Fall Star Family Fun Day

November 9, 2008

State CollegeAreaHighSchoolNorthBuilding

Front Row (Left to Right): Mike Ross, Anthony Basciano, Sarah Haas, Kimberlee Langhorst

Back Row (Left to Right): Dan Wurtzel, Jennifer Ketchum

RPTM 356 – Programming in Recreation and Leisure Services

Section 2

Kathleen Raupach, MS, CTRS

Event Planners:

Anthony Basciano, Sarah Haas, Jennifer Ketchum,

Kimberlee Langhorst, Mike Ross, Dan Wurtzel

Peer Mentor: Lindsey Vida

Agency Contact: Margie Swoboda, SCASD Health/PE/Driver Ed. Coordinator

Table of Contents

Signatory Page

1. Introduction

  1. Event planners ...... 6
  2. Operating Guidelines of our Team...... 7
  3. Description of the Event...... 9
  4. Date, time, location of the Event...... 9
  5. Sponsoring Agency...... 9
  6. Target Audience...... 9
  7. Initial Brainstorm...... 9

2. Goals and Objectives

  1. Outcome Objectives ...... 11
  2. Process Objectives...... 12

3. Feasibility Analysis

  1. Organizational Factors ...... 13

i. Agency Mission, Goals...... 13

ii. Agency Staffing...... 13

iii. Supplies and Equipment Available...... 14

  1. Needs Assessment...... 14
  2. External Inventory...... 15
  3. Program Related Research...... 16

4. Management Plan

  1. Committee Structure ...... 17
  2. Committee Responsibilities / Planning & Implementation Steps...... 18

5. Sponsorship Plan

  1. List of Sponsors and Non-sponsors...... 23
  2. Sponsorship Letters...... 25
  3. Thank You Letters to Sponsors...... 25
  4. Thank You Letter to Agency Contact...... 25
  5. Thank You Letter to Volunteers...... 25
  6. Thank You Letter to Media Personnel...... 25

6. Marketing Plan

  1. Description of Strategies Used...... 26
  2. Marketing Plan...... 27
  3. Promotional Materials...... 29

7. Equipment and Supplies

  1. Equipment and Supply List...... 29

8. Event Logistics

  1. Event Schedule for Participants ...... 34
  2. Participant Rights & Responsibilities...... 35
  3. Schedule for Planners...... 36
  4. Registration and Customer Relations...... 40

9. Staffing

  1. Event Planner Job Descriptions...... 41
  2. Volunteer Training Plan & Agenda...... 41
  3. Volunteer Job Descriptions...... 43

10. Facility Layout

  1. Description ...... 44
  2. Facility Layout...... 45

11. Risk Management Plan

  1. Participant Rules and Policies ...... 45
  2. Facility and Equipment Safety Checklist...... 46
  3. Overall Risk Management Plan...... 47
  4. Release Forms / Waivers (if applicable)...... 50

12. Budget

  1. Budget Spreadsheet...... 51
  2. Budget Narrative...... 52

13. Evaluation

  1. Review of Goals & Objectives...... 53
  2. Survey Instrument ...... 53
  3. Survey Results...... 55

14. Recommendations

  1. Summary of Debriefing Meeting...... 56
  2. Suggestions for Improvement...... 57

Appendix...... 58

  1. Team Socials
  2. Group Rights & Responsibilities
  3. Weekly Minutes
  4. Event Photos
  5. Sponsorship Letters
  6. Thank-you Letters
  7. Promotional Materials
  8. Pocket Size Schedule of Events for Planners/Volunteers
  9. Registration Materials
  10. Volunteer Sign-In Sheet
  11. Facility Layout
  12. Completed Surveys
  13. Survey Results Cross Tabulation
  14. Educational materials used
  15. PowerPoint Presentation

1. Introduction

During the Fall Semester of 2008, the Corl Street Elementary group of RPTM 356 planned an event called Fall Star Family Fun Day for the students of Corl Street Elementary and their family members. The team includes six members and a peer mentor who already completed the course and was available to us as a resource for questions and advice. The members of the Corl Street Elementary group worked well together and were able to put together a fun and family-friendly event for the students of Corl Street.

  1. Event planners.

Sarah Haas is double majoring in Commercial and Community Recreation Management and Public Relations. She is from Kutztown, PA. In her free time she likes to volunteer, dance, and watch movies. In high school she ran a benefit concert for the PA Breast Cancer Coalition and was inspired to continue planning such events. She is comfortable in the communicator position working within the group and with the agency and also in being a creative visionary. She likes to bring creative ideas and come up with unique ways to do things. She is strong in communication and keeping everyone on the same page. She believes that communication is the key point to any event and works to make communication come easily. She also has creative ideas and perceptions to bring to the group about different ways to do things. Since she has planned many events in the past, she also has experience is some things that do and do not work, especially with kids. These two skills will contribute to our team. Her experience with kids will help the group keep activities interesting and fun and her skills in communication will help the team stick together and complete tasks successfully.

Dan Wurtzel is majoring in Recreation Park Tourism Management with a Commercial and Community option. He is from Germantown, MD. He enjoys skiing, watching sports and hanging out with his friends in his free time. Dan likes working with children and the Corl Street event was an opportunity to work with children in an active environment. He is comfortable in either the communicator or the resource position. He can help keep communication clear in the group and help move towards the end goal without getting off track.

Jennifer Ketchum is majoring in Recreation Park Tourism Management with a Commercial and Community Recreation option. Her hometown is Elma, NY. In her free time, she enjoys spending time with her friends and family, working out, or reading. The Corl Street event sparked her interest because she has lots of experience working with children and her sister is a Nutrition major at PennState and always talks about childhood obesity. Corl Street is a way to prevent children from having obesity problems. She feels most comfortable in the organizer, creative visionary or communicator position. Jennifer can bring organization and creativity to the team. To contribute to a healthy and effective team environment, she can help keep things organized for everyone so the group will stay on track. She can help deal with issues between group members by keeping communication lines open so no one feels as though they cannot speak up.

Mike Ross is majoring in Recreation Park Tourism Management with a Commercial option. He is from Aurora, CO. In his free time he likes to play basketball with friends, ultimate frisbee, bike riding, and sports. The Corl Street event sparked his interest because it was an opportunity to run an event that he would have fun with. Mike feels most comfortable as the creative visionary and organizer roles. He likes to think outside the box, while it may not always be correct he is willing to take chances and work hard.

Kim Langhorstis majoring in Public Relations with a minor in Recreation Park Tourism Management. She is from Pittsburgh, PA. In her free time she likes to work out, dance, travel, cook, be with family and friends, and shop. The Corl Street event sparked she interest because she likes to work with children. For the past eight summers she has been working at a day camp with children between the ages of 4-12 year olds. She feels most comfortable as the creative visionary and communicator roles. Kim can bring creativity and leadership to the team. She has great ideas and activities when working with children. She is always ready for new challenges. She feels she can bring leadership and good communication to the team. She wants everyone to be on the same page and to be helpful to anyone who has a question or may not fully understand something.

Anthony Basciano is majoring in Recreation Park Tourism Management with a Commercial option and pursuing a business minor. He is from Long IslandNY. He enjoys playing lacrosse and hanging out with his teammates in his free time. The fact that he was going to get to associate with kids as well as do physical activities with them sparked his interest in Corl Street. He feels most comfortable with the roles of creative visionary, as well as a resource person. Two strengths he believes he can bring to the team are creativeness and an easygoing personality. He believes that he can help nurture a healthy and effective team because he is easygoing and just goes with the flow and never starts conflicts with other people.

Lindsey Vida(Peer Mentor) is majoring in Supply Chain and Information Systems with a minor in Recreation Park Tourism Management. She is from Yardley, PA. In her free time she likes to follow Penn State Football and play soccer. The Corl Street event sparked her interests because she likes working with children and enjoys fitness. Skills that Lindsey can bring to the team are being a leader and being approachable. She will facilitate group communication and keep everyone on task.

Refer to Appendix A for our information about our Team Socials.

  1. Operating Guidelines of our Team.

Working Together

Our team feels that everyone should be heard. If someone has an idea or question they should voice it to the team. If a team member cannot make it to class or a meeting let the group know as soon as possible. If someone says they can do something then they should do it. A team member should not blow off an assignment or meeting, that’s not fair to other team members. We expect there to be equal work divided throughout the group. Team members should step up on their own to complete tasks. We expect our peer mentor to be helpful and answer questions. From our agency contact we want to know who we are aiming for, what they expect from us, the facilities we will be using, and supplies. Our team will establish norms like equal work, good communication, and attending meetings.

Communication

Our team wants everyone to be heard. We want to hear everyone’s ideas and questions. It is important for each team member to speak up and in return the rest of the team will listen when someone is talking. We want every team member to feel comfortable will each other and speak what is on their mind. It is vital that everyone in the team receives all of the same information. All emails should be addressed to everyone in the team, so we all understand what is going on. If someone cannot attend class or a meeting, they should let other team members know as soon as possible by a phone call, a text, or an email especially the person who is in charge of doing the weekly minutes. The team will convey missed information by asking questions so everyone is on the same page and the information is understood and clear. If we have a question or need advice we will ask our peer mentor or Kathleen. We will stay in contact with our agency contact, so she knows what direction we are heading in with the event.

Preventing Problems

If a team member is not participating and becoming a slacker we will let that person know they need to step up their game. If it is still a problem, we will talk to our peer mentor and last resort we will talk to Kathleen about the slacker. Our team will try to compromise as best we can. We will do our best to not let procrastination happen. We will work as team and communicate with each other. We will try to have the group assignments done a day before it’s due, so if a problem arises we can contact other group members and still have the assignment in on time. If we have a problem with someone else, we will talk to them about it. It’s better to get things out in the open, so tension is not in the air. We don’t want tension or negative attitudes affect our performance while planning the event and at the event.

Refer to Appendix B for our group’s Rights and Responsibilities.

Refer to Appendix C for Weekly Minutes.

  1. Description of the Event.

We named our event “Fall-Star Family Fun Day.” The theme of the event was to embrace the fall season. We had fall decorations and red, orange, and yellow colors throughout the venue. The goal of this event is to provide a safe and fun environment for students of Corl Street Elementary and their families to get physically active and interact with each other.

Refer to Appendix D for event photos.

  1. Date, time and location of the Event.

“Fall-Star Family Fun Day,” was located at the State College High School, North Building Gym. It was held on November 9, 2008 from 1 p.m. – 4 p.m.

  1. Sponsoring Agency.

The sponsoring Agency for this event is the State CollegeAreaSchool District. Our agency contact is Margie Swoboda, the SCASD Health/PE/Driver Education and Safety Coordinator. The agency is located at the State CollegeAreaHigh School. Our event supports the SCASD's priorities because we're providing a safe, parent involved event for the elementary students of CorlStreetElementary school (part of SCASD).

  1. Target Audience.

The target audience was the students at Corl Street Elementary and their families.

  1. Initial Brainstorm.

We want to decorate the hallway between the gyms the mostly with fall decorations. We want to have red, orange, and yellow colors throughout. We are hoping to get pumpkins and hay donated to us to really bring out the fall theme. Our arts and crafts will reflect our theme. We were thinking to have the event have food which would be fall appropriate (i.e. cider, apples, etc.). The atmosphere will be fun and lively. Our fall theme will bring the best of the season, inside the walls of our event.

The types of activities we are going to offer will entertain our large age range. Since we'll be having participants from kindergarten through grade 5, and their families as well, it's important that we have at least one appropriate activity available for each age span during every block of time. The event is being held at the State CollegeHigh School which will give us ample space; two gymnasiums and a hallway. The basic layout will be to have each gym divided in half with a temporary wall which will give us four spaces for activities, plus the hallway for quieter activities. Formatting wise, we plan on having each activity run for approximately half an hour in each area. After getting the event started, we will stagger different events start times by fifteen minutes so that there will always be at least three activities going on simultaneously. This will allow one area to be changed in format or allow an area to have a new game set up in that space. The activities planned thus far include:

Dizzy bat

Three legged race

Simon Says/ Red Light, Green Light

Musical Chairs

Pomper Stompers (Balloon Game)

Horse/Knockout (Basketball)

Parachute

Wiffle Ball

Relay Race (var.) (just some ideas so far)

Clothing

Shoe

Food

Blindfold/Obstacle Navigation

Sliders

Line Dance/Sing-a-Long (Hannah Montana song?)

The more popular games or activities we may run earlier in the event and later in the event so those that want to partake in other activities during those time frames will still have the opportunity to play in a favorite event. We also are going to designate the hallway/lobby area to quieter, less strenuous activities such as arts and crafts. This will let the participants cool down and relax while still doing an engaging activity. Several ideas have been brought up so far and include an art craft project using leaves, decorating the food donation boxes, board games, face painting, and a giant mural that we would like each participant to add to. The board games could include games like Twister or Connect Four. The hallway or lobby will also be where we will have refreshments for the participants. The event will have three hours for the participants to be involved. On idea which came up suggests getting several of the teachers involved in a teacher versus teacher, or teacher versus parent event such as dizzy bat or kick ball. Also, a special reward, such as a pizza party, will be offered for the class that donates the most amount of food for the food drive that will be associated with the event. We will most likely end on such an event because it will allow us to bring all the participants together to one location, run a climactic event, and then cool down as we say our final “thank you” and pass out/collect surveys from the participants.

Participants should leave the Corl Street event with a sense that they discovered new ways to stay fit, while also having a fun time. Throughout the event all students will have a variety of activities to choose from. There will be different activities for different populations (kindergarteners, 5th graders) at each time interval. Every participant should take part in at least one activity that helps to get them up and moving, while still maintaining their interest. The students will be introduced to activities that encourage fitness on a daily basis. We want all participants to have fun getting moving and discovering that they don’t have to spend their days on the couch in front of the television. Participants will learn new games and activities that they can do in their spare time, and will leave with knowledge of how to create fitness opportunities in their everyday life. The most memorable part of the experience for participants will be what they take with them. We hope to have an activity that suits the interests of every participant, and that they will remember their favorite activities in order to create new active habits.