Discussion Regarding the Planning of Future City Events

The purpose of this case is to gather Council feedback and to provide direction to staff in terms of how to commence in the planning of upcoming City events including: the Summer Concert Series, the Business Expo and EDA Golf Tournament and the Happy Days Festival.

Happy Days Festival: An Special Meeting of the Happy Days Committee was called on Thursday, May 14. The purpose of the meeting was for the committee to provide a recommendation to the City Council as to whether the annual Happy Days festival be canceled, modified or commence as usual. City staff provided an update on COVID-19, shared a message from State Fair officials, presented research regarding what other Counties and Cities are doing in regards to their fairs and festivals, reviewed what a modified version of Happy Days could look like and provided a recommendation to the Committee. Staff's recommendation was to cancel the 2020 Happy Days Festival for the following reasons:

1. Budget
2. Staffing (Discuss Administrative Intern & One FT Employee Leave of Absence [LOA])
3. Sponsorships
4. Volunteers
5. Governor's most recent recommendations

Committee members provided feedback on staff's presentation. The minutes of the May 14 meeting are attached to this case. Also attached to this ase are Staff's presentation/notes.

EDA Events (Business Expo & Golf Tournament):

2020 Business Expo:
Staff has evaluated this event and has determined that it cannot meet social distancing requirements and guarantee safety for vendors and residents. Staff tried to contemplate what a virtual event would look like to takes its place but could not find a satisfactory alternative.  On May 14, Staff communicated to the EDA that the event has been canceled for 2020.  Staff feels that re-allocating resources this year to support advertising in the July-August Ramsey Resident for impacted businesses is a way to help our businesses advertise to residents in another way this year.  Staff looks forward to resuming this event in 2021

Business Appreciation Day:
Staff is optimistic that a plan can be developed that with to allow the Business Appreciation Day Event to happen in a different manner.  The proposed event will have a much different look and feel that other years. Planning Goals include, but are not limited to

• Networking with other Community Businesses through socially distanced golfing, which is already a recreational opportunity already allowed by the State of Minnesota
• Networking between Community Businesses and City Officials
• Celebrate the success of the Ramsey business community  

The In Person Awards Dinner presents the largest logistical challenge for the traditional event. Staff does not believe there is a safe way to maintain social distancing and provide meal service to a group of this size. Staff continues to explore a modified event as follows:

1. Split Course Event utilizing Rum River Hills Golf Course and the Links at Northfork. This provides an opportunity to maximize social distancing in a variety of ways. It also provides a unique opportunity to utilize Rum River Hills Golf Course that normally is unable to accommodate the size of this event.
2. Change the Awards Dinner to a 'Grab and Go' Dinner. Staff would recommend that the event provide Gift Cards from full service restaurants in Ramsey. This would not only provide an alternative to the traditional meal, it would also support our local restaurants also impacted by the pandemic.
3. Change the Awards Ceremony to a Virtual or Streaming Event. This would likely occur at a later date. This could be live streamed or taped in advance. Staff believes we can work with QCTV and/or current staff to get footage from the event and weave into an event summary of the day at the two courses.  It could include the teams, hole sponsors, City Council, EDA and recognition of Panther Precision as the 2020 Business of the Year. A link to a video or a PDF would be provided after the event. Within a week would be ideal.
4. Tournament Champions and Other Award Winners.  Winners from each course will be determined and recognized for their achievement.  Complete Tournament standings will be posted by team and score and could be included in the virtual event ceremony.
5. A participant list could be created and shared with all hole sponsors and teams so they can contact each other outside of the event. A random draw could be done for door prizes but more thought would have to go into this process.
6. Prize Giveaway.  Typically we have an event giveaway for participants.

Staff believes we need to get a "green light" to hold this event ASAP.  The event is currently scheduled for August 18, 2020. However, Staff would be open to alternative dates if needed. Staff would like to bring the Event to EDA for consideration/approval on June 11, 2020.

Summer Concert Series:
It may be noted here here that this popular outdoor event is 'ready to go' with the bands secured for the 2020 concert season scheduled to commence on June 18th. However, no down payments with the bands or promoters has occurred, and no final contracts are in place.  Additionally of note, is this is the Ten Year Anniversary of performances at The Draw.  With the uncertainties surrounding all community events, Recreation Specialist Abby Proulx has been communicating with the performers, with each of them expressing an understanding of the situation, and also comfortable 'standing by' until a determination can be made as to the status of any performances at the park.

Two alternatives appear to exist at this time relative to the concert season; 

1. Simply canceling the season and perhaps signing the same bands for the 2021 season. 
2. Or, perhaps canceling the June performances, and evaluating the feasibility of July/August concerts in mid-June if restrictions on gatherings 'loosen' somewhat, together with stringent seating separation and one-way movement on the steps and walks within the amphitheater.  In this scenario, if food and beverages are are not provided for sale, this could provide for assembly for the 90 minute event, with an understanding that concert goers are to remain seated except for limited movement to access the restroom etc.  However, for this to be realistic and tenable, children (and pets) may have to be restricted from the amphitheater area proper.

In e-mail correspondence with the Ramsey Foundation membership, most felt that managing or being responsible for appropriate distancing was not achievable nor realistic.

Staff does not have a recommendation at this time, and seeks Council consensus on whether to cancel the season, or develop a plan that may allow the later season concerts to continue with stringent protocols in place that allow the public to feel safe, and also, not be incongruent with other events in the community that do need to be canceled for 2020.

Public Works; Parks & Recreation (with Summer Concert Series - Ramsey Foundation contributions)
EDA - Business Expo and Golf Tournament
Happy Days Fund - Happy Days

Parks and Assistant Public Works Superintendent Mark Riverblood
Deputy City Administrator Tim Gladhill and Economic Development Manager Sean Sullivan
Communications and Events Coordinator Megan Thorstad
 

To provide direction to staff in terms of how to commence in the planning of upcoming City events including: the Summer Concert Series, the Business Expo and EDA Golf Tournament and the Happy Days Festival.