final personal program plan pdf

Around the World Beer Tasting & Social: RST

Scholarship Fundraiser

Friday, May 1st, 2015 7:30 pm- 9:45 pm

Emiko Daniel RST 300-Final P3

Spring 2015

Around the World Beer Tasting & Social RST Scholarship Fundraiser

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Table of Contents Program Title………………………………………………………..…………………………...3

Program Description & Details…………………………………………………………………3

Agency’s Mission………………………………..……………………………………………..…3

Programming Philosophy………………………………………………………………...…..…3

Target Market……………………………………………………………………………………3

Design Goals of Program……………………………………………………………………......4

Program Need……………………………………………………………………………………4

Program Format…………………………………………………………………………………4

Planning Timeline………………………………………………………………………………..5

Event Day Timeline/Animation Plan…………………………………………………………...7

Promotion & Sponsorship………………………………………………………………………8

Equipment & Supplies…………………………………………………………………………..9

Budget…………………………………………………………………………………………….9

Budget Explanation…………………………………………………………………………….12

Venue Arrangements…………………………………………………………………………...14

Special Arrangements…………………………………………………………………………..14

Registration & Check-In……………………………………………………………………….14

Set-up & Flow of Events………………………………………………………………………..14

Staffing…………………………………………………………………………………………..14

Cancellation Plan……………………………………………………………………………….15

Inclusion Plan…………………………………………………………………………………...15

Risk Management………………………………………………………………………………15

Appendices……………………………………………………………………………………....16


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Program Title Around the World Beer Tasting and Social: RST Scholarship Fundraiser Program Description & Details Around the World Beer Tasting and Social: RST Scholarship Fundraiser will take place on Friday, May 1st, 2015 from 7:30 pm-9:45 pm for anyone at least 21 years of age to attend. Participants will spend the evening socializing as well as taking a mini “tour” around the world with two different beer samplings from each continent excluding Antarctica, for a total of 12 different beers. All attendees will have the opportunity to be entered into a raffle for an international themed beer basket. Agency’s Mission The mission of the College of Applied Health Sciences Department of Recreation, Sports and Tourism is to “understand and promote the development and sustainability of healthy communities and advance quality of life and well-being of individuals, families, and communities through parks, recreation, sport, and tourism.” This mission is accomplished through teaching, which conveys the knowledge and values necessary for individuals to lead responsible, productive and personally satisfying lives; through scholarship, which advances knowledge; and through engagement with society, which enriches the quality of life for individuals, families, and communities throughout a diverse society. Programming Philosophy

To assist students in need of financial assistance in a study abroad experience to enrich and broaden their educational and cultural perspectives.

Target Market This event will be extended to the entire student body, faculty, friends and family of the University of Illinois at Urbana-Champaign campus and surrounding area to anyone who is at least 21 years of age.


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Design Goals of Program

• Raise $500 to assist one individual in a study abroad experience. o Secure 6 sponsors to donate money, raffle items, or food by April 1st. o Recruit and educate 12 volunteers to sell 5 tickets each on the quad by April

20th. o Hand out 1,000 flyers around campus informing people of the event in order to

increase attendees by April 9th.

• Provide a fun environment where participants can get a “taste” of a new country.

o Obtain 3 beer sponsors by April 1st who will provide 2 different beers from each continent for a total of 12 different beers for the event.

o Provide a social hour at the start of the event that involves icebreaker activities for participants.

Create a poll for participants to vote on their favorite beverage to share in the closing announcement at the end of the event. Program Need Raises awareness of the opportunities that the University of Illinois’ College of Applied Health Sciences provides through study abroad experiences to people who may not have known about it prior to the event. This is also an opportunity for students to socialize and get to know their college better as well as support colleagues in sending them to study abroad for educational purposes. Program Format This program will be a special event and will only be held on one day. Tickets will be $15 per person, and additional tickets will be sold at the event for $2 for extra beer samplings.


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Planning Timeline

Day/Date Task to be completed Who Thursday, February 12, 2015 • Initiate planning for

the event • Contact Fluid Events/

Mike Galloway to book venue

• Identify target market • Propose 2 program

ideas

Team Manager/Finance Coordinator

Thursday, February 19th, 2015 • Secure event actions and activities

• Sponsorship letters are finalized before sending out

• Send in fee for special permits

• Agency coordinator/PR

• Sponsorship Coordinator

• Logistics/Volunteer & Staffing Coordinator Mike Galloway with Fluid Events

Tuesday, March 5th, 2015 • Send out sponsorship letters (first attempt)

• Group Meeting with Fluid Events and tour of facility space

• All staff

Thursday, March 12th, 2015 • Edit supply list and purchase supplies

• Logistics/Volunteer & Staffing Coordinator

Thursday, March 12th, 2015 • Recruit volunteers on the quad, through email, and by word of mouth. Sign up via google doc.

• Start selling tickets for the event

• Marketing Coordinator & Written Plan Coordinator


Friday, March 13th, 2015 • Finalize flyers • Print 1000 flyers

• All staff

Monday, March 16th, 2015 • Second contact to potential sponsors

• All staff

Tuesday, March 17th, 2015 • Flyers handed out on the quad and around campus

• All staff

Tuesday, March 31st, 2015 • Finalize supply list

• Confirm special Logistics/Volunteer & Staffing Coordinator


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permits have been approved

Thursday, April 1st, 2015 • Secure 6 general sponsors

• Secure 3 beer sponsors

• All staff

Thursday, April 9th, 2015 • Second hand out of flyers on the quad and around campus

• All staff

Thursday, April 16th, 2015 • Confirm list of volunteers

• Assign tables for volunteers to work



Monday, April 20th, 2015 • Each volunteer must have sold at least 5 tickets

• Volunteers, All Staff

Wednesday April 29th, 2015 • Prepare supplies at Fluid Events

• Meeting with volunteers to educate and prepare them for the day of the event



Thursday, April 30th, 2015 • Prepare supplies at Fluid Events



Friday, May 1st, 2015 • Event Day! • Staff/Volunteers Thursday May 7th. 2015 • Send out thank you

letters • Ask for feedback from

participants

• Volunteers • Edible Arrangements • LK • Walmart • Schnucks


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Event Day Timeline/ Animation Plan

Time Action Notes 5:30 pm • Pick up cheese trays

and sign delivery acceptance of Edible Arrangement fruit trays


5:45 pm • Volunteers sign in • Short meeting with

volunteers explaining duties and responsibilities

• Team Manager

6:00 pm • Set up begins • Confirm band sound

system is ready

• Logistics/Volunteer & Staffing coordinator

• Volunteers 7:15 pm • Secure positions at

stations • Short motivational

speech to all staff and volunteers

• Secure ushers to greet participants

• Hand out survey to participants to fill out throughout the night

• All staff/volunteers

7:30 pm • Participants will continue to arrive

• Social Hour begins • Ice Breaker games

start

• All Staff/volunteers • Participants

8:30 pm • End of Social Hour • All Staff/volunteers • Participants

8:30 pm • Beer rotations begin • All Staff/volunteers • Participants

9:30 pm • Beer rotations end • Raffle is over • Raffle winner is picked

and announced

• All Staff/volunteers • Participants • Team Manager

9:45 pm • Participants are thanked, volunteers thanked

• Sponsors are thanked

• All Staff/volunteers • Participants • Sponsors


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and recognized • Wrap up of event • Dismissal of

participants 9:55 pm • Clean up begins • All Staff/Volunteers 10:15 pm • Wrap up with

volunteers • Logistics/Volunteer &

Staffing coordinator • Volunteers

Promotions & Sponsorship

Company Contact Information Initial

Contact Method/Date

Follow up Method/Date

Requested Item

Friar Tuck Beverage

1333 Savory Plaza Dr. Savoy, IL 61874 217.355.7933

March 5, mail

March 16th, phone

Beer, gift cards

Binny’s Beverage Depot

802 Town Center Blvd Champaign, IL 61822 [email protected] 217.355.0625

March 5, mail

March 16th, phone

Beer, utensils, gift cards

Schnucks Schnucks Consumer Affairs 11420 Lackland Rd. P.O Box 46928 St. Louis, MO 63146 314.994.4400

March 5, mail

March 16th, phone

Fruit and cheese trays

Old Chicago

1910 N. Neil St. Champaign, IL 61820 217.607.1489

March 5th, mail

March 16th, phone

Gift cards

Target [email protected] March 5th, mail

March 16th, phone

Gift cards, water bottles

**Please see Appendix A for a sample Sponsorship Letter and Appendix B for the Promotional Flyer


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Equipment & Supplies

• 72 6-packs of beer • 2 1200 count packs of 3 oz. plastic Dixie cups • 20 assorted fruit trays • 1 pack of 300 count napkins • 12 international flag decorations • 1 pack of 600 count paper plates • 12 table cloths • 200 water bottles • 5 34.5 oz. containers of Peanuts • 8 assorted cheese trays • 4 packs of 250 count toothpicks • 6 Bottle openers • 6 rolls of 500 count tickets • 13 long tables • Liquor License/ Special Event Permit

Profit: $1230 Budget

Program Worksheet

Date/Month

# of Inst. weeks #class/wk

#hrs/class Hr.Rate

Cost

15 1 1

4.5 $0.00

$0

$0

$0

$0

0 0 0

0 $0.00

$0

$0

Item Name QTY. Unit Cost Est. Cost

Cost Beer (6 pack) 72 $12.00 $864

$870

3 oz. plastic Dixie cups (1200 ct.) 2 $30.00 $60

$60 Assorted Fruit Trays 20 $0.00 $0

$0

Napkins (300 ct.) 1 $4.00 $4

$10 International Flags 12 $3.00 $36

$40


10

Paper Plates (600 ct.) 1 $12.00 $12

$20 Table Cloths 12 $3.00 $36

$40

Water Bottles 200 $0.00 $0

$0 Peanuts (34.5 oz) 5 $5.00 $25

$30

Assorted Cheese Trays 8 $0.00 $0

$0 Toothpicks(250 ct.) 4 $2.50 $10

$10

Bottle Openers 6 $3.00 $18

$20 Tickets (500 ct. roll) 6 $4.00 $24

$30

$1,130

Item Name

Est. Cost

Cost

Table Rentals

$120

$120 Fluid Events Party Room Rental

$500

$500

Special Event Permit/Liquor License

$50

$50 Student Band

$0

$0

$0

$670

$1,800

Profit Margin or Agency Guidelines

Rate

Direct Cost

Contribution 75.00%

$1,800

$1,350

$1,350

$3,150

SAMPLE BUDGET SHEET


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Minimum Enrollment

Months

Total Sessions Min. Per Session

Sub-Total

1

1

200

200 0

0

0

0

0

0

0

0

Total Minimum Enrollment: 200

Grand Total All Costs

Min. Enrollment Suggested Member Fee

$3,150

200

$16 Grand Total All Costs

Min. Enrollment ACTUAL FEE CHARGING

$3,150

200

$20

Total Fees Revenue:

$4,000

Non Resident/Non Member

What are your agency guidelines….

Revenue Source Qty.

Unit Price

Total

Sponsorship from Schnucks 1 50

$50 Sponsorship from LK 1 50

$50

Sponsorship from Walmart 1 100

$100 Raffle Tickets 150 1

$150

Sponsorship from Edible Arrangements 1 30

$30

$0

Total Other Sources:

$380

$4,380

$1,230


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Budget Explanation Supply Costs:

• Beer: 2 different beers per continent (excluding Antarctica), need 12 six packs per beer, served at 3 ounces each, assuming that each person will try each beer once. Total of 72 six packs.

• Dixie Cups (2 packs of 1200, 3 oz. cups): Each person will try 12 different beers once, so 1800 cups are needed total.

• Napkins (pack of 600): Minimum 150 people to attend • International Flag Decorations: 12 different countries (2 per continent excluding

Antarctica) Flags are at reduced rate on sale. • Bottle Openers: 6 at $3 each, will be shared at the event • Toothpicks for fruit and cheese snacks (pack of 250) need 4 packs assuming each person

will use about 6 toothpicks • Table Cloths (one for each table, there are 12 tables total) • Water Bottles: One per person who buys a ticket • Paper Plates: One per person who buys a ticket • 20 Assorted Fruit Trays from Edible Arrangements: Donated • 8 Assorted Cheese Trays: $45 each, each tray serves 15-25 people • Party Size Peanuts Containers at 34.5 oz. each: need 5 • Tickets: 12 tickets per person, 150 people=1800 tickets, each roll is 500 tickets, need 6

rolls; and assuming that the average person will buy no more than 5 raffle tickets (total of 2550 tickets)

• Flyers: Donated by Minuteman Press in Champaign-Urbana Miscellaneous Costs:

• Table Rental: 12 tables at $10 per table= $120 • Facility Rental at Fluid Events Center $ • Special Event Permit/Liquor License: $50 • Student band to volunteer for 1.5 hours: $0

Profit Margin: 75% -Profit of this event is critical to the amount of money raised to send a student to study abroad. Suggested Member Fee: $17 Actual Fee Charging per person: $20 -Although the price may not be highly favored by college-aged students, it is still do-able and is geared towards raising money for a good cause. Other Sources/Sponsorships:

• Schnucks: $50 (1)


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• LK: $50 (1) • Walmart: $100 (1) • Edible Arrangements: 20 fruit trays • Raffle Tickets: Will generate around $200 (one per person who attends) • Tickets: 200 Tickets sold at $20 each • Flyers: Donated by MinuteMan Press

Sponsorships are essential to obtain for this event due to the high cost for supplies alone, as well as the facility rental and food/liquor license.


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Venue Arrangements The main party room will be utilized for the event for serving alcohol and socializing. The kitchen/bar connected to the party room will be used to store the food trays and perishable items, but very little preparation of food is needed in this space. Special Arrangements Fluid Events is a wheel-chair accessible facility and will provide extra seating for individuals who may not wish to stand for the duration of the event. In rental of the facility, Fluid Events generously donated a sound system for the duration of the event in light of the fundraising efforts for an RST scholarship to study abroad. Registration & Check-In The printed flyer has a link to a Facebook page for more information, and the page has a link to register for the event and purchase your ticket online. Participants can also purchase their ticket ahead of time by stopping in LK’s office at 220 Huff Hall, or on the day of the event at the door. Set-up & Flow of Space Due to the flexibility of Fluid Event Center’s party room, the event will take place in a room that is 50’ by 75’. Tables will be set up around the perimeter of the room to allow participants to easily access each table as well as socialize freely. The band will be set up in the corner nearest the door. Bathrooms are located down the north hallway. Staffing and Orientation Planning Team: Team Manager Sponsorship Coordinator Volunteer Coordinator Marketing Coordinator Agency Relations Coordinator Agency Contact


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Volunteers: 10 volunteers to assist with set-up, monitoring serving of alcohol during the event, safety, and accommodating guests, as well as cleanup after the event is over. Volunteers arrive promptly at 5:45 pm on the day of the event to sign in and attend a brief meeting to go over duties and responsibilities in depth prior to the arrival of participants. The location of each station as well as familiarity of bathrooms and emergency exits is discussed. Volunteers are directed to their station for the event. Questions are answered as needed. Cancellation Plan Cancellation of RST fundraising events is rare for the College of Applied Health Sciences, Department of Recreation, Sports, and Tourism. Typically, the event would be cancelled under the circumstances of severe weather conditions, in which case participants would be notified as soon as possible that the event is moved to another night. Inclusion Plan In light of the cause of this event, the fee charged per person is used to cover the costs of the expenses as well as generate a profit for the event. The budget for student’s spending was considered in the planning process. Risk Management Fluid Events Center is equipped with First Aid supplies, and all staff as well as the planning team and volunteers were knowledgeable in the location of these supplies. Emergency Exit signs are clearly visible, doors are not blocked, and signs for wet and slippery surfaces are accessible and used when necessary. At the start of the event, an announcement is made to notify participants of general evacuation procedures in the event of an emergency, as well as precautionary procedures in the event of severe weather.


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Appendices Appendix A: Sample Sponsorship Letter Schnucks Consumer Affairs 11420 Lackland Rd. P.O Box 46928 St. Louis, MO 63146 Thursday February 19th, 2015 Mr. Robbins, It is with great anticipation that the College of Applied Health Sciences bring to your attention our first annual Around the World Beer Tasting & Social: RST Scholarship Fundraiser at the University of Illinois at Urbana-Champaign. The fundraiser is scheduled for Friday, May 1st, 2015 from 7:30 pm-9:45 pm and will be held at the Fluid Events Center in Champaign, Illinois. This is the first year that the Department of Recreation, Sports, and Tourism in the College of Applied Health Sciences at the University of Illinois is hosting a fundraiser to assist a student in a study abroad experience to New Zealand. This trip is not only an extended learning opportunity,but it is also a chance to be immersed in new cultures, food, experiences and to network internationally. We hope that this year will be the first of many to help fund a student’s educational trip of a lifetime. We would like to ask that you consider becoming one of our very first 2015 corporate sponsors with a sponsorship donation of $100, $500, or $1000. As a sponsor, you will receive generous and positive media promotion through Facebook and Twitter biweekly for two months prior to the event. Your company will also be credited with 1000 printed flyers that will be distributed around the UIUC campus. Additionally, your support will ultimately be helping a UIUC student in a study abroad experience. We would like to welcome a representative of Schnucks to provide information the night of the event as we will also be providing a variety of foods to complement the beer samples that reflect the international theme. As a company whose core values include passion, community involvement, and dedication, you are an ideal partner for us to host this event. If you have any questions, or if you would like any additional information on the event, please do not hesitate to contact me at (773) 484-5250. I will follow up with you in the next two weeks to discuss this matter with you further. Thank you for your time in reading my request, and I am grateful for the opportunity to partner with your company. Kind regards, Emiko Daniel Sponsorship Coordinator


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final personal program plan pdf

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