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Home My WebLink AboutWS Item 01 - Grapefest ProposalMEMO TO: FROM: MEETING DATE: SUBJECT: RECOMMENDATION: 0) � ITEM it I HONORABLE MAYOR AND CITY COUNCIL MEMBERS ROGER NELSON, CITY MANAGER FEBRUARY 19, 2002 WORKSHOP - GRAPEFEST PROPOSAL The CVB Board of Directors and Staff recommend that the City Council consider: ♦ Extension of GrapeFest to include an additional day to the festival thereby creating two additional weekday lunch opportunities for area workers and young families and an additional evening meal and entertainment opportunity. ♦ Review of festival admissions schedule. BACKGROUND INFORMATION: Proposed Hours of Operation Free admission Thursday: 10:00 am - 10:00 pm Friday: 10:00 am - 5:00 pm Charge admission Friday: 5:00 pm - 11:30 pm Saturday: 10:00 am - 11:30 pm Sunday: 11:00 am - 6:00 pm Benefits ➢ More attractive to sponsors and advertisers ➢ Increased attendance without increased congestion ➢ Increased tour packaging opportunities and increased hotel room nights generated. ➢ More exposure to foot traffic for businesses during their normal business hours ➢ Addition of three more meal time opportunities for vendors and historic district restaurants ➢ Increased cross marketing opportunities for merchants ➢ Increased imaging and national media opportunities ➢ Increased fundraising opportunities for civic and service groups February 14, 2002 (3:56PM) ➢ Increased fundraising opportunities for Palace Theatre Debt Retirement r' ➢ More cost efficient utilization of temporary infrastructure placed on the grounds. ➢ No expansion of non -funded volunteer roles. Operations - Proposed Procedures In order to expedite the very brief five-hour setup time on Friday afternoons of the existing festival schedule, much of the infrastructure is already in place by Thursday. Under proposed arrangements, operations team will actually have more time to set up. the street for a four-day festival. Sunday Carnival starts to move equipment into back lot of Convention Center, Monday As we currently do, we would start perimeter set up of fence lines on Monday making sure to not block any drives, entrances, or parking lots, etc. We start this early due to the length and time that it takes for installation and transporting of trailers with fencing materials. We use approximately 7000 feet of fence panels and 45 gates. Start moving all operations items from storage to festival operations area. Place signage at Dallas and Main, Northwest Highway and Main, on Main St. north and south bound at Wall, Texas, Franklin, and College advising the public that Main St. will �be closed September 12-15. Tuesday A.M. - Close area behind gazebo for stage and bleachers set up. A.M. — Start set up in Liberty Park for International Area with booths, facades, trash cans etc. A.M. - Set up entertainment stage in parking area behind gazebo. A.M. - Close Heritage Center parking lot from the east edge of the VIC to the Section Foreman's House to start erecting the structure for the People's Choice. Leave the front open for VIC and Depot parking. Begin placing perimeter festival parking lot directional signs. Close parking lot at midnight to move carnival in for set up. February 14, 2002 (3:56PM) Wednesday A.M. — Start setting trash cans on sidewalks and in parking lots for event. 6 a.m. - Close the parking lot beside Foust Funeral Home to set up stage. These stages are built from the ground up. Media Event — Dallas A.M. — Bleachers are moved to Main St. sidewalks and the Foust lot for seating for stages. Take delivery of golf carts for festival at operations area. P.M. — Drop off barricades and detour signs in preparation for street closing. 5 p.m.— Put up cones to close 520 Main parking lot on Franklin at close of business for set up of Children's Area. Move in bleachers, sand, and children's games and toys, and set up tents. 5 p.m. — Close parking spaces on Main St. in front of 520 Main. 7 p.m. (after close) — Close Leverett parking lot to set up structure for the Vintners Pavilion area. 7:00 p.m. — Close Main St. to set up for festival. Street remains closed until street is clear on Sunday night to re -open. We build business expo booths out on the street while moving food vendors in place on the street to set up their units. We move other vendors onto the street as soon as we have food vendors in place at approx. 8:00 p.m. ALL RESIDENTIAL SIDE STREET ACTIVITY IS CONCLUDED BY 9:30 P.M. Coupon booths are moved to the sidewalk areas in the day and placed on the street after food vendors are set in place. Main Street activity and tent set ups throughout the night. Set up no parking signs on Jenkins St. in the 200, 300, and 400 blocks. Thursday 6:00 a.m. - Park trucks from Coke, Coors, and ice company in operations area on Barton Street. Volunteers man the street and crossings 6:00 a.m. to stop traffic and give directions. Pedestrian traffic is open to go to merchants' businesses. Volunteers keep vehicles from entering Main St. February 14, 2002 (3:56PM) Main Street is clear of all vehicles and we start moving business expo, arts & crafts, and sponsors on the street for set up. Booths and tents were set in place during the night. All vehicles must clear the street by 9:30 a.m. for opening of festival. Grand opening and media event are at 10:00 a.m. with free admission. We sell weekend pass pins on Thursday and Friday in the coupon booths until 5 p.m. on Friday then they are transferred to the admission gate booths. We also will sell these pins for four weeks prior to the festival in several businesses. Friday Free admission 10:00 am til 5:00 pm. Charge admission 5:00 pm —11:30 pm Proposed Admissions Schedules Admission Prices The City Council last reviewed the Festival Admission structure in 1996. Over the past six years the cost of festival infrastructure and services has increased more than threefold. The following price structure is being recommended by the CVB Board of Directors and staff. Pricing Schedule - Grapevine Festivals Current Prices Proposed Prices Daily Adm. — Adults $ 5.00 Daily Adm. - Adults $ 6.00 Daily Adm. — Seniors $ 1.00 Daily Adm. - Seniors $ 3.00 Daily Adm. — Children $ 1.00 Daily Adm. - Children $ 2.00 Daily Adm. — Family $12.00 Daily Adm. - Family $15.00 Weekend Pass Pin $ 7.00 Weekend Pass Pin $10.00 Weekend Pass - Commemorative Pin $10.00 Weekend Pass - Commemorative Pin $15.00 Under 6 Free Under 6 Free Pricing at Similar Festivals - 2001 Festival Name Dickens on the Strand Galveston Adults - $10. 6 & under - free Texas Folk Life Festival San Antonio Adults - $ 8. Children - $2. February 14, 2002 (3:56PM) Pasadena Strawberry Festival Pasadena Adults - $ 8. Seniors - $ 4. Children - $ 4. Under 5 - free Texas Scottish Festival Arlington Adults - $ 9. 6-12-$3.50 Fiesta de Tejas San Antonio Adults - $ 8. Children - $ 3. Support for Proposal Informal meetings have been held with a number of Main Street merchants and representatives of civic and service groups and there has been a great deal of enthusiasm for expanding GrapeFest. In fact, some groups would like us to expand both festivals. Staff recommends testing the waters with one festival only at this time. ek February 14, 2002 (3:56PNI) Review of Festival Admissions Schedule Admission Prices The City Council last reviewed the Festival Admission structure in 1996. Over the past six years the cost of festival infrastructure and services has increased more than threefold. The CVB Board of Directors and staff is recommending the following price structure. Pricing Schedule - Grapevine Festivals Current Prices Proposed Prices Daily Adm. —Adults $ 5.00 Daily Adm. - Adults $ 6.00 Daily Adm. — Seniors $ 1.00 Daily Adm. - Seniors $ 3.00 Daily Adm. — Children $ 1.00 Adults - $ 8. Seniors - $ 4. Children - $ 4. Under 5 - free Daily Adm. - Children $ 2.00 Daily Adm. — Family $12.00 Daily Adm. - Family $15.00 Weekend Pass Pin $ 7.00 Fiesta de Tejas San Antonio Weekend Pass Pin $10.00 Weekend Pass - $10.00 Weekend Pass - $15.00 Commemorative Pin Commemorative Pin Under 6Free Under 6 Free Pricing at Similar Festivals - 2001 Festival Name Dickens on the Strand Galveston Adults - $10. 6 & under - free Texas Folk Life Festival San Antonio Adults - $ 8. Children - $2. Pasadena Strawberry Festival Pasadena Adults - $ 8. Seniors - $ 4. Children - $ 4. Under 5 - free Texas Scottish Festival Arlington Adults - $ 9. 6 - 12 - $ 3.50 Fiesta de Tejas San Antonio Adults - $ 8. Children - $ 3. ek/jw