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Celebrate Colleyville
AGENDA
April 7, 2004
5:30 p.m.
Colleyville City Hall
100 Main Street
I. Call to order and roll call
II. Approval of Minutes: March 10, 2004
III. Discussion and consideration of amending the terms of the Celebrate
Colleyville Steering Committee from January through December
following a calendar year
IV. Celebrate Colleyville program and budget FY 1998 and 1999
V. Discussion of research on surrounding cities and special events
VI. Update of the Village at Colleyville and Town Center Developments by
Nelson Thibodeaux
VII. Discussion and consideration of Celebrate Colleyville citywide event
location
VIII. Discussion and consideration of the 2003 final Report
IX. Discussion and consideration of funds from the 2003 event
X. Citizen Comments
XI. Adjournment
100 MAIN STREET COLLEYVILLE, TEXAS 76034 (817) 503-1000
CELEBRATE COLLEYVILLE STEERING COMMITTEE MINUTES
Wednesday, March 10,2004
I. CALL TO ORDER - The meeting of the Celebrate Colleyville Steering
Committee began at 5:40 p.m.
ROLL CALL - Members present: Linda Newton, Jamie Thibodeaux, Tom
Westerman, Dezann Korbuly, and Charlene Hostin
Members absent: Marcus Miller and Council Liaison Rich Hendler
Staff present: Dixie Cawthorne and Dianne McWethy
Visitors: Richard Myers, Mike Taylor and Nelson Thibodeaux
II. Approval of the February 12, 2004 Minutes. Motion by Linda Newton
second by Jamie Thibodeaux
III. Discussion and Consideration of the "Z" Marketing Team: Nelson
Thibodeaux presented information regarding each developer wanting to have
their own weekend festivities. Richard Myers would like to "Light the Village"
on the Friday following Thanksgiving (November 26) as well as other activities
on Saturday, November 27.
Charles Hodges would like to secure the weekend of December 3 and 4, with
activities at the Town Center and adjacent city facilities.
As a follow-up to these discussions, there was general discussion regarding
the following:
1. Address legal liability regarding propriety issues
2. Identify three possible locations and plan a tour
a. City Hall and Library Facility
b. Colleyville Center and Justice Center and adjacent properties
c. Pleasant Run Soccer Complex
3. Research signage across Glade and Hall Johnson
IV. Adjournment:
MEMORANDUM
DATE: April 2, 2004
TO: Celebrate Colleyville Steering Committee
FROM: Dixie Cawthorne, Communications Manager ~U
SUBJECT: Agenda Item III: Amending Terms for the Celebrate Colleyville Steering
Committee
As per discussions at the last Celebrate Colleyville Steering Committee meeting, it was
suggested that the Celebrate Colleyville Steering Committee change the Council
appointed committee terms to January through December following a calendar year.
On April 20, 2004 the City Council will be appointing new members to the Celebrate
Colleyville Steering Committee. There are four (4) positions on the Celebrate Colleyville
Steering Committee whose terms expire April 30, 2004. The positions are being
advertised and applications will be accepted through April 5, 2004. The incumbents
were notified by mail that their term was expiring and asked to complete an application if
they wished to be considered for reappointment.
During the appointment process at the City Council meeting on April 20, 2004, the City
Council may consider changing the Celebrate Colleyville terms to January through
December, reflecting a calendar year.
Attached is the complete history of the appointment process for the Celebrate Colleyville
Steering Committee. Should the committee choose to proceed with changing the terms,
a recommendation will be made to forward to the Council for consideration.
Attachments:
Resolution R-00-1616
Resolution R-00-1639
Resolution R-01-1816
Resolution R-02-1955
Resolution R-02-1977
RESOLUTION R-OO-1616
A RESOLUTION AUTHORIZING PLANING AND SUPPORT OF THE
MARKETING EFFORTS OF THE CITY OF COLLEYVILLE
WHEREAS, the City Council has re-evaluated the City's approach to marketing the
City and desires to enhance its marketing efforts and promotion of the
City and implementation of programs to expand support of existing
businesses; and
WHEREAS, the City Council desires to achieve the maximum benefit for the
community with the continuance of Celebrate Colleyville and other
special events; and
WHEREAS, the City Council would like to involve citizens in the development of the
structure, venue(s) budget and long range planning efforts of
Celebrate Colleyville.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF COLLEYVILLE, TEXAS:
Sec. 1.
THAT the position of Marketing Coordinator is hereby created for the
purpose of assuming primary responsibility for the marketing and
promotion of the City and to enhance support of existing businesses.
Sec. 2.
THAT the City Manager is authorized to hire a Marketing Coordinator
by April 15, 2000.
Sec. 3.
THAT a ntne-member Celebrate Colleyville Steering Committee is
hereby established with appointments to be made in the future.
Sec. 4.
THAT the Celebrate Colleyville Steering Committee's responsibilities
shall be as follows:
a) to review and make recommendations to the City Council on
the schedule, structure, venue(s), budget and long range
planning of Celebrate Colleyville; and
b) to provide to the City Council a written report of the
Committee's activities and future plans for Celebrate
Colleyville.
Resolution R-OO-1616
Page 2 of 2
Sec. 5.
THAT Mayor Pro Tern Thibodeaux and Councilman Mike Taylor shall
serve as City Council liaisons for Celebrate Colleyville.
AND IT IS SO RESOLVED.
Passed by a vote of
Ii} day of
-
t:J ayes, 0 nays, and 0
~,2000.
abstentions, on this
ATTEST:
kf~
CITY OF COLLEYVILLE:
Dot:~ ~
Mayor
J n Harris, TRMC, CMC
City Secretary
RESOLUTION R-OO-1639
A RESOLUTION APPOINTING MEMBERS TO THE CELEBRATE
COLLEYVILLE STEERING COMMITTEE
WHEREAS, the City Council desires to achieve the maximum benefit for the
community with the continuance of Celebrate Colleyville and other
special events; and
WHEREAS, the City Council would like to involve citizens in the development of the
structure, venue(s), budget and long range planning efforts of
Celebrate Colleyville; and
WHEREAS, it is the desire of the Council to create a Celebrate Colleyville
Steering Committee consisting of nine members to serve two-year
terms.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF COLLEYVILLE. TEXAS:
Sec. 1.
THAT a nine-member Celebrate Colleyville Steering Committee is
hereby established.
Sec. 2.
THAT the Celebrate Colleyville Steering Committee's responsibilities
shall be as follows:
a) to review and make recommendations to the City Council on
the schedule, structure, venue{s). budget and long range
planning of Celebrate Colleyville; and
b) to provide to the City Council a written report of the
Committee's activities and future plans for Celebrate
Colleyville.
Resolution R-OO-1639
Page 2 of 2
Sec. 3.
THAT the following five persons are hereby appointed to the
Celebrate Colleyville Steering Committee to serve until April 2001:
Daria Dennison
Donna Kauffman
Elizabeth Salih
Janie Helling
Anna Khalil
Sec. 4.
THAT the following four persons are hereby appointed to the
Celebrate Colleyville Steering Committee to serve until April 2002.
Bonnie Carroll
Jamie Thibodeaux
Bill Kutka
Tom Westerman
AND IT IS SO RESOLVED.
passedJ>y a vole of ~ ayes, 0 nays, and
J J'Tfl day of _l1rl J ,2000.
o
abstentions, on this
;J~
an Harris, TRMC, CMC
ity Secretary
CITY OF COLLEYVILLE:
JI:~~
Mayor
ATTEST:
.$
CITY COUNCIL ',,,:. I AGENDA BRIEFING
For mtQ. : 07/17/01 CMO Approval:
Item # :
17
Resolution # :
R-01-1816
OEPT. :
Marketing
SUBJECT:
Amending Resolution R-00-1639, decreasing
membership to eight and appointing members to
the Celebrate Colleyville Steering Committee
Previous Action: None
Reading and Public Hearing
Backaround
In April 2000, the City Council established the Celebrate Colleyville Steering Committee
with the following responsibilities: 1) to review and make recommendations to the City
Council on the schedule, structure, venue(s), budget and long range planning of
Celebrate Colleyville; and 2) to provide the City Council with a written report of the
committee's activities and future plans of this event.
As the City begins its efforts for the planning of Celebrate Colleyville, staff desires to
amend Resolution R-00-1639 by decreasing membership to eight, with the appointment
of Daria Dennison, Ret Stansberger, Robert Norris and Leah Shaver to serve until April
2003.
(continued)
ctd~ <mu/~
CITY MANAGER
D&~ ~iW~
DEPARTMENT HEAD
FINANCIAL REVIEW (IF NECESSARY)
:.-
~
RESOLUTION R-01-1816
A RESOLUTION APPOINTING MEMBERS TO THE CELEBRATE
COLLEYVILLE STEERING COMMITTEE
JULY 17. 2001
WHEREAS, the City Council desires to achieve the maximum benefit for the community
with the continuance of Celebrate Colleyville and other special events; and
WHEREAS, the City Council would like to involve citizens in the. development of the
structure, venue(s), budget and long range planning efforts of Celebrate
Colleyville; and
WHEREAS, it is the desire of the Council to create a Celebrate Colleyville Steering
Committee consisting of eight members to serve two-year terms.
NOW. THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF COLLEYVILLE, TEXAS:
Sec. 1.
THAT a eight-member Celebrate Colleyville Steering Committee is hereby
established.
Sec. 2.
THAT the Celebrate Colleyville Steering Committee's responsibilities shall
be as follows:
a) to review and make recommendations to the City Council on the
schedule, structure, venue(s), budget and long range planning of
Celebrate Colleyville; and
b) to provide to the City Council a written report of the Committee's
activities and future plans for Celebrate Colleyville.
Resolution R~1-1816
Page 2 of 2
Sec. 3.
THAT the following four persons are herby appointed to the Celebrate
Colleyville Steering Committee to serve until April 2003:
Daria Dennison
Ret Stansberger
Robert Norris
Leah Shaver
AND IT IS SO RESOLVED.
APPROVED THIS /7it DAY OF 4- ~~
0-AYES, 0 NAYS, AND 0 ABSTENTIONS.
, 2001, BY A VOTE OF
ATTEST:
CITY OF COLLEYVILLE
ii;J~
Cynthia Singleton, TRMC
City Secretary
Mayor
CITY COUNCIL
.~ AGENDA BRIEFING
1"C';:I:;\$
; -
MEETING DATE: 05/07/02 CITY MANAGER ! ~)
ITEM#: 15 DEPARTMENT HEAD I ci>
RESOLUTION # : R-02-1955 i
FINANCE REVIEW I
Previous Action: None
DEPARTMENT: CITY COUNCIL
SUBJECT : Approval to amend Resolution R-01-1816,
decreasing membership to seven and consider an
appointment to the Celebrate CoUeyville Steering
Committee
Reading and Public Hearing
The Celebrate Colleyville Steering Committee reviews and makes recommendations to the
City Council on the schedulel structure, venue(s), budget and long range planning of Celebrate
Colleyville.
Four positions on the Celebrate Colleyville Steering Committee expired April 2002. The
positions were advertised in March and two applicants, Ms. Jamie Thibodeaux and Mr. Tom
Westerman were appointed at the April 2, 2002, City Council meeting. The remaining two (2)
positions were re-advertised, applications accepted through April 18 and one (1) application
was received from Ms. Kimberly Connor. Staff proposes that the membership be decreased to
seven members.
This Resolution provides for Council to appoint a member to the Committee. An interview for
Ms. Connor with Council is scheduled May 7,2002, at 6:35 p.m.
Financial Impact
None
Recommendation
Approval
Attachments
· Celebrate Colleyville Steering Committee roster
. Resolution R-01-1816
. Application for Appointment
· Resolution R-02-1955
RESOLUTION R-02-1955
A RESOLUTION APPOINTING A MEMBER TO THE CELEBRATE COLLEYVILLE
STEERING COMMITTEE
WHEREAS, two positions on the Celebrate Colleyville Steering Committee have expiring
terms; and
WHEREAS, one application has been received.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
COLLEYVILLE, TEXAS:
Sec. 1.
THAT the following person is hereby appointed to the Celebrate Colleyville
Steering Committee to serve a two-year term expiring April 2004.
. Kimberly Connor
AND IT IS SO RESOLVED.
PASSED BY A VOTE OF S AYES, 0
ABSTENTIONS ON THE ?~YOF /Jf~
NAYS AND
2002.
o
CITY OF COLLEYVILLE
~~
Mayor
CITY COUNCIL
C'H'. n(
ere'" AGENDA BRIEFING
".c,")I t'l~.
--
I 06/18/02 CITY MANAGER I
MEETING DATE: j
------ .. . DEPARTMENT HEAD 1
ITEM#: \ 9 (J.6
I R-02-1977 FINANCE REVIEW ~ N/A
RESOLUTION # : !
..
DEPARTMENT : CITY COUNCIL
SUBJECT ~ Consideration of appointment to the Celebrate
CoUeyviUe Steering Committee
Previous Action: None
Reading and Public Hearing
The Celebrate Colleyville Steering Committee reviews and makes recommendations to the
City Council on the schedule, structure, venue(s), budget and long range planning of Celebrate
Colleyville.
There is one (1) position on the Celebrate Colleyville Steering Committee whose term expired
April 2002. The position was advertised and one application was received from Ms. Charlene
Hostin.
This Resolution provides for the Council to fill a position on the Committee. An interview for
Ms. Hostin with the Council is scheduled June 18, 2002, prior to the Council meeting.
On May 30, 2002, Ms. Leah Shaver, whose term expires April 2003, resigned from the
committee, creating an additional vacancy. This position will be advertised and Applications
For Appointment accepted through July 8, 2002, at 5 p.m.
FinanciallmD8ct
None
Recommendation
Approval
Attachments
. Celebrate Col1eyville Steering Committee roster
. Application for Appointment
. Advertisement
. Resolution R-02-1977
~~---....-.-.__._------'."-------~--
-_.-_._._--_._--_._-~-,-~---~- ._~..._,- -.-.-.,-.... -_..._-..------
RESOLUTION R-02-1977
A RESOLUTION APPOINTING A MEMBER TO THE CELEBRATE COLLEYVILLE
STEERING COMMITTEE
WHEREAS, one position on the Celebrate Colleyville has an expiring term; and
WHEREAS, one application has been received.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
COLLEYVILLE, TEXAS:
Sec. 1.
THAT the Colleyville City Council hereby appoints the following person to the
Celebrate Colleyville Steering Committee to serve a two-year term expiring
April 2004:
. Charlene Hostin
AND IT IS SO RESOLVED.
PASSED BY A VOTE OF .5 AYES, 0
ABSTENTIONS ON THE / B#> DAY OF ~
NAYS AND
2002.
o
A~~
Cynthia Singleton, TRMC
City Secretary
CITY OF COLLEYVILLE
~~
Mayor
MEMORANDUM
DATE: April 2, 2004
TO: Celebrate Colleyville Steering Committee
FROM: Dixie Cawthorne, Communications ManagerJJU
SUBJECT: Agenda Item IV: Program and Budget Research FY 1998/1999
As a follow-up to discussions at the tour and chairman, Jamie Thibodeaux, research was
conducted related to the infrastructure cost to prepare City Park for the inaugural
Celebrate Colleyville event.
As per a follow-up discussion related to the City Council approving funds for the
inaugural Celebrate Colleyville event for programming and budget the Resolution R-99-
1565 is attached as well as the follow-up memo from the City Manager, Robert Stripling
discussing the support for this event will be taken from the General Fund.
As per the attached 1999 Celebrate Colleyville Final Report, the total monies spent for
Celebrate Colleyville event was $46,871.56. Sponsorship donations in the amount of
$10,000 from the Fort Worth Star Telegram and the Villages at Colleyville for City Park
decorations helped offset the cost to the General Fund.
Below illustrates the City Park infrastructure expenses for the inaugural event from the
General Fund.
Vendor
Arnett Marketing
Nema Electric
Nema Electric
Service
City Park Decoration
City Park Electrical Work
City Park Electrical Work
Account Number
City Supported
City Supported
City Supported
Cost
$ 8,650.00
$ 5,097.00
$ 831.00
$14,578.00
Attachments:
Resolution R-99-1565
Memo: Use of Utility Funds for Celebrate Colleyville
Celebrate Colleyville 1999 Final Report
Celebrate Colleyville 1999 Final Expense Report
RESOLUTION R-99-1565
A RESOLUTION APPROVING CELEBRATE COLLEYVlLLE ~ WINTER NIGHTS,
WINTER UGHTS PROGRAM AND BUDGET
WHEREAS, the City Council desires to support a holiday event for Colleyville and
area residents to promote and enhance citywide spirit and pride; and,
WHEREAS, the City Council desires to attract visitors to the City of Colleyville to
support current businesses and promote new business development; and,
WHEREAS, the City Council desires to promote continued and increased economic
development activity that will increase sales tax revenue.
NOW. THEREFORE. BE IT RESOLVED BY CITY COUNCIL OF THE CITY OF
COLLEVYILLE, TEXAS:
Sec. 1.
THAT the City of Colleyville will allocate the personnel resources
necessary to support CELEBRATE COLLEYVlLLE ~ WINTER NIGHTS,
WINTER UGHTS.
Sec. 2.
THAT the City Council approves CELEBRA TE COLLEYVlLLE ~ WINTER
NIGHTS, WINTER UGHTS Program and Budget, with the appropriation
of $25,000 from the Utility Fund, $20,000 from the General Fund and
$5,100 from other funds, if needed.
AND IT IS SO RESOLVED.
PASSED BY ~OTE OF ~AYES, () NAYS, AND D ABSTENTIONS ON
THIS THE .3- DAY6~fi1999.
~
J n Harris, TRMC, CMC
CIty Secretary
CI~:LLi~LLE )
Do na~ ~
Mayor
SUBJECT:
MAYOR AND C~ COUNCIL
BOB STRIPLIN. piTY MANAGER
NOVEMBER 1 ,1999
USE OF UTILITY FUNDS FOR CELEBRATE COLLEYVILLE
TO:
FROM:
DATE:
I offer my apologies to the Mayor and Council for my actions concerning the proposed
use of Utility Funds for Celebrate Colleyville event. At the time I suggested it, I thought
using funds originally appropriated for lighting one of our elevated water towers for
lighting City Park to support Celebrate Colleyville was a wise use of that resource. I had
thought that a community wide celebration would be a totally positive event. Upon
reflecting on the funding plan and the friction that my actions have caused among the
elected leaders, I am modifying my funding approach. I will now place before Council
as a part of the list of items to include in the package of supplemental appropriations we
discussed at our last work session the $25,000 for Celebrate Colleyville. Thus, the full
city financial support for the project will come from the General Fund. Although the final
vote on the supplemental appropriation will not occur until December 21st, it will not
impact my ability to pay the bills for the event. At the end of the event we will have as a
part of our inventory over $25,000 in capital assets.
1 know that the Council relies on me as a steward of our financial resources. I should
have given more thoughtful consideration to how I handled this item. I hope that it has
not detracted too much from what should be an exciting and enjoyable event.
__,..---_.___ _ _4__.__"'_ .____._. ____.__ --. . .---.-. -----". .". ..--. --+ . ---- -.-~.
MEMORANDUM
FROM:
DATE:
SUBJECT:
Celebrate Colleyville Steering Committee )
Dianne McWethy, Assistant City Manag~
January 20, 2000 -~
Celebrate Colleyvllle ~ Winter Nights, Winter Ughts
TO:
Background
The purpose of this report is to provide an overview of the holiday event,
Celebrate Colleyville ~ Winter Nights, Winter Ughts, held on December 3
and 4 at Colleyville City Park. Celebrate Colleyville served as a venue to
provide local and area residents the opportunity to participate in a fun-filled
holiday event.
Issues
The following issues are being used to evaluate Celebrate Colleyville ~ Winter
Nights, Winter Ughts and assist the City to plan future events:
Objective
Structure
Venues
Publicity
Sponsorships
Budget
Personnel Resources
Schedule
Planning and Evaluation
Recommendations
These considerations are discussed below:
Objective
. The objectives of the citywide holiday event, Celebrate Colleyville ~ Winter
Nights, Winter Ughts were to 1) promote economic development; 2)
promote citywide pride and spirit; and 3) provide a celebration event.
Each of these objectives were accomplished as follows:
. Promote economic development
Approximately 5,000 local and area residents attended the City's inaugural
holiday event, Celebrate Colleyville . Winter Nights, Winter Ughts. This
event assisted the City in accomplishing the following economic development
objectives:
. Attract visitors, local and non-local, to the City of Colleyville, who may return
to experience what the City has to offer;
. Support current businesses and promote new business development to
increase sales tax revenue; and
. Keep local residents and their "dollars" in the city to promote continued and
increased economic development activity.
Local businesses were provided an opportunity to extend their business hours
and have special holiday sales during this event.
It is the City's hope that Celebrate Colleyville will become an annual event and
will more directly connect with local businesses when The Village at Colleyville is
occupied and is a convenient walk from City Park.
. Promote citywide pride and spirit
Several local and area businesses and organizations participated in Celebrate
Colleyville, including the Colleyville Lion's Club, Colleyville Woman's Club,
Colleyville Heritage High School Project Graduation, Colleyville Baseball
Association and Colleyville Area Chamber of Commerce. Three (3) local schools
designed holiday cards for display during this event. Other local and area
businesses provided in-kind support for this event, including Ritz Properties,
Christmas Decor, Yard Art, Quick Signs and Leonard's Printing. To support and
promote this event, several local businesses, along the Highway 26 corridor,
decorated with "white lights".
A central element of the publicity program included reaching the community
through the distribution of fliers to G-CISD schools and with grocery bag
"stuffers" at Kroger, Albertson's, K-Mart and Landmark Bank. This event was
also highlighted in the City Council citywide newsletter, tiThe Communicator'.
The City of Colleyville Police and Fire Departments also promoted citywide pride.
These departments had on display emergency vehicles, including the fire truck
and ambulance. The Fire Department also featured clowns at the event The
Police Department featured a member of the bicycle patrol. Both departments
distributed safety information to the citizens attending this event.
-----.-.-.-------.--.--....---..----- . ._...... ---"---'_._'---'-'-~ -....
. Provide a celebration event
Celebrate Colleyvllle provided an opportunity for local and non-local persons of
all ages to participate in this holiday event. It featured attractions including a laser
show, the lighting of the 25-foot holiday tree and Santa's workshop. Other
activities included the performance of area entertainers at the amphitheater and
throughout the park.
Structure
The event was approved as part of the budget process in September. During the
fall, City staff worked to identify the scope of the event. define venues, develop
an event logo, establish a preliminary budget and create a lighting theme for the
park to enhance the Celebrate Colleyville * Winter Nights, Winter Ughts
holiday theme. Mayor Pro Tem Nelson Thibodeaux and Councilman Mike Taylor
served as City Council liaisons and Jamie Thibodeaux served as the
Sponsorship Chair to assist with this event. A Steering Committee consisting of
key participants was eventually established to sign off on the program. On
October 22, staff presented an overview of the planned events, proposed budget
and project timeline to the Celebrate Colleyville Steering Committee for their
review and consideration. After discussion, the Steering Committee decided to
meet after the event to review the success of the event, inclusive of budget
revenues and expenditures, and to identify areas that need improvement and
identify enhancements for Celebrate Colleyville.
The City Council adopted the final program and budget on November 3, 1999.
Venues
Venues for Celebrate Colleyville were held throughout the park. The featured
venues for this event were the lighting of a donated 25-foot holiday tree, a
Holiday Laser Show and Santa's workshop.
The ceremony for the lighting of the holiday tree officially opened the event on
Friday night. Although weather conditions limited the full effect of the featured
attraction, the Holiday Laser Show, the event was well attended. especially on
Friday night. Saturday's laser show was shortened due to technical difficulties.
The Colleyville Uon's Club sponsored Santa's Workshop. The highlight of this
venue was Santa's arrival via helicopter on Friday evening and police escort on
Saturday evening.
Other venues included the sale of glow necklaces by the Colleyville Area
Chamber of Commerce; the sale of cookbooks, holiday arts and crafts and
"Holiday Home Tour" tickets by the Colleyville Woman's Club, and the sale of
raffle tickets by Colleyville Heritage High School Project Graduation.
Entertainment was provided by local and area performers at the amphitheater,
the holiday tree and throughout the park by strollers. Three local schools
designed and constructed holiday cards, which were displayed in the park.
Christi Sims, Colleyville Baseball Association Concessionaire, managed and
operated the concession area for this event. Wienerschnitzel also sold hot dogs
and toppings at this event.
Special holiday lighting for Colleyville City Park was provided by the Title
Sponsor, Fort Worth Star Telegram, including the entryway. The Village at
Colleyville also assisted the City with the purchase of holiday lighting for the park.
Other areas of the park were decorated with "white lights., including the
concession and restroom building, the kiosk, the amphitheater and Yard Art
holiday displays.
Publicity
With the joint efforts of the Colleyville Area Chamber of Commerce, The Village
at Colleyville, Fort Worth Star Telegram and local businesses, the City promoted
this event to the community and surrounding area. Promotions through the
Chamber included their monthly newsletter, monthly luncheons and banner at the
Business Expo. Advertising efforts were also coordinated with The Village of
Colleyville to display a Celebrate Colleyville ~ Winter Nights, Winter Ughts
banner promoting their Villa Raising, which was held on Saturday afternoon,
December 4. The Fort Worth Star Telegram donated newspaper space to
promote this event.
Other publicity efforts included the Northeast Tarrant County Arts Council
newsletter, grocery "stuffers" at Kroger, Albertson's, K-Mart and Landmark Bank,
school and business fliers, public service announcements, news releases and
posters displayed at local businesses. City publicity included an article in the
City Council newsletter, "The Communicato"'. Channel 16 cable, City and Police
web pages, City automated telephone line, and payroll stutters. Programs and
pencils were distributed to local businesses and at the event. The Parks and
Recreation Department also advertised Celebrate Colleyvllle * Winter Nights,
Winter Lights in the statewide festival newsletter.
Sponsorships
Sponsorships were identified as a vehicle to supplement the City's funding
allocation. Jamie Thibodeaux served as the chair to secure sponsorships for this
holiday event. Sponsorships for this event included the following monetary and
in-kind contributions:
SpOnsor
Donation
Fort Worth Star Telegram
The Village at Colleyville
$ 7,500
$ 2,5'00
Rattikin Title Company
Whitco Consulting, Ltd.
Randall Garrett Homes
Trinity Waste Systems
Councilman Ginny and Joe Tigue
Decorator Resource
Councilman Frank and Bonnie Carroll
Mayor Donna Arp
Landmark Bank
$ 2,500
$ 1,000
$ 500
$ 500
$ 500
$ 500
$ 500
$ 500
$ 500
$17,000
.
In-Kind
In-Kind
In-Kind
In-Kind
In-Kind
In-Kind
In-Kind
In-Kind
In-Kind
Fort Worth Star Telegram
Colleyville Lion's Club
Colleyville Woman's Club
Ritz Properties
Christmas Decor
Yard Art
Quick Signs
Colleyville Area Chamber of Commerce
Leonard's Printing
The sponsorship funding, in the amount of $17,000, was slightly below the goal
of $18,100. As stated above, in-kind contributions for this event provided
publicity, signage and holiday decorations.
Budoet
On November 3, 1999, the City Council approved a total project of $63,100,
which was as follows:
Expenditures
City Park lighting
Laser show
Entertainment
Sound equipment
Christmas tree installation
Publicity
Printing
Equipment rental
Electrical support
Contingency
Total budget
$18,650
$14,950
$ 2,000
$ 5,000
$ 2,000
$ 2,500
$ 5,000
$ 3,000
$ 5,000
$ 5.000
$63,100
The following revenues were approved for this project, including city and
sponsorship funds:
Revenues
City Funds
General
$45,000
$18.100
$63,100
Sponsorships
Total Revenues
As per the attached spreadsheet, total monies spent for this holiday event were
$46,871.56, which resulted in a balance of $15,128.44. Of the total budget
expenditures, $23,327 was the one-time cost for lighting and electrical support
for this event. These installations will be used in future years.
Personnel Resources
Monica Walsh, Parks and Recreation Manager, served as the event coordinator
and chaired a staff committee consisting of representation from the City
Manager's Office, City Secretary's Office, Fire, Police, Finance, Public Works,
Community Center, Engineering Services, Community and Economic
Development Departments.
City personnel resources were used to provide administrative oversight, event
set-up and breakdown, facility and grounds maintenance and cleaning and
support services for this event.
A break down of personnel, by department, is as follows:
Department #of Regular Comp Overtime
Emplovees Time . Time
Police 11 77.0 70.0
Fire 4 23.0 57.5
Community Development 2 17.0 13.00
Engineerina Services 3 17.5
Finance 4 12.00 5.0
City Hall 4 70.0 20.75 3.5
Community Center 3 33.5 28.00 8.0
Public Works 14 80.0 6.00 143.5
Parks 10 714.0 235.00 84.5
Total 55 1014.5 332.25 397.0
On the basis of the above, an estimated total of $6,400 was spent by the City fo~
overtime costs.
Schedule
Celebrate Colleyville ~ Winter Nights, Winter Lights was held on December 3
and 4. The hours on December 3 were 6:00 p.m. until 8:00 p.m. and on
December 4 were 7:00 p.m. until 9:00 p.m.
Plannina and Evaluation
As illustrated by this report, first time events are time consuming and labor
intensive. Major special events such as Celebrate Colleyvllle should be
plannecl at least nine months in advance of the event. Planning consists of
funding, budget, purchasing, personnel allocations according to planned venues,
security, scheduling, preparation, set-up and break down and evaluation.
Special event planning will also be impacted by the complexity of the event.
To assist with planning purposes, employees and volunteers, who assisted with
Celebrate Colleyville, were requested to complete a survey. Thirty (30) surveys
were received and provided the following responses:
4 - Excellent 3 - Good 2 - Fair 1 - Poor
Restroom Facilities 3.7 Information Area 3.6
Concession Area 3.3 Time of Event 3.6
Location of Event 3.9 Day of the Event 3.7
Park Conditions 3.9 Parking/Entering 3.7
Laser Program 2.6 Santa's Workshop 3.6
Program Content 3.2 Volunteer Area 3.7
Tree Lighting 3.4 Wienerschnitzel 3.4
How would you rate Friday's performers? 3.5
How would you rate Saturday's performers? 3.3
Would you recommend this event to your friends? All responses were yes.
In addition to the above responses, the following new programs were suggested
for next year:
Hayride, carriage and sleigh rides
Sledding hill
Children's activities
Carnival rides
Snow maze
Bounce house
5
1
7
4
1
1
Appearances by Mr. and Mrs. Frosty 2
and Disney characters
Games 6
Face painting 4
School bands 4
Ornament making and decorate cookie booth 2
Craft booths 12
Elves workshop 1
Expand Santa land 1
Hot air balloon 1
Drawing for prizes 1
Fireworks 3
Parade 2
Automobile show 2
Big Name Acts 2
Suggestions to improve the event included:
One night or day event 7
Additional food vendors (less expensive) 8
Improve sound system 1
Inform public to bring lawn chairs or blankets 1
Enclose volunteer area 1
Check-in area for performers 1
Orientation for organizations involved 1
Plan earlier' 1
Shuttle bus 1
Charge admission: one can of food for charity 1
Additional lights 1
In addition to the above evaluation( s) and suggestions from staff, Sponsorship
Chair Jamie Thibodeaux received the following suggestions and ideas on how
the City might improve the event:
Craft vendors
More food vendors
Improve sound system
Strolling mimes and magicians
Walking entertainers, carolers and musicians
Grapevine Parade floats
Shuttle buses to parking
Sports/entertainment figures to sign autographs
One or two charities
Collect toys for Fort Worth Star Telegram event
Collect food for Grace
Scott Murray as Master of Ceremonies
Additional information and suggestions will assist the City to enhance this holiday
for the future.
Recommendations
On the basis of this report, staff has developed the fOllowing recommendations
for consideration by the Celebrate Colleyville Steering Committee:
. Initiate planning efforts in Spring 2000
. Hire full-time Event Coordinator to assist Parks and Recreation Department
staff to plan and administer this event, as well as assist the Recreation
Supervisor with other planned programs such as Kid Fish, Concerts in the
Park and continuing education programs
. Hire part-time maintenance personnel to assist with set-up and break down of
event
. Reduce event to one day
. Consider expanding the venues offered for the attendees
. Identify feature attraction for this holiday event, such as the Laser Show
. Recommend that the City Council appoint a permanent Celebrate Colleyvllle
Steering Committee, consisting of 15 to 20 members, to assist with the event
If you have any questions or need additional information, please contact Monica
Walsh, Parks and Recreation Manager, at 656.7275 or me at 577.7589,
extension 204. We look forward to meeting with the Steering Committee on
January 26 at 10:00 a.m. at the Colleyville Community Center.
Attachments:
Celebrate Colleyvll/e Itemized Expenses
Celebrate Col/eyvi/le Steering Committee Draft Resolution
xx: Bob Stripling, City Manager
Monica Walsh, Parks and Recreation Manager
Mike Soab, Economic Development Manager
DR4J:r
RESOLUTION R-OO-oOOO
A RESOLUTION ESTABLISHING A CELEBRA TE COLLEYVlLLE STEERING
COMMITTEE TO ASSIST WITH THE DEVELOPMENT AND PLANNING EFFORTS
OF THIS HOLIDAY EVENT
WHEREAS, the City Council desires to achieve the maximum benefit for the
community with the continuance of its annual holiday event, Celebrate.
Colleyville ~ Winter Nights, Winter Ughts; and
WHEREAS, the City Council would like to involve citizens in the development of the
structure, venue(s), budget, and long range planning of Celebrate
Colleyvi/le ~ Winter Nights, Winter Ughts.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
COLLEYVlLLE, TEXAS:
Sec. 1.
Sec. 2.
Sec. 3.
Sec. 4.
Sec. 5.
Sec. 5.
Sec. 7.
THAT the Celebrate Colleyville Steering Committee is hereby
established.
THAT the Celebrate Colleyville Steering Committee be limited to fifteen
(15) members with City Manager designated staff liaisons.
THAT the Celebrate Colleyville Steering Committee be appointed for a
two-year term, except for the first appointment which shall consist of eight
appointments for a two year term and seven appointments for a one-year
term.
THAT the Celebrate Col/eyville Steering Committee's responsibilities
shall be as follows: .
a) to review and make recommendations to the City Council on the
schedule, structure, venue(s), budget and long range planning of
Celebrate Co/leyvi/le.
b) To provide to the City Council a written report of the Committee's
activities and future plans for Celebrate Colleyvllle.
THAT the following persons are hereby appointed to the Celebrate
Co/leyv;//e Steering Committee to serve a two-year term:
THAT the following persons are hereby appointed to the Celebrate
Colleyville Steering Committee to serve a one-year term:
THAT Mayor Pro Tern Nelson Thibodeaux and Councilman Mike Taylor
shall serve as City Council liaisons for Celebrate Colleyville.
AND IT IS SO RESOLVED.
PASSED BY A VOTE OF AYES, NAYS, AND
THIS THE DAY OF 2000.
ATTEST:
Jean Harris, TRMC, CMC
City Secretary
Resolution R-O~OOO
Page 2 of2
ABSTENTIONS ON
CITY OF COLLEYVILLE
Donna Arp
Mayor
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MEMORANDUM
DATE:
April 2, 2004
TO:
FROM:
Celebrate Colleyville Steering Committee
Dixie Cawthorne, Communication ManagerJ)CI
SUBJECT:
Agenda Item V: Research of Surrounding Cities and Special Events
Background
Celebrate Colleyville ~ Winter Nights, Winter Lights, is a citywide holiday
event typically held on the first Saturday in December at Colleyville City Park.
Celebrate Colleyville is an annual event serving as a venue to provide local and
area residents the opportunity to participate in a fun-filled holiday event.
Committee Responsibilities
To review and make recommendations to the City Council on the schedule,
structure, venues, budget and long range planning of Celebrate Colleyville; and
to provide to the City Council a written report of the Committee's activities and
future plans for Celebrate Colleyville.
Proposed Plan
On February 12, 2004 the Celebrate Colleyville Steering Committee received a
proposed plan from the "l" Marketing Team to relocate the citywide event
Celebrate Colleyville from City Park to Colleyville Center and Justice Center and
the new City Hall and Library facilities. The "l" Marketing Team consists of local
developers for the Villages at Colleyville and Town Center Colleyville. The local
developers have appointed Mr. Nelson Thibodeaux to act as their liaison to
Celebrate Colleyville.
The "l" Marketing Team proposal is to explore the potential of bringing the two
largest retail projects in Colleyville together in a common goal to support the
future efforts of Celebrate Colleyville.
During a Celebrate Colleyville meeting it was mentioned that cities partner with
private developers and private businesses to plan citywide events. As a follow-up
to these discussions, I took the initiative to research surrounding cities and the
role each play with private developers and private business owners to ensure the
success of their citywide event.
The following seven (7) cities were surveyed: Southlake, Grapevine, Euless,
North Richland Hills, Hurst, and Bedford. Of the seven Southlake, Grapevine
and Euless plan citywide events that were closely related to Celebrate
Colleyville's proposed changes. North Richland Hills, Hurst and Bedford's
citywide events are all on city property and planned by the city. A detailed
summary of Southlake, Grapevine and Euless is provided.
South lake
The City of Southlake plans two major citywide events at Southlake Towne
Square. One is a holiday event the other is the 4th of July celebration.
Location
Both events are located on the acre of Public Park in the center of the
development or on public streets.
Operations
Both of these events are planned through the city. The owner of Towne Square
does attend meetings and works directly with the city to plan these events.
Insurance
Additional insurance is not needed since venues are on public streets. If a
private business wanted to have a separate venue to support the event this
proposal would need to be provided to the committee planning the event. If a
private business wanted to have a separate venue on their private property
(outside the confines of their four walls) the business would need to follow all
zoning and permit regulations of the city.
Funding
The city funds the event with additional support from sponsors and developer.
Responsibility
The city is responsible for planning the event. City committee representatives
from public works, fire, police, building services, parks and recreation, park
maintenance, as well as one representative from Towne Square, plan and
implement the citywide event. All other adjacent businesses either submit full
detail of plans for the committee to approve or go through the city zoning process
and to Council for approval.
Other Events
Two other large events that take place at Towne Square are Oktoberfest and Art-
in-the-Square. The Oktoberfest event is planned and operated by the South lake
Chamber of Commerce and the Art-in-the-Square event is planned and operated
by the Southlake Woman's Club.
Art-in-the-Square and the City of Southlake have developed a Scope of Service
Agreement (provided in packet) that is followed when planning this event. The
City provides the use of city parks and equipment. If equipment is needed that is
specific for that event the Southlake Woman's Club would purchase the
equipment. However, if the equipment are items that the City of Southlake would
use at other city functions i.e. tents, tables or chairs, the City of South lake would
purchase the equipment and lend the equipment to the Southlake Woman's Club
for use at the event.
South lake Woman's Club is responsible for planning and implementing this
event. They pay the City of Southlake for personnel including overtime cost for
the event, signage, and related permits that are required to host an event.
The Southlake Woman's Club reviews all proceeds and delegates those
proceeds as that organization sees fit. The proceeds are typically invested back
to the community through donations to the city i.e. for the purchase of additional
trees for city parks, donations to plan and build a community dog park, or any
other area that the Southlake Woman's Club deems appropriate. Other
proceeds are given to non-profit organizations as determined by the South lake
Woman's Club. The City of Southlake is not involved in the donation of monies.
The donations are given from one non-profit organization to another non-profit
organization.
Grapevine
Grapevine plans many citywide events on an annual basis. The two events that
would be similar to the proposed change for Celebrate Colleyville would be Main
Street Days and Grapefest.
Location
These two events use public streets and public areas. If private property is
needed the business usually donates the property for 3 days in exchange for
sponsorship. There have been situations where the City of Grapevine insures the
property for use of land.
The city issues a special event permit to themselves during both events. If a
business wants to plan something, at the same time, they will either submit this
plan to the committee for review or submit a special event request through the
City for approval.
Operations
Both of these events are planned through the Grapevine Visitors and Convention
Bureau, which is a department within the City. The City has full control of all
venues. The City has set up rules and regulations to control what happens at
City event. If a vendor would like to be a part of one of these events, they must
fill-out a vendor application and submit it to a review committee. The committee
reviews all applications and either approves or denies the application based on
information submitted. If the vendor is accepted they will fall under one of the
following categories: other applicant, business expo, arts and craft and food
vendor with all contracts applicable under these agreements.
Insurance
If private areas are used the City is self-insured and the City indemnifies the
private property as an additional insured. This additional insurance falls under
the City of Grapevine's general liability insurance. The City of Grapevine does
not go through TML for insurance since they are self-insured.
Funding
The City funds these events with additional support from sponsors. All proceeds
benefit the Heritage Foundation 5013c.
Responsibility
The Main Street Days events consist of a 56-member committee and the
Grapefest Event consists of a 76-member committee. These committees are
comprised of citizen volunteers, city staff (representative from each department)
and some business owners. All other adjacent businesses either submit full
detail of plans for the committee to approve or go through the city zoning process
and to Council for approval.
Euless
The only event somewhat similar to the proposed changes to Celebrate
Colleyville would be the Arbor Daze Celebration at the City of Euless.
Location
The only partnership with Euless is the donation of land from a private business
owner. The city maintains the property annually for use of the land during the
event. A contract is in place identifying this exchange. The use of the land does
not give the owner rights to venues at the Arbor Daze event.
Operations
The City plans and manages every aspect of this event. Any proposed vendor
wanting to be a part of Arbor Daze would need to submit an application for
approval from the Arbor Daze Committee.
Insurance
Insurance is not needed with this arrangement.
Funding
The City funds these events with additional support from sponsors.
Responsibility
The City is responsible for planning the event. City committee representatives
from public works, fire, police, building services, parks and recreation, park
maintenance plan and implement the citywide event. All other adjacent
businesses either submit full detail of plans for the committee to approve or go
through the city zoning process and to Council for approval.
City of Colleyville
Insurance
I spoke with Terry Leake, City of Colleyville, Finance Director regarding the use
of private property for a city event. Texas Municipal League Intergovernmental
Risk Pool insures the City of Colleyville. Per their underwriter, if a private
property owner housed a city venue on their private property the city would add
that private property to our policy for the event specific timeline as an additional
insured. The addition of the private property would fall under the current general
liability insurance policy for the City of Colleyville.
If a private business wanted to sell alcohol at their private establishment, the
City's insurance would request that this business establishment not be listed on
the event poster and that the business establishment place signage at each exit
requesting that all alcoholic beverages remain on private property.
If a private business wanted to place a large event tent on public streets and sell
alcohol the private business renting the tent would need to provide the City of
Colleyville with a certificate of insurance. The caterer for this tent would also
need to provide the City proof of liquor liability insurance that indemnifies the
private business owner, who in turn indemnifies the City of Colleyville.
Attachments:
Exhibit I:
Exhibit II:
Exhibit III:
Exhibit IV:
Exhibit V:
Exhibit VI:
City of Southlake City agreement with the Southlake Woman's Club
City of Grapevine "Other Applicant" Application
City of Grapevine "Business Expo" Application
City of Grapevine "Arts and Craft" Application
City of Grapevine "Food Vendor" Application
City of Euless "Arbor Daze" Application
Exhibit I:
City of Southlake City agreement with the Southlake Woman's Club
AGREEMENT FOR COMMUNITY SERVICE
STATE OF TEXAS ~
~
COUNTY OF TARRANT ~
THIS AGREEMENT is entered into by and between the City of Southlake, Texas, a
home rule municipal corporation located in Tarrant County and Denton County, Texas, acting
by and through its duly authorized City Manager (hereinafter referred to as "City"), and the
Southlake Women's Club, a nonprofit organization operating in the Southlake as an
organization described in section 501(c)3 of the Internal Revenue Code, acting by and through
its duly authorized President.
WHEREAS, the purpose of Southlake Women's Club is to provide an annual arts
festival that benefits the community and charities in Southlake and provide a focus for the
expansion of other arts programs in the City of Southlake; and,
WHEREAS, the Southlake Women's Club has been in existence since 1985; and,
WHEREAS, the City and the Southlake Women's Club desire to enter into an
Agreement whereby the Southlake Women's Club will provide services to citizens through
their hosting of a community event;
NOW, THEREFORE, City and the Southlake Women's Club do hereby covenant and agree
as follows:
SECTION 1
SCOPE OF SERVICES
Southlake Women's Club shall provide the following services:
1. Host Art in the Square which is a community event in which proceeds go to charities
serving children and families.
SECTION 2
SOUTHLAKE WOMEN'S CLUB(S) OPERATIONS
1. Southlake Women's Club shall operate in accordance with its own approved by-laws.
2. The City shall have the right to review the books and records kept incident to the
services provided by the Southlake Women's Club to the City.
SECTION 3
USE OF CITY EQUIPMENT AND SUPPLIES
City agrees to offer, at the discretion of the City, the use of various equipment and supplies to
the Southlake Women's Club for the Art in the Square event for services described in Section I
hereinabove. Equipment and supplies must be returned to the City in the same or better
condition as when provided. The Southlake Women's Club will be responsible for incurring
the cost for repairs or replacement of any equipment or supplies which are damaged during use
by the Southlake Women's Club.
SECTION 4
PAYMENT FOR SERVICES
The City and the Southlake Women's Club agree that the services provided by the other
represent an approximately equal value and, as such, there are no cash payments or other
consideration due to the other party.
SECTION 5
TERM OF AGREEMENT
1. The term of this agreement shall be for a period of one (1) year beginning January 1,
2004 and ending December 31, 2004.
2. Either party may terminate this Agreement upon 30 days written notice to the other party.
SECTION 6
INDEPENDENT CONTRACTOR
In performing the services hereunder, Southlake Women's Club is acting as an independent
contractor, and shall not be deemed an employee, agent or partner of the City. Neither party shall
have the authority to make binding representations or agreements on behalf of the other.
SECTION 7
NO WAIVER OF GOVERNMENTAL IMMUNITY
Notwithstanding any provision of this Agreement to the contrary, nothing contained in this
agreement shall be construed to limit or waive any governmental or sovereign immunity of the
City, or any immunity applicable to its officers, agents, servants or employees.
IN WITNESS WHEREOF the City and the Southlake Women's Club have executed
this agreement as of this day of , 2004.
Approved as to legal form
and adequacy:
Attorney at Law
Mayor, City of Southlake
President
Southlake Women's Club
Exhibit II:
City of Grapevine "Other Applicant" Application
18nI ANNuAL GRAPEFEsT
SEPTEMBER 9 - 10- 11- 12, 2004
GRAPEV
~~Four Days of Great Opportunities!"
EARLIER APPLICATION DEADLINE:
GrapeFest - April 30. 2004
Dear Applicant:
The Grapevine Convention and Visitors Bureau invites you to apply for participation in the 18th Annual GrapeFest festival
to be held September 9, 10, II & ]2,2004. For your application to be considered, you must be able to participate all
four days. THE SET-UP WILL BE EARLY THURSDAY MORNING beginning at 6:00 A.M.
Please follow all application instructions carefully and note that the deadline for submitting application for GrapeFest is
April 30. 2004. Due to the volume of applicants and limited space, we are unable to accept late applications - deadline
date will be strictly adhered to. Applicants not selected will be notified by letter with checks and photos returned.
Accepted applicants will be mailed an acceptance letter and contacted by phone to discuss details.
* * * *
SERVICE PROVIDERS (i.e., Face Painters) and ENTERTAINMENT VENDORS (i.e., Rock-Climbing Wall, Games,
etc): The sale ofvour services is by coupon only. Vendor fees will be determined on an individual basis. No cash
transactions. A 200;. commission fee of Gross Sales is required. Coupons are in SO-cent denominations. Deviation
from the coupon rule will be grounds for immediate expulsion from the festival. Vendors may sell only approved
items. These items will be selected at the time of notification of acceptance.
FAMILY AREA TYPE VENDORS (These are contract vendor positions - Le., Bounce House, Slide, Children's Games
and Amusements): You may be contacted by phone for more infonnation.
****
For an application to be considered, the following items must be completed and enclosed: (1) notarized hold harmless
agreeme nt, (2) tax identification number, (3) current photos or detailed description of the trailerlbooth/set-up you
intend to use, (4) current photos of your product(s), including description and pricing. (Color photocopies will be
accepted.) Incomplete forms will not be accepted. Photos of accepted applicant's boothltrailerlset-up will become the
property of the Grapevine Convention and Visitors Bureau. Complete dimensions of your trailer or your booth, along
with your full electrical requirements are required on your application. If you require electricity, bring a minimum of 100-
foot outdoor heavy duty electric cord and cord coverings or duct tape for covering of cords. Submission of application
does not guarantee acceptance or placement Festival officills reserve the right to select or reject vendors. This is an
outdoor show and there are no refunds for inclement weather.
Following set-up, no vehicular traffic will be pennitted on festival grounds until after 7:00 p.m. Sunday, and then only
after cle arance by festival officials. Absolutely NO PETS ALLOWED ON FESTIVAL GROUNDS AT ANY TIME.
We look forward to receiving your application!
Sincerely,
~/. ~
.,- ... ~,"- - -~
I I {,r...
~ ~:!-:<ta /
Gayle Hall
Director of Festivals and Events
GRAPEVINE CONVEN1"ION .t
VISITORS BUREAU
One Libeny Pack PIau
GrapeviM. TnllS 760SI.n7"
_w.papevinetelllllUn.rom
(1I11J4Io.3t8S
(80014.S7..(>J)8
fAX (8171'410-30311
GrapeFest
Grapevine, Texas
September 9,10,11 & 12,2004
VENDOR APPLICATION - OTHER
DEADLINE FOR APPLICATION: April 30, 2004
Please check vendor type below:
Service Provider: i.e, Facepainter. etc. $
Entertainment: i.e.. Rock-Climbing Wall $
Describe festival activity:
Service Providers and Entertainment Vendors: The sale ofvour services is by counons onlv. Vendor fees will be determined on an
individual basis. No cash transactions. A 20% commission fee of Gross Sales will be charged if accepted. Vendors will reconcile
coupons at close of business on Sunday at a designated location.
price you charge per person
price you charge per person
* Any activity placed inside the Family Area will be operated FREE of charge to the public. No coupons will be taken in this area.
Contracts for inside the Family Area will be determined on an individual basis.
-Business Name:
-Contact Name:
-Mailing Address:
-City:
-Home phone:
-E-Mail address:
State:
Zip:
-Business Phone:
_ Description of your product: Please enclose pboto(s) of product and Sef.Up. Pbotos of accepted applicant's productlboothlsef.up will
become the property of the Grapevine Convention and Visitors Bureau. (Color pbotoropies will be accepted.)
Tax ID Number (Vendor must fill this out in order to be considered):
Electrical Requirements: 11 0 VOLT _220 VOLT AMPERAGE &/or PHASE
* All vendors must provide additional lighting for your space for the hours of the event after dark.
Ust Your Space Requirements:
Family Area vendors will be contacted by phone to discuss fees. Declined vendors will be contacted by letter.
FESTIVAL HOURS:
Thursday
Friday
Saturday
Sunday
11:00 a.m. -10:30 p.m.
10:00 a.m. -11:30 p.m.
10:00 a.m. -11:30 p.m.
11:00 a.m. - 6:00 p.m.
MAIL APPLICATION TO:
GrapeFest c/o
CRAPEVINE CONVENTION & VISITORS BUREAU
ONE LIBERTY PARK PLAZA
GRAPEVINE. TEXAS 76051
BOLD HARMLESS AND INDEMNITY AGREEMENT
GrapeFest
September 9, 10, 11 & 12, 2004
1, , the Undersigned, binding my heirs, executors, administrators, estate and assigns,
do hereby agree to completely and wholly release, indemnify end bold harmless the Grapevine Heritage Foundation,
Gr.tpevine Convention & Visitors Bureau, City of Grapevine, its officers, agents, independent contractors, and employees for
any and all claims, damages, harm, personal injury, including death, property damage, lawsuits and judgments, including
court costs, expenses and reasonable attorney's fees, and all other expenses resulting from the activities, programs, and
events occurring on the above-stated date of the stated festival in Grapevine, Texas.
It is the understanding of aU parties that this release, indemnity, and hold harmless agreement shall apply whether
or not the claims, damages, harm, personal injury, including deaths, property damage, lawsuits, judgments, court costs,
attorney's fees or any other expense arise from the negligence of whatever nature, omissions, willful or intentional acts of
the vendors or vendor's officers, agents, employees, independent contractors, other representatives, invites, licensees, or
guests.
If this vendor is other than an individual, vendor certifIeS, warrants and represents that the individual whose
signature appears below is duly authorized to execute this Agreement on behalf of the firm, corporation, partnership or other
entity who is the vendor.
IN WITNESS WHEREOF, this Agreement has been executed this _ day of
,2004.
Vendor:
By:
Printed Name:
Title:
STATE OF
COUNTY OF
Before me on this day personally appeared known to me (or
proved to me on the oath of ) or through (description of identity card or
other docmnent) to be the person whose name is subscribed to the foregoing instrument am acknowledged to me that
he executed the saIne for the purposes am consideration therein expressed.
Given under my hand and seal of office this _ day of
,A.D.
(Seal)
Notary Public In and For The State of
My Commission Expires
Vendor
Tax ID #
Phone
Circle Type: A&C BUS FOOD OTHER
Comments:
Vendor Checldist:
Check(s) mdosed made payable to GrapeFest
Hold Harmless Signed and Notarized
Fktures and pridDg attadted
_ Application completely filled out
Menu itans and pridng for Food Vendors
Business Name:
Contact:
Address:
Phone:
Tax ID #
Plocement:
(For ojJidalllSe only)
Cancellation policy:
Cancel by June 15, 2004 - 100% refund
Cancel by July 15,2004- 50% refund
Cancel on or after August 15, 2004- No refund
All cancellations must be in writing and mailed to our office to the attention of: Gretchen Voight, Grapevine
Convention & Visitors Bureau, One Liberty Park Plaza, Grapevine. TX 76051 or fax to Gretchen Voight at
817 -410-3038.
Exhibit III:
City of Grapevine "Business Expo" Application
18TII ANNuAL GRAPEFEsT
SEPTEMBER 9. 10. 11 . 12, 2004
//- ~
/ '\.
EFEST
G RAP E V I N E', T E X A S
~~Four Days of Great Opportunities!"
EARLIER APPLICATION DEADLINE:
GrapeFest- April 30. 2004
Dear Business Expo Festival Applicant:
The Grapevine Convention and Visitors Bureau invites you to apply for participation in the 18th Annual GrapeFest festival
to be held September 9, 10, 11 & 12,2004. For your application to be considered, you must be able to participate all
four days. THE SET-UP WILL BE EARLY THURSDAY MORNING between 6:00 A.M. and 8:00 A.M.
Please follow all application instructions carefully and note that the deadline for submitting application for GrapeFest is
April 30. 2004. Due to the volume of applicants and limited space, we are unable to accept late applications - deadline
date will be strictly adhered to. All applicants will be notified by letter of acceptance or non-acceptance. Checks and
photos will be returned to applicants not selected.
For application to be considered, the following items must be completed and enclosed: (1) your entry fee, (2) notarized
bold barmless agreement, (3) current pbotos of your products and booth you intend to use and your display. (Color
photo copies will be accepted.) Incomplete forms wiD not be accepted. Photos of accepted applicant's products will
become the property of the Gmpevine Convention and Visitors Bureau. Submission of application does not guarantee
acceptance or placement. Festival officials reserve the right to select or reject vendors. This is an outdoor show and there
are no refunds for inclement weather.
Business Expo is reserved for service and unique retail businesses in tbe local community. You or your
representative must be present at your assigned booth during show hours. All booths are provided along with one 100-
watt light bulb. The vendor must provide any additional supplies or lighting. If you require electricity, bring a minimum
of 100- foot outdoor heavy duty electric cord and cord coverings or duct tape for covering of cords. The vendor must
provide any additional supplies.
Following set-up, no vehicular traffic will be permitted on festival grounds during hours of operation and not until after
7:00 p.m. Sunday for break down, and then only after clearance by festival officials. Absolutely NO PETS ALLOWED
ON FESTlV AL GROUNDS AT ANY TIME.
If you have any questions, please contact Gretchen Voight at 817-410-3544. We look forward to receiving your
application!
Sincerely,
~.A I;(jej'
Gayle Hall
Director of Festivals and Events
GRAPE\1NE COJllii'VENTlON &I
\'lSITORS BUREAU
Oa~ Uberty Park Plaza
Grapevine. Tun 76051-5374
wwW.grapeViMteXISUsa.com
(811) 410-318S
(800) 4S7-6338
FAX (811) 4 to. 3038
GrapeFest Business Expo Vendor Information
September 9, 10, 11 & 12,2004
. GrapeFest 2004 is a four-day event. Your booth must be staffed at all times.
Festival hours are 11 a.m. to 10:30 p.m. on Thursday; 10 a.m. to 11:30 p.m. on Friday;
10 a.m. to 11 :30 p.m. on Saturday; and 11 a.m. to 6 p.m. on Sunday.
. Plan to arrive Thursday morning, September 9th at 6:00a.m. No one will be allowed
entrance before this time and then only after permission by festival officials. There will be
no Friday morning set-up! Your area must be set up and ready for business by 10:00
a.m., Thursday, September 9th.
. Note: A basic lO'xlO' booth will be set UP for you (this includes a table and 2 chairs). You
will want to bring items to decorate your booth. You must set up your items for display
within your booth space. A single 100- watt light bulb for lighting will be installed in your
booth. If additional electricity is needed, you must bring your own 100ft. heavy-duty
electrical cords marked with your name. We will make every effort to get you close to your
booth space for unloading but bring any equipment (cartsldollies, etc.) to make unloading
easier.
. A parking pass for the festival and badges will be issued.
. NO PETS are allowed within the festival.
. Please note only vendors that are selling any type of food product require a health permit. If
you sell any type of food product please contact us for a copy of the required health
permit application.
. GrapeFest is an outdoor event located in the Downtown Historic District. The event is held
rain or shine; there are no refunds for inclement weather.
For more GrapeFest festival information, please visit our website: www.grapevinetexasusa.com
GrapeFest
Grapevine, Texas
September 9,10,11 & 12, 2004
OFFICIAL BUSINESS EXPO APPUCA TION
DEADUNE FOR APPlICATION: April 30. 2004
. FOR APPUCATION TO BE CONSIDERED. YOU MUST BE ABlE TO PAR'TIQPATE ALL FOUR
FESTIVAL DAYS.
-Business Name:
-Contact Name:
-Mailing Address:
-City:
-Home phone:
-E-Mail address:
_ Description of Business Expo items to be sold and price range. Please enclose information
regarding what you will sell or have on display in your booth. Enclose photos of items to be sold
and booth set-up. Photos of accepted appIcant's product w. become the property of the
Grapevine Convention and VISitors Bureau. (Color photocopies wII be accepted.)
State:
Zip:
Business Phone:
Tax ID Number (vendor must fill this out in order to be consideredt:
FEES: No cash w. be accepted. Check or money order only.
Business Expo--- 10 x 10 Area
$ 500 _ Commercial Vendor
$ 400 _ Local Civic Group or Non-Profit Organization
10'x10' covered booth included at no additional charge. Booths come with one 100-watt light bulb.
Soecial electrical needs accommodated for a fee. Please call for information. The vendor must provide any
additional supplies and additional lighting. Approved vendors must bring their own personally identified heavy-
duty extension cords and cord coverings. All sale and display items must be contained inside booth
area.
FESTIVAL HOURS:
Thursday
Friday
Saturday
Sunday
11:00 a.m. -10:30 p.m.
10:00 a.m. -11:30 p.m.
10:00 a.m. -11 :30 p.m.
11:00 a.m. - 6:00 p.m.
MAKE CHECK OR MONEY
ORDER PAYABLE TO:
GrapeFest
c/o GRAPEVINE CONVENTION & VI SITaRS BUREAU
ONE LIBERTY PARK PLAZA
GRAPEVINE, TEXAS 76051
HOLD HARMLESS AND INDEMNITY AGREEMENT
GrapeFest
September 9, 10, 11 & 12, 2004
I, , the Undersigned, binding my heirs, execulOrs, administralOrs, estate and assigns,
do hereby agree to completely and wholly release, indemnify 3ld hold hannless the Grapevine Heritage Foundation,
Grapevine Convention & Visitors Bureau, City of Grapevine, its officers, agents, independent contractors, and employees for
any and all claims, damages, harm, pe~nal injury, including death, property damage, lawsuits and judgments, including
court costs, expenses and reasonable attorney's fees, and all other expenses resulting from the activities, programs, and
events occurring on the above-stated date of the stated festival in Grapevine, Texas.
It is the understanding of all parties that this release, indemnity, and hold harmless agreerrrnt shall apply whether
or not the claims, damages, harm, personal injury, including deaths, property damage, lawsuits, judgments, court costs,
attorney's fees or any other expense arise from the negligence of whatever nature, omissions, willful or intentional acts of
the vendors or vendor's officers, agents, employees, independent contractors, other representatives, invites, licensees, or
guests.
If this vendor is other than an individual, vendor certifies, warrants and represents that the individual whose
signature appears below is duly authorized 10 execute this Agreerrrnt on behalf of the firm, corporation, partnership or other
entity who is the vendor.
IN WITNESS WHEREOF, this Ag~nt has been executed this _ day of
,2004.
Vendor:
By:
Printed Name:
Title:
STATE OF
COUNTY OF
Before me on this day personally appeared known to me (or
proved to me on the oath of ) or through (description of identity card or
other document) to be the person whose name is subscribed to the foregoing instrument aOO acknowledged to me that
he executed the same for the purposes and consideration therein expressed.
Given under my hand and seal of office this _ day of
,A.D.
(Seal)
Notary Public In and For The State of
My Commission Expires
Vendor
Tax ID #
Phone
Circle Type: A&C BUS FOOD OTHER
Comments:
Vendor Check6st:
Check(s) mdosed made payable to GrapeFest
_ Hold Barmless Signed and Notarized
Pictures and pricing attached
Application completely fiDed out
_ Menu items and pricing for Food Vendors
Business Name:
Contact:
Address:
Phone:
Tax ID #
P/ocement.'
(For ojficial use only)
Paper Clip Check Here I!!!!!
Cancellation policy:
Cancel by June 15, 2004 - 100% refund
Cancel by July 15,2004- 50% refund
Cancel on or after August 15, 2004 - No refund
All cancellations must be in writing and mailed to our office to the attention of: Gretchen Voight, Grapevine
Convention & Visitors Bureau, One Liberty Park Plaza, Grapevine, TX 76051 or fax to Gretchen Voight at
817-410-3038.
Exhibit IV:
City of Grapevine "Arts and Craft" Application
18TII ANNUAL GRAPEFEST
SEPTEMBER 9. 10. 11 . 12, 2004
....../5 ~
//-= "\
RAPEFEST
G RAP E V I N E, T E X A S
UFour Days of Great Opportunities!"
EARLIER APPLICA nON DEADLINE:
GrapeFest- April 30, 2004
Dear Arts & Crafts Festival Applicant:
The Grapevine Convention & Visitors Bureau invites you to apply for participation in the 18th Annual GrapeFest festival
to be held September 9, 10, II & 12,2004.
Please follow all application instructions carefully and note that the deadline for submitting application for GrapeFest is
April 30. 2004. Due to the volume of applicants and limited space, we are unable to accept late applications - deadline
date will be strictly adhered to. All applicants will be notified by letter of acceptance or non-acceptance. Checks and
photos will be returned to applicants not selected.
For application to be considered, the following items must be completed and enclosed: (1) your entry fee, (2) notarized
hold harmless agreement, (3) current photos of artwork and booth you intend to use and your overall display.
(Color photo copies will be accepted.) Incomplete forms will not be accepted. Photos of accepted applicant's
artwork will become the property of the Grapevine Convention & Visitors Bureau. Submission of application does not
guarantee acceptance or placement. Festival officials reserve the right to select or reject vendors. GrapeFest is an
outdoor show and there are no refunds for inclement weather.
Cancellation policy:
Cancel by June 15,2004 - 100% refund
Cancel by July 15,2004 - 50% refund
Cancel on or after August 15,2004 - No refund
All cancellations must be in writing and mailed to our office to the attention of: Gretchen Voight, Grapevine Convention &
Visitors Bureau, One Liberty Park Plaza, Grapevine, TX 76051 or fax to Gretchen Voight at 817-410-3038.
All Arts & Crafts media are considered. All Arts & Crafts must be made by the applicant. No manufactured items or
imports are allowed and only the highest Quality of work will be allowed You or your representative must be present
at your assigned booth during show hours. Arts & Crafts vendors are responsible for furnishing their own covered tent,
and a minimum of 100-foot outdoor heavy duty electrical extension cord and cord coverings. The vendor must provide
any additional supplies and lighting.
If chosen as a vendor for the festival, you have to be available for festival set up Thursday. September 9th at 6:00 a.m.
and on Sunday, for break down after the close of the festival No vehicular traffic will be permitted on festival grounds
until after 7:00 p.m. on Sunday, and then only after clearance by festival officials. Absolutely NO PETS ALLOWED
ON FESTIVAL GROUNDS AT ANY TIME.
Please review the attached Arts & Crafts Vendor Rules. If you have any questions, please contact Gretchen Voight at
817-410-3544. We look forward to receiving your application!
Sincerely,
. I
.// ' 'i J-
".'::. ~J.' '... t/~ Y&lL~(
...' ""-"'<>~/--'"
J
Gayle Hall
Director of Festivals and Events
GRo\.PEVINECONVENTION &:
\'ISITORS BUREAU
One LIberty Park P'Ia:z.a
Grapc\'iM. Tey.a~ 76051-5374
w~.~~"'~
'AlWV... grapev i lletexaSU$ILCOm
(S17) 4111-3185
(BOO) 457-6338
FAX (8m 410-3038
GrapeFest Arts and Crafts Vendor Information Sheet
Septeluber 9, 10, 11 & 12, 2004
. GrapeFest 2004 is a four-day event. Your booth must be staffed at all times.
Festival hours are 11 a.m. to ] 0:30 p.m. on Thursday; 10 a.m. to 11 :30 p.m. on Friday;
10 a.m. to 11:30 p.m. on Saturday; and 11 a.m. to 6 p.m. on Sunday.
. If accepted, plan to arrive Thursday morning, September 9th at 6:00 a.m. No one will
be allowed entrance before this time and then only after permission by festival officials.
There will be no Friday morning set-up! Your area must be set up and ready for business
by 10:00 a.m. on Thursday, September 9th.
. Note: You must provide your Ilwn 10'xl0' free-standin2 tent and heavy-duty electrical
extension cords marked with vour name. Electricity is provided. You will want to bring
items to decorate your booth. You must set up your items for display within your booth
space. We will make every effort to get you close to your booth space for unloading but
bring any equipment (carts/dollies, etc.) to make unloading easier.
. A parkin2 pass for festival set-up and badges will be issued. (Vendor parking locations
will be noted on a map sent 3.,'r your acceptance letter). If you need additional badges, you
may purchase them from yom / :lS and Crafts Chairs, who will be located in your area on
Thursday.
. Remember-NO PETS are alidwed within the festival.
. No food products may be sok ;:1 rhe Arts & Crafts area.
. GrapeFest is an outdoor evem : caled in the Downtown Historic District. The event is held
rain or shine; there are no refunds for inclement weather.
. Please remember September ill Texas is warm, so dress accordingly and drink plenty of
fluids during the festival.
For more GrapeFest festival inforn, :,:Oll, please visit our website: www.grapevinetexasusa.com
GrapeFest
Grapevine, Texas
Sep, ~mber 9.10.11.12 - 2004
OFFICIAL ARTS & CRAFfS APPLICATION
All arts & crafts media must be made by the applicant
DEADLINE FOR APPLICATION: April 30, 2004
Business Name:
Contact Name:
Mailing Address:
City:
Home phone:
E-Mail address:
List all Arts & Crafts items you will be ,s)!aying or selling during the festival, along with price range. Enclose photos
of items to be sold and booth set up. Pl1l1tos of accepted applicant's artwork will become the property of the
Grapevine Convention & Visitors Bl'('.'I. (Color photocopies will be accepted.)
All arts & crafts media must be mad ,'J2 \' the applicant.
State:
Zip:
Business Phone:
Tax ID Number (Vendor must fill this {',: r i: I order to he considered):
FEES: No cas:~ will be accepted. Check or money order only.
Arts & Crafts Booth - 110 V{ iLT ELECfRICITY PROVIDED
o I need 1 booth (lOxlO area) = $25 0 I need 2 booths (10x20 area) = $500
All Arts & Crafts vendors must provide ,:: own free standing IOxIO covered tent, supplies & lighting. Vendors must
bring a minimum of 100-foot person,: : [entified heavy-duty extension cords and cord coverings. All sale and
display items must be contained will ;\ lioth area.
MisceDaneous Information:
The festival goes on RAIN or SHINF '
Convention & Visitors Bureau will no:
is responsible for submitting all applic
Please note: An application does not !:'
to assign space in accordance Wilh olil,
Crafts. Upon acceptance, a letter 01 c
FESTIVAL HOURS: ThuL
Fli(~
Satu
SUllc
MAKE CHECK OR ~rONEY
ORDER PAYABLE TO:
G,.."
1(1)
c/\
ONi
GR/.
'i !lere are no provisions for water or drainage. The Grapevine
sS'Ime any responsibility for damage or theft of your property. Exhibitor
:. : axes direct! y to the proper agency.
'Itee acceptance. The GrapeFest Festival Committee reserves the right
ibitors and products. We do not offer any exclusives in Arts &
nation, basic rules and regulations will be mailed.
11: 00 a.m. to 10:30 p.m.
10-00 a.m. to 11:30 p.m.
10:00 a.m. to 11:30 p.m.
11 :00 a.m. to 6:00 p.m.
st
'EVINE CCNVENTION & VISITORS BUREAU
SRTY PARK PLAZA
lNE, TEX;\S 76051
HOLD HARl\'~}
Sept,
I,
do hereby agree to completely and \\
Grapevine Convention S.: Visitors B: :
any and all claims, damages, harm, <
court costs, expenses and reasonabk J
events occurring on the above-stated -l~
It is the understanding of all p
or not the claims, damages, harm, per
attorney's fees or any other expense :IL.
the vendors or vendor's officers, il'~' 11
guests .
If this vendor is other tll:' ! "
signature appears below is duly aUlh, Ii
entity who is the vendor.
,'qS AND INDEMNITY AGREEMENT
Gr:,~peFest
lber 9, 10, 11 & 12, 2004
_, the Undersigned, binding my heirs, executors, administrators, estate and assigns,
:y release, indemnify aid hold harmless the Grapevine Heritage Foundation,
y of Grapevi 'le, its officers, agents, independent contractors, and employees for
injury, including death, property damage, lawsuits and judgments, including
yls feu, an "ll other expenses resulting from the activities, programs, and
the stated festival in Grapevine, Texas.
s that this release, indemnity, and hold harmless agreement shall apply whether
l injury, including deaths, property damage, lawsuits, judgments, court costs,
om the negligmce of whatever nature, omissions, willful or intentional acts of
:ployees. independent contractors, other representatives, invites, licensees, or
'[vidual, ven.lor certifies, warrants and represents that the individual whose
execule this A greement on behalf of the finn, corporation, partnership or other
IN WITNESS WHER EOF !1, '~reement has been executed this _ day of
Vendor
Tax ID #
Phone
Circle Type: A&C BUS J,( )') OTHER
STATE OF
COUNTY OF
Before me
proved to me on the oath of
other document) to be the person w m
he executed the same for the purp('>c
Given under my hand and seal of t:
(Seal)
,2004.
Vendor:
B
Printed Name:
Title:
. his day personally appeared known to me (or
_) or t:! ro ugh (description of identity card or
,me is subscribed to the foregoing instrument and acknowledged to me that
l consiclerill:)\1 therein expressed.
,his
day of
,A.D.
Notary PJlllic In and For The State of
My COI1l'nission Expires
Comments:
Vendor Checklist:
Check(s) enclosed made, ,yable to GrapeFest
_ Hold Harmless Signed a . Notarized
_ Pictures and pricing atta, : L I
_ Application completely fi' out
Menu items and pricing I ,J Food Vendors
Business Name:
Contact:
Address:
Phone:
Tax ID #
Placement.'
(For offidal use only)
Paper
t ~~~ip Check Here I!!!!!
Canc,
Ca
Cancel on
Cancellation policy:
!'! June 15, 2004 - 100% refund
'JY July 15, 2004 - 50% refund
,~er August 15, 2004- No refund
All cancellations muc;[ be in writing ,I
Convention & Visitors Bureau, One L
817-410-3038.
Jiled to our office to the attention of: Gretchen Voight, Grapevine
, Park Plaza, Grapevine, TX 76051 or fax to Gretchen Voight at
Exhibit V:
City of Grapevine "Food Vendor" Application
18TI1 ANNuAL GRAPE FEsT
SEPTEMBER 9. 10. 11 . 12, 2004
r
G RAP E V N E",
~~Four Days of Great Opportunities!"
EARLIER APPLICA TION DEADLINE:
GrapeFest - April 30. 2004
Dear Food Vendor Applicant:
The Grapevine Convention and Visitors Bureau invites you to apply for participation in the 18th Annual GrapeFest festival
to be held September 9, 10, 11 & 12,2004. For your application to be considered, you must be able to participate all
four days. THE SET -UP FOR FOOD VENDORS WILL BE LATE WEDNESDAY EVENING BETWEEN 7 P.M.
and 10 P.M.
Please follow all application instructions carefully and note that the deadline for submitting application for GrapeFest is
April 30. 2004. Due to the volume of applicants and limited space, we are unable to accept late applications - deadUne
date wiD be strictly adhered to. All applicants will be notified by letter of acceptance or non-acceptance. Checks and
photos will be returned to applicants not selected.
For application to be considered, the following items must be completed and enclosed: (1) your entry fee,
(2) notarized hold harmless agreement, (3) tax identification mmber, (4) current photos of the trallerlbooth you
intend to use, (5) current photos of menu items and (6) menu items with pricing. (Color photocopies will be
accepted.) Incomplete forms will not be accepted. Accepted applicant's concession photos will become the property of
the Grapevine Convention and Visitors Bureau. Complete dimensions of your trailer including tongue, (self-contained
units only, please) or your booth, along with your full electrical requirements are required on your application. If you
require electricity, bring a minimum of lOO-foot outdoor heavy duty electric cord and cord coverings or duct tape for
covering of cords. Submission of application does not guarantee acceptance or placement. Festival officials reserve the
right to seect or reject vendors. This is an outdoor show and there are no refunds for inclement weather.
The sale of food and drink is by coupon only. No cash transactions. Coupons are in SO-cent denominations.
Deviation from the coupon rule will be grounds for immediate expulsion from the festival Vendors may sell only
approved menu items. These items will be selected at the time of notification of acceptance. Our soft drink sponsor is
Coca-Cola so only Coke products and Dasani water may be sold. These products must be purchased from our Coke
distributor who will be on-site during the event.
Following set-up, no vehicular traffic will be permitted on festival grounds until after 7:00 p.m. Sunday, and then only
after clearance by festival officials. Absobrte)y NO PETS ALWWED ON FESTIVAL GROUNDS AT ANY TIME.
If you have any questions, please contact Gretchen Voight at 817-410-3544. We look forward to receiving your
application!
Sincerely,
_ /'i"~.) ~1{(?!'
~7
Gayle Hall
Director of Festivals and Events
GRAPEVINE CONVENTION .t
VISITORS BUREAU
One Ubeny Park PIau
Otape\'ll1e. TeUll160S1-S374
_w_"ape"tnettJ{lL~lI""..rom
{1lI7! 410-31SS
(800l457-6138
FAJ((817)41~3038
GrapeFest Food Vendor Information
September 9, 10, 11 & 12,2004
. GrapeFest 2004 is a four-day event. Your booth must be staffed at all times.
Festival hours are 11 a.rn. to 10:30 p.rn. on Thursday; 10 a.m. to 11:30 p.m. on Friday;
10 a.m. to 11 :30 p.m. on Saturday; and 11 a.m. to 6 p.m. on Sunday.
. You must arrive Wednesday evening, September 8th at 7:00 p.m. No one will be allowed
entrance before this time and then only after permission by festival officials. Food vendors
wiD enter the festival on Wednesday evening to set up booths and trailers. There wiD be
no Thursday morning set-up! Your area must be setup and ready for business by 10:00 a.m.,
Thursday, September 9th.
. The sale of food and drink is by coupon only. Coupons are in 50-cent denominations.
Deviation from the coupon rule will be grounds for immediate expulsion from the festival.
. No water hook-ups or water and waste disposal are available on festival grounds.
. If you are serving soft drinks, onlv Coca@ Cola products in 16 ounce cups may be served. The
Coca@Cola representative will be available to provide product and cups.
. Alcoholic beverages may not be sold.
. Please bring your own power cords of a minimum of 100 feet marked with your name. You
will need to provide cord covers for your extension cords. An electrician will be on-site
Thursday morning if there are any problems.
. A parkin!!: pass for festival set-up and bad!!:es will be issued.
. NO PETS are allowed within the festival.
. GrapeFest is an outdoor event located in the Downtown Historic District The event is held rain
or shine; there are no refunds for inclement weather.
For more GrapeFest festival information, please visit our website: www.grapevinetexasusa.com
urapel"'est
Grapevine, Texas
September 9, 10, 11 & 12, 2004
OFFICIAL FOOD CONCESSION APPUCATION
DEADUNE FOR APPLICATION: April 30. 2004-
-FOR APPlICATION TO BE CONSIDERED. YOU MUST BE ABLE TO PARTICIPATE ALL FOUR DAYS.
-Business Name:
-Contact Name:
-Mailing Address:
-City:
-Home phone:
-E-Mail address:
_ Description of menu items including portion size and price range: Please enclose photo of booth or
traler and menu Items willi pddng 1st. Accepted appIcant"s concession photos wII become the property
of the Grapevine Convention and VISitors BInau. (Color photocopies wII be accepted.)
State:
Zip:
-Business Phone:
Tax 10 Number (concessionaire must fill this out in order to be considered):
FEES: No cash wil be accepted. Check or money order only.
Please fill out pertinent information below.
Yes, I need electricity 0 (Electricity is $40)
Please be specific on amperage and voltage:
$ 200+ Electricity ($240) + 20% of Gross Sales
$ 125+ Electricity ($165) + 10% of Gross Sales
_110 VOLT 220 VOLT
Commercial Vendor
Local Clubs and Organizations
AMPERAGE
No, I do not need electricity 0
$ 200+ 20% of Gross Sales
$ 125+ 10% of Gross Sales
Commercial Vendor
Local Clubs and Organizations
Vendor space requirements:
I have a trailer 0 Trailer dimensions including the tongue (on trailer)
I have a booth 0 Booth dimensions
Circle the areas of the booth/trailer that you will serve from: East Side
1_ South End
TrailerTongue located on North End or South End?
(Mark an X for Trailer Tongue location)
North End
West Side
All food vendors must take coupons. No cash transactions. Vendors will reconcile coupons at close of
business on Sunday at a designated location.
FES11VAL HOURS:
11usday
Friday
Saturday
Sunday
11:00 a.m. - 10:30 p.m.
10:00 a.m. -11:30 p.m.
10:00 a.m. -11:30 p.m.
11:00 a.m. - 6:00 p.m.
MAKE CHECK OR MONEY
ORDER PAYABLE TO:
GrapeFest
cIa GRAPEVINE CONVENTION & VISITORS BUREAU
ONE LIBERTY PARK PLAZA
GRAPEVINE, TEXAS 76051
HOLD HARMLESS AND INDEMNITY AGREEMENT
GrapeFest
September 9, 10, 11 & 12, 2004
I, , the Undersigned, binding my heirs, executors, administrators, estate and assigns,
do hereby agree to completely and wholly release, indemnify 3ld hold hannless the Grapevine Heritage Foundation,
Grapevine Convention & Visitors Bureau, City of Grapevine, its officers, agents, independent contractors, and employees for
any and all claims, damages, harm, personal injury, including death, property damage, lawsuits and judgIrents, including
court costs, expenses and reasonable attorney's fees, and all other expenses resulting from the activities, programs, and
events occurring on the above-stated date of the stated festival in Grapevine, Texas.
It is the understanding of all parties that this release, indemnity, and hold harmless agreeIrent shall apply whether
or not the claims, damages, hann, personal injury, including deaths, property damage, lawsuits, judgments, court costs,
attorney's fees or any orrer expense arise from the negligence of whatever nature, omissions, willful or intentional acts of
the vendors or vendor's officers, agents, employees, independent contractors, other representatives, invites, licensees, or
guests.
If this vendor is other than an individual, vendor certifies, warrants and represents that the individual whose
signature appears below is duly authorized to execute this AgreeIrent on behalf of the firm, corporation, partnership or other
entity who is the vendor.
IN WITNESS WHEREOF, this Agreerrent has been executed this _ day of
,2004.
Vendor:
By:
Printed Name:
Title:
STATE OF
COUNTY OF
Before me on this day personally appeared known to me (or
proved to me on the oath of ) or through (description of identity card or
other document) to be the person whose name is subscribed to the foregoing instrument and acknowledged to me that
he executed the same for the purposes and consideration therein expressed.
Given under my hand and seal of office this _ day of
, A.D.
(Seal)
Notary Public In and For The State of
My Commission Expires
Vendor
Tax ID #
Phone
Circle Type: A&C BUS FOOD OTHER
Comments:
Vendor Checklist:
_ Check(s) mdosed made payable to GrapeFest
_ Hold Harmless Signed and Notarized
Pictures and pridug attad1ed
Application completely filled out
Menu items and pridug for Food Vendors
Business Name:
Contact:
Address:
Phone:
Tax ID #
Placement:
(For qjJicial use only)
Paper CHp Check Here !!!!!!
Cancellation policy:
Cancel by June 15, 2004 - 100% refund
Cancel by July 15,2004- 50% refund
Cancel on or after August 15, 2004 - No refund
All cancellations must be in writing and mailed to our office to the attention of: Gretchen Voight, Grapevine
Convention & Visitors Bureau, One Liberty Park Plaza, Grapevine, TX 76051 orfax to Gretchen Voight at
817-410-3038.
Exhibit VI:
City of Euless "Arbor Daze" Application
Arts & Crafts · Business Expo · Carnival · Food & Beverage · Kids
Activities
Lawn & Garden · Music & Entertainment · Free Trees
.r
EULESS, TEXAS
THE ULTIMATE FAMILY FESTIVAL
Parks &,
CommuOlty
Services
*Nationally-Acclaimed Touring Artists Headlining the Arbor Daze
Main Stage!
*Two-time National Arbor Day Award Winner!
*Largest Arbor Day celebration in America!
*2004 Expected Attendance of 275,000!
Arts & Crafts:
Business Expo:
Eu~s
April 23 12:00 Noon-12:00 Midnight
April 24 9:00am - 12:00 Midnight
April 25 I 0:00am - 7:00pm
Concessions:
Lawn & Garden
Lloyd Marlowe
Tammy Money
Tammy Renteria
Tim Rolen
Jerry Poteet
817-685-1429
817-685-1475
817-685-1451
817-685-1663
817-685-1449
TEXAS COMMUNITY FORESTRY
AWARD OF EXCELLENCE
2001
TEXAS FOREST SERVICE
BEST ARBOR DAY
CELEBRATION
IN AMERICA
1994,2001
NATIONAL ARBOR DAY FOUNDATION
EXCELLENCE IN PROGRAMMING
AWARD
1996,2003
TEXAS RECREATION & PARK SOCIETY
BEST NEW IDEA
1986,2003
BEST FESTIVAL BROCHURE
1997,2003
BEST ENVIRONMENTAL FESTIVAL
1999
BEST NEWSPAPER ADVERTISEMENT
1998
BEST RADIO SPOT
1999
BEST NEW SPONSORSHIP IDEA
1998
BEST NEW SPONSORSHIP
SOLICITATION PACKAGE
1999
BEST ENVIRONMENT ALl
RECYCLING PROGRAM
1997,1998,1999,2000,2001,2002,2003
BEST PROMOTIONAL POSTER
2003
TEXAS FESTIVAL & EVENTS
ASSOCIATION
BEST ENVIRONMENTAL PROGRAM
1997
BEST EDUCATIONAL PROGRAM
ARBOR DAZE TREE GIVEA WAY
1997
INTERN A TION AL FESTIVAL & EVENTS
ASSOCIATION
9lP~,~~~~
ARBOR DAZE 2004
Euless, Texas
Dear Arbor Daze Partner:
Thank you for supporting the "Ultimate Family Festiva1." As we approach our
sixteenth year celebrating trees, we are excited about the opportunity to work
with each of you at the largest Arbor Day Event in America. Arbor Daze 2004
promises to be one of the most exciting productions yet!
The free festival promotes tree planting and the importance of trees to the
environment. The festival features a carnival, arts and crafts, business
exhibits, a plant sale, and an array of food and non-alcoholic beverages. "This
is the largest, most significant (Arbor Day) celebration in the nation," said
Larry Schaapveld, a retired Forester with the Texas Forest Service, which
helped Euless start the festival.
Arbor Daze has seen many changes throughout our sixteen-year history and
we know that this event will be the greatest event yet. We are committed to
keeping Arbor Daze the best festival in Texas and as we GROW into the
twenty first century, we feel confident that Arbor Daze will soon be the Best
Free Festival in the World.
See ya at The Show!
The HisTREE
Arbor Daze was founded on the premise set forth by the National Arbor Day
Foundation... "Trees, wherever they are planted, are a source of joy and
spiritual renewal." Arbor Day, founded by Nebraska Senator J. Sterling
Morton in 1872, is now observed with events throughout the world.
Celebrating the start of its sixteenth year, "Arbor Daze" is now recognized as
the largest annual Arbor Day celebration in America. In 2004, festival
organizers expect over 250,000 to flock to the event, take home a free tree,
listen to great music legends, visit business and arts and crafts booths, enjoy an
array of food from over thirty different vendors, ride thrilling carnival rides
and celebrate the value of family.
Arbor Daze
Attendance Growth
1995
1998
2000
2002
2003
100,000
150,000
195,000
220,000
250,000
Visit us on the Web at
www.euless.org
Arbor Daze 2004
f;j
,..-4
~
r.;..
~
4"')
=
r13
+-
To Ft. rtb
S.IL 183 "(lrport Freeway
N
To Dallas
DIRECTIONS
* From Dallas on S.H.
183 West, exit SoH. 10 to
Fuller-Wiser Road exit,
continue North on Fuller-
Wiser, then turn East on
Midway Drive.
* From Fort Worth on
S.H. 183 East, exit S.H.
121, continue North on
SoHo 121 to Harwood Road
exit, go East on Harwood
Road to F.M. 157, go
South on F.M. 157 to
Midway Drive, go East on
Midway Drive.
INTERNATIONALLY ACCLAIMED TOURING ARTISTS FEATURED ON THE ARBOR
DAZE MAINSTAGE BROUGHT TO YOU BY THE CITY OF EULESS AND...
Oldies Radio
III .ll'
Nationally acclaimed touring acts to be announced
******March 6, 2004******
Past performers include: Three Dog Night, The Temptations, The Four Tops, Chubby Checker,
The Beach Boys, KC & The Sunshine Band, Richard Elliot, The Commodores, Little River Band, &
Rick Springfield
ALL FREE CONCERTS! (With a K*LUV, KVIL, OR THE OASIS
Ticket)
Other Premltlm Booth
locations tfVdlldble
throtlflhotlt reslfvdl dt
dck/llfondl cI/drge.
Cdll 8'/1-685-/669.
Euts
Parks &
Community
Services
I4sit us 011 our we6sifB lit
www.ci.sulsss.fx.us
:_~'t:;' <
1. No refunds will be given.
2. Booth space is approximately 10 feet by 10 feet. No merchandise outside of booth space.
3. Premium booths are located at the end of each row, please see map on previous page for exact location.
4. Lights are provided for night operation. No other electricity is available. No generators will be allowed. No open
flames allowed and nothing can be plugged into hanging lights.
5. Security will be provided during non-event hours.
6. Unloading area will be designated and monitored.
7. Set up time: Thursday, April 22, 12:00 noon - \0:00pm. Unloading will not be allowed on Friday, April 23. Restocking
will be allowed on Saturday, April 24, 6:30am - 8:00am and Sunday, April 25, 8:30am - 9:00am. Vehicles must be out
of the unloading area by 8:00am on Saturday and 9:00am on Sunday. Vehicles in violation will be ticketed and/or
towed. Unloading pass must be displayed at ALL times.
8. You will be required to supply your own chairs, tables, display boards, etc.
9. The "Arbor Daze" Arts & Crafts Committee will assign booths in the order in which payment is received.
10. No resale items are permitted. (No Beanie Babies or any manufactured items allowed)
11. No food sales, carnival games, face painting, or sand art vendors are permitted in the Arts & Crafts booths.
12. All drawings for prizes must be approved in advance by the Arbor Daze Arts & Crafts Committee.
13. The Arbor Daze Committee reserves the right to request the removal of any items deemed to be illegal or in poor taste."
Vendors may be made to leave the premises immediately at the Arbor Daze Committee's discretion.
14. The Arbor Daze Committee is not responsible for duplication of items among vendors.
15. All decisions made by the Arbor Daze Committee will be final.
16. The Arbor Daze Committee and the City of Euless are not responsible for any lost or stolen merchandise.
17. The City of Euless sales tax rate is 8.25%.
18. No tent fronts or backs will be provided for night security or weather. Only tent tops will be provided.
19. No alcohol or pets will be permitted on Arbor Daze grounds.
20. Arbor Daze Committee reserves the right to exclude certain products, services or advertising to protect sponsorship
agreements and endorsements.
21. No tent walls between vendors.
22. Vendor parking passes with booth number MUST be displayed on vehicle at all times during the festival.
23. All vendors must ark in desi ated vendor arkin lot.
_~""{c!': .
1. No refunds will be given.
2. Booth space is approximately 10 feet by 10 feet. No merchandise outside of booth space.
3. Premium booths are located at the end of each row, please see map on previous page for exact location.
4. Lights are provided for night operation. Electricity is available at a cost of $150.00 per booth (up to 30 amps, single phase, 120
volts). Additional power requires additional charge and must be arranged by April 2, 2004.
5. Security will be provided during non-event hours.
6. Unloading area will be designated and monitored.
7. Set up time: Thursday, April 22, 12:00 noon - 10:00pm. Unloading will not be allowed on Friday, April 23. Restocking
will be allowed on Saturday, April 24, 6:30am - 8:00am and Sunday, April 25, 8:30am - 9:00am. Vehicles must be out
of the unloading area by 8:00am on Saturday and 9:00am on Sunday. Vehicles in violation will be ticketed and/or
towed. Unloading pass must be displayed at ALL times.
8. You will be required to supply your own chairs, tables, display boards, etc.
9. Booth locations will be awarded in the order in which payment is received.
10. No carnival games, face painting, or sand art vendors are permitted in the Business Expo.
11. No food sales are permitted in the booths without consent of the Arbor Daze Business Expo Committee prior to the
event. If the committee grants permission for food sales, the vendor will be required to provide a letter from his or her
local health inspector stating that the food was prepared in a licensed kitchen.
12. All drawings for prizes must be approved in advance by the Arbor Daze Business Expo Committee.
13. The Arbor Daze Committee reserves the right to request the removal of any items deemed to be illegal or in poor taste.
Vendors may be made to leave the premises immediately at the Arbor Daze Committee's discretion.
14. The Arbor Daze Committee is not responsible for duplication of items among vendors.
15. All decisions made by the Arbor Daze Committee will be final.
16. The Arbor Daze Committee and the City of Euless are not responsible for any lost or stolen merchandise.
17. The City of Euless sales tax rate is 8.25%.
18. No tent fronts or backs will be provided for night security or weather. Only tent tops will be provided.
19. No alcohol or pets will be permitted on Arbor Daze grounds. (continued on next page)
20. Arbor Daze Committee reserves the right to exclude certain products, services or advertising to protect sponsorship
agreements and endorsements.
21. Vendor parking passes with booth number MUST be displayed on vehicle at all times during the festival.
22. All vendors must park in designated vendor parking lot.
>.__t_[D,
1. No refunds will be given.
2. Free standing covered booth space is approximately \0 feet by \0 feet and will be in the children's' area.
3. Lights are provided for night operation. No other electricity available.
4. Security will be provided during non-event hours.
5. Unloading area will be designated and monitored.
6. Vendors may set-up: Thursday, April 22, 12:00 noon - \0:00pm. Vendors must remain open during Arbor Daze
operating hours. Unloading pass must be displayed at ALL times.
7. You will be required to supply your own chairs, tables, display boards, etc.
8. Booths may not be shared with any other vendor.
9. Absolutely no exchange of money from customers to vendors will take place. Customers must first buy their coupons at
the coupon booth and then purchase items with coupons. Failure to comply will lead to suspension from the grounds.
10. No food sales are permitted in the carnival booths.
11. Carnival games must be approved by the Arbor Daze Carnival Committee. Only one "like" game will be allowed
(except for face painting and sand art vendors in which onlv two will be allowed).
12. All prizes are the responsibility of the vendor.
13. All prizes and rules must be approved by the Arbor Daze Carnival Committee.
14. All coupons will be weighed at the conclusion of the event to determine the exact sales volume. The vendor has the
right to be present with request through Loretta Getchell, Revenue Coordinator.
15. 20% OF THE GROSS RECEIPTS WILL GO TO ARBOR DAZE FOR OVERHEAD EXPENSES.
16. Vendor checks will be mailed on Friday, May 7, or they may be picked up at Building B - Finance Department on
Monday, May 10, after 9:00 am.
17. All decisions made by the Arbor Daze Committee will be final.
18. The Arbor Daze Committee and The City of Euless are not responsible for any lost or stolen merchandise.
19. T-shirts available for a discount when ordered and paid for with Arbor Daze application. Only $10.00.
20. Tickets will be reimbursed at a value of 50~ a ticket.
21. No tent fronts will be provided for night security or weather.
22. No alcohol or pets will be permitted on Arbor Daze grounds.
23. Arbor Daze Committee reserves the right to exclude certain products, services or advertising to protect sponsorship
agreements and endorsements.
24. Vendor parking passes with booth number MUST be displayed on vehicle at all times during the festival.
......i_i~~~!~il_~\lil~{~;::~:t:".
1. No refunds will be given.
2. Free standing covered booth space is approximately 1 0 feet by 1 0 feet with a serving counter.
3. Lighting will be provided in each booth for night operation.
4. Electricity (up to 30 amps, single phase, 120 volts) is included at no charge. A $150.00 charge will be accessed if
additional power is needed (up to an additional 30 amps, single phase, 120 volts).
5. Security will be provided during non-event hours.
6. Unloading area will be designated and monitored.
7. Set up time: Thursday, April 22, 12:00 noon - 10:00pm. Unloading will not be allowed on Friday, April 23. Restocking
will be allowed on Saturday, April 24, 6:30am - 8:00am and Sunday, April 25, 8:30am - 9:00am. Vehicles must be out
of the unloading area by 8:00am on Saturday, and 9:00am on Sunday. Vehicles in violation will be ticketed and/or
towed. Unloading pass must be displayed at ALL times.
8. You will be required to supply your own chairs, tables, display boards, etc.
9. Booths and/or food items may not be shared with other vendors.
10. The Arbor Daze Concession Committee will assign booths and locations.
II. Absolutely no exchange of money from customers to vendors will take place. Customers must fir.st buy their coupons at
the coupon booths and then purchase items with coupons. Failure to comply will lead to suspension from the grounds.
12. Vendor will be provided the exclusive right to sell specified food. The Arbor Daze Concession Committee reserves the
right to choose between "like" food items and vendors.
13. The Arbor Daze Concession Committee may require concessionaires to provide food sample prior to signing agreement.
14. Price(s) and size(s) of your particular food item(s) must be approved by the Arbor Daze Concession Committee.
15. All changes in price and quantities of food must be approved by the Arbor Daze Concession Committee.
16. Wood flooring (as required by the Health Department) is provided by the Arbor Daze Concession Committee. (cont'd)
17. Booth must comply with all City and County Health Department regulations.
18. Vendor parking passes with booth number MUST be displayed on vehicle at all times during the festival.
19. All vendors must park in designated vendor parking lot.
Vendors will be responsible for equipping their booths with a fire extinguisher. (Minimum requirements: 2 ~ lb. ABC)
Vendors must also equip their booths with hand washing facilities in compliance with City and County Health
Department regulations.
Smoking is not allowed in food booths.
Booths will be inspected by the Environmental Health Manager and the Fire Marshal between 8:00 am and 10:00 am,
Friday, April 23.
Absolutely no one under the age of sixteen will be permitted in or behind the food concession booths (exceptions must
be cleared by the Fire Marshal at (817) 685-1659). Failure to comply will lead to suspension from the grounds.
The Health Department mandates that washing of equipment, cooking/serving vessels, pots, pans, and the like must be
done in your booth or off Arbor Daze premises entirely.
Vendors are allowed to operate only one booth (exceptions must be cleared through the Arbor Daze committee).
All coupons will be weighed at the conclusion of the event to determine the exact sales volume. The vendor has the
right to be present with request through Loretta Getchell, Revenue Coordinator.
27. 20% OF THE GROSS RECEIPTS WILL GO TO ARBOR DAZE FOR OVERHEAD EXPENSES.
28. Vendor checks will be mailed on Friday, May 7, or they may be picked up at Building B - Finance Department on
Monday, May 10, after 9:00 am.
All decisions made by the Arbor Daze Committee will be final.
The Arbor Daze Committee and The City of Euless are not responsible for any lost or stolen merchandise.
The City of Euless sales tax rate is 8.25%.
Tickets will be reimbursed at a value of 50~ a ticket.
No tent fronts will be provided for night security or weather.
No alcohol or pets will be permitted on Arbor Daze grounds.
Arbor Daze Committee reserves the right to exclude certain products, services or advertising to protect sponsorship
a reements and endorsements.
No refunds will be given.
Booth space is approximately 10 feet by 10 feet. Larger spaces are available for an additional fee.
Lights are provided for night operation.
Electricity is available at a cost of $150.00 (up to 30 amps, single phase, 120 volts). Additional powerrequires additional
charge and must be arranged by April 2, 2004.
Security will be provided during non-event hours.
Unloading area will be designated and monitored.
Set up time: Thursday, April 22, 12:00 noon - 10:00pm. Unloading will not be allowed on Friday, April 23. Restocking
will be allowed on Saturday, April 24, 6:30am - 8:00am and Sunday, April 25, 8:30am - 9:00am. Vehicles must be out
of the unloading area by 8:00am on Saturday and 9:00am on Sunday. Vehicles in violation will be ticketed and/or
towed. Unloading pass must be displayed at ALL times.
Vendor must remain open during Arbor Daze hours.
You will be required to supply your own chairs, tables, display boards, etc.
Booths may not be shared with other vendors.
The Arbor Daze Lawn and Garden Committee will assign booths in the order in which payment is received.
No food sales or carnival games are permitted in the booths without consent of the Arbor Daze Lawn and Garden
Committee prior to the event. If the committee grants permission for food sales, the vendor will be required to provide a
letter. from his or her local health inspector stating that the food was prepared in a licensed kitchen.
The Arbor Daze Committee and the City of Euless are not responsible for any lost or stolen merchandise.
All drawings for prizes must be approved in advance by the Arbor Daze Lawn and Garden Committee.
The City of Eu1ess sales tax rate is 8.25%.
No tent fronts will be provided for night security or weather.
No alcohol or pets will be permitted on Arbor Daze grounds.
All decisions made by the Arbor Daze Committee will be final.
Arbor Daze Committee reserves the right to exclude certain products, services or advertising to protect sponsorship
agreements and endorsements.
Vendor parking passes with booth number MUST be displayed on vehicle at all times during the festival.
All vendors must park in designated vendor parking lot.
ARBOR DAZE 2004 APPLICATION FORM
Please check (vi) one of the boxes below.
DArts & Crafts 0 Business Exposition 0 Carnival Games 0 Food Concessions
o Lawn & Garden Show 0 Other (Approval from Arbor Daze Committee Required)
ONE FORM NEEDED FOR EACH BOOTH REQUEST
GENERAL INFORMATION
Name of Business / Organization:
Contact Person:
Address:
City:
Daytime Phone: ( )
How Did You Learn About Arbor Daze 200 4:
Email address:
Previous Vendor
yes
no
State:
Evening Phone:: (
Zip:
)
ARTS & CRAFTS BOOTH
Types of items to be displayed / sold:
BUSINESS EXPOSITION I LAWN & GARDEN SHOW
Types of items to be displayed:
Are you requiring electricity, other than the provided booth lighting? (additional charge, see back page) Specific needs must be
identified (up to 30 amps, single phase 120 volts)
CARNIVAL GAMES
Name and type of game to be run:
Explain operation & rules of the game (include cost per "chance"). Use additional paper if necessary.
CONCESSION BOOTH
Type and size offood item(s) to be sold and price(s) charged. Use additional paper if necessary.
I will use my own trailer (mark yes or no). If yes, what is the size?
Electricity will be provided (up to 30 amps, single phase 120 volts). Will you need additional electricity?
please read Arbor Daze brochure under Concessions first.
If yes,
COMPLETE FORM ON REVERSE SIDE
THIS FORM MUST BE SUBMITTED WITH PAYMENT
DEADLINE TO HAVE NAME PLACED IN THE VENDOR MAP: APRIL 2, 2004
UNIT PRICE QUANTITY SUBTOTAL
Arts & Crafts Booth $200.00
Arts & Crafts Premium Booth $400.00
Business Expo Booth $250.00
Business Expo Premium Booth $500.00
Carnival Booth $250.00
Concession Booth* $350.00
Lawn & Garden Booth $250.00
Electricity - Lawn & Garden/Business Expo, Concessions $150.00
(First come, first-served) (COST IS PER BOOTH)
Late Fee** $100.00
Additional Vendor Parking Passes (maximum of2)*** $10.00
Link to your website from the Arbor Daze website **** $100.00
*Deadline for concession application and payment is March 1, 2004. TOTAL
**Deadline for application and payment is April 1st. Applications received after April 1st will be accepted if
space is still available and will require a $100.00 late fee. After April 1 st all booth fees must be paid by credit
card, cashiers check or money order. No other form of payment will be accepted.
* * * Vendor will receive 2 Vendor parking passes with the purchase of a booth. However, if additional passes
are needed, they must be purchased in advance. Additional passes will not be available on site.
****Website must be approved by the Arbor Daze Committee.
We accept Visa and Mastercard. To pay by Visa or Mastercard, please complete the following:
o Visa 0 Mastercard
Account #:
Expiration Date:
Signature:
Please make checks payable to City of Euless. Please do not send cash through the mail.
Security will be provided during the following hours:
5:00 PM Thursday - 8:00 AM Friday
11 :00 PM Friday - 9:00 AM Saturday
11 :00 PM Saturday - 10:00 AM Sunday
We hope this will aid in coordinating a safe event. However, the City of Euless is not
responsible for any stolen, damaged, or lost products, materials, or supplies during your stay at
Arbor Daze 2004. Please make plans accordingly.
I agree with the provisions provided to me in this packet.
Vendor Signature:
Vendor Signature
Mail completed form with payment to:
City of Euless
Arbor Daze 2004
201 N. Ector
Euless, Texas 76039
For Office Use Only
Date Rec'd:
Receipt #:
Rec'd by:
MEMORANDUM
DATE: March 22, 2004
TO: Dianne McWethy, Deputy City Manager
FROM: Dixie Cawthorne, Communication Manager
SUBJECT: Draft Report
Attached is the draft report to the Celebrate Colleyville Steering Committee.
Please provide feedback regarding any necessary changes to the report.
MEMORANDUM
DATE: April 2, 2004
TO: Celebrate Colleyville Steering Committee
FROM: Dixie Cawthorne, Communications Managertft;U
SUBJECT: Agenda Item VI: Update on the Village at Colleyville and Town Center
As a follow-up to discussions at the meeting related to the Village at Colleyville
and Town Center, staff has prepared the attached maps for both sites.
Mr. Nelson Thibodeaux will provide additional information regarding The Village
at Colleyville and Town Center development at the meeting.
Attachments:
Village at Colleyville site plan
Town Center site plan
MEMORANDUM
DATE: April 2, 2004
TO: Celebrate Colleyville Steering Committee
FROM: Dixie Cawthorne, Communications Manager
SUBJECT: Agenda Item VII: Citywide Event Location
The committee will need to make a recommendation to council regarding the
location for the FY 2004 Celebrate Colleyville event.
MEMORANDUM
DATE: April 2, 2004
TO: Celebrate Colleyville Steering Committee
FROM: Dixie Cawthorne, Communications Manager ~CJ
SUBJECT: Agenda Item VIII: 2003 Celebrate Colleyville Final Report
As per discussions at the last Celebrate Colleyville Steering Committee meeting,
regarding future recommendations for the final report, staff needs direction on the future
recommendations to be placed in the final report.
Attachments:
2003 Celebrate Colleyville Final Report
MEMORANDUM
TO: Celebrate Colleyville Steering Committee
FROM: Dixie Cawthorne, Communication Manager
DATE: April 1, 2004
SUBJECT: Celebrate Colleyville . Winter Nights, Winter Lights
Background
The purpose of this report is to provide a review of the holiday event, Celebrate
Colleyville . Winter Nights, Winter Lights, held on Saturday, December 6,
2003 at Colleyville City Park. Celebrate Colleyville is an annual event serving
as a venue to provide local and area residents the opportunity to participate in a
fun-filled holiday event.
Issues
The following issues are being used to evaluate Celebrate Colleyville . Winter
Nights, Winter Lights and assist the City to plan future events:
Scope
Structure
Venues
Publicity
Sponsorships
Budget
Personnel Resources
Schedule
Planning and Evaluation
Recommendations
These considerations are discussed below:
Scope
The scope of this year's citywide holiday event, Celebrate Colleyville . Winter
Nights, Winter Lights was consistent with the past events, which was to 1)
promote economic development; 2) promote citywide pride and spirit; and 3)
provide a celebration event.
Each of these objectives were accomplished as follows:
. Promote economic development
Over 5,000 local and area residents attended the City's annual holiday event,
Celebrate Colleyville , Winter Nights, Winter Lights. This event assisted the
City to accomplish the following economic development objectives,:
. Attract visitors, local and non-local, to the City of Colleyville, who may retum
to experience what the City has to offer;
. Support current businesses and promote new business development to
increase sales tax revenue; and
. Keep local residents and their "dollars" in the city to promote continued and
increased economic development activity.
It is the City's hope that Celebrate Colleyville will continue as an annual event
and connect directly with local businesses.
. Promote citywide pride and spirit
Several local businesses and organizations participated in Celebrate
Colleyville, which include: Fresh Express, Town Center Colleyville, United
Community Bank, Market Street, LocalNewsOnly.com (LNO), Netmonthly.net,
AboutMyHOA.com, Colleyville CAN, La Hacienda Ranch, Colleyville Lions Club,
Qwik Signs and Color Graphics, Yard Art and Colleyville Area Chamber of
Commerce. Other area businesses and individuals include: Heartland
Fellowship Church, Ecorners.com, WSM Advertising, Francis and Bobby
Fitzgerald, Velma and Danny Walker, Paul Howard Production Services, God's
Country Kids, Rich Box, Ed's Electric, and Tommy Taylor. Each one of these
businesses, organizations and individuals played an integral part in making this
year's event successful through cash or in-kind sponsorship.
A central element of the publicity program included Marcus Miller, Celebrate
Colleyville Steering Committee member volunteering his company WSM
Advertising to assist in designing the 2004 color poster that consistently
appeared on all promotional items distributed to the community. WSM
Advertising agency designed the artwork for the ads placed in the Star-Telegram,
11 x 17 posters and flyers. The different types of promotional pieces designed
were 1) Poster (11" x 17") full color graphic illustrating name, date of event and
all participating sponsors. 2) Flyers (8.5" x 11 ") color image printed on color
paper. The poster and flyers were distributed to local area businesses and
schools. The Celebrate Colleyville Steering Committee is grateful to WSM
Advertising for their talent and resources for artwork design at no additional cost
to the Celebrate Colleyville budget.
WSM Advertising also designed, developed and implemented our first Celebrate
Colleyville commercial. The commercial was a 30 second spot that highlighted
the event from past photos and videos. The voice over for the 2003 Celebrate
Colleyville commercial was performed by Amy and Annie the top billing
entertainers. The commercial ran on Channel 16 every 30 minutes for two-
weeks prior to the event. It was also run on the City's web site, LNO's web site,
as well as emailed to over 10,000 individuals for viewing. The Celebrate
Colleyville Steering Committee is grateful to WSM Advertising for their talent and
resources to produce this commercial at no additional cost to the Celebrate
Colleyville budget.
This event was also highlighted in the Northeast Arts Council calendar,
Colleyville Parks and Recreation Activity Guide, Colleyville Police Department
citywide newsletter, "The Neighborhood Net" and promoted several times in the
Colleyville Area Chamber of Commerce newsletter. This event was also featured
on the City web site.
Radio Disney provided the following elements:
1) 30:thirty second recorded Promotional Announcements highlighting the
event and the appearance by Radio Disney
2) 30:sixty second commercials for the event. Commercials ran from 6 am to
9 pm beginning November 29 through December 6. Radio Disney
assisted in writing the Promotional Announcements and Commercials at
no additional charge
3) a three hour on-site appearance at the event with Radio Disney, including
music, games and prizes for the kids
4) Radio Disney distributed flyers about the event at various Radio Disney
events and appearances leading up to Celebrate Colleyville
5) Event information on the Radio Disney local web site (radiomickey.com)
6) Event information on the Radio Disney Kid Konnection line
(817.695.3570).
The total promotion value was $11,250 with a net investment of $3,000.
The Police and Fire Department promoted citywide pride. The Fire Department
featured clowns, and served as security for the fireworks display at the event.
Other Fire Department personnel provided first aide for the children at the event.
The Police Department's Community Service Division representative, Bill
Hudgins, showcased Officer Robbie, a talking motorcycle robot, whom helps
promote safety for children. Many other police officers attended the event for
added safety and support of the event.
The Parks and Recreation Department provided citywide pride by providing full
staff support in preparation and clean-up crew before, during and after the event.
The Colleyville Steering Committee is grateful for the Parks and Recreation's
staff full time support.
. Provide a celebration event
Celebrate Colleyville provided an opportunity for local and non-local persons of
all ages to participate in this holiday event. It featured attractions including live
entertainment, Santa arriving by the Colleyville Fire Department, Santa's
workshop, the lighting of the 25-foot holiday tree, on-site appearance of Radio
Disney, coloring contest, pony rides, children's craft area, arts and craft vendors,
inflatable rides, "Step Back in Time" museum, and a fireworks display for the
grand finale.
Structure
The Communications Manager served as primary support staff for this event
including planning, implementation and evaluation. The Communications
Manager worked closely with a six-member Celebrate Colleyville Steering
Committee. Members of the Celebrate Colleyville Steering Committee are:
Dezann Korburly
Marcus Miller
Jamie Thibodeaux
Tom Westerman
Linda Newton
Charlene Hostin
Rich Hendler, Council Liaison
As per Resolution R-OO-1659 the responsibilities of the committee are 1) to
review and make recommendations to the City Council on the schedule,
structure, venue(s), budget and long range planning of Celebrate Colleyville; and
2) to provide the City Council with a written report of the committee's activities
and future plans of this event.
The Steering Committee is scheduled to meet in February to review the success
of the event, inclusive of budget revenues and expenditures, and to identify areas
that need improvement and identify enhancements for Celebrate Colleyville
2004.
Venues
Venues for Celebrate Colleyville were held throughout the park. Featured
venues were live entertainment, Santa arriving by the Colleyville Fire
Department, Santa's workshop, the lighting of the 25-foot holiday tree, on-site
appearance of Radio Disney, coloring contest, pony rides, children's craft area,
arts and craft vendors, inflatable rides, "Step Back in Time" museum, and a
fireworks display for the grand finale.
The entertainment schedule for Celebrate Colleyville was as follows:
3:00 Pat Riddle Dance Studio
3:30 Bransford Elementary Choir
4:00 Doubletake Dance Studio
4: 1 0 Steven Presnell - Pianist
4:20 Doubletake Dance Studio
4:30 OC Taylor Honor Choir
5:00 Santa's Arrival and Announcements
5: 1 0 CHHS Jazz Choir
5:45 Tree Lighting and Announcements
6:00 Little Flat Rocks
6:30 God's Country Kids
7:30 Amy and Annie
The entertainment was a mix of local and professional entertainment. The local
schools and dance studios provide an excellent source of entertainment for this
event, while at the same time, showcasing a glimpse of upcoming events already
on their calendars. We are very grateful for the professional entertainers such as
Amy and Annie with their crowd-pleasing wit and singing.
The Colleyville Fire Department assisted Santa's arrival into the Park. Santa's
workshop began at 5:30. The Colleyville Lion's Club sponsored Santa's
Workshop. They decorated a designated area of the park and provided pictures
with Santa for a minimal fee.
The lighting of the holiday tree is always a special treat for the children attending
the event. The Celebrate Colleyville holiday tree is an American Holly. The
historical significance to this tree dates back to our founding fathers. When the
Pilgrims landed the week before Christmas in 1620 on the coast of what is now
Massachusetts, the evergreen, prickly leaves and red berries of American holly
reminded them of the English holly, a symbol of Christmas for centuries in
England and Europe. George Washington was so fond of holly. That he planted
thirteen of them around his home. In fact, visitors to Mt. Vernon can still observe
these same thirteen holly trees that encircle Washington's home, which were
planted over 200 years ago. American holly grows somewhat slowly, eventually
reaching a height of 15 to 30 feet in an erect but compact pyramidal or columnar
form. It's also not uncommon to see a tree grow nearly 50 feet tall. Branching
from the trunk begins at ground level; holly's can live for 100 years or more.
Radio Disney provided music and games for children of all ages. Jay Jenson, a
very popular OJ, had a two-hour on-site appearance. The Radio Disney Van was
stationed close to the inflatable areas to entertain children waiting their turn in
line. The Radio Disney Van was far enough away from the main stage area so
they did not compete with the main stage entertainers. This provided an added
entertainment venue at Celebrate Colleyville.
The City awarded $300 in cash prizes for the third Celebrate Colleyville Coloring
Contest. WSM Advertising agency generously reformatted the 2003 theme logo
as a black and white coloring image. We had over 115 coloring contest entries,
which is the largest return number is three years. The majority of the Coloring
Contest winners were children that live in Colleyville. The logo was placed in the
Star Telegram and on the city's web site for participants to download and mail
back into the city for judging. Lisa Adan was the staff liaison overseeing this
venue. She worked directly with the seniors, who served as the 2003 Coloring
Contest judges. This is the second consecutive year that the seniors judged the
Coloring Contest. During a scheduled seniors meeting all entries were judged
within each age category. The names were covered and the seniors voted for
first and second place winners of the age categories of 1-3, 4-6,7-9 and 10-12.
All first place winners received $50 in cash and second place winners received
$25 in cash. The winner's coloring entry was displayed on the holiday card
during the event.
The children's craft area was a huge success this year. The area was decorated
with city tents and holiday lights. The different crafts were: Face Painting,
Reindeer Antlers, Spin Art, Cookie Decorating (sponsored by Market Street),
Ornament Decorating, Sandy Candy, Build Your Own Bug, face painting, clowns,
and balloon artists. The children's craft area was busy all evening. Lisa Adan
did an outstanding job choosing fun and exciting crafts for kids of all ages to
participate. Lisa also utilized volunteers from Colleyville Heritage High School to
help pre-set all crafts and work the event that evening. Teen Court was also
used throughout the event, with the main emphasis assisting the children's craft
area.
A returning venue was pony rides, although we used a different company due to
Country Critters Farm Animals already having an event scheduled for the
December 6th date. The committee highly suggests that we book Country
Critters Farm Animals in advance to secure appearance at our next event.
This is the second year that Arts and Craft Vendors were invited to sell wares at
Celebrate Colleyville. The first year was in 2001, with 13 vendors participating.
This year, we had 33 vendor spaces available. There were thirty (30) booth
exhibitor spaces reserved from the DFW area as well as other surrounding
areas. Booths were 10' x 10' in size and the cost was $50 per space.
Electricity was available at an additional cost of $15 per space. Exhibitors were
responsible for all display equipment including tables and chairs. Booths were
assigned on a first come first serve basis.
A new and exciting venue this year was the inflatable area. The inflatable area
was placed within the confines of baseball field #8 to ensure safety of the
children. The cost to enter the inflatable area was $5 per person. A wristband
was placed on the participants arm. This one-time purchase allowed them to
enter the inflatable area during the entire event. The rides were for all age
groups including adults. The cost for this new venue was $2,995, which
included:
1. Rides:
a. Rock Climbing Wall
b. Spiderman Obstacle Challenge
c. Extreme Obstacle Challenge
d. Mickey's Fun House
e. Dual Slide
2. Five hours of operation
3. Professional staff operating each ride
At the event, approximately 453 participants entered the inflatable area collecting
$2,267 in fees. This new venue was the most popular feature this year. The
inflatable area had an array of challenges for each age group, from the Mickey's
Fun House for smaller children to the 25' Rock Climbing Wall for all age groups.
This year the Celebrate Colleyville included a special exhibit called "Step Back in
Time." The special exhibit was set-up at the old police station bays on Bransford
Road. Included in the exhibit were some special items that have been collected
by Colleyville's Bobby Fitzgerald over the past 50 plus years. In addition, the
exhibit included antique and special event vehicles. Tommy Taylor's 1958 Texas
Highway Patrol Car and Rich Box, the Good Humor Man in his 1960 vintage ice
cream truck. Colleyville CAN sponsored the exhibit, a Colleyville based citizens
action group. The "Step Back in Time" exhibit was opened from 3pm to 7pm.
Colleyville CAN and the Colleyville Historical Preservation Committee donated
their time, along with Mr. Fitzgerald, to provide details and demonstrations of the
different antique items on exhibit. The event and exhibits were free to the public.
Pyrotex, Inc. provided a close-proximity ground effects based fireworks display
choreographed to music with an approximate run time of ten minutes. The
display was fired from the three fields behind the stage. The display consisted
of ground effect items designed to fire in a range from 40 to 200 feet in height.
The show was custom designed and choreographed and synchronized between
the three fields. Pyrtoex, Inc. provided not only superb precision but provided
the City another superb fireworks show.
Publicity
With the joint efforts of the Celebrate Colleyville Steering Committee,
LocaINewsOnly.com, Netmonthly.net and the Star Telegram and the City, this
event was promoted to the community and the surrounding areas. Promotions
through professional commercial aired on Channel 16, paper promotion through
LocaINewsOnly.com, Netmonthly.net, Star Telegram, Grapevine Sun, and the
Colleyville Courier. Also community newsletters such as the Colleyville
Communicator, Colleyville Area Chamber Commerce quarterly newsletter and
broadcast faxes, Radio Disney commercials and promotional announcements,
broadcast email announcements from the city and LocaINewsOnly.com. Press
releases and public service announcements were sent to the media one-month
prior to the event highlighting each artist and venue at Celebrate Colleyville.
Celebrate Colleyville made front page on the netmonthly.net newspaper for the
months of November and December. The December issue was dedicated to
Celebrate Colleyville by offering a four-page (full color) pullout as a promotional
ad. The ad contained a venue map, listed all participating arts and craft vendors,
highlighted the entertainment schedule, promoted each venue, listed all
participating sponsors as well as the schedule of events. Netmonthly.net was
distributed to over 15,000 residents in the Northeast Tarrant County area and this
four-page pullout served as the program for the event at no additional cost to the
City.
Other publicity efforts included the Northeast Tarrant County Arts Council
newsletter, public service announcements, news releases, commercial; posters
displayed at local businesses, city facilities and payroll stuffers. The Parks and
Recreation Department also advertised Celebrate Colleyville . Winter Nights,
Winter Lights in the Colleyville Parks and Recreation Brochure. Other publicity
efforts include coverage on the city's web site and channel 16 cable access
channel.
Sponsorships
Sponsorships were identified as a vehicle to supplement the City's funding
allocation. Jamie Thibodeaux served as the chair to secure sponsorships for this
holiday event. Sponsorships for this event included the following monetary
contributions:
Cash Sponsor Donation
Fresh Express
Star Telegram
Heartland Fellowship Church
Ecorner.com
Town Center Colleyville
United Community Bank
$ 5,000
$ 2,000
$ 1,200
$ 1,000
$ 1,000
$ 1 ,000
$11,200
In addition to the monetary contributions for this event, the City also received the
following in-kind contributions:
In-Kind Sponsor Donation
Star-Telegram
Colleyville Lion's Club
In-Kind
In-Kind
LocalNewsOnly.com
AboutMyHOA.com
Yard Art
Quick Signs & Color Graphics
Ed's Electric
Colleyville Area Chamber of Commerce
La Hacienda Ranch
Francis and Bobby Fitzgerald
Colleyville CAN
Danny and Velma Walker
Market Street
Paul Howard Production Services
Rich Box
WSM Advertising
In-Kind
In-Kind
In-Kind
In-Kind
In-Kind
In-Kind
In-Kind
In-Kind
In-Kind
In-Kind
In-Kind
In-Kind
In-Kind
In-Kind
$37,000
The sponsorship funding, in the amount of $11,200, was above last year's
$8,300. The in-kind contributions for this event provided publicity, signage,
entertainment, food and beverage, electrical needs, and venue attraction for an
additional $37,000. The cash and in-kind sponsors are both needed to maintain
this level of event for the public. Each sponsor is an integral part of this event
and the Colleyville Steering Committee is grateful to each and every sponsor of
this event. This year the in-kind sponsorships increased from last year by more
than $20,000 and without this continued community support the event would
require additional monies from either sponsors or the City's budget.
Additional Fees Collected
There was several fee generating venues this year, which include: inflatable
area, arts and craft vendors, glow magnets, and food vendors.
Fees
Inflatable Area
Arts and Craft Vendors
Food Vendors
Glow Magnets
Amounts
$2,460.20
$1,977.00
$ 660.00
$ 107.00
$5,097.20
Budget
On September 24, 2003, the City Council approved a total project of $35,098.
The actual budget expenditures for Celebrate Colleyville were as follows:
Expenditures
Categories
Venues
Radio Publicity
Food
Park Decoration
Rentals
Awards
Printing
Electric
Sound
Supplies
Cleaners
Park Preparation
Misc. Supplies
Mementos
Amounts
$ 12,695.00
$ 3,000.00
$ 500.00
$ 6,300.00
$ 1,432.96
$ 271.00
$ 1,500.00
$ 1,373.00
$ 500.00
$ 1,200.00
$ 94.00
$ 1,000.00
$ 1,021.81
$ 515.67
$ 31,403.00
Personnel Resources
City personnel provided administrative oversight, event set-up and breakdown,
facility and grounds maintenance and cleaning and support services for this
event.
Planning an event of this magnitude takes many hours of pre-planning. Every
department contributed to the event to ensure success.
A break down of personnel, by department, for the day of the event only:
Department #of Regular Comp Overtime
Employees Time Time
Communications 1 '680 70
Administration 3 17.5
Police 13 8 51.5
Fire 8 40 16
Building Inspection 1 3
Colleyville Center 1 5
Finance 2 5
Public Works 10 93
Parks 12 307 108 18.5
Total 50 1035 221.5 166
On the basis of the above, the City for overtime costs spent an estimated total of
$5,900 is an increase from last years $3,744.56. The increase in overtime cost is
due to the event being on a Saturday. The Police and Fire Department
provided security throughout the event to ensure safety. The Parks and
Recreation Department helped with prepare City Park as well as cleanup after
the event. The Public Works Department helped with security and parking before
and during the event. Security began at 1 :00 p.m. on Saturday afternoon.
Schedule
Celebrate Colleyville I Winter Nights, Winter Lights was held on December
6, 2003. The hours were 3:00 p.m. until 8:00 p.m. The Master of Ceremonies
included Scott Murray, Sports Director for Channel 5 KXAS TV. The scheduled
activities included Santa's Arrival 5:00, Santa's Workshop 5:00 to 8:00, Holiday
Tree Lighting 5:45, Amy and Annie Performance 7:30, Fireworks Finale 8:00.
Other activities included pony rides, children's craft area, on-site appearance of
Radio Disney, Coloring Contest, Inflatable Area, Arts and Craft Vendors, "Step
Back in Time" museum, Colleyville Fire Department clowns and Holiday Cheer
strolling carolers.
Planning and Evaluation
As illustrated by this report, special events are time consuming and labor
intensive. Major special events such as Celebrate Colleyville should be
planned continuously year round. Planning consists of funding, budget,
purchasing, personnel allocations according to planned venues, security,
scheduling, preparation, set-up and break down and evaluation. Special event
planning will also be impacted by the complexity of the event.
Recommendations
On the basis of this report, staff has developed the following recommendations
for consideration by the Celebrate Colleyville Steering Committee:
. Initiate planning efforts in March 2004
. Initiate sponsor contact in April 2004
Attachments:
Celebrate Colleyville Itemized Expenses
xx: Bill Lindley, City Manager
Dianne McWethy, Deputy City Manager
MEMORANDUM
DATE: April 2, 2004
TO: Celebrate Colleyville Steering Committee
FROM: Dixie Cawthorne, Communications Manager
SUBJECT: Agenda Item IX: Funds from the 2003 event
The FY 2003-2004 budget provided $35,098.00, which included $8,100
sponsorship revenue. The current balance in the F2003-04 budget is $3,534.77)
Of this remaining balance, $1,200 purchased children's arts and craft supplies
and $100 is remaining for collection of projected sponsorship revenues.
Additionally, there is ~"o00 in outstanding sponsorships; therefore, the balance
iq/!ha-Cetebrate Colleyville line-item account is $2,234.77. Upon receipt of
/i1Ui:standIhg 'Sponsorship monies, the available balance would increases to
If!. .. '
;\\$4,234.77. . \
~ ~_ ditiQJlt~the above line-item account, an Enterprise Fund, consist~
mom- c_ 0 ected from vendors and the inflatable rides, was estaq~lled for ":~:
Celebrate Colleyville. The current available balance in this account is( 4050.20. '1\
The Enterprise Fund monies may be used for capital purchases fo'rt elebrate r
Colleyville. \~._____/;/
On the basis of the above, the committee may make a recommendation'tcnhe
Council for the expenditure of these fund balances.