Spark Up The Night

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Spark Up The Night

  1. 1. LOCATION: Point State Park 15,000 Pittsburgh, Pennsylvania DATE: Saturday, July 4th 2009 TIME: 2:00 PM – 10:00PM
  2. 2. Layout of Event
  3. 3. PARADE ROUTE: start  Melon Arena to  Center Avenue to  Ross Street to  Boulevard of Allies (end at liberty avenue)
  4. 4. Rentals and Necessary Purchases Tents Tables Chairs Port-a-potties Clean-up crew Bands Stage Volunteer T-shirts Fireworks Barge
  5. 5. TENTS CHAIRS TABLES 146 49 31 Standard Standard Each 16 x 16 outdoor fold-up outdoor fold-up $160 each $1.30 each $10.50 each
  6. 6. VIP Seating Section Tent covered come-and-go eating section 4 Tents 8 Tables Seat max. of 64
  7. 7. 29 regular port-a-potties  $120.00 each 7 special needs port-a-potties  $150.00 each In order to meet disability guidelines we have made certain of a 5:1 ratio That is, for every 5 regular port-a-potties, there is 1 special needs port-a-potty 6 different port-a-potty stations around the park Each station will have 5 standard and 1 special needs port-a-potty
  8. 8. Clean-up Crew Truckers Laborers Sweeper Operator Foreman Volunteers will also be included when necessary in clean-up
  9. 9. Stage Includes sound, lighting, stair packages, safety rails, ramp access, back drops, roof structures, and installation $2500 3 bands performing: Uncle Sam, Between Liberties, and In the Saddle paid $1000 each head lining band paid $2000
  10. 10. Zambelli Fireworks $60,000 show fireworks and lasers combined to synchronized music Barge total $1,650
  11. 11. Risk Management EAP Rain Date Hired Staff Fireworks Parade Alcohol Insurance
  12. 12. Risk Management EAP – All employees and volunteers will be provided with local government numbers(emergency and non- emergency) as well as the phone number for our field operations office. – Field office will be responsible for communicating all issues with an event coordinator – Critical positions will have two-way radios
  13. 13. Risk Management Inclement Weather – Rain date: Sunday July 5th, 2009
  14. 14. Risk Management Hired Staff Police • Scaled throughout the day to maintain approximately a 1:500 ratio EMS • Scaled throughout the day to maintain approximately a 1:250 ratio Fire • One vehicle hired for the fireworks display safety City Employees • Trucks, street sweepers, and regular employees hired for trash removal during and teardown after
  15. 15. Risk Management Fireworks – Brought in and set up day of by Zambelli – Fire and police security provided for the duration of the event.
  16. 16. Risk Management Parade – Police escort in front and behind – Officers stationed on every other block – EMS stationed on every other block
  17. 17. Risk Management Alcohol -Served by Budweiser staff -Staff training: • Check every ID • Do not serve visibly impaired persons • Sell only two beers per person per visit
  18. 18. Risk Management Insurance – Budgeted at $15,000 – Breakdown • $5,000 base for event size and location • $5,000 allocated for alcohol insurance • $5,000 allocated for injury
  19. 19. Schedule July 3rd Task July 3rd Task 0:00   12:00 Volunteer briefing 1:00   13:00 Vendor Setup 2:00   14:00 Vendor Setup 3:00   15:00 Vendor Setup 4:00   16:00 Vendor Setup 5:00   17:00 Vendor Setup 6:00 Team arrival 18:00 Vendor Setup 7:00 Team brief 19:00 Vendor Setup 8:00 Confirmation of Services 20:00 Close Parking 9:00 Confirmation of services 21:00   10:00 Confirmation of services 22:00   11:00 Confirmation of services 23:00  
  20. 20. Schedule Cont’d July 4th Task Attendees EMS Police 0:00         1:00         2:00         3:00         4:00 Staff Arrival       5:00 5:30 Volunteer arrival       6:00 Close roads, start stage setup 2000 8 4 7:00   3000 10 5 8:00   4000 16 8 9:00   5000 20 10 10:00 Parade check-in 6000 24 12 11:00   7000 28 14 12:00 Start fireworks setup 8000 32 16
  21. 21. Schedule Cont’d July 4th Task Attendees EMS Police 13:00 Close parade route 9000 36 18 14:00 Parade start 10000 40   15:00   9500 38   16:00 Sound checks 9000 36   17:00 Parade End 11000 44   18:00 Band 12000 48 24 19:00 Band: Firework setup done 13000 52 26 20:00 Band 14000 56 28 21:00 21:30 Fireworks start 15000 60 30 22:00 Fireworks end 15000 60 30 23:00 Start teardown 7500 30 15
  22. 22. Schedule Cont’d July 5th Task Attendees EMS Police 0:00 Teardown 3,500 14 7 1:00 Attendees clear 0 0 0 2:00 Teardown 0 0 0  3:00 Teardown 0 0 0  4:00 Teardown 0  0 0  5:00 Teardown 0  0 0  6:00 Teardown 0  0 0  7:00 Teardown 0  0 0  8:00 Teardown 0  0 0  9:00 Done 0  0 0 
  23. 23. Permits and Utilities Required City Permits 2008 Special Event Fireworks Permit Permit Application – Application fee: – Application fee: $66.00 $125.00 – Written report needed – Additional fees may be by Fire Bureau applicable for cost Personnel: $16.00 recovery or other permits depending on the event
  24. 24. Permits and Utilities Business Licenses General Liability Insurance – Vendor license: – Required for any event that $613.00 (annual fee) involves fireworks – Stationary Vendor – Bodily injury, including Vehicle: $1230.00 death: individual (annual fee) occurrence coverage needed – Parking Lots: $67.00 $500,000 per site, with an – Property damage: additional $0.55 for individual occurrence each parking space coverage needed: $50,000 – Premium paid for the insurance coverage’s to be determined by insurance provider
  25. 25. Emergency Medical Services • $25 per hour per paramedic (minimum four hours) • $150 per ambulance per day • $150 per rescue truck per day • $25 per day for bicycle • $50 per day for a motorcycle • Additional 3% fee for scheduling added to all amounts
  26. 26. Department of Public Works: Utilities Positions as needed to clean, set up barricades, etc. Hourly rates apply as follows: – Truck Drivers: $17.27 per hour – Laborers: $15.62 per hour – Sweeper Operators: $17.66 per hour – Foreman: $17.77 per hour
  27. 27. Electrical Permit Need to conduct a rough-in inspection, as well as, a final inspection by an appropriate inspector – Fees vary on what type of electrical service needed • Basic electricity needed for: water, lights, outlets, generators, cords, speakers, etc. • Cost will be sponsored by our local electric company
  28. 28. Required Permits by the State of Pennsylvania City Permit: – $125.00 application fee – additional fees may apply depending on the event for cost recovery or other permits necessary State Park Permit: – $125.00 application fee – additional fees may apply depending on the event for cost recovery purposes
  29. 29. Miscellaneous Permits Building Permits: – $25.00 application fee – required for stage set-up Parade Zoning Permit: – $25.00 application fee – required for closing of roads pertaining to day parade Hazardous Materials Transport Permit: – $25.00 application fee – required for fireworks show, set-up and tear down • *hired firework company is to deal with licensing/permits related to barge set-up – included in the company’s total price
  30. 30. Marketing and Public Relations •Newspaper •Radio •Both sponsored
  31. 31. Newspaper • We will place ads in the Pittsburgh Post Gazette along with their online website. • The ads will start a month in advance weekends only. • Two weeks prior a small ad will run daily. • A week prior to the event ad will become full-size and run daily.
  32. 32. Radio Kiss FM 96.1 • We will run radio ads starting two weeks prior to the event. • We will also have the radio sponsoring the event and broadcasting live from the event. • Music will be coordinated along with Zambelli Fireworks for the fireworks display.
  33. 33. Expenses Budget • • Emergency Medical Services Bands $4,000 – Paramedics $16,350 • T-shirts $2,200 – Ambulances $750 • Port-o-potties $4,530 – Rescue Truck $150 • Special Events Permit $125 – Bicycle $500 • Fireworks Permit $66 – Admin Fee (3%) $532.50 • Police Fee • Business Licenses – Officers $1,230 – Vendor $613 – Cars $4,000 – Stationary $1,230 – Parade $626 – Parking $12,000……($67 per site and – Admin fee (10%) $586 $0.55 per space) • Public Works • Parade Fee $3,000 – Truckers $2,075 – Laborers $2,812 • Electrical Permit (Sponsored by Duquesne – Sweeper Operator $354 Light Company) – Foreman $320 • State Permit $125 • Fireworks show $60,000 • City Permit $125 • Stage $2,500 • Miscellaneous Permits $7,500 • Barge $1,605 • Photographer $2,500 • Cash Prize to Raffle Winner $50 • Total Expenses without Admin Fee • Tents $5,000 $153,505 • Tables $750 • Admin Fee (flat fee of $50,000 plus 10% • Chairs $300 of sales not including sponsors) $53,500 • Insurance Premium $15,000 • Total Expenses = $ 207,005
  34. 34. Budget Revenue • Intern Applications ($20 per intern) $5,000 • Raffle Ticket Sales (approx. at least ½ of 15,000 people will buy $1 ticket) $7,500 • Food and Beverage Vendor Booth Sales $19,500 • Fourth of July Holiday Item Booth Sales $3,000 • Total Amount from Sponsors $270,000 • Total Revenue = $305,000 Profit $97,995
  35. 35. Food and Beverage Food vendors: -Local Pittsburgh restaurants -Promotes local business -Supports local economy Beverage vendors: -Pepsi and Budweiser -2 major sponsors
  36. 36. Food Vendors • Fat Head Saloon (bar and grill) • Primanti Brothers (bar and grill) • Magoo’s (bar and grill) • Calabria’s Italian Restaurant (pizza) • Fiori’s Pizzeria (pizza) • China Palace (Asian) • Sichuan Palace (Asian) • Mitch’s BBQ (BBQ) • Boomerang BBQ (BBQ) • Jose and Tony’s Mexican Restaurant (Spanish) • Baja Fresh Mexican Grill (Spanish) • Laughlin J. Food (concessions) • Mr. Freeze Ice Distributor (ice)
  37. 37. Food Contracts -All vendors must sign contract stating: -they understand all rules and regulations. -prohibit the use of Coca-Cola products. -Food vendors profit from all sales. -Circulates more money into the local economy -Attracts vendors to the event -$500 security deposit is due at time of signing in order to cover any possible damages to rental equipment during event. -All deposits mailed to vendors 2 weeks after the event if no damages were found.
  38. 38. Contract Details -$1500 to be an event vendor -Vendor price determined: -affordability of local businesses -vendor prices at similar Gainesville area events -Vendor reservation includes: -one 8’x30” rectangular banquet table per booth -2 booth locations in the park -tent -2 chairs -power hook-ups -electricity costs
  39. 39. Beverage Contracts Pepsi -Reserves the right to prohibit the distribution of Coca-Cola products -All Pepsi products sold by food vendors Budweiser -ONLY alcohol distributor at event -Beer is only type of alcohol provided -Reserves the right to prohibit the sales of other beer distributors -Distributed in marked beer tents located in 4 different locations in the park
  40. 40. Sponsorships Large local businesses -Promotes local major businesses -Supports local economy -Attracts participants: recognition report Beverage corporations -Partially fund the event -Formulate beverage control
  41. 41. Sponsorship Packets All sponsors must sign a packet contract stating they understand all terms and conditions no later than 90 days before the event. Platinum Gold Silver
  42. 42. Platinum Includes: -a donation of $30,000 -large logo printed on all promotional materials -advertisement in all radio commercials -15 passes to the VIP tent -15 front row seats for bands -15 front row seats for fireworks display -10 parking passes -recognition in all formal documents and announcements -framed certificate of appreciation -distribution of company promotional materials -free company float for parade
  43. 43. Gold Includes: -a donation of $20,000 -medium logo printed on all promotional materials -advertisement in all radio commercials -10 passes to the VIP tent -10 front row seats for fireworks display -5 parking passes -recognition in all formal documents -framed certificate of appreciation -distribution of company promotional materials
  44. 44. Silver Includes: -donation of $10,000 -small logo printed on all promotional materials -5 passes to the VIP tent -5 front row seats for fireworks display -3 parking passes -certificate of appreciation -recognition in all formal documents
  45. 45. Sponsors • Budweiser (Platinum) • Duquesne Light Company (Platinum) • Zambelli Fireworks (Platinum) • Pepsi (Platinum) • KISS FM 96.1 WKST (Platinum) • Pittsburgh Post Gazette (Gold) • City of Pittsburgh (Gold) • Pittsburgh Zoo and Aquarium (Gold) • Giant Eagle (Gold) • Port of Pittsburgh (Silver) • Citizens Bank (Silver) • Marriott City Center (Silver) • Penn Waste Systems (Silver)
  46. 46. Volunteer and Intern Info -Total of 300 volunteers, and 250 interns -Therefore 550 in total aiding the event -All volunteers will receive a t-shirt at event registration; after checking in. -Volunteers will be split up into two groups: (1) set up & tear down crew and the (2) event operations crew, who will work and help run functions during the event. -The set up & tear down crew will consist of 200 volunteers while the rest of the volunteers will conduct the event operations crew.
  47. 47. Set up & Tear down crew DUTIES -200 volunteers-lime GREEN staff shirts -Before event– help set up & after event -helps break down -Will help vendors and craftspeople carry their merchandise from their cars and trucks to their booths, using a dolly. Requires lifting and carrying. Will be working actively outdoors as a team. Will be setting up event workshop areas. Will be helping layout and stake parking lots. Must also work the Tear down following, that night, as well.
  48. 48. Event Operations Crew DUTIES -100 volunteers -- During event- ORANGE staff shirts -Back-up/Runners – running errands, according to needs. Wait to find out at the volunteer registration table, and then go wherever the need is greatest. -Entry Control – Teams will work together at the entrances to control crowd, helping security and such needed. Will be on your feet during most of this time. -Gate Control (Gates A & B) – Gate entrances for Parade floats, etc, bands, and vendors. Will greet people, artists, staff, vendors, as they enter in the main (and other - remote) entrance gate. Will help direct traffic to the correct designated spots, streets, parking lots, answer questions, and smile a lot!
  49. 49. Event Operations Crew DUTIES -Ground Crew – Roam assigned section of Event grounds, pick up trash on ground, and remove full bags from trash cans, replacing them with fresh plastic liners. Seal and leave full bags for in area for pickup. -Information booth – sitting in shade, answer questions about Event or other subjects imaginable (nearest bathrooms, etc). -Lake Monitor – sits and guard road and areas along the Lakes and docks, and insures that children or any unauthorized persons do not get into restricted areas.
  50. 50. Event Operations Crew DUTIES -Parking lot crew – guiding people to park in orderly rows. -Roving raffle tickets - will wear big funny signs, wandering the event celebration offering raffle tickets for sale. Outgoing personality a must! -Sound system technician – help run the sound boards for the concert and dance areas- TECHNICAL EXPERIENCE PREFERRED.
  51. 51. Intern Program Specifics -Accepting 250 Interns -All Interns $20 application fee -Working side by side with event operations crew volunteers during the event. -Positions may overlap involvement with: back- up/runners, Entry control, and the Sound system technicians.
  52. 52. Other Intern Positions Before event Media & Advertising – work side by side promotional crew of Event and learn all about advertising and help pass fliers for event. Will help generate revenue and awareness for event. Tickets & sales – will help generate revenue to pay for cost and supplies of event. Coordination and planning – will help coordinate event details and help with time line and planning of event to fall through accordingly.
  53. 53. Other Intern Positions Fee collector – collecting and handling money, making change, and hand out parking permits (VIPS, raffle tickets, etc). Telephone Operator – answering phone lines, answering questions, giving directions & relaying messages via two way radios to staff members. Keeping radio stations and media up to date with floats and other important advertising information.
  54. 54. Other Important Info • NO volunteers are allowed to drink any kind of alcohol at any time before, after, or during the event. • All volunteers will receive a volunteer contract to sign, the day before the event, which states all policies, regulations, and important information for event and volunteers.
  55. 55. Other Important Info • Volunteer insurance plans will be included and provided by the SPARK. All Volunteers also receive: recognition in the 2009 4th of July SPARK up the Night event parade through media (all volunteer names will be listed at end of event for all to see), personal recognition letters sent home, and three free parking permits (for any time of year) to Point State Park. • All in all, the experience itself will be the greatest award for anyone who participates in the 2009 Pittsburgh celebration.
  56. 56. Questions

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