SANTA STOPS 2023 - ESTIMATED COST
ASSUMPTIONS:
Santa Star Volunteer Group Commits to Provide:
Appointing one Volunteer Coordinator for entire program Three route managers per night*
Securing volunteer costumed characters (2/night x 9 nights) Securing volunteer handlers (3/night x 9 nights)
Securing reserve positions (9/night x 9 nights)
Coordinating/confirming applicable LiveScans
Securing sponsorships
Providing 3 toy/food drive vehicles per night
COSTS
$3,000
$4,500
$4,500
Traffic control devices $500
Bus/large vehicle transportation $37,800
Purchase new Santa suits x3 $1,700
Purchase of new character costumes x3 $9,000
Rental for U-haul for toy/food drive $500
Choirs $0
$1,000
$1,711
Dry cleaning for Santa and character costumes post-event $2,000 Banners/acknowledgement of sponsorships $1,000
Santa Stars stop designations $2,000
Est. staffing (PT, pot. FT overtime, PW to install TC devices) $12,000 TOTAL: $81,211 To Be Determined: Sponsorship policy Announcement vehicle vs. GPS tracker Insurance * Potential for route manager and chase to be same person (saves 27 volunteer spots) Estimated cost range: $2k to $31,000
Assumes will be provided by churches/volunteers
Potential to sing acapella
Up to $115,000
8 nights total, 3 routes per night, 1 rain date, no closures to CSD facilities (MYC/MSC/MCC) PD Volunteers for traffic control needed: 54 spots (6 volunteers/night x 9 nights); PD Volunteer vehicles: 54 (6 vehicles/night x 9 nights) Traffic control: Use traffic control devices ("no parking" signs, cones); Alternatives for designating stops; Installation by Public Works maintenance staff
City Commits to Provide:
City staffing per night: 3 FT OT employees, 3 PT employees, 1 base coordinator Current bid: $37,800 (Cable Car Wine Tours)
Audio - portable blue tooth systems for music x3
Securing volunteer Santas (3 per night x 9 nights)
TOTAL APPROXIMATE COST
Securing choirs (3 per night)
Traffic control devices
6 trained City staff for traffic control per night
6 traffic control vehicles per night
1 City employee, base coordinator per night
Purchasing new costumes
Rental of U-haul for food/toy drive
Purchasing audio devices
NOTES
Estimated cost range: $600 to $5.000
Audio - portable systems with intercom capacity for chase x3 Removable amber lights x6 (lead and chase vehicles)
Choir sound system x3
Livescan ($32/volunteer; Assumes 33% volunteer multiple nights) SANTA STOPS 2023 - ESTIMATED COST
NEEDS -
Personnel
Amount Needed -
Santa Star Group Formula
Amount
Needed -
City
Formula
Recommende
d Reserve
Positions
NEEDS -
Vehicles
Amount
Needed -
Santa Star
Group
Formula
Amount
Needed -
City
Formula
Route Manager 3
1 route
manager x 3
routes
Large Vehicle
to Transport
"Cast" and
Choirs
3 1 large
vehicle x
3 routes
Volunteer Santas 3
1 Santa per
route x 3
routes
1 Vehicle for
Traffic Control -
front
3 1/route x
3 Costumed Characters 6
2 costumed
characters
per route x
3 routes
2 Vehicle for
Traffic Control -
rear
3 1/route x
3 Handler for
Costumed Characters 3 1/route x 3
routes 1 Vehicle for
Toy/Food Drive 3 1/route x
3 Announcement
Personnel
(Alternative GPS tracking
tool/system)
6 2 per vehicle x
3 routes 2 Announcement
Vehicle 3 1/route x
3 Chase/Toy-Food 3 1/route x 3
routes 1
Traffic Control 6
2 (front & rear)
per route x 3
routes
2 City Base Coordinator 1 1/night
Totals: 18 13 9 3 12
PER NIGHT NEEDS
SANTA STOPS 2023 - ESTIMATED COST
OVERALL NEEDS:**
VOLUNTEER
SPOTS (18/night x
9 nights):*** 162 27
CITY STAFF SPOTS
(13/night x 9
nights):**** 117 81
RESERVES SPOTS
(9/night x 9
nights): 81 27
RECOMMENDED
RESERVE
POSITIONS
(9/night x 9
nights): 81
** 9 nights, includes rain date
***Potential to save 27 spots if route manager/chase is same position ****If GPS tracker system is implemented, would save 54 spots for announcer *****Reduced by 27 vehicles if announcement vehicles not needed in favor of GPS tracking system
CONTRACTED TROLLEYS
(3 per night x 9 nights):
CITY VEHICLES OVERALL (9
City vehicles/night x 9 nights):
*****
SANTA STAR VOLUNTEER
VEHICLES OVERALL (3
vehicles/night x 9 nights):