Tired Creek Lake. Fish Fry Event Plan

Transcription

1 Tired Creek Lake Fish Fry Event Plan

2 Table of Contents 1. Purpose pg Event Description pg Event Organizers pg Marketing and Public Relations pg Food and Beverage pg Timeline pg Budget 8. Contact pg. 7 pg. 7 2

3 Purpose On behalf of the University of Georgia Archway Partnership with Grady County, the Tired Creek Lake Communications will host a Tired Creek Lake Fish Fry in Cairo, Ga. This event exists to generate support for Tired Creek Lake by educating residents regarding the project. According to research, Grady County residents hold many misconceptions concerning the lake. The event will help give residents a clear understanding of the use, purpose, restrictions and construction timeline of the Tired Creek Lake project. Event Description The Tired Creek Lake Fish Fry is open to all Grady County residents and will be held at the Grady Cultural Center on Tuesday, March 6, from 5:00 8 p.m. Guests can drop in at any time. The Tired Creek Lake Fish Fry will create a warm, inviting environment where Grady County residents can socialize while gaining an understanding of the Tired Creek Lake project. Guests will visit different information booths where they will learn about the use, purpose, restrictions and construction timeline of the Tired Creek Lake project. Education From the moment guests arrive they will receive information concerning Tired Creek Lake. When they enter, guests will be greeted by friendly members of the Tired Creek Lake Communications and messaging, such as: Tired Creek Lake will be Grady County s very own recreational lake. Plans for the lake are ready and construction is scheduled to begin this Summer. Tired Creek Lake is expected to have an economic benefit of nearly $1 mil./year for Grady County. At Tired Creek Lake you will find picnic area, benches, campsites and a marina with bait and tackle. Tired Creek Lake will be stocked with black crappie, largemouth bass, striped bass hybrids, bluegill bream, redear sunfish and channel catfish. From arrival to departure, every element of the event will serve as an opportunity to educate residents of the purpose, use, restrictions and construction timeline of the Tired Creek Lake project. Educational materials, such as informational brochures and maps, will be available throughout the venue. Activities and Entertainment Upon arrival, guests will register to win free giveaways by providing their name and contact information. This information can later be used as a listerv to disseminate news and updates concerning the lake project. The room will be split into four distinct areas. In the front center will be a series of information booths where guests can read and receive information concerning Tired Creek Lake. Among the booths will be Dr. Todd Rasmussen from the University of Georgia who will speak to residents in detail about how and what fish will stock the lake. Larry Williams from Gone Fishing, Rob Weller from the DNR and Dave Malcolm, landscape architect, will also be present to answer questions. 3

4 On one side of the information booths, children will be invited to play carnival themed games. As they cast their fishing rods into our mock lake, the children and their parents will learn the types of fish that will be stocked in Tired Creek Lake. Children can then migrate to the duck pond for a chance to win a prize and learn about Tired Creek Lake s sandy beaches where migratory fowl and other wildlife may find a resting spot. All of the children s activities will serve as entertaining and educational opportunities that give Grady County residents a clearer understanding of the purpose, use, restrictions and construction timeline of the Tired Creek Lake project. Opposite the games, guests will enjoy a buffet of fried Tilapia and engage in conversation with TCL team members concerning the lake project. The Just Us Country Band will be set up in the back center of the venue with dinner tables surrounding the stage. Throughout the night, TCL team members will welcome guests and give a short briefing of the Tired Creek Lake project. Winners for giveaways will be drawn at the end of the night. Resident attendance is estimated at 150 people. Twenty members of the TCL Communications will be present. Event Organizers The Tired Creek Lake Communications, acting on behalf of the University of Georgia Archway Partnership in Grady County, is organizing the event. The Archway Partnership is an outreach platform by which the University of Georgia provides higher education resources to address economic and community development issues throughout the state of Georgia. The partnership is teaming with Grady County to develop a public relations campaign to support the future construction of Tired Creek Lake. The event organizers are Heather Green, Emmy Johnson, Rachael Manning and Alexa Miller. Twenty members of the TCL Communications will serve as event staff on March 6. 4

5 Marketing and Public Relations The event organizers are teaming with TCL Communications s publicity lead Hannah Springston and her communications staff to publicize the Tired Creek Lake Fish Fry around the Grady County community. The target audience for this event is the Grady County taxpayer who will be directly affected by the project and its cost. Below is an outline of the publicity efforts. Feb. 13 Feb. 28: Pitch media: Community Fish Fry Celebrates Approval of Tired Creek Lake, Unites Community o Cairo Messenger o Thomasville Times- Enterprise o Tallahassee Democrat o Local TV and radio Radio: WMOQ, WRGA TV: WCTV Tallahassee, WALB, WTXL Add event to community calendars online local organizations and clubs to get postings in newsletters, bulletins and other community calendars. Speak or present at upcoming meetings or coordinate a community member to speak at club meetings we are not able to attend. o Cairo Rotary o EMC o YoungLife o Churches o Grady Historical Society o American Legion o Kiwanis o First Baptist Church Cairo Get fliers in mayor's office, chamber of commerce, local businesses Feb. 23: Publicity team to visit Grady County o Set up booth in school with fliers, educational materials and promotional items o Visit local businesses and restaurants to leave fliers and educate customers on next weekend s event o Speak with locals in fishing shops o Contact local downtown business for permission to hang banner on March 3 March 1: Display promotional banner downtown outside chamber or a local business March 6: Beginning early, target local restaurants and businesses to remind people of event Hang promotional banner at local business downtown 5

6 Food and Beverage A local business, Mr. Chick, will provide the food and beverages for the event. The total cost of fried fish and chicken strips is $ Utensil, cups, napkins, etc. will be bought at Sam s and selected food items will be from Kroger. Menu Fried fish Assorted chips Cole slaw Assorted cookies Lemonade, tea, or water Timeline The following charts depict the production timeline and event timeline for March 6. Production Timeline *The dates represent dates by which tasks are to be completed. Date Task Staff Member Responsible 1/20/12 Research school and community calendars 1/24/12 Decide event date 1/26/12 Confirm event date with Carly Emmy Johnson 1/30/12 Call catering companies for estimates Heather Green 1/30/12 Call local and online vendors for estimates Alexa Miller 1/31/12 Compile all estimates into budget sheet Emmy Johnson 2/1/12 Research influentials list from Mesha 2/2/12 Receive catering contract Heather Green 2/6/12 Get final estimates on signage the from Ken Young Company, a local vendor 2/7/12 Confirm event plans with research results 2/14/12 Submit new event proposal to client for approval 2/16/12 Buy center pieces, table clothes and other miscellaneous items and children s activities 2/16/12 Brief promotion and publicity team full details of event Alexa Miller Carly Nash 2/16/12 Determine all messaging for signage 2/17/12 Order and pay for signage Annie Bateman 2/17/12 Contact local fishing vendors for donations and attendance 2/17/12 Contact UGA professors concerning attendance 2/20/12 Finalize list of children s activities and budget Carly Nash 6

7 2/20/12 Determine and book entertainment (if applicable) 2/20/12 Get final estimates on table clothes, decorations and other miscellaneous items 2/20/12 Order any novelty/promotional items to be given out at event Alexa Miller 2/20/12 Send contract and security deposit to caterer Annie Bateman 2/20/12 Make sure flyers, posters, and announcements are ready promoting the big event Publicity or Messaging 2/21/12 Compile fact sheets, brochures, etc. from graphics Emmy Johnson and messaging teams 2/21/12 Determine which TCL Communications members will drive/attend the event 2/23/12 Determine specific assignments for TCL Communications for event 2/24/12 Promote event in Cairo High School Publicity 2/24/12 Confirm donations and attendance of local fishing vendors 2/24/12 Confirm UGA professors attendance Carly Nash 2/25/12 Hand out event flyers in Cairo Publicity 3/1/12 Prep the TCL Communications on the event Emmy Johnson and give assignments and instructions 3/1/12 Confirm all event details Emmy Johnson 3/4/12 TCL Communications with last minute reminders and list of cars and departure meeting place Emmy Johnson Run- of- show timeline for March 6 Time Task Staff Member Responsible 10:00 a.m. Arrive at Grady Cultural Center Heather Green and Emmy Johnson 10:00 a.m. Begin set- up of tables, chairs, games, etc. Specific Assignments TBA 2:00 p.m. Just Us County Band arrives Band 3:30 p.m. Caterer arrives Mr. Chick 3:30 p.m. Meet with entire TCL Communications and go over any last minute information 4:00 p.m. Each member of the TCL Communications report to assigned station Logistics Entire Campaigns 4:10 p.m. Finishing touches and music begins playing Logistics 4:15 p.m. Guests arrive 4:15 2:30 p.m. Guests to buffet and/or activities 4:45 p.m. Welcome and Tired Creek Lake Briefing TBA Speaker 7

8 4:45 p.m. Giveaways and TCL Briefing TBA 5:15 p.m. Giveaways and TCL Briefing TBA 5:45 p.m. Giveaways and TCL Briefing TBA 6:15 p.m. Giveaways and TCL Briefing TBA 6:45 p.m. Closing remarks TBA 8:00 p.m. Guest departure 8:30 p.m. Begin disassembling activities Entire Campaigns 9:00 p.m. Put away tables, chairs and buffet Entire Campaigns 9:30 p.m. Return serving ware to Mr. Chick TBA 10:00 p.m. Depart Grady County Entire Campaigns 8

9 Budget Item Cost Food 1, (local Mr. Chick and Sam s) Paper products Children s activities Banner/signage Table cloths Miscellaneous Total $1, Contact Please direct questions and concerns to: Emmy Johnson emmy.jnsn@gmail.com 9