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C Event Management Process (2016-2019) Ongoing

Communications & Marketing

Time Status:

Budget Status:

Percent Complete: 100%

Start Date: 10/01/2018

End Date: 09/30/2019

The City has always taken a decentralized approach to event management. Individual departments and divisions, like Parks, Police, Community Relations, Community Development, Fire, and Communications and Marketing are all responsible for planning and executing their own events, relying on the help of other City departments in varying degrees. With the opening of the ArtWalk and City Hall, the City has added three major events and six smaller events to the City’s event calendar. Those events, along with the recent addition of the Mayors’ Chess Challenge, April Pools Day, Founders Day, Hoppin’ into Springs, and others have created a need for us to evaluate our event process. The lack of a coordinated effort in planning, and the increasing drain on resources, has challenged all departments. In December 2016, the City contracted with The Dorsey Group to work with members of City staff involved in event-related activities. The team included staff from several City departments. After an initial meeting with the Dorsey Group, a core team of City employees conducted over 25 interviews with employees with event-related experiences. That data, along with benchmarking data from surrounding cities, provided the research The Dorsey Group used to develop a list of recommendations to improve the City’s event management process. Based on the Dorsey Group recommendations, the City hired an Assistant Director of Parks in January 2018 who oversees the event management process. He has established a cross-functional committee to review and vet all new and ongoing events, and conduct post-event evaluations. An annual calendar of events has been developed. Moving forward in FY 2019, the committee will develop an event sponsorship package, guidelines for the use of City venues for non-city events, and guidelines to assist event planners through the planning and permitting process.

The event working group has been fully established and is working together on all Special  Events. They have been doing an excellent job.

Operating Budget:
Capital Budget:
Legend:  
Initiatives: On Target Closed Out/Completed | IP On Target/In Progress | Below Plan Behind Schedule/Late | DN Discussion NeededR/W Retreat/Workshop Item | D Delay/Hold | N No Milestone | Not Defined Not Defined
Legend:  
Initiatives: On Target Closed Out/Completed | IP On Target/In Progress | Below Plan Behind Schedule/Late | DN Discussion Needed | R/W Retreat/Workshop Item | D Delay/Hold | N No Milestone | Not Defined Not Defined

City of Coral Springs | 9500 West Sample Road, Coral Springs, FL 33065 | 954-344-1000