This document discusses cost saving measures for three of the city's major annual events - Independence Day Celebration, Holiday Tree Lighting, and Mach 1 Adventure Run. For the Independence Day event, moving it to July 2nd instead of July 4th could save an estimated $50,700 in staffing costs. Reducing decorations and rentals could save around $10,000 for the Holiday Tree Lighting. Cancelling the Mach 1 run in 2016 due to a sponsor cancellation but planning changes like increased marketing for 2017 could also yield savings. The total proposed cost savings across all event changes is estimated at $60,700.

1. DISCUSSION OF FY 2016-17
CITY-WIDE SPECIAL EVENTS
A Really Good Time for a Little Less Money

2. GAINING PERSPECTIVE
 2015 Events
 Independence Day Celebration
 Holiday Tree Lighting
 Mach 1 Adventure Run
 Overview of Events
 Ideas that Could Save Money

3. INDEPENDENCE DAY CELEBRATION

4. EVENT OVERVIEW
 Parade & Festival
 Event cost (2015): $203,723
 Partners
 Monster: Staging/lighting/sound and product as in-kind
contribution ($50,000)
 Sponsors (10)
 All City Departments
 Revenue: $35,200
 $13,500 sponsorships
 $17,200 tix sales
 $1,200 vendor booth fees
 $3,300 parade entry fees
 35,000 attendees ($3.39/person)

5. OPERATIONS COST BREAKDOWN:
2016 July 4th CELEBRATION BUDGET ACTUAL PROPOSED
PARADE 2015 2016
Traffic Management - Cone Zone $2,336.50 $3,000.00
Supplies (sound system/cones/cardstock/etc) $621.86 $800.00
TOTAL PARADE COSTS $2,958.36 $3,800.00
FESTIVAL 2015 2016
Festival Games Contractor & Tables, Tents and Chairs $29,151.48 $30,000.00
Fireworks $21,000.00 $21,000.00
Bands (Pop Vinyl ) $3,500.00 $4,000.00
Jumbotron, cameras, Videographer $18,379.00 $18,200.00
Traffic Management Contract - Cone Zone $18,801.80 $20,000.00
Temporary Fencing $17,428.70 $10,000.00
Portable Toilets $6,046.00 $6,000.00
Marketing (banners, flyers, parking passes, etc) $2,573.53 $3,400.00
Miscellaneous supplies $1,691.38 $3,000.00
First Aid Balloon/Hellium (2015 new balloon + 2 tanks) $1,245.86 $500.00
Ice and Ice Truck (Empire Ice) $792.04 $1,000.00
Parking Service $4,639.88 $5,000.00
Equipment rental (golf carts, generators, fork lift etc...) $11,657.48 $15,000.00
Tribute Video $2,500.00 $3,000.00
Shuttle Transportation Costs $7,184.14 $5,000.00
Security Vendor for Entire Event $9,057.84 $8,000.00
Alliant Insurance (new for 2016)** $11,000.00
Health Dept. Fees $480.00 $500.00
TOTAL FESTIVAL COSTS $156,129.13 $164,600.00

6. STAFF COST BREAKDOWN:
STAFF COSTS 2015 2016
Library and Recreation Part-time $9,452.85 $10,000.00
Library and Recreation Full-time $1,152.03 $2,400.00
Maintenance Services $7,776.46 $21,700.00
Fire Department $5,488.93 $6,500.00
Police Department $19,025.94 $51,700.00
Public Works Department (traffic engineering/transit) $1,737.86 $2,800.00
TOTAL STAFF AND OVERTIME COSTS $44,634.07 $95,100.00
TOTAL PARADE COSTS $2,958.36 $3,800.00
TOTAL FESTIVAL COSTS $156,129.13 $164,600.00
TOTAL EVENT COSTS $203,721.56 $263,500.00

7. HOW WE CAN SAVE IN 2016 - 17
 Move the event to Saturday, July 2
 Miscellaneous reductions
 Savings of $13,900
2016 JULY 4th CELEBRATION
STAFFING BUDGET
Department July 4th (Holiday) July 2nd Difference
Library & Recreation Services Part-time $ 10,000.00 $ 10,000.00 $ -
Library & Recreation Services Full-time $ 2,400.00 $ 600.00 $ 1,800.00
Maintenance Services $ 21,700.00 $ 10,700.00 $ 11,000.00
Fire Department $ 6,500.00 $ 6,000.00 $ 500.00
Police Department $ 51,700.00 $ 29,400.00 $ 22,300.00
Public Works Overtime (traffic engineering/transit) $ 2,800.00 $ 1,600.00 $ 1,200.00
TOTAL STAFFING BUDGETS: $ 95,100.00 $ 58,300.00 $ 36,800.00

8. INDEPENDENCE DAY COST JULY 2ND:
Parade Costs $3,300.00
Festival Costs $151,200.00
Staffing Costs $58,300.00
TOTAL EVENT COSTS $212,800.00
Proposed Savings $50,700

9. HOLIDAY TREE LIGHTING

10. EVENT OVERVIEW
 Activities
 Event cost (2015): $47,400
 Partners
 Sponsors: Thomas Miller Mortuary, SCE, LifeTouch
($5,500)
 Maintenance Services
 Revenue
 United Way (food): $430
 Partners for Parks/Rec Foundation (photos): $540
 1,500 attendees ($27.93/person)*
 *Average attendance: 3,000
 *Decorations remain in place 30 days

11. OPERATIONS COST BREAKDOWN:
SUPPLIES - EXPENSES 2014 2015
Stage/Lighting $2,658.00 $2,747.00
Entertainment $855.00 $625.00
Marketing (banners/photographer) $669.00 $367.00
Holiday Train $2,330.00 $2,322.00
Snow Play Area $7,273.00 $7,346.00
Santa's Workshop $1,042.00 $87.00
Refreshments $117.00 $276.00
Tree Rental $9,406.00 $10,152.00
Lighting & Décor $21,401.00 $15,800.00
Equipment/Prop Rental $8,355.00 $4,483.00
Miscellaneous Costs $228.00 $0.00
TOTAL $54,334.00 $44,205.00

12. STAFF COST BREAKDOWN:
STAFFING 2014 2015
Library and Recreation Services
Part-Time Staff $3,238 $3,149
Library and Recreation Services
Full-Time Staff $458 $0
Maintenance Services
TOTAL $3,696 $3,149

13. WHERE WE CAN SAVE IN 2016 - 17
 Miscellaneous reductions ($10,000)
 Move event to 6th Street
 Use existing live tree
 Reduce City Hall décor (South Lawn)
 Reduce the amount of props used
 Reduce the number of large tents
 Eliminate trackless train
 Arts Alive to provide free entertainment
 United Way to assume all refreshment costs
 Reduce staff costs

14. MACH 1 ADVENTURE RUN

15. EVENT OVERVIEW
 Change event due to drought conditions
 Event cost to City (2015): $14,755
 Partners
 KFROG
 Partners: CPA, CREST
 Maintenance Services, Police & Fire Departments
 Revenue
 CPA ($635) and Airport ($8,396)
 1,783 runners ($3.57/person)

16. MACH 1 COST BREAKDOWN
SUPPLIES 2014 2015
Permits/Environmental $2,481 $5,503
Marketing $321 $20
Equipment Rentals $2,825 $1,306
Misc. Supplies $600 $32
TOTAL $6,227 $6,861
STAFFING 2014 2015
LRS Part-Time Staff $1,580 $2,002
LRS Full-Time Staff $324
Maintenance Services $743 $2,339
Fire Department $1,670
Police Department $2,255 $1,883
TOTAL $4,902 $7,894
TOTAL EVENT COSTS $11,129 $14,755

17. WHERE WE CAN SAVE IN 2016 - 17
 No run in 2016 (KFROG cancellation)
 Plan for 2017
 KFROG corporate concerns
 Must be viable option to Mud Run
 Increase marketing/participation (KFROG)
 Elimination of water and diminished preparation
 Increase City portion of registration (25% to 30%)

18. FY 2016-17 SPECIAL EVENTS
 Total proposed cost savings (all changes): $60,700
 Potential added savings for Mach 1
 Significant changes:
 Independence Day Celebration date change
 Relocation of Holiday Tree Lighting
 Mach 1 Make-over

19. QUESTIONS?