Oak Park and River Forest High School District 200 201 North - PDF document

Oak Park and River Forest High School District 200 201 North Scoville Avenue  Oak Park, IL 60302-2296 TO: Committee of the Whole FROM: Regina Topf, Director of Student Activities Neil Weisman, Prom Sponsor Ron Johnson, Director of Purchasing and Transportation DATE: April 18, 2017 RE: Hotel Contract for Prom 2018 BACKGROUND: Prom has been a high school tradition nationwide for many years. OPRF Prom has taken place at the Hyatt Regency on Wacker Drive in Chicago for many years. The venue is beautiful and the space is large enough to safely allow our students to have the prom of their dreams. OPRF is usually assigned the Grand Ballroom which means that only OPRF students, faculty and Hyatt staff are allowed on that floor. The event can be properly supervised, and studen ts don’t have to worry about interfering with another event. SUMMARY OF FINDINGS: In the Summer & Fall of 2016, Neal Weisman (Prom Sponsor), Regina Topf (Director of Student Activities) and Melody Brown (Assistant to Director of Student Activities) investigated other prom venues. This research was completed because the cost continues to rise in the service industry so a new, less expensive, venue may help keep student ticket prices down. First, to conduct the research Neal, Regina and Melody informally asked a variety of students about other exciting Prom venues and if Prom should be in Chicago or a suburb. The top five suggested venues were then investigated. Other data was collected from other schools’ experiences at a variety of venues as well. The overall consensus from students we asked (in classes, the hallway, at club meetings and in the activity office) was that going to Chicago for Prom was preferred even if it meant a higher ticket price. The venues were evaluated based on the following criteria: 1) “Excitement” of the location - 10% 2) Cost - 40% 3) Services the venue provides - 20% 4) Experience with a large and diverse population of students - 20% 5) Additional/Value-Added Services (preferred ballroom, security, discounted parking, etc.) - 10% Results: (See attached data) The top two choices included Navy Pier and Hyatt, Chicago. The Hyatt continues to be the most financially reasonable and convenient for students in that parking is reduced and they can have a private event on the ground level. The Hyatt continues to be enthusiastic, professional and convenient for our students, and they create a memorable prom without any hidden fees. Additionally, Navy Pier would need to be reserved two years in advance so if the Prom Committee wants to make a change this needs to be considered for future proms. TEL: (708) 383-0700 WEB: www.oprfhs.org TTY/TDD: (708) 524-5500 FAX: (708) 434-3910

Oak Park and River Forest High School District 200 201 North Scoville Avenue  Oak Park, IL 60302-2296 Attached is the 2018 Prom contract. 2017 Prom Contract Amount: $59,000 2018 Prom Contract Amount: $62,650 (6.2% increase) NEXT STEP: For the Committee of the Whole to review and recommend the Prom 2018 contract be moved forward to the Board of Education for approval at the April 27, 2017 meeting. TEL: (708) 383-0700 WEB: www.oprfhs.org TTY/TDD: (708) 524-5500 FAX: (708) 434-3910

Navy Pier Hyatt, Museum of Crystal Wacker Dr. Field Science and Gardens 2018 Museum Shedd Industry Prom Location 90 80 100 100 110 Food, Equipment, Decor, Etc 10 10 10 10 10 DJ 2 2 2 1 2 Ticket printing 1 1 1 1 1 Chaperone Meals 1 1 1 1 1 Ice Sculpture 1 1 1 1 1 Psychic 1 1 1 1 1 Students in Need tickets, emergencies, etc 4 4 4 4 4 Ticket Cost 106 100 120 119 130 Parking $25 $20 $40 $40 $22 Total cost $131 $120 $160 $159 $152 Rankings (1 is Navy Pier Hyatt, Museum of the lowest, 3 is Crystal Wacker Field Science and the highest) Gardens 2017 Museum Shedd Industry 40% Ticket Price 2 3 1 1 1 Experience with a large, diverse 20% school 3 3 3 3 3 Excitement of 10% Location 3 2 3 3 2 What services the 20% venue guarantees 2 3 1 1 1 Additional 10% Services 1 3 1 1 1 Average after calculations: 2.2 2.8 1.8 1.8 1.6

OTHER DATA: 2016 Prom in WSC Ticket Price Per Venue Student Notes Hyatt Regency O'Hare $75 Morton Museum of Willowbrook Science & (bus Industry $145 included) Addison Trail (bus Shedd Aquarium $135 included) Hinsdale South (bus Field Museum $125 included) Hinsdale Central (bus Navy Pier $100 included) Emperess- Addison $60 Leyden Crystal Gardens, Navy Pier $100 DGS Abbington, Glen Ellyn $75 DGN Hyatt Regency, Schaumburg $75 GBW Navy Pier Aon LT (includes Grand Ballroom $115 bus) Hyatt Regency, Chicago $100 OPRF