Page 1 of 12 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 Page 2 of 12 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. Page 3 of 12 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. Page 4 of 12 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 Page 5 of 12 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. Page 6 of 12 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 Page 7 of 12 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. Page 8 of 12 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 Page 9 of 12 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. Page 10 of 12 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). Page 11 of 12 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 Page 12 of 12 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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