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Home My WebLink AboutWS Item 01 - Grapefest Proposal-ilk 10kfA FROM: ROGER NELSON, CITY MANAGER MEETING DATE: FEBRUARY 19, 2002 SUBJECT: WORKSHOP - GRAPEFEST PROPOSAL RECOMMENDATION: 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. --y-AT01 M`• •' • Proposed Hours of Operation Free admission Thursday: 10:00 am - 10:00 pm Friday: 10:00 am - 5:00 pm ChaLge admission Friday: 5:00 pm - 11:30 pm Saturday: 10:00 am - 11:30 pm Sunday: 11:00 am - 6:00 pm Benefits A Increased attendance without increased congestion ➢ More attractive to sponsors and advertisers ➢ 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 meal time opportunities for vendors and historic district restaurants ➢ Open Wall Street to through traffic and parking access ➢ Increased cross marketing opportunities for merchants ➢ Increased imaging and national media opportunities ➢ Increased fundraising opportunities for civic and service groups > Increased fundraising opportunities for Palace Theatre Debt Retirement )> 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 existing festival schedule, much of the infrastructure Under proposed arrangements, operations team will the street for a four-day festival. Week Prior to the event: time on Friday afternoons of the is already in place by Thursday. actually have more time to set up 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 fencing 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 at the intersections of Wall, Texas, Franklin, and College advising the public that Main Street will be closed September 12-15. Tuesday A.M. - Close area behind gazebo for stage and bleachers set up. A.M. - Start setup in Liberty Park for International Area with booths, facades, trashcans. 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, 14 Wednesday A.M. — Start setting trashcans 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. 11:00 A.M. - 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 Street 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. Pedestrian traffic is open to go to merchants' businesses. Temporary barricades keep vehicles from entering Main St. 3 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. 10:00 A.M. - GRAND OPENING AND MEDIA EVENT - 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 - 5:00 PM with gate admission charge beginning at 5:00 PM. 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 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. 4 RESOLUTION NO. & 3/,610 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS ENDORSING THE EXTENSION OF THE GRAPEFEST FESTIVAL TO A FOUR-DAY FESTIVAL, THURSDAY THROUGH SUNDAY AND PROVIDING AN EFFECTIVE DATE WHEREAS, the Grapevine City Council believes festivals play an important part in maintaining the City's heritage and sense of community; and WHEREAS, the proceeds of the festivals contribute to the preservation of the City's heritage; and WHEREAS, the City Manager and the Convention & Visitors Bureau Board of Directors have recommended that the City Council vote to extend the festival hours; and WHEREAS, such extension would allow for more cost efficient utilization of temporary festival infrastructure, accommodate increased attendance without increased congestion and afford increased opportunities for tour packaging additional hotel room nights; and WHEREAS, such extension allows for three additional meal time opportunities for vendors and historic district restaurants, allows for increased cross marketing opportunities for merchants and allows for more exposure to foot traffic for downtown merchants during their normal business hours; and WHEREAS, such extension would facilitate increased sponsorship and advertising opportunities as well as imaging and national media opportunities thus allowing for increased fundraising opportunities for civic and service groups as well as the Palace Theatre Debt Retirement and other preservation projects. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS: Section 1. That all matters stated in the preamble are true and correct and incorporated herein as if copied in their entirety. Section 2. That the 2002 GrapeFest festival hours be extended to: Thursday 10:00 a.m. - 10:00 p.m. (free admission) Friday 10:00 a.m. - 11:30 p.m. (free admission until 5:00 p.m.) Saturday 10:00 a.m. - 11:30 p.m. Sunday 11:00 a.m. - 6:00 p.m. If 0 Section 3. That this resolution is effective from and after the date of its passage. PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS on this the 5th day of March, 2002. ATTEST: