2022 Business Appreciation Day Event Planning

Purpose:

Provide update to the EDA of the status of 2022 event and to receive feedback and budget approval.

Background: 

The City of Ramsey has a rich history in hosting a Business Appreciation Day and Business of the Year Award dinner to celebrate the great businesses in our community. With Covid restrictions for the event lifted last year, the event returned to the Links at Northfork and it was full with 144 participants.  Armstrong Kennels was presented with the 2021 Business of the year award.
The Links at Northfork uses Lynde Catering (Formerly Wells Catering) for its events and the City has been very satisfied with the quality of service and food.  For the January Business Network meeting hosted at the Fountains of Ramsey, the City used the Kitchen Table as the caterer. In order to give other Ramsey businesses an opportunity to participate in city events.  Staff is recommending using Lynde Catering out of the Links at Northfork for the Business Appreciation Day Event.

The Links of Northfork has been the host of this event for many years and has agreed to host again.  The facility size and layout are conducive to a great event and pricing for golf has remained unchanged.  All aspects relating to the format, golf, meal and 2022 Business of the Year ceremony will remain consistent with non-Covid 19 years. The EDA has always provided a City of Ramsey item for each of the participating golfers. Staff proposes that this marketing "giveaway" continue and is asking for staff to have the discretion to select an item. Staff is asking for a budget of up to $24.00 per item in for the 2022 Event.

Last year there was some confusion as to the eligibility of certain teams to be to win the event.  It has been brought to Staff's attention that in past years there have been teams full of "ringers" (really good golfers) and that these teams were not considered eligible and were not recognized as winning the event.  It is difficult for staff to determine if a team truly has ringers and to make a decision on eligibility. Based on this situation staff is suggesting that all teams are eligible to win First Place prize regardless of the composition of the skill on their team.  Over the years, the prize for the first place team has been reduced from $200 per team in prizes and trophies to $100 per team ($25 per player in prizes) and no trophies. There are some teams that do take pride in being awarded the winner of the tournament and the spirit of competition and I think recognizing that team is good for the event. Staff has added back a Random Team Prize equivalent to the First place prize in the 2022 budget to ensure all teams have an equal chance of winning and additional team prize.  Staff is open to suggestions and direction on this item and the eligibility of teams for the First Place Prize.  

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The City of Ramsey Economic Development Team has been working with Ace Sales, Lynde Catering, The Links at Northfork and other local vendors to get pricing for event related activities and items.  Based on information we have received at this time, a $5,500 allocation by the EDA  for this event should be sufficient to maintain a balanced budget with some flexibility. This event focuses on networking and celebration for all Ramsey Businesses. Staff is looking for authorization to move forward in event planning and to select vendors and items.

Budget:
Staff has put together a preliminary budget that includes a $5,500 EDA allocation.  Last year, the EDA allocated $5,000 for the event and staff is asking for an additional $500, for more flexibility in the budget.  The remaining balance is funded through sponsorships, dinner tickets and event registrations.  The proposed budget for the event is $22,400. Attached is the proposed 2022 Budget and the actual expenses for 2021..  The 2022 event budget includes some of these key highlights:

Key Line Item Costs per Attendee
$100.00  - Cost for Golf and Dinner 
$45.00  - Cost for Dinner Only 
$24.00  - Promo Item - TBD 
$150.00 - Hole Sponsor

Once EDA has approved $5,500 budget allocation, Staff would like to send out a "Save the Date" and the email invite to Ramsey Businesses and past attendees on or before June 3, 2022.  

Key Dates (tentative):
April 15 - Save the Date flyers emailed and posted on website.
On or before June 3 - Event invites sent out via email.
June 3- Online registration opens.
August 8 - Online registration closes.
August 16 - Business Appreciation Day / 2022 Business of the Year Recognition (Plants and Things)

Venue Capacity:
The Venue capacity is 298 which can accommodate a full event.  As noted in previous Staff memos, Rum River Hills does not have the capacity to handle a full Business Appreciation Day event inside McDuff's.  Staff is anticipating 144 golfers and 12 dinner only participants for the 2022 event.  

First Place Prize Eligibility
Staff is proposing that all registered teams have the ability to win first prize.

Event: (tentative)
9:00 Driving Range Opens
10-10:45 Registration
11-4:00 - Golf Tourney
4:30 - Dinner and Awards (2022 Business of the Year Award Presented)

EDA Operations 9230-6249 and Marketing 9230.6246 budget line items - $5,500 and Event Revenue.

Staff recommends that the EDA authorize a budget allocation of $5,500, select Lynde Catering (formerly Wells Catering) and select Tuesday, August 16 at The Links at Northfork for the 2022 Business Appreciation Day Event.

Motion to authorize EDA budget allocation of $5,500, select ______ as the preferred caterer and select Tuesday, August 16 at The Links at Northfork for the 2022 Business Appreciation Day Event.