Council gives staff direction to plan University Place 30th birthday bash with up to $246,500 budget

City staff presented a detailed plan for a one-day 30th birthday celebration in University Place, and the council gave direction for staff to continue planning with a not-to-exceed budget in the mid-$200,000 range.

City Manager Matt Suggs and Events Director Marion Holloway laid out the proposal for a Saturday, Aug. 23 event at SERC Park from 11 a.m. to 9 p.m. Attractions described included a main music stage anchored by headline act Kalimba, a beer garden, a regional outdoor makers market (up to 50 booths), a skateboard “Skate Jam” competition, a kids’ stage, community booths and a hot-air balloon glow as a finale. The staff estimate split costs into attractions ($58,000), kids/teens programming ($49,000), back-of-house rentals and facilities ($109,000) and staff overtime ($21,000). Added enhancements for regular annual events (Movie in the Park and Oktoberfest) raised the initial estimate to roughly $215,000; during discussion council members and staff referenced a $246,500 maximum figure for the overall carry-forward request.

Suggs told council the event would be funded through the city’s carry-forward budget process if council authorized the expense; staff noted that some of the available funds are interest earned on federal grant money and that any final amendment would come back to the council in the formal budget process. Holloway said certain deposits and vendor commitments have already been made (staff cited roughly $6,300 in committed deposits for Movie in the Park) and that many contracts (bands, balloon operator, stage, shuttles) are being lined up now to meet booking timelines.

Council members asked about logistics and cost-control options. Staff described a two-route shuttle plan using Curtis High School and the city hall parking as remote lots, Uber/Lyft drop zones, an enhanced security plan with an on-site local security contractor and off-duty officers, and portable restroom counts. Holloway and Suggs estimated peak site attendance around 5,000 for the day and roughly 2,000 on-site at peak times. Staff also outlined sponsorship and volunteer opportunities; council members encouraged aggressive pursuit of sponsors but cautioned that sponsorship sales require staff time and contract details.

After extended discussion the council signaled consensus to proceed, asking staff to pursue sponsorships and volunteer roles where appropriate, to seek cost savings where practical, and to return the budget amendment through the city’s carry-forward process. The council gave staff a direction to proceed up to a maximum not-to-exceed budget of approximately $246,500 and asked staff to provide public-facing talking points about the event’s value and funding when the carry-forward is presented.

Why it matters

The event is intended to create a regionally attractive community celebration, support local small businesses and community groups, and mark the city’s 30th anniversary. It will require cross-departmental coordination for public safety, sanitation, parking and marketing.

What’s next

Staff will continue contracting for bands, balloon operators and rentals, pursue sponsorships, finalize shuttle and security plans, and return to council with the formal carry-forward budget amendment and any recommended cost changes or sponsorship offsets.