Beer Festival


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Beer Festival

  1. 1. Windy City Beer Festival By: Jessica Eicken Michael Dugan Chris Evans Kristin Fields Ammie Fletcher Scott Wiseman
  2. 2. <ul><li>Who: This event is for local and national brewers and local residents </li></ul><ul><li>What: Windy City Beer Festival </li></ul><ul><li>When: October 17th, 2009 from 6 p.m. – 10 p.m. </li></ul><ul><li>Where: Navy Pier located at 600 East Grand Avenue Chicago, IL 60611 </li></ul><ul><li>Why: To showcase and enjoy different breweries </li></ul>
  3. 3. Timeline <ul><li>6:00a.m.-venue opens,venue employees set up lights, utilities, hang banners, set up trash cans, check bathrooms </li></ul><ul><li>10:00a.m.-12p.m-vendor check-in/set up booths </li></ul><ul><li>2:00p.m.-3:00p.m.-catering preparation </li></ul><ul><li>3:00p.m.-4:00p.m.-volunteer check-in/vendor briefing,hand out volunteer shirts, band set up (stage/equipment) </li></ul><ul><li>4:00p.m.-5:30p.m.-volunteer orientation/organization </li></ul><ul><li>5:30-security officials get in place </li></ul><ul><li>6:00-doors open </li></ul><ul><li>6:30-band starts playing </li></ul><ul><li>9:45p.m.-last call announcement </li></ul><ul><li>9:50p.m.-closing announcement/stop selling beer </li></ul><ul><li>10:00p.m.-event ends </li></ul><ul><li>10:15p.m.-security enforces people to leave </li></ul><ul><li>10:30p.m.-venue clean up </li></ul><ul><li>11:00p.m.-clean up </li></ul><ul><li>12:00a.m.-finish everything off </li></ul>
  4. 4. Pricing <ul><li>Tickets - $40.00 per person (All tickets can be ordered on-line up to three months before the event.) </li></ul><ul><ul><li>*On the ticket it states we are not liable for any injuries or lawsuits that may come about from our event </li></ul></ul><ul><li>Brewers - $800.00 for a 10 x 10 box (This is a one time fee every brewer must supply samples for free but all are allowed to sell bottle at their own individual prices to earn a profit) </li></ul>
  5. 5. Size of the Event <ul><li>The event will be sold out. </li></ul><ul><ul><li>4,000 attendees </li></ul></ul><ul><ul><li>14 brewers (9 local and 5 national </li></ul></ul><ul><li>100 Volunteers (Switching every hour; 25 each hour) </li></ul>
  6. 6. Risk Managment <ul><li>Due to the high risk associated with alcohol we have hired: </li></ul><ul><ul><li>15 full time police officers, </li></ul></ul><ul><ul><li>a full EMT team (including an ambulance outside) </li></ul></ul><ul><ul><li>20 security guards. </li></ul></ul><ul><li>There will be two officers roaming outside, three officers at the front gate, ten officers are placed inside the venue. </li></ul><ul><li>The 20 security guards will all be placed around the venue evenly. </li></ul><ul><li>All staff and volunteers will be given an information index card that will have a list of Emergency situations that could happen along with the steps necessary to take. A map and some phone numbers to call if needed will be located on the back. </li></ul>
  7. 7. Index Cards
  8. 8. What ifs: <ul><li>Medical Emergencies (Anything from a simple cut to alcohol poisoning and more) </li></ul><ul><li>Fight </li></ul><ul><li>Fire </li></ul><ul><li>Riots / crowd control </li></ul><ul><li>Someone is Lost </li></ul>
  9. 9. When people first walk into the venue there will be an information/question booth. If a staff member or volunteer is unable to answer questions from a guest they are told to send them to the booth. 6. Info./Questions In the case of a riot or crowd control, police and security have been trained to handle these situations. One week before the event, there will be a meeting with all police personal in order to organize a plan that would be executed for this situation. 5. Crowd Control The police we hired have been trained to handle situations that involve fighting. The security will help the police as needed. Once the police and security have controlled the situation all people involved will be escorted outside where they will not be allowed back into the event and will not receive any type of refund. 4. Fight There will be a booth located in the front left corner of the venue for anyone that has misplaced their friends. This location will be used as a mutual meeting place. In the booth there will be volunteers to keep people separated from friends safe and comfortable while waiting. 3. Lost There will be a first aid booth located in the front right corner of the venue. Also, there will be a big blue banner hanging from the ceiling indicating the booths location. Here people in need of any type of medical attention can receive help. There will be a group of volunteers along with EMT members there at all times. If the injury is not serious they will be taken care of at the booth. In the case of a more serious medical emergency EMT will have there ambulance waiting outside to transport anyone that might need that attention. (Similar set-up like the FL vs. GA tents at the Landing). 2. Medical Attention If the fire alarm is to go off all volunteers and staff are told to control the crowd and escort everyone outside. Each volunteer will be told which exit they are supposed to guide people to (most likely the exit closest to the area). Whenever the fire alarm goes off at the venue the local fire station will come for help. 1. Fire Solution Potential Risk
  10. 10. Rentals/Necessary Purchases <ul><li>The Navy Pier, located on Lake Michigan, is a premier venue to hold a large event in Chicago, Illinois. </li></ul><ul><li>This venue holds hundreds of events each year </li></ul><ul><li>It is divided into Festival Hall A and B which is over 170,000 square feet of space </li></ul><ul><li>We are going to use Festival A </li></ul>
  11. 11. Festival A <ul><li>113,400 square feet with a 60 ft. high ceiling in the center </li></ul><ul><li>Cost is $7,500 </li></ul><ul><li>Indoors so event will go on regardless of weather </li></ul><ul><li>Navy Pier is an all-inclusive venue (utilities, seating, bathrooms, signage, etc) </li></ul>
  12. 12. Floor Plan
  13. 13. Transportation <ul><li>City Bus- over 200 buses serve Navy Pier each day (1 day pass is $5.00) </li></ul><ul><li>Trolley- 10am to 11pm (run every 20 min) </li></ul><ul><li>Taxi- 3 convenient Taxi pick up/ drop off ports & Taxi phone available at each entrance </li></ul><ul><li>Parking Garage- 1750 spots available on a first come first serve basis </li></ul>
  14. 14. Security <ul><li>Security services required: </li></ul><ul><ul><li>Crowd control </li></ul></ul><ul><ul><li>Check identification of attendees and monitor minors </li></ul></ul><ul><ul><li>Identify intoxicated attendees and restrict further service </li></ul></ul><ul><ul><li>Monitor closed areas of event venue </li></ul></ul><ul><ul><li>Monitor compliance with all event policies </li></ul></ul>
  15. 15. Security services provided by: <ul><li>AF Security Inc. (private) </li></ul><ul><ul><li>20 security officials </li></ul></ul><ul><li>Northwestern University Police Department (public) </li></ul><ul><ul><li>15 uniformed police officers ($20.00/ hr. per officer) </li></ul></ul><ul><li>Navy Pier in-house security (venue) </li></ul><ul><ul><li>Security officials available throughout the event. </li></ul></ul>
  16. 16. Staffing <ul><li>Volunteers – 100 Volunteers </li></ul><ul><li>It is the responsibility of all volunteer staff to offer assistance and information to attendees and exhibitors in pre-designated areas. </li></ul><ul><li>Volunteers will be sought out from </li></ul><ul><ul><li>college campuses across the Greater Chicago Area </li></ul></ul><ul><ul><li>local charitable organizations in return for an agreed upon share of the proceeds, in the form of donations ($1,000) </li></ul></ul>
  17. 17. Recruitment <ul><li>Colleges </li></ul><ul><ul><li>Columbia College Chicago </li></ul></ul><ul><ul><li>Harold Washington College </li></ul></ul><ul><ul><li>Robert Morris </li></ul></ul><ul><ul><li>MacCormac College </li></ul></ul><ul><ul><li>Depaul University </li></ul></ul><ul><ul><li>Lexington University </li></ul></ul><ul><li>Charities </li></ul><ul><ul><li>Service Corps for Retired Executives Association ( </li></ul></ul><ul><ul><li>Veterans of Foreign Wars Dept. of Illinois ( </li></ul></ul>
  18. 18. Staffing Roles <ul><li>Volunteer check-in – distribute credentials, uniform and confirm job assignment </li></ul><ul><li>Set-up/ take down – site layout and equipment set up and take down </li></ul><ul><li>Vendor liaison - communication vehicle b/w vendors and operating/ management staff </li></ul><ul><li>Stage hand – assist backstage with set-up/ tear down </li></ul><ul><li>Information provider – provide all general event information to attendants and exhibitors </li></ul><ul><li>Ticket taker/ provide wristbands – with security accompaniment, verify ticket and provide a wristband to attendees </li></ul><ul><li>Sponsor/ Vendor/ Performer hospitality – work directly with all sponsors, vendors, and performers to ensure that all expectations are met accordingly </li></ul>
  19. 19. Permitting <ul><li>State – Illinois Special Use Permit Liquor License ($50.00/ day per exhibitor) </li></ul><ul><li>Municipal – Special Event Permit : Itinerant Merchant Application, Temporary Food License Application, and Special Use Permit Application (Indoor Special Event Liquor License) </li></ul><ul><li>Electric, Handicapped Access, Sanitation licensing and other permitting measures are managed by Navy Pier venue </li></ul>
  20. 20. Marketing and Media Relations <ul><li>Local radio stations (contests, giveaways) </li></ul><ul><li>In exchange (a free booth to promote themselves at our event) </li></ul><ul><li>Website with all the necessary information and a place to buy tickets </li></ul><ul><li>Fliers (20,000 for $356.20) </li></ul><ul><ul><li>To cover everything we will go to local restaurants and give them fliers and allow them to sell our tickets in exchange for their name on our fliers and free publicity. </li></ul></ul>
  21. 21. Food and Beverages <ul><li>Each person’s ticket comes with 1oz shots of each beer at the event. </li></ul><ul><li>Each additional beer will be $3.00, unless noted as a specialty beer, which will then be $4.00. </li></ul>
  22. 22. Menu <ul><li>Breakfast Items   </li></ul><ul><ul><li>Assorted Donuts and Muffins $3.00 each  </li></ul></ul><ul><ul><li>Fresh Whole Fruit $1.50 per piece  </li></ul></ul><ul><ul><li>Jumbo Cookies $3.00 each    </li></ul></ul><ul><li>Lunch Menu  </li></ul><ul><ul><li>Grilled Chicken Caesar Salad Grilled Chicken, Romaine Lettuce, </li></ul></ul><ul><ul><li>Reggiano ‐ Parmigiano, and Garlic Croutons $7.50  </li></ul></ul><ul><ul><li>Vienna Beef Hot Dogs served with all Chicago ‐ style </li></ul></ul><ul><ul><li>condiments $3.75 </li></ul></ul><ul><ul><li>Chicago ‐ Style Thin Crust Pizza </li></ul></ul><ul><ul><ul><li>Cheese $3.75 per slice </li></ul></ul></ul><ul><ul><ul><li>Sausage $4.25 per slice    </li></ul></ul></ul>
  23. 23. Menu <ul><ul><li>Turkey Bistro Sandwich $8.50 </li></ul></ul><ul><ul><ul><li>Roasted Turkey and Provolone Cheese on a Kaiser Roll with Lettuce Tomato and Condiments on the side accompanied by choice of potato  </li></ul></ul></ul><ul><ul><ul><li>chips or potato salad  </li></ul></ul></ul><ul><ul><li>Roast Beef Sandwich $8.50 </li></ul></ul><ul><ul><ul><li>Roast Beef and Swiss Cheese on a Pretzel Roll with Lettuce, Tomato </li></ul></ul></ul><ul><ul><ul><li>and Condiments on the side accompanied y choice of potato chips or  </li></ul></ul></ul><ul><ul><ul><li>potato salad </li></ul></ul></ul><ul><li>Snacks and Sides </li></ul><ul><ul><li>Nachos with cheese and peppers $3.75  </li></ul></ul><ul><ul><li>Soft Pretzels $2.75 </li></ul></ul><ul><ul><li>Assorted Candy $2.00 </li></ul></ul><ul><ul><li>Assorted Potato Chips $2.00 </li></ul></ul><ul><ul><li>Potato Salad $2.00 </li></ul></ul><ul><ul><li>Freshly Popped Popcorn $3.25     </li></ul></ul>
  24. 24. Menu <ul><li>Beverages </li></ul><ul><ul><li>Assorted Bottled Juices $3.00 </li></ul></ul><ul><ul><li>Freshly Brewed Coffee and Decaffeinated Coffee $2.50 </li></ul></ul><ul><ul><li>Assorted Soft Drinks $2.50 </li></ul></ul><ul><ul><li>Bottled Water $3.00 </li></ul></ul><ul><ul><li>Gatorade $3.50    </li></ul></ul><ul><ul><li>All concessions pricing is inclusive of sales tax </li></ul></ul><ul><ul><li>Set ‐ up fee:  $750.00 per single location  </li></ul></ul><ul><ul><li>(waived with use of permanent concessions window)  </li></ul></ul><ul><ul><li>Sales minimum: $1000.00for 6 hours of service, $150.00 each  </li></ul></ul><ul><ul><li>additional hour.  </li></ul></ul>
  25. 25. SPONSORS MAJOR BREWERS LOCAL BREWERS Anheuser- Busch Goose Island Miller Half Acre Coors Pabst Heineken Big Horn Samuel Adams Golden Prairie O’Grady’s Rock Bottom Three Floyds Peace
  26. 26. SPONSOR CONTRACT PAYMENT IS DUE IN FULL UPON ACCEPTANCE OF INVOICE. IN ALL CASES, CONTRACT MUST BE PAID IN FULL PRIOR TO EXHIBITOR/SPONSOR RECEIVING SPONSORSHIP BENEFITS OR EXHIBITING. The person signing this document expressly warrants that they are authorized by Sponsor /Exhibitor to bind it to the terms and conditions hereof: Each sponsor will recompense a fee of $800 dollars and in return be given a 10' wide x 10' deep exhibit space. Standard exhibit space consist of  one skirted and enclosed 8' by 2.5 ' table, two chairs, pipe/draping, electrical outlets if necessary, and signage with company name. The person signing this document understands and agrees that they are personally bound and liable to the terms and conditions in the event such authority to bind the Sponsor/Exhibitor does not actually exist. THE UNDERSIGNED ACKNOWLEDGES THAT THEY HAVE READ AND ACCEPTED THE TERMS AND CONDITIONS AS STATED ABOVE. Printed Name: ________________________________ Authorized Signature: _________________________________ Date: _________________
  27. 27. EXTRA AMENITIES 1.) Uniforms # of shirts – 102 sizes - 4(S), 12(M), 30(L), 30(XL), 26(2XL) cost - $1092.42 2.) Communication #of radios – 6 range – 10 miles cost - $179.94
  28. 28. The Red Peace <ul><li>Members - Cameron Mitchell: Vocals and Guitar, Jake Gehl: Bass, Keith Dow: Drums, Clayton Weimers: Vocals and Guitar </li></ul><ul><li>From - Chicago, Illinois </li></ul><ul><li>Formed - 2003 </li></ul><ul><li>Sound - Mixture of alternative, acoustic rock, and upbeat funk </li></ul><ul><li>Price - Flat fee of $800.00. (10% discount if food and beverage is included) </li></ul>
  29. 30. Questions?