Step by Step Instructions for Playbook by hedongchenchen

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Step by Step Playbook Instructions from Juneteenth 2009:

1. When planning commences for Juneteenth, initial contact should be made with both the

   president of the NAACP and the executive director of the Sioux City Human Rights

   Commission (SHCRC). The event planner should attend every monthly NAACP and

   Commission meeting leading up to the event and the meeting that immediately follows.

   The SCHRC and NAACP meeting immediately before the event should not be missed as

   commissioners/ NAACP members can help to spread the word and volunteer for the

   event. NAACP meetings take place on the fourth Tuesday of the month at 7 p.m. These

   meetings are at Mt. Zion Missionary Baptist Church (1421 Geneva St.). SCHRC

   meetings take place on the first Thursday of every month at 6 p.m. These meetings are in

   Conference Room 13 on the lower level of City Hall.



2. Acquire and complete a Special Events Planning Guide from Parks and Recreation.

   Included are copies of the completed guide in both print and electronic form. This is one

   of the most important steps in planning. It should not be delayed because it establishes

   decisively the date and location. This is necessary for spreading information, booking

   performers/booths and distributing flyers. It was hectic and stressful to make plans

   without a date established.



3. Pick a date for the event. Juneteenth is historically June 19th. I would recommend having

   the celebration on the closest Saturday to June 19th. Awesome Biker Nights (ABN) is

   always Father’s Day weekend (for example, July 17th – 19th, 2010 ). In planning the event

   ABN was briefly considered as a conflict since it took place on the same day. Also in
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   June, multiple popular events happen on any given Saturday so it is unavoidable. The

   conclusion reached was that the general target population of Juneteenth, namely African-

   Americans, would prefer a Juneteenth Celebration to ABN. It would therefore not serve

   as a deterrent. Secondly, Juneteenth is family-friendly in a way ABN simply is not. Note

   that many non-profits in the area will not be available because they are staffing ABN.

   ABN makes charitable donations to non-profit organizations by paying them to staff the

   event. Therefore, the more people a non-profit provides the more their organization

   receives. Nonetheless, we still had a full roster of booths at the 2009 event. Be aware that

   not all non-profits are taking place. Notably the Sanford Center didn’t take part in ABN

   in 2009.



4. Pick a backup location in case of inclement weather. Juneteenth is an outdoor event. It is

   heavily dependent on weather. An indoor location may not be ideal but at least the event

   can be salvaged. Without a backup location, the event must be canceled if weather does

   not permit. We chose Midtown community Center because, at the time, we had affiliation

   with the center. But, in retrospect, a more ideal location would have been Girls Inc. It is

   already inside Cook Park and transferring performers, booths and supplies would be

   much easier in the case of sudden inclement weather. Also signs could be created and

   placed to redirect traffic. The parking situation would be identical. Be aware that Girls

   Inc was notoriously hard to get a hold of during our planning. The opening of their new

   facility may have been a factor but it appears that it wasn’t the sole factor. If a few initial

   phone calls don’t connect you with the appropriate parties, the best option is to physically

   go to the facility and try to talk to someone.
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5. Contact the Sioux City Police Department about participating in the event. They will

   essentially be providing the security for the event. Hiring security (off-duty police

   officers) would have cost our organizations $200. When in discussion with the SCPD

   make sure it is alright to regard them as security. They had no issues doing so last year

   but it is best to let them know your intent upfront. We are not using them solely as

   security, as we wanted them to have an informational booth anyways. Waive the booth

   registration fee because they are doing the event a service.



6. Speak to Don Trometer, City Legal’s Risk Management officer, about having insurance

   waived for the event. Mention to him that he did so in 2009. The two reasons he did was

   that the SCHRC is a city department hosting a public event and we rightfully promised

   little to no violence. There was no violence at the 2009 event.



7. Rent three portable toilets for the event: one men’s, one women’s and one handicapped.

   The handicapped toilet, Terry Hoffman told us, is required by ADA standards. He

   suggested Lindblom and comparatively we got a very good deal from them.



8. As far as handicapped parking is concerned, when I first asked about the issue I was told

   to simply alert Parks and Rec of the event’s need in the Special Events Planning Guide.

   Later, in a meeting with Terry Hoffman told me not to worry about it since there was

   handicapped parking in Cook Park’s parking lot. I would suggest making a note for

   needing parking in the event’s guide.
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9. Contact Leonard Gill at City Wide Collections about providing trash receptacles. They

   delivered and picked them up for free. This was only because we talked to him.

   Previously we were told that we would be charged. We got 8 trash cans and 1 large

   dumpster.



10. Obtain a Temporary Vendor’s License from the City Clerk’s office for one day only. This

   covers all booths, including both businesses and organizations. The temporary vendor’s

   license is included in the Booth Registration Fee. The license must be purchased with

   cash or check as they do not do transfers between departments.



11. Present the NAACP at their next monthly meeting with a matching funds request (see

   “Funds Proposal for NAACP”). They made a $500.00 matching contribution with the

   SCHRC in 2009. Offer the same proposal again.



12. Book TV interviews segments on three local news stations: KTIV has Around Siouxland,

   KMEG has Talk of the Town, and KCAU has a live segment on the 5:00 news. These fill

   up early and are essential to free advertising. Schedule for airing the week of or at worst

   the previous week. This will keep the event fresh in people’s minds. This should be done

   months in advance.



13. Get event description placed on community calendars. This involves sending a concise

   summary of the event to the Sioux City Journal, KWIT, local news stations and Cable
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   One Channel 9. This information can be found on their websites. The Journal’s calendar

   is especially important because it can end up in print. (see “Ways We Advertised - 2009”)



14. Update 2009 flyer and quarter flyers to reflect changes for 2010. Then print off a stack

   and have them ready to distribute.



15. Contact Hemie Collier, the Central/Western Iowa Coordinator at the African-American

   Historical Museum of Iowa, about having the “History in the Park” children’s area again.

   He is doing the event a service, not to mention driving across the state, so waive his

   booth registration fee. He will need volunteers to help him with the area. Follow up to see

   how many. (See History in the Park description).



16. Contact the Sanford Center about having them be a part of the event and at least having a

   booth. They provide a great service for our African-American community and they

   should be present at the event. We contacted them late and both the program director and

   executive directors were out of town on the day of the event.



17. Contact last-years performers early so they can schedule the date and make sure that they

   are available. Also contact Mt. Zion about having their choir perform. The Siouxland

   Gospel Choir was formed for Juneteenth last year due to the fact that Mt. Zion declined.

   They declined due to being overbooked. Since Juneteenth was a success, they should be

   more receptive this year if contacted early enough. Monique Scarlett wonderfully handled

   performers for our event so see if she would be willing to do so again.
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18. Make initial contact with booths and vendors. Send out 1st letters, booth registrations and

   a flyer to all booths and vendors who took part in 2009. [See list of 2009 booths and First

   Letter to Organizations, Booth Registration 2009 and Juneteenth Horizontal Flyer

   (official)]



19. Waive booth fees for food vendors. Create voucher tickets for the value of the fees to

   distribute to volunteers. Explain this to food vendors.



20. Make sure booth users are aware that no electricity and no tents are provided. They may

   bring generators if they need electricity. The Cook Park facility simply cannot handle

   such requests. It would have been a logistical nightmare to provide it to the booths. There

   are only a few outlets in the entire park. The outlets on the stage are occupied by sound

   equipment. There were only two other outlets. They are located on the outside of the

   centrally located facility. We used this to power the inflatable ‘bounce house.’ It was

   simpler to forgo providing any booths with electricity. We also will not provide any tents.

   It is an expense we simply cannot afford. The best rental prices we found were between

   $90-$100 dollars per tent. Many booths brought their own tents. It appears as if Saturday

   in the Park doesn’t even provide tents. Electricity and tents are strictly the responsibility

   of each booth.



21. Sound Equipment: Ike Rayford did an amazing job handling our sound needs. He was

   abundantly helpful and good spirited. He even appeared on a morning television program
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   with us. Contact him early. He may be willing to have a greater stake in next year’s

   celebration. He has connections with Tom at Kingsbury electronics and was able to get

   everything we needed at no additional charge. Kingsbury should have our order saved on

   file.



22. Send out informational flyers to key locations. Print on yellow/orange paper so it is easy

   to see. We hung up a plethora of full-sized flyers on West 7th St. because business owners

   were willing to place the flyers in their front windows and it is walking distance from

   Cook Park. Essential locations for distributing flyers are African-American churches

   (Tabernacle, New Life Ministries, and Mt. Zion), Black Hair Salons (Shekianah

   Barbershop, Total Look, Scissor’s Palace & a barber in the Frances building), and

   NAACP meetings. Coffee shops are also a good place to put flyers. Distribute quarter-

   sized flyers at business locations as well as to individuals.



23. Contact Larenzo Chavis to see if he can be MC for the event. He did a great job

   communication to the crowd and was quite enthusiastic.



24. Contact speakers for the event. Carlos Ridley, Flora Lee, Shelby Pierce, Ike Rayford and

   Rogers Pitts were all schedule to speak at our event. Speakers are between acts speaking

   briefly (3-5 minutes) on the importance of Juneteenth, its history and the uplifting

   African-Americans. Talk to Angel Wallace early. She wanted to speak but had prior

   commitments.
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25. Contact Kelly Bach at Public Works to provide eight picnic tables provided for the event.



26. Send out the first batch of follow-up letters to everyone who submitted registration forms.

   As more booth registrations come in, send out 2nd letter individually or give it to

   individuals if they drop off the registration in person. Booths are an essential form of

   income for the event so it is important to have as many as is reasonable. We ended up

   with twenty-seven booths as well as the children’s area and the police department.



27. Contact Terry Hoffman, the Executive Director at Parks & Recreation, to see if they can

   provide tables and chairs. This must be done early as all the tables and chairs were

   reserved by the time we asked in 2009. We obtained forty-two tables from Glen

   Walinsky at the Tyson Event Center. That year we obtained our around sixty chairs from

   Dan Ford’s boxing program which was also located in Cook Park.



28. Reserve sound equipment from Kingsbury Electronics. Try to get the same deal we got. It

   cost $300 because we setup the equipment ourselves.



29. Contact WITCC to see if they will be providing their 40-foot educational trailer. We

   parked it on the Main Street cul-de-sac.



30. Inflatable Bounce House should be rented. It will need to be picked up by truck on the

   morning of the event. We plugged into the centrally located building in Cook Park to

   power it. Be careful about what it is placed behind the Bounce House because the
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   African-American Historical Museum’s area probably didn’t get as good of traffic

   because it was hidden.



31. Contact Avery Brothers about the Siouxland Daily Board. See if we can get a comparable

   deal. We got it for 16 days for $420. (This was so much better of a deal than what we got

   for Faces of Siouxland. Don’t expect as good of a deal but it is worth reminding them).

   The billboard is worth it, even if you can only get it for a few days prior to the event. We

   think it is a consistent reminder for those commuting across the viaduct and it conveys a

   level of professionalism. It compounds any advertising previously done.



32. Start recruiting volunteers to do setup, cleanup, staff the children’s area, and monitor the

   bounce house. Use volunteer signup sheets and make note of t-shirt sizes of all

   volunteers. Make sure they can be contacted by email. Make a note to call otherwise.

   Also present the NAACP with volunteer request (see files) at a monthly meeting at least

   one month before the event. Contact Tito Parker early in the search for volunteers. He

   covered the lion’s share of our volunteer needs. If we would have contacted him earlier,

   we could have avoided a great deal of the hassle of finding volunteers.



33. Solicit donations for t-shirts from Dr. Jerome Pierson at Cardiovascular Associates. He

   generously gave $100 to us in 2009. Ask what t-shirt size he wants. Include him in t-shirt

   order.
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34. Solicit donations for t-shirts from Jean at Prime Living for t-shirts. They generously gave

   $125 to us in 2009. Get t-shirt sizes for contact person. Include him/her in t-shirt order.



35. Have volunteer roster with t-shirt sizes done two weeks in advance so t-shirts can be

   ordered in enough time. Absolute Screen Art kept the artwork on file (see previously

   designed t-shirt). See if you can get the same deal we got last year. It cost $5.50 per t-

   shirt for 60 t-shirts.



36. Send out thank you letters to all who donated money for t-shirts. (see “Prime Living

   Thank You”)



37. Have Connie Anstey in City Legal draw up a release of liability for the event (especially

   food vendors and food poisoning) (See 2009’s release of liability) We met with Don

   Trometer over the use of an inflatable “Bounce House”, and it was decided that a “release

   and hold harmless” waiver needed to be signed by all booths involved. Waivers, we

   found out, do little in the case of injuries (i.e. a kid hurting themselves jumping in the

   Bounce House) because they do not hold up in court. Apparently, most people would sue

   on the grounds that the play areas were poorly supervised. This means that volunteers are

   necessary to supervise the area around the clock. The “release and hold harmless”

   waivers were used to shift responsibility off the city onto the booths themselves in case

   they did something harmful (for example, if they sold food which gave people food

   poisoning).
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38. Do follow-up calls with performers. Get a short bio to provide to the MC, see what their

   technical needs are (microphones, CD players, etc...) and remind them of the time they

   are performing and tell them to be there ½ hour early. If possible, have the sound person

   call the acts to talk to them about their technical needs. This reduces confusion between

   the parties. Ike Rayford was gracious enough to do so. The sound person is the one,

   above all, who had to deal with these concerns.



39. Have a sit down meeting with Terry Hoffman about logistics of the event. He alerted us

   to many concerns for the location. These included: Don’t impede traffic on W. 4th St.;

   Visit Cook Park on Saturday morning before event in June and see what is going on;

   Keep vehicles off grass. If they need to be there, get them on and off as soon as possible.

   Having parked vehicles sends the wrong message about park; Remember you are sharing

   the Cook Park area with the pool, Lamb Theatre, and Girls Inc. See if they have any

   programming scheduled for that date; Put portable toilets on hard surface (the main St.

   Cul-de-sac).



40. During the 10 days prior to the event vigilantly watch weather forecasts. If the forecast

   does not look favorable, visit the backup the location and develop a contingency plan.

   Figure out the layout of booths. Also alert the sound person and ask for his/her advice.



41. Create eight signs to be placed around the perimeter for the event. This is to be done

   when the schedule is almost completely done. This will be printed on one side of the sign

   and the other side is covered with leftover full-sized Juneteenth flyers that have been
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   placed all around. This is a cheap way to make a sign and doesn’t require much more

   than using the print shop and poster boards. Two pieces of legal sized paper were used to

   make the schedules from City Hall’s Print shop (the largest size they had).



42. Visit summer programs for children and give presentation on Juneteenth (5-10 minutes

   long). Be sure to include Sanford Center and Dan Ford’s program.



43. Send out confirmation emails to volunteers three to four days previous to the event. Call

   anyone who cannot be contacted by email.



44. Acquire bottled water (we had 75 bottles), Ice and 2-3 coolers for the event. This is

   intended to keep the staff and volunteers hydrated. We got ice donated from Arctic Ice.



45. Provide the event evaluation to all booths during the event to fill out. Then collect them

   at the end of the day.

								
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