Signature Special Events! What s Your Secret Sauce? California Parks Recreation Society Conference, Long Beach March 2016 EVENT TITLE 15 th Annual Haunted Trails AGE GROUP 8 & older TIME LENGTH (3) Nights / Thursday / 6:30pm - 8:30pm Friday and Saturday / 6:30pm 10:00pm Event Contact Person: Gretchen Malcolm Recreation Supervisor Address: 29751 Crown Valley Pkwy. Laguna Niguel, CA Phone: 949 425-5100 E-mail gmalcolm@cityofllagunaniguel. org LNTEENS.org NUMBER OF PARTICIPANTS 2,600 to 3,052 DATE/SEASON The Weekend prior to Halloween (October) GOAL/OBJECTIVES Provide the community with an event that celebrates drama, creativity, and imagination while focusing on the Halloween theme. The event has over 100 volunteers, in which 50-75 of them dress as monsters and provide their own costumes. Monsters attend three meetings, which include safe scare techniques, emergency procedures, and a dress rehearsal. EVENT HIGHLIGHTS/SUMMARY A series of 10X10 tents and up to 200 walls, make up the wooden mazes. A licensed contractor oversees the construction on the city s emergency road, at Crown Valley Park. Part-Time staff, adult volunteers, and Youth Committee members guide groups of 10-12 through the event, which takes about 10-15 minutes to walk through. SPECIFIC RULES/RESTRICTIONS Patrons may not; wear masks, take pictures, use cell phones, smoke, eat, drink, run or touch the monsters, once inside the event. BUDGET SUMMARY/EXPENSES Expenses $34,244 Revenue $30,148
VIP 158 entrances (2 VIP passes are given to Commissioners/ City Council Members, Employees & Volunteers) Fee $12 per person, sold using a POS system through Active-net, in the Parks and Recreation office at the park. $2 for glow necklaces, which are also sold in the office. Equipment: work lights which are fitted w/ black lights, electrical cords, 2-4500 generators, 12 fog machines, tables, chairs, 5 roles of ProFlex vinyl, 8-12 (10 X 10) tents, misc. props, rental props, a coffin, a temporary mobile-mini, staple guns, zip ties, 600 sandbags, power drills, paint rollers, and paint. SUPPORT/EQUIPMENT/SUPPLY REQUIREMENT Contract w/ DJ to provide music in and outside of the event. DJ present on Friday and Saturday nights. VOLUNTEERS 75-100, 14 years and up, Part-time staff from all departments that lead groups through the trail. (Parks and Rec., Aquatics, Skate Park, Fields, Senior Center, Police Services, and the Volunteer Pact Team, which are used as crossing guards at two places in the park. GENERAL FLOW OF THE EVENT Volunteers earn community service hours. Volunteers learn how to safely scare, while interacting with the public at a Haunted House type of special event. They attend the first meeting and get a number. Using a lottery drawing, they get to pick their character, after viewing the story boards around the room, which explain the themes of the scenes, and the suggested costumes. They are handed a slip of paper that states the name of their character, and ideas for their costumes. Volunteers come back for the dress rehearsal, in full costume and we practice the timing of their scare, where they will be in their scene, and how to react in the event of an emergency. Volunteers are given dinner each night, while they put on their make-up, and listen to any safety updates. Volunteers are educated about the use of fog machines, and how to use a fire extinguisher in case of an emergency. They are physically shown where the first aid tent is located, the port-a-potties, and where to evacuate in the event of an emergency. MARKETING OC Register, local section color $780 Front Page sticky note $575 1/8 page color print ad $144 1/8 page color print ad $144 Banner updates $459 OC Mom s Blog $475 Postcards, 1000 $113.37 Shutterstock $58 $2,748.37
Signature Special Events! What s Your Secret Sauce? California Parks Recreation Society Conference, Long Beach March 2016 EVENT TITLE The City of Lake Forest Department of Parks & Recreation Presents Dino Days at the Nature Park AGE GROUP All Ages TIME LENGTH (2) Days / Saturday / 1:00pm - 5:00 pm Sunday / 1:00pm - 5:00pm Event Contact Person: Ron Rivera Senior Recreation Supervisor Address 28000 Rancho Parkway Lake Forest, CA 92630 Phone: 949 273-6971 E-mail rrivera@lakeforestca.gov Facebook.com\LakeForestEven ts NUMBER OF PARTICIPANTS 1000 per day DATE/SEASON June GOAL/OBJECTIVES Provide an event that utilizes and highlights the underutilized & unseen Nature Park. Create a theme park like atmosphere at the park, utilizing the Jurassic Park movie and Parks & Recreation TV show theme. EVENT HIGHLIGHTS/SUMMARY The event is highlighted by a Dinosaur tour featuring an Animatronic Tyrannosaurus Rex, Animatronic Velocirpators, Animatronic Dilophosaurus, Animatronic Brachiosaurus, and mechanical compys. There is also a dinosaur fossil dig station, arts & crafts face painting, balloon artists, and Jurassic Parks Jeeps on display. There are also character meet & greets and a live show at the Dino Control Center. SPECIFIC RULES/RESTRICTIONS Patrons may not touch the animatronic moving dinosaurs. BUDGET SUMMARY/EXPENSES Expenses $7000 Revenue $8000 VIP
86 entrances (VIP passes are given to Commissioners/ City Council Members, Employees & Volunteers) Fee $3 per person wristband for dinosaur tour. $1 for game booth tickets. Wristbands and tickets are sold each day of the event. Installation Equipment Lawn push cart, cordless power tools, staple guns, zip ties, dolly, air compressors, sound systems, signage, air compressors, small generator, pneumatic supplies, general tools, gaffer tape SUPPORT/EQUIPMENT/SUPPLY REQUIREMENT Rented 45kw Generator, spider boxes, large canopies, additional air compressors, portable restrooms, STAFF/VOLUNTEERS Staff (6) City staff for set the day before events (12 hours) (12) City Staff for each day of the event (7 hours) (8) School district staff (contract for 6 hours) (2) Contractors for Character Meet and Greets (3) Contractors for Educational Scientists Roles (2) Contractors Kids Show GENERAL FLOW OF THE EVENT Guests go on a self-guided tour and experience the sights and sounds of a Dinosaur Park. As part of the tour they see fossils and can dig for fossils, there is a baby dino nursery, meet scientists who discuss life during the time of the dinosaurs. Outside the dinosaur tour there are Jurassic park jeeps on display, arts & crafts, game booths, character meet & greets and a live kid s show MARKETING Post Boots Facebook.com $180 Posters & Postcards SmartLevels.com $155 $335
Signature Special Events! What s Your Secret Sauce? California Parks Recreation Society Conference, Long Beach March 2016 EVENT TITLE Camp Out on the Oso Creek Trail AGE GROUP All ages TIME LENGTH Saturday to Sunday (1 Night) 4 p.m. to 9 a.m. Event Contact Person: Ashley Blair Recreation Supervisor Address: 27474 Casta Del Sol Mission Viejo, CA 92692 Phone: 949 470-3075 E-mail ablair@cityofmissionviejo.org NUMBER OF PARTICIPANTS 800 campers (Sold Out) DATE/SEASON Beginning or end of summer GOAL/OBJECTIVES Attract hundreds of campers This fun-filled event gives residents the opportunity to embrace the great Mission Viejo outdoors. People of all ages can enjoy an evening of music, skits, sing-a-longs, a flashlight hike and other fun activities. EVENT HIGHLIGHTS/SUMMARY Since 2011 community members have been invited to grab their sleeping bags and camp under the stars. The first Camp Out was titled Camp Out with the Mayor and was held on the Oso Creek Trail at the Celebration Garden. This fun-filled event brings folks of all ages together for an evening of music, skits, sing-a-longs, a flashlight hike, s'mores and other activities. Dinner and breakfast have also been provided to participants. The community's response to this event has been positive. For many families, the Camp Out is their first camping experience. The first year was well attended with over 200 campers. The following year in 2012, attendance boosted by 60%. Due to an overwhelming response in 2013 of 750 attendees, the event was relocated to the Oso Viejo Park on the Village Green. In 2014, over 800 campers pitched their tents and staff had to start a waiting list. SPECIFIC RULES/RESTRICTIONS Participants bring a sleeping bag, flashlight, water bottle and tent. Other suggested items are clothing for layering as it gets cold at night on the grass fields; close toed shoes; S more skewers or coat hangers; small cooler for snacks and drinks; reusable water bottle; lawn chairs. Pets, tobacco, alcohol and camping stoves are not allowed.
BUDGET SUMMARY/EXPENSES Expenses $8,000 (roughly) Revenue $0 $1,000 Rentals (tables, chairs, and linens) $1,000 Part-time Staff $3,000 Food/Beverage (bagels, donuts, dinner, drinks, s mores, etc.) $700 Supplies (wristbands, lanyards, glow sticks, etc.) $300 Entertainment $1,300 Restrooms/sinks $700 Miscellaneous supplies (crafts, games, etc.) Fee FREE! Equipment Quantity Item(s) 2 Handicap Port a Potties 2 Regular Port a Potties 3 Wash stations one wash station needs to be by MVCA food booth 1 Fire extinguisher 1 Fire pit w/sand 12 Cones 1 Soccer painter & paint 2 Water wagons 18 (12) Event trash cans (6) w/recycle tops & bags 2 Red Flyer BIG wheel wagons 6 Golf carts (2) w/flatbed) 11 Ez ups 1 Generator/Pop up lights 1 Sound system 1 Spider box SUPPORT/EQUIPMENT/SUPPLY REQUIREMENT Rentals for dinner and breakfast preparation; craft/dinner tables (3) Pancake Grills (stand alone grills) (21) 8 tables (11) tables w/ linens for MVAC & (10) for craft tables etc. w/no linens (25) Chairs all for craft area etc. STAFF/VOLUNTEERS Volunteers The event can accommodate or run with up to 24 volunteers (Age 14 and older). Staff (Full-time) (1) Specialist; (2) Coordinators; and (5) Supervisors Staff (Part-time) (7) Saturday / (4) Sunday
GENERAL FLOW OF THE EVENT THE TABLE BELOW WILL PROVIDE A GENERAL OVERVIEW OF THE EVENT. 4:00 pm Check-in (early set-up @ 3pm) 4:00 8:00 pm Family Games and Activities 4:30 5:30 pm PKSA Karate Demonstration 5:00 pm Dinner 6:00 pm Special Guest Ranger Jack 8:00 pm Flashlight Hike 9:00 pm Campfire & S Mores 10:00 pm 7:00 am Quiet Time 7:30 am Breakfast with juice/coffee/hot chocolate MARKETING Flyers Email blast through Class Registration Quarterly city publication Word of mouth