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-forProfit 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 this 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 Decreases 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: EPW Police Fire/Paramedics Community Development/Electrical Community Development/Fire Community Development/Health Cultural Services Transportation Amount Spent: $48,514 $35,583 $11,699 $ 1,133 $ 1,108 $ 2,317 $ 1,371 % of total: 44% 32% 11% 1% 1% 2% 1% <ul style="display: flex;"><li style="flex:1">0% </li><li style="flex:1">$</li><li style="flex:1">0</li></ul>Money Room Septemberfest Internship TOTAL $ 2,914 $ 4,891 $109,530 3% 5% 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. <ul style="display: flex;"><li style="flex:1">6</li><li style="flex:1">Written Moving Violation Warnings Issued </li></ul>75 Parking Citations Issued 211111812 Y Tickets Issued (State traffic violation ticket) Dispute Intoxicated Subject Juvenile Nuisance Call Lost Property Missing Juvenile Report Requests for Paramedics Simple Battery Vehicle Damage 86 Abrasions Bee Stings 10 Blisters <ul style="display: flex;"><li style="flex:1">1</li><li style="flex:1">Heat/Burn </li></ul>12 Lacerations 14 Medical Releases 19 Miscellaneous Traumas <ul style="display: flex;"><li style="flex:1">4</li><li style="flex:1">Transported to the Hospital for Medical Illnesses Including: dehydration, </li></ul>dizziness, heat exhaustion, and intoxication. Page 7 ARTS & CRAFTS At-A-Glance <ul style="display: flex;"><li style="flex:1">2014 vs. 2015 Revenue: </li><li style="flex:1">Jury Fee for Application: </li></ul>Friday Set-up Fee First Offered in 2013: 2014 2015 $81,500.00 $69,565.00 2014 2015 $5.00 $5.00 2014 2015 $35.00 $35.00 Total Net Decrease: $11,935.00 or 14.6% Booth Fee: 2014 2015 Friday Set-up Total Fees: $320.00 $325.00 <ul style="display: flex;"><li style="flex:1">2014 </li><li style="flex:1">$3,990.00 </li></ul><ul style="display: flex;"><li style="flex:1">$2,450.00 </li><li style="flex:1">2015 </li></ul>Number of Booths 2014 2015 239 210 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. No imports, kits, resale products, manufactured items, product-line reps, or edible items are permitted; only handmade items are accepted into the show. The early Friday set-up opportunity was available for a fee of $35.00 again this year. The early Friday setup went very well and the sub-committee and volunteers coordinating the set-up, along with the participating crafters, were happy to have this opportunity once again. Also, Saturday traffic was much less hectic for the crafters opting to set up on Saturday morning. There were no complaints from the participating crafters who represented 16 states, including: Florida, Idaho, Illinois, Indiana, Iowa, Maine, Massachusetts, Michigan, Minnesota, Missouri, Nebraska, New York, Ohio, Oklahoma, South Carolina, and Wisconsin. Staff will continue to advertise the show on more listings outside of Illinois in an effort to attract more crafters from nearby states such as Wisconsin, Iowa, Indiana, Michigan, and Missouri. Page 8 SPONSORSHIP Increase in Fundraising Revenue from Last Year Septemberfest had substantial support from businesses, and sponsorship increased by $8,650.50 or 10.2% this year. Sponsors are extremely important in providing an offset to expenses since admission and entertainment are free of charge. The fest also contributes to direct economic spending in Schaumburg as a result of lodging, transportation, food and beverage, retail, and entertainment spending. Staff and the sponsorship committee expanded promotional opportunities and were able to retain relationships with previous sponsors. In-kind donations totaled $29,290.00. Without these donations, the expenses would more than likely be charged against the Septemberfest budget resulting in greater expenses. In-kind sponsorships in entirety or in-part included the following: advertising, appreciation dinner, baby changing stations, bike racks, committee apparel, “Friend of the Fest” shirts, golf carts, hotel accommodations for performers and their road crews, light towers, radios, MiniTaste, Miss Septemberfest luncheon, Miss Septemberfest prizes, Not-for-Profit Day propane hookups, parking lot rental, several performers, printing services, raffle prizes, refrigerated truck rental, signage, SWAP set-up assistance, transportation, and volunteer shirts. In addition, the main components of the festival, including the Arts & Crafts Show, ATM, Dining Tent, Fireworks, Main Stage, Not-for-Profit Day, Parade, Pony Rides, Prairie Center Stage, Projection Screen, Shuttle Bus Service, and the Taste of Schaumburg, continue to be sold as sponsorship packages each year whenever possible. Sponsorship Revenue - 2014 vs. 2015: Biggest Contributors: 2014 2015 $ 84,655.50 $ 93,306.00 Meet Chicago Northwest, $10,000.00 Town & Country Distributors/MillerCoors Brewing, $7,500.00 Red Baron Pizza, $7,000.00 Total Net Increase: ($8,650.50) or (10.2%) Bath Fitter, $5,000.00 Country Financial, $5,000.00 Fox Valley Volkswagen Schaumburg, $5,000.00 OneMain Financial, $5,000.00 Total In-Kind Donations - 2014 vs. 2015: 2014 2015 $29,994.00 $29,290.00 Renewal by Andersen, $5,000.00 Stella’s Place & Shelby’s, $5,000.00 Wyndham Vacation Resorts, Inc., $5,000.00 Divine Signs, Inc., signage Number of Sponsors: <ul style="display: flex;"><li style="flex:1">2014 </li><li style="flex:1">44 monetary sponsors </li></ul>15 Friend of the Fest 26 in-kind sponsors Motorola Solutions, radio rental Holiday Inn Express Chicago-Schaumburg, hotel rooms Chandler’s Chophouse & Banquets, Mini-Taste & Volunteer Reception <ul style="display: flex;"><li style="flex:1">2015 </li><li style="flex:1">52 monetary sponsors </li></ul>12 Friend of the Fest 28 in-kind sponsors EmbroidMe, committee apparel Page 9 ENTERTAINMENT Three Stages Each of the Three Days!!! A variety of performers entertained patrons each day of Septemberfest on the Main, Local, and Dining Stages as well as strolling the festival grounds. Total Main Stage Expenditures - 2014 vs. 2015: 2014 2015 $ 95,967.83 (Of this expense, the main stage acts’ cost was $48,000.00) $ 95,787.90 (Of this expense, the main stage acts’ cost was $47,500.00) Total net decrease in cost: $179.93 or 0.2% Local Stage & Dining Tent Expenditures - 2014 vs. 2015: 2014 2015 $5,100.00 $4,200.00 Total net decrease in cost: $900.00 or 17.6% 2015 Entertainment Roster STROLLING ENTERTAINMENT: MAIN STAGE ENTERTAINMENT: Journey former lead vocalist Steve Augeri Jason Kollum (Stilt-Walker/Juggler) Mike Mauthe (Children’s Performer) Ken Schultz (Children’s Performer) Centerfold (Classic Rock 'n Roll!) Suburban Chicago’s Got Talent Co- Winners Ryan Cooper and the PolySci band, and the band Burke Valley Journey former lead vocalist Steve Augeri Wild Daisy (Country Band) The Neverly Brothers (Rock & Roll Evolution: Elvis to The Beatles) Mark Chesnutt (One of Country Music's Elite Entertainers) Dan Peters & The West Side Winders (Swingin', Surf-a-Billy, Roots Rock!) Rod Tuffcurls & The Bench Press (Wild & Interactive Pop Hits) LOCAL STAGE ENTERTAINMENT: Rise Dance Center S.P.D. Expressions & Charmed Dance Whispers Center for Artistic Expression Illusion Dance Company Pilates Plus of Schaumburg District 54 Eisenhower/Keller/Mead Orchestra District 54 Keller Band District 54 Mead Band Blue Onyx (Alternative, Cover/Tribute, 90’s Rock) S.P.D. Belly Dancing Demo Mark Chesnutt 7th heaven (Cover Rock, Pop & Dance) S.P.D. Expressions & Charmed Dance Dorothy’s Dancing Unlimited District 54 Addams/Lincoln Prairie Band District 54 Frost Band DINING TENT MUSIC STAGE: Jason Kollum (Stilt-Walker/Juggler) Classical Blast District 54 Eisenhower Band Wheeling High School Jazz Band District 54 Addams/Frost/Lincoln Prairie Orchestra Jazzercise Vince Amore Live ii-v7-I (Jazz and R&B) Tempered Faith (Classic & Progressive Rock) Dance For Me Performing Arts Center The Noteables District 54 Dooley Early Instrumental Music HOTT Productions Dance Group S.P.D. Idols & Talent Winners The Tony Ocean Show 7th heaven Mike Mauthe (Children’s Magic Show) Ken Schultz (Children’s Performer) The Belvederes Working Brass (Brass Quartet) Billy Croft & The 5-Alarm (Country) Page 10 MISSEPTEMBERFEST 5 Miss Septemberfest Finalists There were seventeen applicants competing for the title of Miss Septemberfest, up from 15 in 2014. The Miss Septemberfest contest is sponsored by the Schaumburg/Hoffman Estates Rotary Club, the Sons and Daughters of Italy in America, and the Schaumburg Jaycees. Judging for the competition is based on four criteria: character, community involvement, knowledge of Schaumburg, and poise. Contestants must be between the ages of 16-19, a citizen of the United States, resident of the Village of Schaumburg, never been married, and available to participate in the weekend activities including: welcoming patrons, assisting children on the pony rides and at the Schaumburg Fire Department safety area, announcing musical acts, and riding on the float in the Labor Day parade. The court also volunteers throughout the year for various events including the annual Tree Lighting and the Prairie Arts Festival. Miss Septemberfest is announced at the Rotary Club luncheon held at Chandler’s Chophouse the Friday before the festival. Kelly Christopher, 17, Schaumburg High School, was crowned Miss Septemberfest for this year, and members of her court include: Michelle Borla, Kelsey Davis, Annie Finneran, and Elissa Peterson each from Schaumburg High School. The Schaumburg/Hoffman Estates Rotary Club sponsors the Miss Septemberfest crowning ceremony luncheon and parade float. Kelly Christopher was presented with a $500 scholarship and each of the court members receives a $250 scholarship from the Schaumburg/Hoffman Estates Rotary Club. The Sons and Daughters of Italy in America provide Miss Septemberfest with a $1,000 scholarship, and give $250 to each of the court members. Each candidate also received gift certificates from Mario Tricoci, as well as a gift bag, trophy, flowers, and sash courtesy of the village, The Sons and Daughters of Italy in America and Schaumburg Jaycees. Page 11 NOT-FOR-PROFIT DAY Local Not-For-Profit Organizations Volunteering on Labor Day The last day of Septemberfest is Not-for-Profit (NFP) Day. This day provides an opportunity for local organizations to raise money by selling food and beverages, as well as raising awareness of their organizations, to festival patrons. In addition, Septemberfest conducts a raffle with tickets given to paid participating Not-for-Profit organizations to sell so that groups do not begin the festival with a deficit. Raffle prizes are donated to Septemberfest through in-kind sponsorships. The groups then keep the revenue to offset their $350.00 booth fee. Groups participating on Saturday and Sunday pay an additional $200.00 per day. Number of organizations participating: 2014 23 2015 19 Number of food booths operated: 2014 19 2015 15 Village Alcohol Surcharge: 2014 $90.00 per half-barrel of beer, $17.00 per case of beer or malt beverage, and $5.00 per bottle of wine 2015 $125.00 per half-barrel of beer, $25.00 per case of beer or malt beverage, and $10.00 per bottle of wine Food and Beverage Sales: Alfred Campanelli YMCA: Adventure Princesses Boy Scout Troop 194 Cub Scout Pack 194 Cub Scout Pack 199 Boy Scout Troop 198 Boy Scout Troop 290 Boy Scout Troop 392 Boy Scout Troop 496 Knights of Columbus #6964 Knights of Columbus #7694 Schaumburg Athletic Association (SAA) Schaumburg High School VIP Club <ul style="display: flex;"><li style="flex:1">Schaumburg Jaycees </li><li style="flex:1">Boy Scout Troop 497 </li></ul>Conant High School Boys’ Cross Country Conant High School Girls’ Cross Country Conant High School Poms Schaumburg Sister Cities Association Sons and Daughters of Italy in America Page 12 PARADE It’s a Jungle Out There! Extreme heat did not keep local “jungle animals”, participants and patrons away from the annual Labor Day parade or the Chick-fil-A 5K Schaumburg Run & Walk this year. Village President Al Larson, celebrating his 40th anniversary as a Schaumburg village official, served as parade marshal for the Septemberfest parade this year. The Village Board started at 9:30 a.m. as the “pre-parade” again this year and had their trailer float to ride on as well. The area fire trucks, marching bands, floats, Scouts, athletes, dancers, and civic groups, stepped off at 10 a.m., as in the past. Chick-fil-A 5K Schaumburg Run & Walk The parade traveled down the approximately two-mile route on Summit Drive and ended at Stockport Lane near the festival grounds. The parade entries showed off people’s pride in their community in this annual Labor Day celebration. The Rotary Club of Schaumburg/Hoffman Estates, in cooperation with Team Caffeine, sponsored a 5K Run and kid’s 1K race at Septemberfest on Monday prior to the parade.

Final Report

Details

Download

Copyright

We respect the copyrights and intellectual property rights of all users. All uploaded documents are either original works of the uploader or authorized works of the rightful owners.

Support