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Interagency cooperation maximizes programming opportunities
The Deerfield Park District initiated a community-wide Halloween party that
By Brenda Segal How does a recreation staff of six people put on a community event for a village of more than 17,000 residents? Not easily . . . and most certainly, not alone! When the Deerfield Park District decided to do something about the negative publicity it had been receiving in the local press and the less than positive relationships it had been experiencing with other local public agencies, staff began looking for a special event that would turn our image around in the community and improve our communication with other taxing bodies in Deerfield. We needed an event, but what? How could such a small staff pull off such a big event? We knew we were good, but that good? School contacts
The public schools had been putting on individual Halloween parties at each school site for a number of years. Why not approach the parent-teacher organizations and see if they would like to combine efforts with our staff to put on one big Halloween event for the children of Deerfield? We knew that we had the planning skills, and that we were experts
Illinois Parks and Recreation 23 May/June 1988 at organizing special events. What we lacked was manpower, which the parents could provide for us. Staff brainstorming sessions were exciting, with ideas flying on fundraising, publicity and plans to involve other public agencies, community service organizations and merchants. Our thought was, "If we're going to do something new, do it up right and make a big splash!" At first, the response we got was, "It can't be done. You'll never pull it off!" We were determined, however. Favorable response Our staff sent a representative to the local Presidents' Council of the Parent-Teacher Organizations (PTOs) to see if council members were interested in combining forces with us. They liked the idea and agreed to sit down with us to talk it over. A meeting was scheduled with representatives from each school in the community. We discussed the type of event we envisioned. Our target audience was pre-school youth (and their parents), elementary school children, and junior high school students. We decided to divide the event into two sections: a party from 11 a.m. to 3 p.m. for the younger children, and a special junior high school dance from 7:30-10:30 p.m. for the sixth through eighth grade age group.
We developed a timetable of goals, set a schedule of meetings for the Planning Committee, and outlined a division of tasks. We agreed to share equally in any losses the event might incur. Halloween Hoopla, 1987, was on its way. Pooling talents The PTO's representatives had very valuable experience in presenting their own Halloween events, so our recreation staff sat down with them, one on one, to get their ideas, and to see what types of equipment, props and supplies they might be able to provide us. Because this was the first time we had ever attempted an event of this magnitude, we decided to put on an all-out fund-raising effort to help underwrite our expenses. Our goal was to have the party paid for before one ticket was purchased.
Our aim was not to make this a fundraising event, but rather, a very constructive and positive cooperative venture to benefit local citizens and to improve communication among public agencies. We determined, therefore, to keep the fees as low as possible — $2 in advance and $2.50 at the door, with food extra. Parents accompanying their children would not be charged. Community reaction Publicity releases were sent to the local papers advising the community that Halloween Hoopla, 1987, was on the drawing board. Letters were sent to local merchants describing the event and asking them to sponsor various segments of the planned activities, to donate money, and to provide us with candy, prizes, and volunteer assistance. The response was outstanding. We received more than $1,650, with additional donations of lollipops, candies, prizes and promises of volunteers. With this cushion of advanced support, we could continue our planning process with a sense of relief. Jewett Park and Community Center, right in the center of town, was the ideal location for a community event. Planning Committee members pooled their talents and creative ideas, and the details of the day began to take shape. The lower level of the Center would be the setting for 24 game booths supplied by the local schools, a fortune teller, a roving clown and a ghost bingo game. A last minute donation of 50 pounds of bulk jellybeans led to the creation of a very popular "guess-the-number-of-jelly-beans" contest, with the winner taking home all 10,750 of them! The Senior Center, located at the north end of the park, was turned into a haunted house. The project was assigned to our Maintenance Department staff; they invited the village's Public Works Department to join them. Given an opportunity to flex their creative muscles, the men created a marvelously scary labyrinth, complete with eerie lighting, sound effects, cobwebs, strategically placed air jets, and other special touches. The Parks Department really got into the spirit of the event, suggesting we have hayrides from the Community Center to the haunted house. This "Wizard's Walk" added immeasurably to the Halloween atmosphere. "Work with what you've got." became our bywords, as we used piles of dirt from recently skinned ball diamonds as "cemeteries" complete with ghosts and tombstones made from old swimming kickboards. Local youngsters were delighted when they read, "Here lies Frank N. Stine!" Illinois Parks and Recreation 24 May/June 1988 Contagious enthusiasm Momentum was with us. The more excited and enthusiastic we got about the party, the more people wished to get involved and become a part of it. Our village manager signed on to sell hotdogs. Some of our commissioners agreed to lead tours at the haunted house, dressed as Dracula! The upper level of the Community Center featured events geared more toward the younger children, including a Monster Mash freeze dance game and face painting. The local McDonald's restaurant generously sponsored a Moon-walk, and a local bank, Savings of America, brought its popcorn machine with staff to man it, distributing free popcorn to party guests. The school district and police department joined in the effort with donations of money, "goodie bags" and volunteers. Local theater groups lent us costumes and props. It appeared that our original purpose in planning the party — giving our image a much needed boost and healing the breach in interagency relations — was likely to be achieved. Final details Bright day-glo orange posters were printed, local food vendors were contacted, and tickets were run off on our offset press. Appeals for volunteers appeared in the local papers, and the community responded, 175 strong. We contracted with a disc jockey for the evening junior high school dance, and we made plans for a game room and refreshments for the sixth, seventh and eighth graders. All details were finalized the week before the party. Volunteers were given their assignments and notified, the haunted house was erected, game booth prizes were purchased, signs were made, tickets went on sale, decorations were made and put up, and we were ready to go. The Deerfield Park District and community schools were having a Halloween party. Would the weatherman cooperate? More importantly, would anyone come? Positive reception October 31 arrived, and the weather could not have been more perfect. Nearly 3,000 adults and children came to enjoy Deerfield's first community-wide Halloween event. Illinois Parks and Recreation 25 May/June 1988 Interagency cooperation Comments were all positive, ranging from What a terrific idea this was. to I loved the price, to This is the best thing the park district has ever done! The important thing is that everyone had a wonderful time, even a very tired but gratified recreation staff. Program evaluation After the event, the Planning Committee met to evaluate the day, and we decided unanimously to do it again in 1988. We discussed where we had miscalculated, what worked well, what we would like to change, and what we would like to add. Everything came under scrutiny, from adding some food concession items to allowing inhabitants ot the haunted house longer bathroom breaks, a real problem for mummies! The party unexpectedly yielded a $2,800 profit. Since we had agreed up-front to share in any loss, we decided it was only fitting to share equally in the profits. Checks were distributed to five elementary schools, two junior high schools, and the Deerfield Park Foundation. The PTOs were delighted with our generosity, which raised our esteem to a new high. Unopened prizes, bought on consignment, were returned, and masks, signs, decorations and props were packed up and stored for the 1988 party. Thank you notes were sent to everyone who played a part in the day, however small their contributions — volunteers, community service organizations, public agencies and local merchants.
In addition, a letter of thank you was published in the local papers, expressing appreciation to everyone for supporting this first-time effort. All participating staff were treated to a lunch at the golf clubhouse. A special cake summed it up: It's amazing what a little cooperation and a lot of hard work can do. A small staff with good ideas can work large wonders when they involve others. They said it couldn't be done. Well . . . they were wrong!
Illinois Parks and Recreation 26 May/June 1988 |
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