6.a) Staff Report-Vinterfest-Final PlansI IAS:
ANDI �.
STAFF REPORT
Date of Meeting: December 2, 2013
To: Parks and Recreation Committee
From: Judi Negus, Office Assistant
Re: Vinterfest — Final Plans
Background:
Continue discussion on Vinterfest 2014 from previous meetings.
Issues:
1) Review poster design and other promotion materials prepared by Committee
member Arnold. Make any recommendations for final consideration.
2) Prioritize promotion materials.
3) Establish process to solicit sponsorship of Vinterfest.
4) Confirm task assignments.
Proposal Details:
Once the Committee agrees on the design concept, or theme, of the promotion materials, it
is important for the Committee to prioritize the promotion materials. The list of priorities will
be used to determine how sponsor donations will be spent and will aid in effectively
soliciting sponsorship. In addition to posters and flyers, the promotion materials could
include Vinterfest buttons, postcards, banners, or table tents.
Included in your packet are the following promotion materials prepared by Committee
member Arnold:
1) Vinterfest logo
2) Three draft color posters and one black and white poster
3) Preregistration form for LilleTour and Quiz Promenade
4) Sponsor Information flyer to solicit sponsorship
5) Vinterfest button
Committee member Arnold has provided a letter to solicit sponsorship of Vinterfest.
Provided in your packet is a sponsorship spreadsheet showing which businesses committee
members will be visiting. The purpose of the spreadsheet is to prevent duplicate visits by a
number of committee members. If you plan to visit a business, consult staff first to see if
another committee member has already committed to approaching that business. Once
committed to a business, the committee member will be expected to follow through.
Tasks/Responsibilities/Assignments: Are there any other tasks that should be added to the
list?
Task
Responsible Person/Entity
Volunteer recruitment and overall
execution of ski workshop, quiz
promenade, LilleTour, and winter
survival skills workshop
Pam Arnold with staff help on LilleTour
trail layout
Alex Bildeaux
Chris Ness, Dan Lee, Mike White
Bonfire preparation and overall
execution
Chili Cook Off Judging
Direct Chili Cook Off Contestants
Dan Lee
City Staff
Mike White, Matt Rasmussen
Rink preparation before event
Rink maintenance during hockey
tournament
Posters/signs design, create, print,
distribute
Pam Arnold (with help by Committee
members to distribute)
Judi Negus (using theme designed by
Pam) _
_
Newspaper ad/press release
Purchase of chili cook off and
marshmallow supplies
Judi Negus
Marshmallow sticks
Alex Bildeaux
Insurance form to Elim Church
Judi Negus
Order porta potty for Lilleskogen
Judi Ne us
Approval of closing portions of 209`
for sledding _
Placement of barricades on day of
event for sledding (from 1-4 .m.
City Council
Alex Bildeaux
Snow Sculpture Contest judging
Ran Goodman, Bolton and Menk
Preparation of snow sculpture
materials (order spray bottles/food
color
Judi/Greg Zauner
Coordination of Pleasant Valley
Clo ers' performance
Judi Negus
Provide hay bales for sleddin hill
Dan Lee
Special Event Permit for Hockey
Tournament
Lions/PRC, City Council
Prepare Waiver Form
Judi Negus
Temp Liquor License (if needed)
Lions/City Council
After event clean-up
All Committee Members
Fiscal Impact:
The proposed 2014 budget includes $75 for advertising for Vinterfest and $100 for
miscellaneous supplies. There is $400 budgeted for Dodgeball t -shirts and all may not be
needed since not all shirts were handed out this year. The committee could reallocate these
funds or would need to seek alternative funding for any additional expenses.
Recommendation:
Staff recommends the promotion materials in the following priority order:
1) 50 color 8 '/2 x 11 posters
2) 20 color 11 x17 posters
3) Newspaper advertisement(s) ($75)
4) 50 color Sponsor Information flyer (If no donation for color, print in-house black and
white.)
5) 300 Quiz Promenade answer cards/pencils
6) 200 maps of LilleTour and Quiz Promenade route
7) 1,000 postcards
8) "Start" and "Finish" banners (3x15' - $110 each)
9) 300 number pinnies
10) 500 buttons (only if provided by sponsorship; no sales of buttons)
Staff recommends printing the following in-house:
1) 460 black and white 8'h x 11 posters for Scandia Elementary students (to be printed
in-house)
2) Press release (done in-house)
3) Preregistration forms for LilleTour
Sculpture contest.
4) Waiver forms
5) Chili cook -off voting forms
6) Snow Sculpture contest rules
and Quiz Promenade, chili cook -off, and Snow
j,i1leTour Preregistration
QtlizProtnevOl
Noon-3:30 p.m - Saturday February 1st, 2014
• to rf e
SCANDU
February 1St 204
Return your preregistration to the City of Scandia by January 17th
email http://ci.scandia.mn.us
fax 651 433-5112
mail 14727 209th St No. Scandia, MN 55073
LilleTour & QuizPromenade Preregistration
We/I want to play the QuizPromenade Game!
Number of people who will play the Quiz? (2 or more = a team!)
Note: There will be a Registration Packet waiting for you during registration
Noon -2:30 p.m. at the Velkommen Hus, located at the Gammelgarden.
We/1 JUST want to walk/ski or snowshoe the LilleTour.
Number of people who want to enjoy the parks, but not play the Quiz?
Contact Information (one person should serve as the contact for this registration):
Name
Primary Telephone
email
LilleTour is open to any one who wants to ski/walk/or snowshoe on a groomed trail starting at Gammelgarden
Museum and through Lilleskogen Park, including VinterSurvival Camp with Polar Explorer Ann Bancroft.
QuizPromenade is a traditional Swedish 'trivia pursuit' kind of game for all ages and abilities played by teams
or individuals. QuizPromenade involves answering questions posted outdoors along the LilleTour. The Quiz will require
some stamina, the course is about one mile and on bumpy, snowy terrain in a beautiful setting— Lilleskogen Park.
There will be prizes! Winners of the QuizPromenade will be announced on the Scandia Web Site on Monday
February 3rd. Prizes include merchandise provided by Scandia businesses, artists and farmers.
During January the Marine Community Library will display books in which can be discovered potential 2014
VinterFest QuizPromenade factoids and trivia. For Marine Library hours: http://marinecommunitylibrary.org
Bring your own equipment, or borrow free skis/poles and boots provided by Joe's Sporting Goods. Supplies
will be limited—First Come -First Serve. Fitting will take place at the G&mmelgarden.
450 Outdoor Gear in Stillwater will also offer ski packages. (Call to reserve: 651 430-3609).
� trite rfes�
SCANDIA
'Pebruary 1St 200
December 2013
Sponsor Information
To Benefit Lilleskogen Park
For a full description of Vinterfest activities, LilleTour&QuizPromenade:
ci.scandia.inn.us Or call: 651 433-2274
Scandia's Parks and Recreation Committee (PRC) invites area businesses and individuals
to join supporters of Vinterfest 2014, and the LilleTour & QuizPromenade in celebrating
Scandia's diverse parks and trails system.
Thank you for your volunteerism, and your support of Scandia's Parks and Trailsl
The LilleTour & QuizPromenade will feature Scandia's newest park, Lilleskogen (Little Forest).
Lilleskogen is a 9 -acre woodland triangle located on Oakhill Road, Olinda Trail and Hwy 97
in the heart of Scandia. Featuring walking and ski trails, and a future butterfly garden, Lilleskogen is accessible
to Scandia residents and businesses offering a unique park experience in the heart of our small city. Lilleskogen
is within a block of Scandia Elementary School, the Historic Gimmelgarden Farm Museum, Scandia Cottages
and downtown businesses.
Opportunity: Vinterfest 2014, Scandia's Parks, and the future development of Lilleskogen.
The vision for Lilleskogen includes >A small gravel parking area >Wetland and native plant restoration
>Invasive species removal >A park gazebo >And, a butterfly garden that will mark the Oakhill entrance to the
park providing a native flower garden to park visitors, and nectar and pollen to migrating butterflies)
Sponsorship of Vinterfest 2014 will support the development of Lilleskogenl
Opportunities include in-kind and cash contributions.
Goals: To introduce area leaders and residents to Lilleskogen's beauty and potential as a significant
city park. And, to present $1000 to the City of Scandia towards Lilleskogen's development.
Categories for Vinterfest Sponsors:
• Vanderer ("Walker") Level: In-kind and volunteer time during Vinterfest.
• Loperer ('Runner") Level: In-kind or volunteer time, and cash contribution of $100 or more.
Vanderer Level supporters will receive recognition for their time and contribution
and will be named on Scandia's web site, and recognized by the Mayor of Scandia in a public thank you.
�* Loperer Level supporters will see their name or logo in print on Vinterfest Event Day Materials
(signs, banners, and on print materials where feasible) and on Scandia's web site. The mayor of Scandia will
recognize Loperer supporters in a public thank you.
Vinterfest
Sponsorships
2014
Date Contact I
Sally Swanson
Security State Bank -Greg
Stev Stegner - Scandia Plaza
Chikos
j
Scandia Liquor - Adrian
—
Scandia Heating - Denise
Edward Jones - Dorn 11/13/2013-Greg
Pam Arnold
Perebooms Computer - Jesse 11/13/2013-Greg__
Matt Rasmussen Meister's - Scott
_ PN Products - Peter Nora
Scandia Gas Station -Todd
Last Revised
11/18
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Bon Fire & Marshmallow Roasting
Pleasant Valley Cloggers
Family Sledding +
* Activities Offering Prizes and/or Require Preregistration
THANK YOU SPONSORS AND VOLUNTEERS!
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Friday -Saturday Wojtowici Skating Park
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For more information (651) 433-2274
ci.scandia.mn.us
THANK YOU SPONSORS AND VOLUNTEERS!
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VinterSurvivalCamp
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Soanley Cup Benefit Hockey Tourney
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Snow Scuff . re Contest *
For more information (651) 433-2274
ci.scandia.mn.us
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Pleasant Valley Cloggers
Family Sledding + I 1000
* Activities Offering Prizes and/or Requiring Preregistration
For more information (651) 433-2274
ci.scandia.mn.us