JULYFEST TIMELINE

We comply with Ohio law and diocesan policies regarding Festivals

Plus...What it takes to put our JulyFest together....every year
 

August- 25 hours
 Review and authorize invoices from JulyFest
 Reconcile accounts with parish Business Manager
 Obtain feedback from area chairs

September-20 hours
 Finalize JulyFest accounting
 Meet with Finance chair and reconcile accounts.
 Meet with Parish Business Manager to finalize reporting.
 Meeting with JulyFest committee to review feedback and accounting
 Meet with Ride Vendor (Current contract through 2011)
 Attend Eastside Festival Alliance Meeting

October- 15 hours
 Obtain commitment from previous year area chairs for upcoming season
 Meet with Bid N Buy chair(s) to begin planning campaign
 Review previous vendors
 Review items and bids placed
 Review other area Bid N Buy for suggestions
 Develop solicitation letter
 Begin to audition/visit area bands for entertainment
 Attend Eastside Festival Alliance Meeting

November-15 hours
 Gambling Licensure process begins- must be completed by 12/31
This involves both the general chair and the parish business manager.
Hours for the festival are determined at this time as it is required for this licensure. This licensing covers both the casino and the pull tabs. Volunteers are reviewed and pertinent information is provided. The parish business manager completes this on-line for the Attorney General’s Office.
 Provide necessary pull tabs reconciliation for report.
 Verify inventory of letterhead, envelopes, thank you cards and order if necessary.
 Attend Eastside Festival Alliance Meeting

December -10 hours
 Review completed Gambling License with Parish Business Manager and sign off on prior to submission.
 Meet with various area chairs to begin process for upcoming year.
 Attend Eastside Festival Alliance Meeting

January-40 hours
 Attend Fun Town Open House to view new games, tents/awnings and meet with possible vendors. Area chairs also attend this event.
 Order games that will be utilized by children’s and midway areas, order tents/tables/chairs/benches.
 Begin planning layout of JulyFest- initial
 Meet with Children’s and Midway to determine prize selection
 Begin to research advertising opportunities/cost
 Typically first joint meeting of JulyFest committee.
 Begin meeting with Grand Raffle area chair to begin process
 Review/revise annual Grand Raffle letter
 Determine Grand Raffle prize
 Determine Second place prize
 Determine process for distribution of Grand Raffle packets
 Meet with Volunteer Chair and Web Designer to discuss enhancements to website for registration and web design.
 Bug Mgr files W-2G gambling earnings for previous year with IRS & Ohio
 Meet with Volunteer Chair to begin determination of volunteer requirements.
 Attend Eastside Festival Alliance Meeting

February -80 hours
 Contact vendors for quotes on services
 Transportation of guests
 Port-o-Lets
 Trash Dumpsters
 Coca-Cola
 Concessions
 Communications
 New vendors if applicable
 Security
 Parking
 Trash Pick up
 Beer/Wine
 Food vendors
 Ice
 Pull Tab Suppliers
 Contact Union Township Police to request their services during JulyFest
 Contact Union Township Fire to request their services during JulyFest
 Begin initial request for volunteers
 Meet with Volunteer Chair for ongoing volunteer requests and website
 JulyFest Committee Meetings
 Meet with Grand Raffle chair to finalize information and order necessary tickets. Request volunteers to assist with packet insertions.
 Meet with Bid N Buy area chair to review progress
 Meet with Beer Sales area chair to determine beer pricing and mug design
 Meet with Beer Ticket Sales area chair to determine ticket design and to review procedures. Review volunteer training (for ID’s and completion of required training)
 Schedule training for all involved in alcohol sales/ticket sales
 Begin running weekly updates in parish bulletin
 Finalize entertainment for JulyFest
 Attend Eastside Festival Meeting

March -50 hours
 Finalize contracts for vendors and place required orders
 Meet with Finance Chair for initial requirements
 Meet with Bid N Buy Chair for
 Meet with Food Chair to determine booth assignments
 Attend Rhinehart Food Service Food Show- by attending this event and ordering our supplies we are able to save 10-20%.
 Meet with area chairs as necessary
 Begin to review new liquor licensing requirements
 Monitor volunteer registrations with Volunteer Chair
 Confirm electrical requirements based upon layout (2nd submission)
 Contact volunteer electricians to confirm above
 Monthly JulyFest committee meeting
 Grand Raffle distribution
 Attend Eastside Alliance Meeting

April –45 hours
 Advertising finalized
 Review layout with facility chair for final approval
 Discuss layout with area chairs
 Begin State of Ohio Liquor license process- Must be done minimum of 30 business days from event.
 Completing application
 Notarization
 Chief of Police Signature
 Mail application to State of Ohio for licensure
 Meet with Casino chairs to discuss/schedule dealer training
 Continue to meet with area chairs for problems/concerns
 Monitor Grand Raffle process
 Business Manager to order ATM Machine
 Monthly JulyFest committee meeting
 Bid N Buy annual drop off
 Attend Eastside Alliance Meeting

May –25 hours
 Request necessary documentation from tent supplier to obtain licensing from Clermont County.
 Review any new licensing requirements from Clermont County
 Monitor Grand Raffle progress
 Meet with Bid N Buy to review progress or any additional assistance needed.
 Monthly JulyFest committee meeting
 Attend Eastside Alliance Meeting


June-100 hours
 Clermont County Licensing (Electrical/Temporary Occupancy/Fire Inspection)- Must be done 30 days prior to event
 Complete Application
 Provide layout with electrical requirements
 Provide layout with booth/tent locations
 Provide layout with fire extinguisher locations
 Provide layout with traffic flow
 Notarization of application
 Taking of application to Clermont County
 Scheduling of Electrical/Fire Inspections
 Confirmation of final requirements from vendors
 Scheduling of security personnel
 Meeting with Finance chair to determine necessary cash requirements for JulyFest. (This figure must be into the parish business manager no later than June 20th)
 Review of volunteers
 Review of training and completion for volunteers distributing alcohol and tickets.
 Scheduling of tent and booth installations
 Final JulyFest committee meeting
 Attend Eastside Alliance meeting

July 1-July 15-200 hours
 Be on site for tent/booth installation
 Be on site week of JulyFest for
 Ride placement
 Vendor placement
 Bid N Buy Set up
 Parking Lot layout
 Vendor check requirements
 General Set up
 Electrical
 Coordinate Inspections and receive compliance certificates and display as required.
 Receive all necessary insurance guarantees from vendors
 Be on premises at all times JulyFest is open.