Organizers set WinterFest for Dec. 13, lay out vendors, budget and assignments

Organizers and city representatives meeting in a special planning session agreed to hold WinterFest on Saturday, Dec. 13, running 2 p.m. to 8 p.m., with a parade at 6 p.m. and fireworks around 7:15 p.m.

The meeting matters because it sets the event’s date and core budget assumptions, assigns lead volunteers, and identifies the permits, insurance and vendor rules needed to run a city-affiliated public festival.

Speaker 1, the meeting facilitator, opened planning by proposing a later start time and a shorter public program to concentrate activity and improve vendor sales: “My recommendation is that we don’t start it till 2 and run it from 2 to 8 instead of that 12,” the facilitator said. Meeting participants agreed to use the second Saturday in December (the group identified Dec. 13 as the date) and to schedule the parade and fireworks at the times above.

Participants discussed vendor fees and capacity. Speaker 3, who described past event operations, proposed a fee schedule to balance affordability and revenue: craft vendors $100, regular food vendors $150, food trucks $225 (food trucks occupy double space), nonprofit booths $30 and in-town brick-and-mortar storefronts $50. The group estimated room for about 65–70 vendor spaces, with food trucks counted as two spaces.

The committee discussed the event’s finances and set fundraising and budget targets. Speaker 3 recommended a corporate-donation target of roughly $15,000 for sponsorships and an overall event budget goal near $20,000. Fireworks were estimated at up to $13,000 for a larger show, toilets about $4,000, and other expenses (permits, trash, signage) to follow. The meeting noted that vendor fees and sponsorships historically provide a significant portion of event revenue.

Permits, insurance and city handling of funds were clarified. Speaker 5 said the city cannot directly operate as a nonprofit cashier and that organizers should set up a separate event fund with the city to receive donations and checks; checks will be made out to the city and deposited into that separate account. The group identified the county food-permit fee as approximately $600 and discussed an ABC (alcohol) license for the beer garden. Organizers agreed to run donation and vendor materials past the city attorney (Connor) and to have Ron (city staff) review drafts bearing the city logo before distribution.

Operational items and assignments were allocated. Agreed responsibilities included: - Vendor management: Sean volunteered to run vendor outreach and applications, supported by Speaker 3 and Amanda; they will compile vendor email lists, send an initial notice and follow with application attachments. - Sponsorships and donation letters: Larry agreed to lead outreach to larger businesses; participants recommended door-to-door and in-person follow-up in addition to email. Draft letters will be shared with Ron and the city attorney before use. - Toilets, trash and county permits: Kim accepted responsibility for securing porta-potties, requesting Recology trash donations, and completing county permit paperwork; the group budgeted roughly $4,000 for toilets and estimated donated trash service or a fallback cost of about $850 if donations don’t come through. - Fireworks and parade logistics: Caroline will manage the fireworks contractor and liaise about launch/access issues; the group noted a prior plan to allow Hansen’s (or similar contractor) to clean streets and to coordinate gate control and traffic so cleanup and launch are possible. - Beer garden: Stephanie (identified by participants as an experienced vendor manager) was asked to run the beer garden, including fencing, staffing and licensing. - Finance processing: Tammy or designated city staff will receive and deposit checks into the dedicated event fund.

Other operational details included planning for roughly 30 porta-potties (including ADA units and several hand-wash stations based on past events), potential donated trash cans from Recology (with organizers instructed to submit the required donation form well in advance), traffic control costs (an estimated $700 for extra officer overtime to cover post-event traffic), and the need to confirm insurance requirements with the city.

Participants agreed that outreach should begin immediately: Sean and Speaker 3 will start vendor outreach within days, Larry will begin sponsorship outreach using templates provided from prior events, and Kim will receive contact information needed to request toilets, trash and permits. The group scheduled a follow-up check-in in one month to review progress.

Organizers emphasized that the event will be rain-or-shine; applications will state that fees are nonrefundable in bad weather because many expenses are committed in advance. The meeting closed with leaders confirming assignments and an expectation that the city attorney and Ron will review any materials that use the city’s logo before public distribution.