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4b. ChanJam '09 CITY OF CHANHASSEN 7700 Market Boulevard PO Box 147 Chanhassen, MN 55317 Administration Phone: 952.227.1100 Fax: 952.227.1110 Building Inspections Phone: 952.227.1180 Fax: 952.227.1190 Engineering Phone: 952.227.1160 Fax: 952.227.1170 Finance Phone: 952.227.1140 Fax: 952.227.1110 Park & Recreation Phone: 952.227.1120 Fax: 952.227.1110 Recreation Center 2310 Coulter Boulevard Phone: 952.227.1400 Fax: 952.227.1404 Planning & Natural Resources Phone: 952.227.1130 Fax: 952.227.1110 Public Works 1591 Park Road Phone: 952.227.1300 Fax: 952.227.1310 Senior Center Phone: 952.227.1125 Fax: 952.227.1110 Web Site www.ci.chanhassen.mn.us lfb ----- MEMORANDUM TO: Jerry Ruegemer, Recreation Superintendent John W. Stutzman, Recreation Supervisor JL<$ FROM: DA TE: April 20, 2009 SUBJ: ChanJam '09 The second annual ChanJam Concert was held Friday, April!7 at the Chanhassen Recreation Center. It was a very successful event! Paid admissions totaled 392. Additionally, 35 band members and 20 volunteers stayed and supported all of the bands; which brought the total attendance to just shy of 450 people. This was slightly under the attendance goal of 500 that staff set for this year's event, but was still up from last year's attendance of 308 participants. We had a total of nine bands participate representing all four of the high schools that serve Chanhassen residents. Schools represented were Chaska High School, Minnetonka High School, Southwest Christian, and Holy Family Catholic High School. The winning band, declared by audience reaction and measured by a decibel meter, was The Full Hand from Minnetonka High School. They have been invited to play on July 3rd, opening for Casablanca Orchestra. Next year we will also invite the new Chanhassen High School to participate. I would recommend continuing to invite participation from all five schools, but focusing a majority of the advertising on the three larger schools with greater participation numbers. Pizzaioli Pizzamaker and Culvers were contracted with to serve food at the event. Food service was more popular with new locations and increased marketing. The early start time as well as an intermission helped get people more time to enjoy the food that was available. Both vendors were happy to be a part of the event and very easy to work with. Dave Ryan, a DJ from KDWB, was invited as the guest MC for this year's event. Dave was a great addition to this event. Prior to each band's set he spoke with the bands and gave the crowd brief bios to get them more familiar with each group. In addition, he tossed out prizes during transition times of the show filling "dead space," helping to keep the audience engaged through the whole event. I would highly recommend inviting Dave back next year as he was great to work with. Dan Scott and Partners in Entertainment provided the sound, lighting and staging for the event. They are very affordable and easy to work with. They did a great job with first-rate equipment helping us to keep an efficient and professional quality show. I would highly recommend asking them back in the future. Chanhassen is a Community for Life. Providing for Today and Planning for Tomorrow Mr. Jerry Ruegemer April 20, 2009 Page 2 People were encouraged to bring an item for the food shelf to save $1 on admission. This was a nice addition as it allowed us to make a food donation to a worthy charity. We had 84 pieces of food collected which will be donated to the local CAP agency. I would recommend doing this again in the future. V olunteers from the Chaska High School Key Club were a tremendous asset with ticket sales. Volunteers provide such a great service at these types of events. They will be asked to help again next year as will other service groups from other participating schools. Rec Center staff was also extremely helpful in running this event as many of them stepped up and volunteered their time as well. Overall, the event was a wonderful way to reach out to our teenage residents. In addition, this has proven to be an event that is fun for the whole family. This program is a fine example of staff's goals of continuing to provide the highest quality of recreation programs. I highly recommend continuing this program in future years. RECOMMENDA TIONS FOR 2010 . Continue to have the food vendors in the hallway for increased visibility and more profitability for them. . Continue to look for efficient ways to have more power available to keep the high quality and professional environment of the show. . While word of mouth continues to be the best form of marketing, continue to look for new ways to reach out to families to advertise this event. . Continue holding the event at the Chanhassen Recreation Center as it provided great exposure for the building and its activities. . Continue having the Key Club and other volunteers help with ticket sales and general event management. Look for volunteer groups from Chanhassen High School as well. . Admission/ticket sales tables should be put on both sides of the hallway again. This forced participants to walk through and check in or gain admission. . Continue to explore new possibilities to determine winners. Panel of judges, audience casting votes, or audience applause. If judges, perhaps CBO band members, City Council members, Park Commissioners, or city staff can judge in the future if this route is deemed the best way to determine winners. . Continue to invite Dave Ryan as MC for the event. If he is unavailable look at students as possibilities for the MC position. This position is key in helping keep the crowd engaged for the whole evening. . Continue to reserve the entire Recreation Center so we do not have competing events inside the building. . I would recommend that 10 bands be the capacity for the event. . Continue to have CSOs and two dedicated deputies for security at the event. 2009 ChanJam Concert Revenue Food Vendors Admission at the Door: 392 participants $ 200.00 $1.876.00 $2,076.00 Expenses Stage Management, Sound/Lighting System Stage Rental/Installation/Removal Executive Ocean Sports Authority Target $ 350.00 ($1,000.00) est. $ 94.52 $ 10.68 $ 32.22 ($1,487.42) est. Net Revenue $ 588.58 est.