Acknowledge 2023 Happy Days Implementation Plan

The purpose of this case is to acknowledge modifications on how the administration, organization, and staffing occur relative to this year's up-coming Happy Days festival.  Over the last year various positions have been restructured to address various needs in the City.  These restructures have left some short fall to the planning of the HDs event, of which we were aware of.  As early as the June 14th 2022 City Council work session, staff indicated that one solution for replacing some of the time spent planning for the HDs event, including day-of tasks and administration, would be to look for a contracted event management firm to fill some of the void in staffing relative to removing HDs planning and support from the Communications Coordinator position, and also not having a 40 hour per week intern dedicated to the Fall festival.  The 2022 HDs festival's planning and administration was collectively managed by the assignment of several individuals from Administration, Community Development, and the Public Works departments, and did not include an event management contractor.  The 2022 event was successful, albeit it was organized in such fashion due to the departure of a staff person responsible for the planning only three months prior to the event.

While the 2022 Happy Days was deemed a success, it was also affirmed that streamlining the planning and management for the coming year(s) would be important to allow more staff time to remain focused on core activity, particularly for Public Works maintenance staff the week before the Saturday event. It is notable that this week is already a day short due to Labor Day, and also most or all of the seasonal labor has left for the Summer—and remaining FT staff are at capacity in terms of patching, mowing, and athletic field maintenance demands.  The first attachment is an excerpt from staff's report to City Council at the November 22nd 2022 work session that included recommended changes to HDs implementation for the coming year, together with the demand hours on PW staff.

This Winter staff researched and vetted event management service organizations and further worked with the firm Lucent Blue Events to define a work plan that best aligns contracted services to the myriad of tasks needed to organize and staff Happy Days—both in the months and weeks prior to the event, as well as day-of and the wrap up (summarized as 'event set-up' and 'load-in' and 'load-out' in the attached Event Services Agreement).   The event set-up and load-in by Lucent Blue will result in approximately 120 fewer Public Works staff hours the week of (displayed in the table below).  Additionally, Lucent Blue will provide 4 staff members to be present on the day-of—this will result in another 54 fewer Public Works staff hours required.
 
It may be noted that, 2023 marks the 25th year, or silver anniversary of Happy Days, and that engaging a professional event management firm will also help staff create unique and memorable experiences that will leave a lasting impression on attendees at this milestone year of the festival.

As noted, throughout 2022 it had been a goal to bring certain practical improvements to the 2023 Happy Days festival to include; reducing impacts on Public Works staff time, engaging an event management firm to support staff, as well as increasing revenue and reducing costs where possible. The table below is a summary of some of these financial benefits, which off-sets the proposed $19,460 in event management services.

Estimated Cost Reductions and Increased Revenue for 2023 Happy Days
 

Examples of Event Cost Reductions	Estimated Staff Hours Reduced	Projected Increased Revenue
Power T-shirts Golf carts Lights Balloon Arch Special Events Permit Barricade Rentals Inflatables  Print Ads Total: $11,350	Week of 120 fewer hours needed Day of  54 fewer hours needed Total: $10,050	Increased number of food trucks Additional sponsors Increasing event fees Total: $3,000

Estimated Net Savings and Increase of Revenue: $24,400
*Additional savings not easily measured will be staff time dedicated to the event planning in the months leading up to the event.  Prior to 2022, one full-time staff person dedicated nearly their full time for the 2-3 months leading up to the event, plus a summer intern position were responsible for the event planning.

While this case acknowledges the outline for this year's Happy Days and authorizes staff to engage Lucent Blue Events, a detailed update on the HD's festival will be brought forward at a Council work session later this Summer as is customary.

Funding for the 2023 Happy Days Fall festival will include significant contributions from Ramsey's business community (approx. $40k), approximately $7,500 appropriation within City Council's General Fund budget—and support through various department's staff time (though significantly less than last year). Funding for the event management services this case approves will include the above sources as well as the 2023 Park Department's contracted services line item if needed. 

Staff recommends approving the 2023 Happy Days implementation plan, including entering into an agreement with Lucent Blue Events in an amount of $19,460, to off-set approximately 20+ Public Works staff work days—and to help ensure an unforgettable silver anniversary of Happy Days.

Motion to acknowledge the 2023 Happy Days implementation plan, including approving entering into an agreement with Lucent Blue Events in a not-to-exceed amount of $19,460.