The Mayor’s Ball’s sponsorship framework was at the forefront of discussions, with Council members keen on ensuring that the sponsorship packages were appealing yet financially beneficial for the city. The sponsorship levels varied from $10,000 to $250, each offering different incentives. The $10,000 level, dubbed “Big Apple,” included a table for ten and prominent recognition, whereas the $5,000 “Times Square Table Sponsor” provided six tickets and similar promotional acknowledgments. Lower tiers included the “Lady Liberty” and “Lights and Sirens” sponsors at $2,500 and $1,250, respectively, with the “Yellow Cab” tier at $250 being the most affordable.

The Council considered eliminating table sponsorships to enhance the exclusivity of the higher tiers. However, they ultimately decided to maintain a table sponsorship option with a consensus on labeling the $5,000 sponsorship as the “Times Square Table Sponsor,” offering six tickets. There was a focused effort on refining the sponsorship packets to clearly communicate the benefits of each tier.

On the logistical front, the Council tackled the planning aspects of the Mayor’s Ball, including the allocation of proceeds and the preparation of promotional materials. It was outlined that 80% of the proceeds would benefit the Tunnel of Towers charity, with the remaining 20% allocated to fund future community events. The Council stressed the importance of transparency, agreeing to clearly communicate the financial distribution to avoid any misinterpretation.

Ticketing logistics were also discussed, with the decision to use a transaction platform that allows the city to retain the full ticket price, minimizing overhead costs. The importance of online transactions for maintaining accurate records was emphasized, although exceptions were noted for those unable to complete purchases online. Tickets were priced at $125, inclusive of dinner, dessert, and a commemorative coin. Plans were set for the event to accommodate approximately 400-425 attendees, with considerations for a dance floor and photo booth to enhance the event experience.

The Council weighed the merits of commemorative items, particularly the production of coins featuring the city logo and tributes to first responders. With an expected attendance of around 425, an order of 500 coins was proposed to ensure ample supply. The Council debated the costs associated with the coins, recalling previous expenses and discussing the potential for a die charge and silk screening, while aiming to keep the coins usable beyond the immediate event by avoiding specific dates or titles.

In terms of entertainment, the Council opted to hire a DJ to provide music for the event, echoing previous successful experiences. Decoration plans involved seeking quotes, with an estimated cost of $6,000 to $7,000, to secure a visually appealing setup. The Council noted the commendable work of last year’s decoration company, expressing an intent to reach out for an estimate, while also considering other vendor quotes.

The Council also addressed the potential for extending discounted tickets to city employees, though there was skepticism about their interest based on past attendance. Invitations to dignitaries, including fire and police department chiefs and captains, were also planned.