WANTED FOR PLANNING QUALITY EVENTS & FAMILY FUN Team Leaders: Kayla Ellsworth & Lauren Watts Sara Bair, Savannah Bowdoin, & William Smith April 21, 2015
TABLE OF CONTENTS Company Information...3 Meet The Team...4 Action Plan...5 Event Information...6 Goals & Objectives...7 Entertainment...8 Sports...9 Arts & Crafts...10 Games...11 Nature Awareness...12 Decorations...13 Food & Beverage...14 Event Staffing/Suppies/Equipment Needs...16 Event Promotions...20 Event Signage...21 Event Budget Matrix...22 Event Safety & Risk Management...24 Appendix...26 Site Plan Safety Checklist Accident Report Form Sample Waiver Form Participant Evaluation Form Program Evaluation Form Sponsorship Letter
COMPANY INFORMATION COMPANY NAME KWLS Events offers a creative approach to event production while providing the highest level of customer service. MISSION To deliver high quality family-oriented events by working cooperatively and making the experience for the client unforgettable. VISION To be the leading family-oriented Event Management firm in the United States; specializing in the comprehensive understanding of families needs, wants, and committing to delivering high quality, impactful, and value-driven events. VALUES Inclusivity and Integrity Respect for all people regardless of age, ability, race, religion, economic status or family structure. Providing innovative and high-quality events.
MEET THE TEAM Kayla Ellsworth - CEO/Team Leader Kayla founded KWLS Events in 2008, after graduating from the University of Florid with a Master s in Public Relations, with the hopes of providing education and enrichment recreation programs for kids of all ages. Her ambition is to inspire children to grow through creativity, imagination and play. She is responsible for all event marketing and promotions, entertainment and music, and communication with clients. Lauren Watts - Executive Assistant/Team Leader Initially attracted to the event industry s fast pace and blend of creativity, Lauren flourishes in dynamic and highly energized environments. With a focus on customer service, and client development, she is able to develop adequate goals and objectives to ensure quality events that clients find invaluable. Lauren oversees all event details, budgets and organizes event games. Sara Bair - Recreation Program Supervisor A University of Florida graduate with a degree in Recreation, Parks and Tourism, Sara s love for program design is evident in everything she does. Her charisma and positive attitude is a valuable asset to the KWLS team. Sara is responsible for management of event venues, production of event site plans, and coordination of all arts & crafts activities. She also manages all aspects of program evaluation, ensuring successful events and satisfied clients. William Smith - Event Production Coordinator Retired professional football player of the Dallas Cowboys brings his experience with coordination of major sports activities to KWLS Events. During his career as a professional football player, William was able to coach a Pop Warner team, establish the Smith Foundation Football Camp, and participate in the First Tee Organization. William handles all event athletics and monitors all aspects of the program planning process from pre planning to evaluation. Savannah Bowdoin - Administrative Assistant Savannah is a detail-oriented professional with 5 years of experience in the event planning industry. Prior to her role with KWLS Events, Savannah worked as the Risk Management Coordinator for the University of Florida Business Affairs department. Her responsibilities as Safety & Security Coordinator at KWLS includes planning all nature awareness activities, managing event staff, securing event supplies, and moderating event safety and security.
ACTION PLAN Task To Be Completed Parties Responsible Deadline Brainstorm Meeting: Establish program goals and objectives; select date of event, activities, and caterer; establish event theme Executive Assistant July 2015 Confirm date with park & BGP Agency, conduct site inspection - determine any permits/legal needs CEO July 2015 Establish event needs: decorations, supplies, signage, promotional materials, staffing/volunteers, food/beverage, and equipment/services Administrative Assistant July 2015 Develop budget and destribute sponsorships letters to potential sponsors Executive Assistant July 015 Develop promotional plan/strategy and produce materials CEO July 2015 Secure equipment rental - speaker and microphone, hire photographer, contact professional football players, UF Dazzlers, parents and all other volunteers Administrative Assistant August 2015 Finalize budget and confirm all sponsors Executive Assistant August 2015 Develop risk management plan, safety checklist, emergency action plan, accident reports and waiver forms Staff August 2015 Develop activity schedule matrix Executive Assistant September 2015 Feature article in September s newsletter, send out direct mail invitations, CEO September 2015 Develop site plan/layout, and all participation & program evaluation materials Program Supervisor September 2015 Confirm volunteers and assign their roles; purchase all necessary supplies/ materials/equipment; Administrative Assistant September 2015 September 19, Send event flier home with BGP kids CEO 2015 September 26, Create Facebook event page, send reminder email to listserv of parents CEO 2015 Post flier to BGP bulletin board, post updates on event page from now until event, produce event signage, place Cowboy Talk poster at BGP CEO October 3, 2015 Pick up sponsor materials from Wards & Trinity Church Pre-event site inspection, event setup - fill water balloons, sound check equipment, mark event areas, place signage, setup all stations, decorations, distribute surveys Event breakdown - pack up all decorations and supplies, remove waste, final site inspection Post pictures from the event to the Facebook Event Page, send thank you notes to sponsors, donate extra funds and materials to BGP, complete program evaluation Administrative Assistant Staff & Volunteers Staff & Volunteers CEO October 16, 2015 October 17, 2015 October 17, 2015 October 19, 2015
event information EVENT NAME BGP Wild West Hoedown EVENT THEME Wild Wild West Western Hoedown EVENT LOCATION Possum Creek Park 4009 NW 53rd Ave. Gainesville, Fl 32653 EVENT DATE & TIME October 17, 2015 11am-4pm Time Team Cowboys Team Ranchers Team Bandits Team Rangers 11:00am Registration Registration Registration Registration 11:15am Sports Sports Arts & Crafts Arts & Crafts 11:30am Sports Sports Arts & Crafts Arts & Crafts 11:45am Sports Sports Arts & Crafts Arts & Crafts 12:00pm Sports Sports Photo Booth Photo Booth 12:15pm Lunch Lunch Sports Sports 12:30pm Lunch Lunch Sports Sports 12:45pm Games Games Sports Sports 1:00pm Games Games Sports Sports 1:15pm Nature Nature Lunch Lunch 1:30pm Nature Nature Lunch Lunch 1:45pm Nature Nature Games Games 2:00pm Arts & Crafts Arts & Crafts Games Games 2:15pm Arts & Crafts Arts & Crafts Nature Nature 2:30pm Arts & Crafts Arts & Crafts Nature Nature 2:45pm Photo Booth Photo Booth Nature Nature 3:00pm Line Dancing Line Dancing Line Dancing Line Dancing 3:15pm Line Dancing Line Dancing Line Dancing Line Dancing 3:30pm Line Dancing Line Dancing Line Dancing Line Dancing 3:45pm Balloon Toss Balloon Toss Balloon Toss Balloon Toss 4:00pm Balloon Toss Balloon Toss Balloon Toss Balloon Toss
EVENT INFORMATION EVENT OVERVIEW Our event is set in the Wild Wild West. The guests will be transported into the past with the help of fun western games, activities, music and more. Our aim is to create an experience that the families will remember for many years to come. EVENT GOALS 1. Create an event that will be beneficial and fulfilling to all participants. 2. Properly execute a fun and exciting event for single-parent families. 3. Produce an exciting, authentic, and fun-filled event that will provide our families with lifelong memories of their time in the wild wild west. ENTERTAINMENT OBJECTIVES 1. Provide families with lifelong memories of their time in the WILD WILD WEST. 2. Teach participants a new skill SPORTS OBJECTIVES 1. Participants will be involved in at least one physical activity 2. To encourage sportsmanship and teamwork ARTS & CRAFTS OBJECTIVES 1. All craft projects can be taken home by participants at the end of the event as a memory of the day. 2. All participants will be able to use their crafts they made during other activities at the event. GAMES OBJECTIVES 1. Orchestrate fun activities that allows each family member to have fun. 2. Ensure the safety of all children participating in the games. NATURE AWARENESS OBJECTIVES 1. Encourage participants to appreciate the value of buying local and going green. 2. Promote health and wellness by encouraging fitness through a nice walk and encouraging a healthy diet by providing a fresh snack.
entertainment PHOTO BOOTH The photo booth will be set up in the gazebo, which is located in the back of the site. The gazebo, or saloon will be decorated to fit our western theme - including hay bales, bandanas, wagon wheels, (fake) barbed wire, jumbo western cutouts, steerheads and more. Once participants have completed all arts & crafts activities, they will be able to use their materials as props. We will also offer a prop box full of fun things they can use for their Western Photo! Props will included play beards, cowboy hats, toy guns, prop sticks and more. There will also be a giant WANTED sign available as a prop. Guests may take as many pictures as they like. Photos will be taken from a hired photographer. LINE DANCING We will have two volunteers from the UF Dazzlers dance team to teach the Cotton Eye Joe! We chose the cupid shuffle because it is a quick, beginner-level line dance and it is easy to learn. Music will be played from a personal laptop and hooked up to a speaker rental. All attendees will have the opportunity to participate in the line dancing from 3:00pm to 3:30 pm. ADA Considerations: Anyone unable to partake in the dancing will have the option to enjoy some more food or be a special helper to the dance instructors by calling out the 8-counts into the microphone - which is always fun too!
8 ON 8 COWBOY FLAG FOOTBALL Each family will be separated into teams of eight. They will then properly stretch and go over rules before participating. Each game will last 15 minutes. The flag will be a bandana to go along with the theme, and the first team to score 21 points and yell yeehaw! will win the game. ADA considerations: Anyone unable to participate will have the opportunity to be the mascot s assistant or scorekeeper. PONY SACK RACE This is a western spin on the favorite pastime, potato sack racing. The potato sacks will be painted to look like ponies so the kids can imagine they are riding real ponies during the game. The first person to pass the finish line wins the race. ADA Considerations: Anyone unable to participate will have a special meet-and-greet opportunity with the Dallas Cowboys and their mascot! HORSE N AROUND HOOPS The last sporting event is a variation of basketball. The rule of this game is basically imitation, if player one shoots and makes the basket, player two has to imitate the position player one shot from. Each time a player misses they acquire a letter. The first person to miss enough shots to spell H-O-R-S-E loses the game. Since this is just a game of shooting, we sports Our sports will be fun and interactive for the entire family with a very Western Twist. We will have volunteers from the Dallas Cowboys Football team, including their mascot, to help facilitate and allow special meet-and-greet opportunities.
arts and crafts Arts and Crafts are designed for participants of all ages and can be used as props or costumes in other event activities, including the photo booth! SHERIFF BADGES At the registration table, participants are invited to create their own sheriff badge, personalized with their name. These star-shaped badges are assembled and decorated by participants upon arrival. FACE PAINTING At this station, participants can have their face painted by one of our volunteers. Guests are encouraged to match the theme of the event, such as having a funny cowboy mustache painted on, but they are welcome to get what ever they like. MUSTANG STICK HORSES These will be similar to the traditional horse on a stick and will be made out of foam and paper for easy decorating. Participants will now have their very own pony for life! And they will be able to take him/her for a spin during the Nature Trail Ride, too! COWBOY/COWGIRL VEST At this station, participants will be able to turn a plain paper grocery bag into their very own cowboy or cowgirl vest. There will be supplies available for them to decorate once the vest is cut. BANDANA DECORATING Participants at this station will be decorating their own cowboy/cowgirl bandana. Bandanas will be pre-cut out of a roll of fabric and sized to make it easier for participants to get started on their decorating.
games Our games will be fun activities to keep the children stimulated and parents entertained. Each game is tied into the western theme by its design or context. All games are activities any child can participate in. Each team will compete against each other for bragging rights. BEAN BAG BANDIT TOSS There will be a display of a cowboy on a board with holes. The children will have to toss the bean bags through the holes. HORSEN AROUND HORSESHOES Toss the horseshoe and try to get a ringer! PIN THE MUSTACHE ON THE COWBOY There will be a poster with a picture of a cowboy posted on a tree with masking tape. The object of the game is it attach a mustache in the correct place while blindfolded. WATER BALLOON TOSS This game will happen at the end of the day due to the risk of getting wet. All participants will be placed into four equal lines. The two inner lines will face the two outer lines. Each participant is lines 1 and 3 will receive a water balloon. All participants then take a large step away from their partner. After every successful toss everyone takes another step back. Teams who pop their balloon will be disqualified. The last team standing wins.
nature awareness FARMERS MARKET Educational activity to help participants understand the value of buying local, natural foods. All items will be donations from Ward s. Participants will be able to enjoy a healthy snack. MILK THE COW This activity is intended to teach the children the importance of animal byproducts in our daily lives while playing a fun game, milking a fake cow. TRAIL RIDE Participants will be able to use the Mustang Pony s they created during their arts and crafts time to go on a trail ride around the park and observe different plant and animal species found in the wild. This activity is intended to get participants to appreciate the great outdoors.
EVENT INFORMATION EVENT DECORATIONS In this section you will find a brief overview of some of the materials that will be used for decorations. Some of those materials include, but are not limited to: cow print balloons, bandana print balloons, barbed wire, straw/hay, western confetti, bandanas, gingham fabric, wagon wheel decorations, haybales, old wooden soda crates, grass table skirts, barn door props, western ranch entry way (which will mark our registration area), WANTED signs with pictures of the families, and so much more.
EVENT INFORMATION FOOD AND BEVERAGE Hotdogs Hamburgers Corn on the Cobb Garden Salad Cheese & Crackers Sweet Tea Lemonade Sonny s will also provide all condiments and utensils, as well as fresh filtered water.
EVENT INFORMATION BEVERAGES Cowboy Rootbeers Cactus juice SNACKS Peanuts Popcorn CUTLERY Cutlery wrapped in gangam fabric, labeled pitchforks and shovels. Cow Paper goods Bandana table cloth Hat and boot picks Bandana paper straws
STAFFING NEEDS: event Needs
event Needs SUPPLIES & EQUIPMENT NEEDS:
event Needs SUPPLIES & EQUIPMENT NEEDS:
event Needs SUPPLIES & EQUIPMENT NEEDS:
EVENT PROMOTIONS Promotional Plan Print Media: Our promotional strategies are limited due to the specific target audience. We will utilize print media, display media and social media to reach our market. The flier to the right is an example of our print media, which will be distributed through direct mail, sent home with children at BGP, posted on the community bulletin board at BGP, and shared on social media. The bottom left poster is an example of our display media strategies which include a poster containing Cowboy Talk. The goal behind this method is to get people excited about the theme of our event. This poster will be on display at BGP 2 weeks prior to the event, and we will have it on display at the event as well. Our Social Media strategies include creating a Facebook event page, which we will invite BGP parents to. We will also post periodic updates/ reminders. Social Media Promotion: Display Media:
EVENT SIGNAGE Directional Signage: We will utilize a display like the image to the right for our directional signage. This will include direction to registration, various event activity stations, restrooms, and food. Activity Signage: The image above, and the image to the right, are examples of signs we will place directly in front of the corresponding activity stations.
EVENT BUDGET MATRIX BUDGET SUMMARY Total Personnel Costs: $495 Total Volunteers: $0 Total Decorations/Snacks & Beverages Costs: $342.78 Total Supply Costs: $542.29 Services Charged: $40 Total Expenditure Costs: $1,420.07 Fees Collected: $0 Sponsorship Dollars: $500 Total Revenue Earned: $500 Miscellaneous Budget: $250 Total Budget (BGP Budget + Sponsors): $2,000 Total Costs: $1,670.07 Budget Balance: $329.93 ENTERTAINMENT COSTS Entertainment Supplies: $193.75 Staff Costs: $15/hr $135 Volunteer Costs [2]: $0/hr $0 Services Charged: Photographer $10/hr $40 Total Costs: $368.75 GAMES COSTS Games Supplies: $88.81 Staff Costs: $10/hr $90 Volunteer Costs [2]: $0/hr $0 Services Charged: $0 Total Costs: $368.75
EVENT BUDGET MATRIX NATURE AWARENESS COSTS Nature Awareness Supplies: $33 Staff Costs: $10/hr $90 Volunteer Costs [6]: $0/hr $0 Services Charged: $0 Total Costs: $123 ARTS AND CRAFTS COSTS Arts and Crafts Supplies: $144.75 Staff Costs: $10/hr $90 Volunteer Costs [2]: $0/hr $0 Services Charged: $0 Total Costs: $234.75 SPORTS COSTS Sports Supplies: $81.98 Staff Costs: $10/hr $90 Volunteer Costs [2]: $0/hr $0 Services Charged: $0 Total Costs: $171.98 PRICE JUSTIFICATION KWLS Events aimed to provide an event that satisfied all of BGP members desires in the most effective and beneficial way possible. The KWLS team work diligently to strategically purchase materials and find ways to cut costs. Through sponsorships, KWLS may be able to actually RAISE MONEY for BGP. This is an afternoon of celebration and FUN, you just can t put a price on that. SPONSORSHIPS The BGP Wild West Hoedown will be sponsored by Sonny s Real Pit Barbeque, and you can find a copy of the Sponsor Request Letter in the appendix. This event also aquired donations from Ward s Supermarket for the educational Farmers Market activity, and from Trinity United Methodist Church for extra tables and chairs, which will be returned to the church after the event.
event safety & security RISK MANAGEMENT PLAN KWLS Events has develop an event safety checklist that analysis all potential risks associated with this event. This included security (proper health & safety departments notified of event, evacuation procedures, etc), site hazards (uneven terrain, accessible parking, etc), medical assistance (staff CPR/First-Aid trained, accident forms, etc), food/ vendors (sanitary - health department inspections, etc.), equipment and more. To review a complete copy of the Safety Checklist, please refer to the appendix. In the appendix you will also find copies of waiver forms and accident report forms. KWLS Events has worked diligently to analyze any and all aspects of the event to prevent and minimize any potential risks. These areas include: staff and staff training, medical risks (allergies, bug bites, dehydration, cuts or scratches, and more), inspecting the surrounding areas of each activity, and more. All event staff will be trained to handle any safety issue either directly or by contacting an individual with more knowledge or skill to handle it. All staff and volunteers will undergo a training session prior to the event, and will be aware of the proper procedures should an emergency arise. A 1st Aid Station has been designated at the entrance of the venue, right by the registration area in front of the parking lot. Should you have any questions or concerns, please do not hesitate to contact our Administrative Assistant, Savannah Bowdoin. Since the event is considered low-risk, we do not feel that we need a paramedic on site. However, all volunteers and staff members will be trained in the proper protocol for handling any potential emergency. Additionally: a doctor or other medical specialist will be aware of the event and on call. Please refer to the appendix to review the Site Plan for specific information regarding the location of first-aid stations and likewise.
event safety & security EMERGENCY ACTION PLAN BGP Wild West Hoedown If any participant or staff member has a life-threatening emergency, one person should stay with them and call 911. Information for the Dispatcher: 1) Indicate your need for an ambulance Your current address: Possum Creek Park 4009 NW 53rd Avenue Gainesville, FL, 32653 Your callback number: 352-222-2222 2) Indicate the injured person s approximate age and medical issue (i.e. head injury, spine injury, heart condition). 3) Give the dispatcher directions for the first responders to find the entrance to the facility and then find the injured individual. 4) Have a second person meet the ambulance at the facility entrance. This individual should also contact the injured s emergency contact. 5) Have a third person retrieve basic first aid supplies, and a fourth continue to look after the other participants, keeping them out of the way and calm. Nearest Hospital: North Florida Regional Medical Center 6500 Newberry Road, Gainesville, FL 32605 Phone Number: (352) 333-4000