HomeMy WebLinkAbout11/09/2010 - Minutes � � �ITY OF RENTOIV
Cit of Renton DEC 1 4 2010
Y �ECEIVED
CITY CLERK'S QFFIC�
Board of Park Commissioners
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Meeting Minutes
November 9, 2010
4:30 p.m. — City Hall — 7th Floor Conferencing Center
I. CALL TO ORDER
In Attendance
The following members were present:
Members: Mike O'Donin, AI Dieckman, Larry Reymann, Ron Regis,Tim Searing
The following members were absent:
Troy Wigestrand, Cynthia Burns
Staff: Terry Higashiyama, Sandy Pilat, Leslie Betlach, Kelly Beymer, Sonja
Mejlaender, Bonnie Rerecich
Guests: Pete Maas, Miguel Eskobar, Michael Hamilton
Chair, AI Dieckman, called the November 9, 2010, meeting to order at 4:30 p.m. Roll
call was taken; members Cynthia Burns and Troy Wigestrand were absent. Mike
O'Donin made a motion, seconded by Larry Reymann,to excuse Cynthia and Troy's
absence. All were in favor, motion carried.
II. APPROVAL OF AGENDA
A motion was made by Mike O'Donin and seconded by Larry Reymann to approve the '
agenda as presented. All were in favor, motion carried,the November 9, 2010,
agenda was approved.
III. APPROVAL OF MINUTES
A motion was made by Larry Reymann and seconded by Mike O'Donin to approve the
October minutes as written, all were in favor, motion carried.
BOARD COMMUNICATION
AI Dieckman commented on the PRO Plan meetings being held and the importance of
having at least one board member in attendance at each meeting. Leslie Betlach
thanked those who attended. Mike O'Donin noted the lights under the bridge(s) on trail
needed to be checked.
City of Renton � �
Park Board Minutes
November 9, 2010
Page 2 of 3
IV. CORRESPONDENCE
N/A
V. CONSENT
N/A
VI. DISCUSSION/ACTION ITEMS
Renton Sailing Club
Tim Williams, Recreation Director, introduced Miguel Eskobar and Michel Hamilton,
Renton Sailing Club. They were in attendance to keep in touch with the park board '
and keep them informed about their groups and classes they offer in the community. I
They held nine clinics this year and upgraded their web site in an effort to simplify it.
In 2010,they had a membership of 57 families and 149 members. Seventy students
enrolled in sailing classes. In 2011 they will add two new classes including "Learn to
Sail Big Keel Boats" and a "Sail Instructor Certification Class". This year they
participated in the Renton River Days Parade, Seattle Opening Day, the Blue Angels
Sail, and the Youth Day Sail.
River Days/4th of July Wrap up
Sonja Mejlaender gave a report of the 25th annual Renton River Days event. There
were budget cuts this year which changed some of the dynamics of the festival, but
there were also new elements introduced including the mobile gaming theater,
Crayonfest, Moonlight movie and hamster balls. The Museum hosted an exhibit
"80,000 ducks and 25 years" and there was a "Duck Hunt" where participants received
clues to find 25 ducks hidden throughout the City. Facebook and Twitter was used to
disseminate this information and keep everyone up-to-date on festival happenings.
Next year's festival will be held July 22-24, 2011.
The Fourth of July Event was the 8th year at Gene Coulon Memorial Beach Park (third
year for title sponsorship with "The Landing". This year's festival highlighted free
inflatables and face painting, stage entertainment, on-site concessions and
professional fireworks. Average attendance has been 20,000. The success of the 4tn
of July Festival is the team approach throughout the City including Communications,
Economic Development, Community Services, Finance, Fire, Police and Public Works.
VII. ADMINISTRATOR'S REPORT
Terry Higashiyama noted a new vendor had been signed to fulfill the Clam Lights. This
vendor came in much lower and is eco-friendly utilized LED lites.
The Council has passed the 2011-2012 budget. This budget did not cut as much as last
year but the City did lay off 4.5 positions. The Community Services Department lost a
supervisory position in recreation. This position was no longer needed since the
H:�Boards and Commissions�Park Board\2010ParkBoard\onovmin.docx
City of Renton � �
Park Board Minutes �
November 9, 2010
Page 3 of 3 ,
programs they oversaw were cut by the closure of facilities. The Fairwood annexation
did not pass. Since the City's reimbursement from the State would have assisted in
costs associated with adding this area and no longer are available, we will not consider
this annexation in the future. We have other small annexations we may consider to
assist in rounding out the current borders.
The vendor at the Piazza has suspended his services. The caterer has agreed to honor
all commitments made by him and City staff will cover being present in the building
during the upcoming booked events. In the New Year the City will go out with an RFP
for the building and also look at ways to market Carco.
VIII. OLD BUSINESS
PRO Plan—Leslie Betlach
Leslie gave an update on the PRO Plan meetings that have been held. The last
meeting's attendance was 30-35. There is a survey online we are getting a good
response to.
Proposed Acquisition
Leslie also discussed the proposed acquisition in the May Creek Greenway and passed
out maps to identify the area.
IX. INFORMATION
Terry noted the December meeting would be held the first Tuesday of the month,
December 7, 2010 at the Museum. The meeting would be brief with an update from
the Museum Manager, Elizabeth Stewart, followed by a holiday social hour. Spouses
are invited. For those attending the WRPA Mid-Year conference and trade show, staff
will be in touch to coordinate carpooling efforts.
X. ADJOURNMENT
Mike O'Donin made a motion seconded by Larry Reymann to adjourn the November
etin . All were in favor, motion carried the meeting was adjourned at 5:52 p.m.
F I � `
Signature
H:�Boards and Commissions�Park Board\2010ParkBoard\onovmin.docx
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ANNUAL SOCIAL EVENTS 2010
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REGATTAS 2010
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CLINICS 2010
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COMMUNITY SERVICES � ^c��f�O� ���
DEPARTMENT C��- L
M E M O R A N D U M
DATE: November 1, 2010
TO: AI Dieckman, Parks Commission Chair .
CC: Members of the Parks Commission
FROM: Terry Higashiyama,Community Services Administrator
STAFF CONTACT: Sonja Mejlaender, Community Relations& Events
Coordinator(x6514)
RENTON RIVER DAYS: Jerry Kavesh, Festival Chairman (425.228.6170, ext. 17)
SUBJECT: IKEA Renton River Days Event Report-2010
Introduction
Since 1986, Renton River Days, Inc. has worked in close association and partnership with
the City of Renton to produce Renton's family festival.
Renton River Days is a family-oriented community celebration comprised of events and
activities that erihance the positive image and quality of life of the greater Renton
community. Renton River Days joins residents, businesses, organizations,and Puget
Sound tourists for a wonderful variety of events and special features for youth,families,
and seniors. Annual favorites include arts and crafts,visual and performing arts,
recreation,food, exhibitions, and stage entertainment.
Following strategic planning discussions with City representatives and festival
management in the Fall of 2009,the day formerly known as "Kids' Day" merged into the
three-day fesfival weekend. This helped address increasingly limited City resources and
minimize duplicafion of set-up schedules, while ultimately improving and re-energizing
the festival. With new features and reallocation of resources enhancing weekend
activifies,this reinforced the notion that there were now three days of wonderful
tradifions for children and families, notjust one.
Producing nearly 40 events and special programs at locations within Renton,the main
festival was held Friday,July 23,through Sunday,July 25, 2010, in Liberty Park. In
addition to the appeal of numerous added features for children and families,weather
was especially accommodating this year(heat waves in previous years sometimes
impacted attendance). Estimated attendance was 35,000 for the multi-day celebration.
�
H:\Community Resources and Events\Comm Relations and Events Coordinator\RRD\2010 RRD Annual Reports\ii 1
2010 IKEA RRD City event report-memo to parks commission.doc
� ---�-- - - _ ------ - -------- - - ------
� �
AI Dieckman,Parks Commission Chair
Members of the Parks Commission
Page 2 of 6
November 1,2010
This year celebrated the 25th annual festival, and the 12th year of Title Sponsorship
with IKEA. The theme "25 Years of Magic in the Park" was an invitation to explore the
diverse offerings that highlight Renton's passion for music,art,food, and acfive lifestyle.
Marketed and branded "IKEA Renton River Days"since 1999,the Board of Directors has
secured the next"leg"of Title Sponsorship with IKEA for another three years—2010,
2011,and 2012. Renton River Days remains one of Renton's largest and longest
standing community traditions.
The following report presents an overview of collaborafive efforts, budget, event
features, logistics, marketing, survey results,strategies for future planning,and the •
importance and sustainable value to nurturing volunteer,community partner, and
sponsor relationships. .
Collaborative Effort
Festival management consists of Renton River Days Board of Directors, Festival
Coordinator,event committee volunteers, and the City of Renton. The City serves as the
source of support and expertise in safety,emergency preparedness, and logistics of
, parks,facilifies, and streets. This team-oriented approach optimizes strategic planning
and efficient use of resources.
Renton River Davs:
• Develops and executes strategic plan
• Provides leadership, direction,and long-range planning to ensure efficient use of
resources,financial stability, sustainability, and relevancy to an increasingly
. diverse community
• Safeguards festival mission,values, and image
• Manages budgets,contracts, marketing content and distribution, public
relations, and website content
• Cultivates and maintains public/private partnerships and sponsorships
• Coordinates event features i.e.,entertainment,children's activities,food
vendors,exhibitor booths in Liberty Park
• Provides oversight and support as needed for dozens of sanctioned event
committees to produce nearly 40 events and programs
• Works in cooperation with all City-represented teams for coordination of
logistics and safety
Citv of Renton:
• Communications (printing services)
• Community& Economic Development (helps distribute event information to
area business districts)
� • Community Services (oversight of recreation-related events, management of
facilities and parks,and customer service)
• Finance &Information Technology(project accounting and event maps)
• �
AI Dieckman,Parks Commission Chair
Members of the Parks Commission
Page 3 of 6
November 1,2010
• Fire & Emergency Services (safety,on-site presence for incident response and
first aid)
• City Hal) Reception Desk/Lobby Volunteers(customer service)
• Mayor's Office (customer service)
• Police (traffic control, safety,overnight officer/security presence in the park,
enforcing park rules and S.W.A.T. unit on site for incident response)
• Public Works (banner installation,traffic control plan, and managing road
closures and detours)
Budget Summary
The table below shows a four-year history of all City of Renton costs related to
supporting Renton River Days. Since 2007, project accounting has been utilized to track
staff time (planning meetings and event day),value of benefits, and paid expenses.
City of Renton
2007-2010 History for Renton River Days Cost Summary
Total Cost of Event Cost to City of Renton
2010 $295,213 $104,751
2009 $334,623 $114,012
2008 $395,882 $120,235
2007 $411;611 $126,306
• Cost to City of Renton includes the City's annual financial contribution,
department materials and supplies, loss of revenue or City in-kind services (i.e.,
loss of picnic shelter revenue and value of City printing services)and staff time
(including value of benefits).
• Reduction in Cost to City of Renton in 2010 may be attributed to three areas:
➢ City financial contribution reduced from$10,000 in 2008 to$0.00 in 2010
($5,000 step decrease in 2009)
➢ Staff time and resources decreased in 2010 with eliminating Kids' Day
and more efficient set-up schedules
➢ Project accounting tracking value of benefits more accurately in 2010
• Reduction in Total Cost of Event from 2009 to 2010 may be attributed to:
➢ Figures for All Teen Musical ($27,000 in 2009) not accounted for in 2010
(new"outside partnership"with Renton Civic Theater in 2010;teen
musical costs included in prior years)
➢ Festival Golf Tournament ($15,000 in 2009) suspended in 2010 due to
low registrations; plan to reinstate in 2011
• Reduction in Total Cost of Event from 2008 to 2009 ma be attributed to:
Y
➢ Boatstock("sanctioned event") cancelled in 2009—expenses were
$46,000
➢ Renton River Days reduced entertainment and children's activities-
$15,000
.
--------- -------- - -- ---_---- -
--- -. -------:--:: � -- -
. - .
-- -
. �
AI Dieckman,Parks Commission Chair
Members of the Parks Commission
Page 4 of 6
November 1,2010
The relationship between Renton River Days and City of Renton is a prime example of
significant community engagement leveraged with City resources in order to produce a
multi-day, multi-event festival for 25 years.
Event Highlights—"Z�h Annual IKEA Renton River Days"
• Nearly 40 events and programs for youth,families, and seniors
• Events represent visual and performing arts, sports and recreation, stage
entertainment, children's activities, exhibitions,food, parade, and special events
such as the Rubber Ducky Derby and the Senior Day Picnic
• Festival has no gate-admission charges and most children's activities are free
• Weekend entertainment stages featured 40 groups and 400 performers
• NEW festival features included the Duck Hunt,25th Anniversary Exhibit at the
Renton History Museum, Wenatchee Youth Circus relocated to Cedar River Park
(increased festival "footprint"and performances added), Moonlight Movie at
Senior Center along the Cedar River shoreline,CrayonFest,Skate Park Exhibition,
and added FREE children's activities such as Hamster Balls, Mobile Gaming
Theater, and Home Depot craft booth.
• Non-profits, social service agencies,and sponsor organizations hosted on-site
informational community booths—63 during the three-day festival weekend
• Over 11,000 individuals participated in fesfival acfivities (i.e., artists, sporting
event entries, parade entry participants, Duck Hunt participants, stage
performers, purchasing Ducky Derby tickets)
Event Logistics
• Discussions held "off season" helped to identify a new, improved,and more
efficient set-up schedule
• New volunteer opportunities were identified and filled to offset limited staff
resources
• Consistent event hours reflect peak hours of park activity and attendance for the
"core features" in Liberty Park; helps reduce staff costs
• Continue to utilize recycling bins throughout the park
• Free Shuttle Service connected the main festival grounds at Liberty Park to
available parking at Renton Memorial Stadium
• Among many services, Police once again provided overnight officer presence at
Liberty Park, safeguarding several dozen art and community booths,food
vendors,two entertainment stages, and rented generators and shade tents
. •
AI Dieckman,Parks Commission Chair
Members of the Parks Commission
Page 5 of 6
November 1,2010
Event Marketing
• New this year,the fesfival established social networking on Facebook and
Twitter
• 500 posters, 30,000 Festival Schedules and 40,000 Official Guides
• Festival website: 26,000"unique visitors"
• Four over-the-street banners and full-color pole banners throughout Renton
• 30,000 Summer Fun flyers: inserted in City utility bills (27,000), Chamber
monthly newsletter(850), and extras at City facility reception counters
• 43,000 City of Renton Community Services Summer Recreation Brochures
• City newsletter—Renton City News-June/July and July/August-27,000 each issue
• Event listing in 35,000 Renton Residents Guides produced by Renton Reporter
' • In-kind calendar listings and features in Renton Magazine and Renton Reporter
� • 2009-2010 Chamber Visitor Guides(50,000)
• Twenty-nine 30-second PSA's on KIRO 710 AM, sponsored by the Renton
Chamber of Commerce
• PSA's and web link from STAR 101.5 FM for Kent Phillips as Parade Announcer
• River Days related information in other newsletter publications i.e., Renton
Historical Society Quarterly, Renton Chamber Newsletter, IKEA Kids Club,and
' local church and arts organization newsletters
Event Survey Results
• Event Survey&Summary Comments (see attached)
, • Key points of interest:
0
➢ 92/o gave a rating of 3 or higher(scale of 1-5) on their overall experience
➢ 52%represented Renton-based zip codes
➢ 96%indicated they would likely attend the event again
• Event Surveys were available at the Festival Information Booth and distributed to
all event committees to make available at their respective events
• Online survey also available from the City's website on the homepage and the
Renton River Days web pages for two weeks following the festival
Volunteers,Community Partnerships&Sponsor Relationships Sustain Festival
• Volunteer statistics—658 festival volunteers contributed a combined total of
5,554 hours of service planning and coordinating festival events
• Volunteer committees, local organizations, and several service clubs coordinate
many of the festival's events
• Sponsorships cultivate ongoing and valuable partnerships and represent the
effecfiveness of leveraging fest�val and City o
f Renton resources with extensive
community support
• Nearly 50 separate individuals,organizations and companies help support the
festival with contributions and sponsorships
• In-kind and financial sponsor contributions offset 46%of total costs
- • _---__ ,._.. ___._.. _.._.., ._ _ - -. . �--- _- .. . --- .. _ .. _ -- - -
. . ... _. . . .
-- --�-.---��-•-� —-.... ........::. _ - - -- -- . _.
- - � �
AI Dieckman,Parks Commission Chair
Members of the Parks Commission
Page 6 of 6
November 1,2010
• $45,000- Net proceeds going back into the community from charitable events or
' from a festival contribution
• $16,400 distributed in art awards,competitions,or contest/event prizes
• Title Sponsor relationship confirmed with IKEA for 2010, 2011, and 2012
Next Steps and Strategies for 2011 and Beyond
• 2011 marks the 26th anniversary of IKEA Renton River Days
• Long-range planning at annual retreat with facilitator
• Working with volunteer committees to develop committee descriptions,task
lists, and timeline;will help ensure sustaining quality of festival tradifions
if/when committee leadership changes
• Grow fesfival volunteerism through identified needs, recruitment, retention, and
recognition
• Explore ways in which to target Renton's diverse populations, increase their
awareness of festival events and activities, and grow participation
• Develop comprehensive marketing plan;finalize graphic designs earlier to
minimize summertime "crunch" in City Print Shop (in-kind printing for some
festival print pieces)
• Complete an Event Incident Action Plan (IAP)that is NIMS(Nafional Incident
Management Systems) compliant
• Fiscally, Renton River Days will continue to work in cooperation with the City of
Renton and all sanctioned event committees to evaluate options which maintain
a safe, high-quality event that appeals to the public and meets sponsor
expectations
Summary/Conclusion
For 25 years, Renton River Days and the City of Renton have worked in partnership to
plan, produce and execute a quality,safe, and appealing family festival. Renton River
Days is the largest, most comprehensive, multi-event, multi-day combination of events
to take place in Renton each year. Successful and sustainable community festivals
require "strategic planning, citizen initiative and volunteerism,City department and staff
resources, community partners and sponsors. Interdepartmental cooperafion and
support strengthens the City-wide team approach and is helping to sustain a safe and
successful community event. Planning for next year's event begins almost as soon as
the current year has concluded. With post-event debriefs and after-action reports,
festival committees review successes, challenges, lessons learned, and considerations
for future events. In light of many economic and City budget issues, planning for 2011
and beyond requires fiscal responsibility and the balance to maintain event appeal for
both attendees and sponsors. Community events contribute to Renton's unique
identity, positive image, and quality of life for residents. Renton River Days connects an
increasingly diverse community, creates opportunifies for shared experiences, and
' reflects public interest through strong community engagement.
Attachments: 2010 IKEA Renton River Days Event Survey Results&Summary Comments
.� � ,. .
� •
2010 IKEA Renton River Days
�K�A 25th Annual
� � Community Family Festival
' ' � ' Event Report
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2010 IKEA Renton River Days
'"�A Board of Directors
� • •Jerry Kavesh, Renton Western Wear, Chairman
� � , � •Kelly Beymer,Ciry of Renton
•Ucki Hart,Banner Bank
"`�'� '•�.����'� •Paul Hebron,Community Member
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'�-:�%� ''=�� =:�. � •Biil Hulten,Community Member
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,� �w�.�.., •Carol Janssen,First Savings Bank Northwest
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_.�� �,a�4� •Jeff Lukins,The Boeing Company
��` " � �� �;e„ •Randy Matheson,Renton School District
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�`�`s y ��'' •Toni Nelson,Community Member
� � � � •Bonnie Rerecich,City of Renton
� ' •Tim Searing,RSM McGladrey,Festivaf Treasurer
•Suzanne Thompson,McLendon Hardware
� � � •Jace Werre,Puget Sound Energy
•Sonja Mejlaender,Fesfival Coordinator
. , � '�
• i
2010 IKEA Renton River Days
�KEA Event Committees
' i •All Teen Musicai •Old McLendon's Petting Zoo
� � , � •Antique District Sidewalk •Pancake Breakfast
Sale •Parade
��wt •Art Market •Photo ID Cards
�"`�`� • Banquet •Quilt Exhibition '
• BMW Car Show •Renton Annuai Art Show
:g-> =*`�'. •Chalk Art Contest •Renton Historical Museum
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.:� •Community Booths •Resource&Development .
�;�a`� •Downtown Window •Rubber Ducky Derby
~ �� Displays •Senior Day Picnic
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��',� �:� .���-: •Duck Hunt •Sam Chastain Memorial Gol
��=�&'�`" "'� '` •Entertainment Toumament
' � I •Finance •Skate Park Exhibition
�
� ' •Graphics, Marketing& •Tennis Tournaments
� � Public Relations •Six-A-Side Soccer
•Moonlight Movie Tournament
� ' , •Nibble of Renton •Voikssport Fun Walks
•Voileyball Tournament
Thanks to the following City
IKEA
Departments for their support
� • .
� � , � • Communications
(Print&Mail Services and Web support)
.,�.:�,,, -�:� ■ Community 8�Economic Development
e .x�; ■ Community Services
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(Park Maintenance, Recreation, Facilities)
��� � �� ■ Finance 8 Information Technology
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� �`�``� `�' ■ Mayor's Office
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Transportation)
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Event Logistics
IKEI� •Held strategic planning discussions in Fall 2009 between
� • festival management and City leaders; identified areas to
help reduce requests of City resources and utilize staff
time more efficiently
� � , �
•Merged popular"Kids' Day features"to create
�
re-energized and expanded festival weekend
_ � �.:�� ,�.
•Expanded festival layout and footprint to include Cedar
� �r:.�� River Park for the Wenatchee Youth Circus
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�r;� •Due to last minute cancellation from originai vendor,
�:� secured ATM via Seafair event organizers
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�`'� =�'�� •Significant increase in festival volunteer opportunities to
, •� �� augment City senrices and/or to support new activities
.
� � I •Rented white picket fencing from local provider for
� Cedar River Park and Liberty Park; beautified park
, grounds compared to orange snow fencing and
� � reduced City staff time with set-up
�KEA Budget Summary
. �
� � � � City of Renton
2007—2010 History of Renton River Days
Cost Summary
�
Total Cost Cost to
� of Event City of Renton
2010 $295,213 $104,751
, � � 2009 $334,623 $114,012
, � 2008 $395,882 $120,235
� 2007 $411,611 $126,306
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Friday, 1:30 & 6:00 p.m.
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Renton Historical Museum Exhibit
� � � � "80,000 Ducks & 25 Years"
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' � • Duck Hunt
� � ' � Participants received clues to find 25 ducks hidden
throughout the city. Each duck had a stamp to
mark a Bingo board that participants turned in
during the festival for the chance to win prizes.
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New for 2010
IKEA
� • Facebook and Twitter Accounts
� � , � Ta disseminate Duck Hunt clues, River Days
joined the social media networks.
Visit www.facebook.com/rentonriverdavs or
�. www.twitter.com/rentonriverdavs to stay
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up-to-date on festival happenings and
�� communicate with other River Days fans!
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� Recognized Outstanding Service Award
� Recipients Kiwanis, Lions & Rotary
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L to R:Jim Owens-Kiwanis Club of Renton,Terry
� � � Higashiyama-Renton Rotary,Jerry Kavesh-Festival
Chairman,Mary Schott-Kennydale Lions,Donna McMillen-
Fairwood Lions,Lynn Peretti-Renton Lions Club '
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1KEA Com m u n ity Booths �
� � 63 Community Booth Participants
� � � � Booths represented non-profits, social service
agencies, service clubs, City of Renton, and
_.. �. festival event sponsors.
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Sports Events
� � � • • Youth & Adult Tennis Tournaments
Aces Tennis ;�
� � , � 148 adult participants&
95 youth participants �
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�=r:,Yr.� ���� • 6K & 10K ;
� " _ , Volkssport Fun Walks �
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} �"'�'g�::�. Southlake Clinic
Interlaken Trailblazers
,��`��� 'f��� 233 participants walked 1,424 miles
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� , � Tournament
� Kumon Math&
a g� Reading Centers
� � SCORE
56 teams
450 participants
=�K� Art Events
� � Chalk Art � : ,
� � � . Contest j =�� '`
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AUied Arts of Renton �
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,„,,�. 97 participants
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71 booths
� � ' � "Best in Show Awards"
j voted by attendees
--- --=;... - -
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�EA More Art Events
� • Renton Annual � =�'".�--"-�� �
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� �� ( ; � Cedar River Quilters
' � � � • •79 displayed pieces; 22
� � " ( more than in `09
� g «
, � •Attendees designed color
{ blocks"as part of
American Hero quilt
� : � ,R�, Pe rform i ng Arts
� 9��=� ' • 25t" Annual All Teen Musical — "13"
� <;,4�
Performances held at Carco Theatre
Produced by NEW partner Renton Civic Theater
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Youth participation featured
24 students
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� • Aegrs Living of Bellevue, Kent&lssaquah
Law Officees of Dan Kellogg
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Entertainment&Dancing
Catered lunch prepared and served by 40 volunteers
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�KEA Pancake Breakfast
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Approximately 270
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. . � 4,526 ducks floated the river
� $22,000 raised to support the Renton community
� Renton Rotary Dictionary Drive for 3�d Graders
Renton Rotary Coat Drive—"Project Warm"
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� Renton Chamber of Commerce
Renton Magazine
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Radio
" KIRO 710 AM via Renton Chamber
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--�-� STAR 101.5 FM—Parade Announcer,Kent Philiips
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City of Renton Channe121—Puget Sound Access
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Renton Chamber of Commerce
Seafai�
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IKEA Event Survey Results
� • Overell Experienee(Scale 1-5)
� � , . ■Ratingof3orhigher•92%
■Rating of 2 or below-8%
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" � ��� ., Attendance by Zip Codes
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■Yes-96k �Notlikely•4%
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Volunteer Planning and I'�
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658 volunteers - 5,554 hours
� Planning committees
Producing events
Activities for children
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: Sparkle Team in the park
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Volunteer Planning and Participation
• Service Clubs, community members, and youth volunteers help each
year
• Many new volunteers this year from Renton Christian Center
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& Donations
� • Rubber Ducky Derby
Soccer&Tennis Tournaments
� � , � BMW Car Show
Lee's Martial Arts Break-A-Thon
Key Club Snack Shack
Pancake Breakfast
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� � N �° $16,400 Juried Art Awards,
% ���� Contest/Event Awards & Prizes
�'�� � Annuat Art Show Awards
�� Friends of RHS Coloring Contest Prizes
Chatk Art&Quilt Show Prizes
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Downtown Merchant Window Display Contest Prizes
� ' Duck Hunt Prizes
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$61,500 Total
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WASTfl MANAOEMENT
Sp�ecial thanks to the following 2U10 contributors and ,
spor�sors who rr�ade River Days possib(e! ',
Aegis Living of Kent& Home Depot Renton Vliage Merchants
Issaquah Hub Insurance Agency Association
AlaskaUSA Federal Credit IKEA Renton Westem Wear
Union Integrity Networks Sam's Club
Jim&Char Baker Just Between Friends of Service Linen Supply
Bath Fitter Seattie Smith Brothers Farms
Baze Chiropractic King&Bunny's Appliance Southlake Clinic �
Bob gridge Toyota Scion Gary&Betty Kohiwes St Charles Place Antiques
Boeing Empioyees Credit Kumon Math 8 Reading &Restorations
Union Centers Stoneway Concrete
Brotherton Cadiliac Law Offices of Dan Suilivan State Farm Insurance �
City of Renton Kellogg The Boeing Company
Cugini Florist&Fine Gifts Lyons Tax Service The Kids'Dentist i�
�&D Floor Covering McLendon Hardware Lila Jean Tonda I
First Financial Mortgage 8 Mountain Mist Valley Medical Center
Escrow Penguin Windows WA Center for Health 8�
Frst Savings Bank NW Puget Sound Energy Wellness
Dr.Ty Gaivirl Renton Municipal Arts Wal-Mart
Garland Jewelers Commission Waste Management
Highlands Chiropractic Rotary Club of Renton West Coast�nyl I
Wizards of the Coast I
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Survey Results -- OV21'VIeW P�irttO�erviotN" (ndfvfdualAesporises Export0a,ta
2010 Renton RiverDays Visitor Survey
Respondents: 59 displayed,59 total Status: Open
Launched Date: 08/18/2010 Closed Date: il/OS/2010
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j.. When did you attend the IKEA Renton River Days?
Response Response �
Total Percent
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y , , o
Frida � --= -- ---�---- —- --- 28 0
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Saturday �_ -_- ,- —- -° i 42 72%
- -- -- -
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Sunday 4 ` - 23 40%
Other, please specify Yiew� ( 8 14%
Total Respondents 5$
(skipped this question) 1
2. Have you attended the festival before?
Response Response
Total Percent
, Yes � , - . ._ , o
' • ' --- -- - - _- - � 40 69/o
No , l - 18 31%
TotalRespondents 5$
', (skipped this question) 1
3. Are you likely to attend in the future?
Response Response
Total Percent
- - -- -
-- -
Yes t - , , 45 96%
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No f --- 2 4%
Total Respondents 4�
(skipped this question) iZ
4. How did you travel to and from this festival?(Mark all that apply)
Response Response
Total Percent
--- - - - - - -_
Private vehicle � _- :- °"- '' _ -: ' S0 88%
0
Public transit �._:; Z � .
http://rentonnet.org/SelectSurveyNET/ResultsOverV iew.aspx?DisplayHeadet=Yes&Surve... 9/17/2010
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sn�tt�e €:� 1 2%
Dropped Off O 0% '
Walked/Biked �_-.__--=_LL`_j 9 16%
Other, please specify 0 0%
TotalRespondents 57
(skipped this question) Z
rJ. What is your home zip code?
Response ,
Average
View responses to this question u1e41 98062.12 �,
Total Respondents 56 '�
(skipped this question) 3 ,
6. Would you have still come to Renton if River Days had not been in progress?
Response Response
Total Percent
Yes f_= - --- °_---- -=—°--=---- ----- ' 32 58%
No E -- ---- -- j 23 42%
Total Respondents 55
(skipped this question) 4
7. How did you hear about the festival?(Mark all that apply)
Response Response
Total Percent
Friend/Family i 14 26%
Official Guide _.___, 7 13%
Website ' o
-' ----.._�._-----' 12 22/o
Newspaper � 11 20a/o
Promotional Materials �. _. :' _ 1 14 26%
Street Banners _._____.__._? 31 20"/0
Other, please specify �'E"' ' ' 12 22°�0
TotalRespondents 54
(skipped this question) 5
', $. Please rate the following:
1 2 3 4 5 Response
Tota I
Entertainment&Children's Z Z�%(1) 4.55% (2) 20.45%(9) 38.64% (17) 34.09% (15) 44
Activities
Quality of Aits&Crafts 6.38%(3) 4.26% (2) 31.91%(15) 31.91%(15) 25.53% (12) 47
Variety of Food Available 10.87%(5) 6.52% (3) 21.74%(10) 36.96% (17) 23.91%(S1) 46
Quality of Community 4.35% (2) 8.7% (4) 23.91%(11) 36.96% (17) 26.09%(12) 46
Booths
, Safety 2.13%(1) 2.13% (1) 12.77%(6) 34.04% (16) 48.94% (23) 47
Overall Festival Experience 1.89% (1) 5.66% (3) 13.21%(7) 43.4%(23) 35.85%(19) 53
Total Respondents 53
� (skipped this question) 6
http://rentonnet.org/SelectSurveyNET/ResultsOverV iew.aspx?DisplayHeader=Yes&Surve... 9/17/2010
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r Survey Results . • Page 3 of 4
9. While visiting Renton for this eyent approximately how much do/did you anticipate spending?
Response Response
Total Percent
$20 or less -=--.:.�-.---_--------:°-°- -- 7 22 42%
$20-$40 —_—_-------� 14 26%
$40-$60 `- � 7 13%
$60-$80 _ _�._____� 7 13%
$80-$100 __ 3 6%
$100 or more 0 0%
Total Respondents 53
(skipped this question) 6
1�. Including yourself,how many people came in your party?
Response Response
Total Percent
1 14 24a/o
- � 17 29%
2 E--- -- - - --
3 ' - - ' 18 31%
4 [--------� 6 30%
5 { .j 2 3%
More E-1 2 3%
TotalRespondents 59
11. Did your party include any children 12 years old or younger?
Response Response
Total Percent
Yes �
- -- - - ----
----------------- -- - - --_—---�
No � 38 67%
Total Respondents 5�
, (skipped this question) Z
1 Z. Age?
Response Response
Total Percent
under 18 [ 10 19%
18-35 f___..--�- --- --------{ 19 35%
36-50 �._ �: ..:___;. 13 24%
51-64 �--- - 1 11 20"/0
65+ �-' =- ._ � 8 15%
Total Respondents 54
(skipped this question) 5
13. Suggestions for Renton River Days in the future?
View responses to this question '"e1Y
TotalRespondents z5
(skipped this question) 34
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. � � �
COMMUNITY SERVICES
DEPARTMENT � �'��0� ���
M E M O R A N D U M
DATE: November 1, 2010 �
T0: AI Dieckman, Parks Commission Chair
CC: Members of the Parks Commission
FROM: Terry Higashiyama,Community Services Administrator
STAFF CONTACT: Sonja Mejlaender, Community Relations& Events Coordinator
(x6514)
SUBJECT: 4th of July Event Report-2010
Introduction
For the eighth consecutive year,the City of Renton organized and produced a 4th of luly
� community event at Gene Coulon Memorial Beach Park. Establishing a three-year(2009-
2011)Title Sponsorship with "The Landing,"the City's event is branded and marketed as
"The Landing presents Renton's Fabulous 4th of July." The event also benefitted from
sponsorship renewal with "Sanctuary& The Reserve Apartments"as the Entertainment
Stage Sponsor for a second year. The following report highlights event features, fireworks
statistics, logistics, marketing,survey results, budget, strategies for future planning, and the
importance and sustainable value to nurturing sponsor relationships.
Event Highlights—"Renton's Fabulous 4t"presented by The Landing"
• Free inflatables and face-painting, 12:00 p.m.-8:00 p.m.
• Stage entertainment, 1:30 p.m.-9:30 p.m.
• Official Welcome with National Anthem performance at 7:30 p.m.; City elected
officials and sponsor representatives greeted the crowds.
• On-site concessions with Ivar's, Kidd Valley,and PerkStop Espresso (event-day
vendor).
• Professiona)fireworks display began at 10:00 p.m.
• Average attendance has been 20,000 in the park,with many more viewing the
fireworks display from boats, canoes, kayaks,West Hill, Mercer Island, Newcastle,
and Kennydale and Highlands neighborhoods. Afternoon and evening inclement
weather did impact attendance this year although sizable crowds filled the park for
the fireworks display.
• On-site presence and pre-planning efforts from the Police Department continues to
improve logistics, safety and event appeal to the public.
H:\Community Resources and Events\Comm Relations and Events Coordinator\4thofJuly\2010\Mayor Council related\11 1
10 2010 july 4 city event report-memo to parks commission.doc
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' • • •
AI Dieckman,Parks Commission Chair
Members of the Parks Commission
, Page 2 of 6
November 1,2010
History of 4th of July Event—Correlation to Fireworks Ban&Statistics
• Until 2002,the City's 4th of July event was an 11:00 a.m.-4:00 p.m.daytime event at
Liberty Park. In early 2002,together with community input and interest expressed
by City administration and elected officials, staff put together information for an
expanded 4th of July event. For 2002,the event was a split day: daytime activities
from 11:00 a.m.to 4:00 p.m.,and a fireworks display at 10:00 p.m. in Liberty Park.
• Interest increased from City administrafion and elected officials to explore moving
the event to Gene Coulon Memorial Beach Park. Surrounding communities were
considering banning fireworks. Staff was asked to revisit the costs of an expanded
event and seek sponsor support.
• In 2003, sponsorship was confirmed and this was the first year for Renton's Fabulous
4th of July at Gene Coulon Memorial Beach Park.
• In June 2004, City Council adopted the ordinance to ban fireworks. This ordinance
went into effect May 2005.
• Since the fireworks ban,statistics have supported its effectiveness in reducing both
the number of incident calls and value of property loss.
2003-2010 History of Fire&Emergency Services
Incident Responses&Value of Property Loss
Year Calls Loss Injuries
2010 46 $800 1
2009 30 $12,200 0
2008 5 $7,600 0
2007 12 $7,050 0
2006 10 $1,300 0
2005 3 $0.00 0
2004 24 $73,650 � 0
2003 2 $497,750 0
Note:city population increased 16,300 in March 2008
Event Logistics
� New this year,two variable reader boards were placed the week prior on anchoring
ends of Lake Washington Blvd.: "July 4-LWB closed 10:15 p.m.-11:15 p.m."
• Renton Christian Church provided (15) volunteers,totaling 55 hours, and assisted in
three areas: Park Maintenance, Event Information Booth,and Event Survey Table.
• Central Command Post was relocated to the South Beach area near the volleyball
courts; Fire & Emergency Services located First Aid in the Boat Launch area.
• For a second year, portable light towers were rented and activated following the
fireworks display when thousands of pedestrians were exifing the park.
• Recycling bins located throughout the park.
. • � �
' AI Dieckman,Parks Commission Chair
Members of the Parks Commission
Page 3 of 6
November 1,2010
• Event parking included:
➢ Gene Coulon Memorial Beach Park.
➢ Top two levels of The Landing Parking Garage.
➢ Parking lot at former Joe's location.
➢ Houser Way North (street parking).
➢ The Bristol Apartments at Southport(fee parking). ;
• ADA drop-off and pick-up area was available at the Boat Launch area. i
• In light of restricted budgets, avaitable area parking,and ADA drop-off and pick-up, I
Shuttle Service was not provided again this year($8,000 savings).
� An Event Incident Action Plan (IAP)was completed and distributed to key
department representatives;the IAP is NIMS(National Incident Management
Systems) compliant.
Event Marketing&Public Relations included:
• City website: 8,327 "unique visitors"; an increase of 125%from 2009 (3,800). �
• City monthly newsletter—Renton City News-lune/July-27,000 distributed.
• 200 (11 x 17) posters; 3,500 two-sided 5 x 8 countertop cards.
� 30,000 Summer Fun flyers: inserted in City utility bills(27,000), Chamber monthly
news�etter(850), and extras at City facility reception counters.
• Over-the-street banner on S. 3�d St.;second banner location at south entrance to
Gene Coulon Memorial Beach Park.
• Event posting on Greater Renton Chamber of Commerce website and inclusion in
Chamber 2009-2010 Visitor Guides (50,000).
� Paid advertisements in Renton Reporter.
• Community Services Summer Brochure—43,000 distributed.
• In-kind calendar listings and features in Renton Magazine and Renton Reporter.
• Cross promotion with event inclusion in 30,000 IKEA Renton River Days Schedules.
• Event notification (including event hours,features, parking,street closures, and exit
lan sent to businesses at The Landin includin Lowe's and Fry's), management
N ) �� �
offices for the apartments and condominiums near Gene Coulon Memorial Beach
Park along Lake Washington Boulevard, and emailed to Kennydale Neighborhood
Association President to be forwarded to KNA membership.
Event Survey Results
• Event Survey&Summary Comments(see attached).
• Key points of interest (124 respondents):
➢ 95%gave a rating of 3 or higher(scale of 1-5)on their overall experience.
➢ 62%were from Renton-based zip codes (including West Hill) (98055, 98056,
98057, 98058, 98059,and 98178);38%represented non-Renton-based zip
codes.
➢ 98%indicated they would likely attend the event again.
- - � •
AI Dieckman,Parks Commission Chair
Members of the Parks Commission
� Page 4 of 6
November 1,2010
• Event surveys were obtained at the Information Booth and Event Survey Table, and
available for two weeks following the event from the City's website.
• One area of feedback has been the frustration with the exit plan after the fireworks
show has concluded. Over 20,000 attendees may come and go during the day, but
ultimately fill the park throughout a 15-hour event. Attendees expect to be able to
leave within 20-30 minutes. However, it takes a full hour to completely empty Gene
Coulon Memorial Beach Park of pedestrian foot traffic and then all vehicular trafFic,
including area parking lots such as The Bristol Apartments at Southport. Staff will
continue working with Police to review this procedure.
• Pop-up canopies are prohibited because they decrease sightlines of large crowds in
large open spaces. Inclement weather this year posed challenges. Staff will review
options, but maintain event safety as the highest priority.
Renton's Fabulous 4th represents"Team Approach"
• Strategic planning and execution is a result of the team-oriented approach to event
production.
• Helps ensure effectiveness, department resources (i.e., staffing), and addressing
safety concerns when departments are represented in the planning process.
� Special appreciation to:
➢ Communications (graphic design and printing services).
➢ Community& Economic Development (helping to distribute event information to
area business districts).
➢ Community Services(event leadership and direcfion, management of all event
features/activities, contracts,facilities and park management, publicity,traffic
control, lifeguards, and customer service).
➢ Finance & Information Technology (project accounting and event map designs).
➢ Fire& Emergency Services (safety, on site First Aid, barge inspections,and
ensuring compliance with all fireworks-related local and state permit processes).
➢ Police (traffic control, safety, enforcing park rules, Directed Enforcement Team
on site for incident response).
➢ Public Works (banner installation and trafFic control plan).
Next Steps and Strategies for 2011 and Beyond
• Review inclement weather evacuation and emergency planning measures with staff
teams.
• Consider all-purpose drop-off and pick-up zone in Boat Launch area;will ease
concerns of limited parking for families and groups of attendees who wish to bring
their own supplies such as chairs,food, beverages, coolers, and portable barbeques.
• Review park and event layout; is there a way to accommodate pop-up canopies in
designated area(s) but maintain priority of safety?
• Continue to evaluate staffing levels and explore addifional opportunities for
� volunteer support
_ � � i
AI Dieckman,Parks Commission Chair
Members of the Parks Commission
Page 5 of 6
� November 1,2010
• Explore opportunities to strengthen sponsor benefit and exposure to Landing
merchants.
• Staff will continue evaluating options to maintain a safe, high-quality event that
appeals to the public and meets sponsor expectations,with lowest possible cost to
the City
• Residents connect to their city and community through events and shared
experiences;continue to recognize the importance that events enhance livable
communities, unites diverse populations, and reflects public interests through
strong community engagement.
Budget Summary
The table below shows a four-year history of all City of Renton costs to produce the 4th of
luly event at Gene Coulon Memorial Beach Park. Since 2007, project accounfing has been
utilized to track staff time (planning meetings and "event day"), value of benefits, and paid
expenses.
City of Renton
2007-2010 History for 4th of July Cost Summary
Total Cost of Event Sponsor Contributions Cost to City of Renton
2010 $63,773 $30,000 $33,773
2009 $70,535 $28,000 $42,535
2008 $83,173 $0.00 $83,173
2007 $83,295 $28,000 $55,295
• Total Cost of Event includes all event features(i.e., children's activities, stage
entertainment, and fireworks display), loss of revenue or City in-kind services (i.e.,
loss of picnic shelter revenue and value of City printing services),and staff time
(including value of benefits).
• The significant reduction in event costs between 2007 and 2010 are attributed to
four areas: 1) continued refinement/reduction of staffing levels in the park on event
day, 2) project accounting tracking value of benefits more accurately in 2010, 3)
Sponsor contributions reached an all-time high in 2010, offsetting City costs and 4)
discontinuing the free shuttle service ($8,000) in 2009.
i
II II
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, AI Dieckman,Parks Commission Chair
Members of the Parks Commission
� Page 6 of 6
November 1,2010
Key Sponsor Relationships Sustain City Event
• Event sponsorships cultivate private/public partnerships and represent the
i h extensive communit su ort. �
effect�veness of leveraging City resources w t y pp
• This year's event benefitted from a significant$5,000 sponsorship with Sanctuary&
The Reserve Apartments as our Entertainment Stage Sponsor.
• In 2009, a three-year Title Sponsor relationship was established with The Landing. ',
, For 2009, 2010, and 2011, the City's 4th of July event is branded and marketed as '
"The Landing presents Renton's Fabulous 4th of July.” The financial contribution '
from The Landing is tiered: 2009-$20,000; 2010-$25,000; and 2011-$30,000. ll
' • Establishing a three-year relafionship with The Landing has numerous benefits: '
➢ Ability to strengthen and improve the relationship and sponsor benefits in
succeeding years.
➢ Build upon marketing opportunities and inventory(such as one-time banner
purchases utilized multiple years).
➢ Significant savings in staff time to research, explore, and develop new sponsor
relationships.
• Collectively,these sponsorships offset the majority of the event expenses such as
children's activities, stage entertainment,fireworks display and markefing.
Summa Conclusion
rY/
The event for 2010 represented many important elements. Attendance, cresfing well into
several thousand for the day-long event despite inclement weather, indicates that the
general public continues to choose to come to Renton to spend their Independence Day
celebration at Gene Coulon Memorial Beach Park, a well-known regional park. The City's 4tn
of July event is the largest one-day event in Renton. To confinue managing the event
effectively and safely, staff resources, department participation,and a combination of City-
allocated dollars and sponsor contributions are required. Interdepartmental cooperation
and support strengthens the City-wide team approach and is helping to sustain a safe and
successful community event. Planning for next year's event begins almost as soon as the
current year has concluded. With post-event debriefs and after-action reports, City staff
review successes, challenges, lessons learned, and considerations for future events. In light
of many economic and City budget issues, planning for 2011 and beyond requires fiscal
responsibility and the balance to maintain event appeal for both attendees and sponsors.
Community events contribute to Renton's unique identity, positive image, and quality of life
for residents. Renton's 4th of July event connects an increasingly diverse community,
creates opportunifies for shared experiences, and reflects public interests through strong
community engagement.
Attachments: 2010 July 4`h Event Survey Results&Summary Comments
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• Until 2002, 11:00 a.m.—4:00 p.m. event was held at Liberty Park
• Event in 2002 was "spliY'with daytime activities and 10:00 p.m.
fireworks at Liberty Park
•Together with community interest, electeds and administration weighed
benefits of expanding event in correlation with implementing fireworks
ban
• Event in 2003 welcomed first Title Sponsor relationship and"expanded"
event with fireworks at Gene Coulon Park
• In June 2004, Councii adopted fireworks ban ordinance; ordinance went
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• Statistics have supported that the ban reduces both the number of
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Attendance by T�p Codes Overell Experience(Scale 1-5)
❑Renton-based zip codes-62% ❑Rating of 3 or higher-95%
�Outside Renton-38% �Rating of 2 or below-5%
Future Attendance
�Yes-98%
s Not likely-2%
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• Event Team includes Community Volunteers
In addition to long time community ,M::.� �,.a�.= �£;y
volunteer Helenanne Botham, 15 �� °i„���`� �'' ��
volunteers from Renton Christian ���:; �„ N s � ��
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C e n t e r p r o v i d e d a t o t a l o f 5 5 h o u r s ��'=�= ��`��'� �- �, �
assisting Park Maintenance, at the 'r�; � �., � � �'
Event Information Booth, and �Y �i i=�`
at the Event Survey Table
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• Review inciement weather evacuation and
emergency planning measures with staff teams
• Secure sponsor funding for KidZone Activities
• Explore opportunities to strengthen sponsor
benefit and exposure
• Ongoing considerations for fiscal impact to event
planning in 2011
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City of Renton
2007 -2010 History for 4th of July Cost Summary
Total Cost Sponsor Contributions Cost to
af Event City of Renton
2010 $63,773 $30,000 $33,773
2009 $70,535 $28,000 $42,535
2008 $83,173 $0.00 $83,173
2007 $83,295 $28,000 $55,295
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City of Renton
2003 - 2010 History of Fire & Emergency Services
Incident Responses &Value of Property Loss
Year Calls Loss Injuries
2010 46 $800 1
2009 30 $12,200 0
2008 5 $7,600 0
2007 12 $7,050 0
2006 10 $1,300 0
2005 3 $0.00 0
2004 24 $73,650 0
2003 2 $497,750 0
Note:city population increased 16,300 in March 2008
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•This year, sponsor contributions offset 47% of the
Total Cost of the Event
• Event sponsorships cultivate private/public partnerships and
create opportunities to effectively leverage City
resources with community support
• Entertainment Stage Sponsor �r a
•Welcome Stephanie Moss `
&Heather Zagar ��,-�,�qNCTUARYt��
•2009-2011 Title Sponsor � ■ �
•Welcome Rod Swift � � � � �
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