable fee to be agreed up not to exceed $16,000.
D) Extend the current agreement to include the 2020 event..
E) Proposed marathon and half marathon routes for the 2019 event to be the same as the 2018.
F) The Woodlands Marathon Management to lead coordination of annual event, "Global Running Day" at Town Green Park the first Wednesday in June;
G) Provide The Woodlands Marathon Management limited event light post banners to promote the event and inform residents of the event.
In addition, the proposal offers to provide the Township Sponsorship Amended Benefits to include naming the Township as the "Presenting Sponsor" of the Houston Methodist Health & Fitness Expo.
In response to the proposed amendments:
A) As the proposed routes for the 2k and 5k runs are to be on the trolley path along the Waterway, there would be little impact to public roads and traffic. Moving the 5k to the weekend prior to the marathon and to be on the Waterway reduces the number of runners on the public roadways;
B) Use of the park and ride lots for equipment staging would have little to no impact to the Township's public transit operations;
C) As the Marathon and related Expo would be scheduled during the Township's exclusive use of the Event Center/ Ice Rink, the Township has the authority to use the facility for any purpose. The Waterway Marriott has indicated no concern with the Expo hosted by the Township. Rental fees have not been established by the Board for the facility.
D) The current Host Venue Sponsorship Agreement provides the ability to extend the agreement for additional one year terms;
E) As there were few issues or public complaints about the 2018 race routes, Township staff is comfortable recommending the same routes for the 2019 event and proposed 2020 event. However, per the terms of the ILA with Montgomery County Precinct 3, the County Commissioner has final approval of the race route.
F) TWMM assisted the Township's Parks and Recreation Department with the recent 2018 Global Running Day and the arrangement worked well for all parties;
G) Streetlight banners are used by several organizations to promote their event and to bring awareness an upcoming event to the general public. Similar terms are included in the Host Venue Sponsorship Agreements for the Memorial Herman Ironman Texas and the Woodlands Waterway Arts Festival. It is recommended to include up to 50 banners in the amended agreement.