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Dance On the Diamond

A concert benefiting the


River Falls Baseball Council

EVENT PLANING
Lisa Poeschel
Max Morton
Justin Kelly
Will Jensen
Matt Woller
Dance on the Diamond | EVENT PLAN

TABLE OF CONTENTS
Executive Summary.3
Event Experience.4
Features and Benefits...................................................................................5
Objectives....5
Event Layout....5
Target Market Analysis6
Event Branding....6
Pricing Strategy8
Concert pricing strategy................8
Tournament pricing strategy..9

Advertising...9
Publicity and Public Relations...10
Sales Promotions10
Social Media..10
Direct Marketing11
Word of Mouth..11
Sponsorships..11
Budget.
Appendix.

Dance on the Diamond | EVENT PLAN

Executive Summary
Dance on the Diamond is a concert event being held at the recently constructed First National Bank of River
Falls Field to raise funds for the River Falls Baseball Council (RFBC).
The RFBC is a non-profit organization formed in 2011 to officially bring together all of the baseball
organizations in River Falls. Over the past decade the varisty and legion baseball programs, the River Falls
Fighting Fish, and the River Falls Youth Baseball Organization have been informally collaborting, but are now
officially united under one organization and all call the newly constructed, 2.5 million dollar, city stadium-style
ballpark home.
This ballpark that all of the area teams call home was a vision established by the RFBC and known as the
Community Ballpark Project. According to a letter from Josh Eidem, President of the RFBC,
The project is not just a baseball project, but rather an investment in River Falls. While a by-product of
buidling this facility will certainly be a pristine place for baseball players in River Falls to call their
home field, having a pristine field is not the projects driving ideal. What drives the Community Ballpark
Project are warm summer nights in July, when someone from River Falls strolls out on their porch,
looking for any excuse to enjoy the weather and connect with their neightbors. This ballpark will be a
place for the community to connecta place for kids to dream and aspirea place to rediscover
ourselvesits a community-building project.
How does Dance on the Diamond support the RFBC?
The idea for Dance on the Diamond was developed by a group of marketing students at the University of
Wisconsin-River Falls during an event planning course taught by professor David Bonko. The group of
students, driven by their passion for sports, envisioned a large scale slow pitch softball tournament to attract
teams from around the area and benefit the community. In an effort to create a larger event, which in turn meant
a greater benefit to the communicty, this group of students came up with the idea of a concert performance to
unite all niches of the community from sports teams and local businesses to families and college students. While
the softball tournament would remain an attraction prior to the concert, the performance would be the highlight
of an event to take place during the coming of Spring. As the group considered where to host such an event they
only saw it fit to team up with the RFBC and the First National Bank (FNB) of River Falls Field.
The FNB of River Falls Field is located at Hoffman Park East in River Falls. Hoffman Park also includes
parking, camping, and two softball fields within a short walking distance from FNB Field; thus it seemed like
the perfect location for a weekend of entertainment. All proceeds from the tournament and concert performance
will benefit the River Falls Baseball Council. As an event supporting the River Falls Community, a great deal of
the costs have been covered through donations from generous sponsors.
What does the Dance on the Diamond Event include?
Concert performance by The Dweebs presented by FNB of River Falls
16 team mens slow pitch softball tournament
Firework Show sponsored by the River Falls Fire Department
Food and refreshments available for purchase

Dance on the Diamond | EVENT PLAN

Who are The Dweebs?


The Dweebs are a nerd themed band of family members who cover a variety of songs for every musical taste,
every age, and every type of fan. College students will find their nerd attire quite appropriate as finals week
approaches. Their performance will include mock rock icons, confetti, flying toilet paper, and other stage antics
that encourage crowd participation. The band has performed around the country at large festivals, tailgates,
weddings, bars, and banquets. They have established a solid fan base and are anticipated to draw a crowd of
5,000 from the River Falls, Hudson, and Prescott areas.
When is Dance on the Diamond?
Concert Performance by the Dweebs
o Date: Saturday, May 2 2015
o Time: 8pm 11pm
o Where: First National Bank of River Falls Field
600 Hanson Drive
River Falls, WI 54022
Slowpitch Softball Tournament
o Date: Friday, May 1 Saturday, May 2 2015
o Time: Games start 5pm Friday evening
o Where: Hoffman Park, River Falls
Fireworks sponsored by the River Falls Fire Department
o Date: Friday, May 1
o Time: 10:30
o Where: Hoffman Park, River Falls
It is our goal to provide a weekend of entertainment for the River Falls community and in turn attract as many
visitors as possible from around the area to benefit the community as a whole, and to untimately raise funds for
the River Falls Baseball Council. We have aligned our vision with the Community Ballpark Project vision, and
aim to offer an event that will unite the community and invite everyone to come together and experience the
newly constructed baseball field that much of the community financially supported to build; this will be an
opportunity for the community to say goodbye to old man winter and instead get out and gather together to
enjoy the beautiful Spring weather in River Falls, Wisconsin.

EVENT EXPERIENCE
Guests will have the opportunity to particiapate in or watch a slow pitch softball tournament that will take place
Friday evening through Saturday. Following the final Friday night game will be a Firework Show sponsored by
the River Falls Fire Department. On Saturday evening The Dweebs will perform three hours of rock, country,
pop, and classic hit covers, all in support of the River Falls Baseball Council who brought about the Community
Ballpark Project to unite the community. For the softball tournament entry fee teams will compete in a double
elimination tournament for their chance to place in the top four teams and receive a payout, as well as ten
admission wrist bands to the concert on Saturday night. Spectating of the tournament will be free and
concession items will be available for purchase. Tournament spectators and/or particapants can reserve a
campsite (first come first served) and will be encouraged to attend the concert. The Firework Show will be free
to everyone thanks to the River Falls Fire Department. For the price of an admission wrist band, concert
attendees will receive 3 hours of entertainment by The Dweebs, onsite parking, complimenting items from
sponsors, and the opportunity to purchase alcoholic beverages for those of age and experience a night at the new
FNB Field with their family and neighbors.
Dance on the Diamond | EVENT PLAN

FEATURES & BENEFITS


Features
Live entertainment band: The Dweebs
Local sponsor booths with giveaways
Slow pitch softball tournament
Firework show
Food and beverages available for purchase
Camping, trails, volleyball courts, Frisbee golf, and soccer areas available
Public Event
Benefits
Attract visitors to the community who will in turn spend money at local businesses
Support the River Falls Baseball Council
Family friendly variety of entertainment
Increase exposure to First National Bank of River Falls Field
Unite the community
Enjoy the coming of warm spring weather

OBJECTIVES

To raise awareness and increase exposure of FNB Field by attracting 5,000 concert attendees
To attract 16 softball teams to fill the tournament bracket
To raise $45,000 to donate to the River Falls Baseball Council
To generate $16,000 in sponsorship donations

EVENT LAYOUT

Dance on the Diamond | EVENT PLAN

TARGET MARKET ANALYSIS


The target market for our event is relatively broad due to our goal of attracting as many attendees as possible
from both the River Falls and neighboring communities. Our event includes attractions for sports fans, families,
and concert goers. Below is a target market profile:
Caucasion
Both males and females
Ages 10 60
Students, families, friends
Within 20 miles of River Falls
Middle class income level
Social media users
Sports fanatic
Upbeat attitude
Outdoor lovers
Active in the community

EVENT BRANDING

Event Title
The title of Dance on the Diamond was an alliteration developed to include all aspects of our event. It signifies
the opportunity to dance at the concert as well as provide insight to both the location of our event a baseball
diamond as well as the softball tournament taking place at the neighboring softball diamonds the same
weekend.

Logo

Dance on the Diamond | EVENT PLAN

TheblueandorgangecolorsusedreflectthoseusedintheRiverFallsBaseballCouncilLogo.
Thesingerisplacedonabaseballdiamondandisalsousingabatinsteadofamicrophone,to
again,reflectthevariousaspectsofourevent.
Tagline
The tagline developed for this event will be get down on the diamond. It is a modern and fun phrase that suits
our relatively young target audience, especially college students.

Positioning
Dance on the Diamond is an innovative entertainment event at a location that provides affordable opportunities
to both particiate or spectate in athletic activities and/or concert performances.

Perceptual Map
Jellystone Park
WI Dells
MN State Fair

Family Friendly
Bacon Bash
River Falls Days
Dance on the Diamond
Color Run

Expensive

Affordable
Country Jam

Country Fest
Rock Fest

River Falls Bar Crawl


Adults Only

Dance on the Diamond | EVENT PLAN

PRICING STRATEGIES
Concert Pricing Strategy
Merchandise
Any merchandise sold will be at the discretion of the RFBC. It will be provided by and sold by the River
Falls Baseball council to ensure that responsibility for and profits from the sale of the merchandise goes
back to the organization.
Admission
A wristband will be purchased for admission to the concert. Gates will open one hour prior to the
performance. Those of age will receive green and those not of age will receive red to regulate those who
are allowed to purchase alcoholic beverages. Admission includes parking, at least 3 hours of live
entertainment, first come first serverd seating unless other noted otherwise, the opportunity to receive
gifts compliments of our sponsors, and purchase refreshments while mingling with community
members. The below pricing strategy demonstrates discounted tickets available at First National Bank
locations until 2 weeks prior to the event in an effort to promote people to commit to the event, spread
the word, and provide investment capital. Regular pricing will be in effect two weeks before and at the
gates of the event.
Launch until Saturday April 18
$2 Child (5-12)
$3 Students (with proper ID at promotional booths in the University Center)
$4 Adults
Free: Child 4 and under
Saturday April 18 until At the Door
$3 Child (5-12)
$5 Students and Adults
Free: Child 4 and under
Concessions
A concession facility approved by the health department and protected under the licensese of the RFBC
bona fid group will be available at the FNB Field and will provide the sale of beverages only. Soda and
water will be donated for sale by the generous Viking Coke Company, and Leinenkugel has agreed to
Dance on the Diamond | EVENT PLAN

provide a discount on Keg beer for our non-profit organization event. Untapped Kegs will be returned
for a refund. Other alcoholic beverages will be purchased and sold to those of age. See below for pricing
Nonalcoholic

Alcoholic

Pop (cans)
Water (bottles)
12 oz glass of Leinenkugel
Mikes Hard Lemonade
Bud Light Ritas

$1.00
$1.00
$3.00
$3.00
$3.00

Tournament Pricing Strategy


There will not be merchandise sold at the tournament location and spectating will be free. Only competing
teams will pay an entry fee. Entry fees money will be used to pay out first through forth place winning teams
and also help to cover concession investments and concert costs. Umpires will be provided on a volunteer basis
via teams that are a part of the River Falls Baseball Council. Any team wishing to reserve a campsite at
Hoffman Park for the weekend will be required to contact and pay the city.
Entry Fee
Each competing team will pay an entry fee typical of fees payed at other area tournaments. With entry in
the tournament each team will receive ten admission wrist bands to the concert on Saturday night in an
effort to keep participants around as long as possible and thus spend more money to benefit the
community and the RFBC. The top four placing teams will receive enough money to cover what they
initially invested and then some. Entry fees will be used to pay out first through fourth place teams and
cover other tournament costs. See below for entry fee and pay out amounts:
Entry Fee : $150
1st Place Team Payout: $500
2nd Place Team Payout: $350
3rd Place Team Payout: $250
4th Place Team Payout: $200
Concession Stand
The tournament location will feature a full concession stand, approved and licensed by the health
department, of both food and beverages. Again, any untapped Kegs can be returned. Some items will be
donated by local businesses while others will be purchased and later reimbursed for. All concession
items will feature only a mild markup that encourages players and spectators to purcahse. The
reasonable markup will provide for a profit and easy math. See page 20 & 21 for the concession menu
and pricing. The below items will be donated:
Brats and Hotdogs donated by Dicks Fresh Market
Hamburger donated by Sailer Meat Processing
Baked goods donated by area families
Dance on the Diamond | EVENT PLAN

Plates, forks, napkins donated by WESTconsin Credit Union


Soda and water donated by Viking Coke

ADVERTISING
We have aquired a genrous in-kind media sponsor from River Town Multimedia who will place half page ads in
both the Hudson Star-Observer (circulation of approx 5,500) and River Falls Journal (circulation of approx.
3,300). These are local papers received by a variety of households and businesses who would have interest in
this community event. These ads will feature our presenting sponsor, First National Bank of River Falls, as well
as the logos of other sponsors.
Our other adveritising efforts will include promotional giveaways via area radio stations such as 101.3 KDWB
and Buzzin 102.9, both which reach thousands of listeners every day and can also be streamed online just about
anywhere. The radio giveaways will feature a blurb to promote the event as well as acknowledge our presenting
sponsor.
Advertisements will also be placed at the local University, specifically in the University Center where the most
student traffic and exposure takes place. These ad efforts will include table tents, promotional booth for pre-sale
tickets, ads on the rolling powerpoint, and sidewalk chalking.

PUBLICITY AND PUBLIC RELATIONS


To gain publicity for the event we will also use the following tacticts:
Direct mailers: 10,000 direct mailers will ride along with First National Bank statements sent out with
the monthly statement prior to the event.
Flyers : 3,000 flyers will be distributed to the River Falls, Hudson, and Prescott areas. They will be
placed at local businesses, public areas, sent to all sponsors, and stuffed in grocery bags at Family Fresh
and Dicks Fresh Market free of charge.
News Releases: A minimum of three news releases will be sent out to local media. One will be a
general press release regarding the event, another will be a media advisory sent to local news stations to
invite them to come to the event, and the third being a post event release highlighting the success of the
event, sponsors, and the donation made to the RFBC.

SALES PROMOTIONS
Pre-event ticket sales will begin in March until April 18, which is two weeks prior to the event, at area First
National Bank locations. This will allow our presenting sponsor to interact with concert attendees and also
promote the event via their location. Pre-event ticket sales will also occur at the University center on the Weds,
Thursday, and Friday two weeks prior to the event. Tickets will also be availabe the Thursday and Friday prior
to the event at regular price. These promotions will allow face to face interaction with our target market as well
as serve as an opportunity an answer any questions tournament participants or firework and concert goers may
have.

SOCIAL MEDIA
While our event will be listed on the City of River Falls website, the majority of our online efforts will be
directed toward social media rather than developing an actual event website. Our target audience is most likely
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active on one or more social media platforms and it would be a mistake to not take advantage of that. Our posts
will be followed or preceeded by the hashtag #DiamondDance
Facebook
Make an event page
Invite all friends on Facebook
Status updates to promote the event
Invite concert attendees and let them know where tickets are available
Provide tournament registration information and openings
Post pictures from the tournament and concert both during and after the event
Communicate specific directions and be sure to answer all questions in a timely manner
Twitter
Create the hashtag #DiamondDance
Promote event (use The Dweebs)
Tweet out game updates and bracket timing
Post pictures of tournament and concert real time and post event
Include posts about sponsors

DIRECT MARKETING
Our direct marketing efforts include the direct mailer postcard that will ride alongwith FNB statements. By
doing this we will minimize our cost on postage and instead pay a small ride along fee. Our presenting sponsor,
First National Bank of River Falls will also utilize their email lists to send out event invitations. At the bottom
of these emails will be links to our social media accounts as well as the hashtag to be used to talk about the
event.
Other direct marketing will include cold calling and door to door visits seeking generous sponsors and donors.

WORD OF MOUTH MARKETING


Our word of mouth marketing efforts will consist primarily of promotional booths in the University Center
where we will generate pre-event ticket sales and mingle with students. By having FNB participate in pre-event
ticket sales as well will also increase word of mouth marketing and allow our target audience to ask questions
and inquire about any other event details. RFBC board members as well as on site voluneteers provided by the
RFBC, members of city council, and any other students, family, and friends of those helping make this event
happen will also spread the word to their own peers, co-workers, friends, and family.

SPONSORSHIP OPPORTUNITIES
Diamond: $5,000
Exclusive presenting sponsor

Inclusion in all advertising such as radio, print, social media and/or other promotions
o Presenting sponsor mentioned during 10 giveaways on 101.3 KDWB
o Presenting sponsor mentioned during 10 giveaways on Buzzin 102.9
o Half page in Hudson Star-Observer
o Half page in page in River Falls Journal
o 10,000 direct mail postcards that will ride along with mailed First National Bank statements
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o
o

o 3,000 flyers distributed to the River Falls, Hudson, and Prescott areas
o UW-River Falls rolling PowerPoint, table tents, sidewalk chalk, and promotional booth
o Facebook event page
Inclusion in six on-site announcements
Exclusive stage signage
100 event admission wrist bands
Seating location sponsorship
Two booth space areas with signage in the front plaza of the field and around the venue.
Includes the ability to hand out promotional items and interact face to face with attendees
Establish good will

Grand Slam: $3,000

Inclusion in all print advertising and/or social media and face to face promotions
o page in Hudson Star-Observer
o page in River Falls Journal
o 10,000 direct mail postcards
o 3,000 flyers distributed to the River Falls, Hudson, and Prescott areas
o UW-River Falls rolling PowerPoint, table tents, and promotional booth
o Facebook event page
50 event admission wrist bands
One booth space with signage in the front plaza of the field
o Includes ability to hand out promotional items and interact face to face with attendees
o Establish good will

Trophy: $1,000

Logo placement in the following print advertisements


o page in Hudson Star-Observer
o page in River Falls Journal
o 3,000 flyers distributed to the River Falls, Hudson, and Prescott areas
UW-River Falls rolling PowerPoint and table tents
In Kind Media Sponsor : River Town Multimedia

Logo placement on all print marketing material


o page in Hudson Star-Observer
o page in River Falls Journal
o 10,000 direct mail postcards
o 3,000 flyers distributed to the River Falls, Hudson, and Prescott areas
o UW-River Falls rolling PowerPoint and table tents
25 event admission wristbands
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In Kind Trade

Exchange of products or services for advertising or cash


o Logo placement on 2,000 can cozies
o Logo Placement on all admission wrist bands

All individuals, organizations, or companies are invited to partner with the River Falls Baseball Council at the levels
below. Recognition for each level will be included in some marketing materials and/or post event publications.
Friends of the fun - $500
Helping Hands $300
Contributor - $100

Dance on the Diamond Budget


Quanti
ty

Item
Ticket Sales (Adult Pre-Sale)
Ticket
Ticket
Ticket
Ticket

Sales
Sales
Sales
Sales

(Adult/Student Regular)
(Student Pre-Sale)
(Child Pre-Sale)
(Child Regular)

Tournament Entry Fees

400

$4.00

3800
200
300
300

$5.00
$3.00
$2.00
$3.00
$150.0
0
$5,000.
00
$3,000.
00
$1,000.
00
$500.0
0
$300.0
0
$100.0
0
$1.00
$3.00
$2.50
$4.00
$2.00

16

Diamond Sponsorship (FNB)

Grand Slam Sponsorship (Family Fresh)

Trophy Sponsorship

Friends of the Fun

Helping Hands

Contributor
Hot Dogs Sold
Hot Dog Meal Sold
Brats Sold
Brat Meal Sold
Nachos Sold

Cost

15
200
50
150
50
150

Total
$1,600.0
0
$19,000.
00
$600.00
$600.00
$900.00
$2,400.0
0
$5,000.0
0
$3,000.0
0
$3,000.0
0
$2,000.0
0
$1,500.0
0
$1,500.0
0
$200.00
$150.00
$375.00
$200.00
$300.00

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Taco in a Bag Sold


Baked Goods Sold

100
100

$3.00
$1.00

Alcoholic Beverages Sold (pitchers)

800

$8.00

Alcoholic Beverages Sold (12 oz cups)


Pop Sold

8200
750

$3.00
$1.00

Water Sold
Powerade Sold
Chips Sold
Fruit Snacks Sold
Candy Sold
Freezies Sold
Suckers Sold

1000
50
75
50
50
200
100

$1.00
$1.50
$1.00
$1.00
$1.00
$0.25
$0.25

750

$0.50

1000
60

$1.00
$4.00

30

$3.79
$863.4
0
$719.4
0
$200.0
0
$4.29
$3.29
$0.45
$3,000.
00
$15.90
$25.00

$113.70

$8.00
$100.0
0

$160.00

TOTAL CASH INFLOW


Viking Coke (cans of soda)
Viking Coke (bottles of water)
Leinenkugel (discount on kegs)
Sailer Meat Processing (pounds of raw
hamburger)
River Town Multimedia In-Kind (Hudson Star
Obsever)
River Town Multimedia In-Kind (River Falls
Journal)
WESTconsin Credit Union (plates,forks,napkins
etc)
Dicks Fresh Market (6 pack Johnsonville brats)
Dicks Fresh Market (8 pack hot dogs)
DeVine Liquors (Can Koozies)
River Falls Fire Department (firework show)
Juniors Bar & Restaurant (Boxes of Wristbands)
Police Time Donation (Hours)
River Falls Baseball Council Volunteer Donation
(Hours)
River Falls Baseball Council Liquor & Picnic
License

35
35
2000

14
24
20
1

TOTAL SPONSORSHIP VALUE


TOTAL INFLOW & VALUE
Band Fee
KDWB Broadcast Ad
Buzzin Broadcast Ad

$5,000.
00
$1,200.
00
$500.0
0

$300.00
$100.00
$6,400.0
0
$24,600.
00
$750.00
$1,000.0
0
$75.00
$75.00
$50.00
$50.00
$50.00
$25.00
$75,800.
00
$375.00
$1,000.0
0
$240.00

$0.00
$0.00
$0.00
$150.15
$115.15
$900.00
$0.00
$222.60
$600.00

$100.00
$3,976.6
0
$79,776.
60
$5,000.0
0
$1,200.0
0
$500.00

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Lighting Fee (per hour)


Porta Potties
Event Insurance

8
10

$25.00
$40.00
$200.0
0

Electricity
First National Bank (Mailer ride along fee)
Printing (direct mailer postcards 6 per sheet
first 100)
Printing (direct mailer postcards second 100)
Printing (rest of the above)
Printing flyers (first 100)
Printing flyers (second 100)
Printing flyers (the rest)

10,000

$0.10

100
100
1467
100
100
2800

$0.60
$0.50
$0.40
$0.35
$0.33
$0.28
$3,000.
00
$750.0
0
$1,300.
00

Fireworks
Event Magic (staging)
Tournament Payouts
Busch Light Kegs

30

Leinenkugel Kegs
Bud Light Ritas (assorted 18 pk)
Mikes Hard Lemonade (24 pk)
Nacho Cheese Purchased (4 large bags per
box)
Nacho Chips (5 20oz bags per box)
Frito Lay Assorted Chips (50 ct. assorted box)
Frito Lay Chips (50 ct. assorted box)
Condiments
Ice (20 lb bag)

60
25
25
1
1
3
2
10

Miscellaneous Supplies
Buns (dozen)
Pickles (large jars)
PowerAde (24 pks)
Freezies (box of 100)

35
2
3
2

TOTAL OUTFLOW

$60.00
$130.0
0
$15.00
$30.00
$38.02
$9.00
$11.98
$11.98
$50.00
$3.99
$200.0
0
$0.89
$4.88
$13.00
$12.00

$200.00
$400.00
$759.00
$200.00
$1,000.0
0
$60.00
$50.00
$586.80
$35.00
$33.00
$784.00
$3,000.0
0
$750.00
$1,300.0
0
$1,800.0
0
$7,800.0
0
$375.00
$750.00
$38.02
$9.00
$35.94
$23.96
$50.00
$39.90
$200.00
$31.15
$9.76
$39.00
$24.00
$27,083.
53
$48,716.
47
$52,693.
07

TOTAL PROFIT (Cash - Outflow)


TOTAL VALUE (Inflow - Outflow)

CAN KOOZIES SPONSORED BY DEVINE LIQUOR


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CONCERT ADMISSION WRIST BANDS SPONSORED BY JUNIORS BAR AND RESTURAUNT

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The next two images are examples of the direct mailer ride-along postcard and event
flyer that we would use for advertising and promotions. The larger flyer will have
additional sponsor logos added and be slightly edited for the half page newspaper
advertisements.

For Immediate Release


Nov. 6, 2014
GET DOWN ON THE DIAMOND WITH THE DWEEBS
RIVERFALLS, Wis. The River Falls Baseball Council is hosting a weekend of entertainment, including a
Dance on the Diamond concert performance by The Dweebs at the newly constructed First National Bank of
River Falls Field on Saturday, May 2 at 8 p.m., presented by First National Bank of River Falls.

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First National Bank of River Falls Field is the product of the Community Ballpark Project developed by the
River Falls Baseball Council that was established in 2011 to unite all River Falls area baseball programs. This
event supports President of the RFBC, Josh Eidems, vision to build the community and to create a pristine
place to unite the community and offer a location for kids and neighbors to aspire. Dance on the Diamond
will be a new opportunity for the community to come together and enjoy a weekend of entertainment.
All are welcome and encouraged to attend and celebrate the arrival of spring with The Dweebs. According to
The Dweebs, they have something for everyone, From grandparents to grandkids, teenagers to adults no one is
left out when The Dweebs come to town. Expect The Dweebs to deliver something for every musical taste,
every age, and every type of fan. The Dweebs are a Wisconsin based family band that travels the nation
performing a variety of musical styles and on stage acts to interact with the crowd.
The weekend will kick off on Friday evening with a mens slow-pitch softball tournament beginning Friday
evening at 5 p.m. at Hoffman Park, followed by a firework show at 10:30 p.m. Food and refreshments will be
available at various locations throughout the weekend and all proceeds will go to the River Falls Baseball
Council to provide for community baseball teams.
Students are invited to embrace their inner Dweeb as finals week approaches and will receive a pre-sale ticket
discount with proper student identification.
Concert gates will open at 7 p.m. and admission is $5 for adults, $3 for those 12 and under, and free to those 4
and under. Parking and camping is available on a first come first served basis. Discounted pre-sale tickets will
be available at First National Bank locations.
For more information about the softball tournament and to register your team contact Lisa at (XXX)XXXXXXX. Further information and videos of The Dweebs are available at their website at www.thedweebs.com.
###

For more information contact:


Lisa Poeschel
(XXX)XXX-XXXX
lisa.poeschel@my.uwrf.edu

For Immediate Release


Nov. 6, 2014

Contact
Lisa Poeschel
(XXX)XXX-XXXX
Media Advisory

Get Down on the Diamond with The Dweebs


Concert performance to be held at new First National Bank Field
What: Concert performance at newly constructed baseball field
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Who: The Dweebs


When: Saturday, May 2

7 p.m. gates open; 8 p.m. concert starts

Where: First National Bank of River Falls Field


600 Hanson Drive
River Falls, WI 54022
Why: Weekend event with all proceeds going to the River Falls Baseball Council for area baseball teams and
field funds
The River Falls community will be gettin down on the newly constructed baseball diamond during a
performance by the nationally known, Wisconsin family based, nerd themed band, called The Dweebs
on Saturday, May 2. Approximately 5,000 are expected to be in attendance to celebrate the coming of
spring and last woo rah before the college week of final exams. The concert will be the main attraction
of an entire weekend of entertainment. Also taking place will be a slow pitch softball tournament
beginning Friday evening at Hoffman Park followed by a firework show that night.
For further information about the band visit www.thedweebs.com.

Admission wristbands included


Permission to take photos throughout the weekend
Parking pass provided

Food Prices
Hot
Dog..
$1.00
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Hot Dog Meal (w/ chips, pickle, & pop or water)


.$3.00
Johnsonville
Brat$2.50
Brat Meal (w/ chips, pickle & pop or water)
...$4.00
Nachos
.$2.00
Taco in a
Bag
$3.00
Bar
.$0.50
Chips
.$1.00
Fruit
Snacks.
$1.00
Candy
..$1.00
Freezies
.$0.25
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Suckers
..$0.25

Beverage Prices
Water
$1.00
Pop
.$1.00
PowerAde
..$1.50
Pitcher of Busch
Light.$8.00
Mikes
$3.00
Ritas
..$3.00
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2015 Mens Slow-pitch Softball Tournament


River Falls May 1st & 2nd

HOFFMAN PARK
16 Mens - $150 entry fee ; payout 1st-4th place teams
ASA rules apply
Hit your own .44 core 375 comp. or .52/300 ball
Mat and plate strike zone
Walk rule will be determined during the captains meeting
Umpires will be provided
Games go on rain or shine so be on time
5 homeruns per game after 5 will result in an out
No carry ons
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Double elimination
No metal cleats

WE ARE NOT RESPONSIBLE FOR INJURY.


PLAY AT YOUR OWN RISK

INSURANCE
I received quotes back for the Softball Tourney/Concert on May 1 st & 2nd 2015. This policy will be a
special event policy which only provides coverage for the two days of the event. Coverages
and premiums are as follows:
Liability Coverage:
General Aggregate

Products & Completed Operations Aggregate


Personal & Advertising Injury
Each Occurrence
Damage to Rented Property

$3,000,000
3,000,000
1,000,000
1,000,000
250,000

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Event Premium -

$1350.00

This policy provides coverage for injury where Dance on the Diamond is liable. This policy does
not provide coverage for athletic participants.
Another coverage that I quoted was liquor liability. This policy would provide coverage in the
event that your Dance on the Diamond group would be sued for a third party injury or death. In
the event that a minor would be served alcohol and cause injury to themselves or other your
organization may be found liable. If this is the case this policy would provide coverage up to
$1,000,000. The event premium for this coverage would be $759. This premium is based on a
ticket sales number of 4800. Wrist Bands and minimal security on site are a requirement of this
event.

The following images are of the necessary paperwork to be submitted to the city prior to this event i

We would provide proof of coverage to the City of River Falls in the form of a certificate of
insurance which will stipulate coverage and coverage dates.
An additional suggestion that I have for your committee is that you form an legal separate entity.

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CITY OF RIVER FALLS

SPECIAL EVENTS
GUIDELINES AND APPLICATIONS
May 2014

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REQUEST GUIDELINES
The City of River Falls is honored to support numerous requests for events and activities throughout the year.
We are grateful for the many individuals and organizations who work hard to build community and support
worthy causes through these events. We hope we can assist you in your request. This information packet and
application is intended to assist organizers of the following types of events (but not limited to):

Athletic Events involving the closing or disruption of City streets, trails, or parks
Athletic Tournaments involving the exclusive use of certain City parks or amenities, which also include
sale of alcoholic beverages
Charity/Memory/Awareness run, walk, or bike
Festivals
Parades
Clean Up or Work Days

Requests for City assistance in the form of equipment, facilities, personnel, street closures, and other assistance
shall be on the General Application in this packet and submitted to the City Hall Front Desk. In order to allow
appropriate time for review, the City requests a minimum 30 day notice prior to the scheduled event. A longer
lead time is appreciated, when possible.
General Guidelines:
Requests for City assistance for any type of event will be considered on a case-by-case basis. The following
criteria will be considered for each request:

Maintains or promotes quality of life in the City


Demonstrates a benefit to community as a whole
Is not primarily a commercial sale, promotion, or customer appreciation event benefiting a single or
small group of for-profit organizations
City funding, personnel, equipment, and supplies are available
Complies with State laws and City codes & ordinances
Event organizer has capacity to make the event a success

Departmental discretion will be allowed for minor requests or the cooperative use of equipment and will be
forwarded to the appropriate department.
Impact on City Streets:
Requests for parking changes and alley and street closures will be sent to the Chief of Police. All street closings
for a State or County Highway, Main Street, 2 nd Street, or Cascade Avenue require City Council or City
Administrator approval. The City will deliver and pick up barricades for this purpose as needed. Events and
activities are prohibited from painting or marking city streets or equipment without express written permission.
Race Routes:
Organizations are highly encouraged to select one of the pre-approved routes included in this packet. Requests
for different routes and explanation should be made at least 30 days prior to the scheduled event and should be
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made to the Chief of Police. Use of the Whitetail Ridge Corporate Park/KORC Bike Trails for an event requires
approval by the City Administrator.
Alcohol in Parks:
Organizations must comply with the requirements of City Code 12.20.020, including:
No person shall possess or consume any beverage in glass containers in any park or recreation area.
No person shall possess or consume any intoxicating beverages in any city park or recreation area, with
the exception of Hoffman Park, Glen Park, and DeSanctis Park. The City Council may, by resolution,
authorize an exception for a special event.
No person shall possess beer in containers larger than one liter in any city park, except in accordance
with the Large Alcohol Container Permit. The application for this permit is included in this packet.
Picnic Table Rental:
The City has 10 picnic tables available to rent, and they shall be reserved on a first come-first served basis.
Event organizers should pick up the tables from the River Falls Public Works Building (950 Benson Street) and
return them by 48 hours after the event. No picnic tables may be removed from City parks unless authorized by
the City.
Block Parties:
It is the policy of the City of River Falls to encourage and assist neighborhoods in the organization of block
parties. Requests for assistance should be made using the General Application form contained in this packet.
Requests for City Assistance:
Events may be supported by the City at no cost to the event or activity. However, fees for services rendered for
the use of City personnel, equipment, or supplies may be required by the City Council or City Administrator.
Requestors should make clear if they plan to reimburse the City for costs or if they wish the City to consider
supporting the event with an in-kind contribution.

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ALCOHOLIC BEVERAGE INFORMATION


A Temporary Class "B" and "Class B" (picnic) License may be issued to bona fide clubs, lodges and societies
that have been in existence for at least six months or to veteran's organizations and fair associations. These
licenses may only be issued for locations within the commercial zones, as set forth in City Code Title 17, Glen
Park, Hoffman Park, DeSanctis Park, or as otherwise approved of by the Chief of Police. The Chief of Police
may require additional conditions depending on the circumstances or nature of the request.
For more information on applying for this license, please contact City Hall at (715) 425-0900 or visit
www.rfcity.org/.

Large Alcohol Container Permit Form


Park: ______________________________________
Facility to be Rented: ___________________________________
Date: ________________

Time: ________________

Name of Group: ____________________________


Contact Person: ____________________________
Address: _________________________________________________________________
Email: ____________________________________
Phone: ____________________________________
Keg Size: ________________

Number of People: ________________

Deposit paid: Yes No


I, the undersigned, hereby do understand and agree that it is my responsibility to clean and leave the facility in
the condition in which it was found. I also agree to abide by the rules of the park including the no glass policy
and park hours. Furthermore, I waive any and all rights and claims for damages I or my group may have against
the Parks Department for any and all injuries.
Signature: __________________________________________ Date: _____________________
Front office staff: Please give
original to Parks & Recreation
Department and one copy to the
Chief of Police.

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GENERAL APPLICATION
APPLICANT INFORMATION:
Name: _____________________________

E-mail: ______________________________

Organization: ___________________________________________________________________
Is the organization non-profit? Yes No

Phone: _____________________________

Address: _______________________________________________________________________
Street/PO Box

City

State

Zip Code

EVENT INFORMATION:
Event Title: _____________________________________________________________________
Date of Event: ________________________

Proposed Start Time: ___________________

Estimated Number of Attendees: __________

Proposed End Time: ____________________

Name of Park or Description of Event Area: ___________________________________________


Requested Equipment: ____________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
Will this event require law enforcement or city staff support? Yes No
Please describe: _________________________________________________________________
Will this event require electricity? Yes No
Wattage: _________________

Outlets: __________________

Will this event require amplified sound? Yes No


Will there be food sold or provided at no cost to attendees? Yes No
Event organizers warrant that all food vendors are in compliance with all of the required County and
State inspections, licenses, and permits.
Event organizers warrant that all food, meat, or produce items for sale are in compliance with all of the
required County and State inspections, licenses, and permits.
Please contact St. Croix and/or Pierce County Public Health for permit information.
Will this event require the use of City streets or sidewalks? Yes No
Please describe: _________________________________________________________________
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Requests to use streets and sidewalks will be evaluated with a preference towards a minimal impact on
major streets and thoroughfares.
Event organizers are encouraged to use one of the pre-approved routes included in this packet.
Requesting a different route may increase the cost of review of this application and the cost of City
assistance for the event.
Please attach additional sheets as necessary, including area maps, plans, and drawings.

Will this event require the use of portable toilets? Yes No


Name of Provider: ___________________________Phone: __________________
Additional Information: ___________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
Proof of Insurance Required:
The City of River Falls requires that all applicants furnish a certificate of comprehensive general
liability insurance in an amount not less than $1 million, or such larger amount as the City Council may
deem appropriate and necessary. Applicants are also required to name the City of River Falls, 222 Lewis
Street, River Falls, WI 54022 as an additional insured. Proof of insurance must be received by the City
prior to event approval.
The applicant agrees to hold harmless, indemnify, and defend, at no cost to the City, the City of River Falls, its
employees, agents, representatives and elected officials, for any and all claims, demands, suits, losses, costs,
expenses (including attorney fees), or any other type of damages, that result from this event.
The applicant agrees that they are responsible for any and all losses or claims that are in any way connected to
this event.
Signature of Applicant: ________________________________________Date: _____________
Front office staff:
Please give original to Parks & Recreation
Department and provide copies to the
Street/Park Supervisor, Electric Superintendent,

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