Avon Balloon Glow Sponsor Information

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1 Avon Balloon Glow Sponsor Information On September 12, Avon Parks and Recreation and The Hendricks Regional Health YMCA are partnering to bring a fun unique event to the Town of Avon - The First Ever Avon Balloon Glow! What is a balloon glow? A balloon glow is just what it sounds like but better! While tethered to the ground, hot air balloons inflate and the pilots light them from within. The sight of hot air balloons lit up like giant colorful lightbulbs is breathtaking. Pilots will coordinate all burns where they fire up their burners, illuminating all their balloons at once and also perform count downs which are very crowd participatory events. In addition to the Glow, tethered balloon rides will take place throughout the evening. These rides will take groups of all ages on a short balloon ride (up to 80ft in the air) while tethered to the ground. What s the purpose? The purpose is to have a fun, affordable and UNIQUE community event for all ages to enjoy. We all agree that this is definitely unique to Central Indiana! We want Avon to be the proud home of the First (and hopefully) Annual Avon Balloon Glow! This event will take place at the HRH YMCA in Avon and will feature food, family activities, music, tethered balloon rides and 10 colorful Hot Air Balloons. What are we looking for? We are currently looking for local business to help support and sponsor this one of a kind community event! We need both balloon sponsors and tethered balloon ride (corporate) sponsors. You can find sponsor details on the next page. We are certain that the Balloon Glow will bring in a BIG crowd and hope to make this an annual event. It is our hope that sponsors not only support financially, but also have a presence during the evening activities. Sponsors will have the ability to set up a booth/tent, during the pre-glow festivities, to pass out marketing materials, goody bags, etc. Sponsors also have the option to create and host a family friendly activity at their booth. These activities can be simple carnival type games, crafts, face painting or anything fun and unique you can think of that would attract patrons to your booth AND help them REMEMBER you. Get creative! On top of the booth activities and tethered balloon rides our sponsors provide, there will also be a DJ (radio station), YMCA and Avon Parks sponsored activities and food vendors. We would like our food vendors to be local non-profit groups, with the exception of a possible Kettle Corn vendor. We already have a commitment from The Avon American Legion and Geno s Kettle Corn as two of our vendors.

2 What s the event timeline? Below are a few details for how the night will unfold. Some of these times and details may be tweaked as it gets closer however you can get an idea of how it s going to ROLL! 4:00pm - Vendors arrive and begin to set up! 5:30/6:00pm - Start Time! Activity and Food Booths open. Hot Air Balloons will have arrived and will begin to set up. 7:45pm - Hot Air Balloons begin to inflate. 8:00pm Sponsor activity booths close and Balloon Glow starts. Food Vendors and tethered balloon rides remain open until the end. The glow lasts between 1 1 ½ hours 9:30 After the glow, sponsor booths may begin to take down! You will not be allowed to take down before the event is over. We don t think you ll want to you ll be too busy watching the glow! What about the weather? While Balloon Glows can prove to be a spectacular event, they are also VERY weather dependent. Balloonist will not operate the balloons if there are sustained winds in excess of 10mph, or rain/thunderstorms within a 75 mile radius of the event site. We hope the weather will be just PERFECT! However, we do have a few back up plans just in case. Rain or inclement weather on SATURDAY We have a rain date set for Sunday, September 13 th! Yes, we know this is a school and work night, however it is a lot easier to book everyone (including the balloonists) for one weekend rather than try to book everyone for two separate weekend dates. Before you commit to sponsor a balloon or tether, please make sure you re available for both nights! Rain or inclement weather the WHOLE WEEKEND If this unfortunate circumstance should occur we will have no choice but to cancel the event and try again next year! If the event were to be cancelled, at least 50% of your sponsorship fee would be refunded to you. Wind If the balloonist travel to the event and subsequently the weather deteriorates and the balloons cannot be inflated to glow due to wind or light rain the baskets and burners will be set up to do a shorter Twinkle Burn, in place of the glow. NO balloons will be inflated. In place of the tether rides, the balloonists will allow people to come into the basket and will have photo booth opportunities. If this should occur, each sponsor will receive up to 25% of their sponsorship money back. Please note There are instances where a balloon glow can continue, but only the tether rides are cancelled due to wind. What exactly will our sponsorship money go to? Your sponsorship money will go directly to pay the balloonists to be at and perform during the event. It also goes to some of their administrative and marketing costs leading up to the glow. This is meant to be an affordable community event and is not a fundraiser for Avon Parks or the YMCA. However, there will be some

3 money made on the tether ride tickets. All money made on the tether rides will come back to Avon Parks to help pay for advertising, marketing and all the extras needed for this event. We think we ve covered just about everything, but if you have any questions just ask! Attached you will find more details on the Sponsor Packages and a Sponsor Application. We hope your organization will consider joining us for this special event that we hope to become a recurring tradition for our community. Terri Fisher Avon Parks and Recreation tfisher@avongov.org Gary Gamble Avon Parks and Recreation ggamble@avongov.org Kim Baver Hendricks Regional Health YMCA kbaver@indymca.org Stacey Wilson Hendricks Regional Health YMCA swilson@indymca.org Alysson Baise Hendricks Regional Health YMCA abaise@indymca.org Marni Crabtree-Davison Washington Township Parks and Recreation mcrabtreedavison@avonfd.org

4 Avon Balloon Glow Sponsor Packages Tether (Corporate) Sponsor 1 or 2 sponsors at $1200 (Each will sponsor their own tether balloon) Logo and name mentioned in/on all PR and advertising materials. Logo and name on event Facebook Page and/or website with link to your organization. Free Full Day Shelter Rental for the Avon Town Hall Park. On-site one hour group exercise session led by a certified YMCA Group Ex Instructor from the Hendricks Regional Health YMCA. Ability to set up their own banner in front of or along the YMCA driveway during the event. Two (32 x 32 ) color banners with their logo (provided by Midwest Balloon Rides) on the basket of the tether balloon and the other on the ropes of the Tether Balloon. Sponsor keeps the banners after the event. Logo and Contact info on 4x6 post card that balloonists hand out to all that attend the event. 8 Tickets to ride in the balloon during the tether. Spot next to tether to setup table/tent, help with ticket sales and talk to the people in line. The ability to have an additional activities table set up during pre-glow festivities o Sponsor can pass out their organizations marketing materials/goody bags/etc. o The sponsor can choose the type of activity to host at the glow to draw people to their booth. Activities must be approved by the Avon Balloon Glow Committee. Balloon Sponsor 10 sponsors at $475 Logo and name mentioned in/on all PR and advertising materials. Logo and name on event Facebook Page and/or website with link to your organization. One (32 x 32 ) color banner with their logo (provided by Tony) on the balloon basket of the balloon they are sponsoring. Sponsor gets to keep the banner after the event. Ability to be in or near the basket with the pilot to talk to people when the balloon glow starts. Logo and Contact info on 4x6 post card that balloonists hand out to all that attend the event. 4 Tickets to ride in the tethered balloon, during tether rides. 10 guest passes for the Hendricks Regional Health YMCA. Ability to have a table/tent set up during the pre-glow festivities. o Sponsor can pass out their organizations marketing materials/goody bags/etc. o The sponsor can choose the type of activity to host at the glow to draw people to their booth. Activities must be approved by the Avon Balloon Glow Committee.

5 Avon Balloon Glow Sponsor Agreement PLEASE TYPE OR PRINT CLEARLY Sponsor/Organization Name: Sponsorship Level (circle one) Tether/Corporate Balloon Primary Contact Name: Business Phone: Cell: Mailing Address: Street City/State/Zip Secondary Contact Name: Business Phone: Cell: I agree to provide a financial sponsorship for the 2015 Avon Balloon Glow. I also agree to provide digital artwork of said organizations logo for all promotional advertising. I understand that my organization will receive the applicable sponsorship opportunities described in the sponsor package. These opportunities are not valid until this agreement is signed and a check has been accepted no later than June 1, My organization also has the option of booth space and hosting a family friendly activity during the Glow on September 12, 2015 or the rain date of Sunday, September 13. If we choose this option, my organization will supply our own equipment and materials. I have read the sponsor information packet and the following rules for the 2015 Avon Balloon Glow. I hereby agree that my organization and its representatives will abide by all rules and requirements set forth. It is further understood that if my organization should drop out any time after June 1, 2015, our sponsorship fees will not be refunded. In the event of excess wind and the balloonist call for a Twinkle, I understand that we will receive up to 25% of our sponsorship money back. In the event of inclement weather and the Balloon Glow is cancelled, I understand that we will receive at least 50% of our sponsorship money back. 1. No alcoholic beverages of any kind are permitted to be stored or consumed on the YMCA property at any time before, during or after the Balloon Glow. 2. Sponsors must complete all forms and waivers. 3. Sponsors must arrive to set up their booths between 4:00 and 4:30pm, on the day of the Balloon Glow. All booths must be ready to go at least 30 minutes before the start of the Balloon Glow festivities. 4. Sponsors will not be allowed to take down their booths or leave the grounds until AFTER the glow is completed. Each sponsor is responsible for cleanup of trash from their space. Please leave your area the way you found it! Signature of Owner/Officer: Date: Printed Name: Title: Business Phone: Cell:

6 Please make check payable to The Town of Avon and send to: Town of Avon Attn. Terri Fisher 6570 E. US Hwy 36 Avon, IN Payment: Please check which level you will be sponsoring Balloon Sponsor - $475 Tether Sponsor - $1200 A check payable to The Town of Avon is included. A check will be sent at a later date. Payment deadline is June 1, 2015 Booth Space: My organization will be setting up booth space only. My organization will also host an activity. Please list the type of activity that your organization would like to host at the Glow (If you are unsure at this time, please inform us of your plans, no later than June 1, The sooner you let us know, the better chance you have of getting your first choice of activities.) Avon Balloon Glow Waiver, Indemnification and Release of Liability The undersigned applicant has read, understands and agrees to the rules, terms and conditions under which he/she will be allowed to participate in the 2015 Avon Balloon Glow to be held Saturday, September 12, 2015 (or the rain date of Sunday, September 13, 2015). In consideration for being allowed to participate in the Glow, the undersigned agrees for his/her executors, administrators and assignees to forever release, discharge, indemnity and hold harmless the Town of Avon, The YMCA of Greater Indianapolis, Hendricks Regional Health and its assigned agents, servants, employees and volunteers from all claims or courses of action which may hereafter exist by reason of any loss, damage to property and/or personal injury and/or death which may be sustained by the undersigned or his/her partners, employees and/or volunteers of the undersigned in consequence of being allowed to participate as a sponsor in the 2015 Avon Balloon Glow. (initial) The undersigned further acknowledges that he/she shall inspect the facilities and/or property prior to usage and ensure that said facilities/property are neat, clean, safe, satisfactory for his/her use and purposes, and in a good state of repair, and that there are no problems with the facility and/or defects with the property posing threat of injury of any kind to any volunteers, employees, agents and/or guests of the undersigned. Should the undersigned find that the facilities and/or property contain any problems and/or defects, he/she shall notify a member of the Glow staff immediately and shall not permit himself or any of his employees, volunteers, agents and/or guests to utilize said facilities or property until all problems and/or defects are remedied and/or eliminated. Signature Date Printed Name Title Organization Name