Overland Park Great Midwest Balloon Fest Event Planning Booklet

Size: px

Start display at page:

Download "Overland Park Great Midwest Balloon Fest Event Planning Booklet"

Isaac Fields
6 years ago
Views:

1 Overland Park Great Midwest Balloon Fest 2010 Event Planning Booklet

2 Section 1 2 Information Event Overview Communication and Organizational Information CONTENTS Location Property Owner Information and Site Usage Authorization Access Plan Crowd Control Event Signage Lighting Information Parking and Shuttle Information Services Electric Waste Management Emergency Response Plan Insurance Information for the Event Event Operations Event Sponsors Charities Activities Entertainment Vendors Balloon Contests Volunteers Publicity Attachments Organizational Chart Committee Job Descriptions Site Map Outreach Packet

3 Event Overview The following is an excerpt from a letter sent to possible sponsors regarding the event: We are excited to be working with a fantastic group to host this event in Overland Park, KS. This elite balloon event will take place Friday - Sunday, September 17-19, 2010 at Merrill Farm, located at Antioch and 167th Street, and promises to be the best celebration we can deliver with an anticipated crowd of roughly 50,000 spectators. This community event is FREE to everyone attending and will help support three different charities including, American Stroke Foundation, the Boys & Girls Club, and Kansas City Hospice. Activities at the event will include vendors, live music by a variety of bands, children s activities, a performance by the Theater in the Park cast of Annie, dance recitals by students from local dance studios, balloon competitions, and balloon glows. This is a free, family-oriented, community-wide event that we anticipate will generate revenue for the area while supporting local charities. Section 1 Page A

4 Communication and Organizational Information Below is a list of committee members, their contact information, and the areas for which they are responsible. Each of the people listed will be on-site or on-call for the duration of the event. Please see organizational chart (Attachment A) and committee job descriptions (Attachment B). Name/Company Mary Zahner Bauer, Kansas City Hospice Lynne Brown, Kansas City Hospice Board Vicki Campbell, Lakeview Village Sharon Cohen Jeremy Dixon, DSS, Inc. Barbara Godfrey Bee Haley, Kansas City Hospice Marilynn Wright-Hoover Goeffrey Lemon, Balloon Syndicate Karen Loggia Gretchen Robinson Jim Robinson Julie O Rourke, Boys & Girls Club Vicki Rancilio, Kansas City Hospice Lynda Robertson Diana Rodriguez, Kansas City Hospice Mark Rogoff Amanda Sabia, Kansas City AeroSports Chris Sabia, Kansas City AeroSports Candice Simmons, Collateral Media Megan Small Robbie Small Responsibilities Food and Artist Vendors Sponsorships Entertainment & Information Vendors KidsKorner Stage Coordinator VIP Tent Volunteer Coordinator/Sponsorships VIP Tent Balloon Director Social Marketing/Networking KidsKorner Designer/Marketing/Logo Volunteers Event Souvenirs Treasurer/Insurance Music/Entertainment Balloon Director Balloon Director Event Signage Website Coordination Coordinator/Sponsorships Page A Section 2

5 Location The event will be located on the northeast corner of Antioch and 167th Street. The site usage authorization letter from the land owner, Price Brothers Development, is below. Section 3 Page A

6 Location cont. Access Plan Vendors, media crews, balloonists and their crews will enter from 167th Street just east of Antioch. Visitors to the event will either be directed on foot or shuttled from several parking areas and dropped off at the entrances on Antioch. The far right northbound lane will be blocked to all traffic except for parking shuttles and vehicles dropping off handicap or disabled persons. The City of Overland Park will provide traffic barriers for the blocked lane on Antioch. Crowd Control Volunteers will be on-hand at all parking locations, at the entrances, and throughout the event grounds at all times during operating hours. Volunteers will be stationed along the perimeter of the event to safely direct visitors to the event entrance as recommended by the Overland Park Police Department. In addition, a guard will provide overnight security on both Friday and Saturday nights to ensure the safety of the tents, equipment, and vendor supplies that are left on-site. The Johnny-On-The-Spots will be placed to act as a safety barrier around the culvert and any other unstable or unsafe areas. Please see site map (Attachment C) for details. Event Signage On-site event signage will be provided by DSS, Inc. This signage will include trusses, scaffolding, and chloroplast signs giving the directions to vendors, port-o-potties, nurse stations, information booths, KidsKorner tent, VIP tent, the entertainment area, and the entrance. The small directional trusses will be color coded to aid responders in case of an emergency. Given the location of informational signs and the simplicity of the event layout, it will not be necessary to have You Are Here maps on-site. Please refer to the site map (Attachment C) to see the locations of trusses that will be used for directional signage within the festival site. DSS will also be providing vendor identification signs on tents, parking signs, basket banners, and donation/charity signs. Signs directing visitors to the event will be located at the corners of 135th & Antioch, 135th & Metcalf, 143rd & Antioch, 143rd & Metcalf, 151st & Antioch, 151st & Metcalf, 159th & Antioch, 159th & Metcalf, 167th & Metcalf, and at the base of the 167th Street exit ramp from 69 Highway. Lighting Information In addition to lights on and around the stage and on the entrance trusses, McCowen Gordon Construction will be providing pole mounted lights that will be run by generators to provide general lighting throughout the Festival site. Please see site map (Attachment C) for light placement. Page B Section 3

7 Parking and Shuttle Information Parking will be provided at the following locations: spaces at Grace Church (159th & Antioch), 500 spaces at Blue Valley West High School (162nd & Antioch), and 5,000 spaces on the event field. See site map for field parking location (Attachment C). The spaces at Blue Valley West, South Creek Park, and on the event field will be available for the duration of the event. The spaces at Grace Church will be available on Friday, Saturday, and after 12 noon on Sunday. Visitors will walk to and from these parking locations. A parking company is secured to coordinate parking on the field. Volunteers will be assisting the professionals with parking and also the foot traffic to and from these locations. There will be signage on the field to assist visitors with locating their vehicles when they are ready to depart. For the parking areas closest to the event entrance, wooden ramps will be built to provide a smooth transition from the street to the field over the curb. The parking area at the north end of the field has an existing entrance which will be used. If there is any mud on Antioch or 167th after the event has concluded, it will be hosed down. Overflow parking (3,600 spaces) will be located at South Creek Park (133rd & Metcalf). Shuttles will run every minutes between this location and the event. We have secured 12 shuttles that will hold 25 people each and are in contact with other providers to secure an additional shuttles and busses. At least one shuttle will be designated a handicap shuttle and will make pickups near the handicap parking spaces at South Creek Park. With the increased on-site parking, there will not be a need to increase the number of shuttles at any point during the event. Shuttles will travel south on 69 Highway to the 167th Street exit, west on 167th to Antioch, north on Antioch to the drop-off zone just south of the event entrance, then continue north on Antioch and back to South Creek Park. The parking and shuttle information will be posted on the event website, included in future articles in The Sun newspaper, broadcast on TimeWarner cable, and inserted all TimeWarner cable bills in the month of August. Please see the from Margo Derry detailing the number of spots at the Blue Valley School and the times they are available (Attachment D1) and the letter from Marshall Dean giving permission to use South Creek Park for parking (Attachment D2). Section 4 Page A

8 Services MarkOne Electric will be handling all of the electrical drops and power maintenance for the event. Joe Privitera, Vice President of Service at MarkOne, is working with the City of Overland Park and Kansas City Power & Light to finalize the details of the necessary power supply and safety protocols for the event. Deffenbaugh will be providing trash receptacles, port-o-potties, and trash removal services for the event as detailed in the Sponsor section. Please see the s (Attachment E) detailing the services that will be provided. Page A Section 5

9 Emergency Response Plan There will be a First Aid tent staffed by nurses from the Visiting Nurses Association to take care of minor medical needs. In addition to a First Aid tent manned by the Visiting Nurses Association, an EMT will be on-site and the Overland Park Fire Department and Johnson County MedAct will be on-call for the duration the event. If a emergency occurs that requires an ambulance or other emergency vehicles, the vehicles will be directed to use the pilot/vip entrance on 167th Street. The First Aid and Operations tents will be positioned near this area to facilitate response. Balloon Coordinators will be monitoring the weather conditions constantly during the event. If there is any sign of dangerous weather, an announcement will be made over the PA system from the main stage. Any other items that need to be communicated to visitors regarding their safety will also be made over the PA system. All event personnel listed on the communication list (Section 1) will have the following contacts programmed into their cell phones: Bill Ebel, Director of Planning Tim Lunch, Police Department Hand DuPont, Fire Department Steve Isaacson, EMS x 245 Brian Shields, Public Works Kim Hendershot, Skip Moon, Food Vendors (front desk) Sean Reilly, City Manager s Office Joe Privitera, MarkOne Electric JoAnna Jenesko, All Seasons Kent Hoffman, TimeWarner Section 6 Page A

10 Insurance Information Below is the certificate of liability insurance issued by Lockton Companies, LLC to Kansas City Hospice covering the Great Midwest Balloon Fest, including days required for set-up and breakdown. In addition, each pilot is required to carry a rider on their policy covering the event. Page A Section 7

11 Event Operations All pilots and their crews will be expected to adhere to a set of rules and regulations governing the event. Please see the 2010 Operations Manual (Attachment G) for details. All pilot and crew vehicles will be parked on the Balloon Field. Other than the security guard patrolling Friday and Saturday nights, there will not be any overnight stays at the event site. Festival clean-up, including parking areas, will be performed by volunteers and Boy Scouts after the event closes on Sunday afternoon. The planning committee is ultimately responsible for ensuring that all areas are clean and this will be done by Monday morning following the event. Please see detailing Deffenbaugh services (Attachment E). Section 8 Page A

12 Event Sponsors Presenting Sponsors: Donation includes electrical feeds for entertainment and vendor booths. Donation includes the land that will be used for the event along with some grading and crop control to assist in making the field usable for the event. Donation includes printing a total of five articles covering the balloon fest in the months leading up to the event. They are also printing the event programs and distributing them as inserts in the paper. Donation includes a publicity package, inflatables for the KidsKorner area at the event, and an educational robotics display. Platinum Sponsors: Donation includes trash and recycling containers, hand washing stations, Johnny-on-the-spots, service for all containers and potties on Saturday and Sunday mornings before event starts and after the event concludes. Please see s detailing services provided (Attachment E). Donation includes propane for all of the balloons participating in the event. Gold Sponsors: Mpress Printing Lakeview Village Silver Sponsors: Overland Park 50th Anniversary Committee Shawnee Mission Medical Center Page A Section 9

13 Charities Each charity will receive a portion of the proceeds from the event. This includes any funds left after all expenses are paid and all donations that are accepted at stations throughout the Festival grounds. In addition to event proceeds, each charity will be able to accept donations at their information booths during the event. The charities that will benefit from the 2010 Festival are: The American Stroke Foundation Boys & Girls Clubs of Greater Kansas City Kansas City Hospice & Palliative Care Our Mission is to empower stroke survivors and their families to overcome ongoing challenges of life after stroke and rejuvenate their lives. The Boys & Girls Clubs of Greater Kansas City promotes the development of self-esteem, values, and skills for boys and girls, ages 5-18, with special emphasis on youth from disadvantaged circumstances. Kansas City Hospice & Palliative Care brings peace of mind, comfort, guidance and expert care to people of all ages and at any stage of serious illness. Section 10 Page A

14 Activities In addition to the balloon flights, competitions, and glows, there will be entertainment and vendors throughout the weekend to maintain the family atmosphere and keep visitors occupied. The entertainment will include live music by a variety of local bands, scenes performed by the Theater in the Park cast of Annie, and dance recitals by students from local dance studios. A wide variety of food and art vendors to service the visitors. No outside food or drink will be allowed. The schedule for the event is as follows: Page A Section 11

15 Volunteers The event will be staffed by volunteers in the following areas: parking locations and shuttle pick-up areas, roadside to help direct foot traffic, at the entrances of the event, at the information and first aid booths, roaming the event to provide assistance and directions to visitors, stations throughout the event to collect donations, assisting vendors with set-up, working the KidsKorner activities, supervising the TimeWarner inflatables, and roaming throughout the grounds picking up litter and emptying trash bins as needed. Volunteers will be supplied with T-shirts and safety vests for easy identification. Scheduling volunteers for each shift will be the responsibility of the volunteer coordinators, who will provide all of the pertinent information to the volunteers in the days leading up the event, including duties, shift time, and directions on where to check-in for their shift. Section 12 Page A

16 Publicity Print, television, radio, internet, social media, and billboards will all be used to promote the event. As the event nears, the publicity campaign will be accelerated appropriately. Print - Sun Publications will be printing four articles between now and the time of the event giving information about the event. They will also be printing the event program, which will be included as an insert in their regular circulation. Articles in the Kansas City Star, 435 Sough Magazine, and ads in The Pitch and Ink Magazines are being pursued. TimeWarner will be including inserts in 300,000 cable bills in the month of August to advertise the event and will display posters for the event in seven of their stores. Television - TimeWarner will be providing prime time spots to advertise the event on several channels, including the metro weather and sports channels and their information channel. Fox4 will be advertising the event during weather spots. Radio - Contact has been initiated with local radio stations requesting advertisement and coverage of the event. Internet and Social Media - In addition to the event website, a Facebook fan page and Twitter account have been established. Each charity has or will soon have a link to the website, Facebook, and Twitter accounts on each of their internet and social media outlets. The Overland Park Convention and Visitors Bureau will include a link to the event internet and social media pages on their website and will be creating a micro-site for the event which will be associated with their website. Billboards - Two billboards on heavily travelled sections of interstates have been donated to the event. Community Outreach - Letters containing information about the event have been mailed to residents and businesses on a list provided by the City of Overland Park. Please see the Letter and Schedule of events (Attachment F). Page A Section 13

17 Attachments The following pages are the attachments referenced throughout the packet to provide additional information.

18 Attachment A

19 Attachment B

20 Attachment B

21 Attachment C

22 Attachment C

23 Attachment D1

24 Attachment D2

25 Attachment E

26 Attachment F

27 Attachment F

PARK CITY MOUNTAIN SPECIAL EVENTS

PARK CITY MOUNTAIN SPECIAL EVENT APPLICATION FORM Mission Statement Park City Mountain s special events will complement our brand and will reinforce our guest s Experience of a Lifetime while at our resort