4a. 2012 Halloween Party Evaluation IOW 47142.-
CITY OF MEMORANDUM
CHANHASSEN
7700 Market Boulevard TO: Jerry Ruegemer, Recreation Superintendent
P Box 147
Chanhassen, MN 55317 FROM: Mitch Johnson, Recreation Supervisor
DATE: November 27, 2012
Administration
Phone: 952.2271100
Fax: 952.2271110 SUBJ: 2012 Halloween Party Evaluation
Building Inspections
Phone: 952.2271180 The annual Halloween Party was held on Saturday, October 27 at the
Fax: 952.2271190 Chanhassen Recreation Center and was another successful event. Over 300
children, ages 10 and under, attended and enjoyed live entertainment, carnival
Engineering
Phone: 952.2271160 games, refreshments, indoor trick -or- treatin, and hayrides Listed below are
•
Fax: 952.2271170 comments regarding each component of the event and an expense report is
attached.
Finance
Phone: 952.2271140 Entertainment
Fax: 952.2271110 Magician Brian Richards performed his "Spooky, Not Scary Show" for the
Park & Recreation audience in the Rec Center gym. He put on a great show which was age
Phone: 952.2271120 appropriate for everyone. His show was very interactive as he included several
Fax: 952.2271110 children to be his assistants on stage. He kept the audience amused throughout
the 30- minute show, which was the perfect length for providing live
Recreation Center entertainment.
2310 Coulter Boulevard
Phone: 952.2271400 Spooky Rooms
Fax: 952.2271404
Conference rooms 1 & 2 were transformed into the spooky rooms. One side was
Planning & decorated as a dark cemetery and the other as Frankenstein's lair. They are
Natural Resources designed specifically for the younger children, with the intent not to scare anyone.
Phone: 952.2271130 The rooms are staffed with costumed volunteers who hand out candy to the
Fax: 952.2271110 children. Special thanks to Charlie Eiler from our Park Maintenance Staff for his
help and dedication to these rooms.
Public Works
7901 Park Place Carnival Games
Phone: 952.2271300
Fax: 952.2271310 The school gym was used for the carnival games, which allows for easy traffic
flow and accommodates a large number of people. We had a total of eight games,
Senior Center a photo station, the bounce house, a candy guess and an adult raffle. The games
Phone: 952.2271125 were staffed by volunteers from Chanhassen and Chaska High School Key Clubs.
Fax: 952.2271110
Web Site
www.ci.chanhassen.mn.us
Chanhassen is a Community for Life - Providing for Today and Planning for Tomorrow
Mr. Jerry Ruegemer
November 27, 2012
Page 2
Refreshments
Complimentary cookies and apple cider were provided in Rooms 3 & 4. Seventy -
five (75) dozen cookies and 24 gallons of cider were purchased from Cub Foods
in Chanhassen at a discounted price. At the conclusion of the evening, a large
number of cookies remained, and staff will reduce the amount to around 55 dozen
for future years.
Hayrides
Hayrides continue to be a popular activity for participants. Once again we
contracted with Ken Theis for this service. He provides one hay wagon pulled by
two horses. The hayride is located in the front of the Recreation Center where it
receives high visibility as party -goers enter the building; however due to cool
temperatures, participation was a bit lower than typical years.
Face Painting
Face painters were hired from Maund Entertainment, which provided
complimentary services to participants. Having three artists continues to work
well, as lines were manageable for this popular activity.
Volunteers/ Staff
We had tremendous volunteers from the community as well as the Chanhassen
and Chaska High School Key Clubs. Volunteers assisted in coordinating event
registration, operating carnival games, handing out candy in the spooky rooms,
and cleaning up at the conclusion of the event. The Recreation Center and City
Hall staff were also extremely helpful for this event.
General Comments
• Reserve Conference Room 1 until Monday morning. This gives us a place
to store supplies over the weekend.
• Look at adding additional props to the Spooky Room to keep things fresh
for guests who attend multiple years in a row.
• In 2013 we will provide more signage to help direct individuals around the
facility.
• Schedule volunteers from 4:30 -8:30 p.m. This provides ample
preparation time before the event and additional help cleaning up
afterwards.
• The assistance prior to the event provided by Karen and her administrative
staff, as well as city staff, is greatly appreciated and continues to
contribute enormously to this event.
• Having 30 — 36 volunteers provides great coverage for all of the activities
for the evening. Continue to recruit volunteers from staff, organizations
and clubs, volunteer groups, and Park and Rec Commissioners.
g: \park \halloween\2012 \evaluation 12.docx
2012 HALLOWEEN PARTY
Expense Report
Revenue
279 Participants @ $5.00 TOTAL $1,395.00
Expenditures
101- 1614 -4130
Target — Candy and General Supplies $ 963.83
Cub Foods — Cookies and Cider $ 299.06
Dominos — Pizzas $ 91.02
Miscellaneous Supplies $ 129.67
Oriental Trading Company — Carnival Prizes $ 234.33
Party City — General Supplies $ 101.34
TOTAL $ 1,819.25
101-1614-4300
Ken Theis — Hayrides $ 470.00
Brian Richards — Entertainment $ 275.00
Maund Entertainment — Face Painters $ 450.00
TOTAL $ 1,195.00
101 -1614 -4340
Facebook Promotion $ 10.00
Chanhassen Villager Inserts $ 192.20
TOTAL $ 202.20
Total Expenditures $ 3,216.45
Total Revenue $ 1,395.00
($1,821.45)
* The annual Halloween Party is one of four events sponsored under the Community
Event Sponsorship Program. Sixty local businesses contributed over $31, 000 in
cash and goods in 2012 supporting these four events.
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