Consider City Participation in Game Fair 2013

The purpose of this discussion is to determine Council's interest in participation in the Game Fair event for 2013.  For the past couple of years, the City has rented booth space and staffed it for both weekends of the event.  There is a cost to rent the booth space as well as a cost for staff participation.  Mr. DeLaney of Armstrong Kennels has contacted staff to inquire about the interest in participation for 2013.

In the past couple of years, the EDA and HRA budgets have paid for two-thirds of the police coverage at the event and Armstrong Kennels has paid the other one-third.  two-thirds of the police cost totaled $5,472.  Costs for staff participation have been taken out of the individual department budgets and would be a little more difficult to come up with an exact cost.  Staff was directed to take equal time off for time served at the Game Fair.   Exempt staff, commissioner volunteers and elected officials all filled various hours.

Consensus of staff is that the Game Fair is a valuable and unique local event that brings positive exposure to the City.  However, the value of having a booth staffed for the whole event to distribute information may not be the best use of resources.  Generally, the majority of the visitors to the Game Fair are more interested in the vendors dealing with outdoor type things - hunting - dog training - etc., and connections to community information and/or economic development opportunities are not targeted well to this group. 

An option for some City participation/recognition may be a large entry banner which would include the City's website address and telephone number, welcoming the visitors to the City of Ramsey and Game Fair. There would be an expense to the banner; however, it could be reused and would not equal nearly the amount spent on booth rental and staff time.  

The City would continue to offer a discount on the Police patrol for this event, would allow temporary placement of signs along Highway 10, newsletter and web site information on the event, and some spots on the Community display sign on Highway 10.  Game Fair will continue to list the City of Ramsey logo on it's outdoor advertising and print publications.  This event clearly promotes the City and brings visitors to the community that help the local economy.

The City may choose to continue to staff a booth for the event for the 6 days as in the past two years.  This is a fairly staff intensive event for the six day (12 hours per day) event, in addition to preparation and take-down time.

An alternative staffing a booth would be a large "welcome to the City of Ramsey" banner.  Staff would would consider different locations for this type of signage.

Staff is recommending Council determine participation in the Game Fair booth is not necessary, however,  staff recommends an allocation toward signs that would welcome event participants and would work with Game Fair in regard to possible locations for a welcome to the City of Ramsey banner.  It is recommended that Game Fair's allocation of Police be increased to 50% (from the current 30%).   The total for Police last year was about $8200.

There are currently no funds earmarked from the HRA budget for participation in the Game Fair.  Funding for a banner and participation in Police expenses could be allocated from EDA marketing dollars for 2013.

Eliminate a Game Fair booth presence in favor of assisting in some promotional banners and displays that will promote Game Fair in the City of Ramsey.