Puppy Palooza March 24, 2017

Transcription

1 Puppy Palooza March 24, 2017 Karri McIntyre Reagan Olsen Katie Ely Erica Statly Brooke Buckley

2 Table of Contents 2. Program Information 3. Goals & Objectives 4. Evaluations 6. Information on HATS 7. Meet the Team 9. Team Structure 12. Volunteers 13. Animation Plan 17. Budgets 21. Sponsors 26.Marketing 33. Risk Management 37. Photos 1

3 Program Description Puppy Palooza Friday, March 24, :00 pm to 8:00 pm Kulhavi 142 This year CMU's Recreation, Parks, and Leisure Services - RPL 430 is partnering with the residence halls to bring Puppy Palooza to CMU's Campus. For a low cost of only $3.00, you will receive pizza, beverages, play with a therapy dog, play palooza games, and three free raffle tickets! Plus, you get to take a picture with a therapy pup and take it home! There will be drawings every 30 minutes for door prizes, and one drawing for a large door prize given away at the end of the night! Our mission is to raise donations for Mt. Pleasants local Humane Animal Treatment Society, sheltering homeless animals. Come out and show your love for pups! Mission Puppy Palooza s mission is to provide a relaxing, fun-filled evening to students, family, and friends while benefiting Mount Pleasant s Humane Animal Treatment Society. Money raised: $ Number of participants: 244 Program Results 2

4 Goals & Objectives 1. Have at least 50 people attend Puppy Palooza. a. Each member of the Puppy Palooza team is responsible for getting 10 people to come to the event i. Announce in class ii. Invite family and friends iii. Invite members from sports/clubs b. Use fliers to promote event i. Attach fliers on the doors of the residents in the Towers ii. Post fliers by elevators in Residence Halls iii. Place fliers on tables in dining halls c. Advertise on social media i. Facebook event page (Puppy Palooza) ii. Twitter profile iii. Use of personal social medias 2. Raise at least $75.00 for Humane Animal Treatment Society (HATS) a. $3.00 donation at the door i. Have a table taking money ii. Explain where the money is going iii. Make participants aware of what they receive in exchange b. Charge for additional door prize drawing tickets i. $1.00 for one ii. $2.00 for five iii. $5.00 for ten c. Have sponsors that contribute to the event i. Soldan s ii. PetSmart iii. Carey Hall 3. Provide an event that raises awareness for HATS a. Play a video of the animals from the shelter i. Visit the animal shelter ii. Capture the dogs iii. Edit the video b. Post pictures of the animals that are currently in the shelter i. Take pictures during the visit ii. Order large pictures iii. Create unique visual display c. Allow participants to take home a polaroid picture 3

5 i. Take picture at event ii. Have sharpies to decorate border of the picture iii. Include photo in the cost of admission Evaluation of Goals 1. Have at least 50 people attend Puppy Palooza. a. We achieved and exceeded this goal. Puppy Palooza had a total of 244 participants. The program achieved this goal by inviting friends, family members, and sport teams to attend. Puppy Palooza posted advertisement in residence halls, and academic buildings. Puppy Palooza also used a Facebook page and Twitter account. Puppy Palooza also had articles written before and after the event by two Journalism 340 students, CM Life, and Grand Central Magazine. 2. Raise a total of $75 for Humane Animal Treatment Society. a. To generate a profit Puppy Palooza charged an entrance fee of $3.00 dollars, sold extra door prize tickets, and raised money on a Givebutter account. Puppy Palooza achieved and succeeded this goal, making a total donation to the Humane Animal Treatment Society of $ Provide an event that raises awareness to the Humane Animal Treatment Society. a. Puppy Palooza raised awareness to the Humane Animal Treatment Society by having the logo or name on all marketing content. At the event we had a video of the shelter playing at the admissions table. The Puppy Palooza team member announcing door prize winners also made announcements about HATS and created attention. 4

6 Post-event Evaluations Overall, our event ran smoothly taking into account the animation changes that were made during the event due to how many participants we had. Many participants wrote that the run was too small and hot. Some also commented that we needed better signage outside of the event and more games. Puppy Palooza was praised on it s enthusiastic and kind staff and volunteers, along with the contribution of the dogs. 5

7 About the Humane Animal Treatment Society Our event, Puppy Palooza, benefited Mount Pleasant s Humane Animal Treatment Society (HATS). HATS is located at 1105 S. Isabella Road in Mt. Pleasant. The organization started almost 20 years ago with a group of people who wanted to save companion animals lives, and partnered with Isabella county in In 2013, HATS introduced a health clinic which provides high-volume spay and neuter treatments for individuals who have limited financial resources. HATS vision is a world where every animal has a home and every home has an animal. Their mission is to empower [our] community to support the compassionate treatment of all animals. To contact HATS, you can them at isabellahats@gmail.com, or call them at (989) For more information, visit their website at 6

8 Karri McIntyre Meet the Team Hi, I m Karri! I am a junior majoring in Recreation and Event Management. I am minoring in Business Administration and Athletic Coaching. I also volunteer with CMU Play on the way mobile rec program. My career goal is to work in event management planning music festivals or working in sport stadiums. While programming this event I learned that if all team members communicate and are honest with each other a lot can be accomplished!! I also learned to really prepare for the unexpected! Erica Statly I am a sophomore majoring in Journalism with a Public Relations concentration and minoring in Event Management. I will be graduating with the class of 2019, and will hopefully move into a social media manager position while blogging on the side. During the process of planning and putting on Puppy Palooza, I learned the art of effective communication and the dangers of procrastination. The entire course of this event kept me on my toes and helped me learn to be flexible and open-minded. Katie Ely Hi, I m Katie! I am a sophomore majoring in Outdoor Recreation and minoring in Event Management. I am on the Central Centaurs club quidditch team and a new member of Rho Epsilon Chi, the recreation professionals fraternity on campus. While programming this event, I learned that having group members with good communication and drive is crucial for creating a successful event. I am a big lover of dogs, and animals in general, which is why I was super excited to be part of the group putting on this event. 7

9 Brooke Buckley I am a Recreation and Event Management major, with a concentration in Commercial Recreation, and a minor in Hospitality. I hope to be graduating in 2019, if all goes according to plan! My goal is to be working in Grand Rapids, either in the Van Andel Arena or the Fifth Third Ballpark. Working with this team to plan Puppy Palooza has been a great experience. Planning this event has taught me that when a team agrees on a goal, and commits to reaching it, a great program can come out of it. Reagan Olsen Hello, my name is Reagan Olsen! I am a sophomore majoring in Outdoor Recreation. I am a two year member on the CMU Dance Team and a Leadership Safari Guide here at CMU. My current career goal is undecided, but I do know I want to be working somewhere outside showing people how to enjoy the outdoors. While programming this event, I have learned that having great communication and the drive to push yourself and your group is extremely important. I have also learned when running a program to be prepared for everything that could possibly go wrong, to go wrong. This way you are always prepared for any situation! 8

10 Group Contract Team Structure Contact Information Brooke Buckley Katherine (Katie) Ely Karri McIntyre Reagan Olsen Erica Statly Member Availability Brooke Buckley Available Monday 10:00 a.m. - 1:00 p.m.; cannot meet February 3rd - February 6th Katherine (Katie) Ely Available Monday 12:00 p.m. - 1:30 p.m.; Tuesday/Thursday 11:00 a.m. - 3:00 p.m.; Wednesday 12:00 p.m. - 1:30 p.m. or 3:30 p.m. - 7:30 p.m. Cannot meet Monday, Wednesday, Thursday nights; cannot meet April 1st - 10th; other weekends vary. Karri McIntyre Monday 10:00 a.m. - 12:30 p.m. or after 3:30 p.m.; Wednesday 10:00 a.m. - 12:30 p.m.; Weekends vary Reagan Olsen No set availability due to dance team commitments, but will make whatever times we decide work. 9

11 Erica Statly Monday 10:00 a.m. - 3:00 p.m.; Wednesday: before 12:00 p.m.; Weekends vary; Will not be able to meet: March 24th or April 22nd Meeting Attendance Policy Set meeting time is Monday 9:30-11:00 a.m. Give at least one hour advance notice if you cannot make it Decision-making Policy Delegate tasks at meetings If anything becomes a problem, voting is our solution - majority wins If you disagree come to meeting with a compromise or new idea Preferred Roles Reagan: Public Outreach/PR/Animation Erica: Public Outreach/PR/Animation Karri: Secretary/Animation Katie: Animation Brooke: Social Media Outreach/Animation Tentative Schedule/Deadlines Finalize and send documents to Karri who will be submitting them, but everyone must indicate an OK before Karri can submit it Contract: submitted by Thursday ( ) Event description & venue finalized by Thursday ( ) Event on a Friday, 2:00pm - 5:00pm (exact date to be determined by ) Consequences for not following contract guidelines Allowed one mess-up Second time ignoring the contract, two points will be deducted from the peer evaluations. Third time, group will contact Lori about the issue. 10

12 Meeting Minutes Group Meetings (all group members present), Monday s 9:30 a.m. - 10:30 a.m. Total Time Spent to Produce this Program: 130 Hours Monday, January 23rd: What is our program going to be? Where at? What charity do we want to benefit? How to we want to run it? When do we want to run it? + Group Contract Monday, January 30th: Our wish list, budget and program description Monday, February 6th: Finalized date, secured venue and drafted estimated budget, drafted sponsor letter; contact Dog Tales to secure therapy dogs Monday, February 13th: Communication Plan, Event Promotion and Animation Plan Monday, February 20th: Began contacting sponsors, created marketing materials Monday, February 27th: Risk Management Plan Monday, March 6th: Did not meet - Spring Break Monday, March 13th: Continued marketing, finalized all sponsorships Monday, March 20th: Met at venue; finalized all details for event Group Minutes Outside of Class: 18 hours Group Minutes Inside Class: 11 hours Individual Minutes: Karri: 25 hours Reagan: 20 hours Katie: 18 hours Brooke: 18 hours Erica: 20 hours 11

13 Volunteers We had five volunteers at our event, four from our class, and one other. Before the event, we sent an to our volunteers welcoming them to the Puppy Palooza team and letting them know what time we need them there. During setup, we had a meeting with our volunteers to assign them jobs. The jobs our volunteers had were helping at the admissions table, assisting with the game area, and passing out pizza and pop. They also assisted with cleanup and teardown. 12

14 Animation Plan of the Event Registration: At the event, there was an admissions table to the right of the entry door. Guests signed in, signed a photography waiver, and paid the admission price to Karri. This is where they received their tickets for the pizza/pop, door prizes, and instant picture. 4:00 RPL 430 group arrive and set-up begins 4:30 Volunteers arrive and continue set-up 5:00 Meeting with volunteers 5:15 Staff interview with Grand Central 5:25 Karri & Brooke pick up pizza and water from Dominos 7:00 Second door prize drawing, announcement by Erica 7:30 Third door prize drawing and HATS announcement, by Karri 8:00 Final door prize drawing, by Reagan 8:15 Doors close 8:20 Start clean-up 5:45 Finish setting up 8:30 Count cash box (three people count!) 5:50 Therapy dogs arrive 9:50 Finish cleaning and thank volunteers 6:00 Doors open 10:00 Go home 6:30 First door prize drawing and HATS announcement, by Brooke 13

15 Actual Timeline: 4:00 RPL430 group members arrive 4:30 Unloaded vehicles, set-up, volunteers arrive 5:00 Volunteer meeting and continue set-up 5:15 Grand Central interview and continue set-up 5:45 Dogs start to arrive and CM Life videographer arrives 6:30 First door prize drawing and change animation plan (15 minute increments of people) 7:00 Second door prize drawing (changed admission price) 7:30 Third door prize drawing and let everyone else in 8:00 Grand prize drawing, doors close, and clean-up begins 8:15 Money is counted 5:50 Last minute prep 8:30 Complete tear-down 6:00 Doors open 8:40 Group members and volunteers leave Estimated Timeline: For our overall estimated timeline many time had to be changed due to the amount of people who participated in our event. At 5:50 we had to incorporate some last minute prep as therapy dogs arrived. As well as for our clean up we managed to be able to clean up and let volunteers leave earlier 14

16 than planned. For this specific event, it was very important to us that we stayed on time for all our door prizes drawings. This we did accomplish which was a great goal our team met, even with all the people and noise. Floor Plan Game Descriptions Fish Toss - There are 16 cups filled at the end of one table fill with ⅛ of water. Four of these cups have been colored red and placed randomly throughout the 16 cups. Play get two tries to make it into a red cup. If player makes it into a red cup they win a gold fish. T-Shirt Toss - There is a board with 6 cups screwed on to it in a pyramid form participants get 5 changes to make a ping pong into a cup. If participants make it into a cup within 5 chance they receive a free t-shirt. 15

17 Door Prize Drawings Every half hour Brooke would announce the winner of a door prize drawing. The 4 prize bags included: Prize #1 -Popcorn -Candy -Family Video gift card -IHOP gift card -CMU Bo Prize #2-4 Great Lakes Loons tickets -CMU hat -IHOP giftcard -CMU bookstore gift card Prize #3 -Starbucks mug -16 oz bag of French roast coffee -Two IHOP gift cards -CMU Bookstore gift card Prize #4 -Large stuffed animal dalmatian -Two IHOP gift cards -Two CMU Bookstore gift cards 16

18 Budget Estimated budget: 17

19 Estimated Budget Continued: 18

20 Actual Budget Team Member Reimbursement 19

21 Budget Summary Puppy Palooza started out with an estimated expense of $1,231.73, and estimated revenue of $150. After creating our estimated budget it was apparent that Puppy Palooza needed to cut costs and generate more income. Leading up to the event the Puppy Palooza team created a Givebutter account allowing people to donate to Puppy Palooza through an online platform, and this alone generated $195. For the event we had many items and supplies donated, cutting our expenses down to $ By charging an entrance fee and having the option to purchase extra door prize tickets during the event, Puppy Palooza generated a total profit of $680, that has been donated to Isabella County s Humane Animal Treatment Society. 20

22 Sponsors Sponsor Letter 21

23 Wish List As we took each business our sponsor letter, we highlighted the items we hoped they would consider donating to us. 22

24 Sponsor Contact Information Starbucks Starbucks donated a coffee mug and a bag of coffee (a $25 value.) CMU Bookstore Barry Waters water1b@cmich.edu Items donated: Five $20 giftcards ($100 value) Domino s Tasha Items donated: 25 large pizzas, valued at $12 each, cups, plates, and napkins ($375 total) IHOP Kevin Items donated: Six $10 giftcards ($60 value) United Apartments Crystal Items donated: $21.00 cash donation 23

25 Great Lakes Loons Donation Request form on the website Items donated: Four tickets to a baseball game ($40 value) Carey Hall Council Contact information unavailable Items donated: $25.00 cash donation Ric s Food Center Shannon Item donated: Three 24-pack cases of water bottles ($15 value) Dog Tales The group Dog Tales donated their time and provided the therapy dogs ($240) The items and cash donations provided by our generous sponsors have an estimated value of $

26 The Puppy Palooza team members allowed the use of their own items for the event. Our own personal donations combined with the donations from the sponsors allowed Puppy Palooza to be successful. 25

27 Strategy Marketing/PR Strategy Target audience: students living in on campus residence halls who love dogs. Wall flyers posted in residence halls Facebook Event Event Twitter Page Community Calendar Submission CMU Newsletter Submission Personal Recruitment Strategy Each group member was in charge of bringing at least ten people to the event. We accomplished this by announcing our event to our classes, spreading the words to our family and friends and interacting with the events social media accounts. Justification of Strategies By using a combination of social media, word of mouth and concrete marketing materials, we got the word out about our event to as many people as possible by hitting all media platforms. These strategies were very effective, particularly the submission to the CMU calendar, landing us on the Central Michigan University home page. 26

28 We designed this flyer to be hung across campus and also used it on our social media pages. 27

29 Our Facebook event page was created to increase awareness of the event, and also allow some participants to RSVP. Our Twitter page allowed us to spread the Puppy Palooza name through the use of tweets, retweets, and hashtags. 28

30 We submitted our event to the CMU Community event calendar to allow students and faculty the opportunity to learn about our event. CMU sent out an on March 20th listing upcoming events, featuring Puppy Palooza and our event description that was included in our submission to the CMU Community event calendar. 29

31 Puppy Palooza was featured on CMU s homepage during the week of our event. Grand Central, an online magazine run by CMU students, sent a reporter to the event and published an article regarding the success of the event. 30

32 Central Michigan Life (CM Life) also wrote an article, but before our event, clarifying to the public that Puppy Palooza was to have therapy dogs and not puppies at the event. 31

33 After the event CM Life published a video featuring highlights from the event. 32

34 Risk Management Risk Management Strategy Action Plan Responsible Person/Position Run out of food Risk retention- Have staff members regulate two pieces of pizza per person Purchase Hot N Ready pizzas from Little Caesars if we have less than two pizzas left at 7:00. Karri Dogs don t show up Risk retention- Keep in contact with Betty Carrie (Therapy dog administrator) Turn the event into a normal Palooza that is benefiting HATS. Only charge $2.00 Erica Fire alarm Risk reduction- Follow the Towers emergency plan Instruct participants to exit right out of Kulhavi 142 and proceed down Kulhavi hall, to exit through the front doors of Kulhavi Hall. Brooke Dog bites Risk reduction- The dogs are well-trained therapy dogs Have a first aid kit there and a designated 911 caller if needed Erica Doggy accidents Risk reduction- The dogs are well-trained therapy dogs and will have their owners there Have clean up supplies readily accessible in the room. Reagan 33

35 Stolen Prizes Risk retention- Have two people guarding the prize table. If their prize is stolen, refund their money and apologize. Karri Lose Power Risk retention- Contact the person at the desk to confirm how long the power will be out. Inform participants as to how long we will be without power. Cancel the event if necessary; make sure participants can get home safely by guiding them to exits, or maintain a safe space in the event location by using cell phone flashlights. We will people if they win prizes and personally deliver them within a week of the event. Katie Game malfunction Risk reduction- Clearly print rule sheets to settle disputes. Train volunteers how the game is set up, built, and executed. If game breaks or someone has questions, staff member will help solve the problem by fixing the game, or settling disputes. Reagan People wanting to leave Risk retention- Pay attention to the flow. If things are slow, announce prizes sooner, or alter games to make them different to capture attention. All team members 34

36 Run out of change Risk reduction- Have back-up cash readily accessible. Get needed change from front-desk, bank, 7-11, or P.O.D. Karri Run out of camera film Risk reduction- Only 1 photo ticket per person, unless they purchase another for $3.00. If we do run out of film, participants who did not receive a picture will receive two additional prize tickets in replace of the photo. Encourage guests to still use photo booth with their phone cameras. Katie Risk Management Analysis The first risk we ran into was an overcrowded room. To fix this, we changed the animation plan to manage the flow of the crowd coming through the event. Because of the abundance of attendees, the room got very hot, so Brooke went to her room and brought three fans to help cool down the room. The only other risk we encountered was running out of camera film. We ran out of film around 7:30, so we made an announcement apologizing for the inconvenience and offered to take pictures with people s phones. 35

37 A risk that we did not anticipate was people being unhappy with the fact that we had therapy dogs and not actual puppies. To us, a dog is a puppy, and a puppy is a dog, and we love them all! A few days before the event we received a negative pictured here. In response to this , we posted signs on either side of the door as a disclaimer, informing attendees that we had therapy dogs rather than puppies. In the end, the writer of this was wrong. While at first some attendees were slightly disappointed, they quickly realized they were able to play with cute, lovable dogs, enjoy pizza, and play games while giving back to the local humane society. Our event was more successful than we could have hoped, and the amount we were able to donate to the Humane Animal Treatment Society shows what our event was truly about. 36

38 Photo Gallery Photos by: Lori Irwin, Binge Yan, and Clarissa Kell 37