Item 4HItem 4.H Oktoberfest Event Community Events Participation Agreement Jill Cherry Marketing & Tourism Coordinator Economic Development Department Community Event Participation Policy
Approved by City Council on October 21, 2008 Established criteria to evaluate applications for City participation in community events $50,000 was budgeted Oktoberfest Event Application
is from Southlake Chamber of Commerce for the 2009 Oktoberfest event Event Date: October 9 - 11, 2009 in Southlake Town Square. Oktoberfest is a three day arts and crafts festival coordinated
by the Southlake Chamber of Commerce. The event is free to the public and offers local unique artists, children’s arts and crafts, food and beverages, and ongoing entertainment. Oktoberfest
Event The application identifies the staffing and equipment necessary to support the event. Due to prior year’s history and commitments made for the 2009 event, there are several Community
Services items not included in the costs The costs for staff & advertising efforts have been estimated and included in the totals. Oktoberfest Event Per the Community Events Participation
Policy the Southlake Chamber of Commerce will be required to provide a 50/50 match of contributions by the City. Request will be based on actual costs incurred, not to exceed $7,985.35
which is 50% of the estimated cost of $15,970.07. The Southlake Chamber of Commerce would be responsible for incurring the cost for damage to any equipment should it occur during their
use as well as all other cost related to the event. Oktoberfest Event In accordance with the Council adopted Community Event Participation Policy Staff recommends approval of the Participation
Agreement with the Southlake Chamber of Commerce for the 2009 Oktoberfest event, not to exceed $7,985.35 which is 50% of the estimated cost of $15,970.07. Questions? Jill Cherry (817)
748-8652 Introduction