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5a. 2009 Halloween Party Evaluation CITY OF CHANHASSEN 7700 Market Boulevard PO Box 147 Chanhassen. MN 55317 Administration Phone 952.227.1100 Fax 952.2271110 Building Inspections Phone 9522271180 Fax: 952.2271190 Engineering Phone 952.2271160 Fax 952.2271170 Finance Phone 952.2271140 Fax 9522271110 Park & Recreation Phone: 952.2271120 Fax 952.2271110 Recreation Center 2310 Coulter Boulevard Phone 952.2271400 Fax 952.2271404 Planning & Natural Resources Phone 952.2271130 Fax 952.227.1110 Public Works 1591 Park Road Phone 952.227.1300 Fax 952.2271310 Senior Center Phone: 952227.1125 Fax 9522271110 Web Site wwwcl.chanhass8n.mn.us Sa.... .--. MEMORANDUM TO: Jerry Ruegemer, Recreation Superintendent FROM: John W. Stutzman, Recreation Supervisor JL15 DATE: November 2,2009 SUBJ: 2009 Halloween Party Evaluation The annual Halloween Party was held on October 24th at the Chanhassen Recreation Center and was another successful event. Approximately 500+ children, parents and family members attended and enjoyed entertainment, games, refreshments, trick-or-treating, and hayrides. While the number of paid participants was down slightly, staff believes the total number of people in attendance was higher than last year. Listed below are comments regarding each component of this event and an expense/revenue sheet is attached. Hayrides Hayrides continue to be a favorite activity for participants. Once again we contracted with Ken Theis for this service. He provides one hay wagon pulled by two horses. One wagon works well within the time frame of the event, as lines were never an issue. The hayride is located in the front of the Recreation Center where it receives high visibility as party-goers enter the building. Entertainment A Touch of Magic presented, "Mixed Nuts: A Hilariously Talented Comedy Duo." Their performance was extremely interactive and very funny. The children really enjoyed the show and overall it was a big hit. Once again moving the entertainment back from the bleachers worked well. This created more seating on the floor, provided good traffic flow, and allowed children to get closer to the performers. Face Painting Having three artists continues to work well, as lines are manageable for this popular activity. Locating the face painters in the back corner of the school gym is an ideal spot as this provides for better overall traffic flow and line control. Refreshments Cookies and cider were provided in Rooms 3 & 4. Both were purchased from Cub Foods in Chanhassen at a reduced price. We ordered 25 gallons of cider and 75 dozen cookies, which is less than last year, and this amount was sufficient. Chanhassen is a Community for Life. PrOViding for Today and Planning for Tomorrow Mr. Jerry Ruegemer November 2, 2009 Page 2 Fred & Judy Prinz again volunteered to host the refreshment area. They have done this for many years and are a huge asset to this aspect of the party. Additional volunteers in this area are essential to keep it running smoothly and to help with clean up. Games The school gym was used for the carnival-style games. It allows for easy traffic flow and accommodates a large number of people. We had a total of eight games as well as a kid's candy guess and an adult raffle. This number of games helps keep lines down and utilizes the entire gym space. The games were staffed by volunteers from Holy Family Catholic High School and Chanhassen High School Key Club. Volunteers/CRC Staff We had tremendous volunteers from the Chanhassen High School Key Club, Holy Family Catholic High School, and other local volunteers. They are vital to the success of this event. Volunteers assisted in coordinating event registration, running games, actors in scary rooms, setup and tear down. The Recreation Center staff was also extremely helpful. General Comments . Continue setting up the kids' candy guess and the adult raffle in the gym. This helps with general traffic flow in the lobby area. . Reserve Conference Room 1 from Friday morning until Monday morning. This gives us a place to store supplies over the weekend. . Rotate the entertainment each year so it continues to be new. . Invite Holy Family Catholic High School students to volunteer in the future. Having them gave us additional quality volunteers for the event. . Schedule volunteers from 4:30-8:30 p.m. This provides ample preparation time before the event and additional help cleaning up afterward. . Having trick-or-treating down the hallways provides good visibility and works well to direct participants to the other event activities. . We provided a "photo opportunity" this year and had parents take their own pictures instead of us giving out a free photo. One volunteer was placed in the area that assisted children in where to stand. This worked well and should be done again next year. We need to make sure that we advertise that parents should bring cameras! g: \park\hallow\2009\evalua Ii on09 .doc 2009 HALLOWEEN PARTY Expense Report Revenue 217 Participants @ $5.00 $1,085.00* Expenditures 10 1-1614-4130 Target - Candy Cub Foods - Cookies, Cider, and water Dominos - Pizzas Oriental Trading Company - Prizes CVS/pharmacy - General Supplies Party America - General Supplies $ 741.93 $ 293.90 $ 34.00 $ 180.79 $ 35.21 $ 47.90 $1,333.73 101-1614-4300 Ken Theis - Hayrides Entertainment Maund Entertainment - Face Painters $ 470.00 $ 525.00 $ 450.00 $1,445.00 Total Expenditures Total Revenue $2,778.73 $1,085.00 - $1,693.73 * The Halloween Party is one of four events sponsored under our community special event sponsorship program. Over sixty local businesses contributed $32,000 in cash and goods in 2009 supporting these four events. g: \park\hallow\2009\ex pensereport09 .doc