file · Web viewEvent Plan. Kaelynn Frankish. Kwantlen Polytechnic University. PRLN 2332:...

Running Head: EVENT PLAN 1

Event Plan

Kaelynn Frankish

Kwantlen Polytechnic University

PRLN 2332: Event Planning & Sponsorship

October 19, 2015


Event Name: Hands & Hearts

Branding:

Brand Type Explanation Figure Theme HANDS & HEARTS

Colours

The first two colours are the main colours used for Cause We Care. It is important to include those elements in the design of our event to reflect the charity itself. The room at Heritage Hall Mezzanine is quite bright, so the dark green (003600) will contrast the light tones well.

(From left to right):559F9 (RGB = 85 159 155)B2C834 (RGB = 178 200 52)0CAC8D (RGB = 12 172 141)003600 (RGB = 0 54 0)D5F0CA (RGB = 213 240 202)

Logo

Photo by Kaelynn Frankish

Tagline “Because We Care”


Location

Heritage Hall Mezzanine Vancouver, BC3102 Main StV5T 3G7604-879-4816

Date Thursday, March 3, 2015Time 7pm – 9pm

Charitable Beneficiary: Cause We Care

Brief Explanation of the Event:

Cause We Care uses the symbol of hands forming into a heart as their logo. The Hands & Hearts event will be an exciting hands-on event – a night to be remembered! Cause We Care does a lot of preparing to provide care baskets to the women and children in the downtown east side in Vancouver.

1) Virtual Hampers - The main on-going activity at the event will be for our guests to build virtual hampers. Guests can purchase virtual items (in the form of paper) that are common to make the hampers. By the end of the night, it will be announced how many items were bought and how many baskets it will make, supporting our goal. The money raised will go into the actual purchase of the items and preparing a hamper.

2) The card-making station – While preparing, Cause We Care will hand write every card for mothers during Mother’s Day. This activity station will be unique because the cards made will be attached to the actual hampers for the next hamper drives. Activities can include hand painting, gluing and drawing.

3) Food catering – simple finger foods and desserts will be served to satisfy our guests.


4) Entertainers – Depending on the venue, we can invite the school partnered with Cause We Care to do a concert. Other entertainers can be invited such as magicians or on-stage artists.

Mission/Purpose of Event: To support Cause We Care, who “supports single mothers and their children in our community”.

Aim of the Event: Raising funds and awareness in support of Cause We Care.

SMART Objectives:

1) On the night of the event, the goal is to raise $315.00 by the end of the night from the virtual hamper station, completely filling 7 hampers at $45 each.

2) To have at least 120 tickets sold for day of the event.3) To make a net profit of $13,000 for Cause We Care by the end of March 2016.

SWOT Analysis:

S W1) The Kwantlen Polytechnic University

public relations program is passionate about supporting Cause We Care

2) The class has been divided into smaller groups with the hopes that tasks can be completed with ease.

3) A number of students volunteered at the event in 2015, know how it is run.

1) This is a large scale event and it can shed some weakness to student dynamics such as not being available for fundraisers

2) There is a lack of support for external sponsorships

3) Students may not be able to make deadlines

O T1) The KPU PR program provided a

post-event evaluation from last year. This year, we will consider any suggestions regarding sponsors and audiences to target.

2) Familiar media ties to bring awareness to our charity.

3) More overall awareness for Cause We Care.

1) Poor publicity of the event may result in a low attendance.

2) We don’t reach our goal, resulting in a smaller donation to Cause We Care.

3) The charity may have different expectations of the event than our vision of it.

Target Audience:

Friends and family of KPU students, located in the Lower Mainland (Vancouver, Burnaby, Delta, Richmond, New Westminster, Surrey), who want to support KPU’s event and the cause it is supporting.


Budget:

2016 PR Class of 2015 Event BudgetUpdated: October 16, 2015

INCOME

Expense BudgetTicket Sales $4,800.00Fundraising $3,000.00Event Night - Virtual Hamper $315.00Sponsorship $6,500.00Silent Auction $2,000.00Personal Donations $750.00Bar Service $1,500.00School of Business $1,000.00

Seed MoneyVenue $200.00

Deposit

INCOME TOTALS $20,065.00

EXPENSES

Expense BudgetVenue

Deposit -$200.00Rent -$750.00Music Royalty Fee -$67.13

Catering -$2,500.00Rentals (FROM HERITAGE HALL)

Sound System -$50.00Wireless Microphone -$25.00Adjustable Screen -$25.00

Stage -$400.00Bar -$1,000Candy Table -$200.00


Decorations -$400.00Licenses

Raffle -$10.0050/50 -$25.00

Seed Money Repayment -$1,000.00Contingency -$1,300Advertising (Social Media) -$30.00

TOTAL EXPENSES -$7,982.13

TOTAL NET PROCEEDS $12,082.87

High Level Deliverables:

1) By Category

Sponsorship

TASK DATECreate Spreadsheets for donations, sponsorships, and gifts in-kind

Monday, October 26, 2015

Develop Sponsorship Plan Monday, November 2, 2015Develop Sponsorship Package Monday, November 2, 2015Seek and Attain Relationships Monday, November 9, 2015

Fundraising

TASK DATEBrainstorm Fundraising Activities and develop plan

Monday, November 2, 2015

Cash-Flow Analysis (ON-GOING) Monday, November 9, 2015Seek grants and foundation – giving Monday, November 9, 2015Plan pre-event fundraisers Monday, November 16, 2015Create rules of games Tuesday, December 1, 2015Obtain licenses for 50/50, raffle Monday, February 15, 2016Set up Activity (DAY OF) Thursday, March 3, 2016


Logistics

TASK DATESite visit to venue Monday, November 30, 2015Create floor plan Monday, December 7, 2015Plan out rental needs/reserve equipment Monday, January 11, 2016 – Monday,

January 18, 2016Develop policies and procedures Wednesday, January 13, 2016Plan out catering needs/reserve team Monday, January 18, 2016Bar reservation Monday, January 18, 2016Organize candy table Monday, January 18, 2016Organize entertainers/speakers (including faculty)

Monday, January 25, 2016

Set out a clear responsibility task sheet for volunteers

Monday, January 25, 2016

Develop emergency exit plans (or liaise with the venue)

Tuesday, January 26, 2016

Design programs Monday, February 1, 2016Develop event night plan Monday, February 1, 2016Recruit and organize volunteers Thursday, February 4, 2016Develop set-up/take-down plan Monday, February, 15, 2016Organize/inspect lighting Thursday, March 3, 2016Organize/inspect sound system Thursday, March 3, 2016Check equipment/set-up Thursday, March 3, 2016Set-up of registration table Thursday, March 3, 2016Run-through of speeches with MC Thursday, March 3, 2016Pre-event meeting Thursday, March 3, 2016Teardown Thursday, March 3, 2016

PR/Marketing

TASK DATEIdentify theme and make sure elements are consistent in any marketing piece


Open social media accounts – Facebook, Twitter, Instagram


Craft Social Media Plan Monday, November 23, 2016Develop Marketing Plan for event Monday, November 30, 2016Develop media relations plan Monday, December 7, 2016Create website Monday, January 11, 2016Communications with KSA (ON-GOING) Monday, January 11, 2016 – Post eventDevelop Editorial Calendar Monday, January 18, 2016Design registration kit, sponsor kit, media kit Monday, January 25, 2016Select reliable printer Monday, February 15, 2016


Craft press releases and distribute Monday, February 15, 2016Organize guest list (ON-GOING TO NIGHT OF)

Monday, February 22, 2016

Create name tags and any other required material for event night

Monday, February 29, 2016

Develop photographer plan – what we want to be photographed, make sure they have a good camera, where they should be stationed at night of event

Thursday, March 3, 2016

Send out thank you cards – to donors, volunteers, faculty

Friday, March 4, 2016

2) By Date

*Indicates this is an on-going activity

DATE TASK PERFORMED BYMonday October 26, 2015 Create Spreadsheets for

donations, sponsorships, and gifts in-kind

Sponsorship

Monday November 2, 2015 Develop sponsorship plan Sponsorship Develop sponsorship package Sponsorship Brainstorm fundraising activities and develop a plan

Fundraising

Identify theme and make sure elements are consistent in any marketing piece*

PR/Marketing

Monday, November, 9, 2015 Seek and Attain Sponsorship relationships *

Sponsorship

Cash flow analysis* FundraisingSeek grants and foundation-givers *

Fundraising

Open social media accounts – Facebook, Twitter, Instagram

PR/Marketing

Monday, November 16, 2015 Plan pre-event fundraisers FundraisingMonday, November 23, 2015 Craft social media plan PR/MarketingMonday, November 30, 2015 Site visit to venue* Logistics

Develop marketing plan for event

PR/Marketing

Tuesday, December 1, 2015 Create rules for games FundraisingMonday, December 7, 2015 Create floor plan Logistics

Develop media relations plan PR/MarketingMonday, January 11, 2016 Plan out rental needs/reserve

equipmentLogistics


Create website* PR/MarketingCommunications with KSA* PR/Marketing

Wednesday January 13, 2016 Develop policies and procedures

Logistics

Monday, January 18, 2016 Plan out catering needs/reserve team*

Logistics

Bar reservation* LogisticsOrganize candy table* Logistics Develop editorial calendar PR/Marketing

Monday, January 25, 2016 Organize entertainers/speakers

Logistics

Set out a clear responsibility task sheet for volunteers

Logistics

Design registration kit, sponsor kit, media kit

PR/Marketing

Tuesday, January 26, 2016 Develop emergency exit plans (or liaise with the venue)

Logistics

Monday, February 1, 2016 Design programs LogisticsDevelop event night plan* Logistics

Thursday, February 4, 2016 Recruit and organize volunteers*

Logistics

Monday, February 15, 2016 Obtain licenses for 50/50 and raffle

Fundraising

Develop set-up/take-down plan

Logistics

Select reliable printer PR/MarketingCraft press releases and distribute

PR/Marketing

Monday, February 22, 2016 Organize guest list* PR/MarketingMonday, February 29, 2016 Create name tags and any

other required material for event night

PR/Marketing

Thursday, March 3, 2016 Set up activities FundraisingOrganize/inspect lighting LogisticsOrganize/inspect sound system

Logistics

Check equipment/set-up LogisticsSet-up registration table Logistics Run-through speeches with MC

Logistics

Develop photographer plan – what we want to be photographed, make sure they have a good camera, where

PR/Marketing


they should be stationed at night of event

Friday, March 4, 2016 Send out thank-you cards – to donors, volunteers, and faculty

PR/Marketing

Evaluation:

We will complete a post-event evaluation following the event to understand the successes and opportunities from our performance. The evaluation will focus in on the following areas:

1) Budget – Did we surpass any of the sections set out in the budget (ie raising $500 for a raffle instead of raising the estimated $350)? Also, were we able to raise money for the charity?

2) Communication – Did groups work well together, ensuring a smooth run at the event? Was the class prepared to deal with any unexpected happenings? Were volunteers being communicated to in a professional manner?

3) Charity – Did the charity receive any direct donations through our campaign? Did the charity also gain any more volunteers?

4) Media – How many hits did articles (if any) receive?


Works Cited

Heritage Hall. (n.d.). Our Venue. Retrieved from http://heritagehall.bc.ca/our-venue/.

Van Der Wagon, L. (2005). Develop a Mission/Purpose Statement. In Events Management for Tourism, Cultural, Business, and Sporting Events (1st edition, p. 114). New Jersey, Pearson Education.

Van Der Wagon, L. (2005). Leader and Staff Motivation. In Events Management for Tourism, Cultural, Business, and Sporting Events (1st edition, p. 209-211). New Jersey, Pearson Education.

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