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PROVISIONAL APPROVAL FOR THE SPECIAL EVENT & AUTHORIZATION TO ENTER INTO A MULTI-YEAR PERMIT AGREEMENT WITH CHICAGO EVENT MANAGEMENT, INC. TO HOLD BANK OF AMERICA SHAMROCK SHUFFLE IN GRANT PARK, BANK OF AMERICA CHICAGO 13.1 IN GARFIELD PARK, AND BANK OF AMERICA CHICAGO MARATHON IN GRANT PARK
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To the Honorable Board of Commissioners of the Chicago Park District:
I. Recommendation
Pursuant to Chapter VII, Section C.3.c of the Code of the Chicago Park District (the “Code”), the Chief Administrative Officer recommends that the Board of Commissioners of the Chicago Park District (“Board”) provisionally approve the special event permit applications for Bank of America Shamrock Shuffle, Bank of America Chicago 13.1 and Bank of America Chicago Marathon (collectively, the “Applications”) and authorize the General Superintendent or his designee to enter into a multi-year permit agreement (the “Agreement”) with Chicago Event Management, Inc. (the “Applicant”). The Bank of America Chicago 13.1 special event is a one-day event and all other Applications are multi-day special events.
II. Information; Authorization
Special Event Applicants: Chicago Event Management, Inc.
Contract Type: Multi-year agreement
Contract Term: Five (5) year (2027-2031) with and option to extend for an additional five (5) years (2032-2036)
Contract Fees: Bank of America Shamrock Shuffle permit fees
Year 2027: $190,000
Year 2028: $195,700
Year 2029: $201,571
Year 2030: $207,618
Year 2031: $213,847
Year 2032: $220,262
Year 2033: $226,870
Year 2034: $233,676
Year 2035: $240,686
Year 2036: $247,907
Bank of America Chicago 13.1 permit fees
Year 2027: $73,000
Year 2028: $75,190
Year 2029: $77,446
Year 2030: $79,769
Year 2031: $82,162
Year 2032: $84,627
Year 2033: $87,166
Year 2034: $89,781
Year 2035: $92,474
Year 2036: $95,248
Bank of America Chicago Marathon permit fees
Year 2027: $400,000
Year 2028: $412,000
Year 2029: $424,360
Year 2030: $437,091
Year 2031: $450,204
Year 2032: $463,710
Year 2033: $477,621
Year 2034: $491,950
Year 2035: $506,708
Year 2036: $521,909
Benefits to Park District: Advertising and promotional package with Chicago Park District logo recognition.
Twenty-five (25) complimentary Shamrock Shuffle entries for 8K.
One hundred (100) complimentary entries for One Mile race.
Twenty-five (25) complimentary Bank of America Chicago 13.1 entries.
Twenty (20) complimentary Chicago Marathon Entries.
Three hundred and twenty-five (325) guaranteed Chicago Marathon entries for mutually agreed upon non-profit organization.
Support for Chicago Park District - Chicago Public Schools Cross Country Series eight (8) events.
Funding the race timing and scoring systems for (3) Regional Track and Field meets.
Authorization: Provisionally approve the Applications. Authorize the General Superintendent or their designee to continue the special event application permitting process for the Applications. Authorize the General Superintendent or their designee to include other relevant terms and conditions in the written Agreement. Authorize the General Superintendent or his designee to execute the Agreement and the Secretary to attest as to the signing of the Agreement and keep an original copy of the Agreement on file.
III. Budget and Financial Information
All special event permit fees collected from the Applications shall be deposited as follows:
Budget Classification: Operating Revenue
Fiscal Year: 2027-2036
Fund line: 001.9310.9310.423005.00001.01.01.00001
IV. Explanation
The Bank of America Chicago Marathon has been taking place on Park District property since 1977. Over the years this event has evolved and is now managed by the Applicant who has grown the race series to included three successful races that take place on Park District property. These races enhance city vibrancy by bringing residents and visitors to communities and provides benefits to the Park District such as: advertising and promotional opportunities, complimentary race entries, support for eight (8) Chicago Public School cross-country events, and fund the race timing and scoring systems for (3) regional track and field meets. The Bank of America Shamrock Shuffle, Bank of America Chicago 13.1 and Bank of America Chicago Marathon have become an annual tradition for the City of Chicago. It is important for the Park District to continue this longstanding relationship in order to continue to promote a healthy lifestyle through the runs and activations held throughout the year.
Based on these successes, it is recommended that the Park District be authorized to enter into a multi-year agreement to continue the Bank of America Shamrock Shuffle, Bank of America Chicago 13.1 and Bank of America Chicago Marathon for Chicago residents and visitors. A multi-year agreement is beneficial to the Park District by providing a known annual permit revenue of over $660,000 with a guaranteed yearly increase. Additionally having consistent schedule for these large events assists with Park District planning.
V. General Conditions
1) Conflicts: No agreement shall be legally binding on the Chicago Park District if entered into in violation of the provisions of the Public Officer Prohibited Activities Act, 50 ILCS 105/0.01 et seq.
2) Ethics: The Agreement shall contain a provision requiring compliance with Chapter III of the Code (“Governmental Ethics”).
3) Contingent Liability: Any agreement lawfully entered into for a period of more than one year shall be executory only for the amounts for which the Park District may become liable in succeeding fiscal years pursuant to 70 ILCS 1505/17(i).
4.) Economic Disclosure Statement (“EDS”): Applicant submitted full and complete EDS prior to submission to the Board.