4a. 2011 Halloween Party Evaluation0
CITY OF
CHANHASSEN
00 Ma ded, Poul�ward
PO Bo,, 117
CI se�i f 1N `)5317
Administration
9`22 >�i100
l �x �1r2 22711 i�
Building Inspections
<Ih! r 1130
x 9!i CLi 11f10
Engineering
i'�i��,ie 952.227.1160
.in 4152
Finance
95' 2271110
,ik. O�iL �21.1119
Park & Recreation
� 95. P2/I120
G!,222 %1110
Recreation Center
'.li) l''!'.i'iliJ� Po!I'BVa(fl
9�c ,?L1400
952 227.1404
Planning &
Natural Resources
P1111 952271130
(lU2 / 1110
Public Works
)5 ')271300
1 i r_ 95? 2`27 13 10
Senior Center
Web Site
rhll1 t ,::n Mn l!
MEMORANDUM
TO: Jerry Ruegemer, Recreation Superintendent
FROM: John W. Stutzman, Recreation Supervisor 1 �-
DATE: October 28, 2011
SUBJ: 2011 I lalloween arty Evaluation
The annual Halloween Party was held on October 22" d at the Chanhassen
Recreation Center and was another successful event. Over 300 children, ages 10
and under, attended and enjoyed entertainment, games, refreshments, trick -or-
treating, and hayrides at this year's event. The number of participants was
significantly higher this year, for both paid attendance and adults (who get in
free). Listed below are comments regarding each component of the event and an
expense /revenue sheet is attached.
Hayrides
I Iayrides continue to be a favorite activity for participants. Once again we
contracted with Ken Theis for this service. Ile provides one hay wagon pulled by
two horses. This year more people utilized this activity than in the past years.
The hayridc 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 provided Dona! and his Variety Show. Dona! put on a great
show involving juggling, sleight of hand magic tricks, music and jokes, and riding
several different sized unicycles. This year he provided a surprise from his past
performances by incorporating his son in the act. They kept the audience amused
and full of spectators for throughout the 45 minute show. Dona! is definitely an
entertainment option for future years.
Face Painting
Ilaving 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.
Spooky Rooms
Conference rooms 1 & 2 are transformed in to spooky rooms. One is decorated as
a dark cemetery and the other as l lair. They are designed
specifically for the younger children and are not too scary. The rooms are staffed
Ll I
Chanhassen is a Community for Life - Providing !or Today and ftmii!� ill .
Mr. Jerry Ruegemer
October 28, 2011
Page 2
with costumed volunteers to add to the haunting experience and to pass out candy.
Special thanks to Charlie Eiler from our Park Maintenance Staff for his help
designing these rooms.
Refreshments
Cookies and cider were provided in Rooms 3 & 4. Seventy -five (75) dozen
cookies were purchased from Cub Foods in Chanhassen at a reduced price.
Additionally, 24 gallons of cider were purchased. Both refreshments seemed
appropriate amounts as there were not many leftovers for cider or cookies.
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 Chanhassen and Chaska High School Key Clubs.
Volunteers /CRC Staff
We had tremendous volunteers from the Chanhassen High School Key Club.
Additionally we had volunteers from Flash Digital Portraits of Eden Prairie took
photos at the witch photo opportunity and printed out free 5x7 photos for the
participants. Volunteers assisted in coordinating event registration, running
games, actors in scary rooms, setup and tear down and continue to be vital to the
success of the event. The Recreation Center and City Hall staff were also
extremely helpful for this event.
General Comments
• Reserve Conference Room I from Friday morning until Monday morning.
This gives us a place to store supplies over the weekend.
• Schedule volunteers from 4:30 -8:30 p.m. This provides ample
preparation time before the event and additional help cleaning up
afterward.
• The assistance prior to the event provided by Karen and her administrative
staff, as well as the Rec Center staff, is greatly appreciated and continues
to contribute greatly to this event.
■ Having 30 — 36 volunteers provides great coverage for all of the activities
for the evening. Continue to see volunteers from staff, key clubs,
volunteer groups, and Park and Rec commissioners.
gApark \hallow\201 I \evaluation I I .doc
2011 HALLOWEEN PARTY
Expense Report
Revenue
289 Participants @ $5.00 $1,445.00*
Expenditures
101- 1614 -4130
Target — Candy and General Supplies $1,171.97
Cub Foods — Cookies and Cider $ 295.37
Dominos — Pizzas $ 25.00
Oriental Trading Company — Prizes $ 202.29
Party America — General Supplies and Balloons $ 152.46
$1,847.09
101 -1614 -4300
Ken Theis — Hayrides $ 470.00
Entertainment $ 600.00
Maund Entertainment — Face Painters $ 450.00
$1,520.00
Total Expenditures $3,367.09
Total Revenue $1,445.00
-$1,922.09
The Halloween Party is one of four events sponsored under our community special
event sponsorship program. Fifty -two local businesses contributed $30,000 in
cash and goods in 2011 supporting these four events.
gApark\hallow\2011 \expensereport 1 I .doc