Memo- Hopkins Center for the Arts Grand Opening
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Memorandum
I Office of the City Manager I
To:
From:
Date:
Subject:
Honorable Mayor and Members of the City Council
Steven C. Mielke, City Manager
March 7, 1997
Hopkins Center for the Arts Grand Opening
With the advent of the Hopkins Center for the Arts, discussions have begun about the
grand opening of the facility. According to projections, the facility should be completed
in late October and ready for occupancy in early November of this year.
Due to the size and importance of this facility to the community, early preparations are
necessary for a successful grand opening to occur.
As a precursor to planning the grand opening, the Council needs to give direction to
the staff and the various interested groups about the grand opening so that plans can
begin. From my perspective, there are three discussion topics to which direction is
needed. They include goals, activities, and responsibility.
Goals
I would propose to the Council that there are at least three goals to be
accomplished during the grand opening. They are:
1. Community awareness of the center
2. Community participation in the grand opening events from various
groups and ages
3. Fund raising to help pay capital costs
I would enjoy hearing from the Council whether or not these goals are consistent
with the Council's desires for a grand opening event. There are quite possibly
additional goals or modifications to these which the Council would determine
appropriate.
Activities
Attached to this memo is an example of what grand opening week activities
could look like, should that be determined to be in keeping with the goals. For
this to occur, or something like it, many groups and individuals would have to
become involved in preparations for the various events. It represents one
Arts Center Grand Opening
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concept of a grand opening; however, it may be too ambitious, or not ambitious
enough. A grand opening does not have to be a weekend, a week, or a month, it
could be whatever we decide it should be.
Responsibilities
After deciding on the goals and activities, it would then be necessary to hand out
responsibilities for each of these events. Some of the work can be done in-
house, others will be necessarily handed to committees or other groups, and it
may be necessary to enlist professional assistance for some events.
Of particular concern is the discussion of the potential of a headliner event which
would be used as a major fund raising activity. The work involved in creating a
headliner event which is both enjoyable and successful in fundraising, may
require the assistance of a professional firm. Attached to this memo is a letter
from Nemer, Fieger and Associates, Inc. This letter was generated at the city's
request to see whether there would be interest in a professional firm assisting
with a headliner event, and if so, what kinds of activities could a professional
firm assist with. A representative from Nemer, Fieger should be available at the
work session to discuss how they may playa role, should the Council wish to
proceed with a headliner or other events. Nemer, Fieger is aware that they are
not under contract, and may not be until the City Council determines it necessary
and appropriate.
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February 27, 1996
The Honorable Chuck Redepenning
Mayor of Hopkins
10 10 First Street South
Hopkins MN 55343
Dear Mayor Redepenning:
Thank you for the opportunity to meet with you regarding next fall's anticipated opening
of your new Hopkins Center for the Arts.
We sense and share your excitement, and we think it is a very worthwhile endeavor that
promises to further enhance the image of Hopkins, as well as your personal reputation as
a effective community leader.
While we can see opportunity for consulting and fine-tuning your various events, your
network of volunteers seem to be serving your needs very well.
Normally, our first function is to design initial collateral for such a prospect to encourage
financial support. The current piece you have produced adequately serves that need.
Our second function is to communicate with primary media contacts to drum up feature
stones for your projecr, and Steve Barberiu SeeU1S LV havt: U~gUll th;s ~ffo~1 Vv'ith luany of
the key contacts within his circle of influence. We can certainly add to this mix.
A third primary function we usually provide is that of developing one or more grand
opening events over a given time period. The Grand Gala concept seems to be well in
hand by your local VIP volunteers, although we would be happy to assist.
In view of the above, we want to be a part of your events and feel our best role would be
to serve as that of consultants and coordinators. We would agree to provide professional
guidance/creative input/coordination, etc. in support of your talented volunteers at a
discounted rate of$75 per hour (extended as a courtesy offer due to your non-profit
status).
61')0 f.X(\I,>jfH~ Bul)lI y,WlJ . MINNII\I'OII\. MN ')<)l.l() 2/90
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Mayor Redepenning - 2
February 27,1997
Some of the miscellaneous items/costs on our check list for such events include the
following:
. invitations
. mailing
. printing
. hand addressing
. flyers
. slgnage
. posters
. table tents
. banners
. press kits
. counter cards
. souvemr programs
. decorations
. backdrops
. floral arrangements
. red carpets
. parking
. sound system
. tables
. stanchions
. staging
. linens
. mobile phones
. walkie talkies
. deliveries
. COPYlllg
. mileage
. videographer
. photographer
. photo developing
. appearance fees
. accommodations
. promotional items
. grand prizes
. advertising specialties
We look forward to your thoughts and shall, at this point, continue to hold March 12 at
10:30 a.m. open should you continue to find our meeting appropriate.
Kindest regards,
Jim Fieger
J. Marie Fieger