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HomeMy WebLinkAbout7.3 - Holiday Event 'G��.�OF Di/4", 19`� ��,' AGENDA STATEMENT �/ SENIOR CENTER ADVISORY COMMITTEE O4LIFOR�\� MEETING DATE: March 1, 2007 SUBJECT: Holiday Event Report Prepared by Anna Hudson, Recreation Coordinator ATTACHMENTS: None RECOMMENDATION: Receive report and provide suggestions to Staff on potential holiday event components FINANCIAL STATEMENT: 'None DESCRIPTION: In mid-2006, the Advisory Committee requested that Staff consider offering a new holiday event similar to the Grand Opening Gala held for the grand opening of the Dublin Senior Center in August-of 2005. Since the Fiscal Year 2006-2007 budget was already established and did not include the staffing or funding for an expanded holiday event, Staff deferred action on the item. The Committee has requested that this item be placed on the March agenda so that the Committee could discuss the possibility of enhancing the holiday event in a future budget. BACKGROUND Currently during December the City offers a special luncheon with a holiday-themed menu, entertainment and decorations. The cost of tickets for the luncheon is $6.50 for residents and $7.50 for non-residents and offsets the cost of food and entertainment. The City seeks volunteers to assist with the preparation and implementation of the events, but generally absorbs most of the staffing costs, which are primarily attributable to the part-time Cook and the permanent recreation program staff. For the Grand Opening of the Senior Center the City sponsored an expanded event, which was not only open to seniors but City dignitaries as well. The cost of tickets was subsidized due to the unique nature of the event. The theme for the 2005 Gala event was "Passport to Adventure". Upon boarding the ship (Senior Center) for the evening, guests were,greeted by the sounds of a steel drum band and received a ' complimentary 5x7 photograph. During the social hour beverages and appetizers were served. Guests received a complimentary commemorative hurricane glass filled with the ship's drink_of the day. An art exhibition was also setup"featuring the artwork of local artists from the Senior Center. A catered buffet dinner with prime rib carving stations was served in the Ballroom, along with live music and-a short dinner show. A customized grand opening chocolate bar was also placed at each table setting. Following dinner, dancing took place in the Ballroom while a casino was offered in the game room. COPIES TO: • ITEM NO.: 7.3 G:\SRCTRADVCMTE\Statements\2007\30107 GALA EVENT PLAN.doc ' • The event was planned by a Committee of permanent Department Staff. Liaisons from the Advisory Committee and the Dublin Senior Foundation also assisted with event planning. The City worked with the.Dublin Senior Foundation to secure sponsorships to help offset the ticket prices for seniors. The ticket price charged to,seniors was $25,however the actual price per participant exceeded $100. Although for this unique grand opening event the average subsidy per ticket averaged over $60, Staff would not recommend a subsidy for an ongoing annual event. DISCUSSION OF POTENTIAL HOLIDAY EVENT In order to determine how this event may be accommodated in a future budget, Staff suggests that Committee Members be ready to discuss the following topics. • Goal/Outcomes? What is the purpose for this event? What would the event accomplish/solve/fix? How does this event meet the Senior Center Strategic Goals, or the Mission,Vision and Values?How would you define success for this event? • Who? Who is the target audience for this event? Who could assist with the successful planning and implementation of the event? • When and Where?. When should the event be held and where? • What Components? What event components would make the event enticing to attend and memorable for guests? • Event Budget? How much do you think Senior Center patrons are willing to spend on a ticket for an enhanced event? This will help determine what components could feasibly be included in the event. RECOMMENDATION: Staff recommends the Advisory Committee receive the report and provide suggestions to Staff on potential holiday event components. • Page2of2 •