Emerald City Music Festival April 27, 2017

Morgan Bailey

Savannah Ballbe Taylor Ledbetter

Gabi Richard

Table of Contents

Executive Summary Organizational Profile

Mission Statement Organization Event Overview Sponsor Overview Rationale/Needs Assessment Venue Information

Situation Analysis Competitive Analysis Local Competition National Competition International Competition Trends of the Industry Benchmark Organizations

Risk Management Risk Analysis Event Safety & Security Plan/Procedures

Budget Information Financial Introduction Financial Philosophy Financial Rationale Budget Overview Budget Justification

Organizational Structure Board of Directors Steering Committee

Volunteers Volunteer Philosophy Volunteer Rationale Volunteer Hiring Process Ability and Personality Assessment: Retention and Release Procedure: Interview Questions

Training and Development Training Philosophy Training Rationale Training Overview

Event Evaluation Evaluation Philosophy Evaluation Overview

Sponsorships Sponsors Rationale for sponsors Sponsor type Sponsor Proposal Packet Example of Sponsor Materials and Giveaways Sponsor Contracts Strategies from Sponsor to Partner

Appendix

Executive Summary

Emerald City is a 24 hour fully stainable music festival. This is the festival's second year

and it hope to hold the title for largest human powered festival. Most of the

entertainment and It will be start at noon on September 2, 2018 and will end on

September 3, 2018 at noon.

This report will provide all the necessary information to successfully plan, promote, and

execute Emerald City Music Festival. Each individual detail about the event and how it

will be run can be found in this document. The major components are as following:

Organizational Profile: This section contains the Emerald City’s mission statement,

information on the organizational, and an overview of the event, the venue, and its

sponsors.

Situational Analysis: This section discusses the trends of the industry. This is crucial to

knowing how to keep up with the competition.

Risk Management: This section includes the plans if any dangerous situation was to

arise.

Budget Information: This includes an overview of all the spending and revenue that is

associated with Emerald City.

Organizational Structure: This section discusses the hierarchy of Emerald city. From the

founders to everyone who helps make Emerald city successful.

Organizational Profile

Mission Statement: Reduce. Reuse. Recycle. Rage.

We are a private, for profit organization who strives to join together a passion for music

and love for the environment.

Organization:

We are a private organization governed by a Board of Directors and planned by a

steering committee with the intent of putting on a completely sustainable music festival

called Emerald City. We strive to promote environmentally friendly practices, and create

social awareness of human impact on sustainability. Our organization believes in giving

back to the community, and donates a large portion of our revenue to the National

Parks Conservation Association.

Event Overview:

Emerald City Music Festival is an outdoor event on September 2nd and 3rd,

2017 at The Farmer’s Field in Denver, Colorado. This will be a two day, one night music

festival that is sustained by participant interaction and by using sustainable resources

throughout the event. The music festival will feature top performing artists, local food

and beverage vendors, and sustainability awareness booths.

Sponsor Overview:

To ensure sustainable practices and promote sustainability, we are partnering

with companies known for their sustainable practices such as Coca Cola, General

Electrics, and Cisco. This sustainable event will increase environmental proactivity

within the community to preserve and protect, bring community members together at a

fun, educational, and memorable festival, and generate tourism and travel across the

United States, stimulating economic activity. We will uphold these values while

promoting our mission to Reduce. Reuse. Recycle. Rage.

Rationale/ Needs Assessment:

Music festivals are on the rise with festivals like Coachella, Bonnaroo, and many

more. With the environmental stress on the world right now, with the impending doom of

global warming, we feel like meshing these two worlds of music festivals and

environmental awareness is the best way to promote our mission.

Venue Information

We plan on renting fields from farmers in the Colorado area. We think that this

will promote the local economy by allowing farmers to rent their land. Our volunteers will

be responsible for clean up to practice “Leave No Trace”. Since we are locally sourcing

our venue, this is a sustainable action to sustain the economy.

Situation Analysis

Competitive Analysis

Emerald City is an outdoor, one day event that runs from 12pm to 12pm during

the Summer. Attendance is expected to be around 75,000 people. Our 24 hour long

festival's goal is to provide participants with an eco-friendly experience which

incorporates new technologies to reinforce our mission of reduce, reuse, recycle, rage.

This music festival will have local artists and vendors as well as big headliners and well

known food trucks. Our power will be generated through new technologies that will have

the participants actively engaging in eco friendly activities. All of our products will be

biodegradable and food will be eligible for our composting stations minimizing waste

and maximizing our earth's health.

Local Competition

Colorado Music Festival hosts classical music in Boulder, Colorado. This event is

held at the end of July and goes into the beginning of August.

Snowball Music Festival is a three day long music festival held in Winter Park,

Colorado. Participants have compared this event to Coachella Valley giving it the name

Snowchella. This will be the closest competition to Emerald city due to its similar type of

festival. It is a two day event and has headliners such as Pretty Lights, Bassnectar, and

Flaming Lips.

National Competition

Because this is our first year we strive to make this event stand out from the rest

of the competition particularly our national competition such as Bonnaroo, Coachella,

Ultra and The Meadows. These three well known festivals are held in New York,

Tennessee, Florida, and California. Emerald City location was strategically placed in

Colorado to gain a majority of our participants from all over the Midwest region. We also

chose this location because it is a major tourist hub. Participants are able to go and

explore different parts of Colorado and make it a weekend trip. There are mountains

and national parks for the outdoor explores and beautiful cities such as denver for the

tourist explorers.

Ultra is one of the largest music festivals each year in the streets of downtown

Miami and attracts 330,000 attendees each year.

Coachella is considered to be the coolest music festival in the United States and

brings in over 250,000 attendees each year and has an economic impact of over 254.4

million dollars for the town of Indio.

Bonnaroo Music and Arts Festival is an annual four day music festival at Great

Stage Park in June. It brings in over 80.000 attendees and has genres such as pop

music, alternative rock, indie rock, and hip hop music.

The Meadows Music & Arts Festival is a two day music festival held in October in

Citi Field in Queens, New York City. Originated in 2016 it had headliners such as Kanye

West, J Cole, Kygo, and Chance the Rapper.

International Competition

Splendour in the Grass is an Australian music festival in North Byron Parklands,

Australia. This summer festival held in July hosts artists that perform genres such as

indie rock, hip hop, electronic, and alternative.

Benicassim takes place on the coast of the Mediterranean and has large

headliners such as Major Lazer. It takes place in Benicassim, Spain in July. They are

known for their beautiful views and access to the beach in the Iberian Peninsula.

Exit Festival is held in Novi Sad, Serbia. Know for its political movement of

students fighting for democracy and peace it has become one of the most major,

mainstream music festivals in Europe. This festival lasts three days in July.

Trends of the Industry

In today’s era music festivals have to go beyond a decent lineup for participants

to feel engaged and want to attend this special event. Participants should experience

something new for them to feel that they are getting their money's worth. According to

Eventbrite there are 9 trends that festival planners need to know about in order to host

an exceptional event that will stand out from the rest of the competition. These are the

top trends that stood out to and we will incorporate into our music festival.

“Create new, unique ways for fans to interact on-site”. At our event, 4R’s we plan

to have participants engage in eco-friendly activities that will stimulate most of the

power for the festival. Some of these activities include stationary bikes that generates

electricity with pedal power and a “Yellow Brick Road” which is made of floor tiles that

use foot power to light up cities.

“Expand your music festival to new locations”. In our research we saw that the

most well known music festivals were in the east and west coast. We found that

Colorado would bring participants from all over the mid-west region in hopes to bring in

audiences that may not be able to travel to the other large music festivals.

“Building and monetizing new experiences with technology” and “Cashless

payments will be demanded by fans and embraced by organizers”. These two go

together for our event because we plan to use this trend by creating an app which

shows buyers the line up, times, food, and a map of all of vendor's, stages, and eco

friendly technology. Not only will ticket buyers have access to this app but will also be

able to use it as a payment option. This will allow audiences to buy food beer and

merchandise through their phones. When participants ride the eco friendly bikes they

will be able to receive credit through the app and use it toward products the festival will

have.

“Streaming will drive artists to rethink revenue sources”. This next trend means

the effects of streaming on live music sales has increased in on-demand music. In fact it

has increased by 93% in 2015. Consumer spending over the last 4 years has

decreased by 50% for CDs & digital downloads but 66% has increased for live music.

With this being said bringing in artists that support live streaming will bring in 42% of

their fans that found them through live stream. Live stream is increasing in the music

industry and those who don’t spend money on their music will more likely spend that

money to see them live.

“Virtual reality will provide new opportunities for monetization”. This is a new

trend that is redefining live music. Providing virtual reality with devices like Oculus Rift

will allow people to enjoy a live concert at the comfort of their couch. Although the real

life experience will be more popular, this allows people who cannot travel or easily

access the venue to enjoy artists they love. This is also a great revenue source because

it expands the audience to virtually anywhere.

“RFID will become common at festivals and expand to more shows”. RFID

(Radio Frequency Identification) has become something that fans will soon come to

expect through wearable wristbands. All of the big music festivals use this instead of

printed tickets or even tickets on your phone because it will validate your entry through

what looks like a security scanner within milliseconds. This technology will keep the

lines to a minimum so participants can have more time enjoying the festival amenities.

Benchmark Organizations

Emerald City offers a unique experience which targets environmentally conscious

personnel. Our services provide a fun environment where people who enjoy the same

music styles can bond through sustainable activities. However, our program can be

compared to three benchmark organizations through the music styles and size. These

benchmark organizations are Coachella, Bonnaroo, and Ultra. Though these music

festivals can be compared in certain aspects, they do not acquire the same sustainable

fundamentals that our festival does.

Risk Management

Risk Analysis

Risk analysis is an integral portion of planning the Emerald City Music Festival.

We, as founders of the festival, have decided to identify and eliminate any potential

hazard of the event in the most efficient way possible. Our first hazard pertains to the

presence of alcohol at our event. To first eliminate the possibility of underage drinking,

all guests must be at least 21 years old. The only people on premise that should be

under 21 are volunteers, but their minimum age is 18, so that way we have no “children”

at the event. All underage volunteers will have several markers to show they are

underage, such as a different shirt, wristband, as well as having their hands marked. All

security staff will be equipped with the knowledge required to determine a real ID from a

fake, and are instructed to inspect every ID upon guest entry. All servers and bartenders

at vendor stations will also have this knowledge through training, and are expected to

check IDs again if a customer looks under age 40, as compliant with federal law. The

City of Denver Police Department will be asked to send a few representatives to

maintain order with the crowd, offer protection for guests, and respond to any

emergency security needs. We will also alert local hospitals and surrounding towns’

police departments in case anyone needs medical attention or in case the Denver police

need backup for any reason.

The next risk is crowd control. With an expected 75,000 attendees, sufficient

space will be reserved to maintain plenty of personal and overnight space. According to

www. dancedeck.com, 30% of attendees will be near the stage area at any given time.

Therefore, our stage area will be large enough for 25,000 people at all times, with extra

room to prepare for peak hours and more popular performers. In addition to the

precautions regarding space near the stage, we also will have two back-up generators

on premise for any potential power hazard. One will be located behind the stage, and

one will be located within reach of all vendors. The Denver Fire Department will be on

premise to monitor the electrical equipment in case of an accidental electrical fire from

overheating machinery. An inspection will be made on all of the equipment before any

of it is used for the festival to ensure working equipment that will not malfunction.

To prevent any issues in regards to vendor or performer cancellations, we will

have prepared for this scenario through our vendor contracts. In the contract, we will

include a section that prevents a missing performance or vendor by stating that any

contracted party is required to give two days notice of cancellation, provide a

replacement, and is responsible for any financial means to do so. This ensures that we

are aware of the change, that we are not missing any vendors or performances, and do

not have to pay for any damages occurring from the change.

The next risk is the natural elements that attendees may come into contact with,

including animals, insects, dehydration/sunburn from sun exposure, or inclimate

weather. Clear barriers will be set up, including fencing, to prevent guests from

wandering off-site, and to prevent any wildlife from wandering on-site. Emergency exits

will be easily accessible in the case of any evacuation needs. Guests will be informed

upon ticket purchase that they need to bring their own bug spray, sunscreen, and

protective clothing as desired. If a guest needs medical attention, additional supplies will

be provided if needed at the First Aid Station. Large shaded tents will be set up

periodically throughout the festival site with benches if guests need to take a break from

the sun, or if inclement weather occurs.

To prepare for the risk of possible drinking and driving, we will be breathalyzing

all guests upon leaving. If they are not at the legal limit in Colorado, they will not be

permitted to leave in their own vehicle. We also plan to reach out to Uber and Lyft to

create an Emerald City Music Festival discount code for guests to receive in order to get

a cheaper ride to where they need to go. Cabs and buses to the nearest airport will also

be lined up at the main exit for guests who are flying home. There will be a reduce,

reuse, recycle, “recover” tent for guests to relocate while waiting enough time to leave

the premises legally in their vehicles.

Event Safety & Security Plan/Procedures

The Denver Police Department will be in charge of all safety and security

procedures. They will be fully aware of all potential risks for the Emerald City Music

Festival, and how to respond in any emergency. All permits, licenses, and rules will be

clearly explained to emergency staff and volunteers so that in the event of any

emergency, all assisting parties will know how to react. Crowd management skills will

also be listed in volunteer information packets, and in training for emergency

responders. These skills include, but are not limited to, emergency evacuation plan,

locations of all emergency exits, fire extinguishers, First Aid Center location, and

violence intervening tactics. During the event, all volunteers and emergency staff will be

dispersed throughout the festival site so that quick responses can occur in the case of a

an emergency. For extreme medical emergencies, EMS will be required to bring guests

to the nearest hospital, unless the guest requests an alternate. If an accident occurs in

any instance, all involved will be required to assist in completing an Accident/Incident

Report to describe all details of the incident.

Event Liability

The Emerald City Music Festival will have general liability insurance and liquor

liability insurance. The general liability insurance covers claims of bodily injury, property

damage, and personal injury. The liquor liability insurance, along with the “dram shop

law”, will be utilized to ensure safe alcohol consumption, consistent pouring, limited

drinking times, trained bartenders, signage encouraging safe drinking, and the presence

of both non alcoholic beverages and food.

Crisis Management Plan/Procedures

In any crisis situation, the Denver First Responders will be present and utilized,

including but not limited to, the fire department, police, and EMS. Below is a sample site

map from NC State University that the Emerald City Music Festival will emulate for the

event when the location is finalized. All guests, volunteers, and emergency services will

be given maps, including locations of emergency exits, bathrooms, parking, and

vendors. The map will also have a key to assist in comprehension.

http://www.jamtastik.com/NCSUBuildingLocations/JordanHall.JPG

Required Permits & Samples

The permits we need include a Noise Permit, Event Permit, and an One-Day

Alcohol and Liquor Permit. We are not expecting to need any road closures for the

festival that would require a Road Closure Permit. Below are samples of the permits

that we will be filing with the City of Denver:

Noise Permit

https://img.yumpu.com/24931591/1/358x462/noise-permit-application-city-of-oklahoma-

city.jpg?quality=80

Event Permit

http://www.nightlightfund.org/images/permit.brooklyn.gif

Liquor Permit

https://img.yumpu.com/37191721/1/358x462/temporary-liquor-permit-application-ctgov.j

pg?quality=80

Budget Information

Financial Introduction

Emerald City Music Festival is a two day festival held in Denver, Colorado.

General admission to the event is $250 for a 1 day pass, $170 for a half-day pass (noon

to midnight) or $140 for a half-day pass (midnight to noon), and VIP admission is $400.

Special pricing will be given to volunteers (50% off), military and students (15% off), or if

a group wanted to buy a set of four general admission 1 day passes it would cost $950.

Since this is a 2 day event, participants will have to buy a pass for each day. The

expenses for this event will include risk management, insurance, venue, performers,

tents and equipment, restrooms, advertising, and staff compensation. Revenue sources

include sales from the previous year, ticket sales for this year, sponsorships, and

merchandising.

Financial Philosophy

This a for-profit event, as we are a private organization, but our philosophy is

focused on not only our budgeting guidelines, but our mission to be as sustainable as

possible. We try not to waste resources, but do not mind allotting additional funds to pay

for sustainable materials as opposed to non-sustainable materials (i.e- paper cups

versus plastic cups). Sponsorships make up for a large portion of our funding, so we

choose to align our sponsors with our sustainable mission, as we would not like to

accept money from sponsors who do not share similar views and who do not practice

sustainable business operations. We also choose to give back by donating a significant

amount of our proceeds to the National Parks Conservation Association.

Financial Rationale

The rationale for this event is that it will cost a large sum of money to provide a

safe, quality event. We rely on ticket sales and sponsorships to provide superior quality

performers, merchandise, and experiences. To ensure our participants are safe, we

must spend a large sum on things like insurance, risk management procedures and

personnel, and staff that are well trained. By providing the opportunity to advertise, sell

products, and invite VIPs we entice our sponsors to come back every year and fund this

endeavor.

Budget Overview

To determine the budget of the Emerald City Music Festival, we considered costs

and revenues from last year, as well as trends in pricing with similar music festivals. We

would like to keep costs as low as possible for participants so that they will come back

each year, and we also want to be competitive in the music festival realm. Due to our

reliance on sponsorships, we are very proactive in finding potential sponsors that have

a similar mission and will interact well with the crowd we hope to bring in. We also rely

heavily on volunteer work, so we strive to offer an enjoyable volunteer experience by

offering the discounted ticket price, as well as spending a portion of money on t-shirts to

identify volunteers and give them something to take home.

Budget Justification

Last year, after expenses and donation, we brought home $625,000. Our several

sponsors combined donated $24,600,000, we sold $465,000 worth of festival specific

merchandise, and had $650,000 in ticket sales. To ensure guest safety, we spent

$15,00 on risk management plans, personnel, and equipment. To ensure that our event

was covered in the case of an incident of any type, we bought $45,000 worth of liability

insurance. We locally sourced our venue by renting from farmers and gave them a fair

price considering how much the land is worth per acre, and paid $700,000 for our

venue. Since we have several big-name performers, we offered them in total

$20,000,000. In case of inclement weather, as well as shade spot, we bought tents and

all of the sound equipment, lighting, and audio cost $2,000,000. To advertise, we rely on

social media which is free, but we also put ads on the radio, on television, and the

maintenance and upkeep of our website altogether cost $65,000. The staff that are paid

include the board and the steering committee, whose salaries total $225,000. We

believe in giving back to nature and promoting sustainability, so we donated $2,000,000

to the National Parks Conservation Association to assist in keeping our beautiful

national parks clean and enjoyable for all.

Organizational Structure

Board of Directors

These four board of directors are the founders of Emerald City Music Festival.

Each board member has a professional background which help run make the festival

successful. The first board member has a degree in Finance. This board member

oversees the finance committee. Our second board member has a degree and 15 years

of experience in event planning. She oversees the creative end and operations

committee. Our third board member has a degree and 10 years of experience in

marketing. She oversees the Marketing Coordinator. The last board member also has a

degree in Program Management in which she has over 20 years of experience. She

helps oversee the volunteer distribution process, the ancillary committee and operations

committee. These board members are not involved with details but do have the final

decision on what goes into the festival.

Steering Committee

Our steering committee consist of a volunteer coordinator, finance committee,

marketing coordinator, vendor coordinator, ancillary committee, and operations

committee. They all serve in operational functions and do the work of the event. They all

plan the areas for the specific event. Because of this we divided them into different

more niche groups to program these certain elements, making this festival one of a

kind.

The Volunteer Coordinator serves to hire volunteers and place them into the

different groups of the steering committee where needed. Each volunteer will go

through a interview process to determine where best they would be needed. The

volunteer coordinator is in charge of the volunteers throughout their entire shifts.

The finance committee handles all of the cash and money that is processed

before during and after the festival. He/she will be in charge of the accounting and

handling the budgets.

The Marketing Coordinator handles all publicity and coordinates promotional

materials. The marketing coordinator has two interns to help with social media outlets

and another for other marketing platforms.

The vendor coordinator handles the hiring process for all food and merchandise

vendors that will be involved with the festival. The vendor coordinator is always

conscious of the theme at hand and makes sure the standards are met.

Ancillary Committee serves to plan and coordinate supplemental event

components. They are the creativity behind the festival. This committee comes up with

ideas for each steering committee to carry out the theme. They are in charge of hiring

all festival decor and distributing ideas to make the festival flow. Ancillary Committee

works alongside the Entertainment and Visual arts committees. They all work together

to make the festival come alive.

Operations Committee is in charge of determining the logistics and physical

needs of the festival. They oversee and hire various people for the festival such as the

stage director, lights and sound, the hospitality director, sustainable operations, police

force, traffic safety, and first aid.

Volunteers

Hiring Philosophy

Our hiring philosophy is modeled after a quote said by Walt Disney, the founder

of The Walt Disney Company. He said “You can dream, create, design, and build the

most wonderful place in the world... but it requires people to make the dream a reality.”

Mr. Walt Disney made a empire and he couldn't have achieved this without his

committed and loyal employees. We aim to find talented volunteers that will make our

visions come to life. Not only do we want people to be proud of what they have

achieved but we will reward our volunteers to motivate them to work to their full

potential.

Hiring Rationale

Volunteers are essential to making this festival come alive. We rely on the

volunteers to take leadership roles. Because of this we aim to hire and reward the best.

Our target market for volunteers is college students in the Colorado region. We will also

be accepting applications to anyone who is traveling outside of Colorado and wants to

receive the discounted rate. We want college students because not only is it a great

learning opportunity for them gain experience but it can be a resume builder and help

accomplish hours if one needs them.

Volunteering/Hiring Process:

The volunteers will have to go through these steps in order to be processed as

an official volunteer for the festival.

Step 1

Volunteers will fill out an online applications that can be found through the Emerald City

Music Festival website.

Step 2

Once the applications are in, the volunteer committee will review each and every

application. In the application there will be a place for potential volunteers to attach their

resumes. Those applicants will be looked at first.

Step 3

Once the review process is complete the volunteer committee will set up an in-person

interview, or if the applicant cannot meet in person, set up a skype interview session.

Step 4

After the applicant completes the online application and face-to-face interview the

committee will decide if applicant will be a good addition to the team. At this point they

will also decide which committee the applicant would work under best. (i.e. ticketing,

sustainability sections, first aid help)

Step 5

The applicant will receive an email which has all of the proper waiver forms he/she

needs to sign (i.e. release form, contract, etc.). There will be a contract stating what the

volunteer will receive when completing their hours.

Ability and Personality Assessment:

Throughout the interview process the online application will have questions about

the person's past volunteer experience and records. During the face-to-face interview

process the volunteer committee will be assessing the applicant's ability to complete the

tasks at hand and asses their personality. By doing this they will be asking the applicant

a series of questions.

Retention and Release Procedure:

Once the volunteers are accepted into the volunteer program, they will receive

guidelines of retention and release. They will have to have at least three check-in’s to

ensure that the volunteer is doing their work. Upon arrival they will have to sign in,

receive a walkie talkie and a number which they will refer to when trying to reach them.

Once their shift is over they have to turn in their volunteer wristband for a concert

admission wristband.

Interview Questions for position:

● What interested you about this volunteer position?

● Is there an aspect of our mission that motivates you to want to volunteer?

● Have you volunteered in the past?

● Are you involved in other organized activities?

● Are there tasks you do not want to do as a volunteer?

● Do you prefer working independently or with a group?

● What are your personal goals for this experience?

● Are you willing to make a time commitment of 6 hours?

● Can you lift 50 or more pounds?

Emotional Intelligence questions:

● How do you have fun?

● How will this role help you achieve what you want?

● How good are you at asking for help?

● Who inspires you? Why?

● On an “average day” would you consider yourself a high or low energy person?

Training and Development

Training Philosophy

We believe that an event is only as good as it’s staff. If there are not happy,

excited people working an event, then your guests are going to feel that negative

energy and it will dampen the whole mood. All paid staff have been selected for their

position due to their love for the music industry and sustainability and trained in a way

that exudes excitement in every guest and staff interaction they partake in. We want

people to have a good time so they need to be treated like a good time. All volunteers

will also be music lovers, as most of them will want to buy half priced tickets to reduce,

reuse, recycle and rage with us before or after their shift. We plan to train all volunteers

to have guest safety as their main priority, and fun as their second.

Training Rationale

Since volunteers will be a vital resource, we will need to ensure the receive

proper training. We want to make sure all of our volunteers are properly trained to

recognize the symptoms of over intoxication, guest safety, and sustainability to ensure

our guests are as safe as possible at all times.

Training Overview

All volunteers must register online through the event website, at least 3 days

before the event. If interested in becoming a volunteer leader, they can specify on their

volunteer registration form, at least 2 weeks prior to the event. Volunteer leaders will

need to attend one of several leader information sessions on the Saturday prior to the

event. At the leader training sessions, volunteer leaders will be assigned a specific area

of the event that they will oversee. Each area should have at least 3 leaders. Leaders

will be given a pamphlet on the procedures for their area (crowd control, check in,

compost stations, bathroom attendants, etc.). Leaders will have a brief session on

leading volunteers, the importance of their area, and will be shown what they will be in

charge of on the day of the event. This leadership role will reduce the need for paid staff

and this training will ensure quality event operations. All volunteer leaders will be

overseen by a member of the Event Operations staff. The paid staff will all have

experience in event planning and operations, and will each oversee about 3 areas of the

event. They will be the lifeline for volunteer leaders should anything go wrong, or if they

need any additional support. Event Operations staff will all work for the event

organization and receive training upon being hired. All regular volunteers will be

required to show up on event day 3 hours prior to the event to sign in, receive a brief

training led by their volunteer leader, to set up their stations, and have a snack provided

by one of our sponsors. By delegating these tasks out, the organization will save time

and money in set up, tear down, and staff. Training is essential in ensuring volunteer,

staff and participant safety and enjoyment.

Event Evaluation

Evaluation Philosophy

We believe there is no such thing as a perfect event. No matter how hard you try,

you will always have room for improvement. We believe that the best way to figure out

how to make our event better is to ask those who were there! As a company, we have

many ideas on how to improve, but we really want to focus on direct feedback.

Evaluation Overview

During our event, volunteers will be working 6 hour shifts, so at the end of their

shift, we will ask them a few survey questions about how they enjoyed their experience

and what we could do as an organization to make it better in the future. We will ask only

a few questions, as they have already donated a large portion of their time to us, and

we will ask them onsite to capture as many responses as possible.

Volunteer Evaluation Questions:

-What did you enjoy most about volunteering?

- What could have been better about volunteering?

-What volunteer perk did you enjoy most?

-Do you feel like the training prepared you for the event, and if not, what

could we add?

-Are you interested in volunteering again next year?

We also want to evaluate our sponsors’ experience. This is extremely important

due to the fact that we rely so heavily on sponsor donations. We also want to ensure

our sponsors are enjoying themselves and need to know what will bring them back year

after year. We will personally deliver these to the heads of the marketing team for each

sponsor.

Sponsor Evaluation Questions:

-How would you rate the ease of registering as a sponsor?

-Do you feel like the sponsor perks are equivalent to the donation

amounts?

-What incentive would you like to see offered for sponsors?

-Do you feel like sponsoring this event has helped your business?

-How did you help promote the event through your business?

-What way would you prefer to advertise through our event?

Participants are so important to us. They are the reason we do what we do. We

want to ensure they are enjoying themselves, and also want to see what we can do to

make them come back year after year. We want to evaluate not only their experience,

but their wants and needs as our consumer base. These will be sent out via email after

the concert, with periodic reminders.

Participant Questions:

-How would you compare this festival to other music festivals you’ve

attended?

-What bands did you enjoy most?

-What bands would you like to see in the future?

-How would you rate the ease of registration?

-Do you feel like the pricing is equivalent to the value of experience?

-What would you change about the event?

-How far did you travel for this event?

-Which sponsor tent did you enjoy most?

-What merchandise did you like most?

-Will you be joining us next year?

Sponsorships

Sponsors

As a company that is passionate about sustainability, it is important to us to

partner with organizations that also have a love for the environment and practice

sustainability in their everyday business practices. We researched several companies

throughout the country to find sponsors that are the right fit. Each of our sponsors either

have a tie to the environment, a sustainable mission, sustainable products, or are green

activists. We want our sponsors to back our mission, but we also want to promote their

companies at the same time. The opportunity to sponsor our event allows them to

promote their business, promote green practices, and reduce, reuse, recycle and rage

with Emerald City!

Rationale For Sponsors

We rely very heavily on our sponsors’ donations. They are responsible for

$650,000 of our budget for the event. Without them, there are a lot of things we would

have to cut. Alos, having these companies who have a good rapport within the

environmentally aware community gives our event credibility. They provide funding and

credibility, and we provide marketing opportunities and a place to sell their products.

Sponsor Types & Samples

Title:

● Sunrun

● Vivint

● Sunpower

● Xoom

Presenting:

● GE

● Cisco

● Duke Energy

Official Product Designation:

● Coca Cola

● Local Brewery

● Box water

Product Endorsement:

● Leonardo DiCaprio

● Lady Gaga

Area Sponsor:

● New Belgium beer garden

● Red Cross rehydration and first aid station

● Caltech & Kohler solar porta potty area

● Coca Cola cool down area (with misters)

Media Sponsor:

● Local radio station

● Local tv station

● Instagram

● Spotify/ Pandora

In-Kind Sponsor:

● GE

● Duke Energy

● Health Center

Examples of Sponsor Materials and Giveaways

Sponsors are being given the opportunity to market their business, products and

services as well as an opportunity to sell them at the event. But we feel like that isn’t

enough. Sponsors are very important to us and we want to show them that. Each

sponsor will be entered into a raffle when they sign their contract, and winners will be

announced at the concert. Each level of sponsor will be entered for a different

giveaway, with prizes ranging in extravagance to match the amount that the sponsor

donated. All giveaway prizes will be in-kind donations from companies such as

vacations, sustainable material products, tickets to sister events, and much more.

Steps to Transition from Sponsor to Partner

1. Send a thank-you card, including an event recap and photos

2. Send information to pre-register for the following year

3. Donate excess Emerald City Festival memorabilia to sponsors

4. Request for a member to represent the sponsor on our Board of Directors

APPENDIX

Operating Expenses Notes

Staffing $201,350.00

Annual salaries for all full time employees

Director $62,000.00

Perfomance Coordinator

$45,000.00

Volunteer Coordinator

$40,000.00

Marketing Coordinator

$54,350.00

Risk Management

$22,500.00

Insurance $20,000.00

Security $2,000.00

Permits $500.00

Equipment $1,350,000.00

Tents $300,000.00

Stages $350,000.00

Lighting $400,000.00

Portable Restrooms

$300,000.00

Performers $17,500,000.00

Venue $500,000.0 Money given to farmer for

0 land

Advertising $100,000.00

All adverstising costs

Donations $2,000,000.00

Donation to National Parks Conservation Association

Total $21,673,850.00

Operating Revenue Notes

Ticket Sales $21,095,000.00

Full Price $20,625,000.00

75,000 tickets sold at $275

Half Price (option 1)

$340,000.00

2,000 tickets sold at $170

Half Price (option 2)

$130,000.00

1,000 tickets sold at $130

Merchandise $780,000.00

39,000 Shirts, Cups, and Hats sold at $20 a piece

Sponsorships $900,600.00

Food Vendor Fees

$41,250.00 55 vendors paying $750 each

Total $22,816,850.00

Net Total $1,721,850.00