6.d) Staff Report-Vinterfest Planning
STAFF REPORT
Date of Meeting: October 5, 2015
To: Parks and Recreation Committee
From: Judi Negus, Office Assistant
Re: Vinterfest 2016 Planning
Background:
The Parks and Recreation Committee began planning for Vinterfest 2016 at its September 14,
2015 meeting. Specifically, the following organizers shared their preliminary event proposals:
Corey Roberts - Scanley Cup
Pamela Arnold - Lilletour and Quizpromenade and other Events
Roxanne Rydeen and Lisa Pothen - Vinterfishing
Linda Marotzke - Vintage Snowmobile Show
All presented proposals were recommended by the Parks and Recreation Committee. The
Committee agreed to discuss PRC sponsored Vinterfest events and promotional planning at its
October 5, 2015 meeting.
Issues:
1. What events should the Parks and Recreation Committee sponsor and who will be
responsible for organizing and promoting the events? (snow sculpture contest/button
design contest/Hemslojden theme)
2. How should Committee members promote Vinterfest? What is the plan for media?
How should the PRC reference individual events, committees, and organizations in all
the media?
3. What promotional materials will be printed and how will they be distributed?
(banners/maps/posters/etc.)
4. What is the schedule for promoting Vinterfest events, media opportunities
(TV/radio/print) in advance of Vinterfest?
5. What is the schedule for the day of Vinterfest?
The schedule provided by the organizers who presented their preliminary event proposals at
the September 14 meeting is as follows:
Friday, January 29, 2016
4 p.m. to 12 midnight: Scanley Cup
Saturday, January 30, 2016
8 a.m. to 12 midnight Scanley Cup
10 a.m. to 4 p.m. Vintage Snowmobile Show & Ride
11 a.m. to 3 p.m. Lilletour and Quizpromenade
11 a.m. to 3 p.m. Bakverk, Hemslojden, and Fiddle
1 p.m. Judging Vintage Snowmobile Contest
1 p.m. to 4 p.m. Vinterfishing (open to adjust schedule)
1:30 p.m. Vintage Snowmobile Ride starts
5:30 p.m. to 9:30 p.m. Starlight Luminary Loppet and Fondu
7 p.m. Fireworks
Proposal Details:
Staff has provided a copy of the extensive publicity that was organized for Vinterfest 2015.
Committee members should review the list and agree on what publicity will be planned for
Vinterfest 2016. As well, Committee members should agree on who will take responsibility for
the publicity.
Staff has provided copies of the promotional materials used for Vinterfest 2015. Committee
members should review the materials and recommend what promotional materials will be used
for Vinterfest 2016. As well, Committee members should agree on who will take responsibility
for the promotional materials and distribution.
Fiscal Impact:
The Committee recommended the City Council approve an “E vents” budget of $1,000 for 2016.
Recommendation:
The Committee should address each of the presented issues, identify additional issues, and
make recommendations for Vinterfest 2016.