Operations Manual - Pennsylvania State University
Fall Star Family Fun Day
November 9, 2008
State College Area High School North Building
[pic]
Front Row (Left to Right): Mike Ross, Anthony Basciano, Sarah Haas, Kimberlee Langhorst
Back Row (Left to Right): Dan Wurtzel, Jennifer Ketchum
RPTM 356 – Programming in Recreation and Leisure Services
Section 2
Kathleen Raupach, MS, CTRS
Event Planners:
Anthony Basciano, Sarah Haas, Jennifer Ketchum,
Kimberlee Langhorst, Mike Ross, Dan Wurtzel
Peer Mentor: Lindsey Vida
Agency Contact: Margie Swoboda, SCASD Health/PE/Driver Ed. Coordinator
Table of Contents
Signatory Page
1. Introduction
a. Event planners 6
b. Operating Guidelines of our Team 7
c. Description of the Event 9
d. Date, time, location of the Event 9
e. Sponsoring Agency 9
f. Target Audience 9
g. Initial Brainstorm 9
2. Goals and Objectives
a. Outcome Objectives 11
b. Process Objectives 12
3. Feasibility Analysis
a. Organizational Factors 13
i. Agency Mission, Goals 13
ii. Agency Staffing 13
iii. Supplies and Equipment Available 14
b. Needs Assessment 14
c. External Inventory 15
d. Program Related Research 16
4. Management Plan
a. Committee Structure 17
b. Committee Responsibilities / Planning & Implementation Steps 18
5. Sponsorship Plan
a. List of Sponsors and Non-sponsors 23
b. Sponsorship Letters 25
c. Thank You Letters to Sponsors 25
d. Thank You Letter to Agency Contact 25
e. Thank You Letter to Volunteers 25
f. Thank You Letter to Media Personnel 25
6. Marketing Plan
a. Description of Strategies Used 26
b. Marketing Plan 27
c. Promotional Materials 29
7. Equipment and Supplies
a. Equipment and Supply List 29
8. Event Logistics
a. Event Schedule for Participants 34
b. Participant Rights & Responsibilities 35
c. Schedule for Planners 36
d. Registration and Customer Relations 40
9. Staffing
a. Event Planner Job Descriptions 41
b. Volunteer Training Plan & Agenda 41
c. Volunteer Job Descriptions 43
10. Facility Layout
a. Description 44
b. Facility Layout 45
11. Risk Management Plan
a. Participant Rules and Policies 45
b. Facility and Equipment Safety Checklist 46
c. Overall Risk Management Plan 47
d. Release Forms / Waivers (if applicable) 50
12. Budget
a. Budget Spreadsheet 51
b. Budget Narrative 52
13. Evaluation
a. Review of Goals & Objectives 53
b. Survey Instrument 53
c. Survey Results 55
14. Recommendations
a. Summary of Debriefing Meeting 56
b. Suggestions for Improvement 57
Appendix 58
a. Team Socials
b. Group Rights & Responsibilities
c. Weekly Minutes
d. Event Photos
e. Sponsorship Letters
f. Thank-you Letters
g. Promotional Materials
h. Pocket Size Schedule of Events for Planners/Volunteers
i. Registration Materials
j. Volunteer Sign-In Sheet
k. Facility Layout
l. Completed Surveys
m. Survey Results Cross Tabulation
n. Educational materials used
o. PowerPoint Presentation
1. Introduction
During the Fall Semester of 2008, the Corl Street Elementary group of RPTM 356 planned an event called Fall Star Family Fun Day for the students of Corl Street Elementary and their family members. The team includes six members and a peer mentor who already completed the course and was available to us as a resource for questions and advice. The members of the Corl Street Elementary group worked well together and were able to put together a fun and family-friendly event for the students of Corl Street.
a. Event planners.
Sarah Haas is double majoring in Commercial and Community Recreation Management and Public Relations. She is from Kutztown, PA. In her free time she likes to volunteer, dance, and watch movies. In high school she ran a benefit concert for the PA Breast Cancer Coalition and was inspired to continue planning such events. She is comfortable in the communicator position working within the group and with the agency and also in being a creative visionary. She likes to bring creative ideas and come up with unique ways to do things. She is strong in communication and keeping everyone on the same page. She believes that communication is the key point to any event and works to make communication come easily. She also has creative ideas and perceptions to bring to the group about different ways to do things. Since she has planned many events in the past, she also has experience is some things that do and do not work, especially with kids. These two skills will contribute to our team. Her experience with kids will help the group keep activities interesting and fun and her skills in communication will help the team stick together and complete tasks successfully.
Dan Wurtzel is majoring in Recreation Park Tourism Management with a Commercial and Community option. He is from Germantown, MD. He enjoys skiing, watching sports and hanging out with his friends in his free time. Dan likes working with children and the Corl Street event was an opportunity to work with children in an active environment. He is comfortable in either the communicator or the resource position. He can help keep communication clear in the group and help move towards the end goal without getting off track.
Jennifer Ketchum is majoring in Recreation Park Tourism Management with a Commercial and Community Recreation option. Her hometown is Elma, NY. In her free time, she enjoys spending time with her friends and family, working out, or reading. The Corl Street event sparked her interest because she has lots of experience working with children and her sister is a Nutrition major at Penn State and always talks about childhood obesity. Corl Street is a way to prevent children from having obesity problems. She feels most comfortable in the organizer, creative visionary or communicator position. Jennifer can bring organization and creativity to the team. To contribute to a healthy and effective team environment, she can help keep things organized for everyone so the group will stay on track. She can help deal with issues between group members by keeping communication lines open so no one feels as though they cannot speak up.
Mike Ross is majoring in Recreation Park Tourism Management with a Commercial option. He is from Aurora, CO. In his free time he likes to play basketball with friends, ultimate frisbee, bike riding, and sports. The Corl Street event sparked his interest because it was an opportunity to run an event that he would have fun with. Mike feels most comfortable as the creative visionary and organizer roles. He likes to think outside the box, while it may not always be correct he is willing to take chances and work hard.
Kim Langhorst is majoring in Public Relations with a minor in Recreation Park Tourism Management. She is from Pittsburgh, PA. In her free time she likes to work out, dance, travel, cook, be with family and friends, and shop. The Corl Street event sparked she interest because she likes to work with children. For the past eight summers she has been working at a day camp with children between the ages of 4-12 year olds. She feels most comfortable as the creative visionary and communicator roles. Kim can bring creativity and leadership to the team. She has great ideas and activities when working with children. She is always ready for new challenges. She feels she can bring leadership and good communication to the team. She wants everyone to be on the same page and to be helpful to anyone who has a question or may not fully understand something.
Anthony Basciano is majoring in Recreation Park Tourism Management with a Commercial option and pursuing a business minor. He is from Long Island NY. He enjoys playing lacrosse and hanging out with his teammates in his free time. The fact that he was going to get to associate with kids as well as do physical activities with them sparked his interest in Corl Street. He feels most comfortable with the roles of creative visionary, as well as a resource person. Two strengths he believes he can bring to the team are creativeness and an easygoing personality. He believes that he can help nurture a healthy and effective team because he is easygoing and just goes with the flow and never starts conflicts with other people.
Lindsey Vida (Peer Mentor) is majoring in Supply Chain and Information Systems with a minor in Recreation Park Tourism Management. She is from Yardley, PA. In her free time she likes to follow Penn State Football and play soccer. The Corl Street event sparked her interests because she likes working with children and enjoys fitness. Skills that Lindsey can bring to the team are being a leader and being approachable. She will facilitate group communication and keep everyone on task.
Refer to Appendix A for our information about our Team Socials.
b. Operating Guidelines of our Team.
Working Together
Our team feels that everyone should be heard. If someone has an idea or question they should voice it to the team. If a team member cannot make it to class or a meeting let the group know as soon as possible. If someone says they can do something then they should do it. A team member should not blow off an assignment or meeting, that’s not fair to other team members. We expect there to be equal work divided throughout the group. Team members should step up on their own to complete tasks. We expect our peer mentor to be helpful and answer questions. From our agency contact we want to know who we are aiming for, what they expect from us, the facilities we will be using, and supplies. Our team will establish norms like equal work, good communication, and attending meetings.
Communication
Our team wants everyone to be heard. We want to hear everyone’s ideas and questions. It is important for each team member to speak up and in return the rest of the team will listen when someone is talking. We want every team member to feel comfortable will each other and speak what is on their mind. It is vital that everyone in the team receives all of the same information. All emails should be addressed to everyone in the team, so we all understand what is going on. If someone cannot attend class or a meeting, they should let other team members know as soon as possible by a phone call, a text, or an email especially the person who is in charge of doing the weekly minutes. The team will convey missed information by asking questions so everyone is on the same page and the information is understood and clear. If we have a question or need advice we will ask our peer mentor or Kathleen. We will stay in contact with our agency contact, so she knows what direction we are heading in with the event.
Preventing Problems
If a team member is not participating and becoming a slacker we will let that person know they need to step up their game. If it is still a problem, we will talk to our peer mentor and last resort we will talk to Kathleen about the slacker. Our team will try to compromise as best we can. We will do our best to not let procrastination happen. We will work as team and communicate with each other. We will try to have the group assignments done a day before it’s due, so if a problem arises we can contact other group members and still have the assignment in on time. If we have a problem with someone else, we will talk to them about it. It’s better to get things out in the open, so tension is not in the air. We don’t want tension or negative attitudes affect our performance while planning the event and at the event.
Refer to Appendix B for our group’s Rights and Responsibilities.
Refer to Appendix C for Weekly Minutes.
c. Description of the Event.
We named our event “Fall-Star Family Fun Day.” The theme of the event was to embrace the fall season. We had fall decorations and red, orange, and yellow colors throughout the venue. The goal of this event is to provide a safe and fun environment for students of Corl Street Elementary and their families to get physically active and interact with each other.
Refer to Appendix D for event photos.
d. Date, time and location of the Event.
“Fall-Star Family Fun Day,” was located at the State College High School, North Building Gym. It was held on November 9, 2008 from 1 p.m. – 4 p.m.
e. Sponsoring Agency.
The sponsoring Agency for this event is the State College Area School District. Our agency contact is Margie Swoboda, the SCASD Health/PE/Driver Education and Safety Coordinator. The agency is located at the State College Area High School. Our event supports the SCASD's priorities because we're providing a safe, parent involved event for the elementary students of Corl Street Elementary school (part of SCASD).
f. Target Audience.
The target audience was the students at Corl Street Elementary and their families.
g. Initial Brainstorm.
We want to decorate the hallway between the gyms the mostly with fall decorations. We want to have red, orange, and yellow colors throughout. We are hoping to get pumpkins and hay donated to us to really bring out the fall theme. Our arts and crafts will reflect our theme. We were thinking to have the event have food which would be fall appropriate (i.e. cider, apples, etc.). The atmosphere will be fun and lively. Our fall theme will bring the best of the season, inside the walls of our event.
The types of activities we are going to offer will entertain our large age range. Since we'll be having participants from kindergarten through grade 5, and their families as well, it's important that we have at least one appropriate activity available for each age span during every block of time. The event is being held at the State College High School which will give us ample space; two gymnasiums and a hallway. The basic layout will be to have each gym divided in half with a temporary wall which will give us four spaces for activities, plus the hallway for quieter activities. Formatting wise, we plan on having each activity run for approximately half an hour in each area. After getting the event started, we will stagger different events start times by fifteen minutes so that there will always be at least three activities going on simultaneously. This will allow one area to be changed in format or allow an area to have a new game set up in that space. The activities planned thus far include:
Dizzy bat
Three legged race
Simon Says/ Red Light, Green Light
Musical Chairs
Pomper Stompers (Balloon Game)
Horse/Knockout (Basketball)
Parachute
Wiffle Ball
Relay Race (var.) (just some ideas so far)
Clothing
Shoe
Food
Blindfold/Obstacle Navigation
Sliders
Line Dance/Sing-a-Long (Hannah Montana song?)
The more popular games or activities we may run earlier in the event and later in the event so those that want to partake in other activities during those time frames will still have the opportunity to play in a favorite event. We also are going to designate the hallway/lobby area to quieter, less strenuous activities such as arts and crafts. This will let the participants cool down and relax while still doing an engaging activity. Several ideas have been brought up so far and include an art craft project using leaves, decorating the food donation boxes, board games, face painting, and a giant mural that we would like each participant to add to. The board games could include games like Twister or Connect Four. The hallway or lobby will also be where we will have refreshments for the participants. The event will have three hours for the participants to be involved. On idea which came up suggests getting several of the teachers involved in a teacher versus teacher, or teacher versus parent event such as dizzy bat or kick ball. Also, a special reward, such as a pizza party, will be offered for the class that donates the most amount of food for the food drive that will be associated with the event. We will most likely end on such an event because it will allow us to bring all the participants together to one location, run a climactic event, and then cool down as we say our final “thank you” and pass out/collect surveys from the participants.
Participants should leave the Corl Street event with a sense that they discovered new ways to stay fit, while also having a fun time. Throughout the event all students will have a variety of activities to choose from. There will be different activities for different populations (kindergarteners, 5th graders) at each time interval. Every participant should take part in at least one activity that helps to get them up and moving, while still maintaining their interest. The students will be introduced to activities that encourage fitness on a daily basis. We want all participants to have fun getting moving and discovering that they don’t have to spend their days on the couch in front of the television. Participants will learn new games and activities that they can do in their spare time, and will leave with knowledge of how to create fitness opportunities in their everyday life. The most memorable part of the experience for participants will be what they take with them. We hope to have an activity that suits the interests of every participant, and that they will remember their favorite activities in order to create new active habits.
Our agency contacts can expect our group to produce a family-friendly event that provides a safe environment for children, families and friends to have fun together. The event will encompass the school district's wellness plan of engaging in physical activity and staying healthy as well as encourage positive interaction between families and friends. The agency can expect our group to complete necessary tasks in a timely fashion as to produce the best possible event. They can also expect a well-organized and well-staffed event that will keep participants active. Our group will also acquire necessary items outside of those provided by the school through sponsorships and donations. Such items may include arts and crafts supplies and items to be raffled off. We will also be responsible for marketing the event and ensuring that the students and their families will be excited to participate.
We have come up with a few different names for our event. The first option is “Fall Frenzy Family Fun Fest” or possibly just “Fall Family Frenzy.” Another option would be “Fall-Star Family Gathering” which comes from the Corl Street name for family events such as this, All-Star Family Gathering, but with our fall theme incorporated. We are still trying to brainstorm the perfect name and hope to come up with a few more creative options to choose from before making our final decision.
2. Goals and Objectives
In order to determine if the event was successful goals and objectives were set. These will later be analyzed to show the results. The outcome objectives set up what the event was out to change in the participants. These were that the participants would learn something new, learn about the food bank, and also increase the bond between them and another person. The process objectives outline the means that were taken to get there and are analyzed to find if they had been completed successfully or not.
a. Outcome Objective 1: Fifty percent of participants at the Fall-Star Family Fun Day at Corl Street Elementary will report that have had learned a new game, dance, or skill at the event as measured by a final survey.
Outcome Objective 2: Forty percent of participants at the Fall-Star Family Fun Day at Corl Street will be able to identify two facts about the State College Area Food Bank as measured by a final survey.
Outcome Objective 3: Fifty percent of participants at the Fall-Star Family Fun Day at Corl Street Elementary will report an increase in the bond between themselves and another person (i.e. friend, parent, child) as measured by a final survey.
b. Process Objectives.
Process Objective #1: A team of RPTM 356 students will plan, promote, implement and evaluate a Fall-Star event for Corl Street Elementary School on November 9th, at State College High School Gymnasium as measured by the participation and final survey of the K-5 participants with their family.
Process Objective #2: Between 20 and 24 students from each grade at Corl Street and their parents (except for 11 from fourth grade) will attend the Fall-Star Family Fun Day event on November 9th, at State College High School Gymnasium as measured by day of event registration.
Process Objective #3: We will have save-the-date flyers out to 100% of the students at Corl Street Elementary School, by October 31, 2008 as reported by the school.
We will have intercom announcements at the school every day during the week of November 3rd as well as give a talk to every class during this week as reported by the school and our records.
Process Objective #4: We will spend no more than $200 outside of donated and sponsored items as documented in receipts and budget summary.
Process Objective #5: At the end of the event 50% of Fall-Star Family Fun Day participants will indicate a satisfaction level of 7 or higher on a scale of 1-10 (10 being the highest) as measured by the final survey.
Process Objective #6: All volunteers for the event will receive a full orientation on activities, responsibilities, and safety before the Fall-Star Family Fun Day event on November 9th and a quick review no later than one hour before the start of the event as measured by a roster.
Process Objective #7: We will have obtained at least five donations to raffle off at the end of the Fall-Star Family Fun Day event by November 3rd, 2008 as measured by confirmations from the donors.
Process Objective #8: The students of Corl Street Elementary will donate 55 items for the Thanksgiving food drive by the end of the Fall-Star Family Fun Day event as measured by a count of the items.
Process Objective #9: Eighty percent of volunteers will report that they had a positive experience volunteering at the event as measured by a final survey.
Process Objective #10: At least two of the teachers / staff at Corl Street Elementary School will attend the Fall-Star Family Fun Day on November 9, 2008 as measured by registration at the door.
3. Feasibility Analysis
Prior to planning our event, we completed a feasibility analysis to establish what the goals of our event would be based on the State College Area School District’s Mission and Goals. This analysis also helped us understand what the needs of our target population would be, establish a general list of supplies and equipment we already had from the agency, and determine any outside factors that could influence the attendance and success of our event.
a. Organizational Factors.
i. Agency Mission & Goals.
The mission of the State College Area School District (SCASD) is to “prepare students for lifelong success through excellence in education” (SCASD.k12.pa.us). The goals of the sponsoring organization are to: “have elementary students emphasizing respect for self and others, celebrate diversity, provide a nurturing environment with active parental involvement, holding children to high academic and behavioral standards, providing an elementary failsafe support program, and promote excellence for all children” (SCASD.k12.pa.us).
ii. Agency Staffing.
Margie Swoboda is our contact person with SCASD. Her title is Coordinator for Health Education, Physical Education and Driver/Safety Education within the State College Area School District. She has 31 years of teaching experience and a Bachelor’s of Science from The Pennsylvania State University with Master’s Degrees in Special Education and Adapted Physical Education. Having Margie as our Agency contact is a strength to our team because she has the ability to reserve space, obtain funds for our program from the Wellness Program and experience with previous events.
After your event,
Margie was an asset to our event because of her connections in the State College Area School District (SCASD). She has numerous responsibilities within the district which was beneficial to our group because of the people she knew, but also hurt our communication with Margie because she is very busy. At the beginning of our planning process, Margie was available to meet with us once at the site of our event to give us a tour and introduce herself to the group. Besides this first meeting, she was available to come meet with us one other time during the semester. Overall, Margie had little to do with the planning of our event. We communicated with her mostly through phone calls because she had little time to check and respond to emails. The biggest challenge of working with Margie was that her busy schedule interfered with her ability to get back to us with a response in a timely manner. Our team often times had to contact her multiple times before receiving a response. Although we did have some challenges with communication and finding time to meet with Margie, she did an excellent job giving us the framework for our event. She gave us ideas of what groups had done in years past and took care of any arrangements with the facility. She also helped us get in contact with Kirk Hoover, a Physical Education teacher in the SCASD, who was a great help in obtaining our equipment and supplies.
iii. Supplies and Equipment Available.
The original supplies and equipment that the agency said would be made available for us to use during our event included:
▪ A large parachute
▪ Flags (for flag football)
▪ Hula Hoops
▪ Jump ropes
▪ Long tables (for registration and crafts)
Note: Margie said to plan the activities for our event and then we will be able to see what other sports equipment is available for us to use.
After the event,
We received much more in terms of equipment and supplies than this original list. The school provided us with all equipment necessary for the planned activities. We had the necessary supplies to accommodate the number of our participants. The SCASD Physical Education and Maintenance Departments played important roles in the success of our event because of their help with providing equipment and supplies.
b. Needs Assessment.
The target population of the Corl Street event is children in grades K-5, their parents, and their siblings. Things that would make the event a great experience for the children would be football players, sport players, they consider them role models. Hannah Montana, High School Musical, Sports, are all interests of the children. The children are motivated by encouragement, having a lot of energy, and being a kid yourself.
We will have many activities throughout the two gyms. The children will be between the two gyms and in the hallway doing the activities. The children and their parents will find out about the event by flyers that go home with the children and the PTA Newsletter.
The ages of the children are between 5-11 years old. The gender will be both males and females. The skill level will vary between the children. Their financial resource is their parents and the children’s education level is between K-5. They will get to the event by their parents driving them.
The children are likely to come with their own skills like sports and arts and crafts but we hope they can learn new skills while participating in our event and the different activities that we will offer. The age range will vary from 5-11 year olds, so we hope to have activities for all ages. The younger children will enjoy arts and crafts and face painting while the older children will like sports and learning dances
After the event,
Our initial mental picture of what our target audience would be was the majority of our participants. Since this was a closed event with only Corl Street students and their family or friends, our target audience was already determined. We did expect more fourth and fifth graders to come, but instead the majority of our participants were second grade and under, with many of them being in Kindergarten or less. We modified our schedule of activities to provide the younger children with activities that would appeal more to them.
c. External Inventory.
Factors outside of the agency that will affect or shape how we plan and implement our event include weather issues such as snow or ice. In the case that either of these occur the group will be included in the decision, however it will ultimately be up to Kathleen and Margie. Once it is determined that the event will be postponed to the rain date the principle will be notified. The principle will then conduct the regulated closing procedures including calling all of the families of Corl Street Elementary. It will be up to the group to contact volunteers, vendors, media, etc.
Another external factor will be events that are going on during the same day targeted toward our audience. Currently there is only one other event happening the same day (November 9th). There is a dance performance at Eisenhower Auditorium on the same day at 2:00 P.M. The Cirque Mechanics Birdhouse Factory is the title of the event and admission is around $35.
Our team so far has looked at several websites to find conflicting events that might prevent participants from attending our event. These websites include: 's community calendar (), 's community calendar (), the State College's Theatre's website (), and the Bryce Jordan Center's website ().
After the event,
The day of our event, the weather was beautiful. It was one of the first colder days of Fall, but there was no rain or snow. This was a benefit to our event because although our event was indoors, we needed to have decent weather so participants could make it out to the event. The cold weather was also a benefit to our event because it may have made people want to stay indoors instead of playing outside. Our event gave them plenty of space to do outdoor activities, inside a warm building. No other external factors really affected our event. There were few other activities going on that day that were free to this target population and provided them with four hours of activity.
d. Program Related Research.
For the past few years Corl Street Elementary has worked in collaboration with RPTM 356 classes to put on their fall wellness event. Past events have held a theme such as “Winter Wonderland” or themes dealing with fall. It was suggested by Margie that we include such a theme to separate our event from past years.
While going through the facility, Margie pointed out where things had been located in the past. At the entrance to the gym wing of the High School is where the welcome and check in desk has previously been located. She also recommended using the bleachers to the back of the hallway as a place to put bags and coats and to use the hallway as a place to put further activities such as arts and crafts.
In terms of programming, Margie recommended that we had a lot of it. There should be continuous events that change every 30 minutes in each gym. There should also be a broad range of events that will keep both boys and girls interested as well as all grades up to 5th grade. In the past, games have been played such as basketball, football, and soccer. They also have had dancing sessions doing line dances such as the electric slide. These previous events have sometimes included athletes from the university that were very popular with the crowd.
It is important to keep what is popular with our audience in mind. College athletes are one way to get our audience excited. People and things from poplar media for that age group such as Hanna Montanna and the Jonas Brothers would also get our audience excited. For boys that are not into sports we could also include things from video games, or such active video games such as Wii Sports or Wii Fit. These can be included in different forms including our programming, what music we play, and what we include in a possible raffle. We are hoping to have college athletes attend through our contacts as well as receive signed memorabilia from the Jonas Brothers and include popular music throughout the event.
Arts and Crafts were also recommended for those that may not wish to participate in active activities. One past use of the arts and crafts stand was making clay Christmas ornaments donated by 2000 degrees. The students were then able to pick them up from the store downtown after they were fired. We will be holding an arts and crafts table and will be soliciting donations to see what we may be able to find. Arts and crafts supplies will be some of the only supplies the school does not have for us to use.
The format of the timing of the event was also discussed. In the past there had been a mini pre-event to get kids excited. Following this pre-event was an introduction where the group and the event are introduced and everyone is informed what is going to take place. After the event occurs it is then followed by a conclusion where the participants are thanked for attending and any announcements that need to be made or done so at this point.
Margie also suggested doing a food bank donation again this year. We would start a week or two before the actual event to get kids excited and make it a competition between the grades. Our group thought about making the foods donated a little more organized by making Thanksgiving Boxes where participants will bring items they select from the list. At the event we will then decorate the boxes that the items will be sent out in. The prize in the past year had been a pizza party for the winning grade. The teacher could call the pizza store whenever she felt it was deserved and would receive free donated pizzas.
4. Management Plan
Our event planning team was divided up into three different committees; Sponsorship and Finance Committee, Marketing and Promotional Committee, and Logistics and Administration Committee. These committees divided up the assignments and work involved in planning this event. Each committee had different responsibilities, but all worked together to create a well organized event.
a. Committee Structure.
Sponsorship & Finance Committee members are:
Dan Wurtzel, Sarah Haas
Marketing & Promotional Committee members are:
Kim Langhorst
Logistics & Administration members are:
Anthony Basciano, Mike Ross, Jennifer Ketchum
b. Committee Responsibilities / Planning & Implementation Steps.
|SPONSORSHIP COMMITTEE Management Plan |
|Planning / Implementation Steps |Person |Target |Completion |Comments |
| |Responsible |Date |Date | |
|Arrange for benefit money to go to charitable organization |n/a |n/a |n/a | |
|Arrange for or pick up donations |Both |11/8 |11/8 | |
|Coordinate procedures for sales, registration fees, etc |n/a |n/a |n/a | |
|Determine agencies / companies to solicit for donations |Both |10/13 |10/13 | |
|Develop event budget (use Excel template) |Both |11/12 |11/12 | |
|Develop secure system for collecting money, tickets, etc. |n/a |n/a |n/a | |
|Draft sponsorship letter |Both |9/29 |9/29 | |
|Figure out sponsors that appeal to target audience |Both |10/1 |10/1 | |
|Get approval for sponsorship letter from instructors and agency |Both |10/10 |10/10 | |
|Project financial forecast and risk |n/a |n/a |n/a | |
|Secure sufficient change for cash box |Both |10/24 |10/24 | |
|Solicit sponsors |Both+ |10/24 |10/24 | |
| |Margie | | | |
|Solicit, select, and arrange with food, beverage, merchandise vendors |Sarah |10/24 |10/24 | |
|Sponsorship letter on letterhead, mail |Dan |10/24 |10/24 | |
|Track expenses |Both |Cont. | | |
|Track value of in-kind services (both material and volunteer time) |Both |Cont. | | |
|Work with logistics committee on incentives for completing evaluations |Both |11/2 |11/2 | |
|Work with marketing committee on promoting sponsors, incentives |Both |11/7 |11/17 | |
|Write thank you letters to all sponsors, volunteers |Both |10/26 |10/26 | |
|Keep copies of all receipts |Dan |Cont. | | |
|MARKETING COMMITTEE Management Plan |
|Planning / Implementation Steps |Person |Target |Completion |Comments |
| |Responsible |Date |Date | |
|Assign someone to take photographs |n/a |11/8 |11/8 |Will be assigned |
|Coordinate hanging of banners and road signs |Kim |11/8 |11/8 | |
|Coordinate with local papers to advertise |n/a |n/a |n/a | |
|Coordinate with TV stations, radio for live broadcast or Public Service Announcements. |n/a |n/a |n/a | |
|Create ID for team members, volunteers |Kim |11/8 |11/8 | |
|Design and distribute signs for before and during event |Kim |11/8 |11/8 | |
|Design promotional materials (brochures, posters, flyers) |Kim |10/16 |10/16 | |
|Design registration form |Kim |11/1 |11/1 | |
|Determine marketing venues |Kim |10/6 |10/6 | |
|Determine what types of promotion will best fit your event |Kim |10/10 |10/10 | |
|Develop logos for posters, T-shirts, etc. |Kim/Dan/ |10/16 |10/16 | |
| |Sarah | | | |
|Distribute registration forms to participants |n/a |n/a |n/a | |
|Distribute T-shirts, incentives |Kim/Dan/ |11/2 |11/2 | |
| |Sarah | | | |
|Establish a limit on number of participants |Anthony |9/26 |9/26 | |
|Establish date and time to sell tickets (if necessary) |n/a |n/a |n/a | |
|Establish media contacts |n/a |n/a |n/a | |
|Establish the event theme |All |10/1 |10/1 | |
|Generate list of potential radio, TV, newspaper, media venues |n/a |n/a |n/a | |
|Get approval of promotional materials from Instructors |Kim |10/16 |10/16 | |
|Get approval of promotional materials from Sponsoring Agency |Kim/Dan |11/1 |11/1 | |
| |Sarah | | | |
|Information booth -- design and set up |n/a |n/a |n/a | |
|MARKETING COMMITTEE Management Plan, continued | | | | |
|Planning / Implementation Steps |Person |Target |Completion |Comments |
| |Responsible |Date |Date | |
|Letter on letter head |n/a |n/a |n/a | |
|Post site map at event and on appropriate promo materials |Kim |11/8 |11/8 | |
|Receive registrations, use for necessary planning |n/a |n/a |n/a | |
|Make arrangements for t-shirts |Dan |11/2 |11/5 | |
|Work with sponsoring committee on solicitation in-kind donations for media |Kim |Cont. | | |
|Work with sponsorship committee on promoting sponsors, incentives |Kim |11/5 |11/15 | |
|Write and distribute news releases |Kim |Cont. | | |
|Create poster of schedule of events for participants |Kim |11/5 |11/15 | |
|Create poster of Participant Rights and Responsibilities |Kim |11/5 |11/15 | |
|LOGISTICS COMMMITTEE Management Plan | | | | |
|Planning / Implementation Steps |Person |Target |Completion |Comments |
| |Responsible |Date |Date | |
|Arrange for 1st aid, lost children, lost and found |Mike |10/29 |10/29 | |
|Arrange for refrigeration, cooking equipment |n/a |n/a |n/a | |
|Assign and schedule volunteers |Jen |10/20 |10/20 | |
|Brief all volunteers on key areas (1st aid, lost kids, etc.) |Jen |11/3 |11/3 | |
|Communicate equipment and supplies list to finance committee |Anthony |10/20 |10/20 | |
|Coordinate communication for event (phone, walkie-talkie, etc) |Anthony |11/3 |11/3 | |
|Coordinate police and road closures |n/a |n/a |n/a | |
|Coordinate with other committees for event layout |Mike |10/20 |10/20 | |
|Coordinate with other committees for incentives |Jen |11/3 |11/3 | |
|Coordinate with other committees on # participants, incentives |Jen |11/3 |11/3 | |
|Create and distribute participant survey |Anthony |11/9 |11/9 | |
|Create and distribute volunteer survey |n/a |n/a |n/a | |
|Determine accessibility of site |Mike |9/1 |9/1 | |
|Determine activity modifications / adaptations |All |10/29 |10/29 | |
|Determine age groups for activities |All |10/29 |10/29 | |
|Determine and ensure adequate lighting |Mike |10/20 |1029 | |
|Determine and ensure adequate toilet facilities |Mike |10/20 |10/20 | |
|Determine electrical needs |Mike |10/26 |10/26 | |
|Determine site needs for activities |Jen |10/29 |10/29 | |
|Determine Target Audience |Mike |9/1 |9/1 | |
|Determine volunteer / person power needs for stations |Jen |10/20 |10/20 | |
|Develop event schedule |All |10/20 |10/20 | |
|Develop job descriptions for volunteers |Jen |10/20 |10/20 | |
|LOGISTICS COMMMITTEE Management Plan, continued |
|Planning / Implementation Steps |Person |Target |Completion |Comments |
| |Responsible |Date |Date | |
|Ensure adequate parking for event |Anthony |11/9 |11/9 | |
|Finalize Event Goal |Anthony |10/10 |10/10 | |
|Finalize Event Outcome Objectives |Anthony |10/10 |10/10 | |
|Finalize Event Process Objectives |Anthony |10/10 |10/10 | |
|Have emergency numbers available at the event |Mike |11/9 |11/9 | |
|Inform police, emergency officials of event |n/a |n/a |n/a | |
|Inspect site after event to make sure in better condition then when started |Mike |11/9 |11/9 | |
|Make a supplies / materials list |Anthony |10/20 |10/20 | |
|Make an equipment needs list (chairs, tables, etc.) |Anthony |10/20 |10/20 | |
|Make arrangements for on-site delivery |Jen |11/8 |11/8 | |
|Make plan for garbage and recycling |Mike |11/9 |11/9 | |
|Map -- draw a map to include parking, activities, toilets, etc. |Jen |10/20 |10/20 | |
|Plan, organize and schedule event activities |All |10/20 |10/20 | |
|Provide volunteer orientation / training |Jen |11/7 |11/7 | |
|Reserve site |Margie |9/1 |9/1 | |
|Set date and time for event (consider weather conditions) |Margie |9/1 |9/1 | |
|Set up information / registration booth |Jen |11/9 |11/9 | |
|Test equipment to make sure working properly |All |11/9 |11/9 | |
|Track compliments, complaints, suggestions |Jen |11/9 |11/9 | |
After the event,
Most of the responsibilities and tasks were completed on the target date. By keeping to this plan, we were much better prepared for the day of our event. This plan also gave us a tracker for what had been done and what still needed to be done.
1. Sponsorship Plan
The target audience of the Corl Street Elementary Fall-Star Family Fun Day was the students of Corl Street Elementary School, grades kindergarten through fifth, and their families. The sponsorships we received therefore were from family-friendly organizations with items or services that interest kids ages 5 through 11 and their families. These interests include sports, toys, places to have fun, and pizza. The younger children spend most of their time with their parents and as they get older they spend increasingly more time with their friends. It was important to have sponsors and activities that encourage interaction among peers as well as interaction among family members. With their interests and interactions in mind, incentives for this target audience included free passes to family-friendly activities such as bowling and arts and crafts, toys, or popular foods such as soft pretzels.
In order to secure sponsorships we needed to provide a convincing rationale of why our event is the one their business should sponsor. Since we will only be targeting family-friendly organizations it was important to state that the event was for children and their families. The event promoted the school district's wellness plan to have students “receive opportunities and encouragement to stay physically active on a regular basis.” Businesses that encourage physical activity and wellness had a strong correlation to the event. Since the elementary school is also located just a few blocks from downtown State College, most of the children will have easy access to downtown businesses. They will therefore be more inclined to use coupons and bring along their parents who will drive them.
Potential sponsors were looking to donate items that will encourage business or gain them publicity. These products had their logo on them, were coupons or gift certificates to use at their facility, or were representative of their business. There were many benefits that businesses received by sponsoring our event. They had publicity at the event and also were seen helping the community. It also was a tax write-off for the company and had the potential to increase their business. They also had the personal satisfaction that goes along with giving back to the community. The sponsors expected the Corl Street Elementary event group to facilitate these benefits. We wrote each sponsor a thank-you letter stating their donation and value for tax-write off purposes. We also had a large sponsor poster with their name listed and announced their name during the point at the event that corresponded with their donation and at the end of the event.
a. List of Sponsors.
The Clothesline of 138 E. College Avenue State College, PA, donated two children’s blue tye-dye t-shirts at $8.99 each to the event to be included in the raffle. Because of The Clothesline’s family-based nature and the elementary school’s location near downtown State College, The Clothesline was able to benefit from the publicity to the events target audience of Corl Street Elementary School students and their parents. Dan also had personal contacts here, as he is an employee of The Clothesline. His boss, Vivian Figueroa (814-272-1400), was our contact for the donation.
When originally soliciting Philly Pretzel Factory, the hope was to obtain soft pretzels to serve at the event. These would have served as a healthier snack for participants. With the business’s location downtown at 124 S. Allen Street State College, PA, Corl Street Elementary School students and their families are not too far away from its location. Although they had given out too many donations already, we did receive a donation of five gift certificates for two pretzel dogs and a soda valued at $4.50 each. These were used as prizes for the raffle.
Since an objective of the event was to get children to interact with their families, we solicited 2000 Degrees for a prize for the raffle. They donated a $10.00 gift certificate, which can encourage the winning child to go with a parent to make and paint a piece of pottery. Again its location downtown at 202 W. College Avenue State College, PA is not far from the location of Corl Street Elementary School. The contact here was the manager on duty at 814-234-1151.
Another business that donated raffle items that encourage family interaction was Northland Bowl of 1521 Martin Street State College, PA. This bowling alley was solicited because of its family friendly nature and because it is the closest bowling alley to Corl Street Elementary School. Bowling is something that children of all ages and abilities can do and enjoy with their families. Ten complimentary game cards and ten buy one game get one free cards were donated valued at $70.00. Our contact was the general manager at 814-237-1500.
Rapid Transit Sports of 115 S. Allen Street State College, PA was also solicited for prizes for the raffle. Rapid Transit Sports is a sports supply store and so was able to donate equipment that would encourage students to participate in physical activity. Terry Losch was our contact at 814-238-3831. He donated one youth soccer ball and one jump rope valued at $25.
Our biggest expense was predicted to be the arts and crafts table and our only donation for this was from Uncle Eli’s at 129 E. Beaver Avenue State College, PA. Uncle Eli’s was solicited because we had a three-week time frame. Its small local business nature allowed for a more personal and quicker sponsorship than one at a large chain store would allow. The manager allowed a store clerk to donate what she felt was needed to the event. The arts supplies donated added up to $29.41. The store’s phone number is 814-238-1987.
Pizza Hut of 760 S. Atherton Street State College, PA donated a pizza party for the winners of the Food Bank drive. This Pizza Hut’s close proximity to Corl Street Elementary School and its family-friendly nature was key to this solicitation. Shannon Nash, Restaurant General Manager, was the contact for this sponsorship at 814-237-8093. Four pizzas were donated for the pizza party with a value of $38.37.
Weis of 110 Rolling Ridge Drive donated a $10 gift card to the event. Small healthy snacks were needed for the participants at the event and by soliciting grocery stores we were able to have all of them donated. We had previous knowledge of Weis’ frequent contributions of $10 gift cards to local causes and with their many locations in the State College area, many families may be potential shoppers there. The general manager one duty was our contact here at 814-231-8397.
Another grocery store donation was by Giant of 255 Northland Center State College, PA. Again Giant has multiple locations in the State College area and many families may be potential shoppers. We had also been familiar with their equally generous donations of $10 gift certificates to local causes and were able to obtain one. This one was also used to purchase healthy snacks for participants. The general manager was our contact here at 814-237-1837.
Wegman’s of 345 Colonnade Blvd. State College, PA also donated to our event. Again we solicited Wegman’s for food for either participants or volunteers, depending on the donation. I had heard Wegman’s to be a charitable company. They also have many more food options and ready-made items if we did receive enough for food for the volunteers. With a $50 gift certificate donated we had more than enough to purchase food for volunteers and bought a party tray of subs. Our contact was the employee at the customer’s service desk who was the liaison between us and the board. Their number is 814-278-9005.
List of non sponsors.
The following businesses were solicited for donations, but did not contribute to our event:
• Best Buy
• EB Games
• Michael’s
• Target
• Mt. Nittany Wheelworks
• The Bicycle Shop
• Eddie’s Bicycles and Sport Equipment
• The Family Clothesline
• Penn Skates
• Ollie’s
• Home Delivery Pizza
• CVS
• Tuesday Morning
• Cici’s
• Subway
b. Sponsorship Letters.
Copies of sponsorship letters are located in Appendix E.
c. Thank You Letters.
Copies of Thank You Letters are located in Appendix F.
6. Marketing Plan
“Fall-Star Family Fun Day” was a closed event and was only for the students at Corl Street Elementary and their families. The purpose of the marketing plan was to get the attention of the students so they would come the event, as well as get them excited about it.
a. Description of Strategies Used.
1. Save The Date handouts will go to 100% of the students at Corl Street Elementary on October 21, 2008 in the students’ Friday take home folders
2. A full page handout will go to 100% of the students at Corl Street Elementary on November 7, 2008 in the students Friday take home folders
3. Intercom announcements will be made at the school every day during the week of November 3rd.
4. Flyers will be posted throughout Corl Street Elementary on November 3rd.
5. Kim will go to Corl Street Elementary either November 4th or November 6th to talk to the students about the event.
b. Marketing Plan.
|Marketing Plan for Corl Street |
|Broadcast / Electronic Media (TV, radio, Public Service Announcements (PSAs), CD ROMS, Electric Kiosks, Internet, List Serves) – Not using |
|Business |Contact Person |Phone |e-mail / webpage |# reached |Deadline |Person |Completion Date|
| | | | | | |Responsible | |
|Not Applicable | | | | | | | |
|Display Media (billboards, window displays, exhibits, point-of-purchase, posters, signs) |
|Business |Contact Person |Phone |e-mail / webpage |# reached |Deadline |Person |Completion Date|
| | | | | | |Responsible | |
|Corl Street |Margie Swoboda |814-231-6086 |mms11@ |200+ |10/29/08 |Kim | |
|Flyers around school |Kim Langhorst |412-352-8859 |kal5068@psu.edu | | | |11/4 |
|Print Media (brochures, newsletters, fliers, newspaper advertising, magazines, editorials, letters to the editor, yellow pages) |
|Business |Contact Person |Phone |e-mail / webpage |# reached |Deadline |Person |Completion Date|
| | | | | | |Responsible | |
|Centre Daily Times |Teresa Bonner (City Editor/Local News)|814-231-4624 |tbonner@ |800+ |11/5/08 |Kim |11/5 |
|To write a story about the event, not | | | | | | | |
|to promote the event | | | | | | | |
|The Daily Collegian |News Division |814-865-1828 |collegian@psu.edu. |800+ |11/5/08 |Kim |11/5 |
|Other / Public Relations (awards, citations, celebrities, spokespeople, contests, coupons, direct mail, information kits, logos, emblems, trademarks, news conferences, photographs, press releases, PSAs, |
|word of mouth) |
|Business |Contact Person |Phone |e-mail / webpage |# reached |Deadline |Person |Completion Date|
| | | | | | |Responsible | |
|Corl Street |Margie Swoboda |814-231-6086 |mms11@ |200+ |10/21/08 |Kim | |
|Save the Date Handouts on 10/24/08 |Kim Langhorst |412-352-8859 |kal5068@psu.edu | | | |10/21 |
|Corl Street |Margie Swoboda |814-231-6086 |mms11@ |200+ |10/31/08 |Kim | |
|Full page handout on 11/7/08 |Kim Langhorst |412-352-8859 |kal5068@psu.edu | | | |11/3 |
|Other / Public Relations (awards, citations, celebrities, spokespeople, contests, coupons, direct mail, information kits, logos, emblems, trademarks, news conferences, photographs, press releases, PSAs, |
|word of mouth) |
|Business |Contact Person |Phone |e-mail / webpage |# reached |Deadline |Person |Completion Date|
| | | | | | |Responsible | |
|Corl Street |Margie Swoboda |814-231-6086 |mms11@ |200+ |11/3/08 or |Kim |11/3 |
|teammates go to school |Kim Langhorst |412-352-8859 |kal5068@psu.edu | |11/5/08 | | |
c. Promotional Materials.
To promote the event, Kim started two weeks before the event and sent out a small flyer called “Save the Date” to the children and families. The flyer went in the children’s Friday folder to assure their parents would see it. On Tuesday, November 4th, Dan and Kim went to Corl Street to talk to every classroom about the event in hopes to get the children excited. While they were there, they put colorful flyers throughout the school. On Friday, November 7th, another “Save the Date” flyer went out in the children’s Friday folder. This flyer was full paged and had more graphics on it. Also there was PA announcements that were made the week before the event. All of the promotional materials were readable for children in grades K-5 to understand.
Refer to Appendix G for promotional materials used.
7. Equipment and Supplies
Below is a comprehensive list of all equipment and supplies used during the Fall Star Family Fun Day event. The items are broken up by their respective sections. Dollar values for every item are listed to the right of each table. Some items, such as all the gym equipment, did require an estimation of cost.
a. Equipment and Supply List.
Equipment & Supply list for Fall Star Family Fun Day
|Quantity |Item |Source |Have |Get |Who |Cost |
|REGISTRATION / WELCOMING AREA | | | |In-Kind |Out of |
| | | | | |Pocket |
|40 |Pens |Wal-Mart | |X |SH |$5.00 | |
|50 |Name Tags |Wal-Mart | |X |SH |$3.00 | |
|1 |Team Photo in Frame |Kathleen |X | |KR |$4.23 | |
|4 |Poster Boards |Wegman’s | |X |SH |$3.52 | |
|2 |Tables |SCAHS |X | |MS |$60.00 | |
|5 |Registration/ Participant Lists |Jen |X | |JK |$0.50 | |
|1 |Risk Management Plan |Kim |X | |KL |$0.20 | |
|1 |Volunteer List |Jen |X | |JK |$0.10 | |
|1 |Planner Responsibility List |Kim |X | |KL |$0.10 | |
|1 |First Aid Kit |Sarah |X | |SH |$10.00 | |
|1 |Scarecrow |Wal-Mart | |X |SH |$5.00 | |
|2 |Table Cloths |Wegman’s | |X |SH |$1.98 | |
|Quantity |Item |Source |Have |Get |Who |Cost |
|FOOD & BEVERAGE AREA | | | |In-Kind |Out of Pocket |
|4 |Teddy Graham Boxes |Ollie’s | |X |SH |$3.96 | |
|2 |Leaf Plate Packs |Ollie’s | |X |SH |$2.38 | |
|6 |Bags of Pretzels |Weis/ Giant | |X |SH |$19.00 | |
|1 |Hoagie Platter (Volunteers) |Wegman’s | |X |SH |$35.00 | |
|1 |Potato Chips |Wegman’s | |X |SH |$2.00 | |
|1 |Bag of Carrots |Wal-Mart | |X |SH |$1.00 | |
|1 |Table Cloth |Wegman’s | |X |SH |$.99 | |
|4 |Metal Bowls |Dan’s Apartment |X | |DW |$20.00 | |
|1 |Table |SCAHS |X | |MS |$30.00 | |
|1 |Water Cooler |Kathleen |X | |KR |$20.00 | |
|300 |Cups |Ollie’s | |X |SH |$7.45 | |
|2 |Bags of Ice |Weis | |X |DW | |$2.00 |
|Quantity |Item |Source |Have |Get |Who |Cost |
|PROMOTIONAL MATERIALS | | | |In-Kind |Out of Pocket |
|300 |Save the Date Fliers |SCAHS Print Shop | |X |MS |$15.00 | |
|300 |Friday Folder Fliers |SCAHS Print Shop | |X |MS |$30.00 | |
|25 |Color School Fliers |Kim | |X |KL |$6.25 | |
|1 |Morning Announcement Script |Kim |X | |KL |$0.10 | |
|Quantity |Item |Source |Have |Get |Who |Cost |
|ARTS AND CRAFTS | | | |In-Kind |Out of |
| | | | | |Pocket |
|3 |Glue Sticks |Uncle Elis/ Ollie’s | |X |DW |$2.57 | |
|5 |Brushes |Uncle Elis | |X |DW |$3.50 | |
|3 |Temporary paint |Uncle Elis | |X |DW |$8.37 | |
|1 |Sponge set |Uncle Elis | |X |DW |$9.99 | |
|1 |Pipe cleaners |Uncle Elis | |X |DW |$.99 | |
|3 |Construction paper |Uncle Elis/ Ollie’s | |X |DW |$1.59 | |
|1 |Pallet |Uncle Elis | |X |DW |$1.99 | |
|2 |Bags of Leaves |Sarah | |X |SH |$1.00 | |
|3 |Face Paint Kits |Wal-Mart | |X |SH |$7.41 | |
|2 |Bottles of Glue |Wal-Mart/ Weis | |X |SH |$1.00 | |
|2 |24 Count Crayons |Ollie’s | |X |SH |$1.44 | |
|4 |Markers- 10 Pack |Wal-Mart | |X |SH |$15.84 | |
|3 |Markers |Ollie’s | |X |SH |$5.25 | |
|3 |Tables |SCAHS |X | |MS |$90.00 | |
|Quantity |Item |Source |Have |Get |Who |Cost |
|HALLWAY | | | |In-Kind |Out of |
| | | | | |Pocket |
|4 |Streamers |Wal-Mart | |X |SH |$4.68 | |
|1 |Duct Tape |Wegman’s | |X |SH |$5.00 | |
|1 |Bed Sheet (Sign) |Ollie’s | |X |SH |$3.00 | |
|1 |Rules Poster |Kim | |X |KL |$7.00 | |
|1 |Schedule of Events Poster |Kim | |X |KL |$7.00 | |
|6 |Food Drive Boxes |Mike | |X |MR |$1.00 | |
|1 |Streamer Decoration |Wal-Mart | |X |SH |$3.99 | |
|4 |Board Games |Good Will | |X |DW | |$4.00 |
|2 |Tables |SCAHS |X | |MS |$60.00 | |
|Quantity |Item |Source |Have |Get |Who |Cost |
|BIG GYM | | | |In-Kind |Out of |
| | | | | |Pocket |
|20 |Flags for football |Kirk Hoover | |X |SH/KL |$20.00 | |
|3 |Footballs |Kirk Hoover | |X |SH/KL |$30.00 | |
|2 |Neft footballs |Kirk Hoover | |X |SH/KL |$10.00 | |
|4 |Kickballs |Kirk Hoover | |X |SH/KL |$20.00 | |
|2 |Yarn |Kathleen |X | |KR |$3.00 | |
|5 |Hula hoops |Kirk Hoover | |X |SH/KL |$5.00 | |
|10 |Basketballs |Kirk Hoover | |X |SH/KL |$50.00 | |
|30 |Bean bags |Kirk Hoover | |X |SH/KL |$15.00 | |
|15 |Bowling pins |Kirk Hoover | |X |SH/KL |$7.50 | |
|10 |Handkerchiefs |Kirk Hoover | |X |SH/KL |$5.00 | |
|1 |Large ball |Kirk Hoover | |X |SH/KL |$8.00 | |
|425 |Balloons |Wal-Mart | |X |SH |$18.16 | |
|1 |Karaoke Player (non-functioning) |Margie |X | |MS |$150.00 | |
|1 |Space Jam CD |Dan |X | |DW |$3.00 | |
|Quantity |Item |Source |Have |Get |Who |Cost |
|SMALL GYM | | | |In-Kind |Out of |
| | | | | |Pocket |
|20 |Chairs |SCAHS |X | |MS |$100.00 | |
|1 |Disney Music CD |Kim |X | |KL |$3.00 | |
|1 |Parachute |Kirk Hoover | |X |SH/KL |$100.00 | |
|40 |Cones |Kirk Hoover | |X |SH/KL |$80.00 | |
|1 |CD player |Dan |X | |DW |$150.00 | |
|3 |Frisbees |Kirk Hoover | |X |SH/KL |$3.00 | |
|4 |Jump ropes |Kirk Hoover | |X |SH/KL |$4.00 | |
|4 |Batons |Kirk Hoover | |X |SH/KL |$4.00 | |
|2 |Bats |Kirk Hoover | |X |SH/KL |$2.00 | |
|2 |Felt balls |Kirk Hoover | |X |SH/KL |$4.00 | |
|1 |Blow up ball |Kirk Hoover | |X |SH/KL |$2.00 | |
|Quantity |Item |Source |Have |Get |Who |Cost |
|RAFFLE | | | |In-Kind |Out of |
| | | | | |Pocket |
|1 |$10 Gift Card |2000 Degrees | |X |DW |$10.00 | |
|5 |2 Pretzel Dog/ 1 Soda Coupons |Philly Pretzel Factory | |X |DW |$25.00 | |
|2 |Kid’s Tie Dye Shirts |The Clothesline | |X |DW |$17.98 | |
|1 |Youth Soccer Ball |Rapid Transit Sports | |X |DW |$20.00 | |
|1 |Jump Rope |Rapid Transit Sports | |X |DW |$5.00 | |
|4 |Pizzas |Pizza Hut | |X |DW |$38.37 | |
|10 |Complimentary Bowling Passes |Northland Bowl | |X |SH |$35.00 | |
|10 |Buy 1 get 1 free passes |Northland Bowl | |X |SH |$35.00 | |
8. Event Logistics
Event logistics is the entire behind the scenes of the event. The logistics team of the event is responsible for having everything, every person, and every problem figured out before anything ever happens. The logistics team was responsible for the control and flow of the event, providing events to slow down or speed up the pace of the events. This might all be perceivable by the participants or parents of the participants of the event, however, the logistics team pays very close details to all facets of the event. Some of the basic things start from the schedule of events, rules for the events, event location(s), to easily overlooked things such as where is the first-aid kit, the fire extinguisher, and nearest exits in case of an emergency.
Logistics team is to provide the highest opportunity for entertainment for participants while mitigating as many problems (predicted and unseen), and how to deal with such problems as they arise.
a. Event Schedule for Participants.
REGISTRATION
Starts at 11:15 for volunteers, 12:45 for participants
Name/Grade/# of people (kids/adults)
Schedule of Events
Welcome Sign
Rights & Responsibilities (Rules)
Volunteer Registration Sign-in
SURVEYS
Pass out surveys at end (bring everyone together at the end for big event)
One person at registration table to pass out surveys if participants leave early
Events:
Big gym will have jump ropes, basketballs, footballs to play with for early arrivers.
|Time Start |Big Gym: 1 |Responsible |Big Gym: 2 |Responsible |
|1:05 |Start and Welcome |Dan, Kim M.C. | | |
|1:15 |Pomper Stomper |Anthony | | |
|1:30 |Freeze Tag |Dan? |Knockout |Anthony |
|2:00 |Flag Football |Dan? |Horse |Anthony |
|2:30 |Bean Bag Bowling |Anthony |Sharks & Minnows |Dan |
|3:00 |SPUD |Anthony | | |
|3:15 |3-Legged Race |Anthony | | |
|3:30 |Dizzy Bat Race | |Pass out surveys |volunteers |
|4:00 |Closing | | | |
|Time Start |Small Gym: 1 |Responsible |Small Gym: 2 |Responsible |
|1:30 |Musical Chairs |Mike |Free Play |Volunteer |
|1:45 |Red/Green Light, Simon Says |Mike |Free Play |Volunteer |
|2:00 |Jonas Brothers Dance |Kim, Sarah |Free Play |Volunteer |
|2:30 |Parachute games |Mike |Free Play |Volunteer |
|3:00 |Relay Races |Mike |Free Play |volunteer |
HALLWAY(All day)
Food (Water / Pretzels )
Craft Table: squirrel
Face Painting
Board Games
Refer to Appendix H for Pocket Size Schedule of Events given to planners/volunteers.
b. Participant Rights & Responsibilities.
RULES
This is an alcohol, drug, and weapon free zone.
Play fair and follow the rules of the game.
Play games you that you want to play, you do not have to do anything you do not want to do
Listen to the staff.
Keep your hands to yourself.
No Swearing.
Have FUN!
CONSEQUENCES
Participants not obeying rules of the staff will be warned on the first offense.
A second warning will be issued for any additional offense.
A third offense will result in time out of fifteen minutes.
Any other warnings, will talk to parents.
Any participant or staff member breaking the drug, alcohol, and/or weapon policy of the State College Area School District will face immediate expulsion from the event.
c. Schedule for Planners.
|Planner Schedule for Fall Star Family Fun Day |
| |Dan |Kim |Sarah |Mike |
| 10:00 |Arrive at High School |Arrive at High School |Arrive at High School |Arrive at High School |
| 10:15 |Meet with Team members to make sure we are all |Meet with Team members to make sure we are all|Meet with Team members to make sure we are |Meet with Team members to make sure we are all|
| |on the same page |on the same page |all on the same page |on the same page |
| 10:30 |Make sure the audio equipment for the |Make sure the audio equipment for the |Set up craft table |Set up activities for the small gym |
| |announcements is in order |announcements is in order | | |
| 10:45 |Help anyone that needs help setting up |Help anyone that needs help setting up |Set up craft table |Set up activities for the small gym |
| 11:00 |Check bathrooms to make sure they are good to |Decorate the gym and hall way |Decorate the gym and hall way |Make sure garbage cans are in place. |
| |go | | | |
| 11:15 |Volunteers arrive/ With Jen when introducing |Volunteers arrive/ With Jen when introducing |Volunteers arrive/ With Jen when |Volunteers arrive/ With Jen when introducing |
| |the planning committee to volunteers |the planning committee to volunteers |introducing the planning committee to |the planning committee to volunteers |
| | | |volunteers | |
| 11:30 |Put Food in order |Decorate the gym and hall way |Put Food in order |Make sure activities are ready in small gym |
| 11:45 |Put Food in order |Help anyone in need |Put Food in order |Make sure activities are ready in small gym |
| 12:00 |Check first aid kit |Provide food for volunteers |Provide food for volunteers |Answer any questions volunteers may have |
| 12:15 |Make sure volunteers are in place |Make sure volunteers are in place |Make sure volunteers know about the food |Make sure volunteers are in place in the small|
| | | |bank |gym |
| 12:30 |Make sure set up is complete/help anyone in |Make sure set up is complete/help anyone in |Make sure craft table is complete |Make sure set up is complete/help anyone in |
| |need |need | |need |
| 12:45 |Make sure set up is complete/help anyone in |Make sure set up is complete/help anyone in |Make sure set up is complete/help anyone in|Make sure set up is complete/help anyone in |
| |need |need |need |need |
|Planner Schedule for Fall Star Family Fun Day, Cont. |
| |Dan |Kim |Sarah |Mike |
| 1:00 |Event Starts/In Big Gym, announces Welcome |Event Starts/In Big Gym, announces Welcome |Event Starts/In big gym to hear Welcome |Event Starts/ In big gym to hear Welcome |
| |Statement |Statement |Statement |Statement |
| 1:15 |Floater to help where needed |Floater to help where needed |at craft table/Food Drive boxes |In small gym |
| 1:30 |Floater to help where needed |Floater to help where needed/take pictures |at craft table/Food Drive boxes |In small gym-musical chairs |
| 1:45 |Floater to help where needed |Floater to help where needed |at craft table/Food Drive boxes |In small gym |
| 2:00 |Floater to help where needed |Small Gym to Teach Dance |Small Gym to Teach Dance |In small gym |
| 2:15 |Floater to help where needed |Small Gym to Teach Dance |Small Gym to Teach Dance |In small gym |
| 2:30 |Check Garbage |Floater to help where needed |at craft table/Food Drive boxes |In small gym/Parachute |
| 2:45 |Floater to help where needed/take pictures |Floater to help where needed |at craft table/Food Drive boxes |In small gym |
| 3:00 |Go to Big Gym |Go to Big Gym |Go To Big Gym/ Pass out Surveys |Go To Big Gym |
| 3:15 |Announce What will be going on in Big Gym |Announce What will be going on in Big Gym |Collect Surveys/Give Raffle Ticket |Help Set up for Relay Races |
| 3:30 |Relay Races in Big Gym |Relay Races in Big Gym |Relay Races in Big Gym |Relay Races in Big Gym |
| 3:45 |Announce closing statement/Raffle winners |Announce closing statement/Raffle Winners |Help pass out prizes |Oversee the Gym |
| 4:00 |Event is over/Clean Up |Event is over/Clean Up |Event is over/Clean Up |Event is over/Clean Up |
| 4:15 |Clean up Food |Clean up Food |Clean up Craft table |Clean up activities in small gym |
| 4:30 |Help Clean, where needed |Gather Food from Food Drive |Gather Food from Food Drive |Clean up activities in small gym |
| 4:45 |Take out trash |Help Clean, where needed |Help Clean, where needed |Take Food from Food Drive |
|Planner Schedule for Fall Star Family Fun Day, Cont. |
| |Anthony |Jen |Lindsey | |
| 10:00 |Arrive at High School |Arrive at High School |Arrive at High School | |
| 10:15 |Meet with Team members to make sure we are |Meet with Team members to make sure we are |Meet with Team members to make sure we are | |
| |all on the same page |all on the same page |all on the same page | |
| 10:30 |Set up actives in big gym |Set up registration |Help anyone that needs it | |
| 10:45 |Set up actives in big gym |Set up registration |Help anyone that needs it | |
| 11:00 |Decorate the gym and hall way |Decorate the gym and hall way |Decorate the gym and hall way | |
| 11:15 |Volunteers arrive/ With Jen when introducing|Volunteers arrive/ Introduce the planning |Volunteers arrive/ With Jen when introducing| |
| |the planning committee to volunteers, give |committee to volunteers, give name tags to |the planning committee to volunteers | |
| |name tags to volunteers |volunteers | | |
| 11:30 |Show volunteers the facility |Show volunteers the facility |Help anyone that needs it | |
| 11:45 |Overview of Event, Rules, and Risk |Overview of Event, Rules, and Risk |Put Food in order | |
| |Management to Volunteers |Management to Volunteers | | |
| 12:00 |Provide food for volunteers |Provide food for volunteers |Help with volunteers | |
| 12:15 |Answer any questions volunteers may have |Answer any questions volunteers may have |Help with volunteers | |
| 12:30 |Make sure volunteers are in place in the big|At Registration, participants may come early|Help with volunteers | |
| |gym | | | |
| 12:45 |Make sure set up is complete/help anyone in |At Registration, participants may come early|Make sure set up is complete/help anyone in | |
| |need | |need | |
| 1:00 |Event Starts/ In big gym to hear Welcome |Event Starts/ In big gym to hear Welcome |Event Starts/ In big gym to hear Welcome | |
| |Statement |Statement |Statement | |
| 1:15 |In Big Gym-Pomper Stomper |At Registration |Help Anyone in need | |
| 1:30 |In Big Gym-Freeze Tag |At Registration |Help Anyone in need | |
|Planner Schedule for Fall Star Family Fun Day, Cont. |
| |Anthony |Jen |Lindsey | |
| 1:45 |In Big Gym |At Registration |Help Anyone in need | |
| 2:00 |In Big Gym-Basketball games |At Registration/Craft Table |Help Anyone in need | |
| 2:15 |In Big Gym-Bean Bag Bowling |At Registration/Craft Table |Help Anyone in need | |
| 2:30 |In Big Gym |At Registration/Craft Table |Help Anyone in need | |
| 2:45 |In Big Gym |At Registration/Craft Table |Help Anyone in need | |
| 3:00 |Go to Big Gym |Go to Big Gym/ Pass out Surveys |Go to Big Gym | |
| 3:15 |Help Set up for Relay Races |Collect Surveys/Give Raffle ticket |Help Anyone in need | |
| 3:30 |Relay Races in Big Gym |Relay Races in Big Gym |Help Anyone in need | |
| 3:45 |Help pass out prizes |Help pass out prizes |Help Anyone in need | |
| 4:00 |Event is over/Clean Up |Event is over/Clean Up |Event is over/Clean Up | |
| 4:15 |Clean up Big Gym |Clean Up Registration/Craft Table |Help Clean, where needed | |
| 4:30 |Clean up Big Gym |Clean Up Registration/Craft Table |Help Clean, where needed | |
| 4:45 |Clean up Big Gym |Clean Up Registration/Craft Table |Help Clean, where needed | |
h. After the event,
All the planners were very organized. We did not follow the planner schedule to the fullest, but all the planners were doing something at all times.
a. Registration and Customer Relations.
When participants enter our Fall Star Family Fun Day Event, they will be greeted by a table of volunteers and one team member running the registration table. The registration table will have an information sheet which participants will be required to fill out. This information sheet will ask for the family’s name, what grade the student(s) are in, and how many adults or siblings under the age of 5 are participating. The time of arrival and exit for each participant will also be recorded. Our group decided to register participants by which student they are attending with to record what grade has the most students attending. Our event is a “come and go as you please” set up, so participants may leave the event and return, as well as register at any time throughout the day.
Our event does not cost anything to the participant, so money collecting will not be necessary. The limit of people in our event will be the number of people which can fit in our facility while still falling within fire codes. Since we have ample space and a variety of activities going on throughout the day, the limit should not be reached. At registration, we will have a list of the activities going on throughout the day and where they will take place, our rights and responsibilities of participants at the event, notification that no food or drink will be allowed in gymnasium areas, and raffle tickets and information about prizes for anyone who registers. The layout of the facility will also be posted on a large poster board at the registration table, so people have a general idea of how our event is physically set up. Our event is also having a food drive at the event. Students will turn in their items at the registration table to be placed in boxes designated by grade. Therefore, we can efficiently keep track of which grade has the most donations to determine who will win the overall prize at the end of the food drive.
Refer to Appendix I for registration materials.
After the event:
After the event, participants were thanked for attending the event when they turned in their survey, as well as on their way out. If people left early there were two people at the registration table to thank participants on their way out. We also had closing announcements where participants were thanked for coming and prizes were distributed from the raffle. Our team was effective in thanking participants because we had many volunteers to help us and the organization to ensure that we had different team members in various areas to greet and thank guests.
9. Staffing Plan
For our event, we divided responsibilities by location in the facility. This applied to both event planner job descriptions, as well as volunteer job descriptions. By doing this, we were able to have one person responsible for a certain area and volunteers were able to have one or two planners to report to.
a. Event Planner Job Descriptions.
Dan will be one of the MCs for our event. When the opening announcements occur, Dan will go over the schedule of events, safety information, and introductions of our planning team with the participants. Dan will be in charge of checking on every part of the event. He will do the most “running around” of all of us to ensure that all parts of the event are running smoothly.
Kim will also be an MC for the event. She and Dan will run the opening and closing portions of our program. Kim will also be instructing a dance session with anyone who wishes to participate. After Kim does the dance with participants, she will also be a floater to help out where needed. At the end of the event, she will perform the dance with the students she taught and help with the raffling off of prizes.
Sarah will be in charge of the volunteers for the craft table and also help Kim teach the dance to participants. While Sarah is away, Jen will watch both the registration table and the craft table. Sarah will be in charge of the proceedings in the main hallway. She will also be the point person for anything involving the food drive. At the end of the event, Sarah will be responsible for collecting the surveys as people leave.
Mike will be in charge of activities being held in the small gym. He will also be the resource person for volunteers in that area. At the beginning, Mike will help with the volunteer orientation. Mike will be responsible for distributing the surveys to participants with the help of the team and volunteers and will compile the results.
Anthony will be in charge of activities taking place in the large gym. He will be responsible for the volunteers in this area as well. Anthony will help with orientation of the volunteers. He will help distribute and collect surveys at the end, as well as assist with the raffle and distribution of prizes.
Jen will be in charge of registration, and the volunteers who are working the registration tables. When Sarah goes to help Kim with the dance portion, Jen will be responsible for the craft table as well. Jen will be responsible for counting the food drive donations and relaying the information to Sarah who will announce it to the participants. Jen will be thanking people by the doorways on the way out and reminding them to turn in their survey before they leave.
b. Volunteer Training Plan & Agenda.
Our volunteers will be recruited from organizations on campus, as well as athletic teams. We will need 3 Volunteer Registration Assistants to help with the Registration Table, 12-14 Sport Activity Volunteers to help with gymnasium activities, 4 Craft Table and Face Painting Volunteers to run the craft table and paint faces. Overall, we will need about 21 volunteers. Job responsibilities will be communicated to them through volunteer job descriptions and having a single reference person in charge of that area from our planning team to show them what they will be doing and answer any questions.
All volunteers need to know safety information, emergency numbers, and where exits are located. Volunteer Registration Assistants will need to understand the registration process, how the food drive works, and be knowledgeable of the event since they are at the door. All volunteers need to know the layout of the facility, where restrooms are located, and be able to direct participants to the different activity areas. Each volunteer will receive a schedule of events to have on them at all times with emergency phone numbers and an image of a general map of the facility.
Volunteer Training Agenda.
Date: November 9, 2008
Time: 12:00 pm (Noon)
Location: State College Area High School, North Building
653 Westerly Parkway State College, PA 16801
Game Plan
• Planning Committee Introductions (Jen)
o All committee members present
• Distribution of nametags and markers to all volunteers (Jen)
• Distribution of Facility Layout Plan, Event Schedule, and Emergency Numbers sheet (Anthony)
• Overview of Event, Rules, and Risk Management information (Jen)
• Tour of facility (Jen and Anthony)
--- At this point our volunteers will be separated into their respective assignment groups---
• Volunteer Registration Assistants (Jen)
o Show Registration Materials
o Overview of Food Drive collection
o Give Registration Assistants answer sheet to questions that may be frequently asked
o Answer any questions
• Sport Activity Volunteers- Big Gym (Anthony)
o Show where equipment is located
o Go over event set up
o Answer any questions
• Sport Activity Volunteers- Small Gym (Mike)
o Show where equipment is located
o Go over event set up
o Answer any questions
• Craft Table and Face Painting Volunteers (Sarah)
o Give Volunteers all craft materials
o Show how each craft is made
o Have image sheets available for face painters
o Answer any questions
After the event,
The training agenda for volunteers was pretty well followed at our event. We decided that the volunteers only needed copies of the tentative event schedule, not the layout or Emergency numbers because the layout was fairly simple and the only number we had as an Emergency number is 911. If we were doing it over, I would have split the volunteers into their separate areas to begin with and have each different person they were to report to give them the overview of information they needed to know. It was difficult leading that many volunteers around the area and talking at the same time. Overall, our training was effective. Very few people had questions and any questions they had, we were able to answer.
. c. Volunteer Job Descriptions.
Volunteer Registration Assistants needed to help with the Fall Star Family Fun Day on Sunday, November 9th. Friendly individuals who are comfortable talking with a variety of ages are needed to welcome event participants, register participants, distribute written and verbal information about the event, and direct them to the various areas where activities will be taking place. At the end of the event, Registration Assistants will help the planning committee distribute surveys to participants to evaluate the event and thank them for coming. Registration Assistants need to be able to efficiently record information and have good communication skills. Registration Assistants will report to Jennifer Ketchum. Time Commitment: 30-minute orientation prior to event at 12 pm (noon), attend event from 12:30pm-4pm. Attire: Jeans, t-shirt, and sneakers. Contact Jennifer Ketchum at jlk5094@psu.edu or by phone at (716) 753-0210 to sign up.
Sport Activity Volunteers needed to assist with the Fall Star Family Fun Day activities on Sunday, November 9th. Activities which Sport Activity Volunteers will be helping facilitate range from jump roping, to musical chairs, to relay races and flag football. Outgoing and enthusiastic individuals who are comfortable participating in physical activities with both children and adults are needed to participate in activities, help with crowd control, answer participant questions about rules for activities, and direct participants to the different areas where activities will be taking place. At the end of the event, Sport Activity Volunteers will assist the planning committee to distribute surveys to participants to evaluate the event. Sport Activity Volunteers should be healthy to fully participate in physical activities. Sport Activity Volunteers will report to Anthony Basciano. Attire: Sneakers, T-shirt and comfortable pants or jeans. Time Commitment: 30-minute orientation prior to event at 12 pm (noon), attend event from 12:30pm-4pm. Contact Jennifer Ketchum at jlk5094@psu.edu or by phone at (716) 753-0210 to sign up.
Craft Table and Facepainting Volunteers needed to help with the Fall Star Family Fun Day on Sunday, November 9th. Creative individuals who are willing to share their talents are needed to help children and adults make various crafts throughout the event, paint faces with fall themed images, help decorate food drive donation boxes, monitor supplies being used, and clean up any spills or accidents at the table. At the end of the event, Craft Table Volunteers will be responsible for packing up and recording any materials gone unused and thank participants as they leave. Craft Table Volunteers should have artistic skills and be comfortable speaking with people of all ages. Craft Table Volunteers will report to Sarah Haas. Attire: Jeans and T-shirt. Time Commitment: 30-minute orientation prior to event at 12 pm (noon), attend event from 12:30pm-4pm. Contact Jennifer Ketchum at jlk5094@psu.edu or by phone at (716) 753-0210 to sign up.
Refer to Appendix J for volunteer sign in sheet.
10. Facility Layout
The facility used for our event was divided into three main areas; the big gym, small gym, and hallway. Both gyms had various physical activities taking place in them, while the hallway was used for quieter board games, face painting, and crafts. The main hallway was also used for registration, the food drive boxes, snack area, and coat storage. This set up worked out in our favor to keep activities going on in all areas and to organize participants.
a. Description.
The event for Corl Street Elementary takes place at State College Area High School. The high school is located approximately two miles from campus, on Westerly Parkway. The easiest way to access the school is by car, but public busses do access the area. The high school is completely wheelchair accessible. There are extremely low-grade ramps to enter the school and all areas that will be used for the participants are on the same level. Parking is available adjacent to the school at no cost, and handicapped spaces are available. Additional parking, if needed, is available across the street at the South Building of the school. Large public restrooms are available directly across the hall from the main gym, in a very central location for the Corl Street activities. Cleaning will mainly be handled by the school custodial workers, but brooms and mops are available near the gym for basic clean-up. Garbage and recycling bins are handily available and will be placed throughout the facility for easy access to all participants. There should be a low output of garbage, but extra can liners are available. The only areas inaccessible by child participants are the athletic locker rooms and the track above the main gym. Adults may access the area to observe the activities, but unsupervised children may not use the space. Participants may store their belongings on the large seating area in the main hallway. A volunteer or team member will always be near the area to assure no items are taken by accident.
There are two gyms available for the event; a large and small. Their dimensions are 8,500 and 5,000 square feet, respectively. Both can be used for activities, and the small gym can be sectioned off to be used as storage. A sound system is available for use, and does accept compact discs. Margie is the person of contact for this, and the only special concern is that all music must be screened for age-appropriate material. The zoning capacity is 3,500 for all three areas, so this should be no issue for the Corl Street event. There are fire extinguishers in all areas of the facility. The team will need to find and provide a first aid kit, as there is not one readily available. In the event of weather the team will need to notify Corl Street’s Principal, who has access to a system that informs all parents of the event’s status. In the case of a natural disaster the small gym can be used as a shelter. For any other evacuation all children should meet up with their parents and evacuate to their cars.
b. Facility Layout. Refer to Appendix K.
After the event,
We basically followed our facility layout drawing, but we did change the set up of the tables in the craft area slightly. We also moved the prize table off the side to make more room and make it easier for participants to move through the main hallway. I would recommend planning this in advance, as well as have an extra table available if athletes are expected. We had to pull one of our game tables to use it for autographs, which never happened, but we needed to have it available in case. Everything flowed very well with these slight modifications. The layout was very conducive to our event.
11. Risk Management Plan
The risk management plan is our way of negating and necessary and unnecessary risk. It is was of providing a complete overview of the event, from when doors open to when they close, and everything that can go wrong. The risk management plan is our way of dealing with or preventing any risks that could arise by having a plan for anything that could happen. Below are the rules for the event, the facility and equipment safety checklist, and the actual risk management plan.
a. Participant Rules and Policies.
The participant rights and responsibilities was one of the posters we had as the participants came in to the gym. It was pointed out to them at the Registration Table to read over. In addition, during the introduction of our event, with the greetings, we went over the rights and responsibilities verbally and presented the poster as well for the participants to follow along with.
b. Facility and Equipment Safety Checklist.
The facility, the North Gym of the State College High School, was well prepared for almost any emergency. There were numerous fire extinguishers, fire alarms, and emergency exits.
| |Who is Responsible? | | |
|Items to be Checked for Safety | |Π |Comments |
|First Aid Kit fully equipped, accessible |Sarah |Π |AED located on main floor between two gyms |
| | | |(if needed) |
|Fire extinguisher visible, free of obstructions |Mike |Π |Numerous fire extinguishers accessible |
|Refrigerator cold |n/a | |Not needed |
|Participant Rules visibly posted |Jen |Π | |
|Clean up materials available |Mike |Π |Help from Janitorial staff |
c. Overall Risk Management Plan.
| |Level of |Management Plan |Contingency Plan |
|Identified Risks |Risk |(steps taken prior to event |(planned response |
| |(low, medium, |to minimize risk) |during event) |
| |high) | | |
|Bad weather |low |Watch weather forecast days leading to |End event early – send people home if |
| | |event |weather becomes too dangerous for people |
| | |Advertised snow date on flyers |to drive home. |
| | |Pre-approved snow date with school | |
| | |Send out message through radio/website if| |
| | |cancellation does occur. | |
|Dangerous Equipment |low |Minimal need of electrical outlets |Disconnect equipment (Nintendo Wii) if |
| | |Keeping electrical equipment away from |needed |
| | |gyms |Use appropriate fire control if fire |
| | | |starts: extinguisher, evacuation plan, |
| | | |etc. |
|Overcrowding |low |Ample space provided for (2 large gyms, |Turn people away if they are not |
| | |hallway) |associated with Corl. Street Elementary or|
| | | |volunteering for event or media coverage |
|Poor Management |low |Send out volunteer descriptions |Adjustment to event timetable as necessary|
| | |Volunteer orientation before event starts|Contacting other group members/volunteers |
| | |Slips handed out to volunteers with phone|to fix situations |
| | |numbers of group, Margie Swoboda's |Switch assignments as necessary |
| | |number, and emergency numbers | |
| | |Activity plan laid out for event and | |
| | |shared with the group | |
| | |Wear coordinating shirts to identify | |
| | |members in charge | |
| | |Have “roving” members to monitor and | |
| | |assist with activities | |
|Participants under influence of alcohol |low |Encouraging promotion of family event |Expulsion of event immediately with |
|or drugs | |Scan at registration for adults/parents |further action taken as needed |
| | |under the influence | |
| |Level of |Management Plan |Contingency Plan |
|Identified Risks |Risk |(steps taken prior to event |(planned response |
| |(low, medium, |to minimize risk) |during event) |
| |high) | | |
|Planners or volunteers under the |medium |No smoking, drinking, druguse, reminders |Expulsion of event immediately |
|influence of alcohol or drugs | |will be passed out to volunteers |Notification to authorities if dangerous |
| | |(school-zone) |situation occurs |
| | |Reminder sent out via email prior to |356ers under the influence will need to |
| | |event reminding volunteers that being |retake the class |
| | |under the influence is not allowed, along| |
| | |with consequences of such behavior | |
|Staff (also volunteers) without adequate|low |Reminder of appropriate attire and |Re-assign volunteers to more appropriate |
|training | |behavior (no swearing for example) |areas if volunteers are inappropriately |
| | |Orientation given prior to event |matched to a segment |
| | |Emails sent out prior to event to help |Re-assign volunteers if more help is |
| | |with basic descriptions of activities |needed in a different section of the event|
|Terrorism |low |Notification of emergency plan to all |Enactment of emergency evacuation |
| | |staff/volunteers prior to start of event |plan/contacting emergency services |
| | |Watch for suspicious behaviors |Take registration materials if needed to |
| | | |evacuate – can do head count |
|Fighting |medium |Volunteers will be in charge of |Using the guidelines as required via the |
| | |activities and asked to monitor |Rules/Consequences policy |
| | |competitiveness | |
| | |Display and understanding of rules of the| |
| | |event along with consequences with | |
| | |breaking event rules | |
|Food spoilage |low |Appropriate holding containers for food |Toss food if it starts to turn bad |
| | |as necessary | |
|Food allergies |low |Provide alternatives to donated food |Have appropriate medical |
| | |items |attention/medicines ready |
| | |Have ingredient lists for food provided |Call 911 |
| | |to participants | |
| | |Be aware of symptoms of allergic | |
| | |reactions | |
| |Level of |Management Plan |Contingency Plan |
|Identified Risks |Risk |(steps taken prior to event |(planned response |
| |(low, medium, |to minimize risk) |during event) |
| |high) | | |
|Non-custodial parent |medium |Registration will screen all those not |Expulsion from event and notification of |
| | |associated with Corl St. or not a |authorities if necessary |
| | |volunteer | |
| | |All volunteers will wear name tags | |
| | |If parent drop off child without | |
| | |attending the event themselves, they must| |
| | |designate another adult who is permitted | |
| | |to take their children home. Info will | |
| | |be on registration materials | |
|Blocked exits |low |Posting of emergency exit routes (already|Use alternate routes as necessary to leave|
| | |in place? - double check this) with |building in case of emergency |
| | |alternate routes highlighted | |
| | |Volunteers aware of all exits/entrances | |
| | |to building and gym areas | |
|Power outage |low |Follow building policies |Volunteers/Staff lead students to holding |
| | |Alert volunteers of appropriate action |area (gym) until all students are |
| | |during orientation |accounted for. If parents are there, they|
| | |School has back up power generators that |may leave. |
| | |will kick on |Call guardians of those without parents |
| | | |there to have taken home |
|Phone outage |low |All group members have cell – phones, |If parents are not staying with child at |
| | |numbers passed out during orientation |activity, provide an alternative number to|
| | | |call if asked for |
|Injured Participant |medium |Have medical nurse/area set up |Move injured kid away from activity area |
| | |Have appropriate medical supplies ready |to quieter area (depending on severity of |
| | |before event |injury) |
| | |Plan activities that are safe |First-aid treatment if necessary (CPR/AED |
| | |Go over rights and responsibilities with |Trained persons – AED available) |
| | |participants |Call 911 if needed |
| |Level of |Management Plan |Contingency Plan |
|Identified Risks |Risk |(steps taken prior to event |(planned response during event) |
| |(low, medium, |to minimize risk) | |
| |high) | | |
|Fire |low |Posting of emergency routes |Evacuate building following school plan |
| | |Training of staff/volunteers during |Use registration materials (take with) to |
| | |orientation of emergency evacuation |do head counts |
| | | |Use fire extinguisher |
| | | |(staff/volunteer/adult only) if |
| | | |appropriate |
| | | |Notification of emergency services |
| | | |(automatic if school alarm goes off) |
|Weapons on premises |low |All staff/volunteers warned prior to |Expulsion from event |
| | |event and during orientation, no weapons |Appropriate follow up disciplinary actions|
| | |are allowed in person or in car |as necessary |
| | | |If dangerous situation, follow evacuation |
| | | |plan, Alerting of emergency services |
|Access to medications |low |Parents are responsible for dispersing |Basic first aid kit at registration by |
|(OTC or prescribed) | |medications |volunteers there with instructions left by|
| | | |parents |
d. Release Forms / Waivers (if applicable).
Waivers were not necessary for our event. There is a perceived inherent risk when participants are running around, it's possible for small injuries to be sustained (cuts, bruises). However, it was deemed unnecessary to provide release forms or waivers in consultation with our agency contact.
12. Budget
The budget for the Fall Star Family Fun Day consisted of the various categories. These categories were personnel, travel, food and beverage, promotional materials, equipment and supplies, prizes and giveaways, and facility use. Our sponsorship committee did an excellent job to have most costs covered. All personnel were volunteers. The following budget summarizes what it would have cost to put on this event without the help of sponsors, volunteers and donations.
a. Budget Spreadsheet
Budget for Fall Star Family Fun Day
|Personnel |Cost |
|# Hours / semester|Event Planners |Job Title |In-Kind |Out of Pocket |Total |
|65.75 |Anthony |Big Gym |657.50 |
| |Basciano | | |
|Travel 217.5 miles @ .445 / mile |96.79 |0.00 |96.79 |
|Food & Beverage |141.78 |2.00 |143.78 |
|Promotional Materials |51.35 |0.00 |51.35 |
|Other Equipment & Supplies |1415.90 |4.00 |1419.90 |
|Prizes & Giveaways |186.35 |0.00 |186.35 |
|Building & Facility Use |175.00 |0.00 |175.00 |
|INCOME (# participants at $) |0.00 |0.00 |0.00 |
|TOTAL |8992.17 |6.00 |8998.17 |
b. Budget Narrative.
Personnel: There were six event planners on our team. Each planner worked an average of 88.25 hours @ $10 per hour for a grand total of $5,295.00. We also had 25 volunteers at our event who each worked an average of 3.36 hours @ $8 for a total of $672. The team also had the help of Lindsey Vida (our peer mentor), Margie Swoboda and Kirk Hoover (our agency contacts), and Kathleen Raupach (the RPTM 356 instructor). Lindsey worked 44 hours @ $12.00 for a value of $528.00. Margie and Kirk worked for 25 hours @ $17.00 for a value of $425.00.
Travel: The team attempted to split up driving for the event as evenly as possible. Luckily the entire team had cars, and all members did drive at one point throughout the planning process. As expected, Dan and Sarah did a considerable amount more driving on the sponsorship committee. However, the other members of the team did try to step up and drive whenever they could. In total, the team drove 217.5 miles at $0.445 per mile for a value of $96.79.
Food and Beverage: Refreshments were a relatively simple affair at the event. The team used a combination of the school district’s $150.00 budget and gift card donations from Giant, Weis, and Wegman’s. With the donation from Wegman’s the team bought the sandwich platter which was used to feed the volunteers for the event. The only other food available at the event was pretzels in bowls for all participants to enjoy. The only items that came as an out of pocket expense were two bags of ice that Dan bought from Weis on the day of the event. The total value of all food and beverage was $143.78
Promotional Materials: Most of the promotional materials were given in-kind by Margie. She used her resources at the State College High print shop to get all of our fliers and hand-outs printed for free. Kim also used her work resources to have some wall-fliers and our posters for the event printed out. Only the event posters cost money, which was covered by our $150.00 budget. The total value of our promotional materials was $51.35
Other Equipment and Supplies: The vast majority of items under this category are gym equipment. All of the gym equipment was loaned to us, in-kind, by the Corl Street gym teacher- Kirk Hoover. Other supplies included in this category were arts and crafts and the stereo equipment used at the event. The only items to come as out of pocket were four board games that Dan purchased at the State College GoodWill. The total value of equipment was $1419.90.
Prizes and Giveaways: There were some prizes and giveaways at the event. All of these were obtained by the sponsorship committee through the solicitation of businesses. Prizes varied from passes for free bowling at Northland Bowl to free pretzel dogs from Philly Pretzel Factory. The total value of all prizes and giveaways was $186.35
Building and Facility Use: The team did not have to rent the venue, though Margie informed the members that it would have cost $175.00 to rent the facility to the public.
13. Evaluation
The surveys were used to gather data from respondents in order to measure the outcome of our goals and objectives. The data was entered into SPSS, a statistical software, and analyzed to determine if our goals and objectives were met. Cross-tabulations were also run to compare responses to the demographics. The results of this analysis are included below.
a. Survey Instrument.
The survey was handed out to participants after we had gathered them all back into the gym for the closing activities. Volunteers and team members handed out the questionnaires and pens and pencils to participants and helped them as needed. Once the participant handed their questionnaire back to a volunteer they received a raffle ticket that would be entered into the raffle at the end of the event. A blank questionnaire is included in Appendix H. The completed questionnaires are also included in Appendix H.
b. Review of Goals & Objectives.
Outcome Objective 1: Fifty percent of participants at the Fall-Star Family Fun Day for Corl Street will report that they have learned a new game, dance, or skill as measured by the final survey.
Result: Seventy-three percent of respondents at the Fall-Star Family Fun Day for Corl Street reported that they had learned a new game, dance, or skill on the final survey.
Outcome Objective 2: Forty percent of participants at the Fall-Star Family Fun Day for Corl Street will be able to identify two facts about the State College Area Food Bank as measured by a final survey.
Result: Fifty percent of respondents at the Fall-Star Family Fun Day for Corl Street were able to identify two facts about the State College Area Food Bank on the final survey.
Outcome Objective 3: Fifty percent of participants at the Fall-Star Family Fun Day at Corl Street Elementary will report an increase in the bond between themselves and another person (i.e. friend, parent, child) as measured by a final survey.
Result: Ninety-five percent of respondents at the Fall-Star Family Fun Day at Corl Street said that they played with either a friend or family member. Seventy-one percent of respondents said that they played or talked to someone that they do not usually play with or talk to.
Process Objective #1: A team of RPTM 356 students will plan, promote, implement and evaluate a Fall-Star event for Corl Street Elementary School on November 9th, at State College High School Gymnasium as measured by the participation and final survey of the K-5 participants with their family.
Result: The Fall-Star Family Fun Day was held on November 9th, 2008 from noon to 3 pm. Over 150 participants attended the event and most outcome objectives and process objectives were reached.
Process Objective #2: Between 20 and 24 students from each grade at Corl Street and their parents (except for 11 from fourth grade) will attend the Fall-Star Family Fun Day event on November 9th, at State College High School Gymnasium as measured by day of event registration.
Result: Although we did not reach this goal we had no less than 50% of our goal attend for each grade. Ten kindergarteners attended, 17 first graders, 11 second graders, 15 third graders, eight fourth graders, and ten fifth graders. We also had 23 under five-year-olds, seven sixth through twelfth graders, and 49 adults.
Process Objective #3: We will have save-the-date flyers out to 100% of the students at Corl Street Elementary School, by October 31, 2008 as reported by the school.
We will have intercom announcements at the school every day during the week of November 3rd as well as give a talk to every class during this week as reported by the school and our records.
Result: Save the date flyers were sent home in Friday folders on October 31, 2008 and large print flyers on November 7, 2008. The school secretary also made intercom announcements during the week of November 3rd. Also during this week, team members went to talk to each grade about the event.
Process Objective #4: We will spend no more than $200 of donated and sponsored items as documented in receipts and budget summary.
Result: A total of $125 was spent beyond what was donated to the event. The funding from the health department of State College Area School District covered this.
Process Objective #5: At the end of the event 50% of Fall-Star Family Fun Day participants will indicate a satisfaction level of 7 or higher on a scale of 1-10 (10 being the highest) as measured by the final survey.
Result: At the end of the event 97% of respondents indicated a satisfaction level of 7 or higher on a scale of 1-10 (10 being the highest) as measured by the final survey. Fifty-eight percent of respondents indicated a satisfaction level of 10.
Process Objective #6: All volunteers for the event will receive a full orientation on activities, responsibilities, and safety before the Fall-Star Family Fun Day event on November 9th and a quick review no later than one hour before the start of the event as measured by a roster.
Result: All volunteers relieved a detailed e-mail about the activities, responsibilities, and safety on the Friday before the event. They also received a tour, run-through, and reminder on responsibilities and safety an hour before the start of the event.
Process Objective #7: We will have obtained at least five donations to raffle off at the end of the Fall-Star Family Fun Day event by November 3rd, 2008 as measured by confirmations from the donors.
Result: Twenty donations to raffle off at the end of the Fall-Star Family Fun Day event were obtained by November 3rd, 2008. Some of these were combined to make gift packages. Ten additional prize coupons were also obtained as prizes for game winners.
Process Objective #8: The students of Corl Street Elementary will donate 55 items for the Thanksgiving food drive by the end of the Fall-Star Family Fun Day event as measured by a count of the items.
Result: The students of Corl Street Elementary donated 76 items to the Thanksgiving food drive.
Refer to Appendix L for completed surveys.
c. Survey Results.
Sixty-two of the 159 participants (39%) completed and returned their questionnaires. Of these questionnaires, one response to question one on demographic was invalid as well as one response to grade level. Two responses to gender and one to if you played with or talked to someone you do not usually were also invalid. There were no invalid answers to how much fun they had. It is difficult to know if the questions on if you learned something new and on if you played with a friend or family member had been skipped or if they had been left blank because they had not done so. For analysis purposes, these blanks were considered to be because they had not done so.
Of those that responded to the survey, 53% were female (n = 32) and 47% (n = 28) were male. Thirty-two reported they were representative of Kindergarten (were in Kindergarten or had a child in Kindergarten). Eighteen reported they were representative of 1st grade, 41 of 2nd grade, 17 of 3rd grade, six of 4th grade, and 12 of 5th grade. Twenty-eight respondents reported they were a student (46%), five a sibling (8%), 26 a parent or guardian (43%), one a grandparent (2%), and one an other (2%).
There were many invalid answers on the open questions “What was your favorite part of the event?” and “What would have made it better?” Some responses to the second question were infeasible such as “tackle football” and “cake.” Others were left blank. One of the more feasible responses was more activities for the preschool-aged siblings. A few respondents said that the entire event was perfect, which others responses on the favorite part ranged from the Jonas Brothers dance to basketball.
As stated in the review of the goals and objectives, seventy-three percent of respondents at the Fall-Star Family Fun Day for Corl Street reported that they had learned a new game, dance, or skill on the final survey. Out of the twelve respondents that reported learning a new sport, nine of them were students (75%), two were parents (17%), and one was a grandparent (8%). Out of the 15 respondents that reported learning a new dance, six were students (40%), one was a sibling (7%), seven were parents (47%), and one was a grandparent (7%). Out of the 11 that reported learning a new way to do something, nine were students (82%), and two were siblings (18%). Out of the 36 that learned a new game, 20 were students (56%), two were siblings (6%), 13 were parents (36%), and one was a grandparent (3%). Out of those that learned to draw, seven were students (58%), two were siblings (17%), and three were parents (25%).
Also stated in the review of the goals and objectives, at the end of the event 97% of respondents indicated a satisfaction level of 7 or higher on a scale of 1-10 (10 being the highest) as measured by the final survey. Out of the 58 percent of respondents that indicated a satisfaction level of 10 (n = 35), 51% were students (n = 18), 6% were siblings (n = 2), 40% were parents (n = 14), and 3% were grandparents (n = 1). Seventy-five percent were also female (n = 24) and 43% were male (n = 12).
Refer to Appendix M for full cross-tabulation results.
Reflect
The survey results show that Fall-Star Family Fun Day was a successful event. Although only 39% of participants filled out a survey, we feel we had reached the maximum amount of participants as possible and received a generally representative sample population. Nearly all objectives had been reached except for amount of attendance by different grades. The survey was successful in measuring the outcome objectives and the applicable process objectives. Because all of one had been met it is fair to say that the initial goals and objectives were realistic.
The survey may have been able to give us better information of what participants liked and what they felt needed improvement. These questions were often left blank or answered invalidly. We only received a handful of valuable information on these two questions. In order to have this question responded to more the questionnaire could have given specific options by listing all of the activities and asking which was their favorite. This however, would have limited responses if their favorite part was not a particular activity such as “hanging out with friends.”
14. Recommendations
Below is a summary of the team’s final debriefing meeting, following their presentation on the event. Included in the discussion was praise by Kathleen, what went well during the event, and what could be improved for future events.
The first topic of the post-presentation meeting was that the agency contact, Margie Swoboda, was not present. Margie often has a hectic schedule and is difficult to reach. The discussion then transitioned to Kirk Hoover, the team’s secondary agency contact. The team agreed that Kirk was an excellent contact and provided ample help both before and during the event.
After discussing the agency contacts, the discussion moved to the presentation the team had just given. Kathleen commented that the PowerPoint was well-done and she enjoyed the slide backgrounds. She did deduct half of one point because Mike and Anthony were both wearing hats throughout the presentation, giving a less professional look.
Kathleen commented on how the team did an excellent job implementing the event itself; noting that while most of the team members seem to be quiet and reserved they all stepped up for the event itself. She liked how the team adapted its schedule of events to better suit the kids, and even added games that the kids wanted to play. She commented that there was no lack of leadership during the event, and that all team members seemed to be calm and composed the entire time.
Lindsey joined the conversation, and gave praise to Sarah for acting as a communicator between all team members throughout the semester. She stated that attendance was also never an issue with the team, and that all members took responsibility when they were going to miss class to inform the other group members. Finally, she enjoyed how comfortable all members were when dealing with kids. There was never an uncomfortable time with the participants.
There were few suggestions for improvement to the event itself. Two topics that did arise were the need for more diverse activities, and an increase in parent involvement.
Suggestions for Improvement
1) Give a more diverse set of activities for kids to take part in.
2) Have more options for adults to get involved with their children, and also activities for adults to take part in for themselves.
3) Ensure that all volunteers receive set breaks, rather than being “stuck” at their stations throughout the event.
4) Set up food for the volunteers earlier in the planning process.
5) Start earlier with sponsorship, many organizations had already filled their donation quotas for the fall.
6) Give more food options for participants themselves.
7) Have more thorough site visits during the planning process.
8) Establish a better line of communication between the team and the agency contact during the planning process.
Appendix
a. Team Socials
b. Group Rights & Responsibilities
c. Weekly Minutes
d. Event Photos
e. Sponsorship Letters
f. Thank You Letters
g. Promotional Materials
h. Pocket Size Schedule of Events for Planners/Volunteers
i. Registration Materials
j. Volunteer Sign In
k. Facility Layout
l. Completed Surveys
m. Survey Results Cross Tabulation
n. Educational Materials Used
o. Powerpoint Presentation
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