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Agenda 12-05-12*SPECIAL EVENTS AD HOC ADVISORY COMMITTEE Agenda Wednesday 5, 2012 6:30 PM - 7:30 PM City Hall Chamber 100 East Boynton Beach Blvd., Boynton Beach, Florida I. CALL TO ORDER - Chair Elliott Williams II. WELCOME (Elliott) Introductions & Welcome new board member Wyn Yelin III. Review Special Events Ad Hoc Committee duties (Michele) IV. Discuss last night's Commission Meeting Presentation V. OLD BUSINESS A. Discussion: Event with Chamber "Red Hot Boynton Beach Blues Cruise" Guest Speakers (BucK) B. Member thoughts????? VI. Other Business VII. Announcements VIII. ADJOURN *The SEAHAC is an advisory committee which makes recommendations to the Commissioners. Pepper Fest Page Special Events Ad Hoc Committee Pepper Fest March 23/24, 2013 City of Boynton Beach In the following packet is the first draft information in reference to the 1 st Annual Pepperfest for the City of Boynton Beach. The committee members researched several options and believe that a pepper fest would be a way of showcasing Boynton's Agricultural community. Boynton is historically known for many farms that were and are still in existence in our area. Besides peppers of all shapes, sizes and tastes, we have had tomatoes, strawberries, beans, pineapples, oranges, and more. Peppers have not been celebrated much and we thought this would be a way to celebrate the vibrancy and heat of this vegetable. We hope that you will agree with our ideas on this way to bring folks into our town and community. PURPOSE: To bring attention to the many faces of the pepper. Not only the colors, but it's tastes, and it's diversity in use. It also calls attention to our vast farming history and the continuation of growing in our western community. FACTION OF THE EVENT: 1. Highlighting the pepper and the many uses by the following events: a. Hot Pepper Cook off (fee to participate) b. Chili Cook off (fee to participate) c. Hot Pepper sauces taste off (fee to participate) d. Local pepper growers vending their veggies. (small fee to vend) 2. Car Show a. This portion of the event will be sponsored and organized through the Chamber of Commerce. Contact person for the Chamber is Buck Buchanan 3. Music for the Event a. This portion of the event will be sponsored and organized through the the Chamber of Commerce. We have been informed that the Chamber has money committed for the music for the event.Contact person for the Chamber is Buck Buchanan Pepper Fest Page 4. Arts and Craft Vendors a. Highlight our local artisans as well as a way to raise funds to help cover the cost of the event. b. Reasonably cost space as this is untried event so we have nothing to show the amount of foot traffic to actually intice vendors to our event. It is worth having local art/craft vendors. 5. Food and Beverage Vendors a. Local food vendors (food trucks, independent food vendors) (Fee) b. Local Clubs and Organizations (civic org. and churches)(chips, hotdogs, soft drinks) (Sm. Fee) c. Local Micro Breweries to feature local brews. (small fee tasting tent) 6. Other Activities for Attendees a. Open the Children's Museum b. Bounce House c. Games d. Community Art Station Place large sheets of paper for folks to paint on and have them exhibited during the event. 7. Community Input a. reach out to the community organizations for them to participate in some manner. Pepper Fest Page LOGISTICS: 1. Location: a. We would request the use of Ocean Avenue beginning at S. Seacrest Blvd. and traveling east depending on the number of vendors and activities. b. We would work with the Chamber in the placement of the cars for the car show. c. Tented vendors on both sides of the street. d. Food and tastings to be in the PD parking lot located on the east side of the playground. 2. Needs and Costs a. Police Protection ($33 to $50.00 per hour) b. Fire ($40.00 per hour) c. Rest Rooms ( $62.00 per unit) d. Liability Insurance e. Electricity f. Volunteer Staff g. Event Tents 10 x 10 tents rated for cooking $105.00 each Folding Chairs $1.25 each 6 ft. rectangle tables $7.25 each h. Prizes for cook off and taste offs Go out to the community and ask for donations i. Event Tent 30 x 30 $450.00 Sound system $300.00 Larger stage with tent roof sound and lighting $4500.00 3. Advertising a. Radio, TV, newspaper, $5000.00 b. Social media (free) c. Website ($200.00) d. Banners, signs, etc ($3500.00) Pepper Fest Page 4. Parking for event a. Vendor parking a. City Hall Parking Lot b. Behind the Old High School c. Civic Center b. Car show a. Cars to be parked backed into the curb along north side of Ocean Ave. c. Music a. Space to be made available in the Police lot (north end) for loading and unloading equipment. d. Attendee Parking a. Library b. Madison Center c. Shuttle from Bank of America Building, and CRA property where the Green Market is held (asking Green Market be moved to the event area for this one time. d. Ask the church for permission to park on Sat. and after services on Sun. e. Contact FEC ask permission to park along 4th.