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WS 1C-2 The Portland Sunday Parkways Story
- 1. Portland Sunday Parkways Case Study – 6 Key Elements for our Success
- 2. Anatomy of a Sunday Parkways Opening our Streets, Connecting our Community P O R T L A N D O R E G O N . G O V / T R A N S P O R T A T I O N 2
- 3. Key Elements P O R T L A N D O R E G O N . G O V / T R A N S P O R T A T I O N 3
- 4. Key Elements P O R T L A N D O R E G O N . G O V / T R A N S P O R T A T I O N 4
- 5. Key Elements P O R T L A N D O R E G O N . G O V / T R A N S P O R T A T I O N 5
- 6. Key Elements P O R T L A N D O R E G O N . G O V / T R A N S P O R T A T I O N 6
- 7. Key Elements P O R T L A N D O R E G O N . G O V / T R A N S P O R T A T I O N 7
- 8. Key Elements P O R T L A N D O R E G O N . G O V / T R A N S P O R T A T I O N 8
- 9. Route Design Sunday Parkways Every Day P O R T L A N D O R E G O N . G O V / T R A N S P O R T A T I O N 9
- 10. Route Design P O R T L A N D O R E G O N . G O V / T R A N S P O R T A T I O N 10
- 11. Route Design Sunday Parkways Every Day P O R T L A N D O R E G O N . G O V / T R A N S P O R T A T I O N 11
- 12. Route Design Partner with another celebration P O R T L A N D O R E G O N . G O V / T R A N S P O R T A T I O N 12
- 13. Parks & Marketplace Design Activity – Food - Vendors 13
- 14. Parks & Marketplace Design Activity – Food - Vendors P O R T L A N D O R E G O N . G O V / T R A N S P O R T A T I O N 14
- 15. Parks & Marketplace Design Activity – Food - Vendors P O R T L A N D O R E G O N . G O V / T R A N S P O R T A T I O N 15
- 16. Parks & Marketplace Design Activity – Food - Vendors P O R T L A N D O R E G O N . G O V / T R A N S P O R T A T I O N 16
- 17. Parks & Marketplace Design Activity – Food - Vendors P O R T L A N D O R E G O N . G O V / T R A N S P O R T A T I O N 17
- 18. Parks & Marketplace Design Activity – Food - Vendors P O R T L A N D O R E G O N . G O V / T R A N S P O R T A T I O N 18
- 19. Parks & Marketplace Design Activity – Food - Vendors P O R T L A N D O R E G O N . G O V / T R A N S P O R T A T I O N 19
- 20. Route Management 20 Goals of Sunday Parkways Route Management •Build a plan for every street and intersection •Predict and resolve stressful interactions between drivers and the event •Manage the hundreds of volunteers and staff needed to produce the event
- 21. Route Management The Challenges of Sunday Parkways Route Management P O R T L A N D O R E G O N . G O V / T R A N S P O R T A T I O N 21
- 22. Route Management Vehicles and our Route P O R T L A N D O R E G O N . G O V / T R A N S P O R T A T I O N 22
- 23. Route Management Volunteers and Sunday Parkways Participants P O R T L A N D O R E G O N . G O V / T R A N S P O R T A T I O N 23
- 24. Route Management Traffic Control Plans P O R T L A N D O R E G O N . G O V / T R A N S P O R T A T I O N 24
- 25. Route Management P O R T L A N D O R E G O N . G O V / T R A N S P O R T A T I O N 25 Communication Chain
- 26. Volunteer Management 26 Goals of Sunday Parkways Volunteer Management •Recruit and manage the hundreds of volunteers for each event •Build volunteer opportunities for all levels of interest and commitment •Use the volunteer program as a gateway for community engagement
- 27. Volunteer ManagementIntersection Superheroes P O R T L A N D O R E G O N . G O V / T R A N S P O R T A T I O N 27
- 30. Volunteer ManagementInformation Booth Coordinators P O R T L A N D O R E G O N . G O V / T R A N S P O R T A T I O N 30
- 31. Volunteer ManagementNon-Profit Organizations Owning an Intersection P O R T L A N D O R E G O N . G O V / T R A N S P O R T A T I O N 31
- 32. Volunteer ManagementFundraising Opportunities for Groups P O R T L A N D O R E G O N . G O V / T R A N S P O R T A T I O N 32
- 33. CommunicationsSunday Parkways Every Day P O R T L A N D O R E G O N . G O V / T R A N S P O R T A T I O N 33
- 34. CommunicationsThe City that Social Medias Together… P O R T L A N D O R E G O N . G O V / T R A N S P O R T A T I O N 34
- 35. CommunicationsSunday Parkways Every Day P O R T L A N D O R E G O N . G O V / T R A N S P O R T A T I O N 35 Why Snail mail and Printed media is still relevant!
- 36. OutreachHow to make over 300+ friends P O R T L A N D O R E G O N . G O V / T R A N S P O R T A T I O N 36 340+ community groups Engage community organizations Small & Major Collaboration
- 37. OutreachRules of Engagement P O R T L A N D O R E G O N . G O V / T R A N S P O R T A T I O N 37 - Partnerships take time to develop - The purpose of community engagement is clear - There are clear partnership benefits to both parties
- 38. OutreachEngagement doesn’t look the same for every Community P O R T L A N D O R E G O N . G O V / T R A N S P O R T A T I O N 38
- 39. OutreachConnecting the program to broader City Goals 39
- 40. Budget & Sponsorships Public/Private/Non-Profit Partnership P O R T L A N D O R E G O N . G O V / T R A N S P O R T A T I O N 40
- 41. Logistics Traffic Control, $83,000 Volunteer Organizing, $119,000 Community Outreach, $49,500 Day of Event, $57,750 Staff , $163,330 SUNDAY PARKWAYS BUDGET Budget & Sponsorships Public/Private/Non-Profit Partnership P O R T L A N D O R E G O N . G O V / T R A N S P O R T A T I O N 41
- 42. Budget & Sponsorships Staffing P O R T L A N D O R E G O N . G O V / T R A N S P O R T A T I O N 42 Program Manager – .5 FTE Event and Logistics Designer – .5 FTE Outreach and Communications – .9 FTE Volunteer Recruitment and Route Management – 1 FTE
- 43. Budget & Sponsorships Logistics and Traffic Control P O R T L A N D O R E G O N . G O V / T R A N S P O R T A T I O N 43 Traffic Flaggers with equipment = $500 per intersection Traffic Engineering = $2,400 per event Barricades = $4,200 per event
- 44. Budget & Sponsorships Community Outreach P O R T L A N D O R E G O N . G O V / T R A N S P O R T A T I O N 44 Mostly Staffing Cost Community Groups at Intersections Neighborhood Notifications Posters/Flyers
- 45. Budget & Sponsorships Day of Event P O R T L A N D O R E G O N . G O V / T R A N S P O R T A T I O N 45 Parks and Rec Porta Potties Dumpters/Recycling/Composting Tables/Chairs Bike Parking Equipment/Supplies Entertainment
- 46. Budget & Sponsorships Public/Private/Non-Profit Partnership P O R T L A N D O R E G O N . G O V / T R A N S P O R T A T I O N 46 City of Portland , $165,080 Kaiser Permanente Grant, $100,000 Activity and Food Vendors, $37,500 Individual Contributors, $20,000 Community Sponsorships, $150,000
- 47. Budget & Sponsorships Sponsorships P O R T L A N D O R E G O N . G O V / T R A N S P O R T A T I O N 47
- 48. P O R T L A N D O R E G O N . G O V / T R A N S P O R T A T I O N 48 Budget & Sponsorships
- 49. Budget & Sponsorships Sponsorships P O R T L A N D O R E G O N . G O V / T R A N S P O R T A T I O N 49
- 50. Thank you! Questions? Linda Ginenthal – Program Manager linda.ginenthal@portlandoregon.gov Rich Cassidy – Event Design and Logistics rich.cassidy@portlandoregon.gov Alexis Gabriel – Outreach and Communications alexis.gabriel@portlandoregon.gov Neal Armstrong – Volunteer and Route Management neal@axiomeventproductions.com portlandsundayparkways.org
Editor's Notes
- Introductions and Roles
- Portland Sunday Parkways has a long track record of success with a sustained and growing program. The 6 key elements. This case study will be presented by the 4 main players that implement and manage Sunday Parkways with 27 years of cumulative experience.
- Event Design = Neighborhood Greenways, Parks, Marketplace
- Route Management
- Volunteer Program = Volunteers
- Communications Plan = screen shots of FB, Twitter,
- Direct Community Organizing with underrepresented groups
- Sustainable Funding
- Route Selection – Length of routes, On Neighborhood Greenways, current bikeway infrastructure and new routes Locations and how are selected - flat, family-friendly, loop in low-income and communities of color, etc. Connecting parks - 2 way, no start or finish 5 events a year from May to October . These are the five months a year when you can hope that it will be nice weather and maybe even sunny. Spread around the city, connecting older established City Parks, as well as showcasing some brand new parks and public facilities such as two new bridges over the Willamette
- Event map for 2016 with the 4 parks/activity areas, designated routes crossings, toilet locations, and the bike routes as well as our brand new BIKETOWN locations.
- Showcasing new facility and another celebration and partner
- Salmon celebration Consider partnering with a community event, neighborhood festival, grand opening, or another agencies event.
- -Vendors and sponsors have spots directly on the route, adjacent to, rather than inside the parks. This maximizes their contact with potential customers or clients -Activities which are fitness or fun related are inside the park. A few non-profits or community groups are also given a free spot inside the parks City staff an information booth at each park as well as a volunteer dispatch booth. Info booth is more of less the command center at each park, with lost and found, first aid , drinking water, maps etc.
- Good Congestion -
- and stop by the booth for samples, information, food and fun
- Food vendors are often grouped together to create sort of a food court Sponsors get the premiere spots
- Vendor spots marked on the streets the day before and hope it doesn’t rain Minimal equipment - but have mostly a BYOT event
- Of course people don’t just walk by the marketplaces they also join in the fun in the parks. Parks each have a loose theme – Kids fun ( bouncy house, playgrounds & structure) Sports/Parks & Rec., ( Zumba, climbing wall, disc golf, soccer) Live music & entertainment (music stage,hula hooping, kids circus), Quiet non- amplified music park for Opera and Shakespeare performances)
- Our event is mostly staffed by our bureau PBOT but the City Park bureau also helps out quite a bit with providing the stage, zumba instructors as well technicians to run the sounds systems, and set up and supervise the climbing wall and bouncy houses.
- ROUTE MANAGEMENT Goals of Sunday Parkways route management Build a plan for every street and intersection Predict and resolve stressful interactions between drivers and the event Manage the hundreds of volunteers and staff needed to produce the event
- Define the challenge of SP Route Management 6-9 miles of route with a soft-closure. Unlike other Open Streets events with hard-closures, we do not prohibit vehicles from driving on the route. Our job is to create a positive and smooth interaction between Sunday Parkways and all people needing to drive on or across the route. We welcome the opportunity for that engagement with our neighbors.
- Vehicles interacting with our route and participants
- Volunteers helping Sunday Parkways participants
- Sunday Parkways Soft Closure Routes + Traffic Plans Types of intersections and prioritization Barricades and bump-throughs Detour signs and communication with drivers Escorting vehicles to and from their homes
- Communication and Route Management
- Intersection Superheroes
- Mobile Superheroes
- Superhero Coordinators
- Information Booth Coordinators
- Non-Profit Organizations owning an intersection
- Fundraising Volunteer Groups
- As you have heard, Sunday Parkways is a complicated event that requires lots of planning, coordination, and a good dose of fun. Its role to engage the general public equally requires a lot of outreach and communications. We do this mainly in following three ways: -Printed materials -Social media -Partnerships As I will be talking about partnerships in about 5 minutes, I will take this opportunity to focus in on Social Media and Printed Materials.
- While we have had a webpage running starting from the second year of operation. Social Media came on-line, pun intended, in 2011. Since then our Facebook and Twitter audience has reached over 12K and growing. It was also an early adopter of social media within the bureau, whereas we saw as an opportunity to enhance the City’s dialogue and relationship with the Portland Metro regions residents. Janis McDonald, was the pioneer for Sunday Parkways foray into the social media world. Taking off from her great work in developing these platforms, I have developed a set of best practices to keep our audience engaged. 1)Don’t use jargon. This comes from a person who works in the Active Transportation and Safety division - whose technical title includes the words Transportation Demand Management. One of my first rules is use English! 2) My second rule, ironically, is to not use English – at least not all the time. The City of Portland is much more diverse than its reputation indicates. About 13% of the Portland population is foreign born and speak a second or third or fourth language in their homes. This is supported by our staff who have second language proficiency. And a new program instituted by our Equity Manager, that allows for us to call a Language Line to access an interpreter if someone calls in a language none of us can speak. 3) In that same vein, a big component of being able to communicate to your audience is knowing your audience! I try to use content that not only appeals to our tried and true audience, but also try to use content and visuals that attract a broader audience. As you can see in this slide, there are posts discussing style and bicycling, that show our audience how to use our bus bike racks, and photos from the route that highlight the quirky side of Portland. I would also like to note – that this is a tool that gives visibility to all the populations you have in your city, or you can render them invisible. Incorporate images of all types of Portlanders, which includes LGBT couples, people with disability, communities of color, middle class, lower income, and the list goes on. 4) Lastly, our social media and website platforms are public announcement tools. Meaning it can be used to share information about upcoming city-wide events, transportation meetings, city-wide initiatives such as Vision Zero, and can highlight the work of our partner agencies and community partners. I will quickly discuss our evaluation and scheduling system! As you know, Sunday Parkways is in large part sponsored through our national and local sponsors such as Kaiser Permanente, Bike Gallery, AARP and many others. One way they benefit from their partnership with us is through media platforms, particularly social media, EMMA the e-marketing tool, and the webpages. At the end of the season, or more recently at the end of the event we take an inventory of our sponsor related posts and stories and gather the impressions (or audience views). This is done by using the analytical tools available on the various platforms and compiling that information into a database system. It has been a great way for us both to track and evaluate what messaging is on target for our audience, whether it be sponsor related or not.
- Realize the buck does not stop with social media. Printed Communications are another stronghold method for communicating with the public. In fact, it is one of our staples. Rich Cassidy works with our graphics designer Corinna Wilborn, to create posters, flyers, door hangers, and multi-lingual flyers. We print about 25,000 quarter sheets that serve as hold the date cards. The cards outline what part of town the event is held and the time. We also print about 12,000 postcards for each event and about 300 brochures in addition to providing this information online. For those routes that are not established, we send out door hangers. For those routes we have held for 3-5 years, we no longer send door hangers. In some cases, we also work with our partners to create hybrid communications or mirror communications in which to highlight our collaborations. For instance, our last event of the year, we are working with both the City of Milwaukie and the Salmon Celebration. Each is creating their own signature communications, which highlight Sunday Parkways as a partner. They have different audience, so this provides a great opportunity to be introduced to new audiences. >>Closing of Communication Section<<
- Overall we involve 340+ community groups including schools, health organizations, physical activity groups, government agencies and more. We also reach out to Places of Worship, which we refer to as POWs. Originally we were concerned that the Sunday Parkways event would be disruptive to Places of Worship as we hold our events on Sunday, so we provide at least 3 points of contact with them before every event. These points of contact include a letter explaining the event, a phone call (usually two) as well as an onsite visit for those that are physically located along the route. What we found instead was that the POW (Places of Worship) were excited about joining the festivities. The POWs hold fundraisers, invite bands to play, pass out water, and find other ways to engage with their communities through this event. This happy surprise is in keeping with our engagement with many of the other groups we work with. We provide about 4 ways for community groups to get involved with Sunday Parkways: - Participate as a Vendor - Join as a participant Help us in spreading the word - Participate as a Volunteer through the Intersection Superhero program For organizations who want to actively become involved with the fabric of the event, we look for broader partnership opportunities. We also actively work to build partnerships with communities of color, low-income communities, underrepresented groups, and the immigrants and refugees communities as well.
- There are a couple of rules that roll in the back of my head when I am building partnerships with new groups. Firstly, it's important to enter in early conversations ready to learn who this population is, what is their history working with your organization or agency, and what mutually beneficial outcomes can come from this partnership. Further more, when attempting to work with a population that have not had positive or only very limited interaction with the city (in my case), one of the most important components in building a partnership, is by bringing in an organization or agency that folks trust. With that said, I have some rules for going into a partnership: - Partnerships take time to develop (E.g. Parks for New Portlanders) - Purpose of community engagement is clear (E.g. Black Family Ride) On that first note, I go into the partnerships knowing that they may time weeks, months, or years to develop. In my first year coming into Sunday Parkways, a prominent African American women asked for me to hold an African American ride. Not being from Portland, it was not until I started working with the Communities of Color here that I learned about Portland’s hard history of segregation and systematic racism. It affects how communities want to and if they want to engage with the City, and understanding that history has been vital in building partnerships here. It took me 2 years to build the clout, the trust, and the partnerships to be able to set up an African American ride in my town – and it was amazing. I was told by my partners in planning the event, that it was the biggest ride they ever had. At the end of the day, it simply would not have been possible without them (these leaders who have deep roots in their communities) and - the time we all put in. -Partnership benefits both parties (E.g. Black Family Ride) In this case, we split the organizing and coordinating between the Community Cycling Center, PBOT (the City) and community leaders. The mutual benefit was centered on creating an event that brought together an African American space that fostered healthy living and community. -Understanding Local organizational capacity to participate (one thing that I have found working at the city is that we tend to tap the same organizations, sometimes stretching their capacity. Its therefore important to discuss the terms of the relationship, the work load, and how and if the group will be financially compensated)
- Although one out of every 5 people in Portland is foreign born, there is still this assumption that Portland is a homogenous city. An important aspect of my work then becomes not only seeing who actually lives in our city, but also working to reach out to them and bring them into the fold of our event. An example of this is the Salmon Celebration In 2015, Salmon Celebration by way of the Bureau of Environmental Services approached us to develop a multi-year partnership to incorporate the Salmon Celebration into the Sellwood location’s Sunday Parkways event. Their event was centered on collaborating with the long-running Native American salmon festival. The Celebration already was working with Crystal Springs Partnerships and Parks & Rec– all who share a passion to support and promote the return of wild salmon back into Portland’s waters. While we may seem like unlikely partners, the underlying theme that serves as a tenement of Sunday Parkways is to foster civic pride and invest in Portland’s vitality, livability, and diversity. Overall, engagement does not look the same way with every community. In fact, I would say that only a quarter of my community engagement efforts end or start with a bike ride or even with bikes. Engagement means working with our partners to create something culturally and community relevant.
- To sum it up… Having lived across the country and abroad, Portland is a city that doesn't mingle. Similar populations tend to live in the same region. Sunday Parkways serves as an opportunity for residents to meet people outside of their direct social and economic circles and to mingle and have fun. Sunday Parkways commitment to community engagement is also tied to our City wide goals outlined in the Portland Plan – we have a goal of getting 70% of Portland residents active by 2035. So this provide a fun platform to encourage lifelong behavior change and social cohesion! Thank you for your Time - Linda – its all you!
- Expense budget
- Staffing “budget”
- Traffic Control costs
- Outreach costs
- Day of Event Costs Parks and Rec – Free parks permitting Porta Potties – with ADA toilets and sinks Dumpters/Recycling/Composting – Partnership with PSU Tables/Chairs – Only a few for PBOT – everyone brings their own Bike Parking – supplemental – can’t cover very much Equipment/Supplies – tubs, etc. Entertainment – musicians, kids circus, bouncy house
- Income
- KP
- Sponsor packet
- Fundraising program – friend-raising No collateral sales – too difficult for City