CC SR 20250902 03 - R&P Winter Event Options
CITY COUNCIL MEETING DATE 9/2/2025
AGENDA REPORT AGENDA HEADING: Regular Business
AGENDA TITLE:
Consideration to hold 2025 Winter Holiday Celebration events at the Ken Dyda Civic
Center.
RECOMMENDED COUNCIL ACTION:
(1) Affirm holding 2025 Winter Holiday Celebration events at Ken Dyda Civic Center;
(2) If affirmed, identify one of the following as the preferred option for the 2025 Winter
Holiday Celebration events:
a. Tree Lighting ceremony on December 5, 2025 and Menorah Lighting
ceremony on December 15, 2025;
b. Tree and Menorah Lighting ceremonies and a weekend Winter Festival
between December 5 and December 7, 2025;
c. Tree and Menorah Lighting ceremonies, and a series of winter-themed
events throughout the month of December 2025; and,
(3) Direct Staff to begin planning and securing services for the selected preferred
option.
FISCAL IMPACT: If affirmed, the City Council may direct Staff to proceed with planning
for preferred option for the 2025 Winter Holiday Celebration. Total
costs range from $42,000 to $56,500; sufficient funds are included in
the Fiscal Year 2025-26 budget under General Fund Special Events
Professional Technical Services. VR
.
Amount Budgeted: $242,000
Additional Appropriation: N/A
Account Number(s): 101-400-5170-5101
(Special Events – Prof/Tech Services) VR
ORIGINATED BY: Emily Rodin, Deputy Director of Recreation and Parks
REVIEWED BY: Daniel Trautner, Director of Recreation and Parks
APPROVED BY: Ara Mihranian, AICP, City Manager
ATTACHED SUPPORTING DOCUMENTS:
None
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BACKGROUND:
The Recreation and Parks Winter Holiday events are meant to give back to the community
and provide family friendly activities during the holiday season at the Ken Dyda Civic
Center.
In December 2021, the City began hosting winter events featuring a tree lighting
ceremony and a synthetic ice-skating rink at the Ken Dyda Civic Center. The City entered
into an agreement with BH Skating Parks LLC (Chill Entertainment) to construct the rink
and provide skates. City Staff handled daily operations. The City saw approximately 1,600
people for the 14 days of operation. The event cost for 2021 was approximately $76,000,
which was offset by $22,600 in sponsorship donations.
In order to improve service to the City and the customer experience, the City entered into
a professional services agreement with a new vendor in 2022. The new vendor, Emerald
Isle Entertainment Inc. (Emerald Events), provided staff for rink operations and higher
quality equipment. The City saw approximately 700 people for the 12 days of operation.
The event cost for 2022 was approximately $90,000, which was offset by $18,300 in
sponsorship donations.
For the 2023 winter season, the City again entered into an agreement with Emerald
Events to provide a synthetic ice-skating rink. To enhance the overall experience,
Recreation and Parks staff planned a series of events and attractions to run concurrently
with rink operations, including Concerts in the Park, various themed days with live
characters, a photo opportunity with Santa, and a movie night. The City saw
approximately 627 people for the 9 days of operation. Weather contributed to the low turn-
out. The event cost for 2023 was approximately $90,000, which was offset by $11,400 in
sponsorship donations.
In December 2024, the City entered into an agreement with Emerald Events to host a
roller-skating rink (in place of a synthetic ice skating rink) over a three-day period, with
the hopes that it may be more appealing to a wider audience . During the three-day period
Recreation and Parks held a tree lighting ceremony, a menorah lighting ceremony,
outdoor snow play and sledding, holiday shopping, live entertainment, a Concert in the
Park, and a special themed day featuring Frozen characters and cookie decorating . The
event cost for 2024 was approximately $80,000, which was offset by $5,200 in
sponsorship donations.
In 2024, the snow play and sledding attraction proved to be one of the biggest highlights
of the celebration and a strong driver of participation. Th is activity provided excitement,
fun, and something new to the community with some families returning for a second day
after opening night specifically to enjoy sledding. The Frozen-themed day, which featured
character meet-and-greets, inflatables, cookie decorating, and themed activities, was
also very well attended and was particularly popular among families with young children.
The Concert in the Park experienced the lowest attendance of all event elements; for this
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reason, staff recommends not including a stand-alone concert day in the 2025 Winter
Holiday Celebration.
DISCUSSION:
Based on four years of feedback and evaluation, Staff have heard and observed that the
skating components, both synthetic and roller, were often challenging for participants and
did not generate strong repeat interest. In contrast, the additional festival elements, such
as snow play and sledding, themed entertainment, and family activity stations, were
consistently identified by attendees as the most enjoyable aspects of the celebration.
Using this feedback as guidance, Staff has identified three options fo r the 2025 Winter
Holiday Celebration designed to enhance community interest and participation. The
following options include a total of two, four, and eight days of events. Each option
maintains the City’s signature Tree and Menorah Lighting events while offering flexibility
in the scale and scope of additional programming.
Option 1:
Tree and Menorah Lighting Ceremonies
• A two-night holiday event at the Ken Dyda Civic Center— a Tree Lighting
ceremony on Friday, December 5 with musical performances, snow-play activities,
crafts, vendors, and food trucks, and a Menorah Lighting ceremony on Monday,
December 15 with crafts, musical performances, latkes, and a dreidel and gelt drop
supported by the local fire station.
• The total estimated cost for Option 1 is $42,000.
Option 2:
Tree and Menorah Lighting Ceremonies with a Weekend Winter Festival
• Same as Option 1 with the addition of a Winter Festival held the first weekend of
December. Winter Festival activities could include:
o Photos with Santa and a letters to Santa station
o Gingerbread house workshop
o Holiday crafts
o Cookie decorating
o Trackless train rides
o Winter-themed inflatables and carnival games
o Professional carolers and hot cocoa
o Live entertainment
o Winter/Holiday themed activities
• The total estimated cost for Option 2 is $48,500
Option 3:
Tree and Menorah Lighting Ceremonies and Month-Long Winter Events Series
• Same as Option 2 with the addition of a series of winter and holiday events and
activities throughout the month of December to encourage repeat visits to the
holiday tree, menorah, and Civic Center. Additional events could include a
combination of the following:
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o Drive-in movie night
o Doggie holiday parade
o Guided night hike followed by storytelling and smores
o Frozen themed day
o Breakfast With Santa in the Park
• Total estimated cost for Option 3 is $56,500
A proposed schedule for the month-long event options is shown in the calendar below
and is intended to extend into the school holiday break:
The cost for the three options range between $42,000 and $56,500. Sufficient funds have
been appropriated in the FY 2025-26 budget. A comparison of the cost for the three
options is shown in the following table:
Event Cost
1 Tree and Menorah lighting events (2 Days) $42,000
2 Tree and Menorah lighting events and Weekend Winter
Festival (4 Days)
$48,500
3 Tree and Menorah lighting and expanded events (8 Days) $56,500
Unlike past year events, the proposed holiday winter events would be free to the public
except for personal purchases such as foods, drinks, gifts, etc.
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ADDITIONAL INFORMATION:
Sponsors and Donors
The City will initiate a donation campaign to help reduce the event’s impact to the General
Fund. Last year, event donations totaled $5,200. Flyers listing support levels will be sent
to prospective and past donors to increase donations and sponsorships to offset City
costs.
Public Outreach
Staff proposes utilizing the following outreach process to ensure the community has
multiple opportunities to become informed and engaged about the 2025 Winter Holiday
Celebration. Outreach will be designed to build anticipation, highlight key event features,
and encourage broad participation from residents and visitors.
• City Website
• City Newsletter and Recreation Guide
• Listserv Messages
• RPVtv PSA
• Social Media
• RPV Park Sites
• PVPUSD Backpack Flyer
Staff recommends beginning outreach in early October, approximately two months prior
to the December event, to maximize visibility and community engagement. This timeline
provides sufficient lead time for residents to plan attendance, allows repeated exposure
across multiple communication channels, and ensures that momentum builds as the
holiday season approaches.
Rolling Hills Estates Holiday Parade
The City of Rolling Hills Estates will conduct their annual holiday parade on Saturday,
December 6.
ALTERNATIVES:
In addition to Staff recommendations, the following alternative actions are available for
the City Council’s consideration:
1. Do not hold Winter events for 2025.
2. Identify an alternative combination of events or event elements.
3. Identify other options for Staff to explore and return to the City Council with
more information at a later date.
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4. Take other action, as deemed appropriate.
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