Event Plan and Proposal: Foundation for Youth Development

Event Plan And Budget For

QuickTimeª and a decompressor are needed to see this picture.

In association with:

Emma Manssen Naomi Smith - 1089685 Samantha Northcott Kimberlee Nathan Maki Nishiyama -

Date: 15 April 2011

Contents Event Concept

3–4

Event Feasibility Approvals and Consultation

Location:

Marketing

Date:

Sponsorship and Other Forms of Marketing

Time:

Financial Management Risk Management Operational Planning Event Promotion Staffing Safety and Security Spectator Management Event Evaluation


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Event Concept Event name:

Family Funday

Event type:

A gala

Location:

Lollipops Playland & Café, Hamilton

Date:

Sunday, 22 May 2011

Time:

12:00 p.m. – 3:00 p.m.

Event overview and main purpose The purpose of holding this event is to create awareness and raise funds for Kiwi Can, which is a program that the Foundation for Youth Development (FYD) hold in schools for children aged 5-12. Lollipops Playland and Café will be the host of approximately 250 children, parents, principals and teachers. Lollipops Playland and Café will provide equipment such as, the multi level play frames, a merry-go-round, and bouncy castles. To add to the fun the children will be having we have also hired equipment from The Event Fun Company. Furhtermore, we will also be running a colouring competition, and providing board games so that the children can build their confidence and work together as a team, which is one of the goals of the Kiwi Can program. We have also successfully managed to get a number of celebrities that are role models for our target audience to attend our event. The children will be provided with the opportunity to have their photo taken and have a conversation with their favourite celebrity. Furthermore, the celebrities will be either playing games or reading stories to the children. A presenter from Sticky TV will also attend our event. Primarily they will be there to film the event, which will be aired on their show in the week following the event. While filming the event they will also be encourage to interact with the children. Due to the fact that the main purposes of this event is to create awareness of what the Kiwi Can program provides, the children will be treated to a number of demonstrations of the different activities Kiwi Can integrates into the program. These activates will be run by some of the energetic and enthusiastic Kiwi Can Leaders. They will encourage the children to get involved and give the activity a go, so that the children can get a feel of how much fun they can have with Kiwi Can. While the children are running wild and having fun, the parents will be able to find out what QuickTimeª and a decompressor are needed to see this picture.

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the Kiwi Can program can provide their children with. They can find out this information in two ways. The first is by attending one of the two information seminars that will be held at the event by representatives from Kiwi Can. To re enforce what they were told in the seminar they will be observing it first hand at the event due to the demonstrations the children will be par taking in with the Kiwi Can Leaders. As you can see the Family Funday event will have fun entertainment for the whole family to enjoy. With many families attending the event to spend quality time together, it will be a great opportunity for the community to come together and enjoy each others company, while at the same time raising awareness and funds for the Kiwi Can program.

Aims To raise awareness among the local community of the purpose of Kiwi Can and the benefits children can receive from taking part in the program. To increase the number of schools par taking in the Kiwi Can program. To raise funds of at least $300.00 for the Kiwi Can program

Objectives To achieve attendance of at least 300 guests at the Family Funday event on 22 May 2011 by promoting our event through all the relevant promotional channels to ensure we reach our specific target audiences within the Waikato region. Promotion will begin on 2 May 2011. Attendees will leave the event feeling highly satisfied by making sure that they get the experience they were expecting.


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Event Feasibility


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Approvals and Consultation Health and Safety: Activities The Event Fun Company will be supplying us with activities such as a bouncy castle, a Velcro wall, climbing tower and mini jeeps. All of these activities come with an experienced operator, which are trained in operating and supervising these activities in a safe manner. The bouncy castle will only be allowed a certain number of children on at a time and of a certain age group. The climbing tower and Velcro wall are highly supervised with two operators each, all safety gear such as helmets and harnesses are provided. The mini jeeps are for ages five and over. They are all registered with OSH and operated in accordance with the recognised safety standards.

Food Vendors The food vendors are required to have their own food permits from the Hamilton City Council in accordance to the Food Act 1981. As the event organiser we will make it our responsibility that we check all the food vendors at our event have the applicable and current food permits, to ensure the patrons of our event have food that is safe to eat.

Contracts We will have three main contracts for our event. The first contract will be between us (MENKS), as event organisers and Lollipops Playland and Cafe, for the hire and use of their play centre . The second will be between us (MENKS) and The Event Fun Company for the use of their activities and equipment at our event. The third contract will be between us (MENKS) and the food vendors to ensure safe food practices are used at our event.


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Marketing Marketing analysis and planning Customer Segmentation We have divided the Kiwi Can market into three segments in order to effectively deliver each of the different messages to the appropriate target segment. The three segments are:

1. Growing Kiwi kids – young New Zealanders, 5-12 year olds, who attend lower decile primary and intermediate schools throughout the Waikato. Tend to require help to improve their life skills and values, which will allow them to develop an understanding of self-worth, their responsibilities, and a ‘can do’ attitude to the challenges of life. These children makes up 50% of our audience because because without getting the kids interested in the Kiwi Can program neither t heir parents or school will be either.

2. Parents/caregivers – both males and females, 25-40, who are looking for advice and support for their children. They want to provide their children with the best environment possible to develop the necessary life skills and values to ensure that they grow into successful Kiwi Kids. These people make up 30% of our audience.

3. Principals and Teachers – both males and females, who work at lower decile primary and intermediate schools in the Waikato region. The Kiwi Can program is done

through schools, they need as many schools to understand there program and from their sign up for their program in their school. This event in a great opportunity for teachers and senior staffing to see first hand what Kiwi Can provide for children. These people make up 20% of our audience.

Meeting audience needs We will meet the attendee’s needs by offering them everything we advertised in the two weeks up to the event. We will not conduct in false advertising. By doing this all the attendees will leave the event with a high level of satisfaction as the have received the experience they were expecting. QuickTimeª and a decompressor are needed to see this picture.

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Consumer decision-making By attending the event the chosen target audiences will be able to collect information about the program and also be provided with the opportunity to see first hand what the program involves. They will then be able to identify if they have the need for such program, they will evaluate alternatives and then make the decision about whether or not to take part in the Kiwi Can program in the future. There actions will be determined by all the different factors that are at the event.

Price and ticket program Cost:

$10.00 for children aged 2 to 11. Adults are free. These prices are consistent with the general admission prices of Lollipops Playland & Café.

Locations for ticket purchase:

Lollipops Playland and Cafe Toyworld Event finder

Event promotion (overview) • • • • • • •

Flyers and Posters Newspaper School newsletters Celebrity endorsement Radio Sticky TV Facebook


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Sponsorship and other forms of income

Due to the fundraising objective of our event, we will need to seek sponsorship from local businesses in order to help cover some of our costs. The following sections will cover these income sources in detail:

Venue We have options for both indoor and outdoor venues, however, considering the date for our event and weather considerations, we have opted for an indoor event. Initial research of venue options in Hamilton City have indicated that many indoor venues charge high prices which are beyond our financial resources. We will need to seek sponsorship or financial assistance in order to cover costs for the venue. Sponsor: Lollipops Playland Lollipop’s Playland and Café is an indoor playground venue designed for children aged 0 to 11 years old. Their target markets align with our event’s targets so there is a good organisational fit and we can offer Lollipops benefits such as naming rights and exposure for the organisation. The nature of the sponsorship will be value in kind, where the cost for hiring the venue will be provided for free or at a reduced rate. Further information about costs is covered in the budget.

Promotion Research into costs around advertising and printing have indicated that we will need to seek assistance to cover these costs. Sponsor: Waikato Times The Waikato Times is the daily newspaper for the Waikato region and will be the most effective medium to advertise our event to our targets. We will seek sponsorship for donated advertising space in the Waikato Times as well as coverage of the event.

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Sponsor: Classic Hits Classic Hits mainly targets females aged 25 to 44 years old and they also have an emphasis on community events so our event will align with some of their organisational objectives. Classic Hits will donate value in kind and promote our event through their radio station as well as provide staff and equipment on the day. Sponsor: Sticky TV Sticky TV, a popular children’s television program that plays every Sunday at 8am, will help to provide television coverage of our event and meet some of our awareness objectives. They will provide staff and equipment on the day of our event, which will be broadcast on national television. Providing coverage by What Now will also help us to promote in the weeks coming up to the event.

Entertainment Many of the activities we will offer on the day of the event will be possible to execute at low cost by enlisting the help of volunteers. Much of the entertainment will be provided by the venue, Lollipop’s Playland, but we will also seek sponsorship for value in kind donations from various other sources for other forms of entertainment. Sponsor: The Event Fun Company Local event equipment business, The Event Fun Company will help us provide other forms of entertainment equipment and inflatable toys for fundraising purposes. They will help cover costs for staff and transport as well as the equipment provided on the day. Sponsor: Waikato Chiefs We will ask the Waikato Rugby Union (WRU) to provide our event with a player from the Chiefs. The WRU has a great reputation for providing players for community-based events and we believe the Chiefs will benefit from the publicity generated from our event.

Food Lollipop’s Playland has facilities for food and drinks but we will also provide a sausage sizzle on the day. Sponsor: The Mad Butcher The Mad Butcher has a proud history of sponsorship with an emphasis on community involvement. The Mad Butcher will provide us with sausages for our fundraiser as well as a barbeque to cook the food.

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Prizes We will also be visiting local businesses to ask for small donations of items for prizes. These donations will be used for the raffle and other giveaways and competitions. The following are some potential businesses we will visit:

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Toyworld

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Pumpkin patch

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Event Cinema

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Hamilton Zoo

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The Skin Spa

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Smiggle

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Hell Pizza

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Rebel Sports


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Financial Management Financial Procedures A record will be kept of all income and expenses using ledger sheets, which will be backed up by invoices and receipts. This will allow us to keep up to date with any payments that need to be made in advance as well as putting a monetary value on items provided in-kind. Accountable book keeping will also allow us to be transparent in our financial recording and meet New Zealand statutory requirements.

Sources of income Sponsorship •

Donations

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Ticket sales

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Raffle sales

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Sausage sizzle sales

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Toy sale

Cash Flow Although we will have pre-sale tickets available online, we expect the majority of the sales to occur on the day of the event. For this reason, we will have limited funds available prior to the event and will have to factor this into our planning.

Payment of Accounts Any payments to be made will be approved by all members of the group before the transaction is processed to ensure that unaccountable payments will not occur. Furthermore, considering our cash flow situation, major accounts may have to be paid after the event date.


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Control Systems Revenue will be generated solely on the day of the event so procedures need to be put in place to manage the flow of money and ensure that it is secure and accounted for. A member of our team will oversee the cash handling on the day and brief volunteers and other staff on the required procedures for cash handling. We will also be working closely with Lollipop’s Playland to ensure that our ticketing systems will be compatible with their venue.

Taxation Information FYD operate under The Charities Act and are exempt from paying taxes, however, we will have to ensure that records of all transactions are available for accounting purposes.


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Pricing

Based on both our budget and break-even analysis, we have decided to price our tickets at $ 10 per child and a nd adults enter free. As outlined in our budget, sponsorship and other income was taken into account as well as market prices.


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Risk Management

The Family Funday is to take place at the central city facility of Lollipops Playland and Cafe, taking advantage of the locations already established entertainment amenities and play areas. There are many external and internal influences, which could pose a risk to the success of the event.

Location and Facility Due to the facilities central location in a large city such as Hamilton a major issue that could arise may be traffic congestion and parking problems, which could be highly possible. This would result in the lack of access to this event and could cause a decline in people attending. In order to combat this issue we have chosen to hold the event on a Sunday afternoon, to avoid weekday work and early morning Saturday traffic. Furthermore we have arranged with Countdown, which is directly opposite the event location, to use some of their carparks for the duration of the event. On the day processes could be put in place to manage the flow of traffic around the immediate event vicinity, with the use of appropriate signage and personnel. There may also be an issue with noise control and local community wellbeing. Depending on the type of entertainment, amount of people attending and traffic, noise could be a major issue, causing complaints from the surrounding neighborhoods and businesses. We will need to consider all of these factors during our planning stages. Another major risk factor will be weather conditions; heavy rain and risky weather conditions make travel to and from any event difficult, unpleasant and can also be dangerous in extreme cases. It is minor hindrance to the success of this event however must be considered for our contingency plans. We must also be sure our chosen venue is up to standard in regards to protection against the weather. (no leaks etc).

Financial Risks QuickTimeª and a decompressor are needed to see this picture.

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We must also consider the financial risks of this event. A key issue relating to finance is lower than expected income after the event. This can be caused by different factors, such as lower than expected attendance of people, therefore less money made from ticket and entertainment sales. Economic wellbeing on a large scale can also affect the income of this event, with recent ‘recessional’ times, society as a whole are spending less. With less income from this event, we may face issues with payment of expenses. Cash flow issues are also relevant in this case. We need to be sure of our financial status and the availability of money at this event on the day. It is important to take into consideration the way in which our audience spends and uses money. For example, will they carry cash, eftpos or credit cards? By considering these trends we can better prepare by providing the appropriate facilities. We would also need to communicate with entertainment and stall providers, to determine their views or policies regarding payment procedures. Cash availability is also important for the provision of stall cash floats, to ensure the appropriate change can be given to our customers when needed. A significant factor affecting financial risk is the possibility of losing the financial support of our sponsors. Sponsors can provide not only monetary support but also in some cases, brand recognition and services, such as guest appearances. Without this support, we would lose financial assistance, which would create unforeseen costs, and lack of money available to meet expenses. It could also lead to the loss of major attraction factors of our event. We must maintain constant communication with our current sponsors while at the same time having contact with other possible sponsors just in case. With constant communication we can be better aware of changes with our sponsor and so too will our sponsors be able to follow our progress through our stages up until the event itself. They become more closely involved and have a better understanding of our needs and how their contribution is vital.

Legal Risks Because we have many different participants involved in our event it important to create contractual agreements, so information runs transparently, and each party meets their own significant expectations. However, because there are so many people involved, there is a high likelihood of breach of contract issues. These issues can cause bad relationships between the management team and participants as well as dissatisfaction of each party. To ensure this issue does not arise we must make contractual agreements clear concise and easily understood. We may need to approach the appropriate legal advisors. Another legal risk is possibility of illegal behaviour such as theft, trespassing, intoxication QuickTimeª and a decompressor are needed to see this picture.

and unsociable behaviour. As we are not limiting who can come to this event, there is a chance of people, behaving in a way, which is not appropriate for our target audiences. This

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would create an unpleasant environment and possibly ‘bad’ influences, which could deter customers from attended or staying. Arrest and legal implications could also cause unwanted attention from media and the community.

Technology risk In today’s technologically based society we rely extensively on technology in our day to day lives. This is also the same with event management. Technology has a high chance of failing or malfunctioning, which could be a significant problem at our event. Although technology malfunctions are usually unforeseen, we can minimise their affect and have contingency plans in place. Such plans could involve back up systems for such technology as P.A. and sound systems, and eftpos. It would also be helpful to have experienced operators of technology who have the capability to fix failures or operate equipment correctly to prevent any malfunctions. Communication between our team members and our participants is key, however is also technology based. If a malfunction were to occur which affected our communication, it would be a major issue we would need to address immediately. In order to prevent this, we will need to ensure we use reliable means of communication as well as have backup devices (such as portable radios, and using cell phones as backup).

Mismanagement and staffing Risks: Staff members are a vital role in the success of an event however; there is possibility for issues within the staff sector. Issues such as, disputes resulting in staff member resignation, or illness. To lose a staff or team member suddenly is a moderate issue. With a missing link in the event processes, management could become more difficult, however with proper observation and teamwork, this issue can be easily resolved.

Environmental risks The main environmental risk is litter and a small scale of litter. This is a high likelihood, however not a major issue as it can be easily fixed. If left unresolved however, could lead to backlash from local authorities, communities and the media. To minimise the environmental affect of this event, we must be sure to provide enough appropriate means of waste disposal such as recycling bins and rubbish bins. Processes will need to take place after the event in QuickTimeª and a decompressor are needed to see this picture.

regards to clean up and proper disposal of rubbish.

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Operational QuickTimeª and a decompressor are needed to see this picture.

Planning Venue Maps and Plans As the venue that is hosting the events, Lollipops, already is a set venue and have set areas

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for functions they already have a lot of the facilities set up for events. Depending on how many different stalls decide to come and set up depends on the site map. At the moment, away from the playground, there will be an area to set up the stalls, which will go in a clockwise direction around the outer walls so that there is a good flow of people in this area. The weather will play a big impact on whether a lot of stalls turn up, especially food stalls. As the majority of food stalls are in carts, they will have to be situated outside of the venue. This area is not covered, so if the weather decides to rain then they will not turn up due to customers not wanting to go outside in the rain.

Schedules We do not have any particular schedules on the day regarding activities, as these will be run all day and the children will be able to attend these at any times throughout the day. There will however be specific time periods which different competitions and raffles will be drawn. At 2.00 the colouring competition will come to a close, this will also be the same time which people can draw raffle tickets. At 2.30 both the winners for the colouring competition and the raffle will be drawn, along with a quick thank you speech from MENKS and FYD. As well as competitions ending at a specific time, we have decided to have two ten-minute seminars from FYD to talk to teachers, parents, and principals about the Kiwi Can program and what they do in schools and how they can help. These will be run between 1.00 and 2.00.

Traffic Access to Lollipops isn’t hard, as it located


on the corner of to main streets in Hamilton’s CBD. However some signage may be needed around the corner of the street, and leading up to the street as Lollipops is hidden behind countdown. Signage will also be needed to help guests find the carpark as it can easily be confused with Countdowns carpark. As there is limited parking at Lollipops Playland and Cafe, we shall address countdown in order to see if they do not mind lending some of there carparks for the guests of our event for the 3 hours during the day. This will mean that guests will not have to worry about parking,

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or having to walk far to their car coming to and from the event. We still want to be able to have any children and families coming to our event, and we don’t want something small like car parking to be a problem for some families. With this will make sure that the carparks at Lollipops Playland and Cafe, and especially closest to the entrance will be reserves for families that have a family member with a disability. This will create easy and safe access for disability guests to and from the event without having to worry about anything.

Waste and Environmental Management Lollipops already have facilities provided as they are a playland and they have events and birthday parties there often. These facilities include toilets, rubbish bins, and a waste management system in place. We are going to use these services and facilities that are already available to make it easier on Lollipops Playland and Café and us.

Cleaning As there are going to be a lot of stalls, food, and children around at this event, we are hiring the venue for an extra 30 minutes after the event is finished to clean the event. MENKS will be cleaning the venue vacuuming, picking up rubbish, clearing away stalls and activities that we provided, and making sure Lollipops Playland and Cafe is clean in general, and left in the same condition as it was when we were given the venue.

Catering Weather is going to be a major concern on


catering for our event. We are relying on food stalls to turn up on the day with their carts to sell foods to our guests. As the majority of the stalls will be in carts they will have to be situated outside the main entrance or carpark with the most room. If the weather is raining guests are not going to walk out in the rain to have some food so they are not going to make much business. Depending on the size of stalls or the type of stalls etc, some may be able to come inside the event, e.g. Coffee Cart as they are not that large compared to a hot dog/hot chip van. Unfortunately there is not much we can do about this problem, as we do not control the weather, and unfortunately Lollipops do not have a undercover area for them to park in.

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Every food stall has a food safety certificate that is shown on the inside of their van. Even though this is assumed to already be attained on the food stalls account, we will also check this on arrival to make sure they do have it, and it is showing so guests can see. Lions Club are especially going to be asked if they would like to provide some food stalls at our event, as they are always eager to help out the community and they also have a range of different food stalls. We will also be asking around the community and various stores if they would like to provide a food stall or coffee stall. MENKS are also going to provide a sausage sizzle as a fundraising tool for FYD at the event. These sausages will be 1.50 depending on sponsorship.

Event


Promotion Promotional material Main media

Our total for paid promotional material is $400.00. The following is how we tend to spend our budget for promotional material.

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Flyers and Posters We have developed informative and eye catching flyers and posters. The posters will be in areas where our target audiences are frequently found. Thus ensuring that the event gains maximum exposure. We have arranged for volunteers from Kiwi Can along with someone from Lollipops Playland and Café dressing up in the Cat Mascot suit, to hand out the flyers in the Hamilton CBD, Chartwell, and Te Awa at The Base. Newspaper Through the Fairfax Media Print Division, we have negotiated a series of two advertisements to be published in the Hamilton Press, as this is a community based newspaper. The advert will be printed in the newspaper in the two weeks leading up to the event. We have also organised a small advert to go into the Waikato Times, which will also go in the two weeks leading up to the event. This will allow us to be able to reach a wider audience. Other event promotion

In addition to paid promotional material; we have also managed to gain free advertising campaigns through negotiations with a number of different individuals and companies. School Newsletters We have organised to have an advertisement in all local primary and intermediate schools newsletters. The advertisement will be in the newsletters in the two weeks leading up to the event. Celebrity endorsement Celebrities that are role models for the targeted audience of the Kiwi Can program will go around the majority of schools within the Waikato area to promote the event and to inform the children that they will have the opportunity to have photos taken and play games with their role models at the event. This will create interest from the kids who will then go home QuickTimeª and a decompressor are needed to see this picture.

and tell their parents about the event. Radio The Classic Hits radio station has done previous event promotion for Foundation for Youth Development. We have negotiated a two-week drive-time promotional schedule on Classic Hits running prior to and through the Event. The schedule involves promotion of the event on Bunting in the Morning, which airs from 6am-10am. This station matches both of the parent and teacher/principal audience profiles almost exactly. Bunting is a great believer in helping kids grow as he has three of his own, so we believe that he will be a really good promoter of the event to ensure enough hype is created to get people talking about and attend the event. Along with radio coverage we have also managed to negotiate a deal with Classic Hits to advertise our event on their website. Thus ensuring that we get the most complete coverage

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of two of our key markets in the lead-up to the Family Funday. Sticky TV As Sticky TV will be attending the Family Funday event, we have organised two event promotion deals with them. The first is having an advertisement of our event on their website. This advertisement will include all the necessary information of the event and we require that they display this on their website for the two weeks prior to the event. The other deal we have made with them is that during the time the program is being aired they will promote our event, by again stating when and where it is, along with saying that they will be there to join in with all the fun. The majority of the children we are targeting watch Sticky TV therefore it will be a great way to promote the event. The kids will want to attend the event as they can see that they will be given the chance to meet the presenters from the show. This will create major national hype of the event. Facebook We have set up an events page on Facebook. From an engagement standpoint we developed this page in order to promote the content information of our event and how holding this event will benefit the Kiwi Can program. This is an excellent promotional method, as it will ensure our message reaches our specific target audience. We will specifically select whom we want it to reach, as we will be able to target them by geography, age, gender, and so on.

Promotional design and printing We gained a sponsor that will pay for all the printing costs of our flyers, posters and tickets. In exchange for their sponsorship there logo will be on all our print advertising material. We are still in the design stage for our flyers and posters, however they will look something similar to the one below: QuickTimeª and a decompressor are needed to see this picture.

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Staffing

To ensure our event goes off with out any hitches, we have hired a strong workforce to guarantee that all the attendees’ needs are satisfied. Our workforce for the event will comprise of the following staff: • • • • • • • • • • • • •

Operations manager Event supervisors (4) Kiwi Can representative Kiwi Can leaders (10) Kiwi Can Ambassadors (3) Lollipops Playland and Café staff (3) Celebrities (5) T.V. Personalities Photographer MC Admission Control Face painting artist Volunteers (10)

Job Descriptions – Family Funday Title: Operations manager Job purpose:

To run the hour-by-hour operations of the event. Their sole purpose is to ensure that the event runs productively and smoothly so that nobody at the event encounters any problems. Key responsibilities and accountabilities: accountabilities:

1. Make sure everyone knows what they are supposed to be doing and when 2. Produce contingency plans for potential problems that could occur at the event


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Title: Event supervisors Job purpose:

To supervise and coordinate the workers at the event to ensure that all the elements of the event are successful. Key responsibilities and accountabilities: accountabilities:

1. Plan, prepare, and devise work schedules 2. Issue instruction and assign duties to workers 3. Help workers resolve problems they may face when carrying out their assigned activity 4. Make sure the celebrities are being well looked after Title: Kiwi Can representative Job purpose:

To plan and carry out two seminars at the event, so as to create awareness for the Foundation for Youth Development and the Kiwi Can Program. Key responsibilities and accountabilities: accountabilities:

1. Carry out two 10-minute seminars 2. Provide the parents with background information about the Foundation For Youth Development organisation. 3. Explain what the aim of the Kiwi Can program is and what is involved in the program 4. Identify how the Kiwi Can program is beneficial for the children. 5. Set a side a time so that parents can ask questions. Be open to answer all the questions they might have. 6. Take part in an interview with the Sticky TV presenter Title: Kiwi Can leaders Job purpose:

To plan and carry out demonstration that will run throughout the course of the event, so as to show the different activities Kiwi Can integrates into the program. Key responsibilities and accountabilities: accountabilities:

1. Leaders must be energetic and enthusiastic. 2. Encourage the children to get involved and give the activities a go. 3.Answer any questions that the children or their parents might have. QuickTimeª and a decompressor are needed to see this picture.

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Title: Kiwi Can ambassadors Job purpose:

To represent the Foundation for Youth Development organisation and be spokes people for the Kiwi Can program Key responsibilities and accountabilities: accountabilities:

1. Answer questions 2. Play with the children 3. Read stories to the children Title: Celebrities Job purpose:

Be role models to the children who attend the event. Key responsibilities and accountabilities: accountabilities:

1. Play with the children 2. Read stories to the children 3. Have photo ops with the children 4. Be open, within reason, to answer questions that the children might have. 5. Take part in an interview with the Sticky TV presenter Title: T.V. Personalities – Sticky TV Job purpose:

To gain comprehensive coverage of all the action that is taking place at the event, so as to gain publicity for the event after it has occurred, giving added exposure for the Kiwi Can program Key responsibilities and accountabilities: accountabilities:

1. Interview the Kiwi Can representative, asking specific questions about the purpose of their program along with why the event is being held 2. Interview some of the attendees to receive feedback on how they are enjoying the event 3. Interview the celebrities at the event to get their view of the event and the reason why they have attended it. 4. Interview the sponsors and get fair coverage of all the sponsor signage and stalls 5. Play with the children QuickTimeª and a decompressor are needed to see this picture.

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6. Air the coverage the gained on one of their shows in the week after the event Title: Photographer Photographer Job purpose:

To capture memorable moments of the event on film, so that attendees can take away a memento in order to remember the event. Key responsibilities and accountabilities: accountabilities:

1.Create a set up where the children can go to have photos taken specifically with the celebrities. 2. Take photos throughout the course of the event of things such as, the children playing, the celebrities, Kiwi Can representative and leaders, the sponsors etc 3. Gain all round good coverage of the event 4. Upload the photos onto the website so that the attendees can then go download the pictures they want Title: MC Job purpose:

To announce what and when things are happening during the course of the event, so as to ensure that attendees are aware of what they can take part in, to ensure excellent flow throughout the venue. Key responsibilities and accountabilities: accountabilities:

1. Regularly announce what is happening at the event 2. Keep the atmosphere at the event up beat Title: Admission Control Job purpose:

Responsible for ensuring that the flow of attendees, both in and out of the event is smooth and effective. Key responsibilities and accountabilities: accountabilities:

1. Make sure that all the attendees have tickets 2. Be prepared to sell tickets at the door 3. Ensure that all the attendees get into and out of the event in a safe and efficient manner QuickTimeª and a decompressor are needed to see this picture.

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4. Must look after the money in an honest way 5. Hand out an event program to all the attendees 6. Sell raffle tickets 7. Announce the winner of the raffle and colouring in competition Title: Face painting artist Job purpose:

To paint the children’s faces Key responsibilities and accountabilities: accountabilities:

1. Offer a range of different options 2. Have all the required equipment Title: Volunteers Job purpose:

The positions of the volunteers will change throughout the course of the event. The operations manager will instruct them of their roles Key responsibilities and accountabilities: accountabilities:

1. Help out where needed 2. Be adaptable to change 3. Be friendly and smile 4. Be enthusiastic

Selection and recruitment QuickTimeª and a decompressor are needed to see this picture.

Operations manager

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The operations manager will be Samantha Northcott who is a member of MENKS Event Supervisors Event supervisors will be: Emma Manssen, Naomi Smith, Kimberlee Nathan, and Maki Nishiyama who are all members of MENKS. Kiwi Can Representative, Leaders, and Ambassadors We chose Lisa from the Kiwi Can program to be the representative for the event. Lisa then went on to organise the ten Kiwi Can leaders for the event and also the three Kiwi Can ambassadors. Lollipops Playland and Café Staff The staff members helping out at the event will be chosen by the Lollipops Playland and Café manager. Celebrities We chose celebrities that are role models for the age group the Kiwi Can program targets. In order to get the celebrities on board with our event, we went through the processes they have in place for any community work/appearances they do. This ensured that they remained happy and willing to help out. T.V. Personalities We selected Sticky TV as it is one of the most popular New Zealand children’s program. This will appeal to a large majority of the children we are targeting, resulting in a large number of them attending our event. They are also well known for having excellent coverage of events they have attended in the past. Photographer A member of MENKS has a friend who is a professional photographer and he has agreed to work for free in exchange for exposure of the work he does. MC While we were in talks with the Classic Hits radio station to have advertising through them in the two weeks leading up to the event we also arranged for the breakfast host Bunty to come and MC the event for free. Admission Control


The two admission control positions will be filled by two of the volunteers.

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Face painting artist A member of MENKS has a friend who is an artist and he has agreed to work for free. Volunteers The members of MENKS will be approaching family and friends to ask for their help at the event.

Rosters Each staff member will be issued with the roster a week before the event. This will give the members enough time to read over the roster so that they know who is involved and when. The roster provides each member with their start and finish times and also their break times if applicable. NOTE: An example of the roster has been added to the end of this section

Training and Briefing Volunteers will be required to turn up to the venue thirty minutes prior to the event start time. During the thirty minutes they will be taken through a quick training program. They will be shown the layout of the venue, the location of all the equipment they may require, how to operate the equipment, and so on. The sponsors will be individually briefed of their roles and responsibilities within the week prior to the event, at a time that suits them.

Recognition strategies At the end of the event each volunteer will be presented with a gift from MENKS, to show our appreciation and thank them for given up some of there valuable to time to come and help out at this very worthy event. The sponsor will receive the benefits that were outlined in the individual sponsorship proposals they received.


Family Funday Event Employee Schedule Sunday 22 May Team Member Name

Present

Start

Finish

1st Break

2nd Break

Operations Manager

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Samantha Northcott Family Funday Supervisors Emma Manssen Naomi Smith Maki Nishiyama Kimberlee Nathan Admission….. Kelly Clark Victoria Fisher Kiwi Can Representative Representative Lisa Zandbergen Kiwi Can Leaders Rosie Smith Nathalie Field Beth Worton Sophie Traylor Sarah Jones Thomas Evans George Davis Elliot Lobb Matthew Feast Paul Davis Kiwi Can Ambassadors Rower One Rower Two Rower Three Celebrities Tamati Coffey Tana Umaga Stephen Donald Casey Williams Irene van Dyk TV Personalities Personalities Sticky TV Photographer Dan Mickleson Face Painting artist Tom Peters MC Bunty Volunteers Jennie Feast Elisabeth Waterhouse Charlotte Gibson Hayley Picard Jodi Beaumont Zack Christensen Bob Jones Ben Wilson Mark Steward Matt Roberts

11:00

16:00

N/A

N/A

11:00 11:00 11:00 11:00

16:00 16:00 16:00 16:00

N/A N/A N/A N/A

N/A N/A N/A N/A

11:30 12:00

12:30 13:00

N/A N/A

N/A N/A

13:00

14:00

N/A

N/A

11:30 11:30 13:30 13:30 13:30 11:30 11:30 11:30 13:30 13:30

14:30 14:30 15:30 15:30 15:30 14:30 14:30 14:30 15:30 15:30

13:00 13:00 14:20 14:20 14:20 13:10 13:10 13:10 14:30 14:30

N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A

12:30 12:30 12:30

14:30 14:30 14:30

13:30 13:30 13:30

N/A N/A N/A

12:30 12:30 12:30 12:30 12:30

14:30 14:30 14:30 14:30 14:30

13:30 13:30 13:40 13:40 13:40

N/A N/A N/A N/A N/A

12:00

15:00

13:30

N/A

12:00

15:00

13:30

N/A

12:00

15:00

13:40

N/A

12:00

15:00

13:30

N/A

11:30 11:30 11:30 11:30 11:30 11:30 11:30 11:30 11:30 11:30

15:00 15:00 15:00 15:00 15:00 15:00 15:00 15:00 15:00 15:00

13:00 13:00 13:10 13:20 13:20 13:00 13:10 13:10 13:30 13:30

14:00 14:00 14:00 14:10 14:10 14:00 14:10 14:10 14:00 14:10

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Safety and Security Safety of Audience


As our event includes a huge Playland that many children will be using, we will be needing some of Lollipops Playland and Cafe staff to assist us in the safety of the children, as a lot of them have experience in child care and as they work at Lollipops they know what to do in case of emergencies in their own facilities.

Security of Equipment, Cash, and Other Items Our event venue is not that large and with the amount of volunteers and Lollipops Playland staff there will be people walking around constantly watching people, the equipment and stalls throughout the day. Also there will be a count up before and after the event of the equipment we provided to make sure it is all there. With Cash, we will have one person who will be in charge of the raffle, which will also watch all the money coming through there and

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the sausage sizzle all day. This person will also collect the money from food stalls and other activities that have come along to our event. All of the stall owners will have been notified on arrival on who this person is so there is no confusion of whom to give the money to. With other people’s valuables, they are to be responsible of their own gear, but the volunteers and staff will also be keeping an eye out of suspicious behavior.

Communications The event venue is not large, so walkie talkie or other methods to keep in contact with each other will not be necessary as we will all be in walking distance of each other, MENKS will all have cellphones so if volunteers have any problems they can address one of us, and we can call or txt one of the other for an answer or help. If volunteers need to report something to someone, they should first go to the operational manager who will then address the MENKS person who is in charge of that area, or address the problem themselves. In case of emergencies, or a larger scale problem then they should go straight to the event manager of the event, who then will have an emergency plan to go ahead with, or a solution for the problem. All volunteers and staff of Lollipops Playland will QuickTimeª and a decompressor are needed to see this picture.

be introduced to everyone before the event starting so that they know exactly who to address and when, and to get to know everyone so they can have a great time as well.

Emergency Access and Emergency Management Lollipops Playland and Cafe already have emergency access and an emergency management plan that they use during their open hours and events they have had there previously. To make it easier on Lollipops Playland and Café, and us we will use their emergency management plan that is already in place.

First Aid We will have a first aid kid that will be with the person selling raffle tickets, in case any children hurt themselves. Also we will have St. Johns located on the premises in case of major emergencies.

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Spectator


Management Signage The event will have two main areas of signage. One will be situated at the Peachgrove traffic lights to show which road to turn down in case patrons do not know where Hamilton Boys High School is. The second lot of signage will be on the Lollipops Playland and Café building to show that this is where the event is taking place. This will ensure people don’t drive past and think that it is the wrong place, time or day, if they do not see any part of the event from the road.

Spectator Flow During the set-up of the event we will arrange the stalls inside the ply centre so there is an up isle and a down aisle. This ensures that patrons do not get congested or walk any which way

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they like around and will ensure the flow of patrons is fluid. We will do the same to the outside activities. We will also have a five metre perimeter around the major activities like the Velcro wall and mini jeeps, so that if there are queues for these activities or people gathering around to watch, they will not disturb the flow of patrons walking past.

Contingency Plans Weather: If the weather on the day of the event is wet, we have arranged to just use the activities that are already located in Lollipops Playland and Café. The mini jeeps, climbing wall and Velcro wall will not be used. We will notify the Event Fun Company early on the morning the day of the event is being held if the weather is too bad for them to make the trip down. The outside food vendors will be moved as close as possible to the venue and will have gazebos situated around them for people to stand under.


Accident: We have pre arranged for St John paramedics to be on hand at our event in case of an accident, such as; a broken arm on a bouncy castle. This will be situated in a central area where everyone can see so that if an accident shall happen, they know where to take the injured patron.

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Evaluation


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Event Plan and Proposal: Foundation for Youth Development

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