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2013-11-07 CC Packet Special Meeting
THE JIRTMPLACE OF MINNESOTA AGENDA CITY COUNCIL MEETING Council Chambers, 216 Fourth Street North THURSDAY, November 7, 2013 SPECIAL MEETING 6:00 P.M I. CALL TO ORDER II. ROLL CALL III. OTHER BUSINESS 1. Workshop/Discussion on 2014 Summer Festival proposals IV. ADJOURNMENT 111111 �► ^ r STILLWATER_ ,,.. RIVER CITY DAYS November 6,2013 Mayor Harycki,Councilmembers Menikheim, Kozlowski,Weidner, Polehna,Administrator Hansen,and Director Turnblad Stillwater City Hall 216 Fourth Street North Stillwater, MN 55082 Dear Gentlemen, I will be unable to attend the Special Meeting tomorrow due to a long-standing engagement with my daughter out of state that could not be rescheduled. Though I recognize that you have all been inundated with countless calls, e-mails, and visits from your constituents and the stakeholders of the entities competing for the Stillwater event, I respectfully request your indulgence in reading this letter. Many factors support the contention that Mid-America Festivals would be the best and most responsible choice for you to make tomorrow night. Several factors include the following: FINANCIAL ABILITY TO PRODUCE THE EVENT We have the financial wherewithal, desire, and commitment to produce Stillwater River City Days in 2014 and for the foreseeable future. We have offered and are prepared to finance 100%of Stillwater River City Days and will guarantee that the City of Stillwater is made financially whole at the conclusion of the event. In other words,we will reimburse the City of Stillwater for all incremental costs associated with the event. If you work with us,the City of Stillwater will have no risk and no financial exposure. 100%of the risk capital is ours.We seek no alternatives and no contingencies. In fact, due to our experienced in-house professional team,we will be far less dependent upon the resources and time of the Stillwater staff. The average annual operating expenses,excluding Officer Compensation,which we spend in Minnesota is$ 7,052,364.00. The average annual operating expenses, excluding Officer Compensation,that we spend outside the State of Minnesota is$7,981,606.00. Each year,on average,we spend $15,033,970.00 in operating expenses, excluding Officer Compensation. Our business plan and professional experience lead us to conclude that we probably will lose money in 2014,and possibly 2015. We are prepared to invest in the future success of the new event. The importance of financial security is crucial to the long term success of the event. Things happen that are unanticipated and from time to time may result in significant costs. Many times, an event will not adequately cover the necessary up-front costs through advanced ticket sales and sponsorships. We are able to accommodate these anticipated costs such as insurance, entertainment,advertising buys, promotional materials, infrastructure, and equipment rental. We further have the ability to finance the unexpected. Invariably, at some point in time, be it year 2 or year 14, an unexpected crisis will need to be dealt with. We have been through many unplanned occurrences and have effectively managed each situation. It is what we do for a living. Our primary banking relationship is with Minnwest Bank. Any of you is welcome to call Bill Swanstrom, President, Minnwest Bank,on his direct line which is(651)259-0703. I am confident that Bill will describe us as a valued customer of good standing with high ethics and integrity. I doubt that any of you questions our financial standing. I would encourage you to realize the importance of this factor when you vote tomorrow. ABILITY OF MID-AMERICA FESTIVALS TO SUSTAINABLY PRODUCE THE EVENT We clearly have the ability to produce Stillwater River City Days for decades to come. As was previously touched upon,we have owned and operated several signature events for over 40 years.We create events and build traditions. Creating, producing,and sustaining events is what we do for a living. We work hard and we deliver results. We run everything"from A to Z." We have a site crew, marketing team,sales team, graphics professionals,finance, legal, security, parking crew, box office....Our key management team has been in place for many years. We have made mistakes and learned from them. We solve problems daily. Once again we are committed to Stillwater River City Days, have reasonable expectations, have staying power, and have the needed expertise. We have credentials and experience with regard to food, alcohol, entertainment,artisans, insurance (not obtainable by everyone),event planning, and promotions;we don't outsource our expertise. We understand, and our business model includes,the necessity to be inclusive and seek local input and participation. We will involve the local sports teams,the local fraternal organizations, local artisans, and local businesses. As our testimonial letters indicate,we will be good corporate and community citizens. We will work with all of you, as well as the Police, Fire, and other regulatory agencies to develop and maintain a signature event for Stillwater. Our business model is driven by building relationships and establishing trust. Stillwater River City Days will be a sustainable event because of our enthusiasm,expertise, and assured continuity. The Mid-America people you met will be here tomorrow, next year, and in 10 years. It is our profession. We will not lose interest or have divided interests and loyalty. I doubt any of you questions our ability to sustainably produce an event. Once again, I would encourage you to realize the importance of this factor when you vote tomorrow. SCALE AND SCOPE OF EVENT We have not proposed and have no desire to produce"Minnesota Renaissance Festival East" as a three day event in Stillwater less than one month before our existing Festival. When reviewing the competing proposals,the Spirit of Stillwater proposed by Woody McBride seemed to promote the smallest scale and scope. Other than Woody's proposal,the Mid-America Festivals proposal is by far the least grandiose. We understand the importance of under-promising and over-delivering. We understand the necessity of stepping back and observing what works and what does not work. Our goal is to have Stillwater River City Days become the premier regional event,emphasizing real family participation and activities. The region already has some viable big act music venues. It is not our intent to compete with the 30,000-person amphitheater across the river. We want,with the input from you and your neighbors,to create something special,something unique,something only found in Stillwater. We realize our plan will take time. We have reasonable expectations. Again,we project losing money for a year or two.We project losing money for a year or two even though our proposed event does not include a big-time music act or a fireworks display(which typically costs around$40,000.00). I believe some of you are concerned that, in spite of what we have submitted to you,we will create an event that is too large and that does not capture the desires of your constituents. Ironically,this is not the case. Our proposal has a modest scale and scope based on realistic revenue streams and realistic expenses, and an appropriately restrained budget. Our proposal guarantees that the City will have no risk. If a hail storm hits Stillwater the third weekend in July and the event is not well attended,we will make the City of Stillwater financially whole. CLOSING REMARKS Mid-America Festivals is by any objective criteria the best qualified and best equipped team to create a long-term signature event that the people of Stillwater will be proud of and that presents no financial risk to the City. If we are given the privilege to work with you we pledge that we will continue to reach out to others in the local community during the planning and execution of Stillwater River City Days. I have appreciated the opportunity to speak before and with you and have been genuinely impressed by the comprehensive nature of your process. I am sorry to not have the opportunity to be present. Mid- America will be represented by Bo Beller, Deb Schaber, and my son,Will. If you have any questions tonight or tomorrow before the meeting please call Bo at(612) 910-6666. 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Cr vAir ill V) VA II 11.11.1 VA IVA I V Iii, ; .::i/1i1111u1u ► STILL' TER • RIVER C ITY DAYS November 6, 2013 Mayor Harycki, Councilmembers Menikheim, Kozlowski, Weidner, Polehna, Administrator Hansen, and Director Turnblad Stillwater City Hall 216 Fourth Street North Stillwater, MN 55082 Dear Gentlemen, I will be unable to attend the Special Meeting tomorrow due to a long-standing engagement with my daughter out of state that could not be rescheduled. Though I recognize that you have all been inundated with countless calls, e-mails, and visits from your constituents and the stakeholders of the entities competing for the Stillwater event, I respectfully request your indulgence in reading this letter. Many factors support the contention that Mid-America Festivals would be the best and most responsible choice for you to make tomorrow night. Several factors include the following: FINANCIAL ABILITY TO PRODUCE THE EVENT We have the financial wherewithal, desire,and commitment to produce Stillwater River City Days in 2014 and for the foreseeable future. We have offered and are prepared to finance 100%of Stillwater River City Days and will guarantee that the City of Stillwater is made financially whole at the conclusion of the event. In other words, we will reimburse the City of Stillwater for all incremental costs associated with the event. If you work with us,the City of Stillwater will have no risk and no financial exposure. 100%of the risk capital is ours. We seek no alternatives and no contingencies. In fact, due to our experienced in-house professional team,we will be far less dependent upon the resources and time of the Stillwater staff. The average annual operating expenses, excluding Officer Compensation, which we spend in Minnesota is$ 7,052,364.00. The average annual operating expenses, excluding Officer Compensation,that we spend outside the State of Minnesota is$ 7,981,606.00. Each year, on average,we spend $15,033,970.00 in operating expenses, excluding Officer Compensation. Our business plan and professional experience lead us to conclude that we probably will lose money in 2014, and possibly 2015. We are prepared to invest in the future success of the new event. The importance of financial security is crucial to the long term success of the event. Things happen that are unanticipated and from time to time may result in significant costs. Many times, an event will not adequately cover the necessary up-front costs through advanced ticket sales and sponsorships. We are able to accommodate these anticipated costs such as insurance, entertainment,advertising buys, promotional materials, infrastructure,and equipment rental. We further have the ability to finance the unexpected. Invariably,at some point in time, be it year 2 or year 14,an unexpected crisis will need to be dealt with. We have been through many unplanned occurrences and have effectively managed each situation. It is what we do for a living. Our primary banking relationship is with Minnwest Bank. Any of you is welcome to call Bill Swanstrom, President, Minnwest Bank,on his direct line which is(651)259-0703. I am confident that Bill will describe us as a valued customer of good standing with high ethics and integrity. I doubt that any of you questions our financial standing. I would encourage you to realize the importance of this factor when you vote tomorrow. ABILITY OF MID-AMERICA FESTIVALS TO SUSTAINABLY PRODUCE THE EVENT We clearly have the ability to produce Stillwater River City Days for decades to come. As was previously touched upon,we have owned and operated several signature events for over 40 years.We create events and build traditions. Creating, producing, and sustaining events is what we do for a living. We work hard and we deliver results. We run everything"from A to Z." We have a site crew, marketing team,sales team,graphics professionals,finance, legal,security, parking crew, box office....Our key management team has been in place for many years. We have made mistakes and learned from them. We solve problems daily. Once again we are committed to Stillwater River City Days, have reasonable expectations, have staying power,and have the needed expertise. We have credentials and experience with regard to food, alcohol,entertainment,artisans, insurance (not obtainable by everyone),event planning,and promotions;we don't outsource our expertise. We understand, and our business model includes,the necessity to be inclusive and seek local input and participation. We will involve the local sports teams,the local fraternal organizations, local artisans,and local businesses. As our testimonial letters indicate,we will be good corporate and community citizens. We will work with all of you,as well as the Police, Fire,and other regulatory agencies to develop and maintain a signature event for Stillwater. Our business model is driven by building relationships and establishing trust. Stillwater River City Days will be a sustainable event because of our enthusiasm,expertise, and assured continuity. The Mid-America people you met will be here tomorrow, next year,and in 10 years. It is our profession. We will not lose interest or have divided interests and loyalty. I doubt any of you questions our ability to sustainably produce an event. Once again, I would encourage you to realize the importance of this factor when you vote tomorrow. SCALE AND SCOPE OF EVENT We have not proposed and have no desire to produce"Minnesota Renaissance Festival East" as a three day event in Stillwater less than one month before our existing Festival. When reviewing the competing proposals,the Spirit of Stillwater proposed by Woody McBride seemed to promote the smallest scale and scope. Other than Woody's proposal,the Mid-America Festivals proposal is by far the least grandiose. We understand the importance of under-promising and over-delivering. We understand the necessity of stepping back and observing what works and what does not work. Our goal is to have Stillwater River City Days become the premier regional event,emphasizing real family participation and activities. The region already has some viable big act music venues. It is not our intent to compete with the 30,000-person amphitheater across the river. We want,with the input from you and your neighbors,to create something special, something unique,something only found in Stillwater. We realize our plan will take time. We have reasonable expectations. Again,we project losing money for a year or two.We project losing money for a year or two even though our proposed event does not include a big-time music act or a fireworks display(which typically costs around$40,000.00). I believe some of you are concerned that, in spite of what we have submitted to you,we will create an event that is too large and that does not capture the desires of your constituents. Ironically,this is not the case. Our proposal has a modest scale and scope based on realistic revenue streams and realistic expenses, and an appropriately restrained budget. Our proposal guarantees that the City will have no risk. If a hail storm hits Stillwater the third weekend in July and the event is not well attended,we will make the City of Stillwater financially whole. CLOSING REMARKS Mid-America Festivals is by any objective criteria the best qualified and best equipped team to create a long-term signature event that the people of Stillwater will be proud of and that presents no financial risk to the City. If we are given the privilege to work with you we pledge that we will continue to reach out to others in the local community during the planning and execution of Stillwater River City Days. I have appreciated the opportunity to speak before and with you and have been genuinely impressed by the comprehensive nature of your process. I am sorry to not have the opportunity to be present. Mid- America will be represented by Bo Beller, Deb Schaber, and my son,Will. If you have any questions tonight or tomorrow before the meeting please call Bo at(612) 910-6666. I know that this is a difficult decision for some of you, however I am confident you will make the best determination and the responsible choice. We enthusiastically look forward to working with you. Cordially, Jim November 5, 2013 The Locals, a Stillwater -Based Non- Profit Organization Re: RFP for new Summer Festival in Stillwater Attn: City of Stillwater Mayor and Council Mayor Ken Harycki Councilmember Doug Menikheim Councilmember Mike Polehna Councilmember Ted Kozlowski Councilmember Tom Weidner Greetings, Please accept the following requested clarifications to our proposal and subsequent presentation for a new Summer Festival in Stillwater produced by The Locals, a home grown team of professional event planners, grant writers, educators, business owners, and project managers. We are humbled to be in the final discussion for consideration, yet are confident and enthusiastic about the potential greatness this event can provide for our community. The following items were requested for clarification: 1) 3 Day Event 2) Proposed Name 3) Expanded Budget / Cash Flow Plan We hope that these clarifications will help the Council to make an informed decision regarding The Locals, and our ability to execute our City's Summer Festival. Please do not hesitate to contact us with any questions regarding this, or any previous communication. 1) The festival we are proposing is in accordance with the RFP at 3 days. Our proposal and presentation referenced 4 days with much smaller programming on the 4th day (Thursday). We agree that as a starting point, The Locals will target 3 days and in the future may consider coordinating a 4th day, assuming Community success of the event. 2) Our proposed name for the event is "Stillwater's Log Jam ". In our planning sessions in early 2013, we identified this as the name we would like to attach to the festival should the previous name "Lumberjack Days" be unavailable. As of recent, some online polling of names was done and "Log Jam" resonated well with Stillwater locals. We have included some iterations of potential logos, as completed by local graphic designer Josh Ernst, owner of Grainstudio. www.grainstudio.com THE.. /1.L 3) Expanded Budget and Cash Flow Plan: The Locals are a transparent Non - Profit 501C3 Organization. As such, we are reliant on grants, sponsorship, philanthropy, vendor participation, and event sales for revenue. Our grant opportunities will avail themselves in 2015. As stated in the presentation, The Locals have two extremely successful grant writers as Board Members and are confident in up to $137,500 in awarded grants. For 2014, we will be more reliant on Sponsorship and Philanthropy. In early discussions with various key potential sponsors, we have been extremely encouraged by the amount of support area companies are willing to give. We have secured pledges of sponsorship from Andersen Windows, Lakeview Hospital, Cub Foods / Supervalu (unofficial until contract is awarded to The Locals per Chuck Lynch), VistaTek, Stillwater Motors, US Bank, Associated Eye Care, Leo's Grill and Malt Shop, Smalley's Caribbean BBQ, and others. The list of other potential corporate sponsors is extremely long and The Locals are confident with the positive relationships that we have currently, we will be able to exceed our conservative estimates for sponsorship. Of course, it is no secret that beer sales and sponsorship were a big source of revenue in the past. As such, The Locals have received pledges via College City Beverage for a cooperative sponsorship with Anheiser Busch and the local brewery, Lift Bridge Brewery, in the initial minimum amount of $20,000. The Locals are proud to have Brad Glynn, owner of Lift Bridge Brewery also on the Board of Managers, who is already very familiar with the local City of Stillwater permitting processes for alcohol sales. The Locals have also been extremely encouraged with the level of individual philanthropy in the Valley. We have had pledges of donation from Sam Leon (Acapulco), Greg Gartner (Gartner Studios), John Whitcomb (Greystone Commercial), and others that wish to remain anonymous at this time. The Locals Board of Managers contains individuals that have demonstrated proficiency with raising funds, managing money, turning profits, and running cash positive events in Stillwater year -in year -out currently. Event activities and participation -type events will also be a significant portion of revenue. The Locals have a vision for hallmark events like the Soap Box Derby, the Pancake Breakfast, and Bingo in the Park, which are very low- overhead events that will encourage local businesses and non - profits to be involved. The will be much exposure for these non - profits and revenue sharing for the events. One specific example would be the Elks Club running Bingo in the Park. The Elks maintain a gambling license and this event already has people talking about their fond memories of hanging out for hours with the entire family. This is true community building and when it is financially viable everyone wins. Some other examples would include the Historical Society programming the Medallion Hunt, the Rotary Club helping pour beer, and the Pancake Breakfast with the Community Kitchen / Ascension Church. The locals have a plan for injection of cash in order to operationally have the basics covered (labeled in the Expenses spreadsheet as Basic Expenses / Infrastructure) and never have any negative cash flow. As quickly as the City could name The Locals as the contract holder for the Stillwater Log Jam Festival, we will have our complete sponsorship packages being executed. The bottom line is that this event is financially viable for a non - profit such as The Locals because we do and what we do not have: The Locals Have: Local Business support and participation, local philanthropist support, local civic and charitable organization support and participation, Community support, expert financial advisement, and transparency. The Locals Do Not Have: Corporate overhead and operational existence based on profit. Please see the following pages which include an Expense Forecast, Revenue Forecast, and Cash Flow Plan. m CD QM rp Y O (D 00 V Q) (Jl .P W N Xk Cost Category: Cost Category: Marketing and Promotions 1Command Central 1Constant Contact Social Media Marketing Street Marketing Radio Advertising Smartphone App Logo and Promotional Art �Facebook Page Website Regular Print Posters Screen Print Posters Postcards M (D 3 Waste Management IAirFresh Industries 1Internal Internal 1Internal 1MPR Intern Grainstudio 3 co v Internal Heritage Printing Burlesque of North America Bayport Printing Payee Marketing and Promotions N O O 0 O i- iJl• VO U 0 O -LIT 0 0 O in- N 0 O ins Y O 0 O $ 250.00 tl1 0 0 O O $ 250.00 in. t-' UU1 Q p O in 0 o O O $ 2,500.001 00'OO -VT D 3 D C rt D Oq A c -P c -P c A c -P c A Jun -14 c - Jun -14 c A c A c - Date Due Hourly pay Provide electrical to ampitheatre !Included in Event Management Budget 'All event staff 'All event staff 'Sponsorship payment in kind for services App for all events and schedules by intern (Donated -Josh Ernst, Scandia Included in Event Management Budget 1 Included in Event Management Budget 1 500 regular promotional posters 500 screen printed collectable 20M, 2 -sided color Notes m CD QM rp (0 CO V m Lfl A W N 1-, Xk Cost Category: Basic Required / Infrastructure TOTAL 1Command Central Garbage Services Portable Toilets and Sinks Barricades Security Electrical Coast Guard EMS Stillwater Police and Fire Insurance Premium rt (D 3 -i 0 Waste Management IAirFresh Industries City of Stillwater City Contractor US Coast Guard Auxiliary Lakeview Hospital City of Stillwater KLB lnsurance Payee Basic Required / Infrastructure I $ 94,000.00 tr>• i!} U- p p p O p in- I-- .p O 0 O O 0 i- tn. Y A O O O O O tn. N p p p O p $ 5,000.00 t!3• $ 24,000.00 iJ� W O O O O O 0 Amount Aug -14 Aug -14 D Oq A c — — Aug -14 C c vo A — Date Due 'Donated office space downtown TBD Partial Sponsorship for "Green Event" initiative Quantity and placement adjustable Coordinate placement with the City Hourly pay Provide electrical to ampitheatre District 085 Division 11 Flotilla 04 Stand by pledged no cost based on previous years Kim Brown, Owner / Agent Notes j9 m CD QM rp Y LC, 1, 00 F. �I F-' Ol Y In Y A F. W I--, N I--, H I, O �D CO ■1 Ol Cn A co N 1, Financial Advisor Cost Category: Dragon Boats K n Sound and Lights for Stage Miss Stillwater Parade Water Ski Show Canoe Tipping Face Painting Bingo in the Park 0 D W m 0 0 0 cif Fireworks Lumberjack Competition Hammerschlagen 'Basketball w/ Timberwolves Pancake Breakfast Minnow Races Soap Box Derby N w �i 0 'Balloon Artist rt ID 3 Payee Various Artists TBD Miss Minnesota Org Various 1 Hastings 1 to 0 0 O O to N O p O O The Elks Club Stillwater Balloon TBD TBD Let's Play Hammerschlagen �I TBD TBD Rental - Bill Meister 'Course Preparation / stage ITBD 1TBD Payee Entertainment 4,000.00 VI- 0'1 O O 0 O to 1, u, O 0 O O O to $ 5,000,00 trr N In 0 O tn• I-+ I7 0 0 O O 1 Apr -14 to to cn b 0 O $ 40,000.00 to 1, O O O O to tn• 1, O to E, U'1 O O in- 3,000.00 $ 1,200.00 in- F. N Amount 0 1--, A 0 I--, A 0 F, A 0 1-, - 0 1--, - 0 F. - 0 M, - 0 1-. . 0 1--, - 0 I, 4 0 N 4 0 1-' . C F. 4 C. 1, - C 1, - 0 F-. 0 1, A 0 I, A 0 1, A Date Due Potentially zero cost with sponsorship 'Donated Space for Lodging [Scholarship Opportunity 'Canoe rental Donated They carry gambling license, profit share Tethered balloon rides, they carry insurance Sunday night Ino -cost, set up at beer garden, revenue sharing 1 Court Set -up Set -up materials donated Potentially zero cost with sponsorship L$400 / day x 3 days i.n- A 0 0 IZ v x (Al Q a) Notes Event Management TOTAL p lD 00 -i 01 V'1 Cn A W N 1, n Non - Profit Donations Miscellaneus Materials Event Tool Rental Financial Advisor Attorney Cl v D Financial Software Management Software Parade Consultant Intern '0 v z 5 30 v 0 0. m x (p n C 0 • .a 0 3 Cost Category: Various for Volunteers TBD Action Rental Sustain Momentum Sellner & Schindel, PLLC Abdo, Eick, and Meyers Quickbooks Online Basecamp Cloudware TBD Staff [Staff Payee 1 i Event Management V V 01 C 1 C $ 15,000.00 -v} 1, O O b O to 0 0 O O to N O p O O $ 5,000.00 1$ 20,000.00 to 1, O O O O in- O1 0 O O to N Op 0 O O to W p 0 b O to N V 0 '. O 0 1 Amount 0 F, A 0 N A 0 f--' A 0 I--' A Aug -14 C F> A 10 Y A Apr -14 C F, A C 1-' A 1 Apr -14 Date Due Non - profits also make $ of activities / events 1 miscellaneus supplies, name tags, etc... walkie talkies, etc.,. Discounted rate Discounted rate Discounted rate 1 $100 / month x 12 months 1$30 / month x 12 months 180 hours at $20 per hour '200 hours at $15 per hour 1 Notes xS 0 CO v Cr) U1 . W N 1.-:- Yk I) _ Rolled Up Costs TOTAL Payee I future ilir I C C N (Entertainment Event Management Marketing and Promotions Basic Required / Infrastructure -- — Category —,— 1$ 337,710.00 Notes 6 rt U1 , in- {h 1-.-= cn (n O O $ 77,960.00 II i/T 1-` O O O in- O A O O Amount xS N W c N N O 3 Payee I future ilir I i O I i Cu c Notes N W N N I-` N N O o, 0 n S i 6 Cu 6 rt U1 , 0 > 0 ro imenm r Area 3 O uc Winner qj} til ih $ 7 1.O. W U1 O U1 U: 0 O O ® 0 O O O O O O 0 0 i .1 1 -14 g -14 g -14 1 Raffle for artwork a fy -f 0 fD 3 0 3 0 R ih Id O O O O O O O O O O O O 3 O rr f1 fi 0) fL O O paniapab ale(' z O rt N 0 U.) N I-� 4ue.a9 sapiniuy day ad aim N W 3 U7 F' th 0 CI) 'th O l/7 N O ti) N O Lf1 Ul 0) 0) N (D 0) y z 0 fD N TOTAL lli P C0 CO V CT N S W N Ticket Sales (Saturday night) Merchandise Sales _ 'Beer Safes 3 Revenue Category: N Cu CO Vendors Individual Donors Sponsorships Category $ 370,500.00 H W Ui O O O O 1$ 24,000.00 11 N O O O O O 0 1 $ 188,000,00 1 v) v y c P^ w W 00 ul 0 0 0 0 lli P W N) I-> 38 Profit Sharing 1 1Medallion / Raffle Ticket Sales (Saturday night) Merchandise Sales _ 'Beer Safes 3 Revenue Category: Jul-14 Jul -14 pania3ati ale(' a3uele8 Suiuuna n A CD tD 0 0 to N O O O 0 O O to O 0 O O V,. z 0 1-+ W th O O O O th ih N 0 W ilY O O O O O Sh t/, iR 3 i-� N O 00 S 00 b O t!, 0 oo 0 to +ry ppN O G O ih O O O O to 0 O O O t/} W O0i O O O 0 O to 0 O 0 O to N 0 O 0 O ih 0 0 O O 0 O O 0 O c` iR O O O 1/L N Ul O O O O N O V 0 0 0 O O !/T O V O O O ih O V O O O c C Oq A N V1 H N A ywoW Aq moil qsep to W N V O O O O to W V O Np O O O W W V V O 0 y 0 A SO The Locals would again Thank You for your time and consideration. We welcome any more questions or follow up through this process. Our investment in this community has instilled an understanding as to why this is such an important decision before you all. The rich history of this town deserves a historic future, with timeless events that the next generation will be talking about. Sincerely, The Locals Cassie ' more Shawn Smalley Brad Glynn )/(, ,72 Erin McQuay Contact Information: Cassie McLemore, CassieMcLemore @Gmail.com, 651.587.8970 Erin McQuay, Erin @LiftBridgeBrewery.com, 763.222.3988 Brad Glynn, Brad @LiftBridgeBrewery.com, 651.303.1657 Shawn Smalley, DreadPirateSmalley @Gmail.com, 651.269.4313 Paul Creager, Creagz @Gmail.corr, 651.226.5046 Paul Creager THE BIRTHPLACE OF MINNESOTA August 9, 2013 RE: RFP/RFQ for Production of New Summer Festival Event Producers: The City of Stillwater is seeking qualified and experienced production companies to submit proposals for a new summertime community festival in downtown Stillwater beginning in 2014. The three day event should be scheduled for the third weekend in July. If you are interested in producing the City of Stillwater's new summer festival, please see details in the attached RFP /RFQ. Proposals are due at 4:30 p.m. on Wednesday, September 25th. If you have questions about the project or the RFP process, please feel free to contact me at 651.430 -8821 or bturnblad @ci.stillwater.mn.us. Sincerely, CI 1Y OF ST WATER 911 1 bla Community Development Director 1 Water THE BIRTHPLACE OE MINNESOTA CITY OF STILLWATER REQUEST FOR PROPOSALS & QUALIFICATIONS FOR STILLWATER COMMUNITY FESITIVAL Proposals Due: 4:30 PM, September 25, 2013 1. Purpose 1.1. Background Information The City of Stillwater, Minnesota is a dynamic community, nestled along the bluffs of the St. Croix River; one of America's protected Wild and Scenic Rivers. The City is a stand -alone community within the Twin Cities metropolitan area, located about 20 miles east of St. Paul. The City is a historic community with a growing population of 18,638 residents and a median household income of $70,131 ($58,475 Minnesota; $52,762 USA). Stillwater is one of the most visited cities in Minnesota, featuring a historic downtown. The City is also well known for its restored riverboats, Victorian bed and breakfasts, and seasonal recreation activities on the St. Croix River. 1.2. Previous Community Festival Lumberjack Days Festival Association, Inc, a non - profit organization run by St. Croix Events, Inc. produced the community's previous major festival, known as Lumberjack Days. St. Croix Events stopped producing the event after the 2011 season. 2. Proposal Description 2.1. Summary and Objective The City of Stillwater is requesting qualified and experienced organizations to submit proposals to produce a new summertime community festival beginning in 2014. The three day event should be scheduled for the third weekend in July. The geographic area to draw festival -goers from should be concentrated on the greater Stillwater area, but should not ignore the Twin Cities region. The location of the festival venue is to be downtown Stillwater and is identified on the attached air photo. Stillwater Festival RFP Page 2 of 4 2.2. Professional Qualifications The organization selected by the City Council to produce Stillwater's next summer festival must have prior successful experience in producing community events, including contacts that may be used for reference. The Stillwater Police Department will run a limited background check on each festival production company submitting a proposal. 3. Submission Requirements 3.1. Provide a brief description of the organization's capability, history and experience producing festivals or events. 3.2. Identify the name of the person designated as the contact person for this proposal with mailing address, telephone number, fax number and e-mail address. 3.3. Resumes of individuals who will participate in production of the proposed festival and their respective roles in the production. 3.4. Submit a work program and schedule for production of a 2014 festival. 3.5. Submit a site plan showing location of major elements of the festival. The principle venue location will be Lowell Park (North and South) and the downtown pedestrian walkway. The total area of the venue is approximately 9 acres. [See attached air photo.] 3.6. Number of Proposals Submit 5 printed and one pdf copy of the proposal. 3.7. Submission Deadline Proposals are to be received in the office of the Community Development Department no later than 4:30 p.m. on September 25, 2013. No late proposals will be considered. Proposals may be mailed or hand delivered to: Bill Turnblad Community Development Director Stillwater City Hall 216 Fourth Street North Stillwater, MN 55082 4. Other Specific Requirements 4.1. The City of Stillwater reserves the right to accept or reject any and all proposals. 4.2. Proposals received in response to this invitation shall become the property of the City of Stillwater and shall be retained on file, and by reference will become a part of any subsequent formal agreement. 4.3. The successful proposal will: 4.3.1. Identify activities that would appeal to the planned geographic focus area as defined in 2.1 above. 4.3.2. Incorporate an aggressive marketing plan. 4.3.3. Incorporate local civic groups. Stillwater Festival RFP Page 3 of 4 4.3.4. Develop and present a theme and festival name in the proposal that complements the City's historic fabric, captures the City's river setting and is found satisfactory to the City Council. 4.3.5. Submit an estimated budget including a specified percentage of gross receipts to the City in exchange for use of the City name and venue. 4.3.6. Demonstrate an ability to produce and hold the event annually beginning in July of 2014. 4.3.7. Identify City resources desired by producer to support the festival, and any proposed remuneration for those resources. 4.4. Oral Presentation Following a review of the written responses to this Request for Proposals & Qualifications, the City of Stillwater may invite a limited number of candidates to present their proposal to the City Council. The quality of the candidate's oral presentation will be considered in the selection process. For questions or additional information, please contact: Bill Turnblad, City of Stillwater 216 Fourth Street North Stillwater, MN 55082 (651) 430 -8821 bturnblad@ci.stillwater.mn.us • w o c ct C.") a Event venue outlined in red PUBLIC NOTICE REQUEST FOR PROPOSALS AND QUALIFICATIONS NEW SUMMER FESTIVAL IN DOWNTOWN STILLWATER The City of Stillwater announces that it is now accepting proposals for the production of a new summer festival in Downtown Stillwater. It is hoped that the festival will be an annual three -day event beginning in the summer of 2014. The geographic area to draw festival -goers from should be concentrated on the greater Stillwater area, but should not ignore the Twin Cities region. A packet of information regarding the Request for Proposals and Qualifications may be obtained from Bill Turnblad, Community Development Director, Stillwater City Hall, 216 Fourth Street North, Stillwater, MN 55082; bturnblad @ci.stillwater.mn.us, or by calling 651- 430 -8821. Proposals for the project are due no later than 4:30 p.m. Wednesday, September 25, 2013 at the above address. Adjacent parking lots being reconstructed. See the attached North Lowell Park Master Plan for layout of parking lots as they will appear in summer of 2014. Venue for Stillwater Summer Festival 60 Scale 1 "= 60' Amphitheater Pedestrian Plaza See attachment t t • • • evb C )hill llllllI s uuuuw Juuuw NOR-TERM A-tN -s-RF MIN 8104. 0 Restroom \X ATER STREET CSI III �.. Parking L S I!!!®! !FN!! I ij Mal Trail 1111[411 Parking Lawn -- 1011 air'1a �i'ioVblliGl�� •` -i :r. I1N11M____•irinn = :_:_i!iliii:M MMIE '__ __ill iEs__—d1 —■II '_ ii —i i � >■��i =iii Lower River Wei Pavilion St. Croix River The shaded area represents city property north of chestnut that is available for the summer festival. Lowell Park, south of chestnut, is also available. The parking lots adjacent to North Lowell Park are showal here as they will appear in the summer of 2014. March 2012 Sanders Wacker Bergly Inc. NORTH LOWELL PARK MASTER PLAN Stillwater, Minnesota 0' 20' 40' NORTH Stillwater Summer Festival RFP Addendum #1 August 23, 2013 We have received the following questions about the Stillwater summer festival RFP /RFQ. The answers are provided here to everyone who has been mailed an RFP packet. 1. Do you have access to a CAD /Layout of Lowell Park? a. We can create a scaled drawing. It will be made available next week. 2. Are we able to view past festivals budgets; forms for food, merchandise and crafter vending? And sponsorship sales /packages? a. St. Croix Events owned Lumberjack Days. So, we don't have budget information, any of the forms for the various vendors, or a layout of the event. 3. Are sponsorships sold 100% by the event management company selected, or is it a collective process with the city? a. Sponsorships were sold by the event management company in the past, and we would like to see that continue. However, the City wants the right to review and approve all sponsorships and sponsorship details. 4. Does the city of Stillwater own any assets that could be utilized for this event? (i.e Stage, Barricade etc.)? a. We do have event support resources. We own a barge that has been used for the floating stage in the past. It has a secure stage area of about 24' by 30'. We also are constructing an earth amphitheater this year that faces the river. The stage area in the amphitheater will be approximately 24' by 30'. b. We have street barricades, "no parking" signs, etc. I will attach our list of event resources, and the standard price that is charged for them. I would expect that providing and installing them by the city will be part of your proposal. I also expect that we would not charge for them. But, as we work through the contract, we will probably set a price for those resources as a way to track the City's contributions toward the festival. c. We have electrical outlets throughout the park and venue. The City will not charge for the use of electricity. 5. Are fireworks a priority? And would this be our responsibility? a. We used to contract out both Lumberjack Days and July 4th fireworks to the same event management company. Both events had fireworks shows. Now, the City of Stillwater puts on July 4th fireworks. I don't think two fireworks shows in July is a high priority item for most Stillwater residents. If you propose a fireworks show, it would be your responsibility to book and pay for the show. In the past, the City contributed up to $20,000 toward the Lumberjack Days fireworks show and $20,000 towards the July 4th show. If we were not contributing $20,000 towards a summer festival fireworks show, that money may be available for other elements of the festival. Or perhaps the percent of gate revenue that goes to the City could be reduced. 6. Can we sell beer and wine? a. Yes. The sales and consumption area will of course need to have perimeter control. Details of fencing and monitoring would be decided upon after meeting with the City's Chief of Police. 7. Who ran parking in the past? And would this be our responsibility? a. Parking has been the City's responsibility. We will continue to take care of that. 8. Would you prefer a free event vs. a paid admission? Do you have availability to past attendance numbers? a. In the main, I believe that most of the event activities would be expected to be free. However, admission was charged during Lumberjack Days for Friday night and Saturday night concerts. The City received 35% of the gross concert admission revenues. b. Since the previous summer festival was owned by an event management company, we do not have attendance figures. But, conservative "guesstimates" from gate receipts would seem to place concert attendance at an average of 5,000 to 7,000 people per concert. 9. Are there any security requirements? Minimum number of local police? a. We require police, fire, EMS and Sheriff's Water Patrol presence at the event. The public safety plan and numbers of public safety personnel required depends upon the expected attendance on the various nights and a number of factors, determined by the Police Chief, Fire Chief, EMS Director and the County Sheriff's Water Patrol. b. For the last few years of the previous summer festival, the following event organizer costs were typical: i. Police = about $20,000 ii. Fire = about $3 -4,000 iii. Washington County Sheriff's Water Patrol = (cost of placing channel marking buoys — when I have heard back from the Sheriff's Department, I will pass this information on to you). iv. Lakeview Hospital EMS = (when the operations manager returns from vacation and gives me the last cost of the last few Lumberjack Days event, I will pass that information on to you). 10. Will there be a lead festival producer provided by the City of Stillwater to act as liaison with the event management company selected? a. We are in the process of creating an Event Coordinator position in the City. Until that is completed, I will likely serve as liaison between you and senior city staff. 11. In the past we've noticed multiple events taking place during the week leading up - - -is this a priority for this year, or does the city wish to concentrate solely on the 3 -day festival? a. We would like to concentrate solely on the 3 -day festival. The other events were produced by other groups. Likely, they will restructure their events and continue to hold them in the week leading up to the new festival. But that would be up to them to handle. 12. Who carries event insurance? a. Attached is the contract that the City had with the previous event management company. It includes details about insurance, crowd management, etc. Though releasing the contract (which is part of the public record) for this RFP process is not intended to mean that the City expects the previous festival to be recreated, it does illustrate some of the City's past negotiated terms. 13. Do we pull the necessary permits, or is that handled by the City? a. The event management company will be responsible for permits. Though, the City will cooperate with any needed from the City, such as the Special Event Permit. The cost of the Special Event Permit application will likely be waived. The application form itself is attached. It will provide an idea of the types of logistical items the City is interested in for events. 14. In reference to section 4.3.5, is there history of the "% of gross receipts to the City" that can be shared to give a better idea of that amount? a. The last contract with the previous event manager stipulated 35% of the gross receipts for the concerts on Friday night and Saturday night. In 2010 that equated to $35,206.50. In 2011 it was $37,324.00. b. The percentage of gate receipts is negotiable. The City's goal is to cover its hard costs. They include such things as our portion of the fireworks show (if there is one), overtime for public works and public safety employees and any police needed from other cities. We do not need to cover employee time when they are working regular hours. 15. Based on previous years, which activities would you like to have again? Which are the most important ones to you? a. We commissioned a survey company to create a survey to better understand the types of activities that Stillwater's resident and business owners would like to see in a summer event. The results of that survey are attached. 16. Are there any activities you would prefer not to have? a. See survey results. 17. Were there any issues (safety, long lines, and unhappy customers) that resulted from any activity listed above? a. Providing routes of access through concert crowds (both in Lowell Park and on the St. Croix River) was a challenge that required close work between event management and our public safety departments. b. Perimeter control and monitoring of the alcohol sales area always needed close review. 18. What signage opportunities are in the city and or Lowell Park? (Street lamps, bridge, buildings etc.) a. Banner across Main Street. b. The state owned Lift Bridge is not permitted to have signage. c. 30 day temporary signage: make a proposal. 19. Is there anything in the park we CAN'T change /move /use? a. Anything that is in the park can be used. There really isn't anything that lends itself to relocating. b. Care will need to be taken with vendors that need to drive stakes into the park turf. The irrigation system will have to be avoided. FOURTH OF JULY AND LUMBERJACK DAYS AGREEMENT This Agreement between the City of Stillwater, Washington County, Minnesota ( "City "), in conjunction with the Lumberjack Days Celebration of 2008, part of a community wide celebration of the City (the "Celebration "); the Lumberjack Days Festival Association, Inc., a Minnesota non — profit corporation ( "Association "), that has been granted authority to dispense intoxicating liquor pursuant to Minn. Stat. §340A.404, subd. 10 ( "Liquor ") and the authority and obligation to conduct a 4th of July Fireworks Event ( "4th of July "). 1. Celebrations. The City has encouraged community wide celebrations in order to foster and promote tourism within the City of Stillwater and encourage commerce within the City that will ultimately increase property values and the quality of life within the City, thereby promoting the welfare of the City. The Lumberjack Days Celebration will be held during the last half of July of each year as determined by the Association. 2. The Association. Lumberjack Days Festival Association, Inc. has been granted authority to dispense intoxicating Liquor at the Lumberjack Days Celebration and has contracted with the Association for administration of the Beer Garden where the Liquor will be dispensed. It is the purpose of this Agreement to set forth the terms and conditions that will control the dispensing of Liquor at the Celebration. No liquor may be dispensed at the 4th of July Celebration. 3. The Area. For Lumberjack Days, the area where dispensing will be permitted is the area bordered by the Minnesota Commercial Railroad Track on the west; approximately 100 feet south of P.D. Pappy's on the north (the exact location of the Boundary will be determined by the Police Chief); the St. Croix River on the east; and the north edge of Chestnut Street on the south (the "Area "). The Association is also allowed use of Lowell Park south of the Lift Bridge and north of Nelson Street, however, no alcohol may be dispensed in the area south of the Bridge. The area will be the same for the 4th of July Celebration, except that no alcohol will be dispensed on that day. 4. Fencing. For Lumberjack Days the Area must be securely fenced by the Association. The fencing must be adequate to insure that alcohol sales and consumption remain inside the fence. A breach of the fence is grounds for the Police Chief to terminate all alcohol sales in the area. The adequacy of exiting in the fence must comply with the Minnesota Fire Code as administered by the City Fire Chief. No fencing will be required on the 4th of July. 5. Lumberjack Days Crowd Management. (a) The Association will contribute to the cost of providing uniformed, licensed peace officers and fire firefighters for the Celebration. The contribution level for Police and Fire Fighters is established at $20,000 per year. The amount must be paid on or before December 31st of each year for that year's event. (b) The Association will provide, at no cost to the City, privately paid professional uniformed security officers equipped with radios. All security officers will be suitably identifiable. The number and deployment of the Security force must be approved in writing by the Stillwater Police Chief. (c) For the purpose of this plan, all Entry/Exit gates to the park must be controlled by security personnel while alcohol is being served. At each of these entry/exit points, a paid professional security guard must be in place to insure that no beer or Liquor enter or leave the park area. (d) Signage will be prominently displayed at each entry/exit point to notify guests that no Liquor/beer will be allowed in or out of the area. (e) Private paid security officers will roam the Area checking to ensure that each beer drinker is wearing a Lumberjack Days 2008 beer drinking bracelet. Signs will be displayed throughout the area notifying guests that they must be wearing a beer drinking bracelet to be drinking a beer. (f) The Association must prepare an overall site plan for the Celebration that depicts the location of fencing, vendors, and exits. The plan must be presented to both the Police and Fire Chief and be approved by both before July 15, 2008. (g) The Association will work with City Staff to explore the feasibility of a parking and shuttle plan for the Celebration. (h) In order to defray costs associated with the Celebrations, the Association is authorized to establish and implement a park access fee or access ticket charge for Friday and Saturday evenings of the Lumberjack Days events; provided that the Association contributes 35% of the gross ticket sales to the City, and provided further that the Association continue its policy of allowing parade units of non- profit entries to participate in the Lumberjack Days Parade at no charge. Further, no charge will be made or ticket required for access to the area south of the Bridge, to members of the Association work force, public safety personnel, or to other persons not considered members of the general public, nor will any charge be made for the daytime Lumberjack Day shows or events. Lastly, the ticket revenue sharing formula set forth in this paragraph will be reviewed annually. 6. Lumberjack Days Liquor Control: (a) Identification Bracelets. The Association will provide at no charge liquor identification bracelets at a minimum of four (4) different locations in the area. The Association will permit no one to consume Liquor unless they are wearing an identification bracelet. The Association will be responsible for the issuance of bracelets and that the bracelets are given only to those who are legally entitled to consume Liquor. The Association will direct its private security forces to give extra attention to enforcing the bracelet requirements and to crack down on abuses. 2 (b) No Other Alcohol or Coolers. No Liquor is allowed in the Area except that Liquor which is sold by the Association. The Association is responsible to see that no other Liquor is brought into the Area. The Association must not allow bottles, containers or coolers to be brought into the Area. (c) Compliance Program. Prior to the opening date of the Lumberjack Days Celebration, the Association must develop a complete management policy or program regarding all aspects of alcohol compliance, including the problem of the under —aged consumer, sales after hours, sales off the premises in open containers, over — serving and the recognition of false identification. The City Police Chief must approve the policy before implementation. The Association must train all alcohol servers with regard to the policy, including instruction by a professional recognized in the area of alcohol awareness before the opening date of the Celebration. (d) Compliance Inspection. The Association acknowledges that as a liquor license holder for the Celebration, it is subject to Stillwater City Code §43 -8, which authorizes that all premises from which intoxicating Liquor is offered at on —sale, are subject to inspection for alcohol compliance by any police officer, health officer, or other designated officer or employee of the City during all hours the Area is open for the serving of alcohol. (e) Insurance. The Association must provide to the City satisfactory proof that it has obtained liability insurance that names the Association and the City as an additional insured, as loss payees, in an amount of at least $1,000,000.00 combined single limit, for loss sustained by either acts or occurrences that arise from or grow out of both Celebrations, and Liquor Liability coverage as described in Minn. Stat. §340A.409, evidenced at a minimum, the coverage described in Minn. Stat. §340A.409, subd. 1 with regard to Lumberjack Days. (f) Signs. The Association will post signs, the number and content of which must be approved by the City Police Chief describing the regulations prohibiting Liquor outside of the Area, as well as the prohibition against participants bringing their own Liquor into the Area and the requirement for identification bracelets must be worn to consume alcohol. (g) Noise Control. The Association is responsible to control the noise emanating from the Area at a level that will not interfere with the peace and repose of the residential area on the bluffs on the north, west and south edges of the downtown. (h) Hours of Operation. Liquor sales will cease 15 minutes before the last band finishes playing, but in no event after the times set forth as follows: Thursday, 10:45 p.m.; Friday, 11:15 p.m.; Saturday, 11:15 p.m.; and Sunday, 9:45 p.m. (i) Public Information. As soon as practicable after furnishing the main schedule, the Association will publish and widely distribute a schedule of events. After the 3 Celebration closes, the Association will prepare a press release describing the charities that benefit from the Celebration. 7. Police Power. With regard to both Celebrations the City reserves the right to order a shut down of the Area in the event the Chief of Police determines, in his sole discretion, that the public safety is threatened or any condition of this Agreement is violated. In that event, the Association will cease dispensing Liquor and must assist the police in the clearing of the Area. The park will be closed at midnight. 8. Exclusive Use of Lowell Park for Both Celebrations. In return for the exclusive use of the North and South End Lowell Park and the right to sublease spaces within the north end of Lowell Park only, the Association hereby agrees to the following: (a) The Association will pay a damage deposit of $250 and a users fee of $500 to be paid at the signing of this Agreement. The damage deposit of $250 to be refunded, in whole or in part, depending on the amount of damage, if any, as determined by the City of Stillwater Parks Director. No damage deposit or use fee is required for the 4th of July Celebration. (b) The Association shall furnish dumpsters or roll —off boxes in sufficient quantity to contain the accumulation of trash generated by the Celebration and shall see that all trash is pickup up daily and deposited in dumpsters, including the emptying of park trash receptacles. (c) The Association shall furnish adequate portable restrooms to facilitate expected crowds. Additional portable restrooms must be provided by the Association if deemed necessary to protect public health as determined by the Chief of Police. 9. Fireworks. The City agrees to act as a depository for funds donated for the purpose of the community 4th of July and Lumberjack Days fireworks exhibitions. The funds will be held in trust for the Association and paid over to the Association upon receipt subject to the continuing obligation of the Association to recognize that the funds be used as intended by the donor. Further, the City will contribute a total of $40,000.00 per year toward the cost of firework displays for the July 4th Event and Lumberjack Days Celebrations the first year to be paid over to the Association upon execution of this Agreement and in following years on or before January 4, of each year. A condition of this commitment is that the level of content of each year's fireworks be at least at the level established in the year 2007 10. Music. Musical entertainment for both Celebrations must be selected with the approval of the Entertainment Committee that was appointed by the City Council. The Entertainment Committee must also review and approve the Media Advertising Campaign before the campaign is implemented. Live musical entertainment must cease no later on each day than set forth as follows: Thursday, 11:00 p.m.; Friday, 11:30 p.m.; Saturday 11:30 p.m.; and Sunday, 10:00 p.m. 11. Downtown Clean Up: On the day following close of both Celebrations, weather permitting, the Association will clean Lowell Park and sweep the streets in the Downtown Area 4 that have been impacted by the Celebration. It is understood that clean —up after the 4th of July Celebration will continue to be done with sentence to service personnel. 12. Hold Harmless and Indemnify. With regard to both Celebrations, the Association agrees to hold the City harmless and to indemnify and defend the City with regard to any claims causes of action or demands that might be brought against the City arising out of the activities in the Area including the dispensing of Liquor pursuant to this Agreement. 13. Term of Agreement. This Agreement will remain in effect for a period of five (5) years from the date of its execution. In the event of any extraordinary economic change in circumstances, either party may request review of the terms of this Agreement at an earlier time. Further, in the event that a determination is made by the City Council, based upon the advice of the Police Chief that the Celebration is a threat to the health, safety or welfare of the community, the City Council reserves the right to terminate this Agreement. IN WITNESS WHEREOF, the parties have set their hands this 7- day of c rbe�, 2007. STATE OF MINNESOTA ) ss COUNTY OF WASHINGTON LUMBERJACK DAYS FESTIVAL ASSOCIATION, INC. Its The foregoing instrument was acknowledged before 2007 by V Cye , the opra■ ►�a Oecembe Y- e this 7 day of- September, ©,r , the duly authorized c. agent for Lumberjack Days Fes rq Association, Inc., a Minnesota non— profit corporation. ;L; 'HERiNE ESS NOTARY Y PUBLIC MINI' * `CA My Commission expires Jan. 3'i, 5 STATE OF MINNESOTA ) ss COUNTY OF WASHINGTON CITY OF STILLWATE Ken " ycki, Its Mayor ATTE T: v.,4/62L Diane F. Ward, Its City Clerk eeembee The foregoing instrument was acknowledged before me this /e day of September, 2007 by Ken Harycki, Mayor and Diane F. Ward, Clerk, for the City of Stillwater. KATHERINE M ' ? : ESS NOTARY PUBLIC - MIt' K:S o' rA My Commission Expires J. 39, r'.; 6 Nota 711 Public illwater EVENTS PERMIT APPLICATION 216 North 4th Street, Stillwater, MN 55082 T H E B I R T H P L A C E Of M I N N E S O T A Telephone: 651 - 430 -8800 Fax: 651 - 430 -8809 Incomplete applications or applications received after deadline will not be accepted. See attached polices for application deadline and fees. Date of Application: Office Use Only Date Application Received Application Complete No ❑ Yes ❑ Event Information Title /Name of Event Event Date /Time: Set up: Date Time to Actual Event: Date Time to Clean up: Date Time to (Events after 10:00 p.m. require a variance from City Council) Location (Address) of Event: (If in Lowell Park please specify north or south Lowell park) Description of Event (please be specific - this information will be used to promote the event on the City of Stillwater website) Estimated Attendance (participants and spectators): Applicant Information (Person /Group Responsible) Sponsoring Organization Name: Mailing Address: City, State, Zip Code: Primary Contact /Applicant Name: Phone Number: Fax: Cell Phone: Email Address: Website Address: Name of contact person during event: Cell Phone: Alternate contact during event: Cell Phone: Refer media or citizens inquires to: Phone: Site Plan: A site plan is mandatory for all events. Please provide a map of the site layout. Include any tables, stages, tents, fencing, portable restrooms, vendor booths, trash containers, etc. If event involves a parade, race or walk, please attach a route map highlighting route. Include rest stop stations, crossings, signage and indicate route direction with arrows. Event Features Will any signs /banners be put up No ■ Yes • Number and size: Will there be any inflatables? No ■ Yes ■ Insurance certificate from rental vendor is required Will there be entertainment? No • Yes • What type: Will sound amplification be used? No • Yes • Hours and Type: Will a stage or tent(s) be set up? No • Yes • Dimensions: Will there be temporary fencing? No ■ Yes ■ Will merchandise /food items be sold? No ■ Yes ■ How many vendors expected: Will food be prepared on site? No ■ Yes • Contact Washington County Health Department, 651- 430 -6655 Will cooking have open flames? No • Yes • Stillwater Fire Department conducts inspections Will alcohol be served but not sold? No ■ Yes ■ See Alcohol Regulations in the Instructions Will alcohol be sold? No ■ Yes ■ See Alcohol Regulations in the Instructions Will there be fireworks? No ■ Yes • Permit required, contact Stillwater Fire Department 651- 351 -4950 Describe power needs and location of power source. Describe level of advertisement (ie, radio, flyers, ads, tv, press release). Attach sample if available City Services (After reviewing the event application, City services may be requried for the event.) Will event use, close or block any of the following: If yes specify location on site map. City Streets or Right -of -way No ■ Yes ■ Start /End Time: Date: City Sidewalks or Trails No ■ Yes • Start /End Time: Date: Public Parking Lots or Spaces No ■ Yes ■ Start /End Time: Date: Will event need barricade(s)? No • Yes • Number needed: Will extra picnic tables be needed? No • Yes • Number needed: The sponsor(s) of this event hereby agrees to save the City, its agents, officials and employees harmless from and against all damages to persons or property, all expenses and other liability that may result from this activity. Depending on the size of and scope of the event a "Certificate of Insurance" may be required. If insurance is required, the policy must be kept in force during the event of at least the statutory limits for municipalities covering claims that might be brought against the event that arise out of the events authorized and to name the City as an additional insured on their policy "as their interest may appear." As the sponsor or authorized representative, I certify that the information provided is true to the best of my knowledge and agree to pay the permit fee for this event based upon the information provided in this application. I realize my submittal of this application request constitutes a contract between myself and the City of Stillwater and is a release of Liability. Signature of Applicant or Authorized Agent Date Will portable restrooms be needed? No ■ Yes • Number needed: Will extra trash receptacles be needed? No ■ Yes • Number needed: Describe trash removal and cleanup plan during and after event: Will event need traffic control? No • Yes • Contact Stillwater Police Department for assistance, 651- 351 -4900 Describe crowd control procedure to ensure the safety of participants and spectators: Will No Parking Signs" be needed? No • Yes • Number needed: Show location(s) on site map Will event need security? No ■ Yes • If event is overnight security will be required. If using private secruity, list Security Company and Contact Information: Will event need EMS services? No ■ Yes • Contact Lakeview EMS, 651- 351 -4621 Describe plans to provide first aid, if needed: Describe the emergency action plan if severe weather should arise: List any other pertinent information: The sponsor(s) of this event hereby agrees to save the City, its agents, officials and employees harmless from and against all damages to persons or property, all expenses and other liability that may result from this activity. Depending on the size of and scope of the event a "Certificate of Insurance" may be required. If insurance is required, the policy must be kept in force during the event of at least the statutory limits for municipalities covering claims that might be brought against the event that arise out of the events authorized and to name the City as an additional insured on their policy "as their interest may appear." As the sponsor or authorized representative, I certify that the information provided is true to the best of my knowledge and agree to pay the permit fee for this event based upon the information provided in this application. I realize my submittal of this application request constitutes a contract between myself and the City of Stillwater and is a release of Liability. Signature of Applicant or Authorized Agent Date Community Events Survey iliwater, 'HL BIRTHPLACE Of MINNESOTA Readex Research Experienced Trusted Insightful 2251 Tower Drive West Stillwater, MN 55082 tel 651.439.1554 fax 651.439.1564 www.readexresearch.com IObjectives Evaluate community preferences for a summer festival Identify the maximum acceptable impact of events on neighborhoods, businesses, and city resources Identify the kinds of events desired by the community Determine which neighborhoods and commercial districts are appropriate venues for events that use public resources, streets, sidewalks, and parks Help the Council determine the maximum number of allowable events in a year, and decide whether multiple, substantially similar events should be allowed, and if so, at what frequency Help the Council form a comprehensive event policy illwater i1E El R `X of i r 0E M',8I4E?0 -A 2013 Community Events Survey 2 Readex Research Two in three community members support the creation of a replacement event for UD in the future Residents and businesses tend to agree on this. 16% OPPOSE 11% -2 strongly oppose 5% -1 17% 0 66% SUPPORT 25% +1 41% +2 strongly support How much do you support or oppose the creation of a replacement event for Lumberjack Days in future years? StE MWa ter THE 61RTHPLAEE OF MINHE561A base: all 1,105 respondents 2013 Community Events Survey 6 Readex Research Half of the community wants a replacement event that's smaller than LJD; the other half wants something the same as LJD or larger smaller than LJD 50% no answer_ 3% larger 6% the same 41% Residents are slightly more likely than businesses to want something smaller (50% of residents vs 41% of businesses). If a replacement event for Lumberjack Days were held, on what scale would you prefer it to be? - same size as LJD, drawing local residents and thousands of people from outside of the city - larger than LJD, drawing even more people from outside the city through big attractions and events - smaller than LJD, focused on local residents and smaller events and attractions i11wakr THE BIRTHPLACE EF MINNESUTA base: all 1,105 respondents 2013 Community Events Survey 7 Readex Research Residents who have been in town 20+ years, do not have kids, and did not attend LJD in the past 4 years are more likely than their counterparts to want a smaller event LENGTH OF RESIDENCY < 6years 6 -19 years 20+ years CHILDREN IN HH yes no ATTENDED LJD yes 38% 40% Results are similar by length of time in business in Stillwater 60% 0 (31 %, 40 %, 57 %) 41% 44% 56% no 70% %who prefer a replacement event smaller than LJD If a replacement event for Lumberjack Days were held, on what scale would you prefer it to be? lUwater THE 61RTHPLAEE EF MINHESUTA base: residents in each segment 2013 Community Events Survey 8 Readex Research A majority agree with these positive statements: LJD was an important part of the Stillwater experience, was good for local businesses, and they would miss it if it went away It was an important part of the Stillwater experience It's good for local biz, so I'd support it regardless of personal feelings I'd miss it if it went away permanently It was more for people outside of the city %who agree 72% 64% 58% 54% Unclear if this is a negative or a positive aspect How much do you agree or disagree with each of the following statements about Lumberjack Days? 'Agree" = +1 or +2 on 5 -point scale: -2 = strongly disagree, +2 = strongly agree i11wakr THE BIRTHPLACE PF MINNESUTA base: all 1,105 respondents 2013 Community Events Survey 9 Readex Research Fewer than half agree with the negative statements about LJD: it was too big, cost the city too much, and wasn't worth the hassle for residents It was too big It cost the city too much It was too much of a hassle for residents, not worth it 48% 42% 25% %who agree How much do you agree or disagree with each of the following statements about Lumberjack Days? 'Agree" = +1 or +2 on 5 -point scale: -2 = strongly disagree, +2 = strongly agree i11wakr THE BIRTHPLACE EF MINNESUTA base: all 1,105 respondents 2013 Community Events Survey io Readex Research Those who've been residents 20+ years are more likely than newcomers to agree with the negative statements It was an important part of the Stillwater experience It's good for local biz, so I'd support it regardless I'd miss it if it went away permanently It was more for people outside of the city It was too big It cost the city too much It was too much of a hassle for residents, not worth it 74% 72% 59% 60% 57% 44% 32% 30% 20% 28% 59% 56% 45% % who agree 75% ❑ <6 years ❑ 20+ years But they are equally likely to agree it was important and they'd miss it. How much do you agree or disagree with each of the following statements about Lumberjack Days? 'Agree" = +1 or +2 on 5 -point scale: -2 = strongly disagree, +2 = strongly agree 2013 Community Events Survey Readex Research i11wakr THE BIRTHPLACE PF MINNESUTA base: residents in each segment The top events the community supports for a replacement LJD event include kids' events, fireworks, food vendors, smaller /local acts, lumberjack exhibitions, and a parade % who % who support support kids' events 86% water show 66% fireworks 85% talent show 59% food vendors /marketplace 84% carnival /rides 58% concert by smaller or local acts 83% bingo in the park 57% lumberjack exhibitions /activities /competition 76% boat race 52% parade 75% chess tournament 44% running /bicycling race (10K, 5K) 66% concert by big name acts 43% i11wakr Nearly twice as many support inclusion of a concert by smaller /local acts as big name acts (83% vs 43%) If a replacement event for Lumberjack Days were created, how much would you support or oppose the following types of events or activities being included? "Support" = +1 or +2 on 5 -point scale: -2 = strongly oppose, +2 = strongly support 2013 Community Events Survey 12 Readex Research THE BIRTHPLACE PF MINNESUTA base: all 1,105 respondents July is the month preferred by the most community members for a replacement LJD event 7% 1% 1% 0% 2% 31% 76% 52% 16% 5% 1% 1% Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec If a replacement event for Lumberjack Days were held, in what month(s) would you prefer it to be held, assuming holiday weekends would be avoided? i11wakr THE BIRTHPLACE EF MINNESUTA base: all 1,105 respondents (multiple answers) 2013 Community Events Survey 13 Readex Research Two in three community members would like to see a mix of event sizes in Stillwater, including one large "draw" and several smaller events that focus on local residents one large & several small events 67% other 6% no large, several small 28% In the past, Stillwater has held large events that are a draw for local residents and for people from around the Twin Cities as well as smaller events that focus on local residents. Which one of these options best represents the mix of events you would prefer for the city? lUwater THE 61RTHPLAEE EF MINHESUTA base: all 1,105 respondents 2013 Community Events Survey 14 Readex Research Four in five think Stillwater typically has about the right amount of events 11% too few 78% 11% about right too many Do you believe that Stillwater typically has too many events, about the right amount, or too few? illwater i1E El R `X of i r 0E M',8I4E?0 -A base: 989 respondents offering an opinion 2013 Community Events Survey 15 Readex Research The community feels many types of events should be hosted annually or more frequently; their preference is not as clear for races, car shows, and big name concerts outdoor movie and music outdoor concert: smaller / local acts art fair fireworks ice cream social water show parade regional event (like LJD) lumberjack exhibitions, etc. running / bicycle race car show outdoor concert: big name acts ❑ >once /yr • once /yr ❑ never 86% 11% 76% 21% 60% 39% 39% 60% 35% 61% 23% 70% 18% 79% 5% 82% 12% 3% 86% 9% 45% 49% 50% 45% 23% 42% 35% 3% 3% 1% 1% 5% 7% 4% 5% multiple times a year annually mixed opinions In your opinion, how often should Stillwater host each of these types of events? iUwater 2013 Community Events Survey 16 base: those answering for each event RR e a d e x THE BIRTHPLACE PF MINNESUTA 1 tesearch A majority of the community supports free park usage for non - profit events, allocating city staff time for events, and free parking in city lots during events free use of city parks for events: for non - profits city staff time (admin, fire, police, PW, etc.) free parking in city lots during event times use of city equipment /machinery monetary funding: for regional events (like LJD) monetary funding: for other events free use of city parks for events: for other orgs 63% 60% 51% 42% 39% 37% 74% now much would you support or oppose the city contributing each of the following to help make future events in Stillwater possible? "Support" = +1 or +2 on 5 -point scale: -2 = strongly oppose, +2 = strongly support i11wakr THE BIRTHPLACE EF MINNESUTA base: all 1,105 respondents 2013 Community Events Survey 17 Readex Research A majority support each type of event being held downtown; opinions are more mixed for some events fireworks art fair lumberjack exhibitions /activities /competition water show regional event (like Lumberjack Days) car show outdoor concert: big name act outdoor concert: smaller /local act outdoor movie and music running /bicycle race ice cream social parade downtown 88% 82% 82% 82% 81% 69% 68% 66% 63% 57% 54% 54% local park (not downtown) 12% 27% 16% 10% 16% 27% 22% 46% 46% 39% 50% 30% clearly downtown more flexible If the following events had to be in Stillwater, in which of these locations would you support them being held? i11wakr THE BIRTHPLACE EF MINNESUTA 2013 Community Events Survey 18 Readex Research base: all 1,105 respondents (multiple answers for each event) Between 21% and 49% of residents in each zone support events being held in their home's neighborhood; Zone 3 is the most accepting of holding events in their area YOUR HOME'S NEIGHBORHOOD Original Down - West Middle Town town (Zone 1) (Zone 2) (Zone 3) (Zone 5) parade 12% 22% 37% 18% running /bicycle race 12% 20% 26% 10% ice cream social 17% 7% 14% 7% outdoor movie and music 16% 4% 7% 2% outdoor concert: smaller /local act 9% 3% 7% 2% art fair 7% 2% 5% 4% car show 4% 2% 4% 3% regional event (like Lumberjack Days) 1% 3% 5% 3% lumberjack exhibitions /activities /competition 2% 1% 3% 3% fireworks 3% 1% 2% 3% water show 2% 2% 1% 2% outdoor concert: big name act 3% 1% 1% 2% AT LEAST ONE TYPE OF EVENT 32% 32% 49% 21% If the following events had to be in Stillwater, in which of these locations would you support them being held? i11wakr THE BIRTHPLACE PF MINNESUTA 2013 Community Events Survey 19 Readex Research base: residents in each neighborhood (multiple answers) Between 24% and 45% of businesses in each zone support holding events in their area; Downtown businesses are less supportive than other businesses as a whole YOUR BUSINESS'S NEIGHBORHOOD Original W. Biz Down - West Middle Town Park town (Zone 1) (Zone 2) (Zone 3) (Zone 4) (Zone 5) parade 9% 30% 31% 21% 19% running /bicycle race 6% 39% 25% 19% 14% ice cream social 12% 14% 15% 7% 8% outdoor movie and music 6% 7% 5% 4% 3% outdoor concert: smaller /local act 18% 7% 15% 5% 2% art fair 6% 8% 8% 4% 5% car show 0% 7% 3% 12% 3% regional event (like Lumberjack Days) 0% 7% 8% 5% 5% lumberjack exhibitions /activities /competition 0% 7% 5% 2% 4% fireworks 0% 3% 3% 4% 3% water show 0% 3% 3% 0% 2% outdoor concert: big name act 6% 3% 3% 4% 2% AT LEAST ONE TYPE OF EVENT 28% 45% 42% 42% 24% If the following events had to be in Stillwater, in which or these locations would you support them being held? i11wakr THE BIRTHPLACE PF MINNESUTA 2013 Community Events Survey 20 Readex Research base: businesses in each neighborhood (multiple answers) Overall inconvenience of past events is rated low, on average — below the scale's midpoint of 3.0 — even for downtown residents and businesses OVERALL INCONVENIENCE OF PAST EVENTS TOTAL residents: downtown residents: other businesses: downtown businesses: other ❑1 ❑2 ❑3 ❑4 ❑5 27% 34% 22% 9% 5% 29% 32% 20% 9% 9% 27% 35% 22% 9% 4% 28% 21% 20% 13% 14% 36% 30% i 19% 9% 5% mean 2.3 2.4 2.3 2.6 Overall, how do you rate the inconvenience for you personally regarding the events held in Stillwater in the past two years? Please consider any problems you may have experienced regarding parking, noise, crowds, traffic, getting to where you want to go, etc. i11wakr THE BIRTHPLACE PF MINNESUTA 5 -point scale: 1= none at all and 5 = a great inconvenience base: respondents in each segment (mean ratings) 2013 Community Events Survey 21 Readex Research The community feels that traffic and parking were the biggest inconveniences related to events held in Stillwater in the past 2 years traffic lack of parking litter closing of streets public drunkenness noise vandalism /crime i11wakr i MI 1I: 2.1 2.0 1.9 1.8 1.7 2.7 3.0 Residents and businesses downtown rate the inconvenience of nearly every aspect slightly higher than those outside downtown. Still, the average for each aspect is no higher than 3.5. 1.0 2.0 3.0 4.0 5.0 In the past two years, how much would you say each of the following aspects of events held in Stillwater have inconvenienced you and your family personally? THE BIRTHPLACE PF MINNESUTA 5 -point scale: 1= none at all and 5 = a great inconvenience base: all 1,105 respondents (mean ratings) 2013 Community Events Survey 22 Readex Research Some constructive feedback was offered by those who rated past events highly inconvenient 1 -2 hrs to get out of downtown after 4th fireworks. Police should be directing traffic and controlling jay - walking crowds. Closed streets. Poor parking (shuttles need to be offered). There must be a better way to route traffic. Too much focus on alcohol during LJD. Traffic is horrible if you are trying to get from one end of town to the other: Maybe the new bridge will help? Perhaps more police /police reserve directing traffic thru town. Traffic lights need help. Why should people from Stillwater have to pay to park in their own town? If I had a parking pass for the pay lots I would go down there more often. If you rated the inconvenience factor highly in the previous question (4 r.�r 1, why do you say that? Please explain your vsoor i11wakr THE BIRTHPLACE PF MJN'NESDIA Select sample of verbatim responses 2013 Community Events Survey 23 Readex Research Most agree past events have had a positive impact on the city and its business community; no impact on their neighborhood the city as a whole local business community your neighborhood 0 -2 0 -1 0 0 +1 0 +2 4% 9% 5% 40% 39% %7% 9% 42% 33% 5% 7% 53% 17% 15% If they felt it impacted their neighborhood, it was more likely to be positive than negative. positive 79% 75% 32% How would you rate the impact past events in Stillwater have had on 5 -point scale: -2 = very negative impact, +2 = very positive impact lI iwater 2013 Community Events Survey 24 R base: all 1,105 respondents R e a d G�1X THE BIRTHPLACE OF MINNESU�A 1 tesearch Downtown residents view the impact of past events on their neighborhood more positively than other residents and the business community IMPACT OF EVENTS ON NEIGHBORHOOD IN WHICH YOU LIVE OR OWN A BUSINESS residents: downtown residents: other businesses: downtown businesses: other 0 -2 0 -1 0 0 +1 0 +2 8% 10% 23% 28% 25% 4 0/07% 56% 16% 13% 17% 12% 27% 21% 16% 5%10% 50% 14% 19% Downtown businesses are divided in their opinions of the impact of events on their neighborhood. positive 53% 29% 37% 33% How would you rate the impact past events in Stillwater have had on 5 -point scale: -2 = very negative impact, +2 = very positive impact lI iwater 2013 Community Events Survey 25 base: respondents in each segment RR C a d e THE BIRTHPLACE PF MINNESUTA 1 tesearch Of all the events listed, the July 4th fireworks and LJD were attended by the highest proportion of the community in the past 4 years July 4th fireworks Lumberjack Days Summer Tuesdays in Lowell Park Fall Art Fair & Jazz Festival Spring Art Fair Harvest Fest & Pumpkin Weigh -Off Cruisin' on the Croix (car show) Nature Valley Bike Race Stillwater Marathon Night to Unite other AT LEAST ONE illwater i1E El R `X of i r 0E M',8I4E?0 -A 8% 8% '22% 18% 32% 31% ■ 55% 54% 49% 80% 76% 94% indicated their household attended at least one Stillwater event in the past 4 years. %who attended 94% Which events held in Stillwater have you or other members of your household attended in the past 4 years, either as a spectator or a participant? base: all 1,105 respondents (multiple answers) 2013 Community Events Survey 26 Readex Research 90% of Stillwater households who attended a Stillwater event in the past 4 years made a purchase (food, drink, or other goods) in town before, during, or after the event yes - purchased 90% 10% If you or other members of your household attended any events in Stillwater in the past 4 years, were any purchases made at any Stillwater business before, during, or after the event, including food, drinks, or other goods? i11wakr THE BIRTHPLACE EF MINNESUTA 2013 Community Events Survey 27 Readex Research base: 943 residents whose households attended events in the past 4 years Residents who have been in town 20+ years, do not have kids, and did not attend LJD in the past 4 years are less likely than others to have purchased at an event they attended % who purchased at a Stillwater event attended in past 4 years LENGTH OF RESIDENCY < 6years 6 -19 years 20+ years CHILDREN IN HH yes no ATTENDED LJD yes 85% 96% 94% 94% 87% no 75% 93% If you or other members of your household attended any events in Stillwater in the past 4 years, were any purchases made at any Stillwater business before, during, or after the event, including food, drinks, or other goods? lUwater THE 61RTHPLAEE OF MINHE561A base: residents in each segment 2013 Community Events Survey 28 Readex Research Key Takeaways: LJD Replacement Two in three community members support the creation of a replacement event for LJD in the future They are divided about whether it should be smaller or the same /larger ♦ Residents are slightly more likely than businesses to want something smaller ♦ Those who are the least likely to have attended LJD in the past 4 years or to have spent money if they did attend events are the ones who are most likely to support a smaller event ♦ Nearly twice as many support a concert by smaller /local acts as big name acts More support it being held downtown than at another local park July is the month preferred by the most illwater i1E El R `X of i r 0E M',8I4E?0 -A 2013 Community Events Survey 29 Readex Research IKey Takeaways: Events in General Two in three community members would like to see a mix of event sizes in Stillwater, including one large "draw" and several smaller events that focus on local residents Four in five think Stillwater typically has about the right amount of events Most agree that past events have had a positive impact on the city and its business community On average, they felt the inconvenience of past events was minimal /non - existent to them personally ♦ Traffic and lack of parking were the biggest inconveniences A majority support each type of event being held downtown; some events could be in other local parks, too ♦ Few want events in their own neighborhood illwater i1E El R `X of i r 0E M',8I4E?0 -A 2013 Community Events Survey 30 Readex Research Bill Turnblad To: Subject: Event Producers /Managers, Event RFP Stillwater Summer Festival - RFP Addendum #2 After a discussion with Jon Muller, the EMS Director for Lakeview Hospital, I have more information on the potential costs associated with required EMS services at Stillwater's new summer festival. • If only one ambulance is needed to serve the festival at a given time (as determined by public safety officials), then there would be no charge for the three day festival. • If extra ambulances and crews are necessary, the cost would be $130 per hour per extra ambulance. o Roughly speaking, if a single activity is expected to draw a crowd of 5,000 or more, an extra ambulance will likely be necessary. This would be determined by public safety officials, since a crowd of 5,000 parents and their kids would have a different level of public safety needs than, say, a crowd of 5,000 at a rock concert. o A marathon or half marathon would likely require Lakeview Hospital EMS service. If so, and there are other activities occurring that also require EMS service, then the foot race would be charged for an extra ambulance. Stillwater Bill Turnblad Community Development Director City of Stillwater 1 Bill Turnblad To: Subject: Event producers /managers, Event RFP Stillwater Summer Festival - RFP addemdum #3 This email is RFP addendum #3 for the Stillwater Summer Festival. The Washington County Sheriff's Department estimates that the charges for their services would be about $3,000 for water patrol officers and equipment, and $1,000 for extra dispatcher personnel. These estimates are based on several assumptions: 1) the festival will be a three day event with concerts on Friday and Saturday nights; and 2) general activity and attendance levels will be similar to Lumberjack Days in the last few years. In addition, if there are any races or activities that occur outside of Stillwater city limits, then there would be addition County Sheriff's costs to staff those races. If you are wondering whether you have received all addenda and supplemental information, please check the city's website at http:// www .ci.stillwater.mn.us /index.asp ?Type =B BASIC& SEC= {12462BAD -8E81- 4270- AD3F- 8C1BE6E26577} Stillwater. Bill Turnblad Community Development Director City of Stillwater 1 y 111111111111 11111111111 IIIIIIIII ' e 1- tA-tNsTREaM �IIII IIIIL „1111iiiiir a 5 \X ATER STREET CSI III �.. Parking Parking 4 1111111!. _ 1E1111111 11111111 P rking Parking Trail I111UIii Parking Parking klIngur"tik fig Lawn -- Pavilion DRAFT St. Croix River Area shaded in pink represents the summer festival venue area. March 2012 Sanders Wacker Bergly Inc. NORTH LOWELL PARK MASTER PLAN Stillwater, Minnesota 0' 20' 40' NORTH Bill Turnblad To: Event RFP Subject: Stillwater Summer Fesitval RFP - Addendum #4 Attachments: Venue Map (2).pdf Event producers /managers, This email is RFP addendum #4 for the Stillwater Summer Festival. In response to questions regarding the use of city owned parking lots abutting Lowell Park, the city is expanding the venue perimeter. Now, the summer festival venue will include most of the city owned property (parking lots, park, walkways, streets, etc) lying east of and including the new trail being constructed by the city. It will also including the new pedestrian mall, and the small parking lot abutting it on its south. The expanded venue area is shaded in the attached map. Note that the map does not show all of South Lowell Park, or its abutting parking lot, but the festival is intended to include all of that area as well. If you are wondering whether you have received all addenda and supplemental information, please check the city's website at http: / /www.ci.stillwater.mn.us/ index. asp? Type =B_ BASIC& SEC= {12462BAD -8E81- 4270- AD3F- 8C1BE6E26577} Stillwater Bill Turnblad Community Development Director City of Stillwater 1 I T H E B E R T H P L A C E Q F M I N N E S O f A 2014 Stillwater Summer Festival Proposal Presented by: - PRODUCTIONS INC. - FILO Productions 1810 Como Ave St. Paul, MN 55108 651- 698 -2300 Table of Contents FILO Professional Qualifications ➢FILO's Capabilities ➢References ➢ Client List ➢Case Studies Executive Festival Staff Contact Information ➢Executive Resumes Work Program Production Schedule Site Plan Festival Activities ➢On-Site Activities Lumberjack Exhibitions ➢Concert Series ➢Off-Site Activities ➢ Shuttle Service Marketing Plan ➢Marketing Plan Experiential Marketing ➢Festival Sponsorship Local Civic Groups Festival Name and Theme ➢ Option 1 ➢ Option 2 Budget Holding the Event Annually City Resources Desired Addendum A Addendum B 3 -12 4 -6 7 8 9 -12 13 -22 14 15 -22 23 -24 25 -26 27 -32 33 -38 34 35 36 37 38 39 -43 40 -41 42 43 44 -45 46 -52 47 -49 50 -52 53 -54 55 -56 57 -58 59 -62 63 -64 Professional Qualifications (2.2, 3.1) FILO's Capabilities Company History and Background FILO FILO Productions Inc. is based in St. Paul, Minnesota but has been producing first class events for some of the biggest clients globally, over the last decade. The company was founded in 2001 by Joseph Gallagher. Former Vice President Kevin Weinhandl purchased the company in August 2012. Our company has employed hundreds of full -time, part -time and freelance workers since its inception back in 2001. Each and every year FILO is growing its client base and the company's goal is to maintain those lasting relationships with current clients, while growing with prospective ones. How FILO has become a successful and sustainable company: Managed more than 30 fan festivals in the past decade with clients like the Los Angeles Lakers, the Minnesota Twins and the NBA ➢ Global experience managing events in China, United Arab Emirates, Brazil, Mexico, Italy, Spain, Canada, Puerto Rico and United Kingdom ➢ Reliable and sustainable — 12 year lasting relationship with the NBA ➢ First -hand event experience with over 50 sponsors and brands ➢ Pride ourselves in adaptability and flexibility ➢ "We can do anything" type of company ➢ We are budget conscious and cost effective ➢ Our quality of service and personnel stand out ➢ Currently working through two local festivals ➢ St. Paul Germanfest Twin Cities Burger Battle FILO's Capabilities Our Services FILO Productions' services include, but are not limited to: Event management, experiential marketing, creative design, production, brand ambassadors, vehicle conversion, venue exploration, distribution, inventory, repair, refurbishment, trucking, transportation, setup and strike, warehouse management, packing and shipping, talent management, social network profile implementation, video production and photo capture management. Our company stands out from the rest, in the mere fact that our personnel work collectively on all projects. As a small business, we only work with a limited number of clients, which allows us to have a more centralized, detailed, focus on those clients. FILO's offices are available 24 hours a day, supporting our road crews and providing assistance in any means necessary for our clients. The other advantage in using a small business like FILO is the personnel you get to work with. The executive and management levels are intertwined so our clients can deal with the same people for each project. This helps our personnel stay involved, informed and it creates the most efficient workplace environment feasible. Here is how we make any event successful! ➢ Train high - quality, reliable staff ➢ Venue research and exploration Negotiation of all necessary contracts, fees, permits and insurance ➢ Social network profile implementation and management ➢ Innovative marketing creation Event operations, activation and execution ➢ Original concept and design creation ➢ Vehicle conversion ➢ Signage and video production ➢ Brand promotion and product distribution Experiential and mobile marketing consulting FILO's Capabilities References FILO Bryan Donaldson, Minnesota Twins Director, Community Relations 1 Twins Way, Minneapolis, MN 55403 (612) 659 -3501 ➢Kelly McDyre, Faith's Lodge Executive Director 4080 West Broadway, #212, Minneapolis, MN 55422 (510) 986 -2200 ➢Jim Kelly, Friends of St. Paul Baseball Executive Director P.O. Box 4037 St. Paul, MN 55107 (612) 963 -5128 Gail Hunter, Golden State Warriors Vice President Public Affairs and Event Management 1011 Broadway, Oakland CA 94605 (510) 986 -2200 Patrick Sullivan, National Basketball Association Vice President, Events and Attractions 100 Plaza Drive, 3rd Floor, Secaucus, New Jersey 07094 (201) 865 -1500 ➢Dan Gladstone, New York Knicks VP, Field Marketing & Fan Development 2 Penn Plaza, 14th Floor, New York, NY 10121 (212) 465 -6411 Dave Winfield, San Diego Padres Executive Vice President, Senior Advisor 100 Park Blvd., San Diego, CA 92101 (619) 795 -5000 Michael Chalfie, Sprint Center Vice President, Event Services 1407 Grand Boulevard, Kansas City, MO 64106 (816) 949 -7000 Sprint CAR00ON DEEIWOREt! PGA R A D I © C I T Y FAITH'S LODGE prg{e where hope grows FSARIZONA FSWEST Jeep ATP, T BBVA SPORTS RADIO - FM Compass d�RLL-SIM a y*e° .O Case Study #1 SESSION The Objective: The NBA hosts their largest fan festival every year in a different market. In 2013, it was held at the George R. Brown Convention Center in Houston, Texas and spanned over 450,000 square feet. The NBA All -Star Jam Session is a way to get fans involved in the game and to promote the brand of the NBA and its sponsors through the use of an interactive playground. This was FILO's 13th NBA All -Star Jam Session The Pre - Production Stage: FILO's preparation for this event begins more than six months in advance and includes a plethora of duties and responsibilities. FILO has managed the fan festival since 2001 for the NBA, and completed the following: Met with safety personnel and fire /police department to work within safety guidelines. Developed an operational budget and provided budget updates. Hired operational staff and managed local labor. Unloaded and installed all interactive elements. The Event Execution During the Event FILO Managed and assisted in the following: Assisted NBA Entertainment with all Jam Session Center Court activities. Managed and performed all janitorial duties. Coordinated show floor logistics. Directed all parking duties throughout the venue. Managed VIP services program. The Results: More than 100,000 guests attended the 2013 NBA All -Star Jam Session, bringing in ticket sales upwards of $1,000,000. In fact, this year's NBA All -Star Weekend was one of the best in the past decade, and studies showed the event produced at least $85 million in increased economic activity for the Houston market. Both the client and sponsors reported rave reviews and positive feedback for FILO after the weekend's events. The NBA continues to rely on FILO for the All -Star Weekend because of the incredible creativity, professionalism, and work ethic we provide. Case Study #2 The Objective: The Knicks and FILO Productions wanted a grand spectacle event at a large venue in the middle of Manhattan that would attract more than 50,000 fans for an interactive fan fest and a game party of the Knicks second round matchup against the Indiana Pacers in the 2013 NBA Playoffs. The Pre - Production Stage: In the planning phase of the project, FILO managed the following: Explore high - traffic venues and reach out to the appropriate city and private personnel. Work with the city of New York, the mayor's office, FDNY, the NYPD and the Knicks to abide by all policies, guidelines and safety restrictions to bring the event to fruition. Create a detailed CAD sitemap for SAPO (Street Activities Permit Office), and obtain all necessary permits relating to the specific elements and nature of the event. Arrange equipment transportation for load -in and load -out, including handling, monitoring and overseeing multiple 3rd party vendors and sponsors. ➢Plan, mock up and produce over 50 custom pieces of signage and graphics. Research and secure a hi -def. 450+ square foot jumbotron to broadcast the LIVE game Hire and manage operation staff, local labor, EMT and private security. Produce and maintain a project timeline and budget. The Event Execution: During the Fan Fest /Viewing Game Party, FILO managed the following: Abide by all city, public safety and SAPO restrictions and policies in reference to the space at Herald Square. Manage more than 50 staff members throughout the entire event. ➢ Oversee the load -in, set -up, tear down and strike of all vendors and elements of the event. Plan for the arrival, set -up and all video and audio logistics of the jumbotron and a LIVE feed from a broadcast vehicle. Assist in the planning and execution of all event programming including talent. Apply all signage, including a 50' L x 10' H banner to cover the jumbotron base. The Results: Although the Knicks fell to the Indiana Pacers, MSG and the Knicks front office deemed this 1 -day event one of the most successful in the team's history. Over 500k people pass through the area every day and a majority of them were treated to a FREE extravaganza that may not ever be seen again in the heart of midtown Manhattan. Case Study #3 The Objective: With the use of sponsors, creative activations, contests and the game of tennis, the USTA wanted to create a tennis themed fan festival on the grounds of the US Open Tennis Championships in Flushing Meadows, NY. The Pre - Production Stage: FILO worked with the USTA well before the event came to life. FILO' s early responsibilities included: Design a scaled event layout plan incorporating all of the event sponsors. Develop and managed a comprehensive event budget. Design and build event elements. Arrange equipment transportation for load -in and load -out. Coordinate with the National Tennis Center to prepare and finalize operation and logistic requirements. Hire operation staff and local labor. Produce event signage. Ensure all sponsors and event elements received all power and equipment needs. The Event Execution: During the USTA SmashZone, FILO managed the following: Manage performance of event staff and volunteers. Manage local labor through set -up and tear -down. Provide event talent. Coordinate and direct talent appearances. Distribute product to official partners during event programming. Assist and coordinate media production appearances. Ensure all sponsors requests and needs are met. The Results: The tennis event was a success inside the 40,000 square foot facility at the National Tennis Center. Thousands of people participated in tennis related activities, captured photos and autographs. There were 4 event sponsors during the 17 -day event and the event took 3 days to set up and 2 days to tear down. Case Study #4 The Objective: The Cleveland Cavaliers wanted to create an interactive basketball playground for fans to celebrate and participate in before their first -round NBA Playoff matchups. The Pre - Production Stage: In preparation for the festival, FILO completed the following: Create a detailed CAD layout for all elements of the festival. Work with both the NBA and the Cavaliers in securing activations, elements and vendors. ➢Managed, prepare and package all warehouse inventory. Secure the appropriate traveling and lodge arrangements. Managed all graphic placement and decal applications. ➢Set -up, refurbish and clean all necessary elements prior to leaving the warehouse. The Event Execution: In order to manage and operate a successful event, FILO coordinated the following during the event: Manage tour staff performance. ➢Set -up and install all event elements. Created daily event programming and trivia. Managed client and venue requests and needs. Act as brand ambassadors, as well as liaison for the event. Tear down, dismantle and load truck of all elements and prepare shipping back to Minnesota. Report top -line and final event recaps. The Results: This basketball themed fan festival was so productive and had such an outcry for success that the Cleveland Cavaliers called for the fan festival to take place for the next two upcoming years. Thousands of people attended the event and walked away with hundreds of give -a -ways, photos and experiences they will remember forever. Executive Festival Staff (3.2 -3.3) Contact Information 1810 Como Ave St. Paul, MN 55108 651- 698 -2300 (office) 651- 286 -3356 (fax) >. Tom Butina (Point of Contact) tom @callfilo.com, 651- 485 -3578 ➢Kevin Weinhandl kevin @callfilo.com, 612 - 845 -1393 ➢Brian Buron brian@callfilo.com, 651- 295 -7228 ,Lou Bavaro lou @callfilo.com, 612 - 360 -4378 ➢Andy Acosta andyacosta @callfilo.corn, 651- 249 -5275 ➢Patrick Klinger patrickklinger @klingercompany.corn, 612 - 366 -0419 ➢Megan Junius mjunius @peterhilldesign.com, 612 - 925 -1927 ➢Dwight Dario dwightdario @yahoo.com, 515- 868 -8958 PH CO PATRICK KLINGER & COMPANY PeterHill design Executive Festival Staff Co -Event Director — Tom Butina (Point of Contact) Tom Butina is a growing event management professional for FILO Productions in St. Paul, Minnesota. As a manager, Tom has had the opportunity to work on multiple projects and with many high profile clients. His biggest achievement was being named Talent Manager for the National Basketball Associations' grassroots mobile marketing tour, NBA Nation, for the past two years. In this position, Tom was responsible for managing NBA players, dance teams, mascots and NBA legends while at the events. He was the lead liaison between the NBA and the talent. Besides with the NBA, Tom has had the opportunity to manage clients such as the Minnesota Twins, Nike, New York Knicks, USA Basketball, Pepsi and Fox Sports West. Currently, Tom is focusing on attracting perspective clients and creating projects that will aid in FILO's growth. Motivation, hard work, and passion directly contribute to the success Tom has received in his professional and personal life. His attention to detail helped propel him to where he is today at FILO. As a young professional, Tom is hungry and eager to make a name for himself and the company. Being able to manage multiple projects and clients is something Tom excels at and he continues to work on growing as a professional. As a Marketing and Advertising graduate from Winona State University, Tom has been working to achieve success in many facets of his life. Winona State instilled hard work and dedication into his already well versed attributes. Tom was also involved in the Sports Marketing and Sports Business clubs while attending college. This helped him understand the many levels of marketing in sports, and especially managing events in sports- related projects. Executive Festival Staff Co -Event Director — Kevin Weinhandl After beginning his career as a young touring crew member, Kevin Weinhandl has come a long way over the past 12 years. He is currently the Owner, President, and CEO of FILO Productions, Inc., which is a company that specializes in experiential marketing, event management and mobile marketing tours. Kevin has been with FILO since the beginning and has unparalleled knowledge of the company and its roots. He started off on the road, like most new FILO employees do, and worked his way to where he is today. This path for Kevin has helped define who he is and what FILO is all about: hard work, reliability and ambition. Kevin helped grow an event management company that specializes in experiential marketing, but does not narrow its focus down to only events and marketing. His passion and work ethic has helped create a FILO brand that has such a broad spectrum of expertise, the companies services cannot be defined in one simple sentence. He aspired to become an all - inclusive service business by implementing new options, such as creative, production, distribution, janitorial, parking, social media and much, much more. The clientele Kevin has worked with includes some of the largest brands in the world, including the National Basketball Association (NBA), Nike, Sprint, the United States Tennis Association (USTA), Fox Sports, the Minnesota Twins, USA Basketball and the Professional Golfers Association (PGA). He instills a "we can do anything" attitude amongst his employees and puts his clients' success at the top of his priority list. Executive Festival Staff Operations /Productions Manager - Brian Buron Brian Buron is known in the sport management, mobile marketing, event and production industries as a successful, dedicated and passionate professional. His career and experience is vast and exclusive, having produced top tier events for some of the largest and most reputable brands all over the world and by providing services with an, "I can make your wildest dreams come true" attitude. After studying Sport Management and Business Administration at the University of Wisconsin La Crosse, Brian worked in the Jr. Wolves department for the Minnesota Timberwolves before joining the FILO Productions, Inc. team in 2005. While working with FILO, Brian has produced events for the National Basketball Association, Sprint, USTA, Pepsi, Nabisco, USA Basketball, Nike and many others. Highlights of Brian's career include multiple nation wide mobile marketing tours (for the NBA, Nabisco, and Sprint), which are not to be overshadowed by his yearly managerial work at the NBA All -Star Jam Session, FILO's largest event. His managerial skills, dedication, attention to detail and ability to make things happen have created tight knit and recurring relationships with his clients and staff. His international work has brought him to Spain, Brazil, Puerto Rico, Mexico, Canada and Italy. He is constantly demonstrating his capabilities not only in the office but all over the world. His ability to work with new groups and organizations sets him apart from others. Locally, Brian has worked with non - profit and charity organizations such as Spinal Muscular Atrophy, The Highland Friendship Club, Friends of St. Paul Baseball and Hockey, The Minnesota Minutemen and the Minnesota Twins initiative Play Ball! Minnesota. His work locally has raised immense awareness and funds for these organizations. Executive Festival Staff Entertainment and Talent Director - Andy Acosta Andy Acosta ensures that events run like clockwork, as a result of smooth and established processes. He has over seven years experience in managing events and his team does everything from event operations and logistics to ensuring that timelines and budgets are first priority. He works with a range of clients on various event formats while delivering exceptional service in a professional and opportune manner. Andy joined FILO Productions, Inc. in 2006, where he quickly grasped the world of event management and brought a keen eye for the sports and entertainment field. Throughout his years with FILO, his background and experiences have molded him in the specialization of content development for both domestic and international events, talent management, design and execution, and budget creation. Andy's most recent achievement concluded in July of 2013 as he served as the lead Tour Manager of the NBA Nation Tour presented by Sprint. The program hit the road this summer, making stops in 8 cities across the US, teaming up with current and former NBA stars, and fellow NBA fans as they explored 20,000 square feet of NBA action. Andy oversaw all site fee negotiations, logistics, marketing efforts, programming, and contract execution which resulted in significant brand awareness for the NBA and all of its corporate partners. As a Director, Andy's first -hand experience with executing campaigns and special events provides valuable strategic and tactical insight for FILO's clients. Aside from his accomplishments working with the NBA, he has led successful experiential campaigns for brands such as Sprint, Pepsi, ATP, New York Knicks, and Major League Baseball. Prior to working in the interactive marketing field, Andy received his Bachelor's degree from the University of Wisconsin — River Falls majoring in Marketing Communications. He held an internship with the Kansas City Chiefs, serving as an Events and Promotions Director. Executive Festival Staff Nw am Marketing Manager - Lou Bavaro Lou Bavaro is a proven executive, manager, salesman and producer with a broad range of experience across a diverse number of industries. He is specifically skilled and trained in strategy, marketing, sales, communications and business development. His ability to connect, along with a boundless energy and curiosity, allow him to engage customers, colleagues and collaborators to both develop new ideas and successfully manage projects from concept to commercialization to growing sales. As Director of New Business for FILO Productions, Lou is responsible for P & L growth outside of existing clients by developing and implementing a sales structure, generating prospects, managing the sales cycle, creating strategic partnerships, developing new products /offerings and planning new ventures. FILO Productions is the premiere event management and experiential marketing company in sports and entertainment, running the NBA All -Star Jam Session for over a decade, along with dozens of international mobile tours for the NBA, USTA, Minnesota Twins, and Sprint, among others. Internally, Lou also assists in business planning and corporate development, staffing and copywriting /editing of all communications. Since joining the company in January 2013, he has been involved in projects for multiple new clients, such as the New York Knicks, Radio City Music Hall, Major League Baseball, Fuse TV, Faith's Lodge, and the 30 -Days Foundation. Prior to FILO, Lou spent five years as Vice President of Sales & Business Development for West River Specialty Meats; a food production, distribution and marketing company with national customers that include grocery stores, restaurants, bars and sports venues. In that role, Lou created and managed the production and sale of retail product lines for: Michelbob's Championship Ribs, Hickory House Ribs, Mauer Cup Brats and Old Colorado Smokehouse. He created relationships and negotiated partnerships with many organizations like Target Field, Delaware Sportservice, Denver Broncos and MLB FanCave. After earning an undergraduate degree at Columbia University ('95), Lou worked as an editorial assistant for the Associated Press in New York City in the sports department. When he moved to Minnesota a few years later, he started covering professional and amateur sports teams as a stringer. Subsequently, Lou built a sports marketing agency from 2001 — 2006 called The Opposite Field, Inc. which developed and executed creative sports marketing campaigns for the Timberwolves, Minnesota Twins, Victory Sports, and Fox Sports North, as well as launched a local sports show called The Show to be Named Later. During this time, Lou also went back to school full-time to earn his M.B.A. with an emphasis in marketing from University of Minnesota Carlson School of Management ('03). Passionate about giving back, Lou is involved in multiple non - profits that harness the appeal of sports to raise funds and reach underserved communities. He is currently a Board Member and Chair of the Communications Committee for The Sanneh Foundation, an organization that uses soccer to reach at -risk youth. He is a member of the Minnesota MinuteMen — doing goodwill through sports — and has served on the organizational committee for the Mauer Cup Charitable Little League tournament that raises funds for St. Jude Children's Research Hospital. Executive Festival Staff Sponsorship Sales — Patrick Klinger PK CO PATRICK KLINGERB COMPANY Patrick Klinger is an accomplished, nationally respected and experienced marketing expert with a proven track record of bringing ingenuity and results to high profile sports and entertainment organizations for over 25 years. His creative ideas, unique solutions, teamwork and relationship building, fill the unique needs of the individual client. Patrick's methods and techniques have been presented at seminars, conferences and conventions nationwide. Prior to establishing his sports strategy and activation firm, Patrick spent over a decade as vice - president of marketing for the Minnesota Twins where he helped define and strengthen the Twins brand, which was named Horizon Awards "Sports Organization of the Year" in 2002 and "Sports Person of the Year" in 2006. His marketing efforts resulted in numerous regional Emmy Awards and national honors for advertising and brand campaigns. As vice president of the Twins, Patrick managed all areas of advertising, promotions, broadcasting, game presentation, special events and emerging markets. He was part of the successful opening of the Twins ballpark, Target Field, a comprehensive outreach that expanded the team's minority fan base, groundbreaking ticket packages and the creation of programs that honor veterans and active duty military. He also coordinated public tributes to Hall of Famers Kirby Puckett, Harmon Killebrew and Herb Carneal following their passings. Klinger was widely hailed for helping create the bobblehead doll craze that swept sports during the last decade and for developing unique promotions that drove sales. He was recognized as one of baseball's and Minnesota's top sports and entertainment marketers. His tenure with the Twins included seven of the top 10 best - attended seasons in the organizations 53 -year history. Prior to joining the Twins, Patrick served as Director of Marketing at the RiverCentre complex in St. Paul where he developed strategic marketing campaigns, sponsorships and was integral in securing a naming rights partner. He worked closely with the city of St. Paul, serving on numerous St. Paul mayor- appointed committees to increase exposure and revenue for the city. Patrick began his career with Minnesota State Fair and spent nearly a decade as Director of Marketing for Ticketmaster- Midwest, the world's largest ticketing company. At Ticketmaster, he secured contracts with top entertainment venues, musical acts, family attractions and professional sports teams and collaborated with clients to promote their events and increase ticket sales. Patrick serves on the boards of Suicide Awareness Voices of Education (SAVE) and Cystic Fibrosis Foundation. He dedicates his time to many non -profit causes, especially those supporting the military and military families, recently traveling to Kuwait with "Serving Our Troops ". Executive Festival Staff PeterHill design Creative Director — Megan Junius Megan Junius is the owner of Peter Hill Design, its President and Creative Director. Megan has worked for more than 12 years as a graphic designer and art director, leading on brand and design projects for national consumer and B2B clients. Her award winning work includes design for Newman's Own Organics, Disney Garden and H.R. Green, a national engineering firm. Megan brings the right balance of creative collaboration and leadership that ensures excellence. She works closely with clients to understand objectives and brings back creative solutions that produce those `aha' moments. Peter Hill Design is a Minneapolis -based branding, marketing and advertising firm specializing in brand development, strategic web development, graphic design and marketing campaigns. The tech -savvy team is produces memorable creative solutions for growing businesses. Other team members include talented graphic designers, project managers, media buyers, SEM /PPC experts as well as researchers and media relations specialists. The team is adept at producing high quality video and providing expert web programming and database management. Megan's collaborative leadership style helps produce strong, creative results fro clients of all size. Executive Festival Staff Technical Director — Dwight Dario Dwight Dario has an array of professional experiences, which include being a Production/ Tour Manager, managing touring shows, creating and maintaining budgets, and arranged for Technical Support and travel accommodations for all traveling show personnel. As a Producer and Event Design manager, he has produced site plans (using AutoCad) for special events, including site surveys and analysis. Based on approved drawings and local codes, he has developed bid specifications for all technical and production requirements. Other tasks he has performed are securing all necessary permits for the production of the events, contracting and supervising all vendors (all aspects from initial design, construction, and removal of equipment from event site), and fulfilling "Rider Requirements" for touring artists as well as contractual obligations pertaining to sponsors, corporate partners, and local municipalities. Much of Dwight's experience has been as a President, Executive Producer, and Technical Director for large events. He has served as a Production and Technical Consultant for many large touring shows, including: the Rolling Stones, Billy Joel, Elton John, Paul McCartney and Genesis. He has produced numerous festivals including: Taste of Minnesota, Taste of Colorado, the Pepsi Winter Carnival Ice Palace, and the Special Olympics Closing Ceremonies. Overall, he has provided Technical Services and Staffing for over 2300 Concerts, all around the world. Dwight has also been very involved in site activities, especially in the Twin Cities area. He was the site designer for Rock the River Tour, Site and Production Manager for Taste of Minnesota, and Site Coordinator for a Kenny Chesney performance at Lambeau Field in 2011. He was the Technical Designer and Supervisor for the 2004 Winter Carnival Ice Palace. He served as Technical Director for Business Theater/ Corporate Meetings, whose clients included: Target Stores, Dayton- Hudson Corporation, Ford Motor Company, K•B Toys, Minnesota Wild, Minnesota Vikings, and Minnesota Twins. Additionally, he performed as the Operations Manager for World Youth Day and the Papal Mass in Denver, Colorado. Currently, Dwight is a Project Manager and Technical Director for CLE, Inc. He has also formed a full - service Production company, providing services to independent promoters, agencies, meeting planners and tours. Production Schedule and Work Program (3.4) Event Work Program /Timeline 2014 Stillwater Summer Festival Friday, November 1 (2013) Tuesday January, 31 Monday, February 1 - Finalization of logo, name and theme - Website launch (ticket sales and vendor application available online) -Web marketing campaign launch - Musical acts secured — added to website and marketing campaign as acquired Friday, March 14 - Volunteer recruitment campaign launch — civic groups, volunteer and non - profit organizations Wednesday, April 30 - Sponsors secured — added to website and marketing campaign as acquired Thursday, May 1 - Radio, TV, newspaper, and magazine marketing campaign launch Thursday, May 15 Friday, May 30 Friday, June 20 Tuesday, July 1 Monday, July 14 - Permit application deadline - Approval of signage package — send to printer - Security, janitorial, EMS, police, water patrol contract deadline -City signage /marketing launch — city assets, mailing, E -blast and posters - Finalize all events both on -site and off -site -Daily schedule released online — subject to change — performances, shows, times. -Civic groups, volunteer and non - profit organization deadlines (finalize selection) - Vendor application deadline - Registration deadline for on and off -site events -Event signage final approval — send to printer - Security, janitorial, EMS, police, water patrol staffing plans finalized -Event layout finalized - Civic, volunteer, and non- profit group orientation. Wednesday, July 16 - Install begins (detailed work program on next page) Thursday, July 17 - Install continues (detailed work program on next page) Friday July18 — Sunday July 20 -Event days (detailed work program on next page) Monday, July 21 -Event strike continues -Break down of all elements and clean Lowell Park Monday, August 18 -Recap meeting with City of Stillwater and sponsors Monday, September 1 -2015 planning meeting with City of Stillwater -a= 7 Working Production Schedule 2014 Stillwater Summer Festival Wednesday, July 16 5:00am Wednesday, July 16 8:00am Wednesday, July 16 12:00pm -Street closures - Install barricades /fencing - Install tents - Bathrooms delivered -Stage and power install - Vendors A -H install Wednesday, July 16 5:00pm - Vendors I -P install Thursday July 17 8:00am -Event signage install -Audio install -No Parking signs installed Thursday, July 17 12:00pm Thursday, July 17 2:00pm Thursday, July 17 5:00pm Thursday, July 17 7:00pm - Vendors Q -W install - Vendors X -Z install -Site walk- through - Security walk - through J Friday, July 18 9:00am Friday, July 18 10:00am -Staff call time -All deliveries (ice, vendor materials, etc.) - Vendors on -site - Security walk- through Friday, July 18 12:OOpm- 11:30pm EVENT OPEN -Kids area open - Culture and Community Zone open -Food vendors open Friday, July 18 2:30pm Friday, July 18 3:30 Friday, July 18 4:30 Friday, July 18 6:00pm Friday, July 18 7:00pm - Lumberjack Exhibitions Show #1 -Kids music show - Lumberjack Exhibitions Show #2 - Friday Night Musical Performances begin - Lumberjack Exhibitions Show #3 Friday, July 18 11:30pm ALL EVENT ELEMENTS CLOSED -Park clean -up ■ Working Production Schedule 2014 Stillwater Summer Festival Saturday, July 19 -Staff call time 7:00am -All deliveries (ice, vendor materials, etc.) Saturday, July 19 9:00am Saturday, July 19 10:00am- 11:30pm Saturday, July 19 12:00pm Saturday, July 19 2:00pm Saturday, July 19 4:00pm Saturday, July 19 5:00pm Saturday, July 19 7:00pm Saturday, July 19 8:00pm Saturday, July 19 11:30pm - Security walk- through - Vendors on -site EVENT OPEN -Kids Area and food vendors open - Culture and Community Zone open - Lumberjack Exhibitions Show #1 - Turtle Races (Kids Zone) - Lumberjack Exhibition Show #2 -Kids music show - Comedy Show - Saturday Musical Performances begin - Lumberjack Exhibitions Show #3 ALL EVENT ELEMENTS CLOSED -Park clean -up Sun ay, July 20 8:OOam Sunday, July 20 10:00am 4 Sunday, July 20 12:OOpm- 10:OOpm Sunday, July 20 2:00pm Sunday, July 20 4:00pm Sunday, July 20 7:00pm Sunday, July 20 10:00pm Sunday, July 20 10:OOpm- 2:OOam -Staff call time -All deliveries (ice, vendor materials, etc.) - Vendors on -site - Security walk - through EVENT OPEN -Kids Area open - Culture and Community Zone open -Food Vendors open - Lumberjack Exhibitions Show #1 -Kids Music Show - Lumberjack Exhibitions Show #2 - Lumberjack Exhibitions Show #3 ALL EVENT ELEMENTS CLOSED — BEGIN STRIKE - Vendors strike elements (vendors A -P) Monday, July 21 8:OOam- 8:OOpm - Continued event strike (vendors Q -Z) -Clean Lowell Park Site Plan (3.5) 2014 STILLWATER SUMMER FESTIVAL LOWELL PARK LAYOUT w.,..ti. �.~ Prepared Bye FILO Praduc;iors, frc. 7810 Catrro St. Paul MN S5 ±ae Site Plan P Area et WO r 10 – 20=20 Ven�tor! to , u d: arts and eared towards the loco 15 — 2px20.3feadot –t IIOT x o food, arcs and crafts 4 saved ta>alrd Fa llle` — NON lot 10 – 20x20 Vendor teats - .eer a .d wine l eJ 3115 rear PeletirG 4210:4 nitZt:t.11:1 A .•�" �� CR Onla RNER mily fun and Activities area Possible activities include – Small performance stage – interactive inflatable s – Petting zoo – Fitness education area c;. cRatix °col Guttural and Activities area Possible activities include Small performance stage – Local Artists – Demonstrations – Education area tape Options 2 Floating on a barge Icketed Area for Musical acts Lumber jack Exhibitition Stage 50 "x40" 9.24.13 la Scale Site Plan � J — 2Ox O eadar- H A ST. m Ix of feed, arts and crafts _ II 1 Akatic 011111WIlif � 30 restro surrounde by 6' fens 1S 1f'' S3HD amily fun and Activities area Possible activities include — Small performance stage — Interactive inflatable's — Petting zoo — Fitness education area Site Plan N. MAIN ST. 1 rn 10 — 20x20 Ven d • .4in Inc 6f food, arts and crafts geared towards the local to —� PARK LOTI NEW P N. WATER ST: Tickets Entrance ' and ID Check 40 restrooms surrou by 6' fence PARK and as140' Beei Fen' tick' LAWN ST cRp1X oval Cultural and Activities area Possible activities include — Small performance stage — Local Artists — Demonstrations — Education area Site Plan 11 ua e`n and crafts N. MAIN PARK LOT VIP Area 111\NEW Plaza N. WATER ST. )c a I cult u-r-a-- Tickets Entrance and 40 ID restroCheck oms z m surroultdei N. MAIN ST. PARK LOT 10 — 20x20 Vendor is --y -u ad7Beer and wine Li 30 restroor,rs by 6' fence) by 6' fence "i 3. BIM . nil 12CSMOCIVIDOPlie tage Option I g P Tickets Entry e and asi4c" x I and ID Ch < k Beer and Wine sales in enc LAWN Fenced in area only ticket required to en er NEW Ampitherter DEB surrounded and Activities area ties include -mance stage icketed Area s for Musical acts `ons rea tage Options 2 Floating on a barge Lumberjack Exh ib itition Stage 50'x40' Festival Activities (4.3.1) Festival Activities On -Site Festival Activities Proposed on -site events that will take place inside main festival location. ➢Musical Performances (concert series) ➢Food and Beverage Vendors ➢Live Radio Presence ➢Cultural and Community Zone (crafts and art fair) ➢Native American Displays /Art ➢ Community Art Fair Displays by River - Related Partners ➢Minnesota DNR ➢The River Management Society ➢Financial Investment Education ➢Food Shelf Drive ➢Armed Forces ➢Health and Fitness Area ➢ CPR /First Aid Training ➢Health Awareness Classes ➢Nutrition Awareness ➢Health Clubs (Lifetime, LA, Anytime) ➢Comedy Show ➢Kid Zone ➢Kids Musical Performance Turtle Races ➢Mascots ➢TC the bear ➢ Crunch ➢Rock Climbing Wall ➢Face Painting ➢Petting Zoo ➢Radio Disney ➢Inflatable Slides /Interactive ➢ Coloring Contest ➢Police, Fire and D.A.R.E. Awareness ➢Tour Police and Fire Vehicles ➢Fingerprint Kids Festival Activities Lumberjack Exhibitions This was a popular activity in the past and is a big part of Stillwater's history. Working with Timberworks, we want to re- create this event. •Axe Throwing •Log Rolling ).Speed Carving •Hot Saw ).Tree Climbing ).Lumberjack Obstacle ➢Chainsaw Art Displays Festival Activities Concert Series Creating a fun, safe concert series is important to the success of this festival. We foresee a great musical lineup, enjoyable for all ages. ➢ Not too large to avoid over crowding, but not too small ➢ Family - friendly targets with strong base of fans ➢ Radio sponsor will be key — Cities 97 is a partner that we have a strong history with ➢ Possible headliners include — Trampled By Turtles, The Gear Daddies, The BoDeans, etc. ➢ FILO has a deep connection to Stillwater -based A Firm Handshake — Zach Sobiech's band ➢ Other possible bands - The Lumineers, Cold War Kids, Goo Goo Dolls, Hanson, Junk FM, The Hold Steady, Train, Arctic Monkeys, Julian Casablancas, The Wallflowers, Soul Asylum, The Dweebs, Johnny Holm Band, Blues Traveler, Mason Jennings, POS, Gin Blossoms, Darius Rucker, G.B. Leighton, Bon Iver, Barenaked Ladies and Lucy Michelle and The Velvet Lapels Festival Activities Off -Site Festival Activities Proposed off -site events that would work in conjunction with the main event. Opening Ceremonies ➢Kick -Off to Festival dinner ➢Kick -Off to Festival Concert ➢Eating Contest River Cruises ➢Historical Scavenger Hunt ➢Beard Growing Contest City Parade ➢River Stunt Show ➢Water -ski, Wake board ➢Boat Show Boat Parade ➢Soap Box Derby ➢Medallion Hunt ➢5K /10K Run ➢Fun Run ➢Fireworks Sporting Tournaments ➢Little League ➢Soccer ➢Golf Tournament ➢Classic Car Show ➢City Tours ➢Historical Landmarks ➢History of the City ➢City Hall Fishing Tournament ➢Pancake Breakfast ➢Farmers Market ➢BMX Demonstration ➢Brewery Tours /Vineyard Tours Shuttle Service 2014 Summer Festival Shuttle Service We know that parking during past summer events has been a struggle and was a big issue brought up in the Community Event Survey conducted by the city. We are proposing a free shuttle service from three specific locations to help ease the traffic flow in and out of Stillwater during the festival. >.Stillwater Area High School >.Stillwater Junior High >.Stone Bridge Elementary School These locations have parking to accommodate a vast amount of cars and helps raise money for these schools. Sponsorship packages would be available for the busses, with a percentage of that going back to the schools. Shuttle Locations ID Stillwater Area High School • Stillwater Junior High • Stone Bridge Elementary School Lowell Park Boated Choehey lihitl9eElernentar SauntryNkromon hed Steel rp=1 owe-I Pe.e. New Heights School Wee ST* Olive SI VC c7 i Calhobc Chych '.T w SI. Idwhaers • Calhotic Cesece ® Sleh O SI lc loaler C.-ca HO S. •• 171 OtAlw -r., it. ater Juijuor MO lit mo- lt, Ceowicei • Seaor, COW', Poo / Marketing Plan (4.3.2) Marketing Plan Having a successful marketing plan starts with identifying a proper target demographic. After identifying who we are going to target, we will implement a powerful and aggressive marketing campaign to reach as many people we can inside our target. Target Market There are three types people we will be targeting to attend the Stillwater Summer Festival. We feel by targeting these groups we will see the best results for attendance, return on investment and overall success of the festival. Demographics Young Families with Kids It is important to the City of Stillwater to have a family oriented festival. We are incorporating numerous family friendly kids activities into our proposal to draw this specific demographic to Stillwater. 30 -45 Year —Olds The 30 -45 year -old is established and are likely to spend money during this 3 -day festival. Ideally, they are looking to take advantage of the adult themed activities at night, while engaging in family activities during the day. Baby Boomer /Empty Nester This is another important demographic for us to target. The baby boomer /empty nester no longer has commitments at home and are looking for weekend entertainment. This group will be looking to take in other great locations in Stillwater during their visit - downtown antique shops, river boat tours and the many up -scale restaurants. Target Geographic Area Our target geographic area is the greater Stillwater area with focus on the Twin Cities. We feel that it is important to incorporate this region in order to draw more attention to the festival. We want the residents of Stillwater to comfortably enjoy their festival but also draw regional residents so they too can enjoy what this wonderful City has to offer. Marketing Plan PeterHitt design MARKETING COSTS SUMMARY ).Based on a 3 -day family & music festival event in Stillwater, MN ).Audience Goal: 30,000 over weekend Brand Development, Design & Web $4,650 Media Planning & Public Relations $14,875 Mobile - friendly, Ecommerce Website $16,950 Campaign Creative & Advertising Execution $5,225 Media Spend & Production Expenses $83,300 Merchandise $46,175 SUBTOTAL $171,175 Less Potential Merchandise Profit $51,425 GRAND TOTAL $119,750 *Detailed marketing plan located in addendum A Experiential Marketing ➢ Inexpensive, powerful marketing tool ➢ Leading up to the festival, FILO will conduct multiple, small activations to promote awareness ➢ Create excitement, establish new theme, draw people in and pre -sell tickets ➢ Possible Locations — Twins Games, Grand Old Days, Cub Foods parking lots, Waterfront Parks, etc. Festival Sponsorship co ➢ The geographic area to draw sponsors from should be concentrated on greater Stillwater but include the Twin Cities region and beyond. This is consistent with the marketing strategy to attract festival goers from those areas ➢ Levels will be tiered to draw vital sponsor dollars from regional and national brands, while giving local mom - and -pops the opportunity to participate at a comfortable level ➢ Targets will be family - friendly companies that are in line with our theme and celebration of Stillwater. Longtime residents need to see that it's good for Stillwater ➢ Anderson Windows, Chevrolet, Cities 97, Cub Foods, Coca -Cola, Channel 5 (KSTP), The Freight House, Full Throttle, Lift Bridge Brewery, General Mills, Grain Belt, Harley Davidson, Honeywell, Minnesota Timberwolves, Minnesota Twins, Minnesota Vikings, NOS Energy Drink, Pioneer Press, Polaris, Radio Disney, Schells Brewing Co., Star Tribune, STIHL, Summit Brewing, TST Media, US Bank, Wells Fargo, 3M ROCK OUR SPONSORS ROCK! Walmart :r: Save money. Live better. TARGET Ancief II.'W Cities 97 TSi6= FREIGHT HOUSE WELLS FARO Cub FOODS 3M Local Civic Groups (4.3.3) Local Civic Groups Proposed Local Civic Groups By incorporating local civic, volunteer and non - profit groups into the 2014 Stillwater Summer Festival, we will have the opportunity to give back to a great community. Community development, growth and involvement will be a major part of this successful event. Groups would engage in: Promotional fundraising (selling tickets and festival buttons), event set -up, concession services, information ambassadors, park clean- up and event strike. Stillwater Area Schools Community Thread Stillwater Youth Service Bureau Stillwater American Legion Post 48 Stillwater V.F.W Post #323 Valley Outreach > Stillwater Lions Club >East Suburban Resources >American Red Cross Salem Evangelical Lutheran Church & School ➢ Christ Lutheran Church ➢ Church of St. Michael Trinity Lutheran Church ➢St. Johns Lutheran Church United Way of Washington County East ➢ Stillwater Public Library Foundation ➢Faith's Lodge ➢St. Paul Festival Association Friends of St. Paul Baseball Friends of St. Paul Hockey The Sanneh Foundation ➢St. Croix Valley Athletic Association >The Lumberyard Hockey and Sports Center >Arcola Mills Youth River Action Program 1111 -vor- *11153 IBMITO lr MOW C. 1 1 jili Festival Theme and Name (4.3.4) Festival Theme and Name In our development for a festival theme and name we explored the vast history that makes up Stillwater, while still complimenting the town it is today. You cannot ignore the importance of the St. Croix River of today and the logging town of yesterday. We wanted to incorporate both aspects into our final ideas by creating a lasting impression on the City of Stillwater by memorably bringing back a great summer festival. Logos and creative material can easily be changed or altered. Option 1 - River Jam RIVER JAM STILLWATER, MN *** Festival Theme and Name Option 1 - Concept Poster AO ximorAizzi 111 • tnai:,q���i �`.r'.s�i��. �~ aye riaalM�4at� � PIED IS AUT • PERRORESTIS ET • DESSUM TEM QUASINVELIA NOBIS • QU CONSEDIAS AUT QUIS EUM • IPSAECTI REPERUP • TATQUE Nesequis Doluptate Veris Eos Magnam etur, ullatioreped qui dolupti offictibus suntibearum, quid untem facerro tern et dolessi to magnis. Tempostiam Reperem Vere Officime culpa niminih icatiuria core derfere sciist quis eum reperun tibusanis dit, commolor sectati. MAGNIS AUT • PERRORESTIS ET • DESSUM Nesequis Doluptate Veris Eos Magnam etur, ullatioreped qui dolupti offictibus suntibearum. quid untem facerro tern et dolessi to magnis. Pl.JOHJC wC+r: ",-,11:111T; "7Solar Store , ". Festival Theme and Name Option 1 - Concept Merchandise RIVER JAM -� STILLWATER, MN * ** This product runs small, You may want to size up! RIVER JAM STILLWATER, MN * ** Festival Theme and Name Option 2 - Sawmill Days STILLWATER, MN Festival Theme and Name 9 Option 2 — Concept Poster • , • , • • , • • • • • JOIN US & CELEBRATE JULY 1819-20 • LIVE MUSIC • PEN S AUT • PERRORESTIS Eh DESSUM TEM • QUASINVELIA'NOB QUI CONSEDIAS AUT • QUIS EUM • TATQUE • IPSAECTI REPERUP F MILY FUN Nesequis Doluptate Veris Eos Magnam etur, ullatioreped qui dolupti offictibus quid untem facerro tern et dolessi to magnis. FO D•DD ,IIN ±I Nesequis Doluptate Veris Eos Magnam etur, ullatioreped qui dolupti offictibus quid untem facerro tem et dolessi to magnis. MAGNIS AUT • PERRORESTIS ET • DESSUM Nesequis Doluptate Veris Eos qui dolupti offictibus quid untem facerro doless 4 ALCOA RROOKLv ligms Ptill !'II E ' 7 g 0 SOi ®Store : „,■ Festival Theme and Name 9 Option 2 - Concept Merchandise 2014 dal DAYS STILLWATER, MN This product runs small. You may Want to 512E up! STILLWATER, MN Budget (4.3.5) FILO Budget ).Based on a 3 -day family & music festival event in Stillwater, MN ).Audience Goal: 30,000 over weekend Administrative $74,000 Artist /Production /Back Stage $71,750 Equipment $44,590 Staffing $92,642 Ticketing /Box Office (Based on estimated $100k in ticket sales) $47,000 This includes $35k (35% of ticket sales) for use of the City name and venue Venue/ Site $15,000 Miscellaneous $26,500 Festival Activities $34,000 TOTAL $405,482 *Detailed budget located in addendum B * *FILO knows budget management. Our total expenses will NEVER exceed our sponsorship, food and craft vendor revenue. Holding the Event Annually (4.3.6) Future of Stillwater River Jam Creating a Sustainable Event Part of producing a successful event is the ability to look into the future. Planning for the future starts the minute year one is underway. Bringing Stillwater's Summer Festival to year three, four, five and beyond will be a marathon, not a sprint, and will take dedication to ensure its continued success. The second the 2014 Summer Festival kicks off we are assessing our successes and downfalls before, during and after the event. Part of our plan is to: ➢Send out full recaps after set -up, every event day and strike ➢Create a survey to send out to the residents of Stillwater and City employees ➢Hold a "Town Hall" style meeting, where residents can voice their concerns ➢Hold an overall event recap meeting with the City of Stillwater to discuss every detail ➢Keep the event relevant to the people of Stillwater throughout the year. After we receive all feedback we will implement changes where necessary and make sure to involve the city in all decisions. Having the chance to produce events in the future we have a financial obligation to make sure we are financially stable and viable. We plan to set aside money and assets to run day -to -day operations leading up to the following years event and launch dates. City Resources Desired (4.3.7) City Resources Desired In our working budget we included some necessary resources that would be required from the City of Stillwater to ensure a successful event. Payment for these city resources would be generated through sponsorship dollars and /or pre - production funds. The following table shows the city resources desired and the price accompanied with them. City Resource Barricade Orange Fencing Portable Toilets Trash Containers No Parking Signs Trash Collection Total $2.00 (per unit /per event day) Quantity 200 Total $1,200 $2.50 (per foot) 1000 feet $2,500 $60 (per unit) $8.00 (per unit /per event day) $1.00 (per unit /per event day) Cost of Staff Time 100 $6,000 50 $1,200 30 $90 $10,990 Addendum A Marketing Costs PeterHitldesign 222 North 2nd Street, Suite 220 Minneapolis, MN 55401 peterhilldesign.com FILO / STILLWATER FEST MARKETING COSTS Attn: Kevin Weinhandl September 20, 2013 MARKETING COSTS SUMMARY • Based on a 3 -day family & music festival event in Stillwater, MN • Audience Goal: 30,000 over weekend CREATIVE COSTS $41,700 Brand Development, Design &Web $4,650 Media Planning & Public Relations $14,875 Mobile - friendly, Ecommerce Website $16,950 Campaign Creative &Advertising Execution $5,225 EXPENSES $129,475 Media Spend & Production Expenses $83,300 Merchandise $46,175 SUBTOTAL $171,175 Less Potential Merchandise Profit $51,425 GRAND TOTAL $119,750 PeterHitldesign 222 North 2nd Street, Suite 220 Minneapolis, MN 55401 peterhilldesign.com MARKETING COSTS BREAKDOWN CREATIVE SERVICES Brand Development & Design $4,650 • Planning, Meetings, Strategy $500 • Logo and Brand Development $1,650 • Splash Page (includes domain name & set -up) $500 • Facebook & Twitter - Set -up & Graphics $500 o Ongoing updates & monitoring by FILO • Merch: 2 T- shirts, can coozie, small & large water bottle $1,500 o Design, production, print management, vendor research and ordering Media Planning & Public Relations $14,875 • Media Plan (4 months) $2,250 • Sponsorship PPT Creation $625 • PR Services (Maccabee Group /other PR firm) $12,000* o Initial press release announcing event, media alert before event, media list, press calls /follow -ups, online calendars, media relations, managing old baggage & past event storyline o *Final scope of work and budget TBD based on needs Mobile - Friendly, E- commerce Website $16,950 • Planning & Organization $1,025 • Responsive Design & Imagery $3,075 • Wordpress CMS Programming $3,925 • Online ticketing & E- commerce /merchandise catalog $2,625 • Content development & copywriting Not included (FILO) • Content Input, SEO, Browser Testing, CMS Training $2,875 • Launch Technical Assistance, Tracking, Directory Listings $875 • Ongoing management, 4 months leading up to event $1,600 • Email sign -up integration and (2) template designs $950 Campaign Creative & Advertising Execution $5,225 Estimated costs will vary due to number of ads, type of channel, audience, etc. • Campaign Concepts, Headlines & Messaging $2,000 • Print and online ads $1,875* o Design, production, print /online management, reconciliation of ads run o *Varies on the amount of ads, publications, sizes, and interactivity • Radio spots - creative brainstorm, writing $600 o 2 (:30) spots (VO /production not included) • Posters & flyers- design, production, print management $500 o 1 design, formatted to 2 sizes CREATIVE /PR TOTAL $41,700 PeterHitldesign 222 North 2nd Street, Suite 220 Minneapolis, MN 55401 peterhilldesign.com EXPENSES Media Spend & Production Expenses $83,300 • Print, online and radio ads $80,000 o Final mix TBD based on donated media, sponsors and increased ads before event • Posters, flyers, other printing $2,700 • Stock Photography, Domain Names, Misc $600 Merchandise $46,175 Based on initial research, high - quality premiums, conservative quantities; 4 -color shirts • Men's T- shirts (Sell for $20) $17,960 ($8.98 /shirtx 2,000) • Women's T- Shirts ($20) $11,465 ($9.17 /shirtx 1,250) • Kids T -Shirt ($16) $ 6,000 ($10 /shirtx 600) • Can Coozie ($3) $940 ($0.94 /per x 1,000) • Small Water Bottle ($8) $3,660 ($3.66 /per x 1,000) • Large Water Bottle ($12) $6,150 ($6.15 /per x 1,000) TOTAL EXPENSES $129,475 Potential Merchandise Revenue $97,600 Potential Merchandise Profit $51,425 TOTAL EXPENSES, LESS PROFIT $78,050 Addendum B Budget Addendum B - Budget CATEGORY ITEMS MEMO BUDGET ADMINISTRATIVE: BLUEPRINTS /CAD $ 5,000.00 PERMITS $ 1,500.00 DIRECTOR Part time position $ 20,000.00 OPERATIONS /PRODUCTION DIRECTOR 3months $ 10,000.00 ENTERTAINMENT DIRECTOR 2months $ 5,000.00 MARKETING DIRECTOR 6months $ 15,000.00 SPONSORSHIP DIRECTOR commission $ TECHNICAL DIRECTOR 3months $ 10,000.00 VENDOR COORDINATOR 2months $ 5,000.00 SUPPLIES $ 2,500.00 $ 74,000.00 ARTIST /PRODUCTION /BACKSTAGE MUSICAL ACTS 2 Headliners, 4 Small Acts $ 40,000.00 PRODUCTION ASSISTANTS 3 for s days $ 3,000.00 CATERING Food for300 $ 6,000.00 DRESSING ROOMS /RV'S 2units fors days $ 1,500.00 SOUND /LIGHTS /BACKLINE $ 12,500.00 SPECIAL STAGING NEEDS $ 2,500.00 CREDENTIALS $ 750.00 STAGEHANDS $ 5,500.00 71,750.00 EQUIPMENT: BARRICADE 200 @ 12.00 (per event day) $ 1,200.00 ORANGE FENCING 1000feet @$2.50 (per foot) $ 2,500.00 6' FENCE FOR AROUND RESTROOM sa@ $10 (per piece) $ 500.00 PORTABLE TOILETS 120 @ $60 per event) $ 7,200.00 TRASH CONTAINERS so@ $8.00 (per unit /per day) $ 1,200.00 NO PARKING SIGNS 30@$1.00(per event day) $ 90.00 FORK LIFT & SITE LIGHTING 2forklifts /6 light towers $ 5,200.00 TENTS 40 tents $ 15,000.00 CARTS 8 carts $ 2,200.00 GENERATORS 5 -50KW units with cabling $ 7,500.00 RADIOS /COMMUNICATIONS 0a sap, $ 2,000.00 $ 44,590.00 STAFFING: SITE CREW 20 staff for 5 days (Also ask local g to volunteer) mups 15,00000 RUNNERS/VANS /SHUTTLES 3 runners with van shuffles $ 4,700.00 ELECTRICIAN $ 4,500.00 EVENT SECURITY 4 security on site 24/7 for 6 days. Additional 20 during all event hours. 1800 total hours $ 21,692.00 FIRE MARSHALL Per city if required $ 1,000.00 FIRST AID Pending city plan $ 4,500.00 FIRE $ 1,200.00 EXTRA AMBULANCE $130 /HR @35 HR (first one free) $ 4,550.00 WATER PATROL $ 4,000.00 POLICE $ 20,000.00 TEAR OUT CREW $ 5,000.00 TICKET TAKERS /ID CHECK $ 4,000.00 CLEAN UP $ 2,500.00 $ 92,642.00 TICKETING /BOX OFFICE: BOX OFFICE $ 4,000.00 ONLINE TICKET SALES $ 1,500.00 TICKET COMMISSIONS TO CITY Payment to cry $ 35,000.00 TICKET CREDIT CARD CHARGES $ 1,500.00 TICKET PRINTING $ 2,500.00 TICKET SELLERS $ 2,500.00 $ 47,000.00 VENUE /SITE: RENT Provided by Ciry $ - RECYCLING $ 3,000.00 SITE REPAIR /DAMAGE $ 5,000.00 TRASH REMOVAL $ 5,000.00 TURF COVER $ 2,000.00 $ 15,000.00 MISCELLANEOUS: SIGNAGE $ 10,00000 PARKING $ - PHONES /INTERNET $ 1,500.00 ICE/WATER $ 5,000.00 VARIOUS SUPPLIES $ 5,000.00 CONTINGENCY $ 5,000.00 $ 26,500.00 FESTIVAL ACTIVITIES VENDORS SERVICES $ 1,500.00 LUMBERJACK EXHIBITIONS $ 7,500.00 RIDES /GAMES $ 5,000.00 FAMILY AREA $ 7,500.00 MISC ENTERTAINMENT $ 7,500.00 BEER SALES %given to local group operating the beer garden 5,000.00 $ 34,000.00 TOTAL EXPENSES $ 405,482.00 TOTAL MARKETING /PR EXPENSE $ 171,175.00 TOTAL COST $ 576,657.00 ESTIMATED REVENUE SPONSORSHIP $ 400,000.00 TICKET SALES $ 100,000.00 BEER SALES $ 35,00000 FOOD VENDORS $ 20,00000 CRAFT VENDORS $ 20,00000 MERCHANDISE SALES $ 97,60000 TOTAL REVENUE $ 672,600.00 Page 1 GENIUS OF FUN EVENTS & THE CITY OF STILLWATER PRESENT t °r MINNESOTA MUSIC, BEER & CULTURE JULY 18-20, 2014 CELEBRATING FAMILY FUN, MUSIC, CUISINE & FITNESS IN HISTORIC DOWNTOWN STILLWATER, MN WWW SPIRITOFS TILLWATERI COM #1 BLUEGRASS WE FEST'S STILLWATER'S #1 ROE FAMILY HIP COUNTRY KURT JORGENSEN BAND SINGERS HITCH VILLE SOUL & BLUES SOPHIA SHORN JAZZ TRIO • L'ASSASINS • REGGAE ALLSTARS • BOSS GRANT USA'S #1 JOHNNY CASH TRIBUTE • THEA ENNEN • • THE UNDERGROOVE • , _ , = • PARADE • 5K & 10K RUNS • BIKE RACES & RIDES • TALENT SHOW FIREWORKS • KIDS NATURALIST SHOWS • HUGE FAMILY FUN ZONE LIVE CHEF ON -STAGE COOKING SHOWS • YOGA, ZUMBA & DANCE GOURMET FOOD, BEER & WINE GARDENS ART & CRAFT FAIR FUND RAISING EVENT FOR THE LOCAL GROUPS, TEAMS & CHARITIES � 0 local IFIRS7 AVENUE buy CITY PAGES .com LOCAL &M Genius of Fun Events & Woody McBride has produced successful & enjoyable arts, ecology & entertainment events in the greater Twin Cities area since 1989. Large & Small Audiences. Hip Family Fun. Fresh. NNHSO AN Stillwater's New Free Summer Festival By Woody McBride, Event Coordinator with Genius of Fun Events The City of Stillwater. Your great city, and every city in the world for that matter, wants a local celebration that represents the best of what life is like there and what it feels like to be part of that community. I want to help you create a new kind of event that captures that sprit. The Spirit of Stillwater. A Festival that utilizes the community and business assets already in place. An inspiring Gathering that is not a tourist trap. A Day that you bring your lawn chair or blanket and relax on a picturesque river lawn. A Free Party that does not break the bank and benefits the businesses, non- profits and the general public as well as guests & visitors. A smart and sophisticated Soiree that features gourmet food, beer and wine - And one that directs attendees to after events at local bars and restaurants that also have great music, food, beer and wine. A Reunion of old friends. A Weekend that balances fitness and family fun with cutting loose. A hometown Shin -dig by people from Eastern Minnesota and Western Wisconsin that remind us why Stillwater is a magic place to socialize. Jazz. Blues. Hipster Country. Bluegrass. Amazing DJs. Chefs on stage. Clean comedy. Great classy music and entertainment that brings people closer together. All finances run through a city managed account providing complete transparency. LOCALMINNESOTAN The Spirit of Stillwater Celebration A partnership between The City of Stillwater, MN & Genius of Fun Events I have been producing City Festivals and Arts festivals in the St Croix Valley for 8 years. I have been producing all styles of concerts and general public events in the greater twin cities metro area since 1989. I see a hip Prairie Home Companion - esque showcase event onstage and a world class fitness festival on the street. I would use the skills and experience I own in community building to produce your festival with the assistance of The City of Stillwater and Bill Turnblad. I registered two website domains (not currently active) for this event. spi ritofsti I Iwater.com stillwaterdays.com These compelling domains are essentially brands that are excellent tools to promote and support the event and communicate event information. The draft promotional poster included in this proposal is actually the confirmed artist program for the event I would produce with you. All artists are confirmed - And are honored and excited to be part of the event. The family, kids and fitness activities are also conditionally in place and those types of activities would be joined with other TBA community activities hosted by community members. A great event involves all interested community groups. I involve and invite every self - reliant, competent, friendly group to be a part of our events. For example - the Lions, the Rotary, the Chamber, the Fire Department, the Girl Scouts, the Senior Center, the Hockey Team - again, Spirit of Stillwater is an affiliation of self - reliant competent groups that have a vision and mission (and hopefully do some fund raising for themselves in the process). I would like to do this proposed show (with room for additional community creativity and events of course) for $80,000 total and split the profits 50/50 with the City of Stillwater as a partner. This is my professional estimate for an amazing affordable show. All finances will run through a city managed bank account providing complete transparency If good weather I estimate that beer, food and wine concessions and vendor fees will profit approximately $60,000 +. Parade fees to generate approximately $10,000 +. Art, Craft and Wares Vendors to generate approximately $10,000 +. Sponsorships will generate approximately $25,000 +. Proposed budget. Talent & Production $25,000 Fireworks $10,000 Direct Mailing & Promo $15,000 City of Stillwater Soft Costs $25,000 Coordinator Stipend $5,000 and (Billboard $10,000 optional) The City of Stillwater will cover all soft costs such as police, fire, traffic control, safety and provide free use of its parks and its desired facilities for the event. i' 1 NNP U IAN The Spirit of Stillwater Celebration �..r� edi< iVi6611/4.• I -rii ies i. ciif iity A partnership between The City of Stillwater, MN & Woody McBride, Genius of Fun Events Goals and options. 1. Fireworks. As The City of Stillwater does a big fireworks show on the 4th of July it could be thought of redundant to do another show on July 19th. I think this is worthy of discussion. I can appreciate both shows as many people travel on the 4th for family functions and so the July 19 show is nice. 2. A Lumberjack show. There is arguably an unsavory association with the term "lumberjack" due to the events history. Stillwater is home to one of the nation's top lumberjack shows - Lumberjack Enterprises. I have enjoyed working with them in the past and it seems like a good fit for the event given a sponsor to pay for them. Again this topic is a sensitive one and worthy of more discussion. 3. The Stillwater Marathon. I have tried to reach the previous organizers and although I have not gotten in touch with them I would like to see the marathon reanimated for the Spirit of Stillwater. 4. I have discussed, cold - called, offered and or secured sponsorship and partnership with - but not limited to: First Avenue of Minneapolis 89.3 MPR The Current Mississippi Market KTWIN Radio City Pages Shanghai Bistro Stillwater Police & Fire Cooks of Crocus Hill RBC Wealth Management The Stillwater Log Run The Bikery & Cyclova XC Lift Bridge Brewery Needam Beverage Distribution Northern Lighters Fireworks Lumberjack Enterprises USA Infaflatables Stillwater Chamber of Commerce The Stillwater Lions & Rotary The Stillwater Community Threads The Stillwater Public Library Director Twin Cities Dubstep I can't confirm additonal activities now but people seem excited to partner. 5. Traffic. Traffic is challenging on a regular weekend in Stillwater let alone for a city festival. It is my intention to create a medium size festival for a medium size city that draws a respectful manageable sized crowd over the weekend. It is unsound to engineer a bottle neck situation. I would work with police to remedy this matter whether is be re- routes, shuttles or crafting expectations so that we are not over run with the regular drive - throughs or unprepared indistinguishing festival goers. 6. First Avenue. I have worked as a promoter, musician and disc jockey at the legendary First Avenue venue for 20 years. They are my endorsement and resource for event planning and crowd management. There are few things as Minnesotan as First Ave and it is a wonderful partner for this event. 7. Parallel events. I see sponsored side stages under big top tents and on a closed Water Street that add diverse entertainment such as old time music for elderly people in the shade and contemporary music that teens are into sponsored by First Avenue, 89.3 The Current and or TC Dubstep. LOCAL &MINNESOTAN The Spirit of Stillwater Celebration L.)iciici.i i1.1 r Y ip i i ii 6t 1/4./Lil i El Il fi.Irp flay A partnership between The City of Stillwater, MN and Woody McBride, Genius of Fun events So now basics of the show is booked what is next? The real work begins. Relationship building. Community -based activity recruitment. Pre - events to reintroduce the fun new event brand. Safety, Traffic and Planning meetings. Sponsorship raising. Street promotions. Pie and Wine fund - raisers for the event. Booking the "cherry on top" Mid -level or up and coming star Minnesota performer that makes the event shine. Engaging civic and community groups to create wonderful fund raising experiences. Schedule of Confirmed and Pledged Events and Activities. Friday • Grand Opening Celebration • Noon Music starts • 2:30 Kids programs • 4:30 Chefs live on stage • 6 Minnesota Music • 7 Commemoration from City Officials and celebrity guest TBA • 7:30 Minnesota Music Headliner one • 10 pm Minnesota Music Headliner two • Midnight close and direct people to after events Saturday • 7 am - 10 am Fitness Activities (Runs, Bike Rides, Kids fitness) • 10 am Music • 11:30 Kids Entertainment • 12:30 Chefs on Stage • 1:30 Minnesota Music • 3 Minnesota Music • 5 Surprise Main Stage Activity • 7:30 Minnesota Music Headliner one • 10 Fireworks • 10:30 Minnesota Music Headliner two • Midnight close and direct people to Bars for after events Sunday • Multi - Belief Sunday Ceremony • Parade • Official Brunches and Wine tastings • Other activities TBA Throughout the Weekend • Carefully engineered safety plan • Gourmet Food, Beer and Wine areas • Arts & Craft Show • An unprecedented giant Family Fun Zone of Climbing Walls, Bungees, Slides and Inflatables. • Carefully booked food vendors • Discreet and tasteful porto - restrooms • Well designed on premise event signs • A balance of "cool" and "classy" References Brian Blesi - St Croix Falls, WI Mayor John Hock - Franconia Sculpture Park Cindy Stimler - St Croix Falls Chamber Henry Chang - Shanghai Bistro Thank you, Sincerely, Woody McBride - The Genius of Fun Thank you for considering my proposal to produce The Spirit of Stillwater Celebration I have a passion for creating memorable public events that bring joy, enrichment and fulfillment to participants all while gracefully and cost - effectively accomplish- ing the goals of the organization. I am familiar with and very fluent in community organizing, eco- marketing and consider myself a leader in our area for promoting great concerts, health & well- ness, family fun & sustainability. Attached is my resume and some of the graphic design samples of events and concepts that I have created. Sincerely, Woody McBride Woody McBride. Creative Media & Event Organizer Experience Director of Genius of Fun & Communique Multimedia & Events Minneapolis, MN & St Croix Falls, WI 1989 to present • Produced the City Festivals for St Croix Falls, WI for past 4 years • Understands that customer & client service is job one • Produced all aspects of large & small scale entertainment, family & wellness fair events • Produced and hosted large & small scale fund raising events • Contracted & promoted international, national & local performers, personalities & speakers • Organized hospitality, press conferences and security for performers, guests & patrons • Effectively created, designed, distributed & marketed artist & event identity & promotions • Facilitated group decision making process & team building • Skilled at problem solving & on -time objective accomplishment • Produced media, music & graphics for corporate and non - profit clients • Performed & worked as an international disc jockey & live musician for 20 years Co -Owner of Menagerie Intelligent Nutrients Hair Salon St Croix Falls, WI 2004 to present • Managed six figure budget to profitability • Organized environmental, wellness & organic awareness events • Experienced at working with general public and businesses on promotional & outreach projects • Successfully partnered with other organizations on events & community outreach • Understands the craft of authentic product development, presentation and protection • Values of clean food, clean products and clean ideas for other humans to consume Education Bismarck State College - Bismarck, ND 1996 - 1998 Associates of Arts Degrees - Journalism and Art - Honors University of Minnesota - Minneapolis, MN 1998 - 2003 Journalism My portfolio of projects, illustrations & design work is on the next pages P.O. Box 337 St Croix Falls, WI 54024 Phone: +1.612.385.4598 Email: McBridewoody@aol.com compilation 41140t_ , m 4: i : tiro r4, the current M{nnmsota Public Radio Working with National Public Radio to produce SXSW CD product design • business and promotional materials for the eco- minded consumer • eco- friendly packaging • using music to inspire a more sustainable lifestyle bring your own Iawnch*. ilt Lark U r laac � • ` ta artiatirurpsycho l() onv'ention.cc elemental music CDs soundtracks for AVEDA salons, spas & lifestyles artscenic an all-natural fall arts & entertainment weekend in the beautiful st Croix river valley september 15 -17, 2007 Special events coordination & event identity creation OUR 11R1 ANNUAL BER416' RE PARK SATURDAYrSEP1FlN FRANCONIAsSC FAU FESTIVAL Ntw act - SI PARK SAE Jt151 111E FREE AV MILE ALL DATA l OTA`M'TO`10 PM l it r1 lP,ERFORN ING MAINAAGE E AM DJ ESP B. FRIENDS co Nov PARK SITE 190 AS a N °, l� z THE MARCH SµT. VISAS DAVE WESLEY SoD.,HEA ENN Homo Dl MONKEYIiO L 50, 5AD.SAVAGE SXYTR W 61PAIA SKt O 600,SOUB 730 OUT GAU`V HOTBED yflp y1VAGEAURAI a I DU'JPM.B°H.EIRE 1 S TS .SPOKEN �Y� � h{gNl(4YOU MOTA°°" - jfORTING YOGA LOCATTE) ON HIGHWAY ,IN i,: FRANCONI'AQMN 3 MEI WM OFTAYLORS FALLS + 1 HOUR NORTHEAST OF THAN C(IES ON HWY 8 LIVE ART /`BANDS, /`DJS, /dFOOD, / BONFIRE MICHAEL SOMMERS I. OPEN EYE FIGURE THEATRE f/ FACE PAINTING MEET THE ARTISTS / KIDS SCULPTURE WORKSHOP / HP FAMILY FU NI ALL DAY AMBIENT ELECTRONIC MUSIC' a INCENSE GARDEN HOSTED BY RURAIBOHEMIAN.COM + THE PSYCHOLOGISTS Ath annual music IeSL1Vdl restoring a r9u5 aehool bwlding • building a progteMaSr colnnlu _Au st 0 �� St. Croix Falls, WI • Friday__ , +tiurlwve Ys ekwwlic nllawc 1 Saturda folk Wucgrass,'uld'tuue,7& bluest - o t TSywb_ no,oq..r.The March Earthdiutee Irani DJ Ear' I. SL Vaias Tnb.i Spin oldie Sun., The Was. Tun Kaiser Sunday- _ Gupel Mimic Sclvite - BAH Under the Tent @P 9:30 a to _ DoioUOln to l.lular appnci.ual Led by Frwwl Luherao Much E11en Whyte raruaad,us Sue Ortield Band Breezy Bay Buys sc: vaueyy Natlenttg Nabobs — lieu -Mills - a ern Rex uis_Cynchia Kincala.._ Chaos Citable iUUQIewSUII Jinn Armsuuiag Bc. speeial-guestui 4 miles east of SCF off Hwy. 8 at 1488 Booth street 611 pm Friday Sto; 3-11 pm Saturday Sfs; Sso for both days Great food & drink. Kid's activities on Saturday. Kids IS - under free Solar tours. Onsite parking. No can -sons. Bring a lawn chair' www.lamarcommunity.org art & sustainability as a gesture to society the eco- festival sustainable event planning with an emphasis on merging the performing arts with organic food, & beverage concessions & grassroots environmental education ANATHOTH FARM 20TH ANNIVERSARY OF NONVIOLENCE, COMMUNITY & SUSTAINAHILITY OWL CARTMSA CHANCE • GIVE PEACE. A DANCE LIVE BART/ WORLD S ITS"VAL �T�VRutac'. C�`r` OpfNdR " DAV ti4.,,� DEVON EVANS BOB MARLEY AND THE WAILERS) ' NATTY NATION..,ue. BEDLAM -1wlsL THDANCE,[ ti reO... of Esr re ST. VI? cE AUHAL HOTDED- 1MOe.TAw1. rrwcon COMMAND ZULU Tr venom Sur NAMA RurA SATURDAY JULY 7TH ANATHOTH FARM LUCK, WI 90 MINUTES NOHTIIEAST OF THE TWIN CITIES FREE CAMPING FRIDAY - SUNDAY 'RILL CONIES1110.; VENDORS'& Rtrw TEM,. NO ELASL; MO CANS Ow COMM". UTE Oa Wowto DAr or Cewcom re. on E.nnAe,AMnrt Om, ∎ Wo W V W.ANATNOTNCOMMONITYrARM.ORC Nw -rc, n.w,•T.S. v N.N. Vey.. Lvrx! - ""lU .w r.ea 71,97/1.7 ST. CROIX FALLS /CITY OF TRAILS TRAILS FESTIVAL 2NO ANNUAL • CELEBRATING TIONAL TRAILS DAY SATURDAY 3RD 5K RUN/ WALK KIDS ONE MILE COURSE & FAMILY BIKERIDE --. • NKFE# AS7WA07E0S 50M7USCI HIED D tYY AM • MS (VIM'S MW(1 14 VAYTE PPE PARK r 0 III • MRS SIMiRf 10 AM AI CO POt& COLMY IWO atilt N OR P4 1 UM p CNF WAIN. M10 NW TIM 4AN07DIN!(. N TMi DNA I. MUMMY NCN- CCAWYTt FM i101.71E (14 M EACH WAY) KKM'NAWW Atilt PRE - REGISTRATION IS ENCOURAGED PMTY 'NIT5 REM Y( °FFN,W TRMS DAY WA GENE NM NOTRE MIXXFS FDR WMEAS W 7 AGE GrRIIMS & RD5 FWNFS ( WA TER. CDEFEL, SNACKS & AM011IYY AAMAMt O W11E ',Mb.—, y 4 YFATYYAT7Y�(1�Ay Afl NA {15:0.7% AqAOY AU4AWAAA . S» F 1,w_ AfTtA .tM 54 Ei1 •NA.MFTSeNec87EKtfn FO MEGIS7FR WITH FORM OR CX•L E W'NW IMYYWA_C MA %WU t 4 11 \ i ltit;iiT4',I no 41 9 community based outdoor & sporting activities the ritual of the blessing of the eyes performed with the audience by motherthea almelia & onda music try eclectic en � e & rr0` v€ rj e • ecor a fax 1.- '-'5.7-' 4:-.1.: --_-_2 2.__.,., it_ r-t: 7!5_-_0- ----_-_, .4% _ ,,_ -*1._.._-- ._._-_71--vtitil-)1•Alniu_ la, it\ ti i r., .... _ , 0, „ V VIIft. s , I. ii ti ai a ,2. -, ..:- _ 1 1111C1• . 1U11�� ,. �r. trr�,r.lur.r.� ,fin I - -- _ . AI.to i ll%. til�l.� \'it, bA►\�ul 111\�\�t, \Clilltiti I NI. my il . -4E-- --__ 4-.tomplilwit crAssEt . ;r; , vow mio tk %Iwo 4.- -74141 --nail ?Rails --or ..,_...„ . mos Rail 81:sowits 1„, zlii-E-7: if '' - AO MIVIIIIIIISVRAVIN ' ri Nltt���� tiro RACE VII .0_,....„ W ssahickon Farms brrl breuikn s•l u issartirt.con! RiverBank menagerie ... rr► AVEDA l Clearly Different .:st Croix hair faun saon BANEER A SCENIC 10,28,45 OR 100 MILE FALL COLORS FAMILY I BICYCLE E FOR PEACE ..---y1 ,30i3 9 AM SUNDAY . ��� •• GANDY DANCER OBER 4'H . , 1 C '� & SURROUNDING ROADS ST CROIX FALLS, WI •;� BLACKTOP & COMPACT GRAVEL &''''' .Loo 4 DIFFERENT ROUTES! LUCK c 3. LOOP TO RIVER ROAD 4. LOOP TO DANBURY VISIT 10 REST STOPS! FUN, FOOD & REFRESHMENT! ��77LAKESIDE BBQ� CAFE WREN • LAMAR SCHOOL • WISSAHICKON FARM iCUSH BIKE 1A1R 4.. BIKE FARM • BAKER ORCHARD • GRECCO.S • FINE ACRES ALL N WELCOME_ BIK'. "DENMARK CHURCH • D 057 -RIDE RELAX $10 RIDE FEE • KIDS FREE (16 & UNDER) �A RES HOUSE REGISTRATION STARTS 7:30 AM • FRESH COFFEE &BAKERY PRE- REGISTRATION ON GANDHIDANCER.COM IS APPRECIATED RIDERS ON THE TRAIL BY 10:30 AM • HELMETS REQUIRED • FREE MAPS RIDE STARTS AT POLK COUNTY INFO CENTER SCF ( CORNER HWY -8 & WI HWY -35 ) ®LIVE MUSIC • BIG LEAF SHOW • GREAT FOOD • FREE BIKE TUNEUPS CAMPING • HOTELS • BNB'S • SHOPS • 1 HOUR FROM TWIN CITIES!!! CELEBRATING GANDHI'S BIRTHDAY & INTL DAY OF NON- VIOLENCE Glop INFO 800- 222 -POLK • WWW.GANDHIDANCER.COM EVENT BRUNCH CAFE WREN 10:00 -2 tat, UV:MOTH (44 & -7 PFMP FAIN! menagerie HtD BIRD MUSIC hISSMICION Cindy Stimmler High Test Travel 2071 Glacier Drive, Suite 3 - PMB A125 St. Croix Falls, WI 54024 715.755.2223 September 24, 2013 To Whom It May Concern: It is my pleasure to provide my thoughts regarding the qualifications of Woody McBride. Woody and I have worked together on several community events since 2009. During that time I was the Executive Director of the Falls Chamber of Commerce, which represents businesses in St. Croix Falls, WI, Taylors Falls, MN and throughout the St. Croix River Valley. Woody and his wife, Amanda, have supported the Falls Chamber as members since opening their salon business in downtown St. Croix Falls. Woody's work coordinating local community events, both large and small, is unparalleled. He has shown superior communication skills when working with vendors, volunteers, donors and participants. He is creative, collaborative and has the interpersonal skills to work with a variety of people. Woody is a self- starter that pays tremendous attention to details and financials, making events such the Music on the Overlook series, Wannigan Days and St. Croix Falls Autumn Fest successful ventures for all involved. The thing that I appreciate most about Woody is his ability to keep calm and carry on even when facing big challenges. Plus, he is dependable and fun to work with! I can highly recommend Woody's services and would welcome the opportunity to discuss his many fine qualities with you at your convenience. Sincerely, e&tdet Sttmoteeit John Hock Artistic Director. CEO BOARD of DIRECTORS: Josine Peters Chair Dorothy Goldie 6'ice -Chair Gar Hargens Vice -Chair Erik Janssen Treasurer Amy McKinney Secretary John Joachim Davis Klaila Ronald Kopeska John Kremer Diane Mullin John Reinan Tamsie Ringler ADVISORY BOARD: Michel Bergeron Tom Borrup C. Fuller Cowles Rico Gatson Amy Hertel Libby Hlavka Tasha Hock Su -Chen Hung Jon Isherwood Chris Larson Herman J. Milligan, Jr. Douglas Padilla William Ransom Nicholas P. Slade 24 September 2013 sculpture park Mr. Bill Turnblad Community Development Director City of Stillwater Stillwater, MN 55082 Dear Mr. Turnblad, I am writing as a reference and recommendation for Woody McBride. I can recommend Woody McBride without the slightest reservation and give him my best and full endorsement for Stillwater's new Summertime Community Festival. Woody has organized and curated Franconia's Art and Artists Celebration for the last seven years, always in a most professional and experienced manner. This is Franconia's biggest event each year, with 4,000 people in attendance. Woody McBride has also for the last three years curated and organized our Summer Music Series, which over the years has included more than 20 concert events here at Franconia. We have never had any problems with Woody's contracted service for the park. Woody is active, proactive, and prolific. His talent, energy, skill, and seriousness of purpose will make him a real asset for your event. Woody McBride has my full endorsement and best recommendation in his pursuit of organizing and managing your new Summertime Community Festival. Please contact me with any questions or for more comments. Sincerely. John Hock CEO / Artistic Director Franconia Sculpture Park johnhock franconia.oru 612- 743 -6664 29836 St. Croix Trail, Franconia, MN 55074 651.257.6668 SHAKOPE E June 21, 2013 Jim Peterson, Owner Mid - America Festivals 1244 Canterbury Road Suite 306 Shakopee, MN 55379 Dear Mr. Peterson: On behalf of the City of Shakopee, I am pleased to write this letter in support of the Minnesota Renaissance Festival. The Minnesota Renaissance Festival has been a major attraction to the Minneapolis -St. Paul southwest metro area for more than 40 years. The annual festival draws thousands of visitors from across the Midwest to the festival grounds, located just outside Shakopee city limits It joins Canterbury Park, Valleyfair Amusement Park and historic Murphy's Landing as solidifying Shakopee's reputation as a regional entertainment destination. Economically, the Minnesota Renaissance Festival's close proximity has been a boon to the City, as festival visitors and employees patronize the City's restaurants, hotels, gas stations and other local businesses every fall. The festival also provides local non - profit organizations the opportunity to fundraise by selling concessions during the seven -week event. Brad Tabke, Mayor City of Shakopee COMMUNITY PRIDE SINCE 1857 129 Holmes Street South • Shakopee, Minnesota • 55379 -1351 • 952- 233 -9300 • FAX 952 -233 -3801 • www.ci.shakopee.mn.us Chamber & Visitors Bureau Shakopee — Minnesota i`?sil June 17, 2013 To Whom it May Concern; The Shakopee Chamber and Visitors Bureau has enjoyed a mutually beneficial working relationship with Mid America Festivals, specifically the Shakopee Renaissance Festival, for nearly 12 years. In this time we have found the team at Mid - America Festivals to be good corporate citizens and well respected within our community. As the organization responsible for marketing and promoting Shakopee as a tourist destination, we are fortunate to have such a well -run, well respected and growing festival in our community. Each fall the festival brings in thousands of visitors to our community each weekend, benefitting our gas stations, hotels, campgrounds and retail community members. A few specific highlights are; • The Renaissance Festival brings over 305,000 guests to our community during their season • The Festival because of their ever evolving and innovative marketing initiatives have increased attendance each year since 2010 • Even with our numerous other attractions, the months of August and September are our largest lodging tax revenue months due to the large crowds the Festival brings. • On average overnight travelers in Minnesota spent $263 while a day traveler can spend an average of $48 with an overall average spending per traveler of $142. #µ source 2011 The Economic Impact of Travel in Minnesota Shakopee is fortunate to have Mid- America Festivals and the Renaissance Festival in our city and I would recommend them to any city as a tourism partner. Please feel free to contact me with any questions. Sin Angela itcomb, President Ea,i11 County Road 101 • Shakopee, MN 55379 • www.Shakl)p4-c.urr 1'Itt�aar : 52- 445-160 • Fax: 952- 445 -1669 • Toil -Frir: 1-800-574-2150 t -21510 September 23, 2013 Bill Turnblad Community Development Director Stillwater City Hall 216 Fourth Street North Stillwater, MN 55082 RE: RFP for NEW SUMMER FESTIVAL IN DOWNTOWN STILLWATER Dear Bill The attached response to the RFP is being submitted by Mid America Festivals Corp ( "MAF ") for your consideration. This Proposal includes the following: • COVER LETTER ➢ TABLE OF CONTENTS WITH RFP REFERENCED SECTIONS NOTED o CAPABILITY, HISTORY AND EXPERIENCE PRODUCING FESTIVALS OR EVENTS (3.1) o PRIMARY CONTACT PERSON (3.2) o BACKGROUND AND ROLES OF KEY INDIVIDUALS WHO WILL PARTICIPATE IN PRODUCTION (3.3) o PROPOSED WORK PROGRAM AND SCHEDULE FOR 2014 EVENT (3.4) o PROPOSED SITE PLAN (3.5) o IDENTIFICATION OF PLANNED EVENT ACTIVITIES (4.31) o DESCRIPTION OF EVENT MARKETING PLAN (4.32) o INVOLVEMENT OF LOCAL CIVIC GROUPS (4.33) o NEW EVENT NAME AND THEME (4.34) o PRELIMINARY EVENT BUDGET INCLUDING CONSIDERATION FOR CITY NAME AND RESOURCES (4.35) o ABILITY TO PRODUCE EVENT ON AN ANNUAL BASIS (4.36) o IDENTIFICATION OF DESIRED CITY RESOURCES AND REMUNERATION FOR RESOURCES (4.37) o REQUEST TO PROVIDE CITY WITH AN ORAL PRESENTATION (4.4) ➢ SUPPLEMENTAL MATERIALS ➢ EXECUTIVE SUMMARY MAF, along with affiliated entities, owns and operates the Minnesota Renaissance Festival, the Trail of Terror (located in Minnesota), the Bay Area Renaissance Festival at MOSI (located on the grounds of the Museum of Science and Industry in Tampa Bay, Florida), the Kansas City Renaissance Festival, the Michigan Renaissance Festival, and many other family oriented festivals and events. We had informally sought an extension of the submittal date because the busiest time of the year for us is August, September, and October but were informed that the deadline was firm. We have had a somewhat limited time to devote to the RFP and trust that the City will afford us the opportunity, and work with us, to more fully develop our proposal in the coming weeks. MAF is seeking to promote and operate a venue that will be focused on the families and proud traditions of the greater Stillwater community. I, along with some key members of our management team, would welcome an opportunity to meet with you and other representatives of Stillwater to discuss this Proposal in more detail. Respectively submitted, James H. Peterson President Mid America Festivals Corp TABLE OF CONTENTS (WITH RFP REFERENCED SECTIONS NOTED) COVER LETTER Page 1 TABLE OF CONTENTS (WITH RFP REFERENCED SECTIONS NOTED) Page 3 EXECUTIVE SUMMARY Section A CAPABILITY, HISTORY AND EXPERIENCE PRODUCING FESTIVALS OR EVENTS (3.1) Section B PRIMARY CONTACT PERSON (3.2) Section C BACKGROUND AND ROLES OF KEY INDIVIDUALS WHO WILL PARTICIPATE IN PRODUCTION (3.3) Section D PROPOSED WORK PROGRAM AND SCHEDULE FOR 2014 EVENT (3.4) Section E PROPOSED SITE PLAN (3.5) Section F IDENTIFICATION OF PLANNED EVENT ACTIVITIES (4.31) Section G DESCRIPTION OF EVENT MARKETING PLAN (4.32) Section H INVOLVEMENT OF LOCAL CIVIC GROUPS (4.33) Section I NEW EVENT NAME AND THEME (4.34) Section J PRELIMINARY EVENT BUDGET INCLUDING CONSIDERATION FOR CITY NAME AND RESOURCES (4.35) Section K ABILITY TO PRODUCE EVENT ON AN ANNUAL BASIS (4.36) Section L IDENTIFICATION OF DESIRED CITY RESOURCES AND REMUNERATION FOR RESOURCES (4.37) Section M REQUEST TO PROVIDE CITY WITH AN ORAL PRESENTATION (4.4) Section N SUPPLEMENTAL MATERIALS Section 0 • Minnesota Renaissance Festival "Who We Are" Power Point • Reprint of article from Twin Cities Business • Examples of promotional materials created in house • Examples of testimonials EXECUTIVE SUMMARY Mid - America Festivals Corp ( "MAF ") hopes to be awarded the contract from the City of Stillwater to create a vibrant new Summer Festival in downtown Stillwater to take place on the third weekend in July of 2014 and continuing every year for the foreseeable future. Our expertise, demonstrated by a track record that spans four decades, is to create and grow family traditions. Stillwater, the birthplace of Minnesota, seeks and deserves a venue that will respect the values and traditions of the community and be able to draw families from Wisconsin and the Twin Cities. We will have events that celebrate the birthday of Stillwater and the historic traditions of the St. Croix River Valley. If the residents, artisans, and business owners are not proud of Stillwater River City Days we have failed. MAF has always been a responsible corporate citizen, consistently supports local and regional businesses, acts as a true friend to not for profit organizations, and produces quality, affordable, and informative family venues that endure the test of time. An important aspect of our business model is that we have retained the services of a professional staff that allows us to create the vast majority of our work in house which provides high quality consistent work product. We have a full time Graphic Designer on staff which allows us to produce our own promotional materials (examples are included in our Proposal can be found in the Supplemental Materials section). Our Marketing and Communications Director purchases media and other advertisements in house which, once again, allows for high quality, consistency, and long term relationships. Our security, parking, and box office functions are for the most part handled in house. Over the years we have developed a great team which will benefit Stillwater River City Days. Our business model is to provide high quality food at prices well below what competitive venues charge. For instance, the signature food item at the Minnesota Renaissance Festival is turkey legs. This season we are selling turkey legs for $ 6.75 while the Minnesota State Fair sold turkey legs for $ 9.00. Turkey legs are just one of many examples. Each year we conduct comprehensive price surveys with the intent of selling every item at, or most often, below what our competition charges. Affordability is an important piece of our model. We provide free parking, free programs, free shuttle bus service, free entertainment, and free activities for children. All of our venues have similar core values and philosophies, yet each venue has unique aspects driven by the characteristics and demographics of the local community. Our plan for Stillwater River City Days is to create an appropriate venue. We have no plans to bring in a headliner such as Lynard Skynyrd and draw a throng of people to Stillwater that may not be compatible with other attendees or with local residents. Attendance needs to be driven over time and in a prudent, well planned schedule. We will not charge general admission to Stillwater River City Days though some of the activities will cost money to those individuals who wish to participate. We will have music at all times throughout Stillwater River City Days. Other than Saturday night, all of the music, including the Sounds of Stillwater Friday night and Jazz productions Sunday afternoon will be free. Other charges will apply to a few of our planned special events such as craft beer sampling and the thrill ride. We want to maintain some of the past traditions of the former Lumberjack Days including, but certainly not limited to, strongman competitions and chess tournaments. We plan on featuring the beautiful landscape and topography of Stillwater by including local artisans, merchants, and restaurateurs at our venue and by including a water ski show and possibly a bike race. Each of the three days will have its own theme which will provide people many choices and allow some to attend Stillwater River City Days two or three days. Every day will feature activities geared to families. Over the years, from time to time, we have "competed" against well intended local groups that believed their lack of business acumen and experience could be offset by their enthusiasm and effort. Our experience is that producing a successful three day event is very difficult and most either never get off the ground or fail after a few years. The ability of MAF to perform and deliver results is not speculative but based on a long history. The fact that MAF is financially viable and experienced should provide the City with a greater comfort than most, if not all, of the other groups submitting a Proposal. First, MAF views the creation and operation of Stillwater River City Days to be a long term venture and we have the knowledge and understand that initially we need to invest more time and capital to a venue that will probably not become profitable until the third season. Furthermore MAF understands that the third weekend of July in Stillwater could be extremely hot and or wet in any given season. MAF accepts this risk and is prepared for those inevitable poor seasons. In conclusion MAF respectfully requests that the City of Stillwater award the RFP to Mid - America Festivals Corp in order to allow MAF to stage the Stillwater River City Days and begin the process of creating an event that will soon become a tradition and flourish. MAF is the premier production company of Renaissance themed events in North America and clearly possess the requisite qualifications, talent, and experience needed for this undertaking. When all is said and done our expectations are that Stillwater River City Days will become a tradition that the local community will benefit from, the local community will play an integral role in our success, and that the local community will be proud of and enjoy. We create and build traditions. CAPABILITY, HISTORY AND EXPERIENCE PRODUCING FESTIVALS OR EVENTS (3.1) Mid — America Festivals Corporation ( "MAF ") is the applicant for this Proposal (MAF reserves the right to form a separate entity upon being awarded the RFP). Though MAF is a separate corporation, it is affiliated through common ownership and shared resources with four other entities. All of these entities are owned by Jim Peterson and represent some of the most successful and well managed Renaissance - themed Festivals in North America as well as other themed events. The Minnesota Renaissance Festival alone was attended by over 300,000 patrons in 2012. For purposes of simplicity in drafting this Proposal we use MAF at all times rather than jumping back and forth between the various entities. MAF was formed in 1976 and we have over 40 years of documented work product that indicates a history of honesty, competency, and success. We provide in -house expertise in operations, marketing, promotions, graphics, event planning, box office, security, legal, finance, parking, food, alcohol, training, and site development and maintenance. In some instances we operate on land we own and, at other times, we lease land. We also have entered into long -term partnerships with the John and Mable Ringling Museum and the Kansas City Art Institute which were based on mutual trust. We are proud of our Spirit of Giving program where, over the years, we have worked closely with hundreds of schools, artisans, charities and non- profits by providing fund raising opportunities and making donations. We have generated millions of dollars in revenue and opportunities for the communities we serve. The development, promotion, and long -term production of a successful event that Stillwater will be proud of, will best be advanced by the awarding of the Proposal to MAF. With MAF, Stillwater will realize the benefit of our committed professional management team. Our team has a proven track record of achieving and maintaining goals over the long haul and has, over the past 40 years, developed a formula for success. The depth and breadth of our involvement is unparalleled. We deliver results by creating and maintaining traditions. • Please note that we have included a power point presentation of "Who We Are" in the supplemental section of this Proposal. PRIMARY CONTACT PERSON (3.2) MAF has a very strong team in place for this event. The primary contact person at this point in time is Robert "Bo" Beller and his contact information follows: Name: Bo Beller Direct Line: (612) 238 — 1116 Cell: (612) 910 — 6666 Fax: (612) 339 — 1937 Email beller.bo @gmail.com BACKGROUND AND ROLES OF KEY INDIVIDUALS WHO WILL PARTICIPATE IN PRODUCTION (3.3) The key management team members, their qualifications and responsibilities are as follows: Name: James H. Peterson Title: Owner /President Qualifications: Jim has been intimately involved in all aspects of the entertainment industry for over 40 years. Jim is renowned for his expertise in creating, producing, and promoting the following: recording artists, theatrical productions, closed circuit boxing matches, major stadium concerts, and premier themed events around the country. Jim owns and operates the most prestigious and successful Renaissance Festivals in the nation. In addition to Renaissance themed events, Jim has been responsible for the production of many Halloween and Christmas themed venues. Jim's initial significant role in the entertainment industry began in 1965 when he and a partner created Schon Productions and brought the "big time" feel of major markets to the Twin Cities producing an average of more than three hundred shows a year. Jim is nationally known and a well- respected authority on outdoor family entertainment venues. Over the years he has given advice to many civic, governmental, and corporate groups. Jim has also on several occasions been invited to appear before legislative bodies where he provided his expert opinions. Jim is a very active hands -on owner who believes in surrounding himself with top -notch local talent and creating a professional team that will manage the production from A to Z. Responsibilities: The buck stops with Jim. Jim will oversee all aspects of the Stillwater event as well as establishing the policies and standards that all of his venues adhere to and maintain. Name: Title: Bonita P. Bartyzal Director of Site Operations / Director of Food & Beverage Qualifications: Bonnie began her career at MAF in 1984. She has consistently been promoted through the organization to the Director of Food and Beverage /Director of Site Operations. Bonnie is well versed in Universal Building Codes, specific city building requirements, OSHA requirements, health department specifications, catering and liquor license policies and procedures, and personnel management. She also coordinates all seasonal contracts with local vendors for services such as trash disposal, portable toilets, forklift rental, and food service equipment. Responsibilities: Bonnie is a working manager who oversees and directs all aspects of the site maintenance, building projects, compliance with governmental codes, and securing the necessary permits and licenses. In addition to her role as Site Director, Bonnie manages the operations of over 100 food booths and works with independent food operators to maintain quality and affordability for our guests. She orders and maintains all equipment, food and beverages to accommodate approximately 300,000 annual guests and participants. Name: Title: Stephanie L. Hubers Artisan & Games Director / Personnel Director Qualifications: Stephanie started with MAF 4 years ago. Prior to her employment with MAF Stephanie worked in banking. Responsibilities: Stephanie manages all aspects of Artisans' needs including contract negotiation, database management, artisan booth inspections, fee structures, jury policies, and vendor booth compliance. Stephanie also manages the games and rides, food independents and employees for our food and beverage booths. She annually trains around four hundred employees and volunteers representing not for profit groups to provide the best possible service for our guests. Stephanie is also responsible for the hiring, training, and retention of seasonal employees performing and working at the Trail of Terror Halloween venue. Name: Title: Katherine A. Kline Sales Director Qualifications: Katie has worked for MAF for 17 years. She spearheads the sales teams at the Minnesota, Michigan, Kansas and Bay Area Renaissance Festivals. Katie has developed and managed a challenging sales incentive commission program as well sales tracking reports, budgets and forecasted projected sales. Responsibilities: Katie is responsible for all areas of sales, corporate events, weddings, box office and special events. Katie coordinates over 1,800 business and school consignment and pre -buy contracts and over 500 ticket and coupon outlets including Costco, Whole Food Markets, Winn- Dixie, Super America, Sweetbay Supermarkets and Subway. She is also the liaison between the Festival and Scott County, prepares the letter of compliance required by our conditional use permit, obtains our liquor license, and permits. Name: Title: Debra O'Connell Schaber Marketing & Communications Director Qualifications: Deb has over 12 years in sales, marketing and event planning experience. She has been working for MAF for 8 years and has been the Marketing & Communications Director for 5 years. She coordinates the Marketing for the Minnesota Renaissance Festival, the Bay Area Renaissance Festival and the Trail of Terror. Responsibilities: Deb is responsible for all areas of marketing, public relations and social media. Deb Solicits sponsorships, coordinates cross promotional opportunities with area businesses and manages a 500,000 dollar local media buy budget as well as a regional media exchange valued at just under 1,000,000 dollars. Her department also schedules over 100 special themed events at the Minnesota Renaissance Festival each year, including the World Amateur Highland Heavy Games, Pet Festival, and Fairy Festival. Deb started our social media and e- newsletter campaigns that have grown to over 90,000 Facebook fans and over 40,000 email subscribers. Name: Molly Voss Title: Graphic Designer Qualifications: Molly has over 7 years of graphic design experience, creating print advertisements, websites, web banners and mobile artwork. Molly is proficient in Adobe Photoshop, Illustrator, Indesign, and Dreamweaver. Responsibilities: Molly manages and designs all the aspects of graphic needs for MAF, including website, advertising, promotional material, tickets, and memorabilia. She has developed relationships with printers nationally to secure the best possible pricing on all materials. Name: Title: Robert S. (Bo) Beller Corporate Counsel & Director of Business Affairs Qualifications: Bo is an attorney, licensed in the State of Illinois, and has worked for Jim Peterson since 1987. Bo has had extensive experience in sales, executive recruitment, and training. Responsibilities: Bo is involved with projects for the various corporate entities including long term business development and strategies, employment issues, corporate policies and procedures, contract negotiation and drafting, security, and other legal concerns. Name: Title: Robert A. Kinsman Security and Parking Director Qualifications: Bob has over 33 years of law enforcement and security experience. He has managed 3 of the area's largest private security companies. He currently is the owner of Kinsman Enterprises LLC which provides quality control management for several clients including major federal security contractors. Responsibilities: He has extensive experience in large outdoor event security and parking management such as the MN Renaissance Festival, WE Fest, and the US Open. In addition Bob has successfully managed security for major strikes and demonstrations throughout the United States. Name: Title: Richard C. Rice Director of Finance Qualifications: Rick is a CPA and CGMA. He joined our team in 2001 where he has been associated with the various Renaissance Festivals and corporate office . Rick also is involved in the operations and retail areas of the organization and has thirty five years of experience in various management positions in both the accounting /finance and merchandising fields in the entertainment industry. Responsibilities: Rick is responsible for all areas of accounting, finance, information systems, and human resources. Rick prepares the budgets with significant input from the department heads. Rick also oversees all banking relationships. PROPOSED WORK PROGRAM AND SCHEDULE FOR 2014 EVENT (3.4) This represents a partial list of items that needs to be done. We would like to start working on this event as early as possible to assure we can put on the best event possible for the City of Stillwater. January • Finalize budgets and contracts • Book the headline band for Saturday Night • Start the permit processes • Design website and social media pages, have them up and running by the end of the month • Sponsorship information & categories • Draft vendor & special event applications • Meet with local beer, wine and food companies • Research a list of vendors and potential sponsors for the event. February • Start booking local bands • Send out vendor applications • Call potential vendors and sponsors o BBQ Vendors o Local Beer and Wine Vendors o MN Raptor Center o Taste of Stillwater — • Book the Thrill rides for the family area • Draft a letter or newsletter to the local businesses communicating the new event. • Place an ad in the Stillwater newspaper about the upcoming event and the new management • Reserve stages, staging equipment, and other entertainment equipment March • Secure food vendors /restaurants for the Taste of Stillwater • Complete permit process • Order portable toilets • Order garbage removal and supplies • Finalize artwork for tickets, coupons, promotion material • Order rental equipment: radios, tents, fork lift, trailer, fencing, light towers, generators April • Contact strolling musicians • Contact characters for the family area. • Start the Media buy and partnerships • Complete insurance applications • Print tickets, coupons, promotional material • Order wristbands May • Hire seasonal staff for the event • Research shuttle buses for local residents to take down to the Festival. • Hire ticket and count room staff • Put tickets on sale for Beer Festivals, Wine Festival and Saturday night concert • Hire food and beverage staff • Order signs and banners June July • Draft press releases and start calling the local media • Finalize and publish final entertainment schedule • Publish a list of all participating vendors • Create map for set up, and instructions for vendors • Put tickets on sale • Order shuttle busses • Hire site staff • Finalize all set up arrangements • Create schedules for set up of event • Confirm all rentals, product and equipment deliveries • Food and Beverage orders • Pitch the press with story ideas • Continue advertising • Confirm shuttle buses and parking arrangements • Increase social media campaigns. PROPOSED SITE PLAN (3.5) Event venue outlined in red IDENTIFICATION OF PLANNED EVENT ACTIVITIES (4.31) Stillwater River City Days Event Schedule Friday — 4:00pm — 11:30pm - Taste & Sound of Stillwater • Local Bands • Whiskey & Scotch tasting • Craft Beer Festival • Family Area - 4:OOpm — 9:OOpm o Free Crafts, games, contests o Free Entertainment, fairies, pirates, princesses and more. o Bounce houses o Vendors, facepainting, hair braiding, etc. • Vendors & Artisans — 4:00pm — 9:00pm o Discounted vendor fees for all Stillwater artisans and vendors o 100 + vendors • Thrill Rides (i.e — Sling Shot) • Taste of Stillwater — local restaurants • Food Vendors Saturday — 10:00am — 11:30pm — Beer & BBQ Festival • BBQ & Rib Fest o Vendors o Eating contests • Craft Beer Festival o Hammerschalagen, Stein Holding and other games • Strongman competition • Motorcycle expo /festival • Lumberjack Beard Competition • Local bands and strolling musicians — all day • Country concert headliner at 8pm • Family Area — 10:00am — 9:00pm o Free Crafts, games, contests o Free Entertainment, fairies, pirates, princesses and more. o Bounce houses o Vendors, face painting, hair braiding, etc. • Vendors & Artisans — 10:00am — 9:00pm o Discounted vendor fees for all Stillwater artisans and vendors o 100 + vendors • Thrill Rides (i.g — Sling Shot) • Taste of Stillwater — local restaurants • Food Vendors Sunday Noon — 6:00pm — Wine & Jazz Festival • Wine Festival o 20 local wineries o Grape Stomp o Bocce Ball Tournament • Blues and Jazz Festival • Local bands and strolling musicians — all day • Paint Pub • MN Raptor Center Demos • Wiener Dog Races • Chess Tournament • Waterski show • Family Area - Noon — 6:OOpm o Free Crafts, games, contests o Free Entertainment, fairies, pirates, princesses and more. o Bounce houses o Vendors, facepainting, hair braiding, etc. • Vendors & Artisans — Noon — 6:00pm o Discounted vendor fees for all Stillwater artisans and vendors o 100 + vendors • Thrill Rides (i.g — Sling Shot) • Taste of Stillwater — local restaurants • Food Vendors Under consideration • Tour de Stillwater (Bike race) • Balloon Rides DESCRIPTION OF EVENT MARKETING PLAN (4.32) This is a preliminary outline of the marketing plan. We are proposing a cash buy of $50,000, with an additional added value promotions and in -kind advertising. Target Demographics: • Age 25 — 54 • Annual household income of $75,000+ • Families with Kids • Other Niche Markets o People that attend local events in the Twin Cities o People that attend concerts o People that visit the St. Croix area o Men o Motorcycle clubs o Beer Drinkers o Wine Drinkers o Music listeners Media Buy MAF has been purchasing media for their events across the nation for over 40 years. We have strong relationships with all the local Twin Cities media outlets as well as an additional 300 media outlets across the five state region. Digital and Social Media marketing have been increasingly more popular over the last 5 years. We have a strong background in Social Media, search engine marketing, email campaigns that we can bring to the table. Below is brief overview of the media we would purchase for this event. • Newspaper o Star Tribune Advertising Partnership o Pioneer Press o Stillwater Gazette o City Pages o Vita.MN o Other local newspapers • Radio o Clear Channel Partnership o Minnesota Public Radio / The Current o Hubbard Broadcasting o CBS Radio Network • TV o WCCO — Ch. 4 o KMSP — Fox 9 • Social Media o Facebook • Create a Facebook account for the Event. • Buy Facebook ad network ads. • Use MN Renaissance Festival Facebook page to promote the event — 90,000 + • Use Trail of Terror Facebook page to promote the event • Partner with other local events, companies and media outlets to run Facebook ads to their fans. o Twitter o Instagram • Web o Web Banners • Local media outlets • Star Tribune, Comcast, local TV stations, City Pages, Vita.MN • Google / Yahoo / Bing o SEM /SEO o Mobile advertising • Email Blasts o Buy local email network Campaign o Use Mid - America Festivals email database to promote — 40,000 + o Local Radio and TV email lists Partnerships MAF values their relationships with community businesses and we pride ourselves on working with the community to market the event to everyone. We have several partnerships in the Twin Cities including, Super America, Costco, Subway, Dairy Queen, Walgreens, MN Pro Paint Ball, Roseville Chrysler, and Grain Belt Beer to name a few. These partners provide promotional support in terms of posters, coupons, promotional materials in store, assistance in marketing the event to their customers, on the company website, social media, and newsletters. We also create partnerships with the local media, to promote our events. We have a strong partnership with the Star Tribune & Clear Channel. These partnerships allow us to increase our advertising value without spending additional dollars. Sponsorships Sponsorships are very important to the financial aspect of any event. MAF grosses over $500,000 in sponsorships annually. Our sponsors include, Coke, August Schell Brewery, Trinchero Family Estates, Johnson Brothers, Vermont Hard Cider Company, Bluegreen Vacations, Memorial Blood Center, Menards, Bakers Square, Mid -West Archery center, and local hotels. Public Relations MAF works with the local media on a weekly basis during the summer to pitch stories and ideas for coverage of events. Press releases are drafted and sent out every Tuesday and Thursday during the months of July, August and September to the local and regional media outlets about our event. Every season the Minnesota Renaissance Festival is covered by the four Twin Cities broadcast stations several times with live shoots on site and stories about the Festival. The Star Tribune and Pioneer press includes stories, photos and calendar listings of our events. We have built relationships with in the community and Stillwater River City Days will benefit from these relationships with the local media reports and editors. Graphic Design MAF has two full time graphic designers on staff year round. They have the ability to create logos, websites, web banners, advertising, and promotional material, such as posters, tickets, coupons. In house graphic designers are beneficial to meet tight deadlines, and turn product around quickly. INVOLVEMENT OF LOCAL CIVIC GROUPS (4.33) MAF, for the past forty years, has regularly sought out and worked with local civic groups, tourism and business associations, schools, and not for profit organizations. We attend and contribute to public sector as well as private sector meetings and committees. In order for MAF to maximize our effectiveness we need to get to know and appreciate the values and concerns of the community. MAF, when possible and feasible, supports local businesses. We strive to be good corporate citizens. Our main corporate office is in Minneapolis and our largest corporate office is located in Shakopee. Jim Peterson was born here and has lived his entire life in the metro area. Most of the key management team also live in the metro area and have visited Stillwater. Upon being awarded the RFP, we would seek local relationships and establish several key relationships, as we always do. We have had very preliminary conversations with an individual who is part of a local group also submitting a Proposal and expressed our desire to meet with them should MAF be chosen by the City of Stillwater. A cornerstone of our business model is the Spirit of Giving Program. We provide fundraising opportunities for local groups and make charitable contributions. We recently created a power point presentation featuring the Minnesota Renaissance Festival which can be found in the Supplemental Materials section of our Proposal and provides a 2012 breakdown of money raised by specified organizations and contributions made. The amount of money raised by organizations at the 2012 Minnesota Renaissance Festival ranged from the $ 1,953.80 earned by AMECE to the $ 115,000.00 earned by the Shakopee JC's . MAF, if awarded a contract by the City of Stillwater, will establish an event — Stillwater River City Days — that will become a Stillwater tradition that will include significant local involvement and participation. It is what we do. NEW EVENT NAME AND THEME (4.34) STILT WATER RIVER CITY DAYS On July 29, 1837, treaties were signed between the US government and the local Ojibwa and Dakota nations that allowed the settlement in the St. Croix Valley, making Stillwater one of Minnesota's oldest towns. Given this information would we like to celebrate the old and new traditions of Stillwater, MN. We will bring back some of the old traditions of Lumberjack days like, a Strongman competition, a Chess tournament, a waterski show, as well as celebrating some new traditions like the local wineries and breweries of Minnesota. Themes We have chosen to represent several themes during the Stillwater River City Days Festival. We would like the emphasize the Stillwater area to several different market groups, in doing so we hope this will bring more guests to the City of Stillwater, as well as allow guests to attend more than one day of the Festival. Tastes & Sounds of Stillwater We would like to celebrate Stillwater on Friday night, by working with the community to put on the Tastes and Sounds of Stillwater. Local restaurants, wineries, artisans, and musicians will be asked to take part in the Festival for their local community. BBQ & Beer Festival We lost the largest Twin Cities BBQ and Rib Festival in the Twin Cities about 5 years ago, we would like to bring this tradition back to the Twin Cities, and we think Stillwater would be the perfect fit. With the boom of local breweries popping up over the state of Minnesota, we would like to add a Craft Brew tasting event to the BBQ Festival. • Strongman Competition —The strongman competition would have similarities to the Lumberjack competition. Events will include truck pulling, tire lifting, caber tossing, rock throws and more. • Lumberjack Beard Competition — Keeping with the tradition of Stillwater and logging • Headline Country Band — To continue on with the theme of Saturday, we would like to bring in a country act to perform starting at 8pm. Wine & Jazz Festival Local Jazz and Blues bands will be hired to perform on two stages at the Stillwater River City Days on Sunday. These bands will also be accompanied by several events, such as a wine tasting, a paint pub, wiener dog races, and Minnesota Raptor Center presentations. • Cupcake Competition - To celebrate the birthplace of Minnesota, we would like to host a Cupcake Competition. Guests we be asked to pre- register, bake their cupcakes at home and bring them to Stillwater River City Days were they would be judged by culinary experts. • Chess Tournaments —To continue a couple of the traditions for the original Lumberjack Days, we would like to bring back the Chess Tournament. Family Area The family area would consist of several free activities for children. Free crafts, contests, storytelling, music, and dancing. Games, bounce houses and other activities would be available for a small charge. We would like to bring in characters that the children would enjoy seeing such as, Princesses, fairies, mermaids, knights, pirates, and more. PRELIMINARY EVENT BUDGET INCLUDING CONSIDERATION FOR CITY NAME AND RESOURCES (4.35) Our Proposal is that MAF will guarantee that the City of Stillwater will be reimbursed for all expenses related to Stillwater River City Days including, but not necessarily limited to, police, water patrol, dispatch, and fire. We will further negotiate a fee to the City of Stillwater contingent upon profitability. It is our conservative estimate that the City of Stillwater will realize extra "profit" starting with the third season. The attached budget reflects losses in the range of $57,299 to $84,409 depending on attendance. We feel that we are making a long term investment in this event and that future events will generate acceptable profit margins. * *See attached financials 9/25/2013 Stillwater Event Statements of Operations 2014 Total Attendance 20,000 30,000 40,000 Headline Band Attendance 4,000 4,000 4,000 Revenue Ticket Revenue - Headliner Band $ 80,000 $ 80,000 $ 80,000 Budget reflects $20 per person. Depending on artist, the price may be reduced to $10 Food /Beverage Revenue $ 60,000 $ 90,000 $ 120,000 Games & Rides $ - Sponsorships $ 75,000 $ 75,000 $ 75,000 Booth Fees -Food Vendors $ 2,200 $ 3,300 $ 4,400 Booth Fees - Artists $ 26,250 $ 26,250 $ 26,250 Wristbands $ 16,000 $ 24,000 $ 32,000 Other Revenue $ 1,000 $ 1,000 $ 1,000 Total Revenue $ 260,450 $ 299,550 $ 338,650 Cost of Goods Sold Food /Beverage Cost $ 24,000 $ 36,000 $ 48,000 Food /Beverage Labor /Other $ 6,000 $ 9,000 $ 12,000 Game Vendors Other $ 2,000 $ 2,000 $ 2,000 Total Cost of Goods $ 32,000 $ 47,000 $ 62,000 Gross Margin $ 228,450 $ 252,550 $ 276,650 % 87.7% 84.3% 81.7% Operating Expenses Operating Expenses $ 171,301 $ 181,846 $ 192,391 Management Expenses $ 82,490 $ 82,490 $ 82,490 Entertainment Expenses $ 59,068 $ 59,068 $ 59,068 Total Operating Expenses $ 312,859 $ 323,404 $ 333,949 Net Income $ (84,409) $ (70,854) $ (57,299) % - 32.4% - 23.7% - 16.9% Page 1 9/25/2013 Stillwater Event Statements of Operations 2014 Total Attendance 20,000 30,000 40,000 Headline Band Attendance 4,000 4,000 4,000 Operating Expenses Advertising /Printing Expenses $ 50,000 $ 50,000 $ 50,000 Grounds Crew $ 6,400 $ 6,400 $ 6,400 Insurance $ 7,000 $ 7,750 $ 8,500 Security $ 2,960 $ 2,960 $ 2,960 Shuttle Buses $ 6,415 $ 6,415 $ 6,415 Stillwater Police $ 20,000 $ 20,000 $ 20,000 Washington County Water Patrol $ 3,000 $ 3,000 $ 3,000 Washington County Dispatch $ 1,000 $ 1,000 $ 1,000 Fire Dept. $ 4,000 $ 4,000 $ 4,000 Contingent Fee -City Exp $ 5,000 $ 5,000 $ 5,000 Signs & Banners $ 15,000 $ 15,000 $ 15,000 Repair & Maintenance $ 5,000 $ 5,000 $ 5,000 Special Events Payroll $ 1,168 $ 1,168 $ 1,168 Equipment Rental $ 5,013 $ 5,013 $ 5,013 Fencing $ 12,500 $ 12,500 $ 12,500 Portable Toilets $ 17,645 $ 25,340 $ 33,035 Garbage $ 4,200 $ 6,300 $ 8,400 Other $ 5,000 $ 5,000 $ 5,000 Total $ 171,301 $ 181,846 $ 192,391 Management Expenses Accounting /Legal $ 16,500 $ 16,500 $ 16,500 Marketing $ 20,040 $ 20,040 $ 20,040 Sales $ 8,000 $ 8,000 $ 8,000 Food Management $ 20,250 $ 20,250 $ 20,250 Site Mgmt. $ 13,700 $ 13,700 $ 13,700 Office Supplies & Equip $ 1,000 $ 1,000 $ 1,000 Utilities $ 1,000 $ 1,000 $ 1,000 T & E $ 1,000 $ 1,000 $ 1,000 Other $ 1,000 $ 1,000 $ 1,000 Total $ 82,490 $ 82,490 $ 82,490 Page 2 9/25/2013 Stillwater Event Statements of Operations 2014 Total Attendance 20,000 30,000 40,000 Headline Band Attendance 4,000 4,000 4,000 Entertainment Expenses Production Assistants $ 11,000 $ 11,000 $ 11,000 Stage Hands $ 3,768 $ 3,768 $ 3,768 BMI /ASCAP $ 300 $ 300 $ 300 Talent- Headliner $ 20,000 $ 20,000 $ 20,000 Local Bands $ 10,000 $ 10,000 $ 10,000 Street Entertainment $ 3,000 $ 3,000 $ 3,000 Staging Expense $ 5,000 $ 5,000 $ 5,000 Ent Equip Rental $ 5,000 $ 5,000 $ 5,000 Other $ 1,000 $ 1,000 $ 1,000 Total $ 59,068 $ 59,068 $ 59,068 Note 1 Special Events Payroll Days Hrs. per Day Number of EE Rate Ticket Taker - Concert 1 3 2 $ 8.00 Ticket Seller- Concert 2 8 2 $ 8.00 Wristband Seller 3 9 2 $ 8.00 Special Events 3 9 2 $ 8.00 Note 2 Equipment Rental Radios $ 785 Fork Lift $ 340 Tent 20 X 20 $ 385 Light Towers /Generators $ 2,500 2 Office Trailer $ 1,003 total $ 5,013 Page 3 ABILITY TO PRODUCE EVENT ON AN ANNUAL BASIS (4.36) Throughout this Proposal we emphasized the business model of MAF, our proven track record, and vision. We attempted to convey that we viewed Stillwater River City Days as a long term venture and that we expected that the venue would not be profitable until the third season and further acknowledged the fact that a three day event on the third weekend of July in Stillwater may experience extreme hot and or wet conditions that would all but guarantee a losing season. MAF owns and produces outdoor venues. As was also noted on several occasions in this Proposal, MAF creates and builds traditions. We have owned and operated the Minnesota Renaissance Festival since 1972 We have owned and operated the Trail of Terror in Minnesota since 1992 We have owned and operated the Michigan Renaissance Festival since 1979 We have owned and or operated the Kansas City Renaissance Festival since 1977 We have owned the Bay Area Renaissance Festival at MOSI since 2004 We believe that the above partial list of our venues certainly indicates that MAF has the ability to produce Stillwater River City Days for many decades. IDENTIFICATION OF DESIRED CITY RESOURCES AND REMUNERATION FOR RESOURCES (4.37) An important component of the MAF Proposal is that MAF is prepared to guarantee to the City of Stillwater that the City of Stillwater will, at the very least, be made whole for all of the extraordinary resources and services that are provided to Stillwater River City Days. MAF is in a unique position in that we have many resources that other groups may not have available to them. For instance, we provide our own security for the Minnesota Renaissance Festival, an outdoor event that drew over 300,000 guests in 2012. In other words it may, or may not, be possible for the Stillwater River City Days to use fewer members of the police force during the event when compared to other venues. We may also own some equipment that is typically provided by the City of Stillwater to other events. Our plan, once we are awarded the RFP, is to meet with all of the Stillwater stakeholders and to jointly determine, resource by resource, what will be provided by the City of Stillwater and the cost of each resource. Again MAF is prepared to guarantee, regardless of the financial success of the Stillwater River Days, that the City of Stillwater is paid for all of the resources and services provided. MAF values the working relationships and trust we have established over the years with local municipalities in Minnesota, Michigan, Kansas, Missouri, and Florida. REQUEST TO PROVIDE CITY WITH AN ORAL PRESENTATION (4.4) MAF requests the opportunity to provide an oral presentation to expand on our vision for Stillwater River City Days. We want to be able to answer and ask questions. As we noted in our cover letter, this Proposal was required to be completed during the height of our busy season. We did not have the time to fully develop our Proposal to the comprehensive extent that we otherwise would have. We believe that an oral presentation and or meeting would allow you to become comfortable with us and afford us an opportunity to learn more first- hand information from you. A Minnesota Tradition Celebrating 43 years of Family Renaissance Tradition! • Minnesota enatssance estivai (952) 445 -7361 • renaissancefest.com Why the Minnesota Renaissance Festival • Celebrating 43 years of Minnesota Renaissance Tradition. • Attracts 300,000 + visitors annually. • The most attended festival of its kind in the nation. • Minnesota rli,enaissance estivai (952) 445 -7361 • renaissancefest.com We Are Your Market 25 20 15 10 5 0 Perfect Age Concentration Attendence % By Age ❑ 18 -24 ❑ 25 -34 ❑ 35 -44 ❑ 45 -54 ❑ 55 -64 ❑ 65+ • Minnesota fRenaissance -estivai (952) 445 -7361 • renaissancefest.com We Are Your Market 45 40 35 30 25 20 15 10 5 0 Affluent and Mobile Household Income Levels ❑ Less Than $25k ❑ $25k- $34.9k ❑ $35k - $49.9k ❑ $50k -$74.9 ❑ $75k + qerTaissance Testivar (952) 445 -7361 • renaissancefest.com We Are Your Market 68 Buying Power Renaissance Festival Audience ❑ Male • Female • Minnesota rRenaissance esavai (952) 445 -7361 • renaissancefest.com We Are Your Market The Number of Children Under 18 In Household 59% ❑ No One ❑ Two ❑ Three or More Minnesota Tspnalssance estivai (952) 445 -7361 • renaissancefest.com One of the Twin Cities' Leading Summer Attractions • The Renaissance Festival attracts visitors from the Twin Cities Metro Area, and neighboring States. • The Minnesota Renaissance Festival is among the most attended festival of its kind in the nation. • Minnesota 1i,,enatssanceTestivar (952) 445 -7361 • renaissancefest.com One of the Twin Cities' Leading Summer Attractions • In 2012 approximately 57,668 out -of -state and 97,125 out - of -metro visitors attended the Minnesota Renaissance Festival • Minnesota enatssance estivai (952) 445 -7361 • renaissancefest.com Economic Impact On the Twin Cities • In addition to the Renaissance Festival, each visitor from outside the Twin Cities metro area spends an average of $162 on food, drink, accommodations, gasoline and entertainment, in the Twin Cities. 154,793 (Visitors) X $162 (Per Visitor) =$25, 076,466.00 1enaissance]estvrr (952) 445 -7361 • renaissancefest.com Economic Impact On the Twin Cities • In addition to the Renaissance Festival, each Twin Cities visitor spends an average of $118 on food, drink, gasoline, and entertainment in the Twin Cities. 148,722 (Visitors) X $118 (Per Visitor) = $17,549,196.00 1enaissanceJestrvr (952) 445 -7361 • renaissancefest.com Economic Impact On the Twin Cities Total Economic Impact to the Twin Cities $42,625,662.00 • Minnesota enatssance estivai (952) 445 -7361 • renaissancefest.com Economic Impact On the Twin Cities • The Minnesota Renaissance Festival Invests $7,116,100.00 in cash to produce the event in Scott County. .minnesota eriatssance estival (952) 445 -7361 • renaissancefest.com LUMBER &MILLWORK° INC. Economic Impact On the Twin Cities • The Minnesota Renaissance Festival utilizes many local business and vendors in the production of the event. ZIEGLER CIT MP/EC .1.1lnf to Valley Electric Cogoerattti,e Steinkrnus Plumbing 5nc. 952.361.0128 Day Distributing Co. E .1[°1 r'S'EE C`;* [SE ER.A.T E ienarssance Testivaf (952) 445 -7361 • renaissancefest.com Economic Impact On the Twin Cities • The Minnesota Renaissance Festival provides over $1.3 million in employment for local contract labor, full -time and seasonal help. Mmnesota 1;teriat.ssance estivai (952) 445 -7361 • renaissancefest.com Charitable Contributions • In 2012 the Minnesota Renaissance Festival donated over $50,000 in tickets to local non - profit organizations and community groups. 1 Over 398 Non- Profit agencies received donations of tickets and merchandise. $20,413.50 Value • Minnesota enatssance estivai (952) 445 -7361 • renaissancefest.com - 856 Free Tickets were given to Military, Police and Fire Fighters in the area. $17,933.20 Value • Minnesota enatssance estivai (952) 445 -7361 • renaissancefest.com Charitable Contributions Emergency Food Self Network & Cap Agency I Donated 250 tickets in August as incentives for people to donate blood. $5,237.50 Collected over 10,000 lbs of food from the Minnesota Renaissance Festival. $6,400.00 Red Cross `Renaissance T[estrvaF (952) 445 -7361 • renaissancefest.com Donated 250 tickets in August as incentives for people to donate blood. $5,237.50 `Renaissance T[estrvaF (952) 445 -7361 • renaissancefest.com 2012 Fundraising Organizations Achieving Dreams $31,039.78 AMECE $ 1,953.80 Apple Valley Cheer $12,796.05 Basilica Choir $11,271.38 Business Professionals $14,884.82 Faena $ 2,501.32 Civil WarMuseum $ 2,909.36 • Minnesota 'Renaissance estivai (952) 445 -7361 • renaissancefest.com 2012 Fundraising Organizations G.N.Y. Youth Group $ 6,879.34 J& K Inspirations $ 6,354.23 Jordon Spanish $ 5,810.85 Knights of Columbus $ 4,999.39 Roller Garden $ 5,810.85 SACS $ 11,278.08 Shakopee JC's $115,000.00 • Minnesota (Renaissance estivai (952) 445 -7361 • renaissancefest.com 2012 Fundraising Organizations St. Francis Band $ 3,542.91 St. Joe's Catholic $12,767.79 St. Paul's Lutheran School $ 4,948.22 Tartan Theatre $ 7,195.87 Geek Partnership Society $ 2,600.00 Scott County New Options $ 5,484.50 Herpetological Society $ 2,750.00 • Minnesota 1i,,enatssance estivai (952) 445 -7361 • renaissancefest.com 2012 Fundraising Organizations Can Do Canines $ 5,502.00 Coon Rapids High School Theatre $ 2,000.00 Coon Rapids High School Spirit Booster Club $ 2,000.00 Edina High School Thespians $ 2,000.00 Glencoe Karate Club $ 2,000.00 Jordan Fastpitch $ 2,000.00 • Minnesota Iikenatssance estivrT (952) 445 -7361 • renaissancefest.com 2012 Fundraising Organizations Herzing University -SOYA $ 2,000.00 Iowa Lakes Women's Basketball $ 2,000.00 Shakopee Wrestling $ 2,000.00 Makato Sigma Sigma Sigma Sorority $ 2,000.00 Wildlife Rehabilitation $ 2,000.00 1enaissance TestvaT (952) 445 -7361 • renaissancefest.com 2012 Fundraising Organizations Minnesota Traditional Morris Dancers $ 8,200.00 Royal Scottish Country Dance Society $ 5,000.00 Elizabeth Syngers $ 1,600.00 Total Fundraising Dollars $ 328,582.54 • Minnesota 'Renaissance estivai (952) 445 -7361 • renaissancefest.com Education Impact • The Festival opens it's doors to more than 10,000 guests on Festival Friday each year, many of which are students and educators from local schools. ionnnesota enatssance estivai (952) 445 -7361 • renaissancefest.com Educational Impact • The Festival's free Renaissance Academy of Performing Arts provides a unique hands -on learning experience for local students of all ages interested in the Music/ Theater Arts • Over 200 Entertainers participated in our Apprentice Program this season. Each Individual spent approximately 54 hours learning Renaissance performing arts. $108,000 Value • Minnesota 'Renaissance es-Oval (952) 445 -7361 • renaissancefest.com Advertising and Promotion • The Minnesota Renaissance Festival spends over $2 million in promoting the event in local and regional media markets. 0 00 0 0 0 000 00000 C sr. i A.,e .1 j Lies KS9 tODAT'$ MIST vARIIIv FOX KMSP WI 0 0 0 MINNESOTA PUBLIC RADIO° 4NalIs 31. POO(. StarTribune 4k Minnesota enassanceTesavai (952) 445 -7361 • renaissancefest.com More Information For more information regarding advertising and sponsorship opportunities with the 2013 Minnesota Renaissance Festival please contact: Mid - America Festivals Jim Peterson President /Owner Phone: 612.332.5600 Jim-aa@thhunter.com Minnesota li,enaissancerrestivai (952) 445 -7361 • renaissancefest.com 'W TO SAY `WE'RE SORRY' > BEHIND THE SCENES WITH A LOBBYIST > THE COMING TELEMEDICINE BOO JUNE 2013 TCBMag.com INLES FROM THE LAND0or WHAT DO THEY ADD TO $3. 06 11 u 1111 ns 1111111 1111111 II 111 MIR iNteS FROM THE LAND OF WHAT DO THEY ADD TO MINNESOTA'S ECONOMY? BY ANDY GREDER AND ANN HARRINGTON ILLUSTRATIONS BY JOHN S. DYKES round lunchtime on the first Sunday in August, a few thousand hungry people converge on Dorset, Minnesota, population 22, which, with four local dining establishments —one for every 5.5 residents —has declared itself the Restaurant Capital of the World. That's when the tiny community near Park Rapids celebrates Taste of Dorset, where visitors can sample local specialties, play kids' games, and take a chance on being elected mayor: Anyone with a dollar can enter; the winner is drawn from a hat. Last year, 3- year -old Robert Tufts was elected; past winners include a parrot and a St. Bernard. As restaurant owner Jeannette Dudley notes, "You don't have to be human to win." It's all tongue in cheek, but the impact on Dorset is undeniable. Most area businesses rake in their best day of the year. Last year, Dudley and her crew of 30 -plus served more than 1,300 slices of the Dorset House Family Restaurant's homemade pepperoni, sausage, and cheese pizzas at $2 each. Down the street, Compafieros calls in 50 employees for the day to sell tacos, virgin strawberry margaritas, and Mexican mud balls (ice 30 TWIN CITIES BUSINESS Lcbmag.com DUNE 2013 cream, crushed Oreos, strawberries, amaretto, and whipped cream). At 75 cents for a 7 ounce margarita, profits are not really the point, says restaurant owner Rick Kempnich. "We make a little, but it's not the motivator;' he says. "It's just a great event. It gives us exposure, and people come back:' All over Minnesota, communities are making similar calcula- tions. From Kandi is Dandy Days in Kandiyohi, Sinclair Lewis Days in Sauk Centre to Corn on the Cob Days in Plainview and Potato Days in Barnesville, it seems there's a half -dozen celebrations for every summer weekend. OK, maybe "Land of 10,000 Festivals" exaggerates a little. But you could add New Ulm's Bavarian Blast; Uff Da! Days in Nevis; a few dozen art fairs, from Edina to Uptown to Ely, music festivals from the Bayfront Blues Fest in Duluth to the Rock Bend Folk Festival in Mankato to WE Fest's country in Detroit Lakes and Twin Cities Jazz in St. Paul, and still only scratch the surface of festival culture here. What is it about Minnesota and festivals? And what do they con- tribute to our economy? Unplugged: The Northern Harvest Three nights of concerts in Grand Marais feature NPR's Mountain Stage performances plus other singers and songwriters. The International Festival Mankato showcases dozens of cultures, with food, music, and dance. Festival Facts The Tourism Center at the University of Minnesota estimates the state has 1,500 festivals. Explore Minnesota lists about 600 festivals. The Minnesota State Arts Board granted $608,800 to 18 arts and cultural fes- tivals for 2013, including $69,000 for Irish Fair. 32 TWIN CITIES BUSINESS tcbmag.com /UNE 3013 Irish Fair Up to ioo,000 fans of the Ould Sod flood St. Paul's Harriet Island to enjoy traditional dancing and music, and sip Irish brews. Cambria Crush: Annual Great Grape Stomp Celebrates the fruit of the vine in New Ulm. Tall Timber Days In Grand Rapids, you can dress up like lumberjacks and listen to live music. A FRENZY OF FESTIVALS n, espite our affinity for festivals, no comprehensive list of the state's celebrations exists. Explore Minne- sota Tourism, a state agency, lists about 600 festivals in its database, but it relies on self - reporting by festival organizers, according to research analyst Patrick Simmons. The Tourism Center at the University of Min- nesota puts the count in the ballpark of 1,500, but director Ingrid Schneider says there are no good estimates of festivals nationwide, so it would be difficult to say how that com- pares with other states. What all this festivity adds up to in total economic activity is similarly uncharted territory. While a few individual festivals have gathered data on their economic impact, thus far no one has put together an overall picture. Presumably, festival spending accounts for some portion of the $10 billion spent by travelers in Minnesota in 2011, according to a study by research firm Tourism Economics. That $10 billion in turn generated $17 billion in total business sales and $1.1 billion in taxes to state and local governments. How many millions or billions depends in part how far festivalgoers traveled, and how many booked hotel rooms, cabins, or camping sites, as overnight visits significantly drive up spending. Such studies consider three prongs of impact, says Neil Linscheid, an extension educator in community economics at the U of M. The first is "direct impact" — spending at the event; the second is "indirect impact," from business -to- business transactions (in Dorset, that could include vendors buying ingredients for all those pizzas and margaritas). The third is "induced impact," as the kitchen and wait staff called in to work at Taste of Dorset spend some of their windfall down the street. Studies of the economic impact of travel and tourism also usually exclude local spending, reasoning that the same money would have been spent locally anyway, just on something else. But we're not so worried about the tourism part. With festivals such a big part of summer in Minnesota, we were curious about how much people chose to spend on festivals, as opposed to Twins games, golf or going to the mall. We looked at a sampling of festivals between Memorial Day and Labor Day, and tracked at least $66 million. ST. PAUL STORIES n the first Sunday in June, traffic shuts down, and 250,000 people descend on St. Paul's Grand Avenue for Grand Old Day to people - watch, enjoy live bands tucked into parking lots, and graze at some of the 150 food stands along the way. The free event started 40 years ago to raise money for the Grand Avenue Business Association, but the impact goes far beyond the day itself. "We have a lot of businesses that say that their sales spike in June —for the whole month;" says Sue Evens, executive director of the Grand Avenue Business Association. "Not just on Grand Old Day, but even those that are closed on Grand Old Day. They say people come and want to come back." More than 73 percent are repeat visitors, Evens says, some from as far away as Wisconsin and the Dakotas, according to a 2006 survey by the Tourism Center at the U of M. A com- bination of wristband fees to beer gardens, sponsorships and vendor fees raised more than $100,000 for the Grand Avenue Business Association, but the vendors could do pretty well themselves. Three- quarters of the attendees surveyed said they bought something to eat or drink, spending an average of $23.22. Multiply that figure by 0.77 by 250,000, and that translates to $4.3 million. Another St. Paul tradition, the Irish Fair of Minnesota, brings out a comparatively modest 80,000 to 100,000 people over three days, says Michael Gibbons, president of the fair's board. But between watching step - dancing, listening to groups like Gaelic Storm and Boiled in Lead, and admiring men in kilts, about 77 percent of visitors to Harriet Island purchased a pint or something to eat at the fair, according to a 2011 Tourism Center study, spending a average of $34. If we take the midpoint of attendance, 90,000, multiply it by 0.77 by $34, that adds up to $2.4 million. The Irish Fair has no admission fee, but the survey con- cluded that patrons would only be willing to pay $5. "We don't want that admission fee to be a barrier to people coming out;' says Gibbons. "We are about sharing the culture with people. We are not about being a profit - generating organization. We do have bills to pay, so we have to come up with some revenue." The fair does charge food vendors a fee for their space, and takes a cut of their sales. In return, the fair's profits go to support immigrant populations in the community. That's something Finnegan's CEO Jacquie Berglund can get behind. Minneapolis -based Finnegan's is one of three beer options at the fair, along with Harp and Guinness, but Finnegan's is the only one that donates 100 percent of its profits to organizations that fight hunger. The Irish Fair is the only sponsorship the local brew- er buys all year, says Berglund. "It's a great demographic for us." And last year Finnegan's sold 182 kegs over the weekend. The Tourism Center survey found that three out of 10 fair attendees bought some kind of souvenir, spending an average of $40., that's another $1.1 million. Add about half the attendees paying $10 for parking, 2 percent paying an average of $170 for lodging, and we're up to $4.2 million. Now that's thinking green. The State of Minnesota has a stake in the success of such events, essentially contributing seed money to a small group of festivals that celebrate the arts and build community. In November the Minnesota State Arts Board awarded nearly $609,000 (some of it state taxpayer money) in grants to 18 groups and 2,700 artists across the state, including $69,000 to the Irish Fair, $59,240 to Twin Cities Pride in Minneapolis, and $40,535 to the Grand Marais Art Colony. The board estimates that 500,000 people participated in the 18 events funded. Grand Celebration Powwow Hundreds of American Indian dancers gather for three days of competition in Hinckley. \Pelican Fest An avid participant \does his part in "water wars," a popular event in Pelican Rapids. Fisherman's Picnic Downtown Grand Marais is packed with outdoor activi- ties, Including a log- rolling competition. Irish Fair of Minnesota Attendance: 8o,00 to 100,000 Food and drink: $2.4 million (77 percent of attendees spend an average of $34) Souvenirs: $1.1 million (3o percent buy souvenirs at an average of $4o each) Parking: $486,000 (a little more than half pay $1o) Lodging: $306,000 (2 percent spend an average of $170) Total spending: $4.2 million JUNE 2013 tcbmag.com TWIN CITIES BUSINESS 33 SOURCE DATA FROM UNNERSNY OFMINNES Uptown Art Fair Celebrating its 5oth year, the Minneapolis fair draws 375,000 visitors. Renaissance Festival Six hundred entertainers (and a few wood sprites) transform the festival grounds near Shako- pee into a 16th- century village. Itasca Vintage Car Club The largest car show and swap meet in northern Minnesota. Minnesota Renaissance Festival Attendance: 303,000 Ticket revenue: $5.4 million (most visitors pay $18.95 per ticket) Food and drink: about $15.2 million (estimated $5o per visitor) Total spending: $20.6 million 34 TWIN CITIES BUSINESS tcbmag.com JUNE 2013 An Artist's View Minneapolis psychology professor Kelly Hazel has been selling her jewelry at art shows and festivals around the region for the past five years. So far her passion has not made her rich. "Whenever you come out ahead, it goes back into the business for the next year," she explains. "You do it because you love making things and can't continue making them unless you sell some of them." Festivals usually charge $200 to $800 for art- ists to show their work; so far this year, Hazel has already spent $9,000 on materials, fees, and advertising. The Stone Arch Bridge Festival, held June 14 -16 along the Mississippi River in Minne- apolis, is one of her top - performing shows, she says, because all three days are profitable. She has been able to qualify for more com- petitive shows after learning to work with pre- cious -metal clays and hand -blown glass, allow- ing her to make components for her earrings, bracelets, and necklaces. Her husband helps with the business, KLH De- signs, working every festival. She usually works 10 to 12 shows a year, but is opting for a more relaxing summer this year and will only work six or seven. Hazel has considered opening her own jew- elry store, but in the current climate, "it's way too risky," she says. "It's fun keeping this as a small business and not having to rely on it." —Raya Zimmerman TALL SHIPS, SHORT SEASON hough summer in Duluth can be brief, the city on the big lake makes the most of its location. When the tall ships sailed into Lake Superior in 2010, some 250,000 visitors from 42 states and four Canadian provinces turned out to greet them, and most of them needed places to stay. Tourism is a major player in Duluth's economy, with 3.5 million visitors generating a total of $800 million in economic impact each year, according to Gene Shaw, director of public relations for Visit Duluth. And while the flotilla of 10 replica ships from the 1800s will be a stirring sight this year, it's far from the only thing the state's fourth - largest city has going for it. Shaw estimates that Duluth has more than two dozen festivals. The waterfront park is called Bayfront Festival Park, and it lives up to its name, with programming pretty much nonstop from mid -June to Labor Day, including the Twin Ports Festival, All Pints North Summer Brewfest, Bayfront Reggae and World Music Festival, Bayfront Jam, and Bay - front Blues Festival. Similarly, Minneapolis seems to have an art fair almost every weekend (the big ones are Uptown, Powderhorn, Loring Park, and Stone Arch Bridge) and music events like Rock the Garden at the Walker Art Museum and the Ba- silica Block Party. In the City of Lakes, the 10 -day Aquaten- nial still reigns supreme. The city's Downtown Council estimates that 400,000 people attended in 2011. Meet Min- neapolis calculates that at an average of $50 each, that adds up to an economic impact of $20 million. If one of those events went away, residents of the state's largest city would probably find a festival to replace it. Smaller towns, however, sometimes struggle to keep a fes- tival relevant. In Baudette, known as the Walleye Capital of the World, Willie Walleye Day started in the 1960s to honor the city's "most famous resident," the 21 ton, 40- foot -long statue that has greeted visitors since 1959. With inflatable bounce houses for the kids, a dunk tank, and jugglers, Willie Walleye Day seeks to bring anglers and their families into town, instead of just cocooning at lake cabins. Tall Ships Just one of the draws to Duluth, where Lake Superior Bay provides a stunning setting for music and more. Nisswa- StBmman Nyckelharpas and more Scandina- vian folk music in Nisswa. "Without this event, we wouldn't have that extra draw to those families," says Mike Hovde, president of the local chamber of commerce. But it has sometimes been hard to keep Willie Walleye Day going. The tradition lapsed for a time, until the Lake of The Woods Women of Today led a revival in 1992. The group relinquished control three years ago, and the chamber of commerce stepped in. "Willie Walleye is too important to us," Hovde says, especially because the big fish is photographed "constantly," so the chamber wants to keep the tradition going, including the uptick for area businesses that comes with the day. Small doesn't necessarily mean struggling, however. Nevis, population 390, appears to have a hit on its hands with Uff Da! Days. The 10th annual celebration of Scandi- navian heritage, complete with lutefisk and Swedish meat- balls, draws thousands. People line up for hours for food at a local church and the latest installment of the play, The Continuing Saga of Ole and Lena, in which Lena has recently moved from Norway to Nevis, says entertainment chair Bev Flynn. "People plan all year to come to Uff Da! Days." In Ely, the Blueberry Art Festival draws between 40,000 and 60,000 visitors to an arts and crafts fair of about 300 vendors. Vendor fees generate about $50,000, which local businesses can use for promotions and advertising, says Ellen Cashman, events coordinator for the resort town's Chamber of Commerce. The economic benefit doesn't end there. Out -of -town guests often get a hotel room for the weekend, buy gas, eat, and shop at the festival, she says. Eighty percent of the vendors come back from year to year, a sign that the festival is good for them, too. In New Ulm, 5,300 people paid to attend the Bavarian Blast, a music fest with more than 20 bands playing polka, country, rock, and, of course, German folk music. With beer supplied by the hometown August Schell Brewery, the event measures success by the number of kegs emptied and piled in a pyramid behind the bar. Last year the pyramid was five or six high, says Paul Sabatino, the Blast's president. At $4 for a 16 ounce glass, that's about $48,000 of beer. WE Fest Attendance: 47,00o over three days Ticket revenue: $7.1 million (tickets start at $99 x 41,000 =$4.1 million); 6,00o sold -out VIP tickets at $5oo- $i,000 = $3 million) Miscellaneous spending: About $9.4 million ($200 each per attendee) Minneapolis Aquatennial Estimated attendance in 2011: 400,000 Estimated economic impact in 2011: $20 million JUNE 2013 vbmrgt. ruin TWIN CITIES BUSINESS 35 DATA FROM WE FEST a S a i a Big Numbers No assessment of the state's festivals and their economic impact would be complete without this word: "Renaissance." The home -grown Minnesota Renaissance Festival got its start in 1971 when 25,000 people gathered in a field in Jonathan, a planned community now part of Chaska. The fair soon moved to Shakopee, and four decades later, it has become an institution, with 303,000 visitors over seven weekends. Corporate parent Mid - America Festivals runs similar festivals in three other states. The Minnesota festival has 600 entertainers and 25o artisan booths on the site, which is meant to resemble a 16th- century village. At $18.95 for admission, visitors paid about $5.4 million total, factoring in reduced prices for kids 5 to 12 and the 800 customers who bought $8o season passes. Add an estimated $50 each for turkey legs and something to quaff, and that's another $15.2 million, even without a trinket to take home. But the Renaissance isn't the only festival that's cashing in big. WE Fest, held the first weekend of August at Soo Pass Ranch just outside of Detroit Lakes, has become the larg- est camping and country music festival in the nation, attracting A- listers like Carrie Under- wood and Keith Urban, along with 47,000 fans per day. Tickets start at $99 for the three -day festival, but prices rise as the dates get closer. That's at least $4.1 mil - lion. Six thousand VIP seats (the chairs themselves purchased from Chicago's late Comis- key Park) were sold out this year by early May. At $500 to $1,000, that's at least another $3 million, or $7.1 million in total ticket revenue. Randy Levy, a longtime staffer before he became owner, says the festival has come a long way since 1983, when 8,000 fans showed up to see Alabama. "We continually invest in better production, meaning sound, lights, and video, and it's true state of the art." It's common for attendees to spend a couple hundred dollars over the course of the weekend, Levy says, adding that every hotel in the area sells out, and grocery stores do "enormous business." Two hundred dollars times 47,00o equals another $9.4 million for food, drink, merchandise, and lodging. Ka- ching. Moondance Jam in Walker, one of the nation's largest classic rock festivals, boasts head- liners like Miitley Criie and Cheap Trick and a similarly pricey model: Three -day tickets for $180 to $200, VIPs for $475 to $500. And the convenience stores in Walker, population 943, sell a lot of ice. 36 TWIN CITIES BUSINESS tcbmag.com JUNE 2013 Pola - Czesky Days Toilet Bowl Races are back in Silver Lake after a 20 -year ban. From their porcelain seats, participants propel the wheeled contraptions down Main Street with plungers. MORE THAN MONEY For sheer wackiness, it's hard to beat Pola- Czesky Days in the central Minnesota town of Silver Lake. The 44th an- nual event has the usual festival fare: a car show, street dance, parade, craft fair, kickball and volleyball tourna- ments, and specials on chicken, pastries, and beer. And then there are the toilet -bowl races on Main Street. Kevin Nowak grew up hearing about the tradition of wheeled contraptions with toilets for seats that were propelled down the street by pushing plungers against the asphalt. It all came crashing down in 1987 when someone with 10 commodes stuck to a hayrack crashed into a barricade, flushing the tradi- tion for 20 years. Nowak grew up vowing Silver Lake would someday regain the title of "Toilet Bowl Racing Capital:' After high school, he petitioned the City Council to revive the races. He was granted an exhibition year and never looked back. Now the event's MC, he has been known to pull people out of the crowd and put them in a vehicle he has assembled. "People love it," he says, "and want to be a part of it:' Businesses sponsor the races, and the civic association runs a kid- friendly obstacle course between heats. Duane Yurek, an event leader, says it's the women in the churches baking kolaches, a Czech fruit -filled pastry, and the men in the Lions Club cooking chicken dinners that make the event successful. In all, Silver Lake estimates that it raises $40,000 a year to fund half a dozen civic - minded groups like the Silver Lake Lions Club. Forty thousand dollars may not sound like a huge number, but it makes a big difference in a city of 800 souls. And it's a reason for Nowak, a mechanical engineer who now lives in Victoria, to make the trip home each Au- gust. "It's a nice last hurrah of summer. All my friends come back for that weekend." Tca Andy Greder has written for the St. Paul Pioneer Press and Reuters. Ann Harrington is senior editor of Twin Cities Business. Can Do Canines$ ASSISTANCE DOGS Debra Schaber Director of Marketing Mid - America Festivals Dear Deb, June 18, 2013 Can Do Canines has been working with the Minnesota Renaissance Festival since 2005 providing volunteers to work in the Pet Gate at the Minnesota Festival location. We are proud of our association with the festival as it has enabled us to raise nearly $25,000 in 8 years for our nonprofit organization. More than 1,000 Can Do Canines volunteers have provided over 6,000 hours of volunteer labor for the festival organization and they can't wait to sign up each year! Can Do Canines is dedicated to enhancing the quality of life for people with disabilities by creating mutually beneficial partnerships with specially trained dogs. Our partnership with the festival has increased awareness of our organization in the following ways: 1. Benefitting from the promotional efforts of the festival marketing department (print, website, social media). 2. Having a fun way to recruit new volunteers to work the Pet Gate by giving them a food coupon, admission ticket on the day they work and one free ticket to return for a full day of fun at the festival. 3. Benefitting from the Wine and Chocolate weekend's silent auction proceeds. More than $7,000 has been received from this event since 2010 for Can Do Canines programs. 4. Placing information materials about Can Do Canines in the press packets and being allowed to hand out information to every person that goes through the Pet Gate. Funds raised through the Pet Gate volunteer program are used to provide assistance dogs at no charge to people with disabilities in these program areas: Hearing Assist, Diabetes Assist, Seizure Response, Mobility Assist and Autism Assist. We have trained and placed more than 425 assistance dogs since we began in 1989 due to the support of generous corporate partners like Minnesota Renaissance Festival. The Minnesota Renaissance Festival marketing staff have arranged for the King and his dancers to perform at our 2012 Woofaroo festival fundraising walk and the King also made an appearance at our 2012 Fetching Ball Gala. The Renaissance actors always bring a wonderful attitude and atmosphere of fun to any event! The marketing staff are a pleasure to work with and they are always quick to offer advice and assistance during their busy festival season. We are honored to be chosen each year to benefit from the auction and to provide volunteers for the Pet Gate. Thank you and we look forward to another exciting festival! Huzzah, Janet L. Cobus Development Director 9440 Science Center Drive, New Hope, MN 55428 Phone: 763- 331 -3000 • Fax: 763 -331 -3009 • www.can- do- canines.ar July 11, 2013 Mr. Will Peterson Kansas City Renaissance Festival 628 N. 126th St. Bonner Springs, Kansas Dear Mr. Peterson: As a former mayor, I want to thank the Renaissance Festival for all it has done to help the city of Bonner Springs. For more than three decades, the Renaissance Festival has gone out of its way to be a good neighbor. Whenever there has been a community event, the Festival was quick to step in and help. They have provided cast members to take part in local events and provided promotional incentives. The Renaissance Festival has provided employment to thousands of residents during its long history. Certainly, you draw thousands to Bonner Springs which is important to our local economy. You are an excellent corporate neighbor. In addition, when. I was in the newspaper business, the festival was tremendous to work with. Your staff was always ready and willing to cooperate with the Chieftain and I will always appreciate that. If I were asked to define the term, "good corporate neighbor" my answer would be the Renaissance Festival. Thank you for your community support and my best wishes for many, many successful future seasons. Sincerely, Clausie W. Smith Former Mayor and Newspaper Publisher Bonner Springs, Kansas To whom it may concern: My name is Bill Colehour and I am the President of the Board for the Prospect House and Civil War Museum in Battle Lake, MN. We were a new non - profit museum in May 2012 when my daughter noticed on the Renaissance Facebook page that they offer opportunities for volunteers to raise money for non - profits. This really caught my attention since our organization started with zero funds and the entire board was made up of volunteers. I brought the topic up at our next board meeting and it was unanimously approved. I then started communicating with Stephanie Hubers at the Renaissance office. She was very helpful with all of my questions. We decided to operate a soda booth for all sixteen days of the Festival. We only have ten members on our board so I knew I had to do a lot of recruiting for more volunteers. After mining all of the relatives and work friends as well as people we met on a vacation to Alaska we ended up with 35 volunteers. Our museum is 190 miles away from the Festival and we got many volunteers that were willing to drive that distance and stay overnight to work again the next day. Although the work in the booth was not difficult it was challenging for us older folks physically to stand on our feet all day. We all enjoyed the people watching and prided ourselves on our customer service. We surely had the coldest drinks and quickest service at the Festival! All of the volunteers enjoyed talking about their experiences and I did not hear of anyone that did not enjoy working at the Festival. I am hoping to get all of the same volunteers back in 2013 as well as recruiting some more. Some people seemed reluctant to wear the costumes but after we were done for the season I think they all had positive things to say. And they also learned some new language and words! We were always talking about the food booths and sharing anecdotes about what was the best food to eat when our shifts ended or on breaks. Our museum does about 90 percent of its business in the summer tourist season. The donation check we received in November from the Renaissance Festival helped to pay our overhead bills during the off - season. Without the fund raising dollars we would have been unable to pay our heating bills this last winter. This helped keep our spirits up and motivated the board to work hard. Seeing positive things happen keeps everyone going. Personally, I enjoyed coming to the Festival before opening and checking in at the counter where the people soon recognized us and knew what organization we were with. Most people were easy to get along with and the teamwork was really fun to see. After closing time it was also interesting to watch everyone do their various functions efficiently and quickly. Sincerely, Bill Colehour President, Prospect House and Civil War Museum The 28 June 2013 Stephanie Hubers Mid - America Festivals Ms. Hubers, The Minnesota Herpetological Society (MHS), a 501(c)(3) organization, has been involved with the Minnesota Renaissance Festival/Mid- America Festivals since 1989 when we came out as guests of Como Zoo to display our reptiles and amphibians at the Como Cottage. We took over the operation of the cottage in 1993 when Como Zoo pulled back their outreach programs and no longer wished to participate. Our relationship with the Minnesota Renaissance Festival is mutually beneficial to both organizations. The Herpetological Society fulfills its mission, which is to promote the conservation of reptiles and amphibians and to educate the public about the value of reptiles and amphibians in the natural world. We do this by staffing the cottage with people who display snakes, turtles /tortoises, lizards, and even an alligator or two. When it is appropriate, the public is invited to touch the animals while we educate them about its natural history and biological features. In the case of animals that are not appropriate to touch, the public can view them through the safety of a fence and listen while the experts talk about them. We even have several tortoises that roam the grounds among the patrons (under the watchful eye of their handlers). Each year we have over 80 volunteers donating in excess of 3000 hours to this important event. Thousands of people visit the Como Cottage every year and leave with a newfound appreciation of these critters. This exposure would not be possible without the long - standing relationship between the Herpetological Society and the Minnesota Renaissance Festival. The Minnesota Renaissance Festival benefits because we provide a fun and educational experience for the patrons that they remember long after they leave the grounds. Many people come back to visit us each year and say we are one of their fond memories of the festival. We are a large segment the Grand Parade each day, to the delight of all of the people lined up to watch. In exchange for our involvement, the Minnesota Renaissance Festival donates monetarily to the Minnesota Herpetological Society. This donation allows us to continue operating the society as well as to have the financial resources to be able to award grants to other people and organizations who are working on research and conservation projects that help the reptiles and amphibians that we care so much about. Sincerely, Bill Moss Renfest Committee - Minnesota Herpetological Society niCARGOTEC June 13, 2013 To Whom It May Concern: We would like to recommend the Kansas City Renaissance Festival to any corporation or business thinking of entering into a corporate partnership or using them as a company outing. We have been partnering with the event for the last ten years with tremendous success, and our employees continue to ask for it each year. We sincerely thank them for all they do to make the outing enjoyable for our associates. Yours sincerely, Courtney L Sands Warranty Supervisor /Social Committee Rep Kalmar 415 E. Dundee Street 66067, Ottawa, USA Tel 785.242.2200 Domicile Fax 785.229.7162 Ottawa, USA www.cargotec.com HIRB KRLMRR MACGREGOR THE Lumberjack Days 2014 Proposal for Stillwater City Council The Locals Cassie McLemore TheLocalsStillwater@gmail.com 651.587.8970 THE RIrtSIIIDLIStIII1G LIIIDLRJIICK DI1Ts 111 2014 "If any one thing or event can bring our great community together, 1 believe it is the annual Lumberjack Days celebrations. Let us never forget the past of this great city. Lumberjack Days is our one common bond of togetherness. Have a good time and enjoy four days of past greatness." -Jack Junker, General Chairman, 1975 ABOUT THE LOCALS Our mission is to provide an engaging and educational event that welcomes families and community members to the birthplace of Minnesota to enjoy and learn about the cultural heritage, historical charm and local talent of our beloved river town. We are deeply invested in this town and have the necessary skills to consistently create a successful event. We seek to produce a nationally recognized event that blends the best from the golden years of Lumberjack Days (LJD), while gracefully combining new event elements that power LJD forward. WHAT MAKES US UNIQUE The Locals is a group comprised of just that, local residents dedicated to creating memories while executing an event that exceeds expectations. We are a group that has been recognized both locally and regionally for events that we have produced. We are a group of event producers, educators; grant writers and small business owners who are committed to our community in addition to producing an event that will benefit the area. A keen awareness of our town's history, untapped event programming potential, business interests, and desire for sustainability will be essential for the future success of LJD. We are committed to provide Stillwater with an event that will build on existing assets to the town and become a much - anticipated annual celebration of our community. LJD produced by The Locals will attract residents of Stillwater, greater St. Croix Valley and Twin Cities metro area into our historic downtown and picturesque river valley. THE LOCALS TEAM Cassie McLemore, Cuckoo Productions 10 years of successful event production in the valley (Summer Tuesdays, Harvest Fest), 10+ years of event production at Northern Vineyards. Proven ability to interact with and promote downtown businesses. Stillwater. resident. Erin McQuay, Cuckoo Productions Highly successful grant writer, events coordinator (Paint on the Water, Cruisin' on the Croix), web developer, graphic designer and marketing specialist. Extensive non - profit experience in the Twin Cities Metro area, including working with The History Theatre, Sample Night Live and Minneapolis Aquatennial 2014. Stillwater resident. TI1L REESif1DLISIIIlG LUTIBLIUI CK DAIS III 2014 Brad Glynn, Lift Bridge Brewery Founding member of Lift Bridge Brewery (2008- present), successful Stillwater business owner and career project manager. Has created and executed many successful targeted events and regional product rollouts. Has taken a business from basement to sustaining success, garnering regional awards. Paul Creager, Square Lake Productions Stillwater native. 11 + years of festival organizing experience with the Square Lake Film & Music Festival, producer /director of "An Ode to Stillwater: The 8mm Films of John Runk ", extensive grant writing experience, 13+ years of educational programming experience Shawn Smalley, Smalley's Caribbean Barbecue Stillwater native and resident. Successful entrepreneur as owner of Smalley's Caribbean BBQ. Restaurant has been featured in national TV and print publications numerous times, bringing much needed attention to both Stillwater as a small town and its culinary offerings. Active among downtown businesses and local charities. OTHER KEY TEAM MEMBERS Cory Buettner — City Liaison Leo's Grill & Malt Shop Al Janusewski — Business Manager & Financial Consultant Sustain Momentum Kim Brown — Insurance Consultant KLB Insurance Firm Scott J. Seiler - Attorney Seiler & Schindel Attorneys at Law, PLLC Derek Halvorson — Accountant Abdo, Eick & Meyers CPA Firm Brent Peterson — Historical Advisor Washington County Historical Society Karin Housley — Event Liaison We Love Fishing Stillwater PUBLIC RELATIONS AND MEDIA CAMPAIGN *Media pitch concepts to be shared upon approval of this proposal. Current Customer Traditionally, Lumberjack Days' audience has come from Stillwater and the surrounding communities, with the most recent years' events bringing in a large majority of attendees from outside of the St. Croix Valley. The Locals aim to target residents of Stillwater and surrounding communities based on our own RttSTIIDLIStIII1G LUi1DUUT1Cn DAIS In 2014 experiences from LJD past and from the results of the 2013 Community Events Survey. Given the long history of the event, The Locals will focus on a smaller, yet richer event, with one large act, and a wide variety of smaller activities throughout the four -day festival. The Locals have identified three main target audience groups. A The Gentry Club a The Booster Club A The Hipster Club The Gentry Club A- Aged 55 -75 • Caucasian • Lived in Stillwater for 20+ years Most live in "Original Town" or Zone 3 A Overwhelming majority are married A- "Empty Nesters" who have retired or are on the verge of retirement • Most are paying a mortgage on a home they have lived in for many years, and may be thinking of downsizing from their single - family house A Most are interested in a smaller event (large percentage of the 67% in support of a smaller event) • Most considered LJD to be an important part of the Stillwater experience $ 94% have a high school diploma A, They are well -read and keep up to date with local news and events through newspapers, local periodicals and posters in local businesses A They check their email on a daily or weekly basis, but love the routine of reading the daily papers with a cup of coffee • Politically diverse, with very few identifying themselves as strongly to one side or the other, fiscally conservative • Recreation time is split between staying at or close to home, or going "Up North" A They value family and community, are socially and civically active, and love living in the St. Croix Valley, and would consider themselves to honor "traditional values" • Frugal, but not "cheap" - and are willing to pay (donate) for what they enjoy • May have attended LJD of the distant past, but some avoided the event as of recent years due to traffic, parking and noise concerns. A Most have attended at least one local event per year in Stillwater The Booster Club A- Aged 45 -60 A Mostly caucasian (according to the US Census Bureau 2012 estimate) A- Household income of $175,000 - 225,000 • Most live in "Middle Town" or Zone 2 • Four -year degree to graduate degree A Well-paid and well- established in their career, may own their own business A- Children are high school or early college TI11 ITLSI1iDLISI1Ii1G DAIS Ill 2014 A They value community and philanthropy Socially liberal, fiscally conservative A- Traditionally spent much of their free time involved with children's activities, e.g. hockey practice, band boosters, play rehearsals, dance lessons, music lessons, etc. A Serve on various boards and committees, with the idea of "making a difference" • Look forward to family vacations • Shop /Support locally owned establishments and farmers' markets • They also read the Sunday newspaper and local weekly newspapers • Concerned with staying fit, and many have gym memberships or participate in sponsored races (5k, 10k, triathlons, etc.) - may have made up the majority of the 66% of persons supporting the running /bicycling races of the survey A Check email daily, Facebook perhaps weekly or bi- weekly < - Many may have attended the LJD as children and young adults, but recently did not attend LJD as families because of the traffic, parking, noise, and alcohol consumption of recent years. The Hipster Club A Aged 24 -40 A Four -year degree or more "s.. Most live in "West Town" or Zone 1 A Occupations are professional or managerial A No children yet or young children (1 -12 years old) A Value the arts and community A Very interested in being a part of the "Grass Roots" of any local organization A Tend to be more socially liberal, with a cosmopolitan viewpoint A Very active with a wide variety of interests A They are interested in starting family traditions, including attending and supporting small, historically -rich events A Tech -savvy — own a data phone, digital camera, digital video camera, etc. Have accounts with several social media outlets including Facebook, Tumblr, Twitter, Instagram, Snapchat, Pinterest, etc. A Check email and social media outlets multiple times per day, including upon waking May have moved to Stillwater in the past 1 -6 years, looking to develop "roots" and become part of the community A Looking for an "authentic experience" R Aware of value and convenience • Most attended LJD in recent years and witnessed the scale of the event and are in support of the smaller, local event featuring local talent and organizations Marketing Strategies for each Target Audience: The Gentry Club • Newspaper Ads — spaced strategically in the months leading to the event as to continually, yet tactfully stay on their radar A Newspaper articles — work with Mary Divine and other writers of the Pioneer Press to TIDE 11I;LSTADLIStIIIIG LUI'1Dt1U tCK NITS In 2014 produce relevant, interesting angles to present to the publications k Newspaper articles — press releases sent (see Action Plan) A, Printed Materials — posters and postcards to local establishments — including grocery stores, downtown businesses, Stillwater Library Printed Materials — direct mail piece — The Locals would be interested in working directly with the City of Stillwater to produce these pieces to best utilize the current established mailing list A. Radio advertisements and interviews with MPR and local establishments The Booster Club A Newspaper Ads — spaced strategically in the months leading to the event as to continually, yet tactfully stay on their radar A- Newspaper articles — work with Mary Divine and other writers of the Pioneer Press to produce relevant, interesting angles to present to the publications A- Newspaper articles — press releases sent (see Action Plan) A- Printed Materials — posters and postcards to local establishments — including grocery stores, downtown businesses, Farmers' Markets, local gyms, yoga studios • Printed Materials — direct mail piece — The Locals would be interested in working directly with the City of Stillwater to produce these pieces to best utilize the current established mailing list Radio advertisements and interviews with MPR and local establishments ▪ Facebook Ads — no less than 5 different ads created to be shown to different areas of this target audience Google Adwords — utilizing both Search and Display Networks -A- Twitter repetition — strategically promoting different elements of the event leading up to the event A> Vendor Involvement at certain racing events — such as the Minneapolis Marathon, MS 150, etc. promoting the event itself with printed materials • Constant Contact Newsletter Emails — Informational, yet fun, letting them know about opportunities for involvement The Hipster Club A Radio Ads — including the Current, and MPR Radio advertisements and interviews with MPR and local establishments Facebook Ads — no less than 5 different ads created to be shown to different areas of this target audience Facebook utilization — posts strategically placed leading up to the event Q Google Adwords — utilizing both Search and Display Networks A Twitter repetition — strategically promoting different elements of the event leading up to the event — must be fresh for this group A- Vendor Involvement at certain Booster Club events — such as the Homecoming Game, Opening Hockey Game, Theater Productions, etc. - promoting the event • Constant Contact Newsletter Emails — Quick newsflashes for this group Kt[S ADLISITTIG Lu1IDLRJ CK DfiTS I112014 Intended Outcomes for each Target audience The Gentry Club • Donations A Volunteerism (40% of our volunteers from this group) A Attendance at Lumberjack demonstrations ,A, Attendance at the Antique Boatshow A- Attendance at the Pontoon Rides A Attendance at the historical re- enactments, including the Old Time Baseball A Attendance at the Ice Cream Social • Recreational funds of $25 to $100 spent each The Booster Club A Donations A Volunteerism (20% of our volunteers from this group) A Attendance at Lumberjack demonstrations • Attendance at the Pontoon Rides A Attendance at the Ice Cream Social A Participation at the Beer Garden A Attendance at the musical acts A Recreational funds of $50 to $200 spent each The Hipster Club L Attendance at Lumberjack demonstrations A Attendance and participation at the Soap Box Derby A Attendance at the historical re- enactments, including the Old Time Baseball A Attendance at the Kids' activities (those with children, preferably) Participation at the Beer Garden • Attendance at the musical acts a Utilization of their tech - savvyness to promote our event for us • Recreational funds of $50 to $300 spent each Action Plan November 2013 • Website started A Sponsorships actively pursued — once solidified, all sponsorship level agreements will be executed • Facebook Page Created A Twitter Account Created A Press Release #1 created and sent out to Twin Cities' Metro Newspapers, St. Croix Valley Area publications, Stillwater Gazette and Western Wisconsin publications. A Logo Development — necessary for inclusion on all marketing materials • Blog Development A Online calendar postings, including, but not limited to: TIT RLLSTADLISHIIIG LUI1D JUJI1CIt DAYS III 2014 o City Pages Hello Minneapolis Kare 11 Metromix Minneapolis /St. Paul Magazine Pioneer Press Visit Minneapolis North Minnesota Monthly Minnesota Parent Midwest Living Northeaster Star Tribune St. Croix Splash VitaMN Examiner Explore Minnesota When.com Zvents December 2013 A Partnerships with companies and non - profits solidified A Marketing calendars made for each partnership including, but not limited to: Facebook Cooperating Schedule including posts, tags, shares and contests Website inclusion and links Twitter Cooperating Schedule • Blog inclusion and sharing on social media outlets Marketing calendar will also be made specifically for The City of Stillwater social media outlets A Add a button on the website to "Sign Up" for our newsletter via Constant Contact A Add a button on the website to Donate through GiveMN charity January 2014 A Rough Draft for printed marketing materials including, but not limited to: • 11x17 posters • 5x7 postcards o 8.5x4 hotel cards • Informational brochures — work with the City of Stillwater on this element A Facebook call for donations to the non - profit, The Locals A Constant Contact call for donations A Blog* THE REESTABLISHITIG LUMBERJACK DIPS iTi 2014 February 2014 A Sponsorships continuously pursued — updates to sponsorship packets, if needed • Press Release #2 created and sent out to Twin Cities' Metro Newspapers, St. Croix Valley Area publications, Stillwater Gazette and Western Wisconsin publications. Facebook* • Twitter* A- Vendor information acquired for events at which we would like to promote the event. • Printed marketing materials to print • Blog* A All online calendars re- checked for validity and accuracy March 2014 A First round of printed marketing materials distributed Facebook* A Twitter* • Blog* April 2014 A Permits acquired for all necessary park and street usage ▪ All necessary insurance is purchased and solidified • Meetings with ESPN and other local networks to set up interviews for promotion of the event Facebook* • Twitter* • Constant Contact* • Blog* May 2014 A Volunteers acquired for the event A. Details solidified with partnerships, vendors, contractors, etc. A. Radio Ads pursued, including interviews • Press Release #3 created and sent out to Twin Cities' Metro Newspapers, St. Croix Valley Area publications, Stillwater Gazette and Western Wisconsin publications. • Facebook* A Twitter* • Blog* June 2014 • Press Release #4 created and sent out to Twin Cities' Metro Newspapers, St. Croix Valley Area publications, Stillwater Gazette and Western Wisconsin publications. A- Radio Ads A Constant Contact* • Facebook* (major increase) Twitter* (major increase) • Blog* TI-I1 RLLSTf1DLISIIIfG LIBIBLK1I CIK DAIS I11 2014 Last round of printed materials redistributed at local establishments July 2014 • Press Release #5 and #6 created and sent out to Twin Cities' Metro Newspapers, St. Croix Valley Area publications, Stillwater Gazette and Western Wisconsin publications. k Radio Ads Constant Contact* • Facebook* (major increase) L Twitter* (major increase) • Blog* Media Partnerships: (in discussion) • ESPN • NBC Sports • KS95 • Minnesota Public Radio • KLBB • 89.3 The Current • Pioneer Press • Star Tribune • Twin Cities Public Television • Explore Minnesota • Minnesota Monthly • May Town Herald • Stillwater Gazette • The Lowdown • Stillwater Patch DAILY EVENT & EDUCATION SCHEDULE The 2014 Lumberjack Days Festival is significant for a number of reasons. It will be the anniversary of various items of importance in Stillwater, including the 80th Anniversary of both Lumberjack Days and of the Washington County Historical Society. It will also be the 100th Anniversary of the closing of the Stillwater Prison and the 100th Anniversary of the "Boom." Because of the significance of these anniversaries, we will be working closely with the Washington County Historical Society and the Minnesota Historical Society to properly and respectfully celebrate these markers. We anticipate that this programming will secure state level Legacy Amendment Grants. We will promote these significant historical elements through our marketing efforts, through the inclusion in the sponsored "Themed- Rooms" mentioned below, through signage, and in different ways throughout the event. THE KLI:STTIBLISIJIIJG LUIIDLRJIICK DTITS III 2014 We firmly believe that the awareness of the historical significance of the Stillwater community and the St. Croix River Valley will help promote local businesses and establish and sustain a well- respected annual family event. Day Time Activity Description We plan to partner with the local trolley services to shuttle attendees We plan to partner with the local trolley services to shuttle attendees Daily Ongoing Shuttle from designated parking areas (Wal -Mart, High School, etc...) to downtown and back. 3 -5 Restaurant /Bar Partnerships in downtown Stillwater to create locally themed historical rooms. Historically Themed Example: Freight House Daily Ongoing "Rooms" - The Train Depot, American Legion - The Civil War Room, Smalley's - The Younger Brother Room, etc... Hours will be dependent on establishment THE R1~LST1DLISIJIIIG LU11D1 KJf1K f)T1 S IIJ 2014 Daily Ongoing Handprint Billboard 4' x 12' plywood board that will be set up and have the event logo and year upon it. People will have the opportunity to leave their handprints on the billboard for a small donation. We would like it to be on display along the river fora period of time approved by the City. Provided by We Love Fishing Stillwater. On each pontoon we will have a volunteer historian guiding the Daily 11:OOam- 4:OOpm Pontoon Boat Rides boat tour. Guests will pay to take a 25- minute historical boat tour as partnered with the Washington County Historical Society. Tethered Hot Air Participants will pay to go on a limited balloon experience and will receive an 1864 Daily 11:OOam- 4:OOpm overview map of galloon Rides Stillwater and the St. Croix River as partnered with Washington County Historical Society. insTJDLISIiIIiG LIT1DtIlJfCK DAIS 1112014 Daily Week leading up to the event - last clue given on Thursday. Medallion Hunt We will be partnering with the Washington County Historical Society. Brent Peterson at WA Cty will develop clues. Historical Society. All clues will be designed for native Stillwater residents. Prize money will be $1000. Daily Ongoing Vendors We will have food & various vendors participating Daily 12:OOpm - 1/2 before music ends Beer Sales We will have beer for purchase. We understand that the event will need to be fenced in and have an entrance and exit clearly marked with signage and gate security, etc... Daily Ongoing Schedule TBD Hammerschlagen We have been in contact with Hammerschlagen and they are committed to participating in our event each evening. Daily Scheduled (Times TBD) Local Artist Demonstrations We will invite a minimum of two local artists per day to demonstrate their art. i.e. pottery, chainsaw carving, glass blowing, etc... Thursday 5:OOam- 12 :OOpm Fishing Tournament Prizes awarded for various categories Ongoing Please see Daily schedule above. Please see Daily schedule above. THE itt>rS1fDLISIIIUG LUflD WJIICIt DM I11 2014 11:00am- 8:OOpm Family Programming Balloon artist, puppeteer, face painting, magician, minnow races, bounce houses, scavenger hunt 10:OOarn- 5:OOpm Historical Reenactments Partnership with Washington County Historical Society & Minnesota Historical Society 12:OOpm Mayor Proclamation Swinging of the Axe - Official Start to Lumberjack Days /Play Days 2:OOpm- 7:OOpm Bingo in the Park Bingo run by The Elks 4:OOpm- 7:OOpm Adult Soap Box Derby Event sponsored by a local establishment. Car entries by individual businesses will be encouraged. Prizes given for Time, Style & Creativity 7:00- 10:OOpm Live Music Live music will be played at multiple establishments. High School Battle of the Bands on the Main Stage at 7pm. Friday 5:OOam- 12:OOpm Fishing Tournament Prizes awarded for various categories Ongoing Please see Daily schedule above. Please see Daily schedule above. TI-IE IIEESTADLISHIIIG LUJ IDtRJICK IATS II1 2014 7:OOam- 12:OOpm Farmer's Market Local growers & producers 11:OOam- 1:OOpm Chef Competition with Celebrity Judges Will have a portable kitchen for chefs to prepare a dish using ingredients purchased from the farmer's market. 11:OOam- 8:OOpm Family Programming Balloon artist, puppeteer, face painting, magician, minnow races, bounce houses, scavenger hunt 2:OOpm- 7:OOpm Bingo in the Park Bingo run by The Elks Ongoing Schedule TBD K -9 Demonstrations Police K -9 demonstrations 1:OOpm- 3:OOpm Fire Truck Display Educational activities, demonstrations 3:OOpm Fire Station Water Tug -O -War Various departments from the area to compete. 3:30pm- 4:30pm Canoe Tipping Participants will sign up in advance with teams and will go to battle with an opposing team trying to tip the other team's canoe. 4:OOpm- 7:00pm Live Music Kids friendly band, Winner of Battle of the Bands, Talent Show Winner (talent show is held at the Historic Courthouse by Washington County Historical Society) THE Dusk Ii;.STIIDLISHhIiG LUI1DLRI CK DAIS ii12014 Lighting of the Lanterns Lanterns created by children during family programming on Thursday and Friday are illuminated downtown. 7:OOpm- 11:00pm Live Music Live music will be played on the Main Stage. Examples of possible headliners include: Trampled by Turtles, Allison Scott, 4 on the Floor Saturday 5:OOam- 12:OOpm Fishing Tournament Prizes awarded for various categories Please see Daily Please see Daily Ongoing schedule above. schedule above. This is a tournament type event featuring 5 -7 teams dressed in 1860s uniforms, including Olde Time Baseball some fans dressed in 10:OOam- 4:OOpm period costume Exhibition (volunteer actors) using language and rules of the era. This event would be free and open to the public. Tim Ri tSTIDLISiIiiiG LUI1Dt1 I CI< DIPS ii12014 10:00am- 6:OOpm Lumberjack Competitions Log cutting, tree climbing, log rolling, etc... We are in discussion with ESPN for coverage and sponsorship of all things Lumberjack. Final competition schedule TBD. 11:OOam- 8:OOpm Family Programming Balloon artist, puppeteer, face painting, magician, minnow races, bounce houses, scavenger hunt 1:OOpm- 3:OOpm Miss Stillwater Pageant We are in discussion with the official Miss Minnesota Scholarship Pageant (part of the Miss USA pageant) to bring back the Miss Stillwater Pageant. The winner and runner -ups will have a float in the parade on Sunday. 4:OOpm Ice Cream Social We would host the ice cream social at Washington Square Park THE ItEESTIIDLISIIIIlG LaIDERJAC1< DAYS 111 2014 7:OOpm- 11:00pm Live Music Examples of headliners: Martin Zellar, Mason Jennings, The Suburbs. We understand the need to draw a crowd while keeping it under control. Careful thought and consideration will be given to the selection of artists for each night, Sunday 8:00am- 11:00am Pancake Breakfast The Lions Club will host pancake Breakfast. 10:OOam- 12:OOpm Water Ski Show We are working with two professional Water Ski Clubs to put on a one -hour show each. 10:OOam- 6:00pm Lumberjack Competitions Log cutting, tree climbing, log rolling, etc... We are in discussion with ESPN for coverage and sponsorship of all things Lumberjack. Final competition schedule TBD. 1:OOpm Parade We plan to use the traditional parade route. 5:OOpm Dragon Boat Races Teams will sign up in advance and race down the river to a predetermined finish T[1I RELS 1 DLISHII1U LU IDLKJf CK DAYS 2014 EVENT EXPERIENCE & TESTIMONIALS The Locals Selected Previous Successful Events: (Combined) • 2010 - Present: • 2011 - Present: • 2002 - Present: • 2012- Present: • 2012 - Present: • 2008 - Present: • 2009- Present: • 2008 - Present: • 2008 - Present: Stillwater Harvest Fest — Coordinator, Media Relations Stillwater Summer Tuesdays — Coordinator, Media Relations Square Lake Film & Music Festival Cruisin' on the Croix — Coordinator, Media Relations Madeline Island Film Festival — Co- Producer Gordon Parks High School — Curriculum & Media Arts Coordinator Wench Fest — Creator, Coordinator Lift Bridge Brewery — Event Coordinator Transitions: University Avenue — Event Coordinator line. Examples of headliners: Pulled from the aforementioned lists. We understand the need to draw a crowd 7:00pm- 10:00pm Live Music while keeping it under control. Careful thought and consideration will be given to the selection of artists for each night. According to the city survey, it appears that 85% of those surveyed felt the fireworks were the 2nd most important 10:OOpm Fireworks aspect of Lumberjack Days. Because of this, we have carefully decided that we would like to continue with this tradition, EVENT EXPERIENCE & TESTIMONIALS The Locals Selected Previous Successful Events: (Combined) • 2010 - Present: • 2011 - Present: • 2002 - Present: • 2012- Present: • 2012 - Present: • 2008 - Present: • 2009- Present: • 2008 - Present: • 2008 - Present: Stillwater Harvest Fest — Coordinator, Media Relations Stillwater Summer Tuesdays — Coordinator, Media Relations Square Lake Film & Music Festival Cruisin' on the Croix — Coordinator, Media Relations Madeline Island Film Festival — Co- Producer Gordon Parks High School — Curriculum & Media Arts Coordinator Wench Fest — Creator, Coordinator Lift Bridge Brewery — Event Coordinator Transitions: University Avenue — Event Coordinator TIE 1NLLST1 DLISI1iI1G LUi IBr.KJI CK SAYS III 2014 • 2009 -2012: Savor Minnesota — Creator, Executive Director, Coordinator & Media Relations • 2003 -2012: Northern Vineyards Winery — Event Coordinator • 2011: Dutch Town Art Fair — Coordinator & Media Relations • 2012: Lightshed Productions: Girl From Birch Creek— Event Coordinator & Media Relations • 2005 -2010: Lyric Arts — Fundraising, Events & Education Director • 2011 -2012: Paint on the Water— Co- Coordinator & Media Relations • 2005 -2006: Greenman Festival, Duluth, MN — Film Festival Director • 2011: Plunder Fest — Event Coordinator • 2010: Gastro Non Grata — Director in charge of Culinary Affairs TESTIMONIALS "As a Stillwater resident, I greatly appreciate Cassie's involvement in planning Summer Tuesdays and Stillwater Harvest Fest. The success of these events is a testament to her excellent organizational skills, great ideas, and attention to detail. Cassie is very open to feedback and has an uncanny knack for knowing how to make events enjoyable." — Leah Smith, Stillwater North Hill Resident "Erin thanks for an absolutely awesome day! I had a blast that morning and wish I could have stayed for the whole day! We need more events like this in the valley and thank you for organizing it." - Lindsey Mulhausen, Paint on the Water "Working with Shawn Smalley is professional, relaxed and rewarding because he allows you to manage your time and utilize your own creativity within the confines of the event and its goals." — Sam Zeimer, Lake Elmo Inn "The Square Lake Festival is one of the most intimate and best curated in the state." - Andrea Swensson, Local Music Critic for Minnesota Public Radio "The Square Lake Festival is the hippest and most innovative event of the summer." - Chris Reimenschneider, Music Critic Star Tribune Newspaper BUDGET PROPOSAL The Locals, as a newly formed organization, are currently engaged in the process of obtaining a non- profit status (EIN assigned: 46- 3247264) both in the state and federally. Under non- profit status, the IRS has public inspection and disclosure rules in which organizations, "charities" or non - profits must make available for public inspection forms 990 -T, which will make all of our financial activities transparent. The firm of Abdo, Eick & Meyers CPA has agreed to oversee financial transactions and ensure compliance with all state and federal guidelines. A review of all financial activities will be available upon request. Please see engagement letter attached with this proposal. LJD produced by The Locals will attract residents of Stillwater, greater St. Croix region and Twin Cities metro area into our historic downtown area and picturesque river valley. In order to reach these goals and be sustainable, a new LJD funding strategy is imperative. T r. I��I 51111 LISIIII`IG LUl1Bl.UJrCn DAYS Ill 2014 Expense Estimation Main Item Details Estimate Total for each day Total for all days Kid's Entertainment Balloon Artist $100.00 /hr $400.00 $1,200.00 Magician $100.00/hr $400.00 $1,200.00 Portable toilets /sinks Units, standby, tax $14,500.00 $14,500.00 Promotional materials postcards (20,000) color 2 -sided $1,400.00 $1,400.00 screen print posters (500) $2,500.00 $2,500.00 regular print posters 500 $500.00 $500.00 Secondary events Soap Box Derby $6,000.00 $6,000.00 $6,000.00 Minnow Races $800.00 $200.00 $800.00 Pancake Breakfast $3,000.00 $3,000.00 $3,000.00 Sports Show $1,000.00 $1,000.00 $1,000.00 Hammerschlagen $0.00 $0.00 $0.00 Lumberjack Competition $10,000.00 $5,000.00 $10,000.00 Fireworks $50,000.00 $50,000.00 Hot Air Balloons $6,000.00 $6,000.00 Bingo $0.00 $0.00 $0.00 Face Painting $0.00 $0.00 $0.00 Canoe Tipping $1,200.00 $1,200.00 Water Ski Show $2,500.00 $2,500.00 Parade $20,000.00 $20,000.00 Police /Fire $24,000.00 $24,000.00 EMS $0.00 $0.00 Barricades $0.00 $0.00 $0.00 Royalty /Beauty Pageant Cost Guard Electric $0.00 $0.00 $0.00 Intern Wages $10,000.00 $10,000.00 Event Management Wages $25,000.00 $25,000.00 Sound & Lights $15,000.00 $15,000.00 Music $70,000.00 $70,000.00 Advertising Dragon Boats $4,000.00 $4,000.00 $4,000.00 Logo $0.00 $0.00 $0.00 Web Design $0.00 $0.00 $0.00 Phone App $5,000.00 $5,000.00 Chainsaw $1,500.00 $750.00 $1,500.00 JUCESinDLISnii1G LiU1IDLTJIICK DAYS 111 2014 Revenue Estimation Main Item Medallion Hunt Prize $1000.00 Grants Awarded $1000 $125,000.00 Contracted Security $14,000.00 $100,000.00 $14,000.00 As stated in the RFP Addendum #1 Trash Removal Beer Sales $75,000.00 Ticket Sales Puppets $750.00 Vendor Booths $750.00 $10,000.00 Bouncy house $1600 $400 $1600 TOTAL ESTIMATE $293,650.00 Total $400,000.00 Revenue Estimation Main Item Details Estimate Grants Awarded We will be applying for several grants upon approval of this proposal and we believe this total reflects accurately what we can accomplish. $125,000.00 Sponsorships We will be soliciting sponsorships from various corporations /businesses in the St. Croix River Valley & Twin Cities $100,000.00 City Contribution As stated in the RFP Addendum #1 $20,000.00 Beer Sales $75,000.00 Ticket Sales As estimated from previous years: estimating 10000 for the entirety of the event. Numbers do not include the 35% contracted amount paid to the city. $65,000.00 Vendor Booths Food, Arts, Crafts and other items for sale /show. $10,000.00 Miscellaneous Sales Buttons, Merchandise, etc... $6,000.00 Total $400,000.00 Tilt REESTI'1DLISIIIITG LIII1DJJJIICIt DAIS 111 2014 The Locals Selected Previous Festival & Arts Grants Awarded: (combined) • 2012 Bush Fellowship Foundation • Bill & Melinda Gates Grant • Minnesota State Arts Board: Festival Grant* • Minnesota State Arts Board: Arts Access* • Minnesota State Arts Board: Arts Tour Minnesota • Minnesota State Arts Board: Arts Learning* • Minnesota State Arts Board: Artist Initiative* • Metropolitan Regional Arts Council: Capital Arts Grant* • Metropolitan Regional Arts Council: Arts Activities Support* • Metropolitan Regional Arts Council: Arts Learning • Metropolitan Regional Arts Council: Next Step Fund • St. Croix Valley Foundation: Valley Arts Initiative* • International Film Production Support: Japan Foundation • McKnight Foundation* * asterisk denotes multiple recipient years. Combined total Grants Awarded within the past 8 years: $740,000.00 CLOSING COMMENTS For our proposal we used the event name, Lumberjack Days, for reference purposes only and understand that the status is undetermined and may not be available for our use. As residents of Stillwater, we feel passionately about this event being produced respecfully and genuinely. The goal of this event can only be to showcase the charm of our city and its history, while providing opportunities to benefit the businesses and residents with whom we live and work. We are pleased to be offered the opportunity to throw our respective hat in the ring, and would be honored to work with the City of Stillwater on reestablishing this highly - anticipated festival for 2014 and for years to come. Best Regards, The Locals Cassie, Erin, Shawn, Paul & Brad 415 Willdns St. W., Stillwater, MN 55082 PHONE 651.587.8970 — EMAIL cassiemclemore @gmail.com Cassie Jo McLemore WORK EXPERIENCE The Savvy Grape July 2012 — Present Bloomington, MN Tasting Experience Director efr Content Creator Principal Responsibilities o Manage social media sites; Facebook, Twitter, YouTube, Pinterest, LinkedIn & BlogTalkRa.dio o Host private & public wine tasting events o Content writer /creator for website, BlogTalkRadio, social media & emails o Edit website and email content o Design brochure and other relevant print materials o Create databases & organize content o Created a monthly schedule for online radio content, email content o Created a weekly & daily schedule for social media content Summer Tuesdays, Inc. April 2011 — Present Stillwater, MN Vice President Principal Responsibilities o Maintain, create content and update the Summer Tuesdays, Inc. website in WordPress o Created and maintain new website for Harvest Fest in Website Tonight o Oversee entire event production, including vendor set -up, teardown, etc... o Coordinate all musicians and movies for Summer Tuesdays o Coordinate all contracted workers for events o Solicitation to area businesses and potential sponsors of the event o Create agendas and keep the board on subject while keeping meeting minutes o Design and print all promotional materials for the event including posters, flyers, sponsorship packets and exhibitor packets o Attended and served as emcee for selected events o Created and maintain all social media accounts for events SAVOR Minnesota March 2009 — April 2012 Shakopee, MN Creator e• Executive Director o Conceived the idea for created, planned, budgeted and executed the annual event, SAVOR Minnesota — an event created to highlight Minnesota - produced wine, food and beer. o Coordinated all elements of the event, including location, show layout, website development, Facebook promotion, exhibitor solicitation, sponsorship, ticket sales, booklet design, bookkeeping o Developed all contracts, instructions and all correspondence to vendors & attendees o Acted as primary contact for all parties involved — location staff, wineries, breweries, food purveyors and attendees o Event was profitable each year Northern Vineyards Winery May 2003 — July 2012 Stillwater, MN Sales er Tasting Room Manager Special Events (On -Site and Off -Site) o Create, plan and execute all special events at Northern Vineyards since 2004. Events include, but are not limited to Tap the Barrel, Grape Stomp Extravaganza, FederweisserFestivab Cheese & Chocolate Weekend, Valentine's Day Dinner and Dance o Created and streamlined private parties, thus increasing annual revenue from $835 annually to more than $34,000 annually — this included supervising execution of special event details including, but not limited to, organizing, planning, decorations, purchasing, promotion, correspondence, etc. o Created wine club database development and management, including data entry and updates for all members — current and new o Created and updated layout and logistics of "new" wine club, thus increasing membership by 200% since implementation o Coordinated and acted as primary contact for all musicians playing on Sunday evenings for "Live Music on the Deck" in the summer and fall, including special events, including negotiations and payment to the musicians Principal Responsibilities o Act as primary contact for all incoming winery inquiries including staffing, wine - making, merchandise, wine club, private parties, etc. o Hire, train, and supervise all sales staff at the winery, including holding employee information meetings and creating monthly staff schedules being mindful of events, season, etc o Created the winery's first and only Employee Handbook and updated and implemented it yearly, and upon hire of new employees o Provide assistance to winemaker, working closely to create and maintain consistent wine varieties, recipes, and quality, while staying current with trends in market o Through efforts in social media, mass emailing, and promotions, retail wine sales increased by 23% annually o Maintained, selected, ordered, recorded, and stored inventory of all winery merchandise, office supplies and cleaning supplies o Implemented a tasting fee resulting in an additional $30,000 in annual revenue o Developed annual budget, being aware of trends within the wine market, and consistently stayed within said budget Technological Support o Designed and maintained the winery's original website from 2005 to 2007 o Guided and assisted the web designer in creation and layout of new website, including content, website interactive elements, and delegated all incoming orders and inquiries o Created and maintained all social media accounts at the winery including, but not limited to Facebook, Twitter, Hootsuite o Created account in ConstantContact, and maintained weekly communication with the winery's email list, and created sign -up forms to encourage new email list members o Received, coordinated, filled and invoiced all wholesale orders in Quickbooks o Proficient in numerous software applications including, but not limited to Quickbooks, Microsoft Word, Microsoft Publisher, Microsoft Excel, Microsoft PowerPoint, Wordpress, UPS Shipping and Tracking, Google Documents, Google Calendar, Website Tonight o Created graphics for use in creation of advertisements in print media and online sources o Created budgets for all advertisements and stayed within said budgets to promote the winery through radio, print and online marketing including Groupon, LivingSocial, CrowdCut, KS95, RiverMarket Coop, Google AdWords Three Rivers Wine Trail of Minnesota /St. Croix Valley Wine Trail Stillwater, MN April 2006 — May 2013 President and Treasurer Principal Responsibilities o Coordinated all wineries on trail o Create & coordinate events on Wine Trail, including the following annual events; Cheese & Chocolate Weekend, Art & Wine Weekend, Tap the Barrel & Federweisser Festival o Designed and printed promotional materials including brochures, passports, posters and banners o Coordinate quarterly meetings among the involved wineries to discuss budgets, trail inquiries, and participation numbers o Invoice the wineries for all expenditures associated with participation o Created and maintained the website for the wine trail from 2006 to 2008 (I'RWTM) EDUCATION Colorado Mountain College o General Education o Nursing Emphasis August 2000 — December 2002 Glenwood Springs, CO 350 Pine Tree Trail, Stillwater, MN 55082 PHONE 763.222.3988 - EMAIL erinbachmann@hotmail.com Erin S.M. McQuay WORK EXPERIENCE Cuckoo Productions, LLC. July 2012 - Present Stillwater, MN Co -Owner • Principal Responsibilities o Freelance grant writing, marketing, graphic design, website design, branding specializing, consulting, printed material design o Curriculum development and implementation of dance and theater programs for persons with disabilities Summer Tuesdays, Inc. April 2012 - Present Stillwater, MN Freelance Event Co- Coordinator - Public Relations • Principal Responsibilities o Managed the social media aspect of all Summer Tuesday events and Harvest Fest o Took the minutes at all meetings and provided reports to the board members o Developed and executed new promotions including business Scarecrow contest, kids' activity area, kids' costume parade, Boxed Seats winners /photo contest o Developed slideshows for all private events and every Summer Tuesdays event to be played prior to the movie o Assisted with marketing tactics and promotions, including designing printed materials Northern Vineyards Winery July 2011- July 2012 Stillwater, MN Event Coordinator /Assistant Manager • Principal Responsibilities o Act as primary contact for all private party reservations and tour groups o Lead tours to groups up to 40 through the winery and helped write the script o Train staff members on party serving and scheduled all incoming parties o Led wine tastings on all shifts and cleaned all areas of the winery o Assisted with marketing tactics and promotions, including designing printed materials Sample Night Live June 2011- Present Saint Paul, MN Artist Hospitality Manager • Principal Responsibilities o Act as primary contact for all monthly performing artists o Supervise all Sample Night Live volunteers (artist liaisons) on performance night o Collect and distribute artist riders for performing and technical needs o Provide assistance to all performers and Associate Producers on performance night Lyric Arts Company of Anoka October 2007 - February 2011 Anoka, MN Administrative Associate Principal Responsibilities o Maintained theater's "general information" e-mail address, office calendars, and building schedules o Assisted in database development and management, including data entry and updates o Coordinated purchase and storage of office supplies o Acted as primary contact for all building and office equipment contractors and vendors - e.g., monthly building maintenance, custodian, HVAC, etc. o Acted as primary contacts for building rentals to outside groups o Assisted with ticket sales, when necessary o Coordinated program advertising, including contact management and invoicing • Education Program o Acted as main "point of contact" for workshop registrations —e.g., processing forms, making reminder calls to parents, following up on payment, and creating programs for final presentations o Coordinated logistics for workshop instructors —e.g., contracts, class rosters, and building access, survey distribution, survey collection, and survey result compilation o Worked with Education Director to develop annual workshop curriculum, being aware of trends within the youth market that might make our workshop curriculum more attractive to their constituency • Event Planning o Supervised execution of special event details including, but not limited to, organizing, planning, decorations, purchasing, promotion, correspondence, etc. • Development and Fundraising • Marketing and Public Relations Elk River School District September 2003 – April 2007 Zimmerman, MN Assistant Director /Choreographer – Zimmerman High School • Assisted the Creative Director with entire theatrical process, including script selection, casting, blocking, sound design, set design, set construction, costume design, costume construction, entire choreography, and full make -up to all cast members City of Edina August 2005 – November 2005 Edina Parks and Recreation Intern EDUCATION Edina, MN Minnesota State University, Mankato, MN 2001 -2005 • Bachelor of Science, Recreation, Parks and Leisure Services • Therapeutic Recreation Emphasis • Theatre/Dance Minor • Dean's List VOLUNTEER EXPERIENCE Warden's House Tour Guide June 2012 - Present Washington County Historical Society Artist Liason Sept. 2009 -May 2011 Sample Night Live, Saint Paul, MN Class Facilitator Sept. 2004 -Dec. 2004 Minnesota State University, Mankato, MN Field Trip Supervisor June 2005 -Aug. 2005 Southside Services, Inc. Minneapolis, MN Field Trip Assistant Sept.1995 -2001 Lakeview Methodist Home, Fairmont, MN Salvation Army Day Camp Counselor June 1996 -Aug. 2000 Fairmont, MN PROFESSIONAL MEMBERSHIPS Minnesota Recreation and Parks Association (MRPA) Sept. 2004 – Oct. 2007 • Wrote presenters' introduction biographies for TR Conference • Coordinated decorations for dining ball lunch keynote National Recreation and Parks Association (NRPA) Nov. 2005 – Jan. 2007 Project TRUST Spring 2000 REFERENCES JeanAnn Fenrich Avery Weigh- Tronix Marketing Manager 507.238.5204/507.238.9451 Tim Carlquist Business Development Analyst 763.221.0150 Lisa Wagner Lyric Arts Donor/Volunteer 763.427.5808 Brad D Glynn 823 Anderson St. W. Stillwater, MN 55082 651- 303 -1657 brad(a,liftbridgebrewery.com • • Profile Over 15 years of construction, project and personnel management, and business development experience with a high level of entrepreneurial spirit and loyal dedication. Strong morality with honest, straight forward approach to business and personal relationships built on mutual respect. Successful track record achieving management goals, focusing on efficiency, on -time delivery, high quality standards, account management, and task prioritization in varied environments and industries. Strong leadership skills; able to develop and analyze projects and tasks, prioritize, delegate, and make sound business decisions quickly while maintaining focus on ultimate project goals. Professional Event Relevant Experience Lift Bridge Beer Co. Stillwater, MN, September 2007 - Current Owner and COO Founding member of new brewery in Minnesota's oldest, most historic town. Project Managed build -out of new brewery space in late 2010 and early 2011 including development of budget, schedule, and plan, coordination of all trades, equipment procurement, State and local inspector relations. Led this turnkey project from both owner and contractor perspective valued over $1M. Was responsible for all Operations functions including Brewing, Production, Distribution, and new product development. Led company from hobby size to full production and sales capabilities. Currently maintain 1000+ accounts in the metro area as well as distribution statewide in Minnesota and 12 counties in Wisconsin. Garnered multiple awards for products. Work jointly with multiple vendors for all products associated with the business, focusing on utilizing local suppliers, vendors, and artisans for all aspects of the business. Implementation, use, training, and oversight of sales tools such as Quickbooks, B- Mobile, and Salesforce web -based programs to provide business with marketing, sales, and financial tracking integration. • Sales leadership with emphasis on personal communication with clients has led to increased sales, regional recognition, and joint marketing opportunities. MN Craft Brewer's Guild MN, September 2008 - Current Member and Committee Volunteer • Member of the Marketing Committee for the Craft Brewer's Guild of Minnesota since 2008, working on large scale marketing project plans and roll -outs. Organize large (2000 -3500 person) charitable tasting events featuring live music, food vendors, multiple beer vendors, and multiple industry vendors. Also, active in recruiting volunteers for special legislative functions including petitions and informative brochures. Event Experience List (Event Name, Level of Participation) • Commander Beer Release at Lift Bridge Brewery, November 2011 and 2012: Planned and organized event to celebrate new beer release and hosted over 600 beer enthusiasts. • Pickin' and Grinnin' at Hippity Hops Farm and Lift Bridge Brewery September 2011 and 2012: Planned and organized unique event combining hop picking and brewing with over 200 participants each year. • Autumn Brew Review at Old Grain Belt Site, Mnpls, September 2010, 2011: On planning committee for large scale beer festival hosting over 65 breweries, 25 vendors, and over 4000 guests. • Brew -B -Que at Lift Bridge Brewery, June 2012: Planned and organized unique BBQ competition and beerfest with multiple BBQ teams and vendors, enjoyed by more than 500 guests. • Multiple Beer Release parties at Lift Bridge Brewery and Retail outlets from 2008 to current: Planned and executed events ranging from 50 -300 people many times (20 +) with varied themes. Professional Construction and Management Experience Summit Companies Mechanical and Fire Protection. St. Paul, MN, July 2010 — Current Division Manager • Department Manager responsible for all mechanical construction work and employees. • Management of up to 30 union employees as well as 12 sales and administrative staff for coordination and execution of construction projects • Increased volume of work while reinforcing relationships with key clients. • Training of project managers on complete project life cycle from inception to completion. • Responsible for approximately $10 million dollar yearly budget. NewMech / Corval Co. St. Paul, MN, January 2000 — April 2009 Commercial Project Manager • Responsible for all day to day project needs and oversight. Managed all mechanical trades (piping, plumbing, HVAC, temperature control, building automation, fire protection) as well as acting as GC on some jobs managing all other trades (earthwork, masonry, structural steel, rough and finish carpentry, electrical, sheetrock, finish work) Managed multiple projects at one time of varying sizes and trade participation. Leader in turnkey project management: from inception, to bidding, to pre - construction planning, design, to implementation, to substantial completion, to project close -out, to development of long term service strategy and contracts. • Facilitated communication between owners, engineers, field personnel, architects, job supervisors, sub contactors, vendors, other trades, and company accounting / upper management. Able to communicate with all of these groups on a professional, consistent level. Education and Certifications Cretin - Derham Hall HS St. Paul, MN Graduated in 1995 with 3.7gpa St. Cloud State University St. Cloud, MN Liberal Arts degree program '95-'96 University of Minnesota Minneapolis, MN Liberal Arts degree program '96-'99 Construction Management program '99 -`01 MCAA Estimating and Project Management Training Course(s), OSHA 10 Certification (multiple times), Microsoft Intermediate Training courses on Project, Word, and Excel. Timberline accounting training. Community Involvement / Personal Achievement • St. Croix Valley Athletic Association Coach, boys baseball 2003 -2006 and soccer 2009 • Avid architectural design student; from multiple college courses in art and architecture to current experiences with historic remodels, personal home, and creation of a business with a historic flair. • Dedicated husband and father, active in children's education and activities. • Active in local government and legislative activity. • Homeowner to a historic Stillwater home under constant, purposeful renovation. Paul Warren Creager 13363 Partridge Road North Stillwater, MN 55082 651 - 226 -5046 creagz @gmail.com Objective: Operate and manage an annual event that directly benefits the Stillwater community and is ultimately recognized as a model for events of its kind in the U.S. Event Production /Leadership Experience 2009- present "Transitions: University Avenue ", GPHS www.universityave.org Since 2008, I have directed Gordon Parks High School (GPHS) student producers to create an ongoing documentary preserving the transition on University Avenue in St. Paul before, during and after light rail construction. This project has been a partnership between our school and the Minnesota Historical Society, and I have successfully sustained this partnership for 4+ years. Dozens of public screenings and events have been coordinated both in /outside of GPHS. 2010 -2011 "Adopt A Survivor ", Talmud Torah, Jewish Community Center, Mpls I was hired by Talmud Torah to instruct students how to interview Holocaust survivors and produce short films about the survivor's story. The project resulted in both a public event and online content. 2009 -2010 "An Ode to Stillwater: The John Runk Films" Hired by Washington County Historical Society (WCHS) to handle all production stages (research, soundtrack, narration, editing, etc) of a documentary film project completing the unfinished 8mm films of John Runk. More details below. 2005 -2009 "Resonance: The Odyssey of the Bells" www.resonancefilm.com I successfully produced and directed an award winning documentary film that required international production (Japan, U.K., USA) and research. The project required numerous public events for research and fundraising and I was the primary organizer of these as well. Since the film revolves around a Minnesota story, the film is now regularly screened on TPT and will until 2016. 2001- present Founder /Director, Square Lake Festival www.squarelakefestival.com At 11 years and counting, the Square Lake Festival is one of the longest running festivals of its kind in Minnesota. Since 2001, numerous public events, funding solicitations, have built this reputation. The arts organization now assists other similar arts organizations to produce similar events. Career /Life Experience Connected to Stillwater 1975- present Born and raised in Stillwater 1994 Graduate of Stillwater Area High School 2001 present I have 11+ years of event organizing experience with the Square Lake Film & Music Festival that I founded and continue to direct. This festival sustains on Minnesota arts grants, and has built /sustained strong relationships with Stillwater and Twin Cities' attendees, artists, business sponsors, and arts /educational organizations. 2009 -2010 "An Ode to Stillwater: The John Runk Films" I collaborated with WCHS and researched /directed a documentary film that completed the unfinished 8mm film work of John Runk, famous Stillwater documentarian. As a result of the 1+ year of research /production, I became familiar with the visual archives of the city. Education 2013- present Principal Licensure Program, University of Minnesota 2010 -2012 M.A. Educational Leadership, Concordia University 2002 -2003 Intermediate Japanese, University of Minnesota 1994 -1998 B.A. English Writing, Secondary Ed Minor, University of St. Thomas Employment 2009- present Curriculum & Media Arts Coordinator, Gordon Parks High School (GPHS) 2001 -2009 Language Arts Instructor, Saint Paul Public Schools grades 9 -12 1999 -2001 English Teacher, Japan Exchange and Teaching Program (JET) 1998 -1999 Photo Staff Director, University of St. Thomas Event - Related Awards /Grants 2008- present Metro Regional Arts Council's Annual "Arts Activities" Grant 2009- present Minnesota State Arts Board "Festival Grant" 2010 -2012 St. Croix Valley Community Foundation grant Career- Related Awards /Grants 2006-2013 "Minnesota Educational Excellence" Award from MN Computers for Schools, Great Lakes "College Access Champion" Award, Saint Paul Public School's "Teacher Travel Grant" Award, Minnesota Historical Society "Emerging Filmmaker" Award, US Marine Corp Heritage Foundation Research Grant, Japan Foundation Film & TV Production. Support Grant, Fulbright Teacher Training & Professional Development Grant Shawn Smalley 813 N Owens St. Stillwater, MN 55082 (651) 269 -4313 dreadpiratesmailey@gmail.com Objective: Operate and manage a locally run annual event to benefit the Stillwater community. Employment: Grill Chef 2001 -2008 La Belle Vie Stillwater, MN - Achieved placement in the top 50 restaurants in the country 5 years running. - Achieved top restaurant in the state - Worked under James Beard Award winning Chef. Executive Chef /Owner Smalley's Caribbean Barbeque and Pirate Bar 2008 -2013 Stillwater, MN - 2008 Smalley's Dark and Stormy ranked by Minneapolis /St. Paul Magazine as unofficial cocktail of summer - 2010 voted best ribs in the state by Minneapolis /St. Paul Magazine - 2010 Spot on Twin Cities Live - 2011 listed by City Pages as best Mac n Cheese - 2012 spot on Diners Drive Ins and Dives - 2012 spot on ESPNU's Road Trip - 2013 spot on WCCO 4 News for Best Summer Cocktail (Mojito) - 2013 listed as top 5 wings in the state - Diligently supporting local charities and philanthropies since 2008 Skills: Stillwater Alumnus - Classically trained Chef - Heavy involvement with local businesses and charities - Business Owner