Brianna Peoples Event Portfolio

Brianna Peoples | Special Events | December 11, 2016

Stress Relief for Haitian Relief EVENT PORTFOLIO

Table of Contents

Event Proposal …………………………………………… P. 2-4

Charity Identification …………………………………………………… p. 2

Event Purpose ………………………………………………………………. P. 2

Event Identification ……………………………………………………… p. 2-3

Budget ………………………………………………………………………….. p. 4

Timeline ……………………………………………………… P. 5-6

Proposed Timeline ……………………………………………………….. p. 5

Actual Timeline ……………………………………………………………. P. 5-6

Events ………………………………………………………... P. 7-10

Informational/Donation Table …………………………………….. p. 7-8

Pie in the Face Day ………………………………………………………. P. 8-9

Trivia Night …………………………………………………………………. P. 10

Evaluation …………………………………………………. P. 11-13

Reflection Paper ………………………………………………………….. p. 11-13

Event Proposal

Charity Identification:

Our chosen charity, is New Life for Haiti, a nonprofit dedicated to

assisting the village of Marfranc in Haiti by building schools, helping farmers,

rebuilding homes as part of the hurricane relief and offering a child sponsorship

program through which children receive an education, food, vitamins, clothing,

books and school supplies.

Event Purpose:

The purpose of our event was the same as our goals which were to:

Raise awareness of the New Life for Haiti charity and what it does to

help improve Haiti’s economy.

Raise money for the New Life for Haiti charity by creating an event that

will cater to students, faculty and Romeoville residents, while bringing

in revenue for the cause.

Event Identification:

Before we finalized our event selection, we went through a list of ideas as to

what kind of events would best appeal to the target market of Lewis University,

which consists of students, faculty and staff. Our ideas were as follows:

Poker Tournament o Possible raffle basket of gifts. (gift cards and donated

products)

Lemonade Stand o Selling a fresh cup of lemonade or other seasonal drink(s). o Possible raffle basket of gifts. (gift cards and donated

products)

On-Campus Event in conjunction w/ student orgs (performance, socializing, coffee night, pie throwing, bake sale, raffles, game night, etc.)

Hosting event at a franchise restaurant (ex: Buffalo Wild Wings, Chili’s, Embers)

For our final event selection, we decided to partner with university organizations (Sigma Delta and Sigma Lambda Beta) to host an on-campus series of events, which included a mix of previous ideas. Our confirmed event(s) were as follows:

Haitian Education/Informational Day – Team members would set up an informational booth in the AS hallway of Lewis University, explaining to visitors about the organization, what they do and how every cent donated helps. This informational day, also a donation collection day, would be done Monday, Wednesday and Friday of our event week.

Pie in the Face Day – Team members, in conjunction with student organizations, hosted a Pie in the Face event where the hosts offered themselves to be pied for monetary donations; as well as having a variety of other free activities that were geared toward stress relief for students (Face Painting, Open Mic and Color Therapy). This event would be done Tuesday of our event week.

Trivia Night – Team members collaborated to create a movie-themed trivia night in conjunction with student organizations. The event was also geared toward students as a stress relief activity that raised money for the cause. This event would be don Thursday of our event week.

Budget:

These events were done using a 0-dollar budget, minimum out of pocket

donations and generous contributions from on-campus organizations (Sodexo,

Sigma Delta, Sigma Lambda Beta and MSS).

Timeline

Proposed Timeline:

(Oct. 3-7) Contacting New Life for Haiti and request permission to host

event(s) under their name

o (Oct. 3-7) Also contact student organizations to be potential co-

sponsors for event (BSA, LASO, Fellowship of Justice, Sigma Delta

and Sigma Lambda Beta)

(Oct. 10-21) Contacting organizations for donations to use as prizes

(Oct. 24-28) Contacting SORC about hosting event and using the AS

hallway, student union and AS 158 as locations

(Oct. 31 - Nov. 4) Contacting Sodexo about sponsoring events with food

and beverage services

(Oct. 31 – Nov. 11) Create and distribute fliers and other marketing tools

(Nov. 14) Information and Donation Table

(Nov. 15) Pie in the Face Day (Face Painting, Color Therapy and Open Mic)


(Nov. 17) Trivia Night


(Nov. 22) Turn in money and do collective evaluation

Actual Timeline:

(Oct. 11) Changed charity from Love Your Melon to New Life for Haiti

(Oct. 13) Contacted and got approval from New Life for Haiti to work under their name

(Oct. 25) Decided on events

(Oct. 27) Secured event locations (Student Union, AS Hallway, AS 158) with Lisa

(Nov. 1) Secured sponsorships with Sigma Delta for Pie in the Face Day and Sigma Lambda Beta for Trivia Night

(Nov. 2) Created the flier promoting event week and submitted them to SORC for approval

(Nov. 7) Received the Starbucks pound of coffee donation for trivia night

(Nov. 8) Picked up fliers from SORC and distributed them

(Nov. 10) Trivia Night questions finalized

(Nov. 10) Purchased the box used for money collection


(Nov. 15) Pie in the Face Day


(Nov. 17) Trivia Night


(Nov. 22) Turned in money to New Life for Haiti liaison Lisa

Events

Information and Donation Table:

Our Information and Donation Table days went from 12:30 pm to 4:00 pm on Monday, November 14, Wednesday, November 16 and Friday, November 18 in the AS hallway at Lewis University.

At first, we thought of doing an Arts and Ideas event where someone from New Life for Haiti would come to Lewis to speak about the organization and what they do, while we would accept donations. However, due to time constraints, we felt that it would be easier to do an informational table that we could run; where we would explain to visitors the purpose of the organization and collect donations.

As part of the Information Table, we designed a poster board identifying the organization, New Life for Haiti, that we were working with and that we were accepting donations; we also put on the board other methods of donating that could be done like texting Matthew Relief to a certain phone number or visiting

the website. We taped the poster board to a table, placed a New Life pamphlet on top as well as the donation box and stayed there during our designated time frame.

The Information and Donation Table days were very successful in that most of the money we earned was gathered those days; a total of $150.

Pie in the Face Day:

Our Pie in the Face Day, also known as Stress Relief for Haitian Relief, went from 5 pm to 7 pm on Tuesday, November 15 in the Student Union at Lewis University.

This was our main event that we wanted to host, in which all of our other events extended from. We chose this Pie in the Face event because we wanted something fun and stress free, that would be geared toward students, while also bringing in donations for the cause. Going through many different variations, we finally decided on Pie in the Face being the main activity, with the other side events of Face Painting, Color Therapy and Open Mic being available to students for free.

As part of Pie in the Face, we had a designated area in the Student Union where some of the team members, as well as members from the student organizations, got pied (aluminum tin filled with whip cream) - $1 to pie a student; a set of chairs where students could color; and a specific area where we did face/body painting. Sodexo sponsored for food and beverages for this event, which we placed on a long table by the entrance. Sigma Delta, who sponsored this event, bought the materials for pie in the face and face painting, as well as eight boxes of

Little Caesar’s pizza. Then, seeing our event set-up, Multicultural Student Services donated desserts from their lunch-in.

The Pie in the Face event was pretty successful in getting students and faculty to donate and participate; as a result, we raised a total of $55 for the cause.

Trivia Night:

Our Trivia Night event went from 7:30 pm to 9:30 pm on Thursday, November 17 in AS 158 at Lewis University.

We chose this event as another stress free activity that would cater to students, because they were our biggest target audience for the whole event week. This was an idea that as soon as we had it, we knew it would be a part of our event week because Lewis has done many others and they have proven to be very successful as well. However, instead of having many different categories, we decided to focus on just a movie theme. One team member took charge of creating the questions, but we all contributed by offering up movie/film and question suggestions.

For Trivia Night, participants paid $2 per person or $10 for a team of 5 or more people. Our team members split up responsibilities with some hosting and hyping up the participants, controlling the visual components of the game, taking care of the food and beverages, and watching the prizes. Sodexo sponsored this event as well with food and beverages; Sigma Lambda Beta sponsored this event by buying pizza; and Starbucks donated the pound of coffee for our grand prize.

Though not as populated as our other events, Trivia Night still turned out to be quite successful at helping us to raise $36 for the cause; making our total count for the whole event week $241.

Evaluation Reflection Paper:

It’s easy to say, “I’m going to throw a party.” The hard part is everything that

follows. This is the lesson, in its simplest form, that I’ve learned throughout the

semester. It all began when we were given the assignment to choose a non-profit

charity to work with and plan an event that would raise money for the

organization. At first, I didn’t really have any expectations because I just thought

of it as another project that I would be doing in a group. However, I was quickly

blindsided by the complexity, time devotion and communication needed to put

together an event. While we proved very successful in raising donations for our

organization, there was a lot more we could’ve done to have made it a better

experience for the students and for ourselves.

In the beginning, we had chosen Love Your Melon to be our charity and to

work with. However, after countless times of reaching out to them, they never

responded to our inquiries of working together to host an event. So, I think we

waited too long to get a response; time that we could’ve spent contacting and

planning with our new and final charity, New Life for Haiti. But, since we had

Tyler as a liaison with New Life, the communication process was really smooth.

Then, after we made contact with New Life, we sort of fell into a lull where we

exchanged ideas for a long period of time instead of making any final decisions. I

feel that after talking with our professor, I was motivated to step up and tell

everyone in our group that we need to make decisions, because our timeline to get

things done was decreasing considerably. Therefore, that is what I think my major

role was: helping to motivate the team into making decisions and getting the work

done.

After getting out of our lull, I believe that we got into a nice groove of

communicating with each other, taking up individual responsibilities and getting

things done. We all communicated with each other about what we were doing and

when things got confirmed, and everything was coming together. It was also really

beneficial to have time in class to be able to discuss what we need and how we

should go about getting it. The momentum lasted all the way through our event

week, which proved to be quite successful because we were able to raise a total of

$241 for New Life. Nevertheless, because of our rough start, I feel that we lost a lot

of valuable time which could’ve been used to jazz up our events, create

promotional materials and distribute them earlier as well as not feeling so rushed

and overwhelmed coming into event week.

Looking back at our planning process, I feel that because Tyler was our

liaison, not only for New Life but also for our student organization sponsors, the

amount of work done by individual members was not fairly distributed; with me,

included. I feel like I did a lot, by communicating with everyone and trying to

motivate people, but didn’t actually bring anything to the table; except buying the

donation box. If we had started earlier, and specifically stated what needed to be

done and evenly distributed responsibilities, then not only would we have had

more time to work on those things, but our individual contributions would’ve been

more equal, making things less stressful for everyone. But, despite our late start,

we came together as a group to teach students, faculty and staff about New Life

and raise money for the cause; which was our greatest strength, having these

conversations with others. Thus, I’ve learned that how you start planning is

critically important to the event, as well as internal/external communication, time

devotion, enjoyment and remembering the true purpose/goal of your event.

Brianna Peoples Event Portfolio

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