Discussion Regarding the Planning of 2021 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 EDA Business Expo, EDA Golf Tournament, the EDA Business Networking Event, the Happy Days Festival, and the Christmas Tree-Lighting/Santa Claus Event.

Globally, Staff is approaching event planning for 2021 with smaller, in-person events beginning in Spring/early Summer and slowly building up to larger events in the fall, consistent with public health forecasts related to the COVID-19 Pandemic. This is simply a planning level forecast and event planning is subject to change. In order to host larger, in-person events, improvements in the public health pandemic, along with subsequent orders of the State of Minnesota must be achieved. 
 
Summer Concert Series:
It summary, Staff is planning on a full season of Thursday evening concerts for 2021, unless Council desires differently.  The Covid-19 protocols put in place last Summer appeared to be tenable, and residents expressed appreciation to Council leadership for moving ahead with the concerts—even though residents were mandated to space out within the amphitheater, and reservations were required for seating. It may be noted that there is more Staff time involved in hosting the concerts with the above measures in place, and also that it was fortunate there were extra volunteers last Summer to check reservations and help ensure compliance with the protocols. It is not known if volunteers will be available for 2021.

Happy Days Festival:
 Previously in 2020, a 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 regard 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 case are Staff's presentation/notes. Please note that, despite staff's best efforts to provide physically-distanced outdoor events, the 2020 event was rained-out.

Christmas Tree-Lighting/Santa Claus Event:  The pandemic orders caused the City to implement alternatives to the tree lighting and Santa event gatherings of the past several years.  As an alternative, the City put lights on approximately quarter-mile of trees between City Hall and the retail area near Coborn’s. The City produced a Facebook feature of the City Hall Christmas tree decorated by the Garden Club, and had Christmas related art projects available for residents.  The City also explored other options like lighting up the Parking Ramp elevator tower, which was determinded not to be feasible.  Staff is seeking direction on winter events and types of activities desired or expected.
 
EDA Events (Business Expo, Golf Tournament & Business Networking Event:
The EDA will begin detailed event planning in the coming months. Broad Council direction is helpful to set general parameters and expectations. The Council has delegated event planning responsibilities for these events to the EDA, but the Council still has general oversight. 

EDA Business Expo:
This event is typically held in April and consists of hundreds of attendees and dozens of vendors in an indoor venue. The 2020 event was canceled due to the pandemic. Due to forecasted COVID-19 levels in 2021 and the lead-time needed for event planning, Staff is recommending that the 2021 event be shifted to October. This will allow for public health measures and vaccinations to catch up and allow for larger events as well as avoid conflicts with Happy Days planning. Related, Staff recommends some sort of spring business spotlight. In 2020, this spotlight was a special insert for the Ramsey Resident and waiver of ad fees for Ramsey Businesses. Other ideas include, but are not limited to 'passport' events and other events that encourage Residents and Businesses to patronize local businesses.

EDA Business Appreciation Day/Golf Tournament:
The EDA was able to host a modified version of the Golf Tournament in 2020 and would plan to do so again. In 2020, the EDA hosted a golf tournament with a staggered start. The awards dinner was canceled. Current Executive Orders allow for this type of recreation event and a golf format allows for adequate social distancing. Staff will plan on some form of modified Awards Ceremony/Dinner for the time being, but it is anticipated that pandemic rules will still necessitate reduced capacity. This is still an improvement to the 2020 event, but pandemic restrictions still remain in place. If pandemic restrictions allow for a full, normal event, Staff will plan on doing so. There is sufficient lead time to plan for changes as we get closer to the event. Staff will simply remain flexible if capacity needs to be reduced as the event draws near. 

EDA Business Networking Event:
This event was canceled for 2020 and a virtual webinar was held in its place. This event is typically held in November (or December). Staff has ample time to plan for this event and is planning a return to a normal format unless restrictions at the time necessitate a change. At minimum, it appears that a reduced capacity in person event is possible. A decision is not needed today. 
 

20 minutes (high-level direction only)

Public Works; Parks & Recreation Operations budget allocations (with Summer Concert Series funded by the Lawful Gambling Fund, and potential Ramsey Foundation contributions)
EDA - Business Expo, Business Appreciation Day/Golf Tournament, Business Networking Breakfast
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, EDA events, the Happy Days Festival, and the tree lighting/Christmas winter event..