Memo Mainstreet Days
"
'i' :.
.~
" CITY OF HOPKINS
MEMORANDUM
DATE: February 11, 1993
TO: Honorable Ma~~d City Council
FROM: . {. l't I .
Tom Harmen~ng, Commun~ yDeve opment D~rector
SUBJECT: MAINSTREET DAYS - SESAME STREET LIVE
---------------------------------
I. Purpose of Discussion
The purpose of this item is to outline staff's position
regarding aspects pertaining to undertaking a Sesame Street
Live production during Mainstreet Days. As per the
e Council's work session discussion, additional information
will be made available during the city Council meeting
regarding fund raising efforts.
II. Staff Comments
Staff feels that a Sesame Street Live production during
Mainstreet Days would be very exciting and provide excellent
exposure for Hopkins and Mainstreet. Much credit needs to
be given to Mark Senn and the steering Committee for being
able to commit Sesame Street Live to Mainstreet Days.
However, there are three issues relative to undertaking this
event which are important. These issues relate to funding
the event, having sufficient time to plan for a successful
production, and utilizing professional help to plan the
event.
with respect to funding the event, staff has no real
comments at this time other than the City is being requested
to underwrite the cost of the event with the understanding
that the steering Committee would attempt to obtain
donations from businesses or corporate sponsors to reimburse
the City for its cost. More information will be presented
to the City council regarding this funding issue.
. The second issue pertains to having sufficient time to plan
for the event. Planning for Sesame Street Live also
involves coordinating with other anticipated Mainstreet Days
ac~ivities including possibly a charity ball for Child's
.~ ~~-- ---." -- .-." ." " .~..;...,-~--_..
:i' " )""
Honorable Mayor and City Council
- February 11, 1993
Page 2
Play, an old fashioned fair to be run by Child's Play
Theatre, as well as the other usual Mainstreet Days
activities. staff has met with a couple of firms which do
plan large events. Both of these firms have indicated that-
the timing is extreme Iv short to plan for an event which
could bring 20,000 to 40,000 people to Hopkins, as well as
coordinate with the other Mainstreet Days activities. It
was suggested that we should have begun planning for Sesame
Street Live six to twelve months ago. One of the firms did
indicate that if only a Sesame Street Live Parade were
undertaken, rather than stage shows, some of the planning
and logistical problems would be eased. '
The third issue pertains to utilizing professional help or
outside assistance to plan the event and coordinate with
other Mainstreet Days activities. A very rough estimate of
the total cost for undertaking the Sesame Street Live event
is $40,000 to $55,000. These costs, which are very rough
and represent a crude estimate, .are based on the following
assumptions: '
0 $20,500 for Sesame Street Live
. 0 $10,000 - $15,000 fOr planning and logistical support
0 $10,000 to $20,000 for advertising, stage assembly,
bleacher installation, and a variety of other numerous
expenses which would probably be experienced. This is
one cost which staff, is unsure of as to its accuracy.
Staff realizes there is a significant cost to hire somebody
to assist with planning and logistics of the event.
However, staff is of the opinion, primarily as related to
the short amount of time left to plan this event, that it is
imperative that a professional be brought on board to
coordinate and plan this event. Obviously, this requires
the City to potentially underwrite a greater amount, which
in turn requires the steering Committee to raise additional
funds. However, it is staff's recommendation that unless a
professional is brought on board to assist with planning
this event, the city should not participate in underwriting
the cost of Sesame Street Live. The concern which staff has
is that if the event is not properly planned, or all
considerations are not taken into account, the event could
represent more of a detriment than a positive reflection on
the City of Hopkins.
Staff would be happy to answer any of the questions
. regarding this matter during the City Council meeting on
February 16.
TH02103D
.... ~ '-- ~