St. Patricks Parade

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St. Patrick's Day Parade Information

Location: Sedona AZ, starting at the Heritage Museum going down Jordan Road and ending at Mesquite Road.

Contact: Holly Epright, Sedona Main Street Program, Executive Director

Phone: (928) 204-2390 fax: (928) 204-2548

Address: 450 Jordan Road, PO Box 1363, Sedona, AZ 86339

Number of Event Visitors: 3,000 - 5,000

Event Date & Duration: Saturday, March 15, 2008 beginning at 10:30 am ending at 12:00 noon (this does not count set-up or clean-up)

Event Sponsors: Sedona Main Street Program and NAU Parks and Recreation Management Program

2008 Parade Theme: Goin' Green

Permit Required: Special Use Permit, City of Sedona

Green Team Meeting Dates: Sedona Main Street at 2 PM

	Dec 19, 2007
	January 4; 18, 2008
	February 1; 15; 29, 2008
	March 7, 2008

	2008 St. Patrick's Day Parade Committee Members
	Parade Letters and Forms
	St. Patrick's Day Parade Event Timeline
	St. Patrick's Day Festival
	Sedona St. Patrick's Day Parade History

Background Information: The parade has a 34 year history but it was not held in 1998 due to the lack of an organizational sponsor. There have been many issues surrounding this parade the greatest being it has traditionally been held on Route 89A, requiring it to be closed for two hours. This closure usually backs traffic up for 20 miles until the parade route clears, causing problems and complaints from residents, visitors, and businesses. Moving the parade to the new route on Jordan Road returns the parade to its original locale and eliminates any closure of Route 89A. The parade has a strong community tradition and has been organized by many different community groups over the years leading to a lack of consistency in the quality of the event. The first public celebration of St. Patrick's Day in the United States was in Boston in 1737. The PRM 325 Special Events class has been organizing the Parade since 1999.

Project Team Organization

Each of the following activities needs a coordinator. The coordinator will assign duties, follow-up on assignments and ensure the committee duties are met by the due dates.

Administration

Prepares the parade entry form

Tracks registration numbers

Submits and tracks special-use permit

Prepares mailing list from the last parade entrants

Notify Sedona Post Master of the Parade date, time, and route.

Budget

Prepare a complete pro forma budget, include all expenses and revenues.

Dignitary Coordinator

Identify potential parade dignitaries (use last years list and get new candidates from the Sedona Parade Committee)

Send out Dignitary invitation letters (by Jan. 31)

Be sure the Dignitary name signs are ready for the parade.

Be sure that each dignitary has an assigned vehicle for the parade.

Meet each Dignitary and escort them to their assigned vehicles (Smooze).

Track and respond to dignitary response forms with a dignitary reply letter.

Evaluation

Develop surveys to evaluate the Parade for parade participants and for spectators.

Conduct the surveys and tabulate the responses.

Prepare a report on the results for the Parade Committee.

Event Safety & Security

Prepare traffic control (pedestrians and vehicles) plan. Identify all intersections to be blocked off, detours, number of volunteers necessary to implement plan, lost child plan, injured/ill person, fire, and disabled parade float/vehicle emergency, parade route security.

Facilities & Equipment

Identify all facilities and equipment necessary. Get this information from the other coordinators.

Identify the sources for acquiring the necessary equipment (business, money, time).

Acquire traffic cones/barriers for road closures.

Acquire four accessible port-a-potties for parade route and determine the cost.

Arrange for the viewing/judging grandstand for parade date

Set up traffic cones/barriers for the parade then collect and return them.

Judges Coordinator

Identify/invite four judges for the parade (not Sedona residents)

Prepare judges packet (judges information sheet and judging sheets)

Be sure to have name placards for the judges table.

Be sure to have the lunch certificate for each judge.

Meet and escort the judges for the day's activities (Smooze).

Personnel/Volunteers

Identify the total number of volunteers necessary to implement the event.

Identify the types and dates for training volunteers in necessary skills (specifically traffic control).

Create a master contact list, name, address, phone, e-mail, for all volunteers.

Track the attendance and hours for all volunteers.

Set-up and staff command center on parade date.

Program

Organize the parade entrant location and sequence (where will each entry be positioned in the parade).

Prepare the entrant identification numbers and provide them to the entrants on parade day.

Recruit a minimum of four bands for the parade ($300 stipend is available).

Recruit street performers, clowns, mimes, jugglers etc.

Prepare entrant biographies for the parade Master of Ceremonies (MC)

Promotions & Sponsorship

Identify all potential sponsors and solicit their contributions. See Bob Watkins on the Parade Committee.

Write sponsor/donor thank you letters

Prepare parade staff t-shirts (design and vendor)

Contact residents and businesses on the parade route with parade information flyer

Prepare parade information flyer for schools and resident/businesses.

Prepare media release

Develop marketing plan

Create, price and determine the number of parade awards necessary.

Signage

Create the following signs: Caution Special Event Ahead; No Parking, St. Patrick's Day Parade.

Determine the number, construction, and cost of signs necessary

Post signs when required

Determine and acquire the necessary length of caution tape to rope off the spectator viewing area

Transportation

Determine the best emergency access routes. See Ray on the Parade Committee.

Reserve the trolley's (2) for parade date

Determine the trolley routes (parking lots to staging area) contact Armour.

Develop a parking plan for the parade entrants, and spectators.

Identify two trolley hosts/hostesses and parking staff (3).

[Class]

	Prepares the parade entry form
	Tracks registration numbers
	Submits and tracks special-use permit
	Prepares mailing list from the last parade entrants
	Notify Sedona Post Master of the Parade date, time, and route.

	Identify potential parade dignitaries (use last years list and get new candidates from the Sedona Parade Committee)
	Send out Dignitary invitation letters (by Jan. 31)
	Be sure the Dignitary name signs are ready for the parade.
	Be sure that each dignitary has an assigned vehicle for the parade.
	Meet each Dignitary and escort them to their assigned vehicles (Smooze).
	Track and respond to dignitary response forms with a dignitary reply letter.

	Develop surveys to evaluate the Parade for parade participants and for spectators.
	Conduct the surveys and tabulate the responses.
	Prepare a report on the results for the Parade Committee.

	Identify all facilities and equipment necessary. Get this information from the other coordinators.
	Identify the sources for acquiring the necessary equipment (business, money, time).
	Acquire traffic cones/barriers for road closures.
	Acquire four accessible port-a-potties for parade route and determine the cost.
	Arrange for the viewing/judging grandstand for parade date
	Set up traffic cones/barriers for the parade then collect and return them.

	Identify/invite four judges for the parade (not Sedona residents)
	Prepare judges packet (judges information sheet and judging sheets)
	Be sure to have name placards for the judges table.
	Be sure to have the lunch certificate for each judge.
	Meet and escort the judges for the day's activities (Smooze).

	Identify the total number of volunteers necessary to implement the event.
	Identify the types and dates for training volunteers in necessary skills (specifically traffic control).
	Create a master contact list, name, address, phone, e-mail, for all volunteers.
	Track the attendance and hours for all volunteers.
	Set-up and staff command center on parade date.

	Organize the parade entrant location and sequence (where will each entry be positioned in the parade).
	Prepare the entrant identification numbers and provide them to the entrants on parade day.
	Recruit a minimum of four bands for the parade ($300 stipend is available).
	Recruit street performers, clowns, mimes, jugglers etc.
	Prepare entrant biographies for the parade Master of Ceremonies (MC)

	Identify all potential sponsors and solicit their contributions. See Bob Watkins on the Parade Committee.
	Write sponsor/donor thank you letters
	Prepare parade staff t-shirts (design and vendor)
	Contact residents and businesses on the parade route with parade information flyer
	Prepare parade information flyer for schools and resident/businesses.
	Prepare media release
	Develop marketing plan
	Create, price and determine the number of parade awards necessary.

	Create the following signs: Caution Special Event Ahead; No Parking, St. Patrick's Day Parade.
	Determine the number, construction, and cost of signs necessary
	Post signs when required
	Determine and acquire the necessary length of caution tape to rope off the spectator viewing area

	Determine the best emergency access routes. See Ray on the Parade Committee.
	Reserve the trolley's (2) for parade date
	Determine the trolley routes (parking lots to staging area) contact Armour.
	Develop a parking plan for the parade entrants, and spectators.
	Identify two trolley hosts/hostesses and parking staff (3).