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June 23, 2026
and a trailer set up to be able to sift through content. This was done by our own staff, ideally, we can bring in
extra staff in the future to be dedicated to this.
Transportation: Budgeted: $55,000 ---- Actuals: $36,424
• Buses: $18,769
• Ground: $5,780
• Golf Carts: $11,875
NOTES: Includes golf carts, buses, shuttles, ground transportation. We were able to secure a sponsorship to
offset $20,000 in costs by having a local dealership provide cars and services to us.
Food and Beverage: Budgeted: $15,000 ---- Actuals: $25,937
• Bar Services: $18,437
• Product, Ice etc: $5,000 (exact)
• Vouchers: $2,500 (exact)
NOTES: Includes on-site F&B services, permitting, ice, products for food and beverage for guests, staff meals,
food truck vouchers and logistics. Also, due to last-minute permitting issues, we had a cancellation fee on some
product, in addition to having to re-print bar signage and menus. This also resulted in us having to make more
bars and areas for alcohol vs no alcohol.
Lodging / Travel: Budgeted: $15,000 ---- Actuals: $31,158
NOTES: Includes local hotels for staff, vendors, partners. We had to increase hotel rooms last minute because
of the extra staff needed on the heavy equipment side, and we had to extend hotel rooms after load-out
because of the delay in loading out.
Additional Costs Per Required City Mandates / Use of City Services: Budgeted: $0 ---- Actuals: $227,822
• Parking: $33,000
• Insurance: $21,685
• Permitting: $0 but legal costs associated below
• Legal: $27,471
• Additional Security: $25,000
• EMS + Health Services: $6,824
• Additional Staff for off-site ops room: $3,000
• Janitorial: $10,200
• Additional Fencing and Barricades: $25,642
• Waste removal, HVAC, fuel, water: $75,000
NOTES: The original conversation with the city was that we would be provided with things such as waste
removal, janitorial staff, and EMS / Health Services. The mandate to use the city parking vendor also resulted
in an incremental cost, when we were going to have our staff handle that. The additional permitting loopholes
and procedures resulted in unforeseen legal costs to properly put together the needs requested by the city.
Additional barricades requested by the city needed to be brought in for the stage area, even though our
security team, seasons festival logistics team, and producers deemed it not necessary. Additional insurance
needed to be purchased based on city mandates.
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