6.c) Staff Report-Vinterfest-Final Plans
STAFF REPORT
Date of Meeting: December 1, 2014
To: Parks and Recreation Committee
From: Judi Negus, Office Assistant
Re: Vinterfest – Final Plans
Background:
Continue discussion on Vinterfest 2015 from previous meetings.
Issues:
1) Review promotional materials prepared by Pam Arnold. Make any recommendations
for final consideration.
2) Establish process to solicit sponsorship of Vinterfest and approve sponsorship brochure.
3) Confirm task assignments.
4) Review button design contest rules; determine the price the Scandia Marine Lions will
be selling the buttons.
Proposal Details:
Included in your meeting materials are the following promotional materials prepared by Arnold:
1) Sponsor information brochure and brochure with wish list
2) Vinterfest poster (concept)
3) Vinterfest Official Button Design Contest rules
4) Vinterfest logo (color and black and white)
5) Vinterfest motifs
6) Vinterfest event logo
Arnold and Negus are asking the Committee to approve the recommended design concept.
This concept will be used for any future promotional materials with the understanding that
Arnold and Negus may update these materials as information changes.
Arnold has provided a brochure to solicit sponsorship of Vinterfest. Provided in your packet is a
sponsorship spreadsheet listing potential businesses to solicit sponsorship. A new level of
sponsorship has been added for 2015. The Guldmedalj level is for sponsorships of $250 or
more. The Committee should establish a process to solicit sponsorship. Arnold is
recommending soliciting prizes for the Quiz Promenade as a priority, and then soliciting
fundraising dollars to support Vinterfest. Staff is recommending Chair Zauner delegate
Committee members to solicit businesses.
Tasks/Responsibilities/Assignments: Are there any other tasks that should be added to the list?
Task Responsible Person/Entity
D. J. Scanley Cup and event announcements Dan Swanson??
Scanley Cup adult hockey tournament Corey Roberts
Special Event Permit for hockey tournament Corey Roberts
Rink preparation before event City staff
Rink maintenance during hockey tournament City staff, Matt Rasmussen
Fireworks display Corey Roberts, Mike Hinz, Pyrotech
Volunteer recruitment and overall execution of
ski workshop, Quiz Promenade and LilleTour
Pam Arnold with staff help on LilleTour
trail layout (Ryan Jinks?)
Plow Gammelgarden parking lot City staff
Permission from Elim Church to use their
property for the LilleTour route
Judi Negus
Lavuu maker Pam Arnold (pending)
Luminary Loppet fundraiser Lynne Moratzka and Pam Arnold
“The Christmas Wish” book signing with Anja
Breiehagen
Pam Arnold
Saami Council Chief special appearances Randall Simonson
Saami merchandise and cultural exhibition Pam Arnold and Lynne Moratzka
Bonfire preparation and overall execution at the
Community Center and Gammelgarden chalet
Alex Bildeaux
Vinterfest 2015 Skating Performance (set-up and
take down)
Katy Herman (?), Cal Karl (?) Pam Arnold
(?)
Pond Preparation at Gammelgarden City staff (?) Volunteer (?)
Live Reindeer Pam Arnold
Posters/signs design, create, print, distribute Pam Arnold (with help by Committee
members to distribute)
Press releases and publicity Pam Arnold and Judi Negus
Marshmallow sticks Alex Bildeaux
Insurance form to Elim Church Judi Negus
Order porta potty for Lilleskogen Judi Negus
Approval of closing portions of 209th for sledding City Council
Placement of barricades on day of event for
sledding (from noon-4 p.m.)
Alex Bildeaux
Snow Sculpture Contest judging Ryan Goodman, Bolton and Menk, Inc.
Coordination of Pleasant Valley Cloggers’
performance
Judi Negus
Provide hay bales for sledding hill Dan Lee
Prepare Waiver Form Judi Negus
Temp Liquor License Scot Taylor
Pack 173 ice fishing contest Lisa Pothen
After event clean-up All Committee Members/Volunteers
Fiscal Impact:
The proposed 2015 budget includes $75 for advertising for Vinterfest and $600 for other
expenses. It is unknown at this time how many fundraising dollars will be raised to support
Vinterfest expenses. All remaining proceeds from fundraising will go towards Lilleskogen park.
Recommendation:
Staff recommends the promotion materials in the following priority order:
1) Sponsor brochure
2) Two large sponsor banners
3) 500 buttons ($.31 to $.41 each: $155 to $205)
4) Gammelgarden facility fee of $250