EXECUTIVE COMMITTEE – MAY 15, 2019
The Committee adopted a resolution to concur in the recommendation contained in the report.
Recommendation #4 does not require City Council approval.
Mayor Michael Fougere, Councillors: John Findura (Chairperson), Lori Bresciani, Jerry Flegel, Bob Hawkins, Jason Mancinelli, Andrew Stevens and Barbara Young were present during consideration of this report by the Executive Committee.
The Executive Committee, at its meeting held on May 15, 2019, considered the following report from the Administration:
RECOMMENDATION
1. That the City Manager be authorized to negotiate and enter into an agreement with the Federation of Canadian Municipalities (FCM) to host the 2022 Annual Conference and Trade Show occurring June 2 to 5, 2022.
2. That the City Manager be authorized to negotiate and enter into a Memorandum of Understanding (MOU) to host the 2022 Canadian Association of Municipal Administrators (CAMA) Conference and Annual General Meeting occurring May 30 to June 1, 2022.
3. That the City Clerk be authorized to execute the agreements with the Federation of Canadian Municipalities and the Canadian Association of Municipal Administrators, upon review and approval of the City Solicitor.
4. That this report be forwarded to the May 27, 2019 meeting of City Council for approval.
CONCLUSION
In July 2016, the City of Regina (City) supported the Events Alliance (Economic Development Regina, Regina Hotels Association, University of Regina, Wascana Centre Authority, Tourism Saskatchewan, Evraz Place and Conventions Regina) in a bid to host the FCM Annual Conference and Trade Show (Conference) in 2021 or 2022. The City’s support for the bid was authorized by a Council Motion (MN16-7) approved on July 25, 2016.
The City of Regina was awarded as the host municipality for the FCM Conference in 2022 (June 2 to 5). To formally accept the hosting opportunity, the City must enter into an agreement with FCM. The agreement sets out specific financial and operational obligations, duties and responsibilities for the City and FCM.
The CAMA Annual Conference, the companion to the FCM Conference, immediately precedes the FCM Conference and is, for the most part, attended by Chief Administrative Officers/City Managers and senior municipal administrative staff. Hosting this Conference requires entering into a Memorandum of Understanding (MOU) that prescribes specific financial and operational duties and responsibilities for the City and CAMA.
BACKGROUND
FCM’s Annual Conference and Trade Show attracts approximately 2,000 delegates, 500 companions, 600 exhibitor staff (private sector and government departments), the most senior federal government elected officials and opinion makers from across Canada to the host city each year.
Five to six years in advance of the date of the event, all member municipalities are notified of FCM’s intention to invite submissions to host the Conference. The locations for the Conference normally rotate throughout FCM’s five Canadian regions: (1) British Columbia; (2) Prairies and Territories; (3) Ontario, (4) Quebec, and; (5) Atlantic. In terms of the hosting decision, based on a set of mandatory criteria, FCM staff evaluate the submissions and make recommendations to the FCM Board of Directors. The board is responsible for making the final decision.
The event provides the opportunity for municipal leaders to learn from colleagues and experts, share ideas and participate in local tours that showcase innovation in responding to local challenges that are applicable across Canada.
The City of Halifax hosted the 2018 FCM Conference that occurred May 31 to June 3. Halifax welcomed more than 2,000 municipal delegates and nearly 3,500 participants overall, including companions, trade show exhibitors and special guests. This number exceeded Halifax’s Conference numbers from 2011, when it last hosted the Conference. In addition, there were 7,015 hotel rooms sold.
As part of the FCM agreement, FCM collects the delegate fees from each registered delegate and transfers a per capita amount to the host city. This delegate fee is determined and approved by the FCM Board on an annual basis. According to a report provided from Halifax Administration, the 2018 per capita amount was $153 per delegate, which at 1,997 delegates, amounted to $305,541 in revenue. In addition, FCM forwards a payment to the host city for all fees collected for the companion tours, as well as any additional tickets purchased for social events.
The City of Regina’s hosting costs will also be offset by a contribution from the Regina Hotels Association consisting of $75,000 in cash. In addition, Tourism Regina has offered $5,000 in-kind which includes services, such as a customized webpage feature on SEEYQR, city information and print material.
The total costs to cities hosting the FCM Conference in previous years varies due to many factors, including: (1) number of delegates and companions in attendance; (2) study tours customized to showcase specific local projects, landmarks and tourism sites; (3) locally designed social events (opening ceremony, Mayor’s welcome reception and gala); (4) amount of sponsorship revenue generated; and (5) customized companion tours.
The total costs to Halifax for hosting the 2018 FCM Conference were $91,105.
The CAMA Annual Conference is held in the same location, or vicinity, as the FCM Conference. Attracting approximately 400 delegates, exhibitors and companions, the Annual Conference is growing every year.
The City of Regina’s total hosting costs are expected to be in-line with the costs incurred by other municipalities who have hosted in the past.
DISCUSSION
The agreement to host the FCM Conference in 2022 contains specific obligations for both FCM and the City, as follows:
City obligations:
• Participate in and donate a prize for the 2021 Conference and Trade Show for the purpose of promoting attendance at the 2022 Conference in Regina. FCM provides a complimentary booth space. The host municipality will provide a tourism and information booth with service in both English and French.
• The City may hold a separate Mayor’s Welcome Reception on the Friday evening or may opt to co-host a welcome reception with FCM during the official trade show opening on the Thursday evening. The costs of this reception are shared between FCM and the City. Should the City wish to showcase local entertainment during this shared reception, it would assume all costs for entertainment and any equipment required (i.e. audio-visual equipment such as sound system, microphones, staging, etc.).
• Provide three daily continental breakfasts (muffins, pastries, fruits, coffee, tea, juice) and morning coffee breaks (coffee, tea) for all delegates during the Conference.
• Host a gala dinner on the Sunday evening of the conference (traditional seated dinner), with the City being responsible for the costs of entertainment, audio-video equipment, lighting, etc.
• Provide a study tours program with service in both official languages as required (including transportation).
• Provide a companion/volunteer lounge (include coffee, tea, water and snacks).
• Provide frequent and regular shuttle bus transportation between hotels and the Conference Facility (if the distance from the conference facility to the hotels is greater than 0.7 kilometres). Transportation is also required for the study and companion tours and all social events.
• Provide a City of Regina tourism and information booth, with service in both official languages.
• FCM will provide the City with a maximum of ten complimentary full registration passes for the Conference, and a maximum of four complimentary full registration passes for the 2021 Conference and Trade Show.
In addition, the City would agree to provide FCM with volunteers to assist with on-site logistical requirements. Recruitment and training of the volunteers is also the host municipality’s responsibility, as are any associated volunteer costs. In 2018, Halifax recruited approximately 100 volunteers for on-site activities and an additional 60 for the study tour program. All 160 volunteers recruited were Halifax staff.
The costs involved with hosting the conference are offset by an FCM per capita amount. In 2018, the per capita amount was $153 per delegate. The City retains all revenue to offset hosting costs through local sponsorship opportunities. In addition, the Regina Hotels Association has committed to providing a sponsorship of $75,000. Conventions Regina has offered support to plan and defray travel and accommodation costs for two site visits with an in-kind value of $5,000.
As part of the conference program, study tours and companion programs are offered. In 2018, Halifax registered 1,400 delegates for its study tours. For the companion activities and tours, 916 people participated. To note, the companion activities are offered on a cost-recovery basis.
The bid submission for the 2022 Conference included a list of suggested study tours and companion program/tours, attached as Appendix A.
FCM Obligations:
• Preliminary Conference program (on-line);
• Final Conference Program;
• Trade Show;
• Delegate luncheon at the Trade Show on the Friday and Saturday;
• Delegate luncheon during elections on the Sunday;
• Pre-Conference and on-site process for delegates;
• Selling and administering tickets for the Host Municipality’s organized tours and social events;
• Financial responsibility for rental of facilities required for the Conference Program;
• Audio-visual equipment;
• Simultaneous interpretation and equipment;
• Recruitment of all workshop speakers;
• National sponsorship program;
• FCM Secretariat, Media Room and staff workrooms;
• All costs related to FCM staff participation (compensation, travel and accommodations);
• French and English translation for the conference programs, signage and all FCM documents related to the Conference that are posted on the FCM website;
• Selection and financial responsibility for host hotels.
Joint Obligations:
• Each of the Parties agrees to supply the necessary qualified personnel resources required to meet or exceed the expectations and/or fulfill their respective obligations and commitments provided for in the Agreement.
• Regina agrees to translate into French and English all documents it distributes, as well as any posters, banners, signage and advertising related to the Conference. FCM agrees to provide an editing service to ensure consistency and accuracy between the texts.
The commitment to host the CAMA Annual Conference is less onerous and costly, and includes:
• City of Regina tourism booths (in both English and French);
• Responsibility for the Registration desk;
• Study tours (including transportation);
• Although no formal “ask”, cities are most welcome to provide either/or funding or in-kind services.
• Create a two to three minute video, showcasing the city and its attractions.
RECOMMENDATION IMPLICATIONS
Financial Implications
Based on the cost estimates of previous host cities, Administration expects the costs to be in the same range. Without additional sponsors, besides the Regina Hotels Association, the costs to host both the FCM and CAMA conferences will be in the range of $150,000.
Environmental Implications
No environmental impacts associated with this report. However, hosting requirements include “sustainability criteria”, as the goal of the FCM and the City is to deliver a sustainable event. The City will work closely with FCM to reduce the waste and carbon foot printing generated by the Conference.
Policy and/or Strategic Implications
Attracting a large-scale event, such as the FCM Conference fits into the vision of the Events Alliance, of which the City of Regina is a member.
Other Implications
None with respect to this report.
Accessibility Implications
None with respect to this report. However, any potential accessibility implications associated with hosting the event will be adhered to.
COMMUNICATIONS
No communication activities with respect to this report.
DELEGATED AUTHORITY
The recommendations contained in this report require City Council approval.
Respectfully submitted,
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