Spark Up The Night

LOCATION: Point State Park

Pittsburgh, Pennsylvania

DATE: Saturday, July 4th 2009

TIME: 2:00 PM – 10:00PM

15,000

Layout of EventLayout of Event

PARADE ROUTE: start Melon Arena

to Center Avenue

to Ross Street

to Boulevard of Allies (end at liberty avenue)

Rentals and Necessary Rentals and Necessary PurchasesPurchases

TentsTablesChairs

Port-a-pottiesClean-up crew

BandsStage

Volunteer T-shirtsFireworks

Barge

TENTSTENTS31

Each 16 x 16

$160 $160 each

CHAIRSCHAIRS146

Standard outdoor fold-

up

$1.30 $1.30 each

TABLESTABLES49

Standard outdoor fold-

up

$10.50 $10.50 each

VIP Seating SectionVIP Seating SectionTent covered come-and-go eating section

4 Tents

8 Tables

Seat max. of 64

29 regular port-a-potties $120.00 $120.00 each7 special needs port-a-potties $150.00 $150.00 each

In order to meet disability guidelines we have made certain of a 5:1 ratio

That is, for every 5 regular port-a-potties, there is 1 special needs port-a-potty

6 different port-a-potty stations around the parkEach station will have 5 standard and 1 special needs port-a-potty

Clean-up CrewClean-up Crew

Truckers

Laborers

Sweeper Operator

Foreman

Volunteers will also be included

when necessary in clean-up

StageStageIncludes sound, lighting, stair packages, safety rails, ramp access,

back drops, roof structures, and installation

$2500$2500

3 bands performing: Uncle Sam, Between Liberties, and In the Saddle

paid $1000 $1000 each head lining band paid $2000$2000

Zambelli FireworksZambelli Fireworks$60,000 $60,000 show

fireworks and lasers combined to synchronized music

Barge total $1,650$1,650

Risk ManagementRisk Management

EAP

Rain Date

Hired Staff

Fireworks

Parade

Alcohol

Insurance

Risk ManagementRisk ManagementEAP

– All employees and volunteers will be provided with local government numbers(emergency and non-emergency) as well as the phone number for our field operations office.

– Field office will be responsible for communicating all issues with an event coordinator

– Critical positions will have two-way radios

Risk ManagementRisk ManagementInclement Weather

– Rain date: Sunday July 5th, 2009

Risk ManagementRisk ManagementHired Staff

Police• Scaled throughout the day to maintain

approximately a 1:500 ratio

EMS• Scaled throughout the day to maintain

approximately a 1:250 ratio

Fire• One vehicle hired for the fireworks display

safety

City Employees• Trucks, street sweepers, and regular

employees hired for trash removal during and teardown after

Risk ManagementRisk Management

Fireworks– Brought in and set up day of by Zambelli

– Fire and police security provided for the duration of the event.

Risk ManagementRisk ManagementParade

– Police escort in front and behind– Officers stationed on every other block– EMS stationed on every other block

Risk ManagementRisk ManagementAlcohol

-Served by Budweiser staff-Staff training:

• Check every ID• Do not serve visibly impaired

persons• Sell only two beers per person per

visit

Risk ManagementRisk ManagementInsurance

– Budgeted at $15,000$15,000– Breakdown

• $5,000 $5,000 base for event size and location

• $5,000 $5,000 allocated for alcohol insurance

• $5,000 $5,000 allocated for injury

ScheduleScheduleJuly 3rd Task July 3rd Task

0:00   12:00 Volunteer briefing

1:00   13:00 Vendor Setup

2:00   14:00 Vendor Setup

3:00   15:00 Vendor Setup

4:00   16:00 Vendor Setup

5:00   17:00 Vendor Setup

6:00 Team arrival 18:00 Vendor Setup

7:00 Team brief 19:00 Vendor Setup

8:00 Confirmation of Services 20:00 Close Parking

9:00 Confirmation of services 21:00  

10:00 Confirmation of services 22:00  

11:00 Confirmation of services 23:00  

Schedule Cont’dSchedule Cont’dJuly 4th Task Attendees EMS Police

0:00        

1:00        

2:00        

3:00        

4:00 Staff Arrival      

5:00 5:30 Volunteer arrival      

6:00 Close roads, start stage setup 2000 8 4

7:00   3000 10 5

8:00   4000 16 8

9:00   5000 20 10

10:00 Parade check-in 6000 24 12

11:00   7000 28 14

12:00 Start fireworks setup 8000 32 16

Schedule Cont’dSchedule Cont’dJuly 4th Task Attendees EMS Police

13:00 Close parade route 9000 36 18

14:00 Parade start 10000 40  

15:00   9500 38  

16:00 Sound checks 9000 36  

17:00 Parade End 11000 44  

18:00 Band 12000 48 24

19:00 Band: Firework setup done 13000 52 26

20:00 Band 14000 56 28

21:00 21:30 Fireworks start 15000 60 30

22:00 Fireworks end 15000 60 30

23:00 Start teardown 7500 30 15

Schedule Cont’dSchedule Cont’d

July 5th Task Attendees EMS Police

0:00 Teardown 3,500 14 7

1:00 Attendees clear 0 0 0

2:00 Teardown 0 0 0 

3:00 Teardown 0 0 0 

4:00 Teardown 0  0 0 

5:00 Teardown 0  0 0 

6:00 Teardown 0  0 0 

7:00 Teardown 0  0 0 

8:00 Teardown 0  0 0 

9:00 Done 0  0 0 

Permits and UtilitiesPermits and UtilitiesRequired City PermitsRequired City Permits

2008 Special EventPermit Application

– Application fee: $125.00$125.00

– Additional fees may be applicable for cost recovery or other permits depending on the event

Fireworks Permit– Application fee:

$66.00$66.00– Written report

needed by Fire Bureau Personnel: $16.00$16.00

Permits and UtilitiesPermits and UtilitiesBusiness Licenses

– Vendor license: $613.00 $613.00 (annual fee)

– Stationary Vendor Vehicle: $1230.00 $1230.00 (annual fee)

– Parking Lots: $67.00 $67.00 per site, with an additional $0.55 $0.55 for each parking space

General Liability Insurance– Required for any event

that involves fireworks– Bodily injury, including

death: individual occurrence coverage needed $500,000$500,000

– Property damage: individual occurrence coverage needed: $50,000$50,000

– Premium paid for the insurance coverage’s to be determined by insurance provider

Emergency Medical ServicesEmergency Medical Services• $25 $25 per hour per paramedic

(minimum four hours)• $150 $150 per ambulance per day• $150 $150 per rescue truck per day• $25 $25 per day for bicycle• $50 $50 per day for a motorcycle• Additional 3% fee for scheduling

added to all amounts

Department of Public Works: Department of Public Works: UtilitiesUtilities

Positions as needed to clean, set up barricades, etc.

Hourly rates apply as follows:– Truck Drivers: $17.27 $17.27 per hour– Laborers: $15.62 $15.62 per hour– Sweeper Operators: $17.66 $17.66 per hour– Foreman: $17.77 $17.77 per hour

Electrical PermitElectrical PermitNeed to conduct a rough-in inspection, as well as, a final inspection by an appropriate inspector

– Fees vary on what type of electrical service needed• Basic electricity needed for: water,

lights, outlets, generators, cords, speakers, etc.

• Cost will be sponsored by our local electric company

Required Permits by the State Required Permits by the State of Pennsylvaniaof Pennsylvania

City Permit: – $125.00 $125.00 application fee – additional fees may apply depending on

the event for cost recovery or other permits necessary

State Park Permit: – $125.00 $125.00 application fee – additional fees may applydepending on the event for cost recovery purposes

Miscellaneous PermitsMiscellaneous Permits

Building Permits: – $25.00 $25.00 application fee – required for stage set-up

Parade Zoning Permit: – $25.00$25.00 application fee – required for closing of roads pertaining to day

parade

Hazardous Materials Transport Permit: – $25.00 $25.00 application fee– required for fireworks show, set-up and tear

down • *hired firework company is to deal with

licensing/permits related to barge set-up – included in the company’s total price

Marketing and Public Marketing and Public RelationsRelations

•Newspaper

•Radio

•Both sponsored

NewspaperNewspaper• We will place ads in the Pittsburgh Post

Gazette along with their online website.• The ads will start a month in advance

weekends only.• Two weeks prior a small ad will run daily.• A week prior to the event ad will become

full-size and run daily.

Radio Kiss FM 96.1Radio Kiss FM 96.1

• We will run radio ads starting two weeks prior to the event.

• We will also have the radio sponsoring the event and broadcasting live from the event.

• Music will be coordinated along with Zambelli Fireworks for the fireworks display.

BudgetBudgetExpensesExpenses• Bands $4,000• T-shirts $2,200• Port-o-potties $4,530• Special Events Permit $125• Fireworks Permit $66• Business Licenses

– Vendor $613– Stationary $1,230– Parking $12,000……($67 per site

and $0.55 per space)• Parade Fee $3,000• Electrical Permit (Sponsored by

Duquesne Light Company)• State Permit $125• City Permit $125• Miscellaneous Permits $7,500• Photographer $2,500• Tents $5,000• Tables $750• Chairs $300• Insurance Premium $15,000

• Emergency Medical Services – Paramedics $16,350– Ambulances $750– Rescue Truck $150– Bicycle $500– Admin Fee (3%) $532.50

• Police Fee– Officers $1,230– Cars $4,000– Parade $626– Admin fee (10%) $586

• Public Works– Truckers $2,075– Laborers $2,812– Sweeper Operator $354– Foreman $320

• Fireworks show $60,000 • Stage $2,500• Barge $1,605• Cash Prize to Raffle Winner $50• Total Expenses without Admin Fee

$153,505• Admin Fee (flat fee of $50,000 plus

10% of sales not including sponsors) $53,500

• Total Expenses = Total Expenses = $ 207,005$ 207,005

BudgetBudgetRevenue• Intern Applications ($20 per intern) $5,000• Raffle Ticket Sales (approx. at least ½ of

15,000 people will buy $1 ticket) $7,500• Food and Beverage Vendor Booth Sales

$19,500• Fourth of July Holiday Item Booth Sales

$3,000• Total Amount from Sponsors $270,000• Total Revenue = Total Revenue = $305,000$305,000

Profit $97,995Profit $97,995

Food and BeverageFood and Beverage

Food vendors: -Local Pittsburgh restaurants

-Promotes local business-Supports local economy

Beverage vendors: -Pepsi and Budweiser

-2 major sponsors

Food VendorsFood Vendors

• Fat Head Saloon (bar and grill) • Primanti Brothers (bar and grill) • Magoo’s (bar and grill) • Calabria’s Italian Restaurant (pizza) • Fiori’s Pizzeria (pizza) • China Palace (Asian) • Sichuan Palace (Asian) • Mitch’s BBQ (BBQ) • Boomerang BBQ (BBQ) • Jose and Tony’s Mexican Restaurant (Spanish)• Baja Fresh Mexican Grill (Spanish)• Laughlin J. Food (concessions)• Mr. Freeze Ice Distributor (ice) 

Food Contracts Food Contracts

-All vendors must sign contract stating:-they understand all rules and regulations.-prohibit the use of Coca-Cola products.

-Food vendors profit from all sales.-Circulates more money into the local economy

-Attracts vendors to the event

-$500 $500 security deposit is due at time of signing in order to cover any possible damages to rental equipment during event.-All deposits mailed to vendors 2 weeks after the event if no damages were found.

Contract DetailsContract Details-$1500 $1500 to be an event vendor

-Vendor price determined: -affordability of local businesses-vendor prices at similar Gainesville area

events

-Vendor reservation includes:-one 8’x30” rectangular banquet table

per booth -2 booth locations in the park-tent -2 chairs-power hook-ups-electricity costs

Pepsi-Reserves the right to prohibit the distribution of Coca-Cola products-All Pepsi products sold by food vendors

Budweiser-ONLY alcohol distributor at event-Beer is only type of alcohol provided-Reserves the right to prohibit the sales of other beer distributors-Distributed in marked beer tents located in 4 different locations in the park

Beverage ContractsBeverage Contracts

SponsorshipsSponsorshipsLarge local businesses

-Promotes local major businesses-Supports local economy -Attracts participants: recognition

report

Beverage corporations-Partially fund the event-Formulate beverage control

Sponsorship PacketsSponsorship Packets

All sponsors must sign a packet contract stating they understand all terms and conditions no later than 90 days before the event.

PlatinumPlatinum

GoldGold

SilverSilver

Includes:-a donation of $30,000$30,000-large logo printed on all promotional materials-advertisement in all radio commercials-15 passes to the VIP tent-15 front row seats for bands-15 front row seats for fireworks display-10 parking passes-recognition in all formal documents and

announcements-framed certificate of appreciation-distribution of company promotional materials-free company float for parade

PlatinumPlatinum

GoldGoldIncludes:-a donation of $20,000$20,000-medium logo printed on all promotional

materials-advertisement in all radio commercials-10 passes to the VIP tent-10 front row seats for fireworks display-5 parking passes-recognition in all formal documents-framed certificate of appreciation-distribution of company promotional materials

SilverSilverIncludes:-donation of $10,000$10,000-small logo printed on all promotional materials-5 passes to the VIP tent-5 front row seats for fireworks display -3 parking passes-certificate of appreciation-recognition in all formal documents

SponsorsSponsors• Budweiser (Platinum)• Duquesne Light Company (Platinum)• Zambelli Fireworks (Platinum)• Pepsi (Platinum)• KISS FM 96.1 WKST (Platinum)• Pittsburgh Post Gazette (Gold)• City of Pittsburgh (Gold)• Pittsburgh Zoo and Aquarium (Gold)• Giant Eagle (Gold)• Port of Pittsburgh (Silver)• Citizens Bank (Silver)• Marriott City Center (Silver)• Penn Waste Systems (Silver)

Volunteer and Intern InfoVolunteer and Intern Info

-Total of 300 volunteers, and 250 interns

-Therefore 550 in total aiding the event

-All volunteers will receive a t-shirt at event registration; after checking in.

-Volunteers will be split up into two groups: (1) set up & tear down crew and the (2) event operations crew, who will work and help run functions during the event.

-The set up & tear down crew will consist of 200 volunteers while the rest of the volunteers will conduct the event operations crew.

Set up & Tear down crew DUTIESSet up & Tear down crew DUTIES

-200 volunteers-lime GREENGREEN staff shirts-Before event– help set up & after event -helps

break down-Will help vendors and craftspeople carry their

merchandise from their cars and trucks to their booths, using a dolly. Requires lifting and carrying. Will be working actively outdoors as a team. Will be setting up event workshop areas. Will be helping layout and stake parking lots. Must also work the Tear down following, that night, as well.

Event Operations Crew DUTIESEvent Operations Crew DUTIES

-100 volunteers -- During event- ORANGEORANGE staff shirts

-Back-up/Runners – running errands, according to needs. Wait to find out at the volunteer registration table, and then go wherever the need is greatest.

-Entry Control – Teams will work together at the entrances to control crowd, helping security and such needed. Will be on your feet during most of this time.

-Gate Control (Gates A & B) – Gate entrances for Parade floats, etc, bands, and vendors. Will greet people, artists, staff, vendors, as they enter in the main (and other - remote) entrance gate. Will help direct traffic to the correct designated spots, streets, parking lots, answer questions, and smile a lot!

Event Operations Crew DUTIESEvent Operations Crew DUTIES

-Ground Crew – Roam assigned section of Event grounds, pick up trash on ground, and remove full bags from trash cans, replacing them with fresh plastic liners. Seal and leave full bags for in area for pickup.

-Information booth – sitting in shade, answer questions about Event or other subjects imaginable (nearest bathrooms, etc).

-Lake Monitor – sits and guard road and areas along the Lakes and docks, and insures that children or any unauthorized persons do not get into restricted areas.

Event Operations Crew DUTIESEvent Operations Crew DUTIES

-Parking lot crew – guiding people to park in orderly rows.

-Roving raffle tickets - will wear big funny signs, wandering the event celebration offering raffle tickets for sale. Outgoing personality a must!

-Sound system technician – help run the sound boards for the concert and dance areas- TECHNICAL EXPERIENCE PREFERRED.

Intern Program SpecificsIntern Program Specifics-Accepting 250 Interns-All Interns $20 $20 application fee-Working side by side with event operations crew

volunteers during the event. -Positions may overlap involvement with: back-

up/runners, Entry control, and the Sound system technicians.

Other Intern Positions Other Intern Positions Before eventBefore event

Media & Advertising – work side by side promotional crew of Event and learn all about advertising and help pass fliers for event. Will help generate revenue and awareness for event.

Tickets & sales – will help generate revenue to pay for cost and supplies of event.

Coordination and planning – will help coordinate event details and help with time line and planning of event to fall through accordingly.

Other Intern PositionsOther Intern PositionsFee collector – collecting and handling money,

making change, and hand out parking permits (VIPS, raffle tickets, etc).

Telephone Operator – answering phone lines, answering questions, giving directions & relaying messages via two way radios to staff members. Keeping radio stations and media up to date with floats and other important advertising information.

Other Important InfoOther Important Info• NO volunteers are allowed to drink any

kind of alcohol at any time before, after, or during the event.

• All volunteers will receive a volunteer contract to sign, the day before the event, which states all policies, regulations, and important information for event and volunteers.

Other Important InfoOther Important Info• Volunteer insurance plans will be included

and provided by the SPARK. All Volunteers also receive: recognition in the 20092009 44thth of of July SPARK up the NightJuly SPARK up the Night event parade through media (all volunteer names will be listed at end of event for all to see), personal recognition letters sent home, and three free parking permits (for any time of year) to Point State Park.

• All in all, the experience itself will be the greatest award for anyone who participates in the 2009 Pittsburgh celebration.

QuestionsQuestions