Parties in the Park Non-Profit Partner - Frequently Asked Questions
Q: How much money can my non-profit make hosting a Party in the Park?
A: The money earned by the non-profit depends on several factors including weather, entertainment, the amount of promotions by the non-profit and other various factors. Parties tend to earn anywhere from $3,000 to $10,000. In rare instances, a party may be canceled due to weather. In that case, a rainy day fund has been established to help cover the non-profit for any losses incurred.
Q: How many volunteers does our non-profit need to run a successful party?
A: A minimum of 60 volunteers and up to 100 volunteers is the ideal number for running a successful party. It’s up to the non-profit as to whether they schedule volunteers in 2-hour shifts or 4-hour shifts. Shift length will change your volunteer needs. A minimum of 60 volunteers on site at all times is recommended for a smooth party. Make sure to have extra volunteers scheduled for set-up and tear-down.
Q: How will my non-profit’s party be promoted?
A: The parties in the park board promotes all parties via billboards, social media events and posts, posting to community calendars, printed schedules, website and email blasts. For maximum exposure, non-profits are encouraged to also promote their party to their membership, followers, clients, etc.
Q: How much money will my non-profit need to have for up-front costs?
A: The parties in the park board recommends having a minimum of $15,000 available to cover the cost of the band, the beer, and any infrastructure costs.
Q: What does my non-profit need to have in order to apply to host a party?
A: You must first complete the non-profit party host application, which can be found at www.partiesinthepark.com, and provide a refundable application fee of $50. You can pay online just below the non-profit application or submit a check made payable to Parties in the Park, Inc. Upon selection, you will also be asked to provide a roster of your Board of Directors and proof of your 501 (c) not-for-profit status. Your application fee will be refunded if your organization is not selected to host a party.
Q: What kind of training will my non-profit receive prior to hosting a party?
A: Every party is assigned two board liaisons who will be available to answer any questions you have regarding your party. In addition, a mandatory 2-hour in-service will take place before the season starts to go over all of the non-profit’s responsibilities and the full Parties in the Park board will be available to answer questions. The packet distributed at the in-service includes a recommended schedule for volunteers and timeline for party coordination.
Q: How are non-profits selected to host a party?
A: Each year’s event schedule usually consists of 9 parties, 6 of which are hosted by non-profit applicants. Non-profits who pay the application fee and submit all required paperwork before the deadline will be considered for a party. The Parties in the Park Board of Directors will score each application using a rating system and choose the top ranking non-profits and then randomly assign dates. Each non-profit will be rated on their ability to meet the party requirements, how they intend to spend the raised funds to benefit the community, how many times they have hosted a party in the past, and their responses to the application questions.
Q: What does Party in the Park supply to the non-profit party host?
A: The Parties in the Park Board will provide a list of vendors for services with established competitive rates. They will also provide much of the party’s infrastructure including signage, kids zone activities, drink tickets, wristbands, and party emcee. In addition, Parties in the Park will execute a multi-disciplinary marketing campaign for the party season. The non-profit is responsible for securing and paying for portable restrooms, ice, beverages, security, the band and sound, insurance and liquor license.
Q: What does my non-profit need to know about the Parties in the Park food vendors?
A: The food vendors are coordinated by the Parties in the Park Food and Beverage Director. They keep all proceeds made during the party. They are not allowed to sell water. The non-profits sell all the water (provided by Tyler Sales) for additional proceeds. Non-Profits are also not allowed to bring in their own food or contract additional food vendors.
Q: What can my non-profit do to increase our party’s success?
A: This is YOUR PARTY! Make it your party. Have a display table to talk about your organization, bring in activities that are related to your organization, add additional revenue generators like a 50/50 raffle. Bring something unique to your party to draw a bigger crowd. It’s up to you… make it your own and make it fun!