Agenda 08-07-13 *SPECIAL EVENTS AD HOC ADVISORY COMMITTEE
Agenda
Wednesday August 7, 2013
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)
III. Approval Agenda, Additions or Deletions
IV. Approval of June 5, 2013 Minutes (Please print and bring a copy of the minutes)
V. OId /New Business Matters
(Review last meeting)
A. International Pepper Festival (Next Year's Event)
Set Date: March 8th & 9th or March 15th & 16th
Location Ocean Ave - Intracoastal Park
Time (Start /End) 10 am - 5 pm
Music
Funding
B. Assign Someone to Attend Chamber Meetings Jim Gilbeault
C. Sponsorship Letters (Major/ Regular) Brad Sevaldson
D. Discuss Presentation for Next Year's Hot Pepper Budget for Commission
Meeting (Michele)
VI. Other Business
A. Commission Meeting
B. Community Reports: City; CRA (Virginia /Kathy)
C. Chairman's Comments
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 8/9, 2014
City of Boynton Beach
In the following packet is the first draft information in reference to the 1st Annual
International Pepper Fest presented by 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. In our research
we have discovered how popular the pepper has become internationally and decided
that we would expand to explore the full world flavor of the pepper. 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 as well has the diverse cultures that
use the many peppers in their own cusine.
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)
e. Wings Cook off (fee to participate)
2. Entertainment for families
a. Face Painting
b. Puppet show
c. Pony Rides
d. Aligator Wrestling show
e. Arts and Crafts Tent
f. Open the Children's Museum (if we use Ocean Ave.)
3. Music for the Event
We will be looking for sponsors to cover the cost of two days of music.
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. ($65.00 for two days) At that price and during the season we
should have no problem filling up all of Ocean Ave.
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 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- Art District (Rolando and Debbie Cole -Debay
Place large sheets of paper for folks to paint on and have them
exhibited during the event.
Estimated Budget for the event:
Our estimated budget for this event is $75,000.00 for which we would hope that
the city would cover the expenses of Police, Fire, Garbage and Insurance and the use
of city facilities that are not included in the $75,000.00
We are hoping that the CRA would consider assisting in this event by being a co-
sponsor of the City and help by allowing the event staff to work with the committee
along with a contibution of $7500.00 to be used for advertising, and miscellanous items.
Our sponsorship levels will begin at $350.00 and go up to $5000.00
We are also looking for donation of products and incidentials from various
businesses.
We will also be looking to the Sister city program to include them in our
international event.
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
1. 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 ($45.00)
c. Website ($200.00)
d. Banners, signs, etc ($3500.00)
e. Graphics ($500.00)
Pepper Fest Page
4. Parking for event
a. Vendor parking
a. City Hall Parking Lot
b. Behind the Old High School
c. Civic Center
b. Car show
a. Cars to be parked backed into the curb along north side of Ocean Ave.
c. Music
a. Space to be made available in the Police lot (north end) for loading and
unloading equipment.
d. Attendee Parking
a. Library
b. Madison Center
c. Shuttle from Bank of America Building, and CRA property where the
Green Market is held (asking Green Market be moved to the event
area for this one time.
d. Ask the church for permission to park on Sat. and after services on Sun.
e. Contact FEC ask permission to park along 4th.
The spring forecast for Palm Beach County
predicts that March 2014 will be hotter than ever!
he a jntcn eat1
Ivtenati�na! Pepper FeStiVal
The City of Boynton Beach, CRA & the Boynton Beach Chamber of Commerce are
pleased to announce our first annual International Pepper Festival in March 2014.
We are excited to highlight our historic downtown and city center during this two
day event. Whether it's Creole, Jamaican, Italian or Mexican, El Paso to New
Orleans...you name it. If it's HOT and SPICY, we'll have it covered from food to
music to contests! Guaranteed to be a hot time!
The Eo -e I rterratioral Pepper Festival will bring vendors of peppers and
pepper products of all kinds together as well as restaurants and food vendors. A
full slate of activities will include entertainment venues, arts and craft show, the
Pepper Playground for kids and a Hot Rod Car Show.
This multi - cultural event for all ages is certain to become the signature event of
the city and we look forward to you or your company being a part of it all!
Our levels of sponsorship are:
Habanero...$ ? ? ??
Jalapeno...$ ? ? ??
Poblano...$ ? ??
Beli...$ ? ??
Please contact at for more information.
Boynton Beach
i
Potentia I Sponsor List
• Tabasco • Bedner's Market
• Cheney Bros. • Dr. Pepper
• Subway • Due South Brewery
• Chase Bank • Chili's
• BBT • McDonalds
• TD Bank • Tijuana Flats
• Budweiser • Rosalita's
• Corona • Banana Boat
• Palm Beach Post • Two George's
• FPL • Bethesda Hospital
• Waste Management • Car Max
• TV stations • Ford / Dodge
• WIRK & other radio • Lowe's
• T51 Telemundo / Mia 92.1FM • Home Depot
• AT &T / T- Mobile / Verizon • Realtors — Coldwell Banker