Volunteers make it happen
Teamwork is key for state's most successful balloon festival
Heather Darrow

It's big. It's green. It rises in the sky like Godzilla overshadowing homes, soaring above skyscrapers with ease. But in all of its grandeur, the adored hot air balloon Oggy the Friendly Dragon does not come close to the magnificence of the well-honed, intricately planned, volunteer-based, citywide team effort of the InTouch Credit Union Plano Balloon Festival.

Typically, close to 85,000 people visit the popular festival annually, but there are only two paid staff members for this herculean undertaking. Jo Via and her daughter Jessica Jackson serve as executive director and director, respectively. Approximately 3,000 volunteers put the gears of this event in motion.

"It takes that many people to pull it off," Via said. "You see events that hire event staff to run the activities—we don't do that. The whole goal of the festival is to put money back into the community. Some of the nonprofits man our gates, parking lots, and the Kids Fun Zone. If we didn't have these volunteers, we would have to hire staff."

The 2011 festival will run September 16-18. This year the festival has a new twist, Plano's first half marathon, as well as a fun run and a 5K, all slated for Sunday, September 18.

"We're real excited to bring this to the community as an added activity. It is a certified race, and it is the only run that will have hot air balloons. Balloons will be launching as the run is taking place."

Behind the scenes
You have a festival blueprint of 15-16 acres, including the launch field and vendor areas, and then an additional 15 acres of viewing area. How do you organize it all?

Via utilizes a Festival Leadership Team (FLT) to oversee three zones. Zone 1 is near Spring Creek Parkway and includes vendor booths. Zone 2 is the middle area with sponsors and food, and zone 3 is the Kids Fun Zone. Via compares it to streets in a neighborhood. Each booth has a number, so police and fire officials know exactly where to go in case of an emergency.

"This structure is what creates the smoothness of the festival," she said. "A small one could function without the structure, but we have 85,000 people, 167 sponsors and vendors, concession suppliers, tents and tables and chairs. It is a huge effort." According to Via, the 50-60 member FLT was created several years ago because there was a need for a core group of people who returned annually and accepted additional responsibilities.

"People had to stand in line to ask Jessica and me questions. Now, with a core leadership team involved, they get answers much quicker. It has provided a better level of service to attendees, sponsors, vendors, and food concessioners."

Why do they volunteer?
Like most of the festival volunteers, Rick Horne decided to volunteer because he wanted to give back to the community. Horne has served as the chairman of the board of directors for three years. He started volunteering in 2005, was a zone coordinator for a couple of years, and then joined the board of directors.

"I felt with this organization I was able to make an impact for a greater number of nonprofits than if I was with an individual nonprofit. For instance if I volunteered for Hope's Door, I would probably put in that same number of hours for Hope's Door. Here I am affecting 27 nonprofits, helping raise awareness or money through the balloon festival. We work hard the week before. Everyone is giving 110 percent. [But,] I have to be honest with you. It's a blast," Horne said.

Terri Bass has been the volunteer coordinator for five years. She credits the board, FLT, zone coordinators, balloon ops, and radio club for assisting her as she oversees 3,000 volunteers who do everything from website risk management to manning barricades. Like Horne, she wanted to help multiple nonprofits via this one festival.

"We have the best volunteers. They are so dedicated. We really couldn't do it without them. They all have good attitudes. They are the best volunteers you could ask for."

Amy Leone is the FLT liaison and board secretary. She started crewing in 2004 and joined the board in 2006.

"I have always loved hot air balloons. I have a neighbor who asked if my husband would be interested in being on his crew, and I said, 'Forget him. I want to do it,'" she said, laughing.

Leone says she puts in hundreds of hours, but notes there are slow times throughout the year. Three FLT meetings are held annually. The May/early June meeting serves as an orientation for new people and includes overviews from area managers. A week and a half before the festival, managers give a status report. A week and a half after the festival, the FLT team meets to celebrate their success and collects suggestions to enhance the festival.

"At last year's meeting we collected over 100 ideas. I think this is wonderful because these people have their eyes wide open looking for things to make the festival better. They know we, as a board, will take their ideas and suggestions seriously. At least three-fourths of the ideas are acted upon. The run is an idea that came from an FLT member two years ago."

Leone continued, "There are people in FLT that have been volunteering for over 20 years. FLT members are the unknown heroes of the festival. There is absolutely no way we could do this without them."

A family affair
This is the festival's 32nd year in existence, but for Via it marks a 20th anniversary celebration of her devotion. What many people may not realize is that for Via this festival is a family event.

"We couldn't do this without friends and family," Via said. "Gary, my husband, is headquarters management; Amanda, my other daughter, is the coordinator for all of the entertainment for the Fox 4 stage. Her husband, Kyle, is ground operator for us and helps us get everything set for load in. He works for Sunbelt Rentals and they provide light towers. We run a tremendous number of light towers, and he does all of that for us. Martin, Jessica's husband, is involved with parking. My family has been involved in this from the get-go."

Via is not kidding about her family's dedication to this annual event. When Jackson was a teenager, she was the table and chair check-out girl. Jackson's husband, Martin, was on the board, and that is how the couple met.

"These vendors watched Jessica grow up. When they see her, it is old home week. They know when she got married. It is like an extended family. It sets a tone for the event," Via said.

Via and Jackson and their cadre of volunteers strive to make the festival better each year. As their family grows, the number of volunteers is sure to increase. Via already has plans for Jackson's 2-and-a-half-year-old son, Cooper.

"As soon as he can count to 10 he can work for us. He can count to 12 now. I am not sure he is ready, but it is just a matter of time," Via said, laughing.

For more information about the InTouch Credit Union Plano Balloon Festival visit planoballoonfest.org.



Half marathon adds whole lot of fun
This year marks the In Touch Credit Union Plano Balloon Festival's first ever half marathon, 5K and 1K fun run/walk slated for the morning of Sunday, September 18. Participants will receive a t-shirt, sponsor goodies, and treats. Half marathon runners will receive a finisher medal. In addition, each runner will receive up to two tickets for the festival plus VIP parking.

Liz Longstreet would not miss this historic event for anything. She is traveling from Orlando, Florida, to run in the festival's inaugural half marathon. Longstreet has been a runner for two years and has completed two half marathons and one full marathon.

"For me, the most important thing in a race is the course, entertainment, and the sites I will see. That is why the Plano Balloon Festival is so intriguing. The spectacular sight of watching balloons take off is a fantastic opportunity. It's just exciting to have a half marathon in Plano. Since it is the first one, it is a pretty big deal. The big event is the balloons, but Plano is such a beautiful city to run through. After the race you want to celebrate, so I think the concert is a selling point. It should be a beautiful course without a doubt," Longstreet said.

Online registration closes September 14. Visit planoballoonfest.org/event-information/festival-runs.




SCHEDULE OF EVENTS

Friday, September 16
4 p.m. > Festival Opens, Bus Service Begins
5:30 p.m. > RE/MAX Parachute Team Exhibition
6 p.m. > Balloon Launch presented by RE/MAX

7 p.m. > Colt and the Old 45s in Concert on the KLUV Main Stage 8 p.m. > Balloon Glow
8:45 p.m. > Family-fun Street Dance, with Colt and the Old 45s

Saturday, September 17
6 a.m. > Gates/Parking Lots Open, Bus Service Begins
6:30 a.m. > Dawn Patrol "Wake up Plano"
7 a.m. > Balloon Launch, presented by the City of Plano
8 a.m. > Balloon Fly-In Competition
5 p.m. > RE/MAX Parachute Team Exhibition
6 p.m. > Balloon Launch, presented by InTouch Credit Union
7 p.m. > Cuvee presented by Time Warner Cable, on the KLUV Main Stage
8 p.m. > Balloon Glow, presented by Central Market
8:30 p.m. > Cuvee in Concert, presented by Time Warner Cable, on the KLUV Main Stage
9 p.m. > Spectacular Fireworks Show, presented by Pizza Hut
9:30 p.m. > Cuvee in Concert, presented by Time Warner Cable, on the KLUV Main Stage

Sunday, September 18
6 a.m. > Gates/Parking Lots Open, Bus Service Begins
6:30 a.m. > Dawn Patrol "Wake up Plano"
7 a.m. > Balloon Launch, presented by the City of Plano
7:30 a.m. > Plano Balloon Festival Fun Run, 5K and Half Marathon
8 a.m. > Balloon Fly-In Competition
8:30 a.m. > Signed Sealed Delivered in Concert on the KLUV Main Stage
10 a.m. > Run Awards Ceremony
5 p.m. > RE/MAX Parachute Team Exhibition
6 p.m. > Balloon Launch, presented by State Farm Insurance
7 p.m. > Festival Closes

PARKING AND PRICES
Oak Point Park is located at 2801 E. Spring Creek Pkwy. Prime Parking at Collin College, Oak Point Recreation Center, and First United Methodist Church is $10 per car. Off-site parking at the Plano Centre is $5. Spring Creek Parkway between Jupiter and Parker roads will be closed to traffic. Towing will be enforced in No Parking areas. Tickets are $5 for a 1-Time Admission Event Ticket; and $4 for a Discounted Admission between 9 a.m.–3 p.m. Admission is free for kids under 36˝. Seniors 65 & older receive $1 off ticket prices.

For everything you ever wanted to know about the festival and hot air ballooning, visit planoballoonfest.org..