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Home My WebLink About2009 04 13 Informational 102 Mardi Gras EventCOMMISSION AGENDA Consent Informational X ITEM 102 Public Hearing Regular April 13, 2009 ~,I ~~_ Regular Meeting Mgr. / Dept. Authorization REQUEST: The Parks and Recreation Department wishes to inform the City Commission regarding the Mardi Gras Event. PURPOSE: The purpose of this agenda item is to inform the City Commission regarding the Mardi Gras Event. CONSIDERATIONS: • On January 26, 2009, the City Commission approved a financial partnership with the Winter Springs Rotary Club and the Events Committee. • The 1St Winter Springs Mardi Gras Event was a very positive and good event the weekend of March 13-15 with an estimated community participation of about 10,000. • The Rotary Club of Winter Springs reimbursed the City $3,273.13 complying with the agreement with the city. • 35 Vendors/Sponsors participated. • The carnival did not provide the amount of revenue expected to the City. • Staff is still following up on sponsor commitments. FUNDING: Current Income $8,033.13 Expenses $9,433.44 RECOMMENDATIONS: N/A Informational Only. ATTACHMENTS: Attachment #1 Rotary Letter and spreadsheet Attachment #2 Income -Expenses Attachment #3 Follow-up letters COMMISSION ACTION: ATTACHMENT #1 Brantley Tillis President Rotary Club of Winter Springs P.O. Box 195235 Winter Springs, Fl. 32719 March 23, 2009 Mr. Kevin Smith City Manager City of Winter Springs [Street Address] [City, ST ZIP Code] Dear Kevin: On behalf of the Rotary Club of Winter Springs, I would like to express my appreciation for the assistance and support by the City of Winter Springs and its outstanding staff for the Mardi Gras 2009 weekend community event held March 13-15. Our community benefits when organizations such as ours work together to have events such as Mardi Gras. The feedback has been very positive by those in attendance. There have also been many ideas and suggestions as to how improve future events. In accordance with our agreement between the Rotary Club of Winter Springs and the City of Winter Springs, the Rotary club will be reimbursing the city in the amount of $ 3,273.13 for services rendered ($ 2,500 of incremental city costs as well as $ 773.13 representing the city's portion of the shared remaining carnival ride proceeds). In regards to the Celebration of Freedom on July 4"', the Rotary Club is looking forward to that event and would like to participate again in that event. The Rotary Club has organized the Kids Fun Park in prior years and is open to discussing new ideas for the 2009 event. One option is for the Rotary Club to sell items for charity as well as operate a beer stand in a format like Mardi Gras. The city could then organize the Kids Fun Park with the expertise of the City. Again, thank you for your partnership on Mardi Gras and the Rotary Club is looking forward to a great July 4"' celebration. Sincerely, Brantley Tillis 4. t ~ re.... Pay tc~~ie M ` ~ ., _ ~ ~~ ~: . ~~ ~~ . ,. - ., ,. • .. c. ~..f..'..~. . :n 4.. ^r..q:•~+q{n]g«,µytvN amf ~R"" ~".~F.'f+.., - '; 4.iL' ir,i..:,:4 il.br•.K~taA~ ~fv G..:A~:~Ahd5 .~ ..~ . Mardi Gras 2009 Carnival Ride Proceeds 3/13/2009 3/14/2009 3/15/2009 Dav 1 Day 1 Dav 2 Day 2 Day 3 Day 3 Totals Sheet 1 Sheet 2 Sheet 1 Sheet 2 Sheet 1 Sheet 2 $ 1 Tickets # 527 900 372 806 200 470 Dollars 527 900 372 806 200 470 $ 20 Wrist Bands 91 189 117 237 41 34 Dollars 1820 3780 2340 4740 820 680 $ 15 Wrist Bands 51 66 0 0 36 29 Dollars 765 990 0 0 540 435 Total Sales $ 3,112 $ 5,670 $ 2,712 $ 5,546 $ 1,560 $ 1,585 $ Disburse to City: $ 2,500 + 773.13 = $ 3,273.13 Gross Remaining for Rotary : $4046.25 - 2500 - 773.13 - _ $ 773.12 Less expenses of $ 123 Net Remining for Rotary Donations = $ 650.13 3/25/2009 Rotary Club Portion 20 % of first 20 K , 25 % above 20 K 3275 3275 709 14180 182 2730 20,185 $ 4,046.25 Clty Support $ 2500 + 50 of Rotary Club portion $ 2,500 $ 773.13 N21ft9O0 WIX/X`dW321, 00'OSZ $ 6002/Lt/£ 90, 6002 SNIllO0 33110, 00'SZt $ 6002/SZ/£ 90, 6002 A3lNIX0W 3SIN3a, 00'SZt $ 6002/SZ/£ 90, 6002 21f1H121d A2121`dH, 00'SOt $ 6002/9Z/£ 90, 6002 9NIlNf1O00d 213a1IM, 00'SOt $ 6002/9Z/£ 90, 6002 21dSM 8f110 A21`d1O21, £t'£LZ~£ $ 6002/t£/£ 90, 6002 9NIl3SNf1O0 30N311IS321, 00'OOt $ 6002/ZZ/t b0, 600Z 921b313 W l9 b'1121, 00'OOt $ 6002/ZZ/t b0, 600Z 211`dH 301330 X08, 00'OOt $ 6002/ZZ/t b0, 600Z NOS213XlIM dH1NbW`dS, 00'OOt $ 6002/9Z/t b0, 600Z Sl~dl3 dNb'flfll, 00'OOZ $ 6002/b/Z S0, 600Z dd N21f19O0 WIX, 00'OS $ 6002/Lt/Z S0, 600Z OIdf11S 211`dH SO211S3b'W, 00'OOt $ 6002/Lt/Z S0, 600Z 21f1H121d l 3llflf, 00'OOt $ 6002/Lt/Z S0, 600Z NOSdWIS NI1Sflf X08 `dl, 00'OSt $ 6002/Lt/Z 50, 6002 00 31NMO218 9NIZbW`d 3H1, 00'OOt $ 6002/Lt/Z S0, 600Z 39`d91i1OW 0921`43 Sll3M, 00'OOt $ 6002/6t/Z S0, 600Z 21d2131N31H~J1218J1'd1S, 00'OOt $ 600Z/9/£ 90, 6002 Z3f1912iaO21 3N31A213H0, 00'OOt $ 600Z/9/£ 90, 6002 31`d1S31d32111X3, 00'OOt $ 600Z/9/£ 90, 6002 '44 SX21f18 '21121380x, 00'OOt $ 6002/Zt/£ 90, 6002 NbWdOOHS 4121 3 9 0 21, 00'OOt $ 6002/Zt/£ 90, 6002 N21f18O0 WIX, 00'OOt $ 6002/Zt/£ 90, 6002 13W21f1O9 NMO2i93WOH 3H1, 00'OOt $ 6002/Lt/£ 90, 6002 S1N3n3 3109 0214, 00'OSt $ 6002/Lt/£ 90, 6002 S31d10OSSb 21f1H121`d Nd3f, 00'OOt $ 6002/Lt/£ 90, 6002 8f110 SSO210`dl S3Nt/01213H, 00'OOt $ 6002/Lt/£ 90, 6002 0110d21dO211H0 AIIW`d3 b8213H, 00'OOZ $ 6002/8t/£ 90, 6002 Z11MON`df 01213, 00'OOt $ 6002/8t/£ 90, 6002 0N1 `dN9d00O0 f21, 00'OOt $ 6002/8t/£ 90, 6002 3NISIf10 SdOO0, 00'OOt $ 6002/8t/£ 90, 6002 S921dS M 30 8f110 J121`d1O21, 00'OS $ 6002/8t/£ 90, 6002 0534 W311/3W`dN 214n 1Nf1OW`d 31b'4 333 2134 21d3k S2 lOSNOdS/Sl t~1N321 H1OO8 Z# 1N3 W H0t/11`d ATTACHMENT #2 2009 '06 3/17/2009 $ 500.00 'MCDONALD'S-GOD'S WAY 2009 '06 3/17/2009 $ 250.00 'PK PLACE PROPERTY 2009 '06 3/12/2009 $ 500.00 GARGANESE WEISS _ TOTAL $ 8,033.13 EXPENSES PO/REF2 AMOUNT VDR NAME/ITEM DESC '91906 _ $ 267.00 'CREATIVE PRINTING & PUBLI_ '91910 _ $ 2,000.00 'DENNIS E.FRANKLIN '91951 _ $ 720.00 'FLASH-RITE '91952 _ $ 501.44 'UNITED RENTALS '91909 _ $ 800.00 'FESTIVE FLOATS OF FL.INC '91893 _ $ 550.00 'DISPOSALL INC ' _ $ 1,500.00 'CREATIVE PYROTECHNICS $ 375.00 AUDIO VISUAL RESOURCE COMPANY $ 220.00 COMMUNITY DEVELOPMENT $ 2,500.00 POLICE TOTAL $ 9,433.44 ATTACHMENT #3 Chuck Pula From: Christopher Carson Sent: Wednesday, March 18, 2009 5:27 PM To: Chuck Pula Subject: FW: How can we make it better! From: maryalicewilder@bellsouth.net [mailto:maryalicewilder@bellsouth.net] Sent: Wednesday, March 18, 2009 3:03 PM To: Felicia Slattery; Cynthia Sucher; Munjed Mary; Jeff Aames; Arnie Nussbaum; Kim Coburn; Dawn Winebrenner; Michael Welch; April Bonadonna; Brantley Tillis; Dargan Watts; Steven Richart; Dennis Franklin; Brantley Tillis; Christopher Carson; Debra Fisher; mherbafamilychiropractic.com; Pamela Carroll Subject: How can we make it better! Hello All, Now that we have had a day or two of rest, lets all head toward another successful event! July 4th, and the 50 year Celebration of Winter Springs. Because of this committee, we had a successful Mardi Gras! I can't tell you how much I appreciate all your help,work, and most of all smiles in putting up with those last minute problems that only we know about. Come to the meeting with "how we can change things to be better". I do not want a gripe session. We want to be able to solve problems and make things better.Fred your dogs hit the (empty) spot. Thank You Jeff, the mapping of vendors, it was great! Arnie, you Paul & Debra did a great job as MC's. Arnie your commercials were, as always, right on target. Mike, you did a great job with the parade line up and also the direction of people who stopped by your tent! Pam I hope you can share some of your photos, good job.Dawn, the VIP area was "fabulous". How did you all like the fire works? April & Mary, and Dawn, Kudos to you for the Gala, your smiles and cooool demeanor in how you managed things on the fly was absolutely amazing! The usherettes were super and looked so great! Chris, your spot light techniques were wonderful! Jeff, the set up area was like the Waldorf. To all that stayed and "cleaned up" (unti12:15 am) afterward, JT, Jeff, Dawn, Brantley, and Paul.Thank You- Thank You! What can I say, this is the best group ever! See you at the BEEF @ 3:00 pm. MAW PS. I am emailing and inviting a few other people who may want to drop by if they like. Four Offices To Serve You Wilder Accounting & Tax Service Inc 890 Northern Way ste A-1 Winter Springs, Florida 32708 Jack E. Wilder CPA,EA,CIA Daniel S. Wilder CPA ph.407.657.7200 fx.888.891.3079 Winter Park/Oviedo- 407.657.7200 Winter Springs *ph 407.359.1366 Waterford Lks *ph 407.384.0072 Lake Mary/Sanford ph* 407.323.1040 Follow-ups: Mardi Gras Event 3/13/2009 (Also a Look ahead to July 4t ) Hi Everyone! For probably the past 7+ years Chris has always received my follow-up note after a special event...........now I get to share it with a few more people. By the way I was so proud to be part of this wonderful special event. It could not have happened if not for everyone's hard work and passion! Many of the Homeowners association members I represent attend the event and always give me candid feedback about the events, and they are sure to never mince words (they are a verbal bunch). I appreciate their candid feedback. It helps me do a better job and also plan better for future events. Other citizens give me feedback as well. Many respond right away or the day after the event. a) People seemed to really enjoy the diversity of entertainment. The two primary acts, "Makeshift" and "The High Life's" were a hit. Audience members were coming up to them and complimenting them on the performances. (Capt Wilkins, who is a member of the police band, said "The Highlifes" were very talented). Also well liked were the WSPA Kids and the Guitarist Jim Hunter. STAGE/SOUND- Jared and Dennis were excellent- Dennis noted, "he had not seen a better, more organized event like this in years". (Dennis runs the stage and Jared runs the sound). Both of them were the best. We have an outstanding sound and stage crew! Also, the guy who ran sound for stage 2 did a great job as well. SUGGESTION: M/C's could use a stick wireless microphone- easier to move around the stage........especially with singers and dancers. The transitions between acts are smoother as are the seguways Jared was going to bring one but they get booked up early; they were being used at another event. All M/C's prefer to work with them. If we order it early Jared can bring one. Or perhaps we can invest in one or two. (these are not the Disney type earphone mic's just a regular cordless stick Microphone with an on off switch ..............It allows complete freedom of movement. b) The Mardi Gras Krewe of Leaders/Parade: Audiences really enjoyed the pageantry and the Parade. For some this was an introduction to Rotary. A few people verbalized they did not know about all the charitable works Rotary performs and were fascinated by all the volunteer and community work the Krewe was involved with. (See comments below in other notes and suggestions part D-Publicity) c) A number of people noted how organized the event was. They also commented on "the look of the street" (it really lit up the town center) and the different type of vendors (a credit to all Jeff's efforts). d) Concept of two stages. Some residents commented they liked going between the two stages and the diversity of the acts; rock on one stage......and mellow on the other. A few people noted they liked the brief interviews with the new Miss UCF and Mr. UCF (Perhaps we can incorporate a few more brief interviews on the stages- People seem to like getting to know a bit more about people who are performing) e) Commercials- People noted they were short, not an overload and well tolerated. Other Notes and Su~aestions a) All entertainers were sent follow-up "Thank You" E-mails. b) Paul and Debra did a good job on stage 2; Paul can handle a microphone and a quick interview when needed., c) The hospitality suite was well run and a credit to Dawn's hard work. Also a good variety of food and it was well stocked. Page 2 d) Pedestrian Traffic/Publicity- Just asuggestion- For instance, Chris and Brantley's radio interview was very well done. It was a fun and informative interview with .great information ......My comment is as good as it was, did enough people hear it on AM radio? -Enough to create more pedestrian traffic? .a. My suggestion is let's have a person handle PR for the event. If it is a joint event involving both city and Rotary, let's have both PR people work together in synergy on the event. b. Example- News 13 (Bright House Networks is the Muzak of News) People have it on in the background but they get the message out by osmosis and diffusion. We need to have our PR people make sure we are on that and a few more stations and that the station sends a reporter as well to cover the event. This is doable if we have someone on the committee that can push the right buttons, and that a reporter is sent to cover the event. (Maybe someone like Cynthia Sucher could get involved. She knows media and knows how to press the right buttons). c. Have Debra follow-up and make sure that a Press release goes out to Telumundo and some of the other stations as well. This if possible would also increase traffic With enough publicity the event builds more foot traffic and the vendors do more business and there is more money raised for the city and for the Rotary. The correct PR can increase the foot traffic at least 20-25%. July 4th Possibilities 1) I would like to volunteer to host Winter Springs Idol again. Chris and I have done this previously. We need to get a letter out to the local schools and churches so auditions can be held. This year I suggest we go with some tweens and middleschoolers and some adults. The kids bring out plenty of early guests as their families and friends come out to see them. This sells more hot dogs etc. early in the afternoon. 2) We usually have a number of meetings with the final contestants prior to the event. 3) If we can get a TV personality (gratis) to host the regular stage event, great! If not, I can do it if needed. This would not be a stretch as there is plenty of rest time in between the musical sets. If we have the TV personality I can introduce him/her after Idol and also go in the audience (with Paul and possibly Debra ?) with the camera and do interviews. This is one of the things people like to see; interviews with their friends and neighbors on the large screens. There are enough attendees to cover two or three reporters in the crowd. 4) Entertainment: A few suggestions - Capt Wilkins' WSPD Band for the Rock `n Roll portion......and for the mellow sound, Mary ShaAffer's band. They have a great horn section and can really play all types of music. We would need a sponsor for them. 5) The polarity having different types of bands worked well for Mardi Gras. People of all ages liked both the rock and the acapella group. I believe people would like the differences between the WSPD rockers and Mary Shaffer's Band Also the two winners of Idol would come back and perform an extra song and at that point they would be named "Winter Springs Idol Winners". Enclosed should be a link for Mary Shaffer's Band. We also have many other bands/ choices for entertainment. I would like to see Dennis and Jared (our current sound people) get the July 4th gig as they are true sound and stage professionals). Please feel free to share some feedback on these suggestions. Thanks Arnie PS: I will be out of state from 4/19 returning late 4/23 and will be at the next meeting on 3/27