HomeMy WebLinkAbout13 VETERAN DAY REQUEST 09-07-04SEPTEMBER 7, 2004
WILLIAM A. HUSTON, CITY MANAGER
PATRICK SANCHEZ, DIRECTOR, PARKS AND RECREATION SERVICES
SUBJECT:
COMMUNITY SUPPORT REQUEST - AMERICAN LEGION VETERANS DAY
PARADE
SUMMARY
The Tustin Veterans Day Parade Committee and the American Legion Post 227 are
requesting a waiver of fees for the Veterans Day Parade scheduled for November 14,
2004.
RECOMMENDATION
Pleasure of the Council.
FISCAL IMPACT
Funds not currently budgeted.
BACKGROUND
The American Legion Post 227 is coordinating the 2004 Veterans Day Parade to be
held in Old Town Tustin and Peppertree Park on Sunday, November 14, 2004. They
have completed a facility use and special events application. Their application lists
requirements that include copies of insurance, waste collection plan, parade route,
schedule of events, Police and Traffic service requirements; Public Works Department
logistical support, Parks and Recreation Department staff and coordination and facility
use permits.
The Veterans Day Committee is requesting the City to waive the required fees, which
would include the following:
Facility Use Permit - Peppertree Park
Field Services Personnel
(Street sweeping, traffic signal coordination, etc.)
Police Services
(Road closure, traffic control, posting of notices, etc.)
$ 250.00
1,217.00
2,860.00
Police Reserves
(Posting of Traffic Control at all control points during parade)
Streets and Traffic
(Includes install and take down of all barricades, cones, etc.)
500.00
944.00
In addition to the above, a refundable deposit of $500 is due by September 14, 2004.
Correspondence from the American Legion Post 227 requesting a fee waiver is
attached. A representative from the Veterans Day Parade Committee will be at the
Council Meeting to answer any questions.
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August 26, 2004
The Honorable Tony Kawashima
Mayor, City of Tustin
300 Centennial Way
Tustin, California 92780
On November 14, 2004, Tustin Post 227, The American Legion will be presenting the 4th Annual
Veterans Day Parade and Celebration here in the beautiful City of Tustin. Post 227 has completed and
submitted the formal application required by the City's Parks & Recreation department.
Included in the application are all the major requirements including copies of insurance, waste collection,
parade route, schedule of events, and all other aspects as required by the City except those items that need
to be addressed closer to the event date. Final items such as timeline of events, setup and breakdown
timeftames will be submitted, as requested, before or no later than, Thursday, October 14. These items
fluctuate at this point as we await responses to invitations.
The Post has been advised of the following fees required by the City:
Refundable deposit:
Facilities Use Permit - Peppertree Park:
Field Services Personnel - includes street sweeping; traffic
signal coordination; Orange County Transit Authority reporting;
tables chairs and on-street setup:
Police Services - includes road closures; traffic control; posting
of notices, etc:
Police Reserves - posting and traffic control at all control points
during the parade:
Streets and Traffic - includes installation and take down of all
barricades, cones, etc:
Total Due:
Deposit due on or before September 14, 2004
Deposit due on or before October 14, 2004
$500.00
$250.00
$1,217.00
$2,860.00
$500.00
$944.00
$6,721.00
$500.00
$5,771.00
Tustin Post 227, The American Legion * 1100 Irvine Blvd. #475 * Tustin, Caiifornia 92780-0475
Post 227 has once again labored diligently in our fund raising efforts to present this parade to the public at
no cost to those attending or at the expense of Tustin Taxpayers. Tustin Post 227 is prepared to cover the
required costs of this event as requested by the City and will do so by the required timeftames.
While the Post understands that the City has waived the fees of other non-profit events held in the City
this calendar year, the Post also understands that there is not a precedent for the relief of the fees
scheduled for the Veterans Day Celebration.
If the City does choose to provide relief of any of the fees for the Veterans Day Celebration, the City can
feel confident that those fees saved by the Post will be put to use for the benefit of the residents of Tustin,
especially veterans of the armed services. Please find enclosed a copy of Post 227's Programs and
Activities for the 2004 Post Year. This document describes in detail the costs, purposes, and activities
required by the Post to provide these programs to Tustin residents and veterans.
Also, please find attached Post 227's 2004 Veterans Day Celebration Parade and Park Events Outline.
This outline details all of the activities required by the Post, and its sub-contractors, to ensure the event
runs smoothly and is successful.
Mayor Kawashima, Tustin Post 227, The American Legion is proud to host this event in Tustin. The Post
strives to demonstrate that a non-profit organization can truly be an asset to a community and not just
another charitable organization. Post 227 strongly believes that the veterans of Tustin deserve the small
recognition that this event provides. The security of Tustin begins at the ftont line, protected by those that
serve and have served, in the US Armed Forces. The City of Tustin can take great pride in the fact that it
is one of very few communities in the country that takes the time to celebrate and honor those that are
willing to sacrifice everything for liberty and fteedom.
Post 227 looks forward to managing this event and working with the City of Tustin. We would like to
thank the City in advance for all of the support they have already provided and for the support yet to
come. If there are any questions that I can answer for you, please call me at (714) 505-4236 or email me
at boia(iV,cox.net.
Sincerely,
Jßd
Bob Margulies
Commander
Tustin Post 227, The American Legion
Cc:
Bill Houston, Tustin City Manager
Pat Sanchez, Tustin Parks & Recreation
Tustin Post 227, The Arnerican Legion * 1100 Irvine Blvd. #475 * Tustin, California 92780-0475
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2004
PBOGILUIS AND ACTIVITIES
For those who served and fought for it, freedom has a flavor the protected shall never know.
2004 Programs and Activities
This document outlines the programs and activities that Post 227 may participate in during the
2004 calendar year.
The purpose of this document is to provide Post 227 rnernbers with a basic, yet clear
understanding of the programs that the California State Department of the American Legion
would like each Post to participate in at the State level and those programs that Post 227 may
participate in at a local level.
Two main factors will determine the Post's ability to participate in these programs and activities:
. Financial Capability
. Volunteer Support
While neither of these factors weighs more than the other, volunteer support may be the most
critical. It will only be through volunteer activism that the Post will be able to raise funds to be
able to participate in any of the programs and activities that require financial support.
As a newly reestablished Post with limited funds and limited membership, caution is advised
when deciding to which programs the Post can dedicate volunteer time and funds.
2004 National High School Oratorical Contest
Purpose:
The purpose of the American Legion National High School Oratorical Contest is to develop a
better understanding and appreciation of the Constitution of the United States on the part of high
school students. Other objectives of the contest include the development of leadership qualities,
the ability to think and speak clearly and intelligently, and the preparation for acceptance of the
duties and responsibilities, the rights and privileges of American citizenship.
Registration Deadline: Deadline had passed
Event Dates:
California State Contest
Date: Feb 22, 2004
Location: San Mateo Post 82
National Finals Contest
April 3-4, 2004
Location: Indiana University-Purdue University
Cost to Post 227:
No cost would be involved if a local participant won the contest for District 29. The Department
of California will pay the travel and lodging expenses of Area Winners.
Real-dollar costs could be required to provide for the following actions required by the Post.
Total amount that may be required is unknown.
Actions required by Post 227:
To participate in the High School Oratorical Contest the Post must select a Chairperson to
establish a local High School Oratorical Contest. This would have to be coordinated through
Tustin Unified School District involvement. Contestants can be selected from grades 9-12.
The Post would have to sponsor a local contest, gamer interest from eligible TUSD schools,
provide management of the contest including judging, and provide incentive for participation
which mayor may not include consolation awards.
Recognition for school site and district participation would be recommended.
Veterans Affairs & Rehabilitation Fund Drive
Purpose:
The purpose of the Rehab Fund Drive is to offset the operation of the Veterans Affairs &
Rehabilitation (V A&R) division of the Department of California. The V A&R division is made
up of three offices, in Oakland, San Diego and Los Angeles. The primary purpose of the V A&R
offices is to serve veterans and their dependents with no cost representation in US Department of
Veterans Affairs' (VA's) wide variety of benefits, including disability compensation, education,
pension, survivors, and home loan benefits. The American Legion V A&R division provides this
invaluable service in California to both Legionnaires and non-members alike.
Registration Deadline: Not applicable
Event Dates:
Beginning of March
2004 Rehabilitation Fund Drive Iucentives:
For Individual Legionnaires
. A 2004 Rehab Fund Drive decal is provided free of charge.
. Each Legionnaire making a contribution of at least $10 will receive a pocket
calendar with cover.
For Posts
. Each Post contributing $100 toward the Drive as a Post contribution shall be
awarded a Certificate of Participation from the Ways & Means Commission.
. Any Post making additional donations of at least $100 will be awarded a $100
GOLD STAR to be affixed to its Certificate.
. Each Post donating $500 will receive its certificate award from the floor of the
upcoming Department Convention.
Cost to Post 227:
No direct cost to Post unless funds are required to provide for fund raising events.
Actions required by Post 227:
Starting 1st of March, the Post will receive Rehab Fund Drive pamphlets. These
pamphlets will need to be circulated to American Legion members and other veterans in
the community.
It is recommended that a chairperson be appointed and a committee formed to organize
some fund raising events to raise funds for this program.
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2004 Youth Environmental Conference
Purpose:
The purpose of this conference is student exposure to the actual business of land management
within a National Forest. It involves the students in the land-use decision making process by
sharpening the student's awareness of the interdependence of man and his surroundings.
Registration Deadline: April 15, 2004
Event Dates:
May 21- 24, 2004
Cost to Post 227:
Registration Fee: $235.00 per student
The transportation Fees:
Los Angeles pickup point is Post 397 - $65.00
Bakersfield/Tulare - $60
Gilroy, San Jose, Bay Area, Fresno, Central Valley - $50.00
Actions required by Post 227:
The primary action required by the Post would be to garner interest from eligible school
sites in the Tustin Unified School District. Once interest has been garnered, the Post
would have to develop a nomination and selection process to identify candidates. Eligible
students would have to be nominated by the school sites and from those nominees the
Post would have to select the number of students the Post could financial support to send.
The Post would then have to manage and coordinate the appropriate application forms
with the State and ensure travel and accommodations have been provided.
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California Boys State 2004
Purpose:
As a program of The American Legion, Boys State developed from the concept that youth should
be offered a better perspective of the practical operation of government; that the individual is an
integral part and commensurately responsible for the character and success of his government.
As such, it is an activity of high educational value, born out of a need for youth training in
practical citizenship.
American Legion Boys State is easily classified as a leadership action program where qualified
male high school juniors take part in a practical government course designed to develop in the
young citizens a working knowledge of the structure of government and to impress upon them
the fact that government is just what they make it.
Registration Deadline: March 20, 2004
Event Dates:
June 19 - 26, 2004
Cost to Post 227:
Registration Fee: $260 per boy
Transportation Fee: $90 per boy
Actions required by Post 227:
The primary action required by the Post would be to gamer interest from eligible school
sites in the Tustin Unified School District. Once interest has been garnered, the Post
would have to develop a nomination and selection process to identify candidates. Eligible
students would have to be nominated by the school sites and from those nominees the
Post would have to select the number of students the Post could financial support to send.
The Post would then have to manage and coordinate the appropriate application forms
with the State and ensure travel and accommodations have been provided.
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America's Greatest Generation
Purpose:
On May 29th, 2004, the dedication of The National World War II Memorial will take place in
Washington, DC. This will be the first national memorial dedicated to all who served during
World War II. The dedication of this national treasure will launch an unprecedented, nationwide
salute, to the men and women who served in World War II. The dedication of the World War II
Memorial is an important event for our nation well as for the world. As visitors come to pay their
respects to World War II veterans, they will have a first-hand opportunity to see democracy in
action and leam more about the diverse culture and history of the United States of America.
To help "Celebrate the Greatest Generation" on a national scale, especially for those who cannot
attend celebrations in Washington DC, veterans organizations across the country have been
asked to host celebration events in their local communities. Around the country, veteran
organizations will be holding events with the theme of "America Celebrates the Greatest
Generation" to commemorate and highlight the impact and influence which the World War II
generation had on art, music, history, and culture in the United States and beyond.
Tustin Post 227, The American Legion will be hosting a celebration event here in Tustin on
Saturday, May 29, 2004, at the Tustin High School Theater. The Post will be presenting "For
Those Who Fought For It" a video tribute which highlights the courage and the sacrifices made
by local service members during the war. A major highlight of the video is the inclusion of the
names and images of the more than 400 service men and women from Orange County that
served, including 13 that were killed in action and 2 that are still counted as missing.
Event Dates:
May 29,2004
1 :00 a.m.
Cost to Post 227:
$3,000 estimated
Actions required by Post 227:
Significant
The Post will need to find a faculty to present this event and will have to raise funds to
cover any costs associated. Also, the Post may want to obtain in-kind sponsors to help
with this event.
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American Legion Scouting Camporee
Purpose:
To provide the Boy Scouts of America a camping opportunity and to initiate them about the
American Legion. The American Legion sponsors BSA Scout Troops, family, members of The
American Legion, Auxiliary, and Sons of The American Legion to attend this event.
This year the Comporee will be held at Rancho Alegre which is located in the wooded oak
foothills of the Santa Ynez Mountain Range of the Los Padres National Forest, approximately 20
miles north of Santa Barbara. The camp is at 2,000 feet elevation and covers 225 acres with areas
having an inspiring view across the valley and Lake Cachuma. Day temperatures range from 60-
95 degrees with cool evenings and crisp nights. From any direction, take State Highway 154
(San Marcos Pass Road); the entrance to the camp is one-half mile east of the entrance to Lake
Cachuma Park.
There will be a nominal fee of $5.00 per person to defray the cost of patches, awards, and camp
usage. There will be a few cabins for adults that need them @ $10.00 per night.
Registration Deadline: July 1, 2004
Event Dates:
August 21-24 2004
Cost to Post 227:
Dependant on number of sponsored participants
Actions required by Post 227:
Identify BSA Troops interested in participating in this event.
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Veterans Day Celebration
Purpose:
Tustin Post 227, The American Legion, through volunteer effort, provides organizational
management of the Tustin Veterans' Day Parade and Events. These activities allow the people of
the City of Tustin and all Orange County, an opportunity to express their gratitude for the men
and women of the United States Armed Services, who serve or have served, in the defense of the
rights and liberties of all the citizens of the United States of America.
Registration Deadline: July 1, 2004
Event Dates:
November 14,2004
I :00 p.m.
Parade through Old Town Tustin
USO Show in Peppertree Park
Cost to Post 227:
$7,000 estimated
Actions required by Post 227:
Significant
Last year planning, organizing, fundraising, and managing this event stretched the
resources of the Post almost to the limit. This year this event is expected to increase by at
least 50% while the amount of actual volunteers to manage the event has remained the
same.
Also, there is little chance that the City will defray any costs and the Post will have to
increase its fundraising efforts just to cover the cost ofthis event.
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Other Activities
Veterans Hospital Visits
Veterans Advocacy
Veterans Awareness Education
Veterans Support Services
Post Social Events
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Parade Date: November 14, 2004
Parade and Event Setup Start Time: 10:00 a.m.
Parade Start Time: I :00 p.m.
Park Celebration Start Time: 2:00 p.m. (approx)
Park Celebration End Time: 4:00 p.m.
Event Teardown Completion Time: 5 :00 p.m.
Expected Lineup Entries: 80
Expected Spectators: 1,000-2,000
1100 Irvine Blvd., #475 . Tustin. California' 92780-0475
VI~rl'nUANS J)llY (~IUÆIJUArl'ION
Purpose
Tustin Post 227, The American Legion, through volunteer effort, provides organizational
management of the Tustin Veterans' Day Parade and Events. These activities allow the people of
the City of Tustin and all Orange County, an opportunity to express their gratitude for the men
and women of the United States Armed Services, who serve or have served, in the defense of the
rights and liberties of all the citizens of the United States of America.
Authority
As an activity of Post 227, this event and committee are subject to the by-laws of the corporation
of Tustin Post 227, The American Legion and the elected officers of the Post as a chapter of the
American Legion. All financial obligations and receivables must be coordinated through the Post
Finance Officer and are subject to approval by the Board of Directors and the membership at
large.
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Key Volunteer Positions
Entrant Coordinator
Receives entry forms
Creates database of entries
Types entrant scripts so they are legible
Sends confmnation of receipt of entry
Sends entrant participant package - See publication section
Creates lineup script for parade announcer
Lineup Coordinator
Coordinates with entrant coordinator to ensure correct assignment of entrants and vehicles
Helps ensure vehicles are available to cover entrants requiring transportation
Coordinates with entrant coordinator best lineup sequence for pacing, entertainment, and protocol
Marks parade lineup area on day of parade with appropriate material and numeric sequencing
Ensures appropriate signs are place on vehicles and entries
Parade Start and Pacing Coordinator
Ensures parade starts on time and ensures correct flow and timing of entrants
Coordinates with registration sign in coordinator to ensure order of lineup is maintained and if changes are necessary
coordinates with parade announcer in order to have the correct order of scripts to be read
Volunteer Coordinator
Seeks out and organizes volunteers for helping on day of event
Ensures volunteers are in appropriate places on day of event
Coordinates setup and teardown of registration table, announcer table, and Post booth
Security and Police Liaison
Usually a Police Officer Volunteer
Registration Sign In Coordinator - Day of Parade
Ensure all registrants had been sent a participant package and has an Entry Number
Assign entrant a lineup number
Coordinate any changes with parade announcer to ensure accuracy and pacing of entrant scripts
Parade Announcer - Day of Parade
Announce parade entrants as they pass for review
Coordinates with registration sign in to ensure flow of script coordinated with entrants
Details Task Coordinator
Arranges Port-O-Potties
Arranges for trash collection and sanitation
Ensures distribution of street closure notifications
Tustin Post 227, The American Legion - 2004 Veterans Day Celebration Outline - 01112/04
Parade and Event Authorization
Complete City Application
Lineup order
Vehicle assignment
Participant Coordination
Grand Marshal
Dignitaries
Parade Entrants
Lineup order
Vehicle assignment
Registration and Lineup
Registration table
Setup time
Teardown time
City will provide table and chairs
Canopy
Lineup location number forms - not the same as entry numbers
Entry number sign
Lineup
Street marking
Marking materials
Line up start time
Vehicle coordination
Vehicle signs
Sign hanging materials
Parade Announcer
Announcer Script
Lineup order called by Entry number not lineup number
Announcer table
Setup time
Teardown time
Canopy
Sound equipment
Equipment provider
Setup time
Teardown time
Security and Emergency Services
Police Liaison
Fire Liaison
Parade route map
Basic First Aid Station
Must have person who knows CPR
Must have access to 911
Recommended to have nurse present
Transportation and Parking
Disabled Attendees
Parking
Shuttle
Reserved Parking
West side ofPeppertree Park
Broadcast and media vehicles
Dignitaries
Shuttle
Tustin Post 227, The American Legion - 2004 Veterans Day Celebration Outline - 01112/04
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General Tasks
Port-o-Potties
Recommend 1 per 250 participants
10% must be ADA approved
Street closure notification
Must be done 48 hours or more in advance of event
Sanitation and Recycling
Check with Federal Disposal
Parade officials' identification
Post members
Volunteers
Participants
Miscellaneous
Communication - Radios, Cell Phones
Volunteer cell phone numbers and contact information
Photographer
Videographer
Television broadcast
Radio broadcast
Tustin Post 227, The American Legion - 2004 Veterans Day Celebration Outline - 01/12/04
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l)l'UK (~I~IŒ)IONŒS
Key Volunteer Positions
Stage Director
May be the Master of Ceremonies
Ensures stage is setup appropriately
Ensures all dignitaries and guests are attended to and reach the stage on schedule
Ensures Post MIA Chair is set appropriately
Ceremony Script Coordinator
Ensures all dignitaries and guests provide biographical materials
Types biographical materials and generates ceremony script in coordination with MC
Master of Ceremonies
Script
Speakers
Key Speaker
Usually Grand Marshal
Tustin City Mayor
Senior-most Government Representative
Senior-most American Legion Representative
Post Commander
Ceremonies
Invocation
National Anthem
Pledge of Allegiance
Flag Folding
Stage Director
Stage layout map
Required by Parks and Recreation
MIA Chair
Must have MIA flag for draping
Number of chairs on stage
Podium
Flags
United States
Califomia
Post Colors
Seating in front of stage
Count of chairs for Parks and Recreation
Setup instructions oflarge canopy by Parks and Recreation
Setup time
Teardown time
Sound equipment
Equipment provider
Setup time
Teardown time
Tustin Post 227, The American Legion - 2004 Veterans Day Celebration Outline - 01/12/04
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VI~N))OU IJOO'I'IIS
Booth Participant Types
Informational
Non-food sales
Food sales
Obtain and distribute appropriate Health Pennits
Non-profits require an exemption form
Methods of cooking
Charcoal
Gas
Electric
Alcoholic Beverages
Requires License
Requires Bond
Separate Security Plan
Park Setup
Coordinate use of City booths
Map of booth layout in park - Required by Parks and Recreation
Setup time
Teardown time
Participant Provided Booths
Restrictions
Space allotment
Setup time
Teardown time
Miscellaneous
Electricity
Water
Post 227 Booth
Manning
Recruiting
Sales
Roll Call Guest Books
Static Displays
Banners
Signs
Vehicles
Trailers
Tustin Post 227, The American Legion - 2004 Veterans Day Celebration Outline - 01112/04
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V lUUI~rl'Y SDO\f
Show Production
Program lineup
Talent casting
Casting call
Auditions
Stage setup
Props and onstage instruments
Talent Coordination
Backstage coordination
Pacing
Dressing area
Sound Equipment
Equipment provider
Same as Park Ceremonies
CD player
Tape player
Number of microphones/stands
Wireless microphones
Tustin Post 227, The American Legion - 2004 Veterans Day Celebration Outline - 01/12/04
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Sponsorships
Letters of Request - Direct Contact
Large Comparues
Civic Organizations
American Legion Posts
Veterans Organizations
Cities of Orange County
Local Legislative Offices - Campaign Offices
Sponsorship Incentives
Ad in program
Banner on Website
Logo on flyers and promotions
Included in advertising
Banner at park during park events
Advertising Opportunities
Parade Printed Program
Ad program - Ad sizes and price per ad
Website
Banner Ad - In parade section only
Fund Raising Event Opportunities
Concerts in the Park
Broadway in the Park
Tiller Days
Chili Cook-off
Old Town Car Show
Additional Fund Raising Activities
Parade Day Raffle
Miscellaneous
When contacting potential sponsors some may be willing to contribute raffle items rather than funds
Tustin Post 227, The American Legion - 2004 Veterans Day Celebration Outline - 01112/04
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PIUN'I'IN(; & 1)(JlJU(~A'I'IONS
Invitations
Government Representatives
President of the United States
Governor of the State of California
Mayor of the City of Tustin
Tustin City Council Members
Orange County Board of Supervisors
Orange County State Congressional Representatives
Orange County Federal Congressional Representatives
Military Representatives
Local Base Commanders and Staff
Community Representatives
American Legions Posts
Veteran Organizations
Chamber of Commerce
Lions Club
Rotary Club
Elks Club
Knights ofPythias
Millennium Exchange
Program
Layout and design
Printing
Flyers
Registration form
General flyers
Participant Package
Parade Participants
Entry number - not the same as lineup number
Security Pass
Route map - including sign-in location
Parade lineup time
Parade start time
Rain policy
Park Booth Participants
Booth number
Security Pass
Map of booth layout in park - including sign-in location
Setup time
Teardown time
Electricity
Water
Rain policy
Miscellaneous
Additional items to be printed
Entry number signs - to be given to entrant at time of sign-in on day of parade
Tustin Post 227, The American Legion - 2004 Veterans Day Celebration Outline - 01/12/04
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1)(JIJI..J(~ lŒIA'I'IONS
Press Coordination
Press Releases
Advertising
Newspaper
Signs
Banners
Web site Development
Updates
Calendar
Entries
Dignitaries
Sponsors
Tustin Post 227, The American Legion - 2004 Veterans Day Celebration Outline - 01/12/04
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tIIS(~I~U.JlNI~O II S
Post Color Guard
Rifle Bearers
United States Flag Bearer
Post Colors Bearer
Cadence Caller
Items with set deadlines well in advance of parade date
Completion of City Special Event Application
Application must include
Security Plan
Emergency Services Plan
Insurance validation
Any required bonds
Any required special licenses
Street closure notification
Must be done 48 hours or more in advance of event
Request Presidential Participation
Request Military Band
Request broadcast by Comcast Cable Channel 3 and 33
Tustin Post 227, The American Legion - 2004 Veterans Day Celebration Outline - 01/12/04
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