2014 seag report - Distinctly Sidney

 Sidney Event Advisory Group Activities and Accomplishments: Final Report December 2013 – December 2014 Prepared by: Donna Petrie, SBIA Executive Director | Sidney Event Liaison/Facilitator Susan Simosko, President | Chair, SBIA and SEAG Chair January 2015 Sidney Event Advisory Group Activities and Accomplishments: Final Report December 2013 – December 2014 Introduction The Sidney Event Advisory Group (SEAG) was established as part of the Memorandum of Understanding (MOU) between the Town of Sidney and the Sidney Business Improvement Area Society (SBIA) in November 2013.1 Its purpose is to “provide advice, identify resources, and offer suggestions to enhance the promotion and marketing of Sidney events as required to enhance the work of the Sidney Event Liaison/Facilitator and any additional contract position.”2 A copy of this MOU is attached as Appendix A. Members of the SEAG Include: •
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The Community Arts Council of the Saanich Peninsula The Shaw Ocean Discovery Centre The Sidney Historical Museum The Mary Winspear Centre Panorama Recreation Peninsula Celebrations Society The Chamber of Commerce The Town of Sidney The Sidney Business Improvement Area Society Between December 2013 and December 14, the SEAG met monthly (except for July and December 2014). Most meetings lasted between one and one and a half hours and all were facilitated by Susan Simosko, a Board member of the SBIA and Chair of SEAG. Major accomplishments include the following: 1. Contributing to the selection and hiring of the Sidney Event Liaison/Facilitator3 2. Developing Terms of Reference and a set of principles and criteria by which to determine promotion and marketing priorities4 3. Designing and implementing a new community calendar 1
In 2013 the Community Development Committee and the SBIA Board each unanimously identified the need for the Sidney Event Liaison/Facilitator position and urged Council to support this new role. After serious consideration of the request and discussion with the SBIA, Council and the SBIA agreed to provide matching funds to support this much needed role. 2
From the SEAG Terms of Reference 3
The Sidney Event Liaison/Facilitator was hired under a one-­‐year contract effective March 24, 2014. 4
These are included in Appendix B. 2 4. Establishing, coordinating and volunteering at the “What’s on in Sidney Booth” at the Sidney Street Market5 5. Generating support, facilitating and advocating for shared events such as Family Day, World Ocean Day, and the Sidney Fire Department’s 100th anniversary 6. Introducing and supporting new and fledging events such as Bed Races on Beacon, the Torque Masters’ Car Show and the Victoria Film Festival 7. Supporting and marketing one another’s individual events 8. Providing support and advice to the Sidney Event Liaison/Facilitator on an on-­‐going basis 9. Working together to address concerns related to the Beacon Park band shell 10. Developing collaborative relationships and identifying ideas to grow Sidney as a “cultural hub” 11. Monitoring and providing feedback on each event, for example asking and answering questions such as: what worked well, what could have been better, was there an increase in footsteps, and what was the economic impact to the Town? 12. Agreeing to collect metrics on attendance during 2015, using templates provided by the SBIA Since its inception, SEAG has served as a powerful community and economic driver. Through the group’s creative and focused events, SEAG organizations have generated an estimated 10 million dollars of economic value to the community. Summary Statements from the SEAG Members Shaw Ocean Discovery Centre Our main public event was World Oceans Day. We definitely felt attendance was up (not possible to count as it's not by admission!) but according to our Visitor Experience Director, it was the best attended yet and attendance held throughout the day. We know that we had 290 visitors to the aquarium that day (not all were paid admission!) but it would be fair to say that we probably brought over 500 people into Sidney that day, as we know that only a fraction of the people who attend the free event will also come into the aquarium. We estimate the economic value to Sidney at $52,000 (300 local residents @ $90 and 200 visitors @ $125)6. In addition to this, the event also showcased local businesses such as Sidney Whale Watching, who offered kayaking demonstrations, as well as other non-­‐profits and groups who were able to highlight the other recreational and cultural activities Sidney and the Peninsula offer. 5
The What’s on in Sidney Booth was first piloted by the Community Development Committee during August 2013. The success of this pilot led the CDC to strongly recommend the establishment of the booth in 2014. 6
The standard North American formula for calculating the economic benefit of cultural/recreational events is as follows: $90 per day for local residents; $125 for day visitors; and $325 for overnight visitors. 3 The SBIA marketing and promotion have been incredibly useful to us, for example, Facebook postings (including paid ads) and opportunities to buy into ad-­‐buys at a highly discounted rate. Many of these opportunities would have been out of the reach of the aquarium's marketing budget in the past. In the future, radio ads will be highly beneficial to an event such as World Oceans Day. The cost of such advertising would be prohibitive to us. The SBIA's reach into destination marketing and brand building is undeniably successful and the collaboration between the BIA and the attractions is beneficial to all. As the Scottish just determined in their referendum, we are "better together"! No downsides whatsoever. All positive. And I'm sure I'm missing other benefits. We have found the Event Coordinator/Facilitator to be highly supportive and helpful. She is enthusiastic and brimming with ideas to help us. For example, she arranged a FAM into the Aquarium from Tourism Victoria to try to increase our event sales. SEAG itself has been very helpful. We’ve had the opportunity to listen, learn and collaborate in ways that otherwise would not be possible. We are very appreciative of all that has been and is done to promote Sidney and the SODC. In the short term, the aquarium may struggle to attend all the meetings, but this is simply due to a lack of resources and not a lack of interest! Community Arts Council of the Saanich Peninsula The value of the SEAG to the CACSP is the chance to interact face-­‐to-­‐face with other area organizations and find opportunities to support each other’s work in the community. Invaluable are the representatives from the Town of Sidney to provide feedback, ensure we don’t run afoul of any bylaws and to give voice to citizen interests. With the inclusion of the SBIA’s Executive Director, Donna Petrie, local businesses are represented. All present benefit from the flow of ideas and information that occurs during the SEAG meetings. This past fall the CACSP received a great deal of promotional support from the SBIA which came about through SEAG. While it is difficult to attribute causality, our Artisans Gift Gallery saw its greatest sales and attendance in 21 years. We had roughly 3, 270 visitors over 50 days. In addition, with more than 8000 attendees, the Sidney Fine Art Show broke all previous attendance records. We estimate that the economic value of this event alone was roughly $790,000 (6000 local attendees @ $90; 2000 regional visitors @ $125). The CACSP looks forward to continued work through the SEAG to enhance the quality of life for all Peninsula residents. 4 Sidney Historical Museum Apart from serving the community with information and research opportunities about the history of the Saanich Peninsula, Sidney Museum has also been one of Sidney’s visitor attractions since 1971. While the Marine Mammal part of the museum from 1990 to 2003 enjoyed some public awareness, the historical section has tended to be overlooked on many occasions. We found that local residents and some business people either did not know where the museum is located or even that Sidney had a museum, despite considerable advertising. To this end it has been a focus of the museum to raise its profile and to reach out to the community, both to promote Sidney and increase awareness of the museum. We have presented local exhibits of art, history and collections, which have attracted people from both the local area and Greater Victoria. In spite of our efforts, we were still not achieving the levels of success we would like, and it appeared that all the businesses and visitor attractions were essentially operating in isolation. There were organizations such as the Sidney Business Association and the Sidney Association of Merchants that helped somewhat to promote Sidney, but there still was not that sense of cohesiveness in the town. The situation started to improve when BC Family Day was introduced in 2013, and we were able to involve local merchants with displays of Lego and gain the cooperation of our bigger visitor venues to promote Sidney. This was one of the first times there was a sense of cooperation on a wider scale, and the event was a great success. This generated a greater expectation by businesses to work together to promote Sidney, but it still needed a focal point and a champion to promote Sidney as a whole. The creation of the Sidney Business Improvement Area was exactly the organization needed to provide the support of businesses and attractions both individually and as a whole for the improvement of visitor activity and the financial wellbeing of the business community. The SBIA has achieved the goal that has been longed for by Sidney Museum to bring merchants together, to promote Sidney as a destination, and to listen to the needs of the business community. Donna Petrie as Executive Director has worked tirelessly and passionately to support and promote businesses and has helped raise the profile of Sidney immensely. The establishment of the Sidney Events Advisory Group has further cemented the cooperation and awareness by key members and Sidney Council in promoting Sidney as a valuable visitor destination and supporting local business. We believe there is no longer a feeling of operating in isolation in the business community, and from a personal perspective that Sidney Museum now has far greater recognition and support in the community. 5 Peninsula Celebrations Society We will report on each of our activities from the first event of the year; these events happen every year for PCS. The Polar Bear Swim was held on Jan 1/2014 and attracted about 300 spectators and 85 to 100 swimmers. We have increased the participants each year by 50 people, and spectators by 100. We don’t have a food cart but do have St. John’s Ambulance for safety. We estimate the economic value to be about $9000 ($90 x 100 = $9000). During the Easter Egg Hunt, children hunt for the golf balls and in return receive candy and chocolates from the Easter Bunny. In 2014 we had about 300 participants, plus their families as spectators. ($90 x 450= $40,500). The July 1/ Canada Day Celebrations actually begin on June 30 with opening ceremonies, cake cutting, music and fireworks. We have approximately 1,000 to 3,000 people when the fireworks are displayed. The Town of Sidney has taken this particular event over. July 1 is parade day with 8,000 to 10,000 people attending. The spectators start arriving about 8:00 a.m., have breakfast, and then attend the parade at 11:00 or 11:30. To calculate the money spend in Sidney for this portion of the day, we calculate, $90 X 7,000 = $630,000. After the parade, many people attend free activities for the families. Approximately 3,000 people participate in these activities throughout the afternoon. This is followed by Build -­‐a-­‐ Boat which attracts 4,000 to 5,000 at the waterfront in Sidney. Summer Sounds happen every Sunday during the summer months where we have different bands each week. Depending on the weather we have 1,000 to 3,000 for 2 hours for an estimated economic value each Sunday of $225,000 ($90 X 2,500 = $225,000). Our last event is the Sparkles Parade at the end of November on Saturday late afternoon from 5 to 6 pm. Attendance is 7,000 to 9,000 people followed by the Sail Past on the waterfront from 6:15 to 7pm and 3,000 to 4,000 stay for the event. We estimate the economic benefit to the Town to be $450,000. We have valued the contributions the SBIA has made to marketing and promoting our events. They have also helped us to sort out the Sail Pass, for which we are particularly grateful. Many helpful suggestions and support have come from SEAG and the Coordinator/Facilitator who has taken this position and now can help all the events that happen in Sidney be collaborative which will only improve our presentations and success. In addition, we are particularly grateful to Donna for helping us develop most of our posters for our events. These need to be done for each event and we didn’t have anyone to help this year until Donna stepped in. Donna also helped where needed anytime we didn’t have the manpower to accomplish our work. She is an incredible asset to our community! 6 We also very much appreciate the work Susan Simosko puts in to making the SEAG meetings so productive and for helping out wherever needed. She is such a positive force in supporting Sidney’s events, activities and organizations. Mary Winspear Centre In 2014, the Mary Winspear Centre attracted 200,000 people to events and activities, generating approximately $7M to the local economy. Without doubt, the marketing and promotion of the SBIA has contributed significantly to our success. As part of that, SEAG has been a huge asset to the Mary Winspear Centre in collaboration for events, conferences and other things happening in the Centre. Having the opportunity to meet with a group and share ideas and broadcast upcoming events so all other organizations in Sidney know what is happening and are able to plan accordingly is vital to a successful Town. The Centre has also found the Event Coordinator/Facilitator to be a huge asset to the group. She is incredibly supportive and helpful and having a dynamic person in this role has contributed to the success of SEAG and is imperative if the group is to move forward. I would like to thank all members for all of their contributions of time and effort over the last year. Saanich Peninsula Chamber of Commerce The Saanich Peninsula Chamber of Commerce greatly values both our involvement and inclusion in the Sidney Events Advisory Group (SEAG). SEAG serves as a relevant and necessary platform for community groups to be involved and updated on area happenings. The benefits of having Donna Petrie (SBIA) working within the same Town of Sidney building that hosts Sidney Visitor Services is also of great benefit leading to an integral partnership and opportunity to share in resources and endeavors. Donna's initiatives and the SEAG group are vital to the cohesion, progress, growth, and overall success to community events/happenings in Sidney, BC. This opportunity to participate in the SEAG meetings, allows us to learn about the various events and activities in Sidney. This, in turn, enables us to better serve visitors and our members by providing up to date and accurate information on a regular basis. Panorama Recreation Centre Panorama Recreation Centre appreciated participating in SEAG. Not only did we learn about all the planned Sidney events and activities, we were able to establish a number of partnerships which would not have been possible without SEAG. We were also able to offer our facilities to other organizations which was a “win-­‐win” experience. Below we have summarized the primary activities we were involved in during 2014. 7 Family Day – Being part of the family fun at the Mary Winspear Center was a great opportunity to connect with people for our local and surrounding communities. We hosted an information table and provided face painting of which was very well received. Plans are in the works for Panorama Recreation to participate in the 2015 event. Sidney Days/Canada Day – For several years, Panorama Recreation has participated in the Sidney Days Parade in collaboration with the PCS as well as providing children activities including the giant inflatable obstacle course, face painting, bubble and much more. Play in the Park – This past summer, Panorama Recreation offered the Play the Park program for the second year. During July and August, Panorama staff facilitated interactive play, face painting, group games and of course, inflatable fun on our giant 50’ obstacle course! This FREE program was very well received and was offered at 7 different locations throughout the Saanich Peninsula including Iroquois and Rathdown parks. Sidney Sparkles Parade – Panorama Recreation was excited to once again participate in the Sidney Sparkle Parade. This is a great opportunity for us to get out and show how much we value our local and surrounding community members. Bed Races on Beacon – Panorama Recreation was instrumental in assisting the Rest Haven Lodge in hosting the Bed Races of Beacon event. This very successful fundraiser was in support of palliative care at Rest Haven Lodge and we were very grateful to the members of SEAG for supporting our efforts. Shaw Ocean Discovery Centre ‘World Oceans Day’ -­‐ Panorama Recreation assisted Shaw Ocean Discovery Centre in the promotion of World Oceans Day. Shaw Ocean Discovery Centre promoted the event and offered activities at Panorama Recreation Centre. Panorama Recreation values the many special events Sidney has to offer and wishes to continue supporting and participating in these events. Sidney Event Liaison/Facilitator Summary Report SEAG is a highly engaged and hands-­‐on group which has been instrumental in supporting my role as Event Liaison/Facilitator. When I started in March of 2014, the group welcomed me enthusiastically with a detailed overview of the mandate of the group along with the terms of reference and provided an orientation session. During the first two weeks of my start date, I met with each of the SEAG members separately to tour their facility (where applicable), meet their staff and to discuss how I can be of assistance in the facilitation of events, what their greatest challenges were, and what specific area they need the most help with. I have since maintained a close and positive working relationship with each of the members, all of which has led to a very successful first year in my role as Event Liaison/Facilitator. The first project the group tackled was the creation of a robust community events calendar that could be used by any business, attraction or non-­‐profit organization either via a linked button 8 on their website or integrated in to their own website via an iframe model. A small working group made up of SEAG members conducted a great deal of research as to what functionality would be required for the site and what other features would make the calendar useful and user-­‐friendly. Holy Cow, a local advertising agency was awarded the contract to design and implement the community events calendar in May and work on the project started immediately. The Sidney Business Improvement Area Society (SBIA) funded the development of the community events calendar with support funding from the Town of Sidney. It was decided that the calendar would be hosted on the SBIA website and maintained by the Event Liaison/Facilitator. The community events calendar was launched in July. Once the calendar was live, Holy Cow provided SEAG members with an integration document that offered two different options of how businesses and community groups could incorporate the community events calendar with their own website. Overall the project was a great success and is quickly becoming the go-­‐to source for events not only in Sidney but for the entire Saanich Peninsula. The second project that was launched by SEAG was the concept and implementation of a ‘What’s on in Sidney’ booth that would be set up at the Sidney Street Market for 8 dates during the 2014 market season. Paula Kully with the Town of Sidney, Susan Simosko the SEAG Chair and Donna Petrie, the Event Liaison/Facilitator, formed a working group to finalize the concept and determine what tools would be needed to execute a successful and interesting booth. A ‘What’s on in Sidney’ banner was designed and produced, a schedule of volunteers was organized and a colourful two-­‐week schedule of events was designed and printed by the Town of Sidney (Paula Kully). The events calendar was updated for each market and hundreds of copies along with a top 10 things to see and do in Sidney flat sheet. The Town of Sidney also printed and mounted on corrugated plastic a copy of the Sidney BIA trade show booth and also provided the use of a tent including set up and take down at each market. Without this support from the Town of Sidney the booth would not have been as successful and would have required additional funds from the events budget via the Sidney BIA. The market was a great success with the support of SEAG members who each hosted a night at the Market to promote their upcoming special events. One of the highlights of the summer market was when a new event to Sidney, Beacon Bed Races, had a full size hospital bed in the booth to spread awareness about the new event coming to Sidney. The third priority of SEAG was to establish a list of event priorities for 2014 and 2015. This was taken care of right away with an impressive list of events presented to the SEAG committee for approval. There were a few new events added to the line-­‐up including Bed Races on Beacon and the Sidney Film Festival. The list of 2015 event priorities was then sent to the Ocean 98.5 radio station and to CTV for consideration for a community event sponsorship package. The Ocean 98.5 has responded with an extensive sponsorship package7, which totals just over $58,000 in value, provided at no charge to SEAG. CTV is also working on a sponsorship package however it was not ready to be included with this report. 7
See Appendix C 9 Throughout the year, the Event Liaison/Facilitator liaised with the coordinator(s) of the following events to offer event marketing and promotion advice, provide contact information for community organizations for joint promotions, distribute event information and sponsorship opportunities to Sidney business owners, and set up paid digital ads through Facebook. Particular events included World Oceans Day, Access Awareness, Sidney Days, Sidney Fire Department 100th Anniversary Celebration, Torque Masters Car Show, First Nations, Inuit & Metis Art Show, Beacon Bed Races, Summer Sounds, ArtSea, Sidney Fine Art Show, Sidney Shakespeare Festival, Pumpkins on the Pier, Sidney Sparkles Parade, Artisans Gift Gallery event, the Lighted Boat Parade and the Festival of Trees. Illustrations of print and digital promotion and marketing initiatives are included in D. Others would be happily provided. A new event that was established with the support of SEAG and a joint funding partnership with the Town of Sidney, Community Arts Council and the Sidney BIA was ‘Sweet Sounds of Sidney’. The concept for this event was brought forward by Tom Watson, and the Community Arts Council as a way of bringing music to the streets of Sidney for visitors to enjoy while shopping in Sidney. Enhancing the flavour and welcoming atmosphere with the backdrop of music would be a stand out feature of Sidney and increase the town’s chances of being a “destination for the day”. The program kicked off in July offering music in various locations on Beacon Avenue from 11am to 5pm on Friday and Saturday’s in July and August. The program was a huge success and certainly elevated the shopping experience for locals and visitors alike. During the year various events not currently taking place in Sidney were discussed with the thought that it would be great to be able to actively approach and attract key events to Sidney either as an additional event location or to move the entire event to Sidney. One of the recognized events was the Victoria Film Festival. The festival had been in Sidney a few years ago; however, due to lack of event marketing and volunteer support they could no longer offer Sidney as a festival location. As the Event Liaison/Facilitator knows the Festival Director, she set up a meeting to discuss the possible return of the festival to Sidney. After two productive meetings and with the full support of the Star Cinema and SEAG, the Director of the Victoria Film Festival agreed to bring the 7-­‐day event to Sidney for 2015. The Sidney BIA committed to a marketing sponsorship and, with the assistance of the Star Cinema coordinating volunteers for the festival, everything was set. This is another example of the incredible collaboration and community spirit, which is the result of the support of SEAG and the work and connections of the Event Liaison/Facilitator. As Sidney is becoming a more popular destination for conferences, the Event Liaison/Facilitator designed and ordered 25,000 plastic bags with the Distinctly Sidney logo and website on to give complimentary to delegates attending multi-­‐day conferences in Sidney. The delegate bag program will kick off in May 2015 with the arrival of the International Rhododendron Society Conference, which is attracting over 600 delegates to Sidney. The bags will be full of information about Sidney, including a map, a visitor guide, an events calendar and coupons from businesses in Sidney. Panorama Recreation Centre and Butchart Gardens have also expressed interest in offering a discount coupon to be included in the bags. 10 The success of the SEAG must be credited not only to the incredible collaboration of the members but also to the visionary leadership of the SEAG Chair, Susan Simosko. Susan, a dedicated and passionate volunteer, has spent hundreds of hours on the establishment and leadership of the SEAG. Without the tireless dedication of Susan, the group would not have been as effective or as organized. In conclusion, 2014 was an outstanding first year for SEAG. A great deal was accomplished and events in Sidney were more successful due to the support and marketing assistance of the group. 2015 is shaping up to be even busier with the return of the Film Festival, the Sidney Literary Festival, a possible Sidney Whale Festival and, of course, all of the well-­‐established events that locals and visitors to Sidney look forward to attending each year. SEAG Chair Report SEAG represents an extraordinary step forward for Sidney in collaboration and effective problem solving. From setting the Terms of Reference and creating criteria for the marketing of events8, to recruiting and hiring the Event Liaison/Facilitator, to addressing important issues such as the community calendar, the use of the Beacon Park band shell, and manning the What’s on in Sidney booth to exploring ways to cross market and promote one another’s events, SEAG members have shared ideas, resources and enthusiasm for one another’s plans, events, and ideas. They have also sounded a cautionary note, when necessary, in particular to avoid duplication of effort and resources. The group has recommended marketing and promotion opportunities for 20159 and offered ideas to the Event Liaison/Facilitator of how, as a group, we can continue to work together to support one another’s events, and grow attendance—and therefore visitors to Sidney—in multiple ways. In addition, SEAG has represented an outstanding partnership with the Town of Sidney and we all have appreciated the input and perspective offered by Mayor Larry Cross during our first few meetings, CAO, Randy Humble, and Paula Kully who has drafted all minutes and provided a range of other much valued support. We recognize too, that many other Town staff work diligently to ensure the town is clean, safe, and attractive. As a group, SEAG greatly appreciates the efforts of everyone in helping to support Sidney as a cultural and recreational destination hub. In my personal experience, SEAG is one of the most effect community groups I’ve ever had the privilege of working with. 8
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See Appendix B. Ibid 11 Summary The SEAG is a highly effective community and economic development organization, dedicated to working together to support the Sidney Event Liaison/Facilitator and the marketing and promotion of Sidney as a cultural and recreation destination. As one member of the group said in the fall of 2014, “the group really did develop the synergy with events that was intended. Cross promoting and complimentary activities have been excellent.” Another member of the group summed up SEAG’s success this way: “Allowing input into Sidney events, marketing, and promotion is critical to increased stakeholder participation and investment. It allows stakeholders to maximize limited marketing dollars, support each other’s events and cultural contributions and creates a cohesive network of support for Sidney events and promotion.” 12 Appendix A: 2014 MOU 13 14 15 Appendix B: SEAG Terms of Reference, Guiding Criteria for Marketing and 2015 Promotion Priorities Terms of Reference Sidney Event Advisory Group The purpose of the Sidney Event Advisory Group (SEAG) is to provide advice, identify resources, and offer suggestions to enhance the promotion and marketing of Sidney events as required to enhance the work of the Sidney Event “Continuity” Liaison and any additional contract positions. Roles and Responsibilities Members of the SEAG will: 1. Serve as advocates for Sidney event marketing and promotional activities 2. Work Collaboratively with other key stakeholders 3. Respond to requests for information, data and/or resources, as appropriate 4. Offer ideas, guidance and suggestions, as required, to support the Sidney Event Liaison 5. Identify potential opportunities to enhance the marketing and promotion of Sidney events 6. Contribute to the awareness and engagement of other stakeholders to continue to build a cohesive network of support for Sidney events 7. Meet monthly or more often, as required 8. Review these terms of reference on an annual basis 16 Guiding Principles and Recommended Criteria for Setting Marketing and Promotion Priorities Given that the SBIA and the Town of Sidney have limited resources to market and promote Sidney events, the Sidney Event Advisory Group (SEAG) recommends that decisions about the marketing and promotion of events be based on the following principles: 1. Events must be of potential value to the community—economically, culturally and social. The potential value should be clearly articulated. 2. Events must have a high potential for increasing the number of people who visit and/or stay Sidney, e.g., increase the “footsteps” in Sidney. 3. Whenever possible, events must create synergy between one or more events and/or organizations. 4. Events need to maximize the potential for increased patronage throughout the year and in particular during notoriously slow commercial periods, e.g., the winter months and/or shoulder seasons. 5. Priorities should be set in consultation with a wide range of stakeholders, not just those on the SEAG. 6. Newer events that have the potential of adding considerable community value may require special support until they become well established. 17 10
2015 Event Priorities Sidney Events Advisory Group Month January February March April May June July August Event Lead Organization Lego Exhibit (until the end of March) Polar Bear Swim Sidney Family Day Weekend – a Lego Brick Festival Film Festival Sip & Savour St. Patrick’s Day Bazan Bay Marathon Spring Art Show & Sale Be a Tourist in Your Own Home Town Easter Egg Hunt Quilt Show Sidney Street Market (May – August) Mother’s Day Historical Canadian Banknote Exhibit (May & June) Sidney Days & Sidewalk Sale Access Awareness World Oceans Day Sidney Whale Festival Father’s Day Spring Studio Tour Taking it To The Streets Sweet Sounds of Sidney (July – August) Summer Sounds (July – August) Doll Show Bed Races on Beacon – 16th Car Show Extravaganza First Nations, Inuit & Metis Art Show Sidney Museum Peninsula Celebrations Sidney Museum/SBIA Victoria International Film Festival TIDES SBIA/Local Pubs Vancouver Island Runners Association CACSP Tourism Victoria & Attractions Victoria Peninsula Celebrations Sidney Museum Town of Sidney SBIA Sidney Museum Peninsula Celebrations & SBIA Beacon Community Services SODC TBD SBIA CACSP Seaside/Help Fill A Dream SBIA/Town of Sidney/CACSP Peninsula Celebrations Sidney Museum Rest Haven Lodge Torque Masters Mary Winspear 10
The above listed events are the lead events for each month and is in no way a list of every event planned in Sidney for 2015. 18 September October November Bard on Beacon Timeless Toys ArtSea Sidney Fine Art Show Fall Studio Tour Pumpkins on the Pier Literary Festival Oct 2-­‐4 Christmas in Sidney December Teddy Bear Exhibit (Nov – Dec) Christmas in Sidney New Years Eve Gala TIDES Sidney Museum CACSP/SBIA CACSP CACSP TIDES Sidney and Peninsula Literary Society Peninsula Celebrations/SBIA/Mary Winspear Sidney Museum Peninsula Celebrations/SBIA/Mary Winspear Mary Winspear Centre 19 Appendix C: Ocean 98.5 Sponsorship Contract for the SEAG 20 What Ocean 98.5 will provide:
Sidney Family Day Weekend – February 7th – 9th, 2015
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Ocean 98.5 Inbox, 4 per day, January 26th – February 1st, 2015
Jock Talk, Daily Mentions, February 2nd – 8th, 2015
Produced Promos, 4 per day, February 2nd – 8th, 2015
Cruiser Cut ins, 2 per day, February 7th – 8th, 2015
Cruiser Visits:
o February 7th, 2015, 10am - 1pm
o February 8th, 2015, 10am – 12pm
o February 9th, 2015, 2 hrs max, TBD
Twitter Facebook Mentions, Minimum 2, throughout campaign
Inclusion on our website, ocean985.com,
o January 12th – February 9th, 2015
Sidney Street Market – May 14th – August 27th, 2015
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Ocean 98.5 Inbox, 4 per day,
o May 11th – 17th, 2015
o June 8th – 14th, 2015
o July 6th – 12th, 2015
o August 10th – 16th, 2015
Ocean 98.5 VIP Newsletter, Wednesdays,
o May 13th, 2015
o June 10th, 2015
o July 8th, 2015
o August 12th, 2015
Cruiser Visit, 2 hours per day, Thursdays,
o May 14th, 2015
o June 11th, 2015
o July 9th, 2015
o August 13th, 2015
Twitter Facebook Mentions, Minimum 2, throughout campaign
Inclusion on our website, ocean985.com, May 4th – August 27th, 2015
21 Sidney Days Parade – Wednesday, July 1st, 2015
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Produced Promos, 3 per day, June 15th – 21st, 2015
Ocean 98.5 Inbox, 4 per day, June 22nd – 28th, 2015
Ocean 98.5 VIP Newsletter, Wednesday, June 24th, 2015
Cruiser Visit, 2 hour max, Wednesday, July 1st, 2015
Twitter Facebook Mentions, Minimum 2, throughout campaign
Inclusion on our website, ocean985.com, June 1st – July 1st, 2015
Summer Sounds – July 5th – August 30th, 2015
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Ocean 98.5 Inbox, 4 per day:
o June 29th – July 5th, 2015
o August 17th – 23rd, 2015
Ocean 98.5 VIP Newsletter, Wednesdays:
o July 15th, 2015
o August 5th, 2015
Cruiser Cut ins, 2 per day:
o Sunday, July 12th, 2015
o Sunday, August, 9th, 2015
Cruiser Visits, 2 hours per day:
o Sunday, July 12th, 2015
o Sunday, August, 9th, 2015
Twitter Facebook Mentions, Minimum 2, throughout campaign
Inclusion on our website, ocean985.com, June 22nd – August 30th, 2015
Beacon Bed Races – Sunday, August 16th, 2015
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Produced Promos, 3 per day, August 3rd – 9th, 2015
Ocean 98.5 Inbox, 4 per day, August 10th – 16th, 2015
Ocean 98.5 VIP Newsletter, Wednesday, August 12th, 2015
Cruiser Cut ins, 2, Sunday, August 16th, 2015
Cruiser Visit, 2 hour max, Sunday, August 16th, 2015
Twitter Facebook Mentions, Minimum 2, throughout campaign
Inclusion on our website, ocean985.com, July 20th – August 16th, 2015
22 CACSP Art Sea Festival – October 17th – 24th, 2015
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Ocean 98.5 Inbox, 4 per day, October 5th – 11th, 2015
Jock Talk, Daily Mentions, October 12th – 18th, 2015
Ocean 98.5 VIP Newsletter, Wednesday, October 14th, 2015
Cruiser Cut ins, 1 per day, October 17th, 18th & 24th, 2015
Twitter & Facebook Mentions, Minimum 2, throughout campaign
Inclusion on our website, ocean985.com,
o September 7th – October 24th, 2015
Sidney Sparkles Parade & Sailpast – Saturday, November 28th, 2015
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Produced Promos, 3 per day, November 16th – 22nd, 2015
Ocean 98.5 Inbox, 4 per day, November 23rd – 28th, 2015
Ocean 98.5 VIP Newsletter, Wednesday, November 25th, 2015
Cruiser Visits, 2 hour max, Saturday, November 28th, 2015
Cruiser Cut ins, 2, Saturday, November 28th, 2015
Twitter Facebook Mentions, Minimum 2, throughout campaign
Inclusion on our website, ocean985.com, November 2nd – 28th, 2015
Minimum Promotional Value:
$58,085.00
What the Sidney Events Advisory Committee will provide:
•
•
•
•
•
•
Recognition of Ocean 98.5 as the Presenting Sponsor of the above 2015 events:
o First right of refusal as presenting sponsor for 2016 events
Inclusion of our logo on all print and promotional material including logo and link on
website and social media
o Copies to be sent to Ocean 98.5 prior to printing
o Always preceded with “Proudly Presented By”
Verbal mentions at all events (where applicable)
Opportunity to display banner at all events (to be picked up prior to events)
High profile/high traffic space for Ocean 98.5 Cruiser to park and set up for each
promised visit
Complimentary entry into the Sidney Days Canada Day Parade and Sidney Sparkles
Parade
Ocean 98.5’s ‘Sidney Events’ radio sponsorship package, as attached, is agreed to and
accepted by:
Purchaser: ____________________
Date: ______________________
Title: _________________________
Per: ______________________
23 Signed Confirmation required by: 4pm, Friday, January 9th, 2015
TERMS:
Sidney Events Advisory Committee will provide all logos, links and any other information for use in the
th
sponsorship on Ocean 98.5 by 4pm, Friday, January 9 , 2015.
Sidney Events Advisory Committee recognizes that all radio promotional elements for each Sidney
Event will be produced in house by Ocean 98.5.
Sidney Events Advisory Committee hereby agrees to the broadcasting services detailed above or as
amended upon through this agreement in writing between Sidney Events Advisory Committee and
Rogers Broadcasting Ltd. Such amendments shall form part of the present contract.
Presented by:
Jessica Moffatt
Promotions Coordinator
Ocean 98.5
Victoria, BC
250.382.0900
24 Appendix D: Illustrations of Print, Digital and Social Media Promotions 25 26 27 28 29 30 31