Clayton City committee approves 2025 sponsorship packages, sets $30,000 entertainment budget; two concert dates still open

The Clayton City Special Events Committee at its meeting approved the city's proposed 2025 sponsorship packages and set an entertainment budget of $30,000 while leaving two concert dates unfilled and deferring final contracts until the lineup is confirmed.

Committee leaders said the concerts in The Grove are planned for May 17 through Aug. 23, the car show will run every other Wednesday in June and July with a special edition in September, and the Fourth of July parade will take place on July 4. Six of eight concert dates have confirmed acts; the committee left July 12 and July 26 open pending final offers from the promoter.

The sponsorship packages are the framework for securing private support for the season and cover event components including security, sound engineering and staging. "They are posted online and there's also a hard copy in the public binder in the back of the room," the city clerk said during the meeting.

Why it matters: the committee's decisions determine event timing, the scope of city spending and when marketing and sponsor outreach can begin. Committee members said marketing cannot start until the lineup and contracts are finalized.

Key details: the committee set a $30,000 not-to-exceed entertainment budget for the concert series and said it expects sponsorship revenue to cover most operational costs. The committee reported that last year's concerts and the Fourth of July parade produced a combined profit of roughly $2,600, according to finance staff Regina, and that the committee's carryover from prior years is estimated at about $70,000.

Committee members discussed vendor continuity. The security firm the city has used for years and the existing sound-engineering and stage providers were recommended to continue; staff member Stephanie said she will work on contracts for both providers. The committee voted to move forward with contracting those vendors but agreed not to finalize the entertainment contract with Primetime Entertainment until the two open dates are confirmed.

Promoter outreach: the promoter provided options for the two open concert dates. Committee members discussed one potential act, Foreverland, with a tentative price in the roughly $4,000 range; availability had not been confirmed at the meeting. "I will have to confirm that with our attorney, just to ensure we don't have any BRAIN Act violations," a staff member said when asked about sharing contract offers before formal approval.

Graphic design and printing: the committee said it intends to continue working with Royal Graphic Design for creative work and Avenger FASTSIGNS for printing. Last year's contract had been amended to a not-to-exceed figure of about $6,000 to account for the city's 60th-anniversary materials; this year's design needs were expected to be smaller. The committee estimated printing costs in the range of $5,000 for banners, stage signage and flyers.

Budget implications and timeline: the committee said sponsorship solicitations are typically finalized in February and sponsor payments are often due by April before the first concert. Staff said the committee relies on prior-year carryover to cover upfront costs such as deposits to entertainers.

Votes at a glance: - Approval of Oct. 28 meeting minutes: moved, seconded, passed (record indicates committee in favor). - Approval of 2025 sponsorship packages: moved, seconded, passed. - Motion to defer final entertainment contract and finalize lineup at or before the next meeting: motion made, seconded; committee directed staff to continue and return with confirmations. - Motion to proceed with contracts for security, sound engineering and stage with existing providers: moved, seconded, passed. - Motion to continue using the same graphic design and printing vendors and to keep costs in line with last year: moved, seconded, passed.

Next steps: staff will continue outreach to potential acts, confirm the two open concert dates if possible before the committee's next meeting and finalize vendor contracts once dates are locked. The committee said marketing and printing will begin only after the lineup and contracts are finalized.