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Spring City commission finalizes logistics, sponsorships and vendor plans for Christmas at the Depot
Summary
At a Sept. 16 special-call meeting, the Spring City Tourism and Events Commission assigned leads, set fees and deadlines, and confirmed entertainment and vendor logistics for the "Christmas at the Depot / Lighting the Way to Christmas" event; next meeting set for Sept. 23, 2025.
The Spring City Tourism and Events Commission on Sept. 16 completed planning steps for the "Christmas at the Depot / Lighting the Way to Christmas" event, assigning leads, establishing fees and setting deadlines for sponsors, vendors and programming.
Guest Michelle Caldwell-Ray was named lead for the parade and the gingerbread contest; the minutes record a $30 parade cost (which "includes nonprofits") and a cutoff for parade applicants on the Thursday before the parade. Ava Wilson was named lead for the Depot lighting. Jody Bauer (with Teresa, Ricki Dash and Michelle Caldwell-Ray assisting) will lead sponsorship outreach; Ava Wilson is preparing a sponsorship letter and the commission set a Nov. 7 deadline for sponsor logo submissions.
The commission recorded sponsorship tiers including $1,500 for Carriage Ride sponsorships (three available), $400 for Main Stage 4x6 placements (three), $250 for Music (five), $250 for Santa (two), $250 for Tree Lighting (three), $75 for Gift Sponsors (unlimited) and $250 for Lamp Post sponsorships (13). Commissioners noted in-person sponsor requests are preferred over mailed letters.
Stephanie Strader and Michelle Caldwell-Ray will recruit vendors and reach out first to top vendors; vendor booths are listed at $50 with a target of about 40 vendors. Organizers set a noon start time for the event and require vendors to be set up and vehicles off the road by 11:00 a.m.; maps will be distributed ahead of the event.
For entertainment, Stephanie Strader was assigned to coordinate acts and stage placement; the minutes say the stage must be moved because W. Rhea cannot be closed. The group recorded that High Carbon Steel is available and will be paid for three hours with organizers planning to concentrate other entertainment around an approximate 4 p.m.–7 p.m. window and to use a music break for the lighting ceremony.
Food vendors were assigned to Michelle Caldwell-Ray; the fee for a food vendor is $65 (generators only) and the commission said it needs about six food vendors. The group discussed possibly locating food vendors, tables and chairs in the city parking lot.
Stephanie Strader will contact carriage providers; the commission recorded a cost to the organization of $900 per carriage, with sponsorships sought for three carriages. Rider prices were listed as $20 per person, $35 per couple and $60 for a full carriage.
Candi Harris was assigned to lead an event passport activity. The storefront décor contest will be judged by the police department; SouthEast Bank was mentioned as a possible prize sponsor. A discussion about ornaments and a memorial tree was tabled; Michelle Caldwell-Ray will contact the RCHS CTE class about a stamp to support the effort.
The meeting concluded with a procedural motion: Candi Harris moved to adjourn, Ricki Dash seconded and the minutes record "all in favor." The commission set its next meeting for Sept. 23, 2025.
The minutes record the assignments, fees, sponsorship tiers and deadlines above; no formal vote tallies or additional motions were recorded in the minutes beyond the adjournment motion.
