HomeMy WebLinkAbout1974 Authorizing the City of Riverside to Pay Certain Tourism Funds to House Sunday, LLC for Event Management Services Bill No. 2024-002 ORDINANCE NO. I d I /
AN ORDINANCE AUTHORIZING THE CITY OF RIVERSIDE TO PAY CERTAIN
TOURISM FUNDS TO HOUSE SUNDAY, LLC FOR EVENT MANAGEMENT SERVICES.
WHEREAS, House Sunday, LLC ("Applicant") has submitted an application to the
Riverside Tourism Commission requesting funding assistance for a project described in the
application(the "Project"); and
WHEREAS, the Tourism Commissions determined that the Project serves the public
purpose of promoting tourism, and the City has the capability and desire to assist Applicant through
the Tourism Tax Fund.
NOW, THEREFORE, BE IT ORDAINED, by the Board of Aldermen of the City of
Riverside, Missouri, as follows:
Section 1. The City finds that the Project contributes to the welfare of the City, as well
as the economic and social potential of the City and its residents, and that the provision of funds to
assist the Project will promote tourism.
Section 2. The City of Riverside shall pay to the Applicant the sum of up to Sixty-five
Thousand and 00/100 Dollars ($65,000.00), which funds shall be provided from the City's Tourism
Tax Fund, to assist it in the Project.
Section 3. The Mayor, the City Administrator, the City Attorney and other appropriate
City officials are hereby authorized to take any and all actions as may be deemed necessary or
convenient to carry out and comply with the intent of this Ordinance and to execute and deliver for
and on behalf of the City all certificates, instruments, agreements and other documents, as may be
necessary or convenient to perform all matters herein authorized.
Section 4. This Ordinance shall take effect immediately.
Passed this day of January 2024.
.' ta. T °.
C�L yor Kathleen L. Rose
'ATTEST: "
r, •
Robin.Tincai ,; ty Clerk
MEMORANDUM OF UNDERSTANDING
THIS MEMORANDUM OF UNDERSTANDING entered into on this 16th day of
January, 2024, by and between the City of Riverside, Missouri Tourism Commission
(“City”) and the Riverside Area Chamber of Commerce (“Tourism Service Provider”).
WHEREAS, the City receives tourism tax revenues which are to be used to promote
tourism; and
WHEREAS, the City’s Tourism Commission solicited applications from interested
groups for projects to promote tourism; and
WHEREAS, the Tourism Service Provider desires to continue to secure a
contracted service position to focus on a special event “Carved”. This Halloween event
may be a two-day event and provides visitors and residents with a unique and immersive
experience.
Now, therefore, in consideration of the mutual covenants and agreements set forth
herein, the parties agree to the following:
1. The Tourism Service Provider shall continue a contracted service position which will
focus on a themed attraction with performers, fortune tellers, drink and food, a kids spooky
trail, and a haunted trail.
2. The Tourism Service Provider will coordinate one (1) tourism-related event with the
intent to attract visitors to the City. The parties agree to work in good faith on any changes
to the event schedules and different or additional attractions that may be added.
3. By December 31, 2024, the Tourism Service Provider shall submit a completed City of
Riverside Tourism Commission Final Report form.
4. The City agrees to provide Tourism Fund financial assistance to the Tourism Service
Provider in the amount of sixty-five thousand dollars ($65,000.00) to provide this one
focused special event as a contracted service position to coordinate a tourism-related event.
City of Riverside Tourism Commission:
By:_______________________________
Name:____________________________
Title:_____________________________
Date:____________________________
House Sunday, LLC:
By:_______________________________
Name:____________________________
Title:_____________________________
Date:_____________________________
City of Riverside Tourism Enhancement Grant
Application Cover Sheet
Project Information
Carved
Project Name
House Sunday,LLC-April Roberson
Organization
October.18&19,2024 Renner Brenner Park
Dates(if event) Location(if event)
Contact Information
April Roberson
Contact Name
robersonaorilet®email.com 816-835-8140
Email Address Phone
7378 Griffey St.,KC,MO 64152
Address+City/State/Zip
Funding Request
65,000.00 64,564
Amount Requested Total Project Cost
I hereby certify that,to the best of my knowledge,the information submitted in this packet is true.
. Aft WaCISSVIA 11/02/23
Date
Please submit this coversheet and the
application components to:
City of Riverside
2950 NW Vivion Road
Riverside,MO 64150
Riverside Tourism Enhancement Gran 1
CITY OF
RIVERS
MISSOURI
Upstream(ordinary.
Riverside Tourism Enhancement Grant Application-2017 2
City of Riverside Tourism Enhancement Grant
Application Components
Cover Letter:Project Narrative
a. Provide a brief project overview.Include the number of years the project has taken place and if Tourism
funding has been received in previous years. If funding has been received,include the amount(s).
b. Address how the project addresses the Tourism Commission goals. Please be as specific as possible.
c. Describe your organization or business. Include a general description of the mission of the organization,how
the project relates to that mission and how the organization is poised to successfully implement the project.
d. Who is the target audience for your project? How will you inform them of the project? Estimate the number
of individuals you will reach.
2. Project Evaluation
Provide a description of the evaluation procedures used throughout the project to quantitatively measure the success
of the project. Suggested measures include:attendance count,zip codes of attendees,details of advertising plan
including placement details and number of impressions,and any other measures routinely used by your organization
to measure success.
3. Project Budget
Please complete the two attached budget forms(Project Budget form and Budget Explanation form)in their entirety.
The budget will be judged on its completeness and if costs are reasonable and well-researched. A list of eligible and
ineligible expenses is included in the Riverside Tourism Commission Funding Guidelines(pg 8). Please provide a
budget explanation for each category where tourism funds will be used;multiple Budget Explanation forms may be
necessary.
4. If not-for-profit,include a list of all officers and board members and 501 incorporation papers or a copy of the
annual report filed with the Secretary of State.
5. If for-profit,include a statement detailing why this project differs from normal businesses activities and should be
considered a tourism program.
City of Riverside Tourism Enhancement Grant
Evaluation Criteria
Applications will be reviewed by the Tourism Commission and evaluated on items such as:
• Supports goals of the Tourism Commission
— Increase the number of first-time visitors to Riverside,the number of return trips of current visitors,and/or the
length of visitor stays
— Expand the visiting public's awareness of Riverside's unique history,events,activities and amenities
— Generate significant research-based return-on-investment for Riverside's residents and businesses
• Potential for positive return on investment
• Completeness and thoroughness of application,including budget portion
Riverside Tourism Enhancement Grant Application-2017 3
In addition,applications will be considered in relation to the other projects that have received funding in that fiscal year in
order to promote a diverse offering.
Riverside Tourism Enhancement Grant Application-2017 4
City of Riverside Tourism Enhancement Grant
Application Component-Project Budget
Projected Revenue
Overall Project
Admission Fees 45,360.00
Concession/Souvenir Sales 1,000.00
Fundraising 0
Memberships 0
Business/Corporate Contributions 18,750
Foundation 0
Individual Contributions 0
Other Governmental Contributions 0
Other(please specify):
Other(please specify):
Other(please specify):
Requested Riverside Sponsorship Amount 65,000.00
Total Income 130,110.00
Expenses
Sponsorship Specific' 1 Overall Project
Staff Salary 11,000.00 11,000.00
Contracted(or other)Salary 6,400.00 6,400.00
Entertainment 19,600.00 19,600.00
Legal/Insurance/Banking 1,046.00 1,046.00
Supplies/Materials 8,500.00 8,500.00
Postage 0 0
Equipment Rental 4,448.00 4,448.00
Space Rental 0 0
Travel 0 0
Utilities 0 0
Advertising/Marketing/Design 2,350.00 2,350.00
Printing 500.00 500.00
Other(please specify):Setup&Teardown crew for 6 days 10,720.00 10,720.00
Other(please specify):
Other(please specify):
Other(please specify):
Total Expenses 64,564.00 64,564.00
Riverside Tourism Enhancement Grant Application-2017 5
`Sponsorship Specific:indicate items that will be paid for using Riverside Tourism Funds. A list of eligible expenses is
included in the Funding Guidelines packet.
it
Riverside Tourism Enhancement Grant Application-2017 6
City of Riverside Tourism Enhancement Grant
Application Component-Budget Explanation
Fill out a budget explanation table below for each category from the"Expenses"table on the Project Budget sheet where
tourism funds are planned to be used. Make sure you are only planning to use grant funds to cover eligible expenses.
Catngnry chnnIA match what%hct.d nn the"Fvgenwc"tahle
Example
/
Expense Category: Equipment Rental
Sponroship Specific
Expenses: $1,500 Overall Project Expenses: $1,500
Explanation: 4—10'x 10'tents:$1,000
3 large spot lights:$400
2 portable hand washing stations:$100
Expense Category: Staff Salary
Sponsorship Specific 11,000.00 11,000.00
Expenses: Overall Project Expenses:
Event Manager:9,000.00
Explanation: Logistics Director:2,000.00
Expense Category: Contracted Salary
Sponsorship Specific 6,400.00 6,400.00
Expenses: Overall Project Expenses:
Crowd Control x 2 days:2,600.00
Explanation: Event Coordinators x 2 days:800.00
Expense Category: Entertainment
Sponsorship Specific 19,600.00 19,600.00
Expenses: Overall Project Expenses:
Riverside Tourism Enhancement Grant Application-2017 7
Trail Actors x 2 days:4,800.00
Explanation: Performers x 2 days:14,000.00
KC Aerial Arts x 2 days:800.00
Expense Category: Insurance
•
Sponsorship Specific
Expenses: 1,046.00 Overall 1,046.00
Explanation: Event Insurance
Expense Category: Supplies/Materials
Sponsorship Specific
Expenses: 8,500.00 Overall 8,500.00
Supplies:1,000.00
BT(Build Trybe Supplies:3,000
Shirts:500.00
Corn Maze:1,000.00
Explanation: Haunted Trail:3,000.00
Expense Category: Equipment Rental
Sponsorship Specific
Expenses: 4,448.00 Overall 4,448.00
Portable toilets:870.00
Lighting/Generators:2,278.00
Tents,etc:500.00
Haul:800.00
Explanation:
Riverside Tourism Enhancement Grant Application-2017 8
Expense Category: Advertising/Marketing/Design
Sponsorship Specific
Expenses: 2,350.00 Overall 2,350.00
Website:350.00
Social Media:400.00
Explanation: Photography/Video:1,600.00
Expense Category: Printing
Sponsorship Specific
Expenses: 500.00 Overall S00.00
Explanation: Print Flyers:500.00
Expense Category: Setup&tear down
Sponsorship Specific
Expenses: 10,720.00 Overall 10,720.00
Explanation: Setup&tear down for 6 days(Build Trybe):10,720.00
Riverside Tourism Enhancement Grant Application-2017 9
Riverside Tourism Enhancement Grant Application-2017 10
C ,
Carved Halloween Experience
Proposal for Tourism Grant Support
11/02/2023
To the Esteemed Members of the Tourism Grant Board,
We are pleased to present an application for grant support for the 2024 edition of"Carved," an
extraordinary Halloween event set to provide visitors and local residents with a unique and immersive
experience.
Carved 2023 Review:
In October 2023,the Chamber hosted our 6th annual Halloween extravaganza, Carved,at Renner
Brenner Park. Carved was a themed attraction with performers,fortune tellers, drink and food, a kids
spooky trail, and a haunted trail. This year we partnered with the City of Riverside's Trunk or Treat,
Kansas City Aerial Arts,Vignettes Pop Up Bar,and many other local artists.These partnerships took our
event to a professional level and provided our attendees with a unique experience.We sold out the trail
at 1,082 trail attendees and 800 fortune teller attendees,and have now decided to add a second day to
this event.This has been a popular event and continues to grow every year.
A few key financial points to address regarding the 2023 Carved event:
1. Budgeted Amount vs.Actual Expenses:
a. The budgeted amount for 2023 was$43,540.00, and the actual expenses totaled
$43,018.67.
b. This indicates a relatively close alignment between the budget and actual expenditure.
2. Revenue Generation:
a. The 2023 Carved event generated $20,749.00 in revenue.
b. This indicates that the revenue covered a little less than half(around 47.7%)of the total
expenses.
3. Revenue Sources and Challenges:
a. Identifying limited attractions for which tickets can be sold poses a challenge in revenue
generation.
b. Additionally,the limitation on charging for haunted trail tickets could affect the revenue
potential of the event.
4. Future Strategy:
a. Implementing a plan to extend the event duration from a one-day to a two-day event is
a proposed solution.
b. The intention behind this plan is to enhance revenue by potentially attracting a larger
audience and thereby better covering the event's costs.
Expanding the event to two days could provide several potential benefits:
• Increased Revenue Potential: A two-day event allows for the potential of selling more tickets,
increasing overall attendance, and, subsequently,generating more revenue.
• Attracting a Wider Audience:A longer event duration might draw attendees who couldn't attend
a one-day event due to time constraints.
• Diversification of Attractions: This extended duration can also facilitate the inclusion of
additional attractions or activities,further enhancing the event's appeal and potential for
revenue generation.
2024 Event Overview:
Carved, our Haunted Trail & Halloween Experience, is designed to ignite the spirit of Halloween and
provide a memorable, captivating and safe experience to those who attend.This event provides
entertainment for all ages, making it a great event for families and young adults alike.This year,we aim
to raise the bar even higher by retaining popular elements of the event and partnering with Vignettes to
enhance the experience. We plan to update the trail to provide fresh experiences and introduce new
income-generating elements.The event's offerings extend beyond the Haunted Trail. Our event blends a
range of both free and paid experiences, with food and drink options available on-site.
Event Concept: Extended to a 2 day event
Carved will deliver a unique and memorable experience to participants by providing:
• Half a mile long Haunted Trail filled with scary scenes and characters. and a shuttle to bring
attendees back to the park.
• Kids'spooky trail filled with fun themed inflatables, Halloween dance party, photo ops, and
ghost stories.
• Multiple types of daring performers for entertainment.
• A mystical fortune teller section.
• The popular Vignettes pop-up bar.
• Multiple local food trucks.
• And more added experiences new to 2024
o Kids activities (haunted corn maze, bounce house& inflatable slide)
Carved Schedule:
Date: October. 18& 19, 2024-two nights
Location: Renner Brenner Park and Jumping Branch Trail- 2901 NW Vivion Rd., Riverside, MO 64150
Time: 5:30- 11:00 PM
Purpose of Grant Application:
We are seeking support from the Tourism Grant Board to help fund and elevate the 2024 edition of
Carved.With your assistance,we can ensure the event's continued growth, attract a wider audience, and
provide an unforgettable experience for visitors. Our objective is to make Carved a staple in the local
tourism calendar, enticing visitors from near and far.
Budget:
The budget for the 2024 Carved event is meticulously structured to accommodate all expenses, including
production, marketing, entertainment,and staffing. While we anticipate a profit,we acknowledge the
potential for unforeseen expenses and the vagaries of sponsorships and attendance.The specifics of the
budget are attached.
Target Audience:
The primary target audience for Carved includes Riverside and Kansas City metro citizens and their
families.The event will also appeal to young adults and individuals who enjoy Halloween. We aim to
reach a total of three thousand attendees during the event.
Promotion and Marketing:
The success of Carved will depend on a comprehensive promotion and marketing strategy that includes:
• Utilizing social media,email marketing,and digital advertising.
• Engaging influencers or partners to reach a wider audience.
• Distributing printed materials and posters at strategic locations.
• Collaborating with local media and news outlets for coverage.
Conclusion:
Carved is a one-of-a-kind Halloween experience that promises thrills and excitement for all who attend.
We are deeply committed to creating an event that becomes a highlight in the Riverside community and
the Kansas City metro area's annual calendar. Your support will be instrumental in achieving this goal.
For 2024, 64,564.00 will be requested from the tourism board. The income from the festival, estimated
at 65,110.00 will be split between a return payment to the tourism fund and a charitable contribution to
Cornerstones of Care's Build Trybe program.This charitable donation from money raised from the event
will be used as incentivization to attract sponsors and highlighted during the festival.Additional money
will be raised through an optional donation during ticket sales.This charitable donation will help support
foster care youth, homeless youth, and under-resourced youth in Kansas City and the surrounding
regions.This proposed plan will contribute back to the tourism fund, help a worthy local nonprofit, and
preserve and expand what has become a succesful and celebrated City of Riverside original event.
We are enthusiastic about the prospect of collaborating with the Tourism Grant Board to take Carved to
the next level in 2024.We encourage any inquiries,sponsorship discussions, or the provision of
additional information.You may reach us at [Your Email Address] or[Your Phone Number].
Thank you for considering our grant application.We look forward to the possibility of working together
to create an unforgettable Halloween experience.
Sincerely,
April Roberson
House Sunday, LLC
CARVED 2024
ESTIMATED COST ESTIMATED INCOME ESTIMATED RETURN
$64,564.00 $65,110.00 $546.00
80%Tourism Fund Estimate 20%Nonprofit Estimate Additional Fund Raising Estimate Total Charitable Donation Estimate
$52,088.00 $13,022.00 $2,318.00 $15,340.00
ACTUAL COST ACTUAL INCOME ACTUAL
$0.00 $0.00 $0.00
64,564.00 will be requested from the tourism board.The income from the festival,estimated at 65,110.00 will be split between a return payment
to the tourism fund and a charitable contribution to Cornerstones of Care's Build Trybe program.This charitable donation from money raised from
the event will be used as incentivization to attract sponsors and highlighted during the festival.Additional money will be raised through an optional
donation during ticket sales.This charitable donation will help support foster care youth,homeless youth,and under-resourced youth in Kansas
City and the surrounding regions.This proposed plan will contribute back to the tourism fund,help a worthy local nonprofit,and preserve and
expand what has become a succesful and celebrated City of Riverside original event.
Carved 2024
Expenses
TOTAL EXPENSES 20231 2024 Estimated 2024 Final
L____ S43.018.67 i _ S64,564.00 50.00
Park $0.00 $0.00 Crowd Control x 2 days $1,300.00 $2,600.00
Licence/permits $0.00 $0.00 Event Manager $5,000.00 $9,000.00
Set up/Clean up $4,500.00 $10,720.00 Logistics Director $0.00 $2,000.00
Insurance $1,000.00 $1,046.00 Event Coordinators $800.00
Total $5,500.00 $11,766.00 $0.00 Total $6,300.00 $14,400.00 $0.00
actors/characters-20 x2 days $2,685.00 $4,800.00
Portable Toilets $750.00 $870.00 Performers x 2 days $6,965.00 $14,000.00
Lighting/Generators $2,278.00 $2,278.00 Haunted Trail $2,886.00 $3,000.00
Tables/chairs/equipment $500.00 $500.00 Aerial Arts $4,800.00 $800.00
makeup $3,000.00 $3,000.00
Supplies $2,000.00 $1,000.00
BT Supplies $1,202.96 $3,000.00 Total $20,336.00 $25,600.00 $0.00
Shirts $500.00 $500.00 $0.00
Uhaul $477.78 $800.00
Corn Maze 1,000
Total $7,708.75 $8,848.00 $0.00
website $100.00 $350.00
social media $388.92 $400.00
Print/marketing $1,000.00 $500.00
Photographer/Video $1,685.00 $1,600.00
Total $3,123.92 $2,850.00 $0.00
Carved
Income
TOTAL INCOME 2O7.7LIfmus 6eWluted - :•o f
• 10.7111 __ - • '_
Sales
Haunted Trail Presale 510 51,550.00
Mao Teas Gawp 515
Haunted Toil Full 520 511014 00
fortune Taller $10 5M0.00 w,t^ "t• T5
Food Truds 5150 515000
Total $16,249.10
SpOnsors
55010 50
52,500 52,500
51.coo 50
5750 $750
5500 5500
$250 $250
Total 13,000
Final Expenses
Final Income
Profit/Loss
Carved
Income
TOTALINCOMI: 2023 Income .2024 Estimated Actual
$65.11Q.QQ i.._ _.... SQ.QQ
Sales
Haunted 300 520 510,000.00
Haunted Trail Group $15
Bus Pass $5 53,600.00
Corn Mare $5 S1,A00
fortune Telle, $1C 51,320.00
Food Trucks $500 $500.00
Vignettes h 55,000 26r,6I it r.nto 51 000.00
Total $46.360.DO 50.00
Sponsors
55,000 1 $5.000
$2,500 2 55,000
SI uW 2 52.000
$750 4 53,000
$500 5 52,5W
$250 5 $1,250
Total 518,75C.W $0.00
GRAND ESTIMATED TOTAL 565.110.00 5000