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Final Report Final Report OVERVIEW Septemberfest 2015 Jungle Safari The 45th anniversary of Septemberfest was held over three hot and humid days on September 5-7. This year’s theme was “Jungle Safari” and once again, the Village of Schaumburg sponsored a safe and entertaining festival that generated large crowds. Septemberfest reported a deficit of $15,106.25; however, this year’s deficit is $4,816.43 less than last year’s shortage. The arts and crafts booth fees were down significantly, $10,245 less than 2014. It appears that many crafters are opting to sell their merchandise online as opposed to traveling and setting up booths at shows. The Taste and Not-for- Profit booth fees were down as well. Taste booth fees were down $925.00 as a result of five fewer restaurants participating, and four fewer not-for-profit organizations participated this year. However, the percentage of sales received from the restaurants increased 2% for a total of $977.26; sponsorship support was strong and increased by $8,650.50 this year; and police payroll was down $7,800.92 due to a reduction of hours, which helped offset the shortfalls in revenue and increases in expenses. Page 2 EXPENDITURES $389,670.64 Top 5 Expenditure Decreases 2014 vs. 2015 1. Police Payroll - $7,801 Scheduling was reevaluated and hours reduced. Additionally, payroll is an estimate since it is unknown which employees will elect to work the festival each year (higher paid vs. lower paid employees). 2. Water - $4,179 Due to the higher costs of the products and decrease of in-kind sponsorship, the committee did not secure a soft drink and water beverage provider th is year and allowed groups to bring their own products to sell at the fest. Water was still purchased and provided to volunteers and performers. 3. Electrical Supplies - $914 Festival electrical supplies are stored and re-used each year and fewer replacement parts were needed this year. 4. Taste Propane Fees - $904 Fewer restaurants participated this year, resulting in less propane purchased. 5. Second Stage & Dining Tent Acts - $900 Less expensive acts were scheduled for the local and dining tent stages this year. Top 5 Expenditure Increases 2014 vs. 2015 1. Complimentary Food Tickets + $1,375 Additional tickets were needed for more major sponsors, bands, crew, volunteers, and committee. 2. Cultural Services Payroll + $1,371 Payroll for Cultural Services technical staff is now charged to the Septemberfest account. 3. Tents + $834 Additional tents were needed to accommodate more sponsors with sponsorship booth packages this year. 4. Fire/Paramedics Payroll + $725 Payroll is an estimate since it is unknown which employees will elect to work the festival each year (higher paid vs. lower paid employees). 5. Shuttle Bus Service+ $562 Contractual increase. Page 3 REVENUE $374,564.39 Top 5 Revenue Increases 2014 vs. 2015 1. Sponsorship + $8,651 There was an increase in sponsorship dollars this year with a new $10,000 sponsorship from Meet Chicago Northwest, secured this year. 2. Beer Surcharge + $4,153 The village surcharge was increased this year by $35.00 per half-barrel of beer, $8.00 per case of beer or malt beverages, and $5.00 per bottle of wine. 3. VOS % of Taste Sales + $977 The village receives 15% gross revenue for restaurants not serving alcohol, and 20% of gross revenue for restaurants serving alcohol. 4. 5K Run + $500 A new participation fee was charged to The Rotary Club of Schaumburg/Hoffman Estates for the 5K Run. 5. T-shirt Vendor + $500 A new contracted service. Top 5 Revenue Decr eases 2014 vs. 2015 1. Arts & Crafts Booth Fees - $10,245 The Arts & Crafts booth fees were down significantly from last year. It appears that many crafters are opting to sell their merchandise online as opposed to traveling and setting up booths at shows. 2. Water - $4,460 Due to the higher costs of the products and decrease of in-kind sponsorship, the committee did not secure a soft drink and water beverage provider this year and allowed groups to bring their own products to sell at the fest. 3. Arts & Crafts Friday Set-up Fees - $1,540 Nearly half of the crafters participated in this opportunity to set up on Friday again this year; however, fewer crafters participated in the show this year. 4. Taste Booth Fees - $925 19 restaurants participated and 8 of them served alcohol as opposed to 24 participating restaurants with 7 serving alcohol last year. 5. Wristband Fee - $912 Fewer alcohol wristbands were sold this year. Page 4 PERSONNEL CUSTOMER SERVICE RESPECT TRUST TEAMWORK INTEGRITY Personnel Expenditures Decreased 5.4% from 2014 Septemberfest personnel provide an outstanding level of customer service while operating a safe festival. Payroll is an estimate and the increase or decrease in all payroll costs is due to a variance of the salaries of those electing to work the festival and whether they are paid via money or compensatory time. If longer tenured employees choose to work at the event, costs are increased; if shorter term employees choose to work, costs are decreased. Additionally, the salary figures listed do not include compensatory time that was incurred and banked by employees who have this benefit. This compensatory time may be used by employees to take time off later in the calendar year. If not used by the end of the calendar year, it is paid to the employee through the department’s budget. ENGINEERING PUBLIC WORKS (EPW): Responsible for set-up, take-down and general maintenance of the festival. The majority of payroll expenditures are from the EPW Department because this department has the greatest number of individuals working behind the scenes at the festival. When compared to 2014 totals for this line item, expenditures decreased by $597.44 or 1.2% from last year. POLICE: Maintain security at the festival, provide traffic detail, and supply law enforcement and conflict resolution when necessary. Undercover officers were scheduled for Septemberfest as part of their regular duties instead of overtime detail. The Police Department payroll decreased in costs for officers, including supervisors, patrolmen, CSO’s, and undercover officers, by $7,800.92 or 18% under last year. Additionally, the Police Department absorbs the costs for the Septemberfest auxiliary officers out of their departmental budget. FIRE/PARAMEDICS: Provides immediate emergency assistance and first aid as necessary. Fire Department/Paramedics expenses increased $724.84 or 6.6% from last year. Page 5 PERSONNEL COMMUNITY DEVELOPMENT ELECTRICAL INSPECTORS: Inspect festival electrical operations including the carnival and all tents. Electrical inspector fees increased $85.79 or 8.2% from 2014. COMMUNITY DEVELOPMENT FIRE INSPECTORS: Inspect fireworks, propane tanks, and food vendors. Fire inspector payroll increased $350.39 or 46.2% from 2014. COMMUNITY DEVELOPMENT HEALTH INSPECTORS: Inspect restaurant and not-for-profit food vendors. Health inspector payroll expenses stayed essentially the same as 2014 with an increase of $25.56 or nearly 1.1%. CULTURAL SERVICES: Payroll for Cultural Services technical staff is now charged to the Septemberfest account. TRANSPORTATION: Village of Schaumburg transportation planners are essential in working with the shuttle bus company. The transportation planners did not earn overtime through the Septemberfest budget since compensatory time was used again this year. MONEY ROOM STAFF: Staff money room to provide change and to close out the food vendors. Staffing payroll increased $142.61 or 5.1% this year. SEPTEMBERFEST INTERNSHIP: Assists Special Events Coordinator. Staffing payroll decreased $516.20 or 9.5% this year. 2015 Personnel Payroll Spending Percentages Department: Amount Spent: % of total: EPW $48,514 44% Police $35,583 32% Fire/Paramedics $11,699 11% Community Development/Electrical $ 1,133 1% Community Development/Fire $ 1,108 1% Community Development/Health $ 2,317 2% Cultural Services $ 1,371 1% Transportation $ 0 0% Money Room $ 2,914 3% Septemberfest Internship $ 4,891 5% TOTAL $109,530 Page 6 PUBLIC SAFETY Septemberfest Was a Safe Event with Few Minor Incidents. The Police Department reported all incidents again this year. As in the past, officers from the Schaumburg Police Department were scheduled to secure the festival grounds. The department initiated or received 15 calls for service throughout the event compared to 11 calls for service in 2014. Private security personnel are used to supplement the Police Department at a lesser rate than CSO’s are paid. The first aid tent staffed with paramedics is located in the center of the Septemberfest grounds to respond to any medical issues which may arise. Paramedics are stationed at the festival grounds to ensure timely response times on-site. The Schaumburg Fire Department also stations an ambulance on the east end of the festival grounds as a service to event patrons. There were 74 requests for assistance, compared to 58 received last year. 6 Written Moving Violation Warnings Issued 75 Parking Citations Issued 2 Y Tickets Issued (State traffic violation ticket) 1 Dispute 1 Intoxicated Subject 1 Juvenile Nuisance Call 1 Lost Property 1 Missing Juvenile Report 8 Requests for Paramedics 1 Simple Battery 2 Vehicle Damage 8 Abrasions 6 Bee Stings 10 Blisters 1 Heat/Burn 12 Lacerations 14 Medical Releases 19 Miscellaneous Traumas 4 Transported to the Hospital for Medical Illnesses Including: dehydration, dizziness, heat exhaustion, and intoxication. Page 7 ARTS & CRAFTS At-A-Glance 2014 vs. 2015 Revenue: Jury Fee for Application: Friday Set-up Fee First Offered in 2013: 2014 $81,500.00 2014 $5.00 2014 $35.00 2015 $69,565.00 2015 $5.00 2015 $35.00 Total Net Decrease: Booth Fee: Friday Set-up Total Fees: $11,935.00 or 14.6% 2014 $320.00 2014 $3,990.00 2015 $325.00 2015 $2,450.00 Number of Booths 2014 239 2015 210 Ceramics, Drawings, Floral, Graphics, Jewelry, Leather, Paintings, Photography, Sculpture, Stained Glass, Textiles, Woodworking, and More! Participation is open to all artists and craft persons who exhibit work of original design.
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