H-1. 2016 Halloween Party EvaluationMEMORANDUM
CITY OF CHANHASSEN
Chanhassen is Comm unity for Life -Providing for Today and Planning for Tomorrow
TO: Jerry Ruegemer, Recreation Superintendent
FROM: Katie Favro, Recreation Supervisor 4T_
DATE: November 22, 2016
SUBJ: 2016 Halloween Party Evaluation
The annual Halloween Party was held on Saturday, October 29th at the Chanhassen Recreation
Center. An estimated 305 children, ages 12 and under, registered for the event. Registrants and
their families enjoyed live entertainment, carnival games, refreshments, indoor trick -or -treating,
a spooky room, and hayrides. Listed below are comments regarding each component of the
event and an expense report is attached.
Entertainment
A Touch of Magic's Brian Richards performed a "Spooky not Scary" magic show for the
audience in the Rec Center gym. The audience was entertained throughout the 30 -minute show,
which was a good length of time. Both kids and adults gave positive reviews of the show.
Spooky Rooms
Rooms 1 & 2 were transformed into the spooky rooms. One side was decorated as a dark
cemetery and the other as Frankenstein's lair. They are designed specifically for the younger
children, with the intent not to scare anyone. The rooms were staffed with costumed volunteers
who handed out candy to the children. Special thanks to our Park Maintenance staff for their
help and dedication to these rooms.
Carnival Games
The Bluff Creek Elementary gym was used for the carnival games, which allows for easy traffic
flow and accommodates a large number of people. The games were staffed by volunteers from
the Chanhassen and Chaska High School Key Clubs.
Refreshments
Complimentary cookies and apple cider were provided to attendees in Rooms 3 & 4. Fifty-six
(56) dozen cookies and 15 gallons of cider were purchased from Cub Foods in Chanhassen. The
cookie order was a good quantity for the crowd.
PH 952.227.1100 • www.ci.chanhassen.mn.us • FX 952.227.1110
7700 MARKET BOULEVARD • PO BOX 147 • CHANHASSEN • MINNESOTA 55317
Mr. Jerry Ruegemer
November 22, 2016
Page 2
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.
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 a tremendous group of volunteers from the community as well as the Chanhassen and
Chaska High School Key Clubs. Volunteers assisted with event registration, operating carnival
games, handing out candy in the spooky rooms, providing refreshments and cleaning up at the
conclusion of the event.
General Comments/Recommendations for 2017
■ Continue to 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.
• Schedule volunteers from 4:30-8:30 p.m. This provides ample preparation time before the
event and additional help cleaning up afterwards.
• 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.
Attachments
1. Expenses\Revenues
g:\park\katieflhalloween\2016\2016 halloween evaluation.docx
2016 HALLOWEEN PARTY
Expense Report
REVENUE
305 Participants @ $5.00 TOTAL $ 1,525.00
EXPENSES
101-1614-4130 (Budget: $2,100)
Target — Candy and General Supplies
$
666.78
Cub Foods — Cookies and Cider
$
297.48
Dominos — Pizzas
$
117.78
Miscellaneous Supplies
$
19.22
Oriental Trading Company/ Fun Express — Carnival Prizes
$
487.47
Party City — General Supplies
284.69
TOTAL $ 1,873.42
101-1614-4300 (Budget: $1,500)
Ken Theis — Hayrides $ 500.00
A Touch of Magic — Brian Richards Magic Show $ 550.00
Maund Entertainment — Face Painters (3) 510.00
TOTAL $ 1,560.00
101-1614-4340 (Budget: $300)
Chanhassen Villager Inserts 263.20
TOTAL $ 263.20
Total Expenditures $3,696.62
Total Revenue $1,525.00
$ (2,171.62)*
The Halloween Party is the last of four events under the Community Event Sponsorship
Program. Over 55 businesses have contributed approximately $40, 000 in cash and goods
in 2016 to support these four events.
9:\park\katieflhalloween\2016\expense report 2016.docx