HomeMy WebLinkAbout103-Attachment B: Parks and Recreation Commission's community event fund application for Wildwood Cinema Movie Night.pdf
CITY OF SARATOGA
COMMUNITY EVENT APPLICATION
1) Applicant Name: Lerry C Wilson
Agency/Organization (if applicable): Saratoga Parks and Recreation Commission
Street Address: 20335 Argonaut Drive
City: Saratoga Zip Code: 95070
Phone: (408) 910.9596 Fax: (408) 872-0201
E-Mail: lerry95070@yahoo.com
2) Event Name: Wildwood Cinema Movie Night
Event Location: Wildwood Park, Saratoga
Date(s) of Event: Saturday, September 11, 2010
3) Event Description: (attach additional pages, if needed)
Proposal
Host a single night outdoor movie viewing at Wildwood Park on Saturday night, September 11th.
Objectives
1. Promote community involvement in our parks
2. Promote downtown destination to increase traffic volume for Village businesses
See attachment for more detail
4) Anticipated number of attendees: 200
5) Anticipated matching funds: $ 0
6) Requested Funding: Please use the attached worksheet.
REQUESTED FUNDING
EVENT NAME: Wildwood Cinema Movie Night Date Prepared: June 29, 2010
EXPENSE TYPE (e.g. advertising, banner, facility
rental, materials, supplies, contractors, performers,
porta-potty, etc.)
AMOUNT
Non-City
related
expenses
City-related
expenses
(banner, facility
rental, permit
fee)
Equipment Rental
800
Banner Creation (optional)
1000
Weekly Banner rental (optional)
300
City of Saratoga Event Permit
100
Wildwood Rental Fee
45
Temporary Toilets
300
Marketing/Promotion
355
Subcommittee Report – Wildwood Cinema
To: City of Saratoga Parks and Recreation Commission
From: Lerry Wilson, Denise Goldberg (Movie Night Subcommittee)
Cc: Crystal Morrow, City of Saratoga
Date: June 29, 2010
Subj: UPDATE – Single Event Movie Night at Wildwood Park (Wildwood Cinema)
At the June 14th PRC meeting, this subcommittee was tasked with evaluating a potential movie night event in
Wildwood Park. At a special PRC meeting June 23rd additional guidance was given resulting in the following
proposal.
Proposal
Host a single night outdoor movie viewing at Wildwood Park on Saturday night, September 11th.
Objectives
1. Promote community involvement in our parks
2. Promote downtown destination to increase traffic volume for Village businesses
Overview of Event
Through contacts with other cities and outside vendors, the “sit down” time for the movie would be 7.30 pm. Close
time of the event would be 9.30 pm. Estimates of costs and other considerations are based on attendance of more
than 200 persons at Wildwood.
Estimated Cost = $1,600.00 ‐ $2,900.00
Equipment Rental $800
Marketing/Promotion $355
City of Saratoga Permit $100
Wildwood Rental Fee $45
Temporary Toilets $300
Banner (optional) $1000
Banner rental (optional) $300
Review of Special Events Checklist Items
Item Requirement Item Requirement
Special Event Permit YES Fire District Letter YES
Event Map YES County Health Dept NO
Indemnity Agreement YES ABC Permit NO
Certificate of Insurance YES Noise Exception Permit YES
CAL Trans NO Neighbor Notification YES
Reserve Officers NO
Recommendation
It is this subcommittee’s recommendation to approach the Saratoga City Council to request the authorization to
pursue funding from the City of Saratoga, the Saratoga‐Monte Sereno organization, other community
organizations or private sources.