Downtown Festival Meeting Notes

October 2023 Meeting

The Downtown Festival Planning meeting on October 18th began with a review of the recent Car Show meeting. The coordinator discussed plans to reorganize the classes, revamp how the Best of Show is selected, and improve signage.

Volunteers from the festival worked at the concessions of Kansas Star Arena during the recent 80s Rock Invasion concert. By working fundraisers, they raise funds for various events and facilities during the Downtown Festival. We are currently seeking volunteers for the NSFR Rodeo on November 17th and 18th. If you are interested and can lend a helping hand, please contact us.

We have a team of enthusiastic volunteers who are willing to organize and bring back the inflatables. We have reserved Castle 2, a 22-foot screamer slide, a 40-foot obstacle course, and jousting for the event. We are planning to hold the event on Saturday, from 1 pm to 5 pm, and possibly extend it further. Please note that cash will be the only mode of payment accepted. Also, the Rock Climbing Wall will be back, and youths can try their climbing skills at no charge as it is a Chamber-sponsored event. KidsFest, which is organized by FCCLA, will also be back for littles six and under.

During the meeting, the Ride For Honor coordinator provided a brief update on the upcoming event. The route for the ride has been planned to cover a longer and more scenic path, passing through many small towns in the area. Along the way, there will be several raffles as part of the event, and the team is currently working on pre-registration and the game details.

During our meeting, we discussed merchandise, which included ideas for pre-sales and the annual festival shirt. This year, we are planning to purchase items to sell and give away, such as stickers with the wheat medallion, can koozies, pens, and tumblers. The group was shown examples of the tumblers. We also talked about volunteer gifts, which have been a topic of discussion for many years, and we hope to do something about it this year.

The last topic of the night was the 30-day letter, which is sent to houses in January that will be affected by street closures during the April festival. The attendees shared their thoughts on how to improve communication of the letter, especially to new families in the neighborhood.

The meeting ended in record time, with a reminder the last meeting of 2023 will be Wednesday, November 15th, at 6:30 pm at the Belle Plaine Community Center.

September 2023 Meeting

The September 20th meeting of Belle Plaine’s Downtown Festival planning committee kicked off with the Vendor Fair. This year has seen big changes to registration steps and it seems to be working out well. There are less than six spaces remaining inside the BPES gym. There is plenty of space outdoors from the car show all the way down to almost 4th Avenue on Merchant Street.

Big new plans for the Beer Garden, er, Tent…Beer Tent, which will be in the parking lot next to Heartland Manufacturing. There are plans for major improvements on the previous two years and ideas to utilize the tent all through the Festival.

The Talent Show coordinator is hoping to grow the Friday night event by bringing back celebrity judges and adding bigger prizes. Categories might be changed depending on the number of entrants.

Our Porch Parade coordinator has decided not to put on the event this year. The committee continues to hope to bring back the quilt show and photography show post-COVID and reintroduce the art show, but we recognize space is limited. We are looking into options.

Duke and Duchess is one of our oldest events. While excitement for this year is building with the return of longtime volunteers, there is even more for the 2025 40th anniversary of the festival and to bring back all former winners.

Contracts are being worked on and we will soon be announcing all of our performing acts. Belle Plaine School bands are planning on performing on the stage and during the parade. We are also hoping to bring back other school performances and area dance and martial arts team shows.

A festival favorite, KidsFest for the littles 6 and under will return. We are also hoping to have a working climbing wall. Committee members are talking with the different groups, hoping to safely bring back inflatables for 2024.

The 2024 Car Show on Merchant Street will also see some changes including the removal of a couple of classes and a reworking of the Best of Show contest. “Gloria” is featured on the 2024 logo.

Several volunteers are working on getting quotes for plaques and awards, festival and event shirts, and swag that includes pens, cups, and more. We are also looking for advertising items from businesses to add to goody bags, such as pens, measuring tapes, magnets, drink coupons, samples, and anything else you can think of. Please contact us if you would like to donate.

The new button prize coordinator was introduced. She has big shoes to fill, but we think she will do a fantastic job. Not only do we want to collect gift bags and baskets from businesses we would love to see gift cards and certificates as well. The button prize drawings are a fan favorite and a big reason to buy a festival button (besides supporting the festival).

As we had new faces in the group there were explanations of how we collect sponsors and button prizes. It involved spreadsheets and the separation of events. We work with coordinators to make sure we aren’t hitting businesses up more than once. With lots of volunteers helping it doesn’t always happen, but we try very hard.

A finance discussion came up and the Chamber treasurer explained the costs of putting on a festival. While everyone planning the festival and putting on the events are volunteers and do it for the love of the event, there are costs to putting on a festival including facilities such as hand wash stations and port-a-potties. The entry fees for the Vendor Fair help cover entertainment costs like sound, lights, and bands. Most events pay for themselves with entry fees, donations, and sponsorships.

Unfortunately, the economy has had a harsh effect on festival planning and fundraising. Costs have gone up and sponsorships are down. Even fundraising at the Kansas Star is down. If you or a business would like to donate to the festival, or a specific event, please contact us to learn more.

On a happier note, BINGO is back! Thursday, April 11th will kick off the festival. There will be the 10 regular games and the blackout, but also a special Festival game requiring a 2024 festival button to play.

Parade discussion rounded out the meeting. One of our coordinators wants to bring back acts during the parade that was popular in the early days of the downtown Tulip Time. We were reminded of acts

If you or your organization would like to participate in any of these events or bring your own, please contact us or come to our October 18th planning meeting.

Do you have questions, or suggestions, or want to learn more? Ask us!

August 2023 Meeting

July 2023 Meeting

June 2023 Meeting

The festival planning committee and other attendees gathered to brainstorm ideas for the 2024 event over ice cream sundaes on Wednesday, June 21st.

The committee reviewed the annual post-festival questionnaire amidst a joyful atmosphere filled with cheers and laughter. The volunteers' efforts and changes made to the 2023 Downtown Festival received many positive responses. Most of the feedback appreciated the events, the two-day format, and the stage entertainment. However, some participants expressed their disappointment about the lack of activities for youth. They suggested having more seating along Merchant, additional Friday entertainment and activities, a food truck offering fish options, shaded seating, and more. Other ideas included a night parade, performances by busker-style entertainers, and bringing back the elementary school music performance.

Many people were disappointed that there was no carnival in town. One person even offered to start a GoFundMe and donate $5 to help make it happen. We have tried to explain why we cannot bring a carnival to town in past meeting write-ups, but a separate post dedicated to this explanation is necessary at a later date.

The coordinator in charge of the BPQ Competition provided an update regarding some changes. The judging will begin at 10:00 am on Saturday, followed by the tasting at 1:00 pm after the parade.

Efforts will be made to expand the reach of the Downtown Stage to the BPQ Competition. The discussion on FM transmitters has already started. To expand the competition, it has been suggested to hold more festival activities along 5th from downtown to Washington. There will be discussions on mapping and reorganizing some events this year.

During a recent meeting, representatives from the Belle Plaine Historical Museum proposed that the museum be listed as a festival event. The museum hosts an open house every year during the festival and has been supportive of the festival committee's activities. It was noted that many area festivals consider their local museum open houses part of their festival activities. The committee voted unanimously to include the museum on the schedule and advertise it as a festival event.

The school district has undergone administrative changes, prompting discussions among committee members about encouraging greater participation in festival activities. To achieve this goal, they plan to speak with new administrators and teachers. One suggestion is to hold an art show and competition in 2024, which will be open to all ages. Additionally, the committee is exploring ways to revive the photography competition and quilt show.

The Ride For Honor, previously known as the Poker Run, has new coordinators who have been working hard to improve the event. Some of the planned changes include offering food and drinks at the stops, having sponsors, and a longer route.

The Car Show coordinator mentioned he was considering organizing an auto swap meet to complement the expanding car show.

With everyone on a sugar high, numerous event and activity ideas were proposed. A "Where's Asher" (our mascot) game for prizes to build up energy in the days leading into the festival was suggested. In the spirit of Wellington's scarecrow pole decorating contest, a contest involving dragon displays placed around town was proposed. For Friday, there was a suggestion to hold a pie-baking competition and/or a pie auction. The team hopes to include a working climbing wall and bring back the kiddy train, which is a popular event for children. Additionally, we would like to have a lawnmower, gurney, or bathtub race.

To bring any of these ideas to the 2024 Downtown Festival, we need the community to step up and help organize these events. Please consider contributing your time to ensure that the 2024 festival is the most exceptional one yet.

Our upcoming meeting will be held on July 19th at 6:30 pm at the Belle Plaine Community Center. Alternatively, you can reach out to us at any time to discuss your ideas or schedule a smaller meeting. If you have any questions or recommendations, please do not hesitate to share them with us.

May 2023 Meeting

March 2023 Meeting

February 2023 Meeting

With 51 days until the start of Belle Plaine’s Downtown Festival, the Wednesday night meeting kicked off with introductions followed by an update from the team that went to the Kansas Fairs and Festivals Association conference in late January. We shared a common theme of struggles in losing our carnival, bringing entertainment, food court staffing, and the rising costs of facilities with many of the events represented at the conference. We collaborated with others on how we each have worked to overcome issues, move forward with changes, and come home with fresh ideas and information.

Our beer garden coordinator reported that it has been challenging to secure a vendor due to rising costs, the short open time, and facility issues. We have not given up and are still working to find a vendor.

Since the January planning meeting, we have had several event-focused meetings. 3-on-3 Basketball, the festival’s longest-running event, has a new coordinator. Working with our longtime 3-on-3 coordinator, they hashed out a plan and registration will be open soon. The fourth annual poker run has a new name, Ride For Honor Benefitting Kansas Honor Flight, and a day and route change that now includes the Twisted Oz Motorcycle Museum in Augusta. The Ride For Honor will be Saturday, April 8th. Follow the link for more information. https://www.belleplainefestival.com/rideforhonor/

Facilities also had a focus meeting where we discussed purchasing new No Parking and event-specific signs and their placement during the festival. The crossroads sign of festivals years past is getting an update and with plans to return it to the festival this year. The big festival signs are also getting a new look. We are touching up and are looking for help! A sign painting party will be this Sunday, February 19th, starting at noon. Contact us if you want to help for a couple of hours.

The BPQ Cook-Off focus meeting will be Monday, March 1st, at 6:30 pm at the Belle Plaine Community Center if you would like to attend. The BPQ Cook-Off rules have changed to be more in line with other BBQ competitions in the area. It will be a tasting competition, not the sit-down feed we have had in the past. At 5:00 pm, guests can purchase a plate and ticket to vote for the Peoples Choice award. Bring your own chairs to the Shodeo Arena Grounds.

Making the best of our limited marketing budget brought lively discussion. There will be a mix of online, on-air, print, and in-person advertising to maximize our reach. The festival flyer is getting revamped this year. Expect to see the flyer around town and online in late March.

Having moved the opening ceremonies to Friday evening, the Duke and Duchess interviews will take place Thursday evening at the Belle Plaine Community Center. The Glow Run will have pre-registration and shirt pickup Thursday evening as well.

New entertainment this year will include a climbing wall and the Tomahawk Truck. Favorite activities for the littles include the FCCLA KidsFest and the Kids Power Wheels Races at the Middle School Grounds.

We are looking for organizers to put on games for all ages Saturday at the Downtown Stage. Ideas include a water balloon toss and husband calling. Contact us if you want to help.

Due to rising costs and the unpredictability of festival t-shirt sales, we are selling by pre-order this year. They can be ordered online and by mail. Orders must be received by March 9th. There will be a limited quantity for sale at the information and retail booth during the festival.

Fifth Avenue between Merchant and Linden will be festival food heaven with more choices this year. The street will be packed with festival favorites and new offerings. The Saturday-only Vendor Fair on Merchant and in the Elementary school gym is bringing in a lot of new vendors and the Car Show is on track to be bigger than last year.

We are looking for goodie bag items. If your business or organization has swag, coupons, or other goodies, we have 350 bags for the car show and vendor fair to put them in. Contact us if you would like to add your business swag to the bags!

Please consider donating to the Downtown Festival by sponsoring or donating a button prize. While we try to mitigate costs with entry fees for some events and working fundraisers at Kansas Star, we depend on sponsors to help finance events, activities, facilities, and much more. If you or your business would like to learn more about becoming a sponsor or providing a button prize, please message us, email us at belleplainefestival@gmail.com, or click the link here https://www.belleplainefestival.com/beasponsor/

An interim board was voted into place to help begin our journey to 501(c)3 status and be more self-sufficient in our fundraising future. By-laws and other details will be worked on, preparing for the start of the new festival planning year in June. Committee members made nominations. Teresa Heater motioned to vote the new board in. Shawn Griffin seconded. Motion passed. Allison Everhart, President; Jeff Cox, Vice President; Cindy Lawrey, Treasurer; Deborah Waggoner, Secretary; and Tina Friend, Member-at-large. 

Our next meeting will be Wednesday, March 15th, at 6:30 pm at the Belle Plaine Community Center.

Share your ideas and questions at belleplainefestival@gmail.com.

January 2023 Meeting

With less than 80 days until we get our groove on, the January 18th Festival planning meeting kicked off with introductions of new faces and regulars who reacquainted after the long holiday break. 

The notice of street closures were delivered to affected residences on Sunday, January 15th, and posted to the Downtown Festival’s Facebook page. You can find information about upcoming events, registration, and more on our Facebook page and belleplainefestival.com. In March, the flyer stand will go up at Casey’s with printouts of entry forms and flyers. We will collaborate with the Belle Plaine News and other avenues to get the information out in the community. 

Making everyone hungry, the food court coordinator ran through the list of fan-favorite offerings, including root beer, smoked meats, roasted corn, funnel cakes, brick oven pizzas, and new additions to the lineup. Most food vendors will be at the Downtown food court on 5th between Merchant and Linden, with additional trucks near the Car Show and the 3-on-3 Basketball Tournament. 

Change has been a big theme of the 2023 planning, and so has consolidation. KidsFest, the Kids Power Wheels Races, and a climbing wall will be brought together at the Middle School lawn at 7th & Merchant. We are still looking for ideas for youth and teens beyond the climbing wall. If you have ideas, please share!

A necessary move of the beer garden to the street will make it more accessible to the Cornhole Tournament and the Downtown Stage. There are also plans to have the Poker Run Benefitting Kansas Honor Flight riders arrive at 6th & Merchant following the parade. 

The schedule of events and activities is close to finalization. (Fingers crossed.) This year, the opening ceremonies are moving from Saturday morning to Friday evening when the Festival...opens. Followed by the Talent Show, music and karaoke, and the Glow Run finish. 

Do you have a talent? Singing, dancing, a magic act, or are you a maestro at the hoopla hoop? The Talent Show is open to all ages (yes, even adults can enter) and from Belle Plaine or any of the surrounding communities. You can find information here https://www.belleplainefestival.com/events/

Our Saturday night headliner will be the https://www.facebook.com/llewbrownband Llew Brown Band; they bring a variety of sounds to get the party going. 

Medallion Hunt clues will start in early March in the Belle Plaine News and on our Facebook page. The new owners of Kansas Castings want to continue the tradition of providing the medallion. Each year, there are two matching medallions created. The first goes to the finders during the opening ceremony, and the other goes to the https://www.facebook.com/bphistoricalsociety Belle Plaine Historical Museum for display with past fall festivals, Tulip Time, and Downtown Festival memorabilia. 

In late 2022, we were still in talks to have a carnival for this year’s Downtown Festival. Unfortunately, 2023 will not be our year, but we learned a lot and continue working with WEEE Entertainment on what needs to happen to bring the carnival back in 2024. 

The Downtown Festival is a volunteer organization run by people passionate about putting on this annual event. We have been fortunate this year to gain several new coordinators for events like 3-on-3 Basketball and the BPQ Cook-Off. Without coordinators, the Golf Tournament and inflatables are canceled this year. We hope to bring them back next year. While we won’t have a Decorated Wheels contest, we encourage people to dress up their wheels and join the parade. 

This year, a special award and the Car Show's annual t-shirt design will be in Don Scobee's honor. Shirts will also be available for pre-order in February along with the regular festival shirt. While Don did not start the Tulip Time car show, he built it up before handing it off and mentoring the current organizers making it our biggest event with 200 cars participating in 2022. Does anyone know what year Don took over the Car Show? 

The CarTunes will be back at the Car Show this year. We are also looking for drone operators and photographers to video and take pictures of the cars this year. If you know anyone who might be interested or want to share videos and photos you take, please contact us. 

With the Vendor Fair moving to a single-day format, interest is exploding. Sixty spaces are confirmed, but room for plenty more along Merchant and Downtown. Inside the elementary school gym is full. This year will have a bigger focus on handmade crafts. The Vendor Coordinator is working to improve the WiFi for vendors and the Car Show. 

Community organizations must submit a Vendor Fair application to reserve space during the Festival. There is no charge for local organizations.

Along with arts and crafts, direct distributors, and community booths, there are plans for a Belle Plaine business information booth where local businesses can place flyers, business cards, and other information to advertise their business free of charge.

The Friday night Glow Run will have a new start location at 6th & Merchant and a route change, ending at the Downtown Stage. Winners will be announced on stage. Plans for a Thursday pre-registration and t-shirt pick-up are being worked on. 

The Car Show, Vendor Fair, and Glow Run are looking for goody bag filler. This is a great way to advertise your business with branded pens, clips, magnets, and other items. Information about clubs and local organizations is also encouraged. Contact us if you are interested in contributing. 

Facilities report the big signs are getting a facelift and will be put up at major intersections soon. Remodeling work has begun on the trailer to store the Downtown Stage. 

Every year, we look for ways to become more self-sufficient. The Downtown Stage was our biggest move yet. This year we are again discussing becoming a 501(c)3 organization and what steps it would take to pursue that. 

Why buy a festival button? The purchase of buttons helps pay for many festival events and activities each year. Not only does it enter you to win button prizes, but also lets you ride the Doodlebug and participate in no-cost registration activities and concerts during Festival weekend. You need a button to hunt for the medallion. And you look good wearing one too!

Please consider donating to the Downtown Festival by sponsoring or donating a button prize. While we try to mitigate costs with entry fees for some events and working fundraisers at Kansas Star, we depend on sponsors to help finance events, activities, facilities, and much more. If you or your business would like to learn more about becoming a sponsor or providing a button prize, please message us, email us at belleplainefestival@gmail.com, or click the link here https://www.belleplainefestival.com/beasponsor/

We are volunteering during the wrestling tournament at Kansas Star. Shifts are Friday, February 3rd, 1:00–8:00 pm and Saturday, February 4th, 7:30 am–2:00 pm. Let us know if you can help with either shift. 

Saturday, February 4th, is BINGO Night! Doors open at 5:00 pm at the High School Commons. The gameplay starts at 6:00 pm. Hotdogs, nachos, and other concessions will be available. Win prizes, have fun, and support two great community organizations—Valley Ridge Elder Care and the Belle Plaine Chamber. For more information https://www.facebook.com/photo?fbid=497868575815643

Our next meeting will be Wednesday, February 15th, at 6:30 pm at the Belle Plaine Community Center. 

Share your ideas and questions in the comments below.

November 2022 Meeting

The ever-fluid nature of festival planning was on display during the Wednesday, November 16th planning meeting. The meeting began with introductions of everyone, including the new BPQ team.

The big talk of the evening was the BPQ Cook-Off. We got an update on the work of our two new coordinators, who are both experienced barbecue competitors. Old-school cool is the name of the game and they are planning a traditional four-meat tournament with chicken, pork ribs, brisket, and pork butts. All four meat categories will be judged and there will be a people’s choice award for the pork butt. Grand champion, reserve champion, and bigger cash prizes are on the table. Keep an eye out by following Belle Plaine’s Downtown Festival and BPQ Cook-Off pages for updates!

Due to changes in the BPQ Cook-Off, new locations were discussed, which brought us to the mapping discussion. A map and street location meeting is in the works as we move some events to bring everything closer to downtown.

We need coordinators! It takes a lot of people to take on different tasks to make a festival—even a small-town festival—happen. The golf tournament is the weekend after the Downtown Festival and needs a coordinator or several. If we do not have a captain soon, this event will be canceled.

The inflatables are a very popular event, but without a coordinator and volunteers for Saturday, 1–5 pm, the event cannot go on due to safety reasons. Please reach out if you want to learn more about helping.
The parade MUST go on, WE NEED a dedicated coordinator or coordinators reaching out to various organizations and putting together the annual float contest. You are not in this alone. The coordinator will have access to information from past parades and the festival committee.

Facilities updated their work on the big signs that go up a month before the festival. The signs have received a fresh coat of paint and stencils with the new logo are being prepared.

Our food court coordinator has secured some familiar food vendors and some exciting new additions. She asked for food truck suggestions.

The final button design was shown. It was confirmed there will be no registration required when purchasing the buttons. We will announce drawn numbers on Facebook, at the Chamber booth, on stage, and in the newspaper. There was a discussion of better ways to organize the gathering of prize donations.

While we are taking December off from official planning meetings, we will be having some mini-meetings to finalize details and get ready for crunch time come January. Our next meeting is on January 18th, 2023. All are welcome!

Do you have questions or thoughts about the Downtown Festival? Feel free to ask and tell us your ideas.

October 2022 Meeting

There were no tricks but plenty of treats as we jumped into the Wednesday, October 19th, Festival planning meeting with introductions for the new BPQ Coordinator. She is a BBQ competitor herself who understands both sides of the competition. She plans to bring significant changes and improvements to the annual BPQ Cook-Off. We scheduled a Thursday, November 10th BPQ focus meeting at 6:30 pm at the Belle Plaine Historical Museum. This meeting is open to anyone who wants to attend.

The Vendor Coordinator says entries are rolling in. The Saturday-only Vendor Fair is a big draw to past and current vendors. Many committee members have been attending festivals and fairs during the summer and fall and collecting vendor business cards, and handing out information about our festival in hopes of bringing more artisans and craft sellers in 2023. A question asking what was the difference between the Downtown Festival Vendor Fair and the vendors during the Art in the Arb event at the Bartlett Arboretum? Vendors at the Art in the Arb tend to be artisan and hand-crafted. The Downtown Festival also accepts artisan and hand-crafted sellers, as well as direct sales, community organizations, informational booths, and more.

Another question the committee has faced is why we are doing the festival Friday and Saturday on Easter weekend 2023? There are a lot of factors. First, Easter falls on the second weekend of April, our annual weekend to put the festival on. In the past, we have moved to the third weekend to accommodate the holiday. This proved difficult and caused numerous problems for festival planning. Other festivals and events scheduled for the third weekend put us in direct competition for vendors, food vendors, other festival activities, and our biggest draw, the car show (which brought in 200 vehicles in 2022 alone). All of our signage advertises the second weekend. And if we have hope to bring back a carnival, we need a fixed weekend.

Every year we learn and try to improve. 2023 will see changes in the schedule, bringing events closer to downtown, and a shorter but packed entertainment schedule. What works will become permanent changes. It is a constant growing process.

We had seven entries for the 2023 design contest. Seven more than last year, so we were excited! Thank you to everyone who entered. The first round of votes had a three-way tie for the top choice. A second round with a discussion on how each design could be used narrowed to a clear favorite. The winning design will be announced soon.

Going from the design contest and ideas for the annual festival t-shirt, we turned our attention to the Car Show. The coordinator showed off the 2023 entry form with the modified logo. In past years the car show logo had a black and white classic Chevy, but the 2023 logo features a 1991 white top, red corvette owned by Don Scobee. For his many contributions to the car show and community, the 2023 Downtown Car Show on Merchant will be the Don Scobee Memorial Edition. There will be a special plaque given to the family. A special t-shirt with his car and antique gas pumps will be created. Car show participants will receive the t-shirt as part of their entry. Anyone will be able to pre-order the shirt, along with the festival shirt, after the first of the year.

The car show and the vendor fair are looking for goody bag items to give their participants. If you have branded pens, cups, or other items showing off your business or organization, please contact us!

We’re having a sign painting day to update our signage with new logos and information on November 12th from 10 am-4 pm. Let us know if you would like to help.

Our golf coordinator has stepped down due to schedule conflicts. We are looking for someone or several to organize our annual golf tournament. Please contact us to learn more. We are still looking for a parade coordinator and an inflatables coordinator/team. Without coordinators, some of these events are in danger of not happening.

Many of our members have been attending fall festivals and community activities in recent months. They have also had the opportunity to talk to other festival organizers. Every festival in the area is struggling due to the lack of volunteerism. There are many factors why people aren’t as involved as they once were. We at the Downtown Festival committee are grateful to everyone who helps in big and small ways. Every bit counts. Many festivals run on skeleton crews. We looked around during the meeting and saw fifteen volunteers. Even during the summer and fall, we have 15 or more regular committee members attend. We work out problems, make changes, and research ways to improve the festival each year. The festival would not happen without a dedicated crew.

While we need event coordinators, we also need people willing to step in, step up, and share their ideas and experiences to help continue this great event. We welcome everyone to ask questions, learn more, and join in on the planning, preparation, and execution of the 2023 Downtown Festival on April 7 & 8, 2023. Our last meeting of the year before the holiday break will be on November 16th at 6:30 pm at the Belle Plaine Community Center.

September 2022 Meeting

The September 21st Downtown Festival Planning Meeting clicked right along as we caught up, made changes, and had a great time. Things started with a quick review of past focus meetings and announcements of coordinators for 3-on-3 Basketball and the Pet Show, and a co-coordinator for the BPQ Team. WE STILL NEED coordinators for Parade and Inflatables. If you are good at herding cats, these might be events for you!

The Vendor Fair coordinator announced there are already more than 35 confirmed registrations, and we are only in September! Open Registration began September 1 and will run until March 31, 2023. The one-day format has drawn interest from new and past participants who could not commit to two days in past years. Vendor Fair signage was discussed, including the addition of signs around the stage and other areas.

Several people discussed their experiences at recent nearby festivals. A number of committee members had plans to visit upcoming festivals, which led to a discussion about how other small communities do their beer gardens and how we may learn from them as we consider an alternative location for the Beer Garden in 2023.
Entertainment was next up, and with stage acts, the schedule of events goes hand-in-hand. There was a big shake-up in the event schedule. Highlights include

FRIDAY
• We are working to bring the BPQ closer to the Merchant corridor for set-up and cooking.
• The Opening Ceremonies are getting a new day and time to help kick off the festival.
• Following the Talent Show, there will be DJ, music, and karaoke. Now is the time to practice some of your favorite Bee Gees hits!
• The Glow Run finish will be closer to the stage, where their neon shirts and a burst of color will glow as the winners are announced on the Downtown Stage.

SATURDAY
• We are working to bring back the pancake feed in the morning.
Favorite events 3-on-3 Basketball, the Car Show, and the Vendor Fair will get started bright and early.
• There will be two-morning stage performances with the Duke and Duchess Presentation in between.
• Following the noon Parade should be the arrival of riders from the Poker Run to 6th and Merchant.
• STREETSIDE will be performing Downtown.
• Children’s activities will be at the parking area and on the grass lawn between the Elementary and Middle Schools, including the Inflatables, KidsFest, and the Kids Power Wheels Races from 1–4 pm.
• There are big plans for the Facial Hair Face-Off this year. After the Face-Off, Justin Brown will perform a Salute to Veterans, followed by the Kansas Honor Flight Presentation.
• The Heart of America Mens Chorus will perform, then the results of the BPQ Cook-Off will be announced. The BPQ Feed will be on the lawn south of the Community Center.
• Porch Parade and other winners will be announced at the Downtown Stage.
• We will the day’s activities with two concerts to be announced.

We need a dedicated coordinator to organize and get volunteers for the Inflatables. We have reserved items for the littles only, older kids, and obstacle courses for teens and adults. The inflatables will run from 1:00 to 4:00 pm Saturday. Without a coordinator and a minimum of twelve volunteers to oversee the event, we will have to cancel due to safety issues. If you or anyone you know might want to help, please contact us.

The Design Contest is open until October 14th. The theme for the year is Stayin’ Alive on 55! Get your groove on and strut your stuff and get your entry in! Click here for more information https://www.belleplainefestival.com/design-contest/

Next up was an update from the Car Show Coordinator. With the recent passing of Don Scobee, who made the Car Show a great Tulip Time event, the annual Car Show t-shirt design will be a tribute to him. There are other plans in the works to recognize his contribution.

Speaking of shirts, we are going with a pre-order format this year. The annual Downtown Festival shirt and the Don Scobee Car Show shirt will be available to pre-order on the website and at locations in town. We will have limited extra shirts available before and during the festival.

Join us for our next meeting at the Belle Plaine Community Center on October 19th @ 6:30 pm.

Our big events are almost finalized and coordinators will be announcing details soon. If you have questions or wish to learn more about an event or changes in the works, feel free to ask.

August 2022 Meeting

The August 17th Downtown Festival meeting opened with a review of the September 10th BINGO fundraiser to benefit the Belle Plaine Chamber of Commerce and Valley Ridge Elder Care, Inc. High School commons doors will open at 6:00 pm with games starting at 7:00 pm. There will be five regular games for $50 gift cards, followed by an intermission. Another five games are followed by the $500 blackout grand prize. You will be able to purchase cards, daubers, and concessions.

Next on the agenda, we summarized the progress of focus meetings for specific events/activities. Several committee members attended the BPHS teachers in-service recognizing our collaboration with STUCCO & FCCLA over the years and outlining more opportunities to work together. Artists can bring color to downtown and those willing to share their talent are encouraged to enter the Talent Show for cash prizes. Additionally, there are plenty of community hours available during the festival weekend.
Our Entertainment team is diligently working to bring quality acts to the Downtown Stage. Thanks to some donations, we are booking a long-time festival favorite STREETSIDE for a performance after Saturday’s Downtown Parade. The committee approved other acts contingent upon their schedules. We would love to add performances from local dance and martial arts groups. If you have any suggestions, please share.

Speaking of the Downtown Stage, Friday night is the Talent Show, followed by karaoke and a street dance. We discussed having the Glow Run finish line closer to the Downtown Stage. Winners will be announced on stage, and everyone will celebrate with color burst packets that will glow in the dark under black lights during the street dance. There is the possibility of a photo booth and other fun activities. Saturday, we'll post a sandwich board on the stage announcing upcoming acts.

The Vendor Coordinator said the Saturday-only Vendor Fair is already garnering quite a bit of vendor interest. Open registration begins September 1st. The Food Truck Coordinator has been reaching out to some new and popular area food trucks, hoping to snag them for the Festival weekend. There was an update on the carnival. We still do not have one. We are still chasing.

Discussion flowed from carnival to inflatables. We are reserving several for the littles, looking into a climbing wall, and getting some obstacle courses and wipeout-style challenges for older participants. Inflatables will run 1–5 pm on Saturday, contingent on having enough volunteers to run the event safely. We need one coordinator and twelve volunteers. This is an excellent opportunity for volunteer hours or a small fundraiser. If you are interested, please contact us.

A reminder that the design contest for the button/shirt design is open until October 14th. Our theme is Stayin' Alive On 55. We will be singing with The Bee Gees and getting down on Highway 55 in spring 2023. You can get rules and entry information here at https://www.belleplainefestival.com/design-contest/

Our button coordinator has been working on a plan to improve and streamline button sign-ups and get the word out on button prizes and drawings. No more slips! We will announce winning numbers on signs downtown, at the Chamber booth, and on Facebook.

We are still looking for a Parade Coordinator or a team to get together and organize it. We cannot have an old-fashioned hometown festival without a parade. We are also looking into games like egg tosses, water balloon toss, color war, Easter egg hunts for all ages, tug-o-war, and maybe a dunk tank. Do you or your organization want to run a game or two? Some can be great fundraisers. Do you have any other ideas? Contact us if you are interested in organizing a contest during the festival so we can get you on the schedule and map!

We may sound like a broken record saying, We need volunteers! We need volunteers! But we do. Seriously, we need all the help we can get. The early days of Tulip Time were organized by Chamber members and volunteers and supported by the many clubs and organizations in the community. Interspersed among the vendors were raffles and carnival games supporting local organizations and their projects around town. Groups helped or put on various events. These days there are few left, and they are struggling with membership and other challenges. The 4-H Club and the Boy Scouts still provide invaluable services during the festival weekend.

While the Festival planning committee is a great team, we could use more help in planning and carrying out events and activities. We understand that you are busy. Everyone on the committee has the same family, school, work, church, and life obligations. Many are a part of several organizations in the community. Everyone on the festival committee is there because they want to do something fun for the community. It might surprise you how little time it takes to make something big happen. A little prep work in the months leading up to the festival and a few hours on the festival weekend is often all that is required.

We love new ideas. We love old ideas! We are looking back to the early days and working to make the stage the heart of the festival. We encourage community involvement to be able to offer more fun activities. We invite you to attend festival-focus meetings or monthly planning meetings. Meet some of the planning team. You probably know several of them. If you cannot make a meeting and have ideas or questions, contact us! We might have an answer.

Glow Run Focus Meeting—August 22 at 6:30 pm at the Belle Plaine Community Center

September Planning Meeting—September 21 at 6:30 pm at the Belle Plaine Community Center

July 2022 Meeting

The July 20th Festival Planning Meeting brought ideas and discussion about needs and improvements. We began with the recent passing of two people who had influenced the early days of the Tulip Time events downtown. Don Scobee introduced the Car Show to the festival and ran it for 22 years. During the late 80s and early 90s, the Belle Plaine Community Singers were as big a part of Tulip Time as were the tulips, and Alice Hunt was one of its brightest stars.

We then launched into a brief review of focus meetings in the last month.

Porch Parade—People outside of town but still part of the community can participate. There are plans to make it easier to vote for your favorites.

Beer Garden—There will be more tables. The garden area will be expanded with better fencing.

Golf Tournament—Scheduled for the third weekend of April. Our coordinators are moving to 2 person teams and adding contests and games open to anyone, not just tournament players.

Marketing—We are working to improve community engagement and better ways to get the word out through flyers and other activities beyond social media.

Facilities—We discussed signage and port-o-potties. Plans were made to update signs, add A LOT of signs to the parade route and bank alleys, and put up more signs to direct people to events.

Poker Run—Proposed changes are being looked into for next year. These include the Saturday move, a possible different route, and coming down Main to 6th and Merchant after the parade Saturday in the heart of festival activities.

The other big news of the night is we have a trailer for the stage! The bulk of the funds was raised thanks to volunteers working at the Kansas Star Casino concession fundraisers. It needs some cleanup and signage, plus interior organization, and then it will be ready to house the Downtown Stage in no time.

WE NEED COORDINATORS AND VOLUNTEERS!

We know we sound like a broken record and are not trying to throw scare tactics, but the truth is most of our current volunteer team is already organizing multiple events, activities, and festival operations. We cannot take on any more. Without help, a lot of these activities will not happen. You can volunteer yourself, get a friend or three to partner up, voluntell family, or have your organization sign up to run an event. The best part about volunteering with the festival is you have help from the committee with facilities, marketing, prizes and sponsors, and more. Ask us any questions you want, no commitment. We’ll get you in touch with previous organizers to help with information and guidance.

Parade Coordinator—Are you good at herding cats? Do you have a patriotic spirit? Then this is the opportunity for you!

3-on-3 Basketball Tournament Coordinator—Our previous coordinator will work with you to teach you how to organize the tournament. This is our longest-running event, even longer than the Car Show and Parade, and we would hate to lose it.

Inflatables Coordinator and Volunteers—This activity cannot go on without a dedicated coordinator and volunteers to safely man the inflatables. Is your organization looking for a fundraiser, talk to us!

Carnival Row Organizers—We want to bring back carnival row from Tulip Time, but we need volunteers or organizations to run the games as they did back in the day. Again, if you are looking for a fundraiser, contact us!

Activities Coordinator—We are looking for someone to help with the kiddy train; organize games like tug-o-war, egg tosses, egg hunts, Rock Paper Scissors tournaments, and so on.

Can’t get enough of meetings? We have more focus meetings on the schedule. These meetings are open to the public, and everyone is welcome to attend.

Sponsors, Buttons & Retail Focus Meeting July 27th, 6:30 pm at the Belle Plaine Community Center.

Entertainment Focus Meeting has been rescheduled to August 10th, 6:30 pm at the Belle Plaine Community Center.

Glow Run (and 5K Discussion) Focus Meeting will be on August 22nd, 6:30 pm at the Belle Plaine Community Center.

Our August Festival Planning Meeting will be on the 17th, at 6:30 pm at the Belle Plaine Community Center. The community is welcome to attend.

The Downtown Festival is planning two Bingo night fundraisers in the coming months. These will be jointly organized with Valley Ridge Elder Care. Come out and support local organizations!

And finally…

Belle Plaine’s Downtown Festival, the Belle Plaine Chamber of Commerce, and the Belle Plaine Historical Museum will have a booth at the August 2nd National Night Out event at Belle Plaine Park from 5:00 to 9:00 pm. There will be a cake (but not cake) walk. Festival, Chamber, and Museum members will be there and would be happy to discuss the festival, community, and history with you.

As usual, there was a lot discussed during the meeting. While the meeting didn’t provide all the answers and frankly left us with more questions…we welcome your thoughts and suggestions to help make this a successful event.

June 2022 Meeting

The June 15th planning meeting for the 2023 Downtown Festival was one for the records! At three-and-a-half hours, we laid the groundwork for needed changes and improvements.

We started with a review of the focus meetings we have had. First was the Carnival, Inflatables & Volunteers meeting. As mentioned in the March and May meeting write-ups, the carnival situation is out of our hands. The last couple of years have been difficult, and the small carnivals no longer exist, making it harder for festivals our size to bring in rides. We are continuing the search. After two years of working with inflatables, we must have someone (or several) step up to coordinate the inflatables and find volunteers to safely man the event. Without these volunteers, we will not be able to have inflatables this coming year. Getting volunteers continues to be a challenge. Plans for working with the schools were outlined.

We also found ourselves in need of coordinators. Some longtime event coordinators are needed, along with new positions. Without coordinators, some events will not go forward. As an event coordinator, you are not in this alone! You will have the support of the Festival committee. Contact us to learn more.

• Parade Coordinator

• 3-on-3 Basketball Coordinator

• Pet Show Coordinator

• Decorated Wheels Coordinator

• Inflatables Coordinator

The most recent focus meeting covered the BPQ Cook-Off, where we looked at challenges, a new location, and fresh ideas. There will be more focus meetings to help with logistics and improvements to the cook-off and feed afterward.

The 2023 Belle Plaine’s Downtown Festival, April 7-8, will be shorter next year due to the Easter Holiday. We will have a festival kickoff downtown Friday at 5:00 pm with events around the stage all evening. Opening ceremonies Saturday morning and run concerts into the night. Our entertainment team is already hard at work packing the Downtown Stage with concerts and spectacles for everyone’s enjoyment.

Speaking of spectacles! Get the mirror ball out as we are Stayin’ Alive on 55! Committee members got creative. We are looking for ideas to incorporate the theme into all festival activities. We’ll be lip-syncing to The Bee Gees while strutting down K-55. Watch for future announcements.

Next up was a review of the 2022 Festival focus survey. Thank you to everyone who responded. We understand the frustration over the lack of carnival and are trying to find a solution. This summer we will explore more entertainment/activities for kids and teens.

Several survey responses told us to plant more tulips. Historically, Chamber and Festival members planted thousands of tulips around town each fall. As a large and ongoing annual project with minimal community/school involvement, it became too much for those volunteers who were also planning the festival and other Chamber-sponsored activities. As for those requesting to change the name back to Tulip Time, it simply does not reflect the many festival activities held in downtown Belle Plaine.

We discussed the results of deep-dive research into what makes other small community festivals successful. We recognize the need for more events for all ages, especially teens. Suggestions of feats of strength, Rock Paper Scissors tournament, egg tosses and hunts, husband calling contests, reviewing past festival events, and increasing Friday night activities are being considered. Our vendor coordinator is looking for ways to expand the vendor fair, and our car show coordinator is researching an auto swap meet as part of this event in future years. Off-stage entertainment and demonstrations are being considered; if you have any ideas or suggestions or know someone who can help, contact us.

If you would like to know more about our plans or be a part, you are welcome to attend any of the upcoming meetings:

Porch Parade & Beer Garden Focus Meeting

Monday, June 27th, 6:00 pm at the Belle Plaine Community Center

Golf Tournament Focus Meeting

Monday, June 27th, 7:00 pm at the Belle Plaine Community Center

Marketing & Communications Focus Meeting

Wednesday, June 29th, 6:30 pm at the Belle Plaine Historical Museum

Facilities Focus Meeting

Wednesday, July 6th, 6:30 pm at the Belle Plaine Community Center

Poker Run Focus Meeting

Wednesday, July 13th, 6:30 pm at the Belle Plaine Community Center

Entertainment Focus Meeting

Monday, July 18th, 6:30 pm at the Belle Plaine Community Center

July Festival Planning Meeting

Wednesday, July 20th, 6:30 pm at the Belle Plaine Community Center

Sponsors and Buttons Focus Meeting

Wednesday, July 27th, 6:30 pm at the Belle Plaine Community Center

May 2022 Meeting