City Council Agenda Cover Memorandum

Meeting Date: September 12, 2011

Item Title: Taste of Park Ridge-Consideration of future events

Action Requested: D Approval

~ For discussion

D Feedback requested

D For your information

Staff Contact: Jim Hock, City Manager

Phone Number: 847-318-5205

Email Address: jhock@parkridge.us

Background:

Council requested that this item appear on the F&B COW agenda to discuss the Taste of Park Ridge special event. Attached are the 2011 expenses and revenues for the program and a brief discussion of the expenses. Included are Northwest Municipal Conference surveys conducted regarding Special Events in other communities.

Recommendation:

Discuss and develop a consensus regarding the level of support the City should provide for the Taste of Park Ridge special event.

Budget Implications:

Does Action Require an Expenditure ofFunds: DYes

If Yes, Total Cost:

If Yes, is this a Budgeted Item: DYes

Attachments:

• TOPR expenses and revenues

• Special Events-Des Plaines

• Special Events-Elk Grove

• Special Events Policy- Glencoe

0No

0No

Taste of Park Ridge 2011 Expenses

Indirect Expenses Direct Expenses TOTAL Regular Time Overtime

Taste of Park Ridge CP&D $ 607.40 $ $ 607.40

Fire $ 581.88 $ 3,668.15 $ 4,250.03 Police $ 6,973.31 $ 1,420.06 $ 8,393.37

Public Works $ 2,076.61 $ 4,965.00 $ 7,041.61

TOTAL EVENT $ 10,239.20 $ 10,053.21 $ 20,292.41

Indirect expenses (regular work scheduled time) include: CP&D- Health inspectors reviewing the food service set up Fire- Fire Marshall inspecting the layout for ambulance access Police- Officer's reassigned to that location during the event Public Works-Set up trash, barricades, clean-up

Direct expenses (overtime) include: Fire- Ambulance on site for emergencies Police- Crossing guards & a CSO (with unpaid volunteer crossing guards) Public Works-Clean up early mornings and on Sunday following the event

Taste of Park Ridge 2011 Revenues

Direct Revenues: Permit application fee TOPR food & beverage tax of 1% TOPR donation of additional 3% License and permits Vendor liquor licenses Water usage

Indirect Revenue:

Total

National Night Out-donation for camel rides

$25.00 $1,788.14 $5,364.42

$175.00 $675.00 $125.62

$8,153.18

$895

TOPR has worked with City staff over the years to look for ways that we can save expenses. This year, TOPR filled the water barrels that provide weight to hold up the tents, rather than having the Fire Dept. do it (they pay for the water).

P2

The Fire Department believes that it is essential to have an ambulance on site dedicated to this event. In 2011 we had two transports and 2010 we had four.

There are no police officers on overtime for this event. Only on-duty officers are reassigned to patrol the event and man the information booth. We still maintain enough officers for calls and traffic control. Also, volunteers from Citizen Patrol, Police Explorers, CERTS and Maine Township emergency Services help us out. Fire has salaried personnel at their booth.

TOPR has paid some high school students to assist with clean-up each day but they may be able to boost that and decrease the number of City Public Works employees needed for the clean-up. We will explore this further with them.

Special Events Survey

Does your community host a "Special Event," for example, Festival, Taste,

Municipality New Year's Eve event? Who runs the event?

Buffalo Grove I Yes. I Committee ,.,OOOinfE!O D ... a~

Yes. 2 new events for 2007, one in partnership with the The 4th of July event was Park District combining a coordinated by the Economic festival with fireworks called Development I Special Projects "The Great American Festival" Coordinator. The Autumn Fest the other "Autumn Fest" coordinated by same staff coordinated by the Village's person but sponsored by the

Carpentersville Park Committee. Park Committee.

Summer davs. I Chamber of Commerce.

Executive Coordinator to the Hanover Park

,I;

Do you use tickets for the distribution of alcoholic beverages and/or pop?

N/A. Did not sell alcohol. Food vendors sold food and beverages, paid for with cash.

Yes, alcoholic I beveraaes.

Yes. We issue wristbands for alcoholic beverages to indicate

identification has been checked and are

to drink.

If you do not use tickets, what method do you use to sell alcoholic beverages?

IN/A.

IN/A.

September 2007

If you do use tickets how are the tickets purchased? (For example, do you have ticket booths?)

Ticket booth.

N/A.

booth.

wanting to purchase items in the beer garden must first go

a table where several Bassett trained individuals review their identification and then purchase tickets and

1

Special Events Survey

Municipality

Does your community host a "Special Event," for example, Festival, Taste, New Year's Eve event? Who runs the event?

Farmers' Markets are run by and independent entity, Festival of Fine Crafts is run by a local art & crafts center, Sidewalk Sale is run by the Chamber of Commerce, Art Festival & Taste are run by an independent art festival producer, two separate Halloween Trick or Treat events

Farmers' Markets, Festival of are run by the Property Fine Crafts, Sidewalk Sale, Art Management firms that manage Festival & Taste which is held the property where the events in conjunction with the Art take place, and the Holiday Festival, Halloween Trick or Lighting event is run by the

Do you use tickets for the distribution of alcoholic beverages and/or pop?

Chamber of Commerce. I No.

Lake Zurich IN/A.

Northfield Northfield Park District. Yes.

Tickets for alcoholic Palatine staff. h~'>\J~'>r<=~nes.

Village, Park District, Chamber Streamwood of Commerce I Yes.

If you do not use tickets, what method do you use to sell alcoholic beverages?

D•r~

~~a

D

ors must have a lid liquor license,

appropriate class liquor license which

llows them to sell I""JIIC

o., .,aea IIOUO

oeuu":: ~ o~

D D DUO

Control Commission, and they must follow all local and state ordinances governing

September 2007

If you do use tickets how are the tickets purchased? (For example, do you have ticket booths?)

the sale of liauor. I Does not

DNA.

Yes.

ticket booths, one I adjacent to beverage sales, other outside beverage/food/ entertainment tent.

2

Special Events Survey

Skokie

rnon Hills

The Village of Schaumburg employs a Special Events Coordinator and each festival has a committee of staff and

weekend. !volunteers. The Village does not but the Park District does, however, they are separate taxing body from the Villaae. I Park District.

Yes, We have several events in the Village of Vernon Hills. 1. V.H. Summer Celebration 2. American Cancer Society Lunch 3. Okotober Fest 4. Spring Fest 5. Winter Wounderland Light Show 6. Christmas Tree Lighting 7. 4th of July Parade & Fireworks Celebration.

Village Employee & Volunteer Committee's.

No, we use wristbands for alcohol at Septemberfest and all food and beverages are sold by each vendor using cash. A flat fee is charged to food vendors at the Prairie Arts Festival and Christkindlesmarkt, and a percentage of sales are paid to the Village at Septemberfest by renting cash registers to

N/A.

track of sales.

for Beer/wine. No, & water.

N/A.

September 2007

N/A.

N/A.

Yes, We have ticket booths

3

Special Events Survey

Approximately how many How many ticket How are the booths attendees do you have at booths are on the Who could we contact for

Municipality

Buffalo Grove

or other areas of sales staffed?

By committee members.

Booths are staffed by the business or non-

your larger "signature" events?

D.OOO

profit organization at ille lthe event. 300-500

Volunteers. 2,500 - 5,000

In 2008, the Village will be celebrating its 50th Anniversary. We will hold a festival marking the occasion at which approximately 50,000 to

Hanover Park By local not-for-profit 175,000 people attend over

loraanizations. the four dav oeriod.

grounds at this event?

1 for beve

N/A.

1

2

additional information pertaining to this topic:

For questions pertaining to beer tent sales contact Chamber of Commerce 847-541-7799

Janice Murphy 847/426-3439 X 229

Chamber of Commerce 847-223-6888

Sherry Craig, Village Clerk (630)372-4220 or Kim Benedix, Executive Coordinator to the Villaae Manaaer (630)372-4218.

September 2007

4

Special Events Survey

Municipality

Lake Zurich

Northfield

Palatine

Streamwood

How are the booths or other areas of sales staffed?

During the Taste vendors staff

booths.

-Park District Board. Alcoholic beverages -village staff.

l oraanizations.

Community I volunteers.

Approximately how many How many ticket attendees do you have at booths are on the your larger "signature" grounds at this events? event?

1$250.000 I None.

1) Staffed with about

tickets at one time (small community).

150,000 12

~Approximately 5000 in attendance. 12

Who could we contact for additional information pertaining to this topic:

Carolyn Hersch, Office of Economic Developr

Lake Zurich Area Chamber of Commerce 84 7-438-5572 Dale Perrin

Jennifer Sweeney at Park District email: jsweeney~

Sam Trakas 184 7-359-9006

Sharon Caddigan, Assistant Director of Community I Development (630) 736-3800

September 2007

5

Special Events Survey

Approximately how many How many ticket How are the booths attendees do you have at booths are on the Who could we contact for

Municipality

Schaum

Skokie

Vernon Hills

or other areas of sales staffed?

Grafters pay a flat booth fee and work

own booths.

N/A.

unteer's.

your larger "signature" events?

Prairie Arts Festival 5-10,000 over 2 days; Septemberfest 250,000 over 3 days; and Christkindlesmarkt 3-5,000 over2

N/A.

ate.

grounds at this event?

additional information pertaining to this topic:

Roxane Benvenuti, Special Events Coordinator, Village of

carnival at Schaumburg Septemberfest uses 6 847-923-3605 or

booths. rbenvenuti@ci.schaumbura.il.us

N/A.

Double booths for beer & wine & 3 booths for 4 by the carnival.

Skokie Park District attn: Michelle Tuft 847-674-1500

Monica Lundeen 847-367-3700 ext 3512

September 2007

6

Special Events Survey March 2005

Have you ever used professional firm to manage a special If yes, provide the In addition, please provide a firm name

Municipality event or raffle? nature of the event: and telephone number.

The Village has not used a professional firm to manage events. Village sponsored events are planned by our special events commission (12 appointed residents.) Village general funds support some of the cost ticket prices cover other costs. The Village does work with the NW Community Hospital in hosting an art fest, which is professionally run by Amour Productions. It's a fund raiser for the hospital, but a downtown event. It's very successful contact: Amy

Arlington Heights No. Amour at 847-444-9600

Barrington No. Buffalo Grove No.

Carpentersville No. Fox River Grove No.

Try Paulette Wolf out of Chicago Glenview No. N/A. 773-475-4300 Hawthorn Woods No. Hoffman Estates No. Inverness No. Lake Barrington No. Lake Forest No. Lake Zurich No. Libertyville No. Lincolnshire No. Morton Grove No. Northbrook No. Northfield No. Palatine No. Park Ridge No. Rolling Meadows No. Schaumburg No. Skokie No.

You can also call Kim at Chicago Southland Our Annual Event- Convention & Visitors Bureau 708-895-8200. Summer Celebration Ask her for the list of Vendors and always the 3rd Thursday Promoters at the Festival & Events , Friday, Sat, & Sunday Convention that attended. The Convention

Vernon Hills Yes. every year was this past February 2005.

Wilmette No.

Special Events Policy Survey

Elk Grove No.

Fox River Grove No.

Lake Forest I Yes.

Lake Zurich Yes.

Morton Grove I Exhibitions. etc.

Northbrook

See attached. 1 No flat fee.

Only fees are for licenses needed for an event (catering, retail,

lliauor. etc).

l$25 I Flat fee. Reimbursement of Fire and Police.

The Village does not charge a fee for events sponsored by units of government,

Yes, depending on I schools, religious lthe event. or civic arouo.

No fee associated with the review

No.

June 2005

IAII personnel based. I Nothing. I See attached.

No, depending on event, may change for police oersonnel. I I No.

N/A. Yes.

I Yes.

Annual local org. I See attached.

The Village does not charge a fee for events sponsored by units of government, schools, religious or civic groups. We also do not charge a fee for block parties or

See attached ordinance. live band

Yes. Depending on the Where the event involves services requested. Fees a recognized community for Village services are charitable event, the cost posted in the Village's of extraordinary services Annual Fee Ordinance. mav be waived. I No. See attached.

Special Events Policy Survey

Schaum

Skokie

rnon Hills

Yes.

There are no fees for the special event. However, if there is a tent, there is a $50 fee; electrical, $50; daily entertainment,

Depends on event nd service

needed.

Yes. l$25. IN/A. No. The Village of Skokie has policies for parades & public assemblies, amusements, etc. but nothing that

s to soecial events.

No.

Possibly, depending on uested.

N/A.

N/A.

or mpt from permit?

June 2005

No.

for-profits may be exemptiSoon. from fee. See attached.

Schaumburg governmental entities, educational institutions approved or authorized by the State, daycare Yes, centers licensed by the www.villageofschaum Village, private special burg.com/forms for events held within a the application. building, potluck events, Regulations are listed and animal exhibits when on our website under held in conjunction with "Regulations", Code charitable oet adootions. Ordinances.

All Vernon Hills nnvPrnmAnt~l entitieS.

No new form not available online as of this date.