Festival Partnership Program Information

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Make Memories. Share Moments.

Interested in producing a festival or special event in Queen Creek? The Festival Partnership Program (FPP) might help turn that interest into a reality! 

Download the Festival Partnership Program here for more information.

Past FPP events:

Bacon, Brews, and Blues Festival
Lemonade Days Festival
Queen Creek Food Truck Feastival
Vintage and Vino
Messy Fest

 

Apply for the program today!

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    FPP GOALS & MISSION

    FPP GOALS & MISSION

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    Goal of the program:
    Provide sufficient support to festival and event producers to encourage the production of festivals and events at sites within the Town of Queen Creek.

     

    General design of the program: Through a sponsorship agreement, provide seed funding to approved festivals by providing cash sponsorship, in-kind services, and/or supplemental marketing services. Approved vendors will be contracted for three (3) years, with a pre-set reduction in Town support each year. 

    Preference will be given to those events that attract a wide range of participation and promote the attributes of Queen Creek (see selection criteria). 

    The overarching mission of the FPP is to improve the economic well-being and quality of life for Town residents by proactively recruiting producers of mid- to large-scale festivals and events that improve the community in the following ways:

    • Promoting a positive image of the Town of Queen Creek
    • Positioning Queen Creek as a top-of-mind event destination for day-trippers
    • Enhancing pride and a sense of community
    • Endorsing economic vitality by giving Queen Creek businesses priority through first right of refusal for sponsorship and vendor opportunities, discounted vendor rates, and cohesive event tie-ins (ex. collaborating to provide event day specials, pre and post event promotions, etc.)
    • Attracting visitors from all over the valley and state
    • Celebrating our unique diversity, history, and heritage
    • Providing cultural and educational enrichment

    FPP APPLICATION PROCESS

    FPP APPLICATION PROCESS

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    Step-By-Step Process and Due Dates

    1. Town Council votes to approve/deny the annual funding proposal in the budget process each year.
    2. Application submittals accepted July 1-21 for events in FY 17/18. Submittals include completed*:
      1. Festival Partnership Program (FPP) Application
      2. FPP Estimated Budget Form

        (*Once approved, a Special Event Permit Application form is required to be submitted at least 60 days prior to the proposed event date.)

    3. A sub-committee made up of members from the Economic Development Commission and the Parks and Recreation Advisory Committee will meet in early August to review and approve/recommend applications. All applications are reviewed and scored based on the attached FPP Scoring Criteria form.
    4. The subcommittee will be given authority to approve applications under $15,000 (which shall include both direct grant and/or a combination of grant and in-kind contributions from the Town).  Any contribution under the program that exceeds $15,000 must be approved by Council.
    5. Staff compiles the results and develops three-year contracts for selected event producer(s).
    6. Contracts are paid via: 50% of cash amount paid 30 days prior to the event; balance paid once final reports are received and approved.
    7. All events receiving sponsorship through the FPP must complete and submit a final “Close-Out Report” within 60 calendar days of the date of the event. See attached for more information on the Close-Out Report.

    Application

    Scoring Criteria

    SELECTION CRITERIA - TOTAL OF 100 POINTS

     

    Score

    Promotes a positive image of the Town of Queen Creek

    20

     

    Vendor references, applicable experience, proven ability to deliver

    20

     

    Economic impact on the community

    20

     

    Celebrates Queen Creek’s unique diversity, history, and/or heritage

    10

     

    Free vs Admission based event

    10

     

    Cultural and educational impact on the community

    10

     

    Realistic budget in which FPP funds are not the sole source of revenue

    10

     

    TOTAL:

    100

     


     

    Payment Terms

    PAYMENT TERMS

    Funding sponsorship payment of 50% of cash amount paid 30 days prior to the event; balance paid once final reports are received and approved. All approved contracts are for three years. The Town reserves the right to terminate the contract at any time based on funding changes or breach of terms set forth by event producer and Town of Queen Creek.

     FPP Funding Limits: The maximum possible award of cash sponsorship is $20,000.

    *Depending on the number and quality of applications received, it is possible that funding allocations may be lower than the amount requested by the applicant.

    Contracts are set for three years:

    Example:

    Year 1

    Full sponsorship award amount

    $10,000 total value

    Year 2

    66% sponsorship award amount

    $6,600 total value

    Year 3

    33% sponsorship award amount

    $ 3,300 total value

                   *The Town can terminate the contract at any time due to funding or breach of terms.     

    CONTRACT INFORMATION

    CONTRACT INFORMATION

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    Producer Responsibility
    • Outline of the event
    • Forecast of expenditures vs. revenues
    • Produce event in accordance with the Town Special Event Permit Process (attached)
    • Comprehensive recap of event detailing the following:
      • pre-event, event, and post-event logistical information
      • attendance report
      • report on local economic impact (QC)
      • attendee and vendor survey data
      • actual expenditures vs actual revenues

    Close Out Report 

    • The Close-Out Report asks successful applicants to provide evidence of:
    • Delivery of proposed event activities
    • Attendance
    • Visitation to the Town as a result of the event
    • Customer, retailer, and sponsor satisfaction of the event
    • Economic benefit to the Town of Queen Creek derived from the event
    • Delivery of agreed Town of Queen Creek FPP benefits
    • Media coverage and exposure
    • Photo diary demonstrating sponsorship benefits delivered
    • High level review of any issues experienced and subsequent recommendations for future events
    • Budget breakdown, showing the actual spent compared to the budget submitted with the original application

    Town Responsibility 

    • Funding- A payment of 50% of cash amount paid 30 days prior to the event; balance paid once final reports are received and approved. FPP Funding Limits:The maximum possible award of cash sponsorship is $20,000. *Depending on the number and quality of applications received, it is possible that funding allocations may be lower than the amount requested by the applicant.
    • Contracts are set for three years:

      Example:

      Year 1

      Full sponsorship award amount

      $20,000 total value

      Year 2

      66% sponsorship award amount

      $13,200 total value

      Year 3

      33% sponsorship award amount

      $ 6,600 total value

         *The Town can terminate the contract at any time due to funding or breach of terms.
    • Marketing- In addition to the event producer’s established marketing plan, the Town will provide a Supplemental Marketing Package (detailed below) to all FPP recipients.
      • This package of potential marketing resources is NOT meant to replace the producer’s current special event marketing plan; it is only intended to enhance it.
      • Not all marketing resources will be available for all FPP events; they will depend on Town-partnered programs and Town-produced events taking place around the same time frame.
      • The Town’s Supplemental Marketing Package is included in all approved FPP events; it is not considered an in-kind service.

    Town Provided Supplemental Event Marketing Package

    Breakdown:

     

    • Coroplast Signs
      • ○4x4
    • Ellsworth Over the Road Banner North (double-sided)
      • ○Min= 4x45 ft Max=4x60 ft
    • Ellsworth Over the Road Banner South (double-sided)
      • ○Min= 4x36 ft Max 4x45 ft
    • Upcoming Event Listing in
      • ○Water Bill Insert
      • ○Experience QC
    • Social Media Posts
      • ○Up to 10 Pre-Event
      • ○Multiple Day-Of Event
      • ○Up to 3 Post-Event
    • Website
      • ○Town Calendar Listing
      • ○Special Event Page
      • ○Home Page Slider
    • News Releases (3)
      • ○Vendor, Sponsor, Event
    • Inclusion in About Town eNews
      • ○Blurb, Image, Link
    • Poster/Flyer Distribution List for Town Partners and Shop QC Businesses
    • Poster/Flyer Distribution for Town Buildings and Select Town Events

    Responsibilities:

     

    • ALL graphic design must be reviewed and approved by Town Marketing Department prior to printing. Failure to receive prior approval may result in forfeiture of Town’s Supplemental Marketing Package

     

    • Event Producer is responsible for all costs associated with design and printing

       

    • Town provides the space at each location, installation, and poster and flyer distribution at Town building locations and select Town events

       

    • Please see additional spec sheet and timelines for signs and banners

       

    • Coroplast quantities will depend on availability

     

    In-Kind Services Menu 

    The rates listed on this menu are provided to assist applicants in estimating the value of in-kind services potentially provided by the Town of Queen Creek. Only staff, facilities, and equipment used for event set-up and on the day(s) of the event will be assessed toward the in-kind services provided. Staff time related to application review, special event permit review, and FPP guidance, and facilities required for advance planning do not count toward the in-kind services provided.

    Staff Time: Some staffing may be mandatory depending on the event type and size. Any mandatory services will be assessed in the total of in-kind services provided. Mandatory services and staff time related to community events will be determined through the Town’s special event permitting process, so agencies are encouraged to submit permit applications 90 days in advance. For information on the permit process, call (480) 358-3700.

    Custodial services may be requested by the applicant or required by the Town during event hours for an additional charge. Some services may be mandatory based on the event size and location, and these will be included in the calculation of total in-kind services provided.

    Staffing may be needed/required to provide the following services:

    Custodial                                                                     Traffic Control
    PM10 Dust Control                                                     Park Ranger Security
    Specialized Sport Field/Facility Preparation               Off-Duty Emergency Medical Services
    Off-Duty Sheriff Services                                            Equipment Operation
    Event Coordination/Management

    Staff Time Costs

    Non-exempt (hourly) staff                                          $35/hour

    Exempt (salaried) staff                                               $50 /hour

    Equipment

    Rates are for equipment use only, and are based on the current (September 2010) FEMA Schedule of Equipment Rates or other market research. Equipment must be operated by Town staff for insurance risk purposes, and staff time will be counted in the total of in-kind services provided.

    Equipment Rental

    Rate (In addition to hourly staff fees associated with equipment)

    Truck-mounted aerial lift

    $6.75/hour

    Automobile

    $.50/mile

    Pavement broom

    $19.75/hour

    Sewer catch basin cleaner

    $21.50/hour

    Hydraulic excavator, 1.0 CY bucket capacity

    $39/hour

    Hydraulic excavator, 1.5 CY bucket capacity

    $65/hour

    Fork lift

    $17/hour

    Graders

    $58/hour

    Skid-steer loader

    $22/hour

    Tractor wheel loader

    $25/hour

    Wheel loader, 1 CY bucket capacity

    $21.50/hour

    Wheel loader, 2 CY bucket capacity

    $28.75/hour

    Wheel backhoe loader, 1 CY bucket capacity

    $23.50/hour

    Concrete saw

    $13.50/hour

    Seed sprayer

    $9.75/hour

    Chemical spreader

    $4/hour

    Walk-behind striper

    $3.35/hour

    Pavement sweeper, to 110 hp

    $59/hour

    Pavement sweeper, to 230 hp

    $74/hour

    Water trailer, 4,000 gallon

    $11/hour

    Trencher

    $25/hour

    Dump truck, 12 CY struck capacity

    $60/hour

    Flat bed truck, 15,000-lb

    $20/hour

    Flat bed truck, 25,000-lb

    $22/hour

    Flat bed truck, 30,000-lb

    $25/hour

    Pickup truck, transporting people

    $.50/mile

    Pickup truck, ½ ton

    $14/hour

    Pickup truck, 1 ton

    $20/hour

    Water truck, 2,500-gallon

    $31/hour

    Water truck, 4,000-gallon

    $42/hour

    Small vehicle (gator, trailer, etc.)

    $7/hour

    Dumpster, 40-yard

    $260/day

    Road barricade

    $5/day

    Traffic cone

    $1.25/day

    Traffic control marquee sign (2 signs available)

    2 hours staff time/event/sign

    Tables

    Included in facility use charge

    Chairs

    Included in facility use charge

    ATTACHMENTS

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