Produced by Paige Ritchie, Leighann Curtis, Kelsea Kitto and Julia Laviano

Table of Contents

Executive Summary

Statement of Principles

Situation Analysis

Recommendations

Tactic 1Cornhole Tournament

Tactic 2Catering

Tactic 3 Alcohol

Tactic 4 Music

Timeline

Budget

Supplementary Materials

Event website

Cornhole tournament bracket layout

Contact Information Sheet

Registration Form

Executive Summary

White Bird is regarded as a high quality, accredited rescue organization with an excellent facility. This organization has created a positive reputation nationally by serving on the advisory committee for their national group.

There is no doubt that White Bird Appaloosa Horse Rescue is an outstanding non-profit organization, however, we were informed of some weaknesses that hinder the growth and ultimate success that this organization very much deserves. Lack of marketing expertise, erratic funding, and lack of engagement with the general public are the main issues White Bird faces that our team envisioned as opportunities.

It is proposed that White Bird Appaloosa Horse Rescue hold a Cornhole Tournament at Twin Lakes State Park in Green Bay, VA. At the event, community members will have the chance to join White Bird and:

Play in a Cornhole Tournament

Enjoy a finger lickin’ good BBQ style lunch buffet catered by The Fishin’ Pig located in Farmville, VA

Tap your toes to music from a DJ or a preloaded Jukebox

Sit back and relax with a cold beer or a glass of wine

Ticket Costs:

Cornhole Participants will cost $15.00

Non-players will cost $8.00.

Any additional cup of beer or wine will cost $5.00

The projected time to plan, promote and execute this event is 6 months.

*For a full detailed timeline please see the Timeline section of the plan book*

Below we have provided three event packages that can be chosen depending on the organization’s budget.

Gold Package:Grand total: $2070-$1955

Silver Package:Grand total: $1464

Bronze Package:Grand total: $846

*For more details on each package see the Budget section of the plan book*

Statement of Principles

Outstanding and long-lasting projects are born from a firm understanding of the client’s key values and principles. Our team had the fortunate opportunity to listen to and see the selfless and good-natured spirit that serves as a solid foundation for White Bird Appaloosa Horse Rescue.

From the very beginning we discovered White Bird’s strong sense of family that was formed by a couple of passionate people with big hearts. Our team was immediately drawn to this aspect of the organization and wanted to plan an event that would extend a hand out to the local community and recreate and share that same strong sense of family outside of the barn.

We decided upon a casual, light-hearted event that would appeal to a wide range of people: A Cornhole tournament with a BBQ style lunch buffet. What better way to build relationships and raise awareness within the community than by eating, drinking, playing….you know, Just Horsin’ Around!

Situation Analysis

White Bird Appaloosa Horse Rescue is a non-profit corporation dedicated to the rescue and rehabilitation of abused, neglected, and at-risk Appaloosa and other horses, especially those in urgent need and in danger of slaughter. The owners and volunteers work hard to provide shelter, care, medical and rehabilitation services to horses in need. There are heavy expenses that go hand in hand with taking care of these horses and the corporation is always looking for donors. In addition, White Bird Appaloosa Horse Rescue places horses in loving and permanent homes whenever possible.

By hosting a cornhole tournament, we will attract a broader demographic of people. This cornhole tournament is being held in April because it will allow Longwood University and Hampden-Sydney College students to attend. While college students most likely do not have disposable income to donate, many are required to complete service hours. This cornhole tournament is a perfect opportunity to encourage students to volunteer at the farm.

The purpose of this event is to increase donations to help cover costs associated with the care of these horses using the proceeds from the ticket sales. In addition, this cornhole tournament will increase community outreach and spread awareness of White Bird Appaloosa Horse Rescue’s mission. By increasing awareness, Burkeville residents and residents of surrounding towns may feel inclined to volunteer at the farm.

Recommendations

Tactic 1: Corn Hole Tournament

General description

What better way to spend time outside with family and friends than having a Cornhole Tournament? It is proposed that White Bird Appaloosa Horse Rescue hold a Cornhole Tournament at Twin Lakes State Park in Green Bay, VA on Saturday, April 23, 2016 from 11:00am- 3:00pm. Participants will pre-register in order for the tournament brackets to be set and ready the day of the event. The players must register in teams of 2-4 people. The tournament will begin at approximately 12:00 pm.

We will have an MC to kick off and run the tournament. Once it has begun, teams will play against each other according to the pre set bracket until there is a winning team. A grand prize will be rewarded to the winning team!

Objectives

To generate action among the Piedmont region, specifically to increase the amount of funds raised through White Bird’s event proceeds by 5 percent by the third annual Corn Hole tournament.

2. To effect the awareness of the White Bird Appaloosa Horse Rescue in the Southside Community area by offering attendees a nice family meal to increase their positive attitudes towards the cause, and to increase revenue from the event from the meal by 3 percent each year.

3.To enhance awareness of the Non-profit among college students by reinforcing the public interests through offering alcoholic beverages, more specifically to achieve an increase of 10 student attendees each year.

Key publics reached

Prince Edward and Nottoway County residence

Longwood University and Hampden Sydney Students

Regular Fishin’ Pig supporters

Horse enthusiasts

looking for volunteers and potential sponsors and future donors

Detailed description of implementation

Cornhole is a lawn game in which players take turns throwing bags of corn at a raised platform with a hole in the far end. A bag in the hole scores 3 points, while one on the platform scores 1 point. Play continues until a team or player reaches the score of 21.

Cornhole matches are played with two sets of bags and two platforms.

There are four bags to a set. Each set should be identifiable from the other; different colors work well. Bags should be filled with one pound of corn and measure 6" by 6". The final weight of the bag may vary due to the material of the bag itself.

Each platform is 2 ft x 4 ft, with a 6-inch hole centered 9 inches from the top.Each platform should be angled with the top edge of the playing surface 12 inches above the ground, and the bottom edge 3-4 inches above the ground. A regular court places the holes 33 ft apart, or 27 ft between the bottoms of the platforms. We will attach premeasured ropes to the platforms to keep the boards 27 feet apart. These ropes will also create lanes to prevent onlookers from intervening with the game.

Bags are tossed from the pitcher’s box, which is the rectangular area directly to the left or right of a platform. The bottom of the platform forms the foul line. Players may not step over the foul line while pitching.

The winner of each match will move on and compete in another match while the loser will be eliminated

The tournament will take place at Twin Lakes State Park at the Cedar Crest Conference Center. We will rent Doswell Hall, which includes use of a furnished adjoining deck, waterfront gazebo, and grounds. Doswell Hall can hold a capacity of 135 people. Access to volleyball and horseshoe equipment is available with advanced notice.

The event will begin at 11:00am and last until 3:00pm. The Cornhole Tournament will begin at 12:00pm to allow players to sign in and eat lunch if they prefer. Set up for the event will take place from 10:30am- 11:00am and take down will take place from 3:00pm- 3:30pm.

If the client chooses not to serve alcohol other less expensive pavilions can be rented at Twin Lakes State Parks. These pavilions range from $60.00- $130 depending on size.

To participate in the tournament teams must pre register. There is a participation fee of $15.00 per person this includes your position on a cornhole team and 1 meal ticket additional meal tickets can be purchased for a fee. Teams can have between 2 and 4 players.

Our tournament will have 12 or more teams to be determined depending on registration. We will provide brackets for 12, 16, 18, 24, and 32 competing teams. We will conduct a single elimination tournament where the loser of each bracket is immediately eliminated from winning the championship or first prize in the event.

The winning team will receive first place trophy a prize consisting of items donated from businesses in downtown Farmville such as Barnes and Noble, Charley’s, Greenfront Accessories, Main Street Bagels, Uptown, Fishin’ Pig, etc.

Equipment/ supplies/ staffing

Either 2 or 4 sets of Corn Hole boards will need to be acquired depending on how many games will be played consecutively

Three options:

To purchase- richmondcornhole.com: 1 Color/Primed Set $120 (Decals/Logos for set $40)

To rent- richmondcornhole.com: 2 sets for $100. 4 sets for $200 (bags included)

To commission-

8 Corn Bags $30 if not included with set

Tall boy scoreboard and beverage holder

Cash box

receipts

pens

poster board for bracket

Volunteers

3-4 people for set up, be there for food drop off, alcohol setup, and cornhole setup

1 person at entrance checking IDs and giving wristbands

1person at entrance in charge of team sign in sheet

1 person at entrance in charge of taking money, writing receipts, and dispersing meal tickets

2 people in charge of food buffet table

2 people in charge of Alcohol table

1 person to MC the tournament

3-4 people for take down

Promotion

Social Media

Make a Facebook event to promote the event. Ask your volunteers who have accounts if they will send out a personalized press release for the event to their friends.

Create an instagram and Twitter account for this event specifically (create a hashtag)

Flyers at local businesses.

Buy an advertisement slot in the local newspaper.

Tack Shops and any other related businesses and ask to post a flyer for your event. Ask these merchants if they will sell tickets.

If they’re employers allow it, ask your volunteers if they’ll distribute the press release at their work using an email, flyer in the break room, or mention in the company newsletter.

Radio

Make a PSA on the local radio stations

WFLO

WMLU

Kickin’ Country 92.9

Budget

Cornhole boards

to purchase: $120.00 per set

to rent: 4 sets $200.00 including bags.

Bags- 8 cornhole bags for $30.00

tape to mark the “pitchers box” and foul line- $1.99ea. Marking tape from Tractor Supply Company Farmville, VA

Rope to create lanes keep the boards the correct distance apart- $11.99 x2 - “Koch Industries Cotton/Polypropylene Sash Cord, #8 x 100 ft. Hank” from Tractor Supply Company Farmville, VA.

Tall boy scoreboard and beverage holder- $30.00 each. we will need 1 per cornhole set

Cash box-$14.97: SentrySafe CB12 12-inch Large Black Cash Box with Removable Cash Tray and Key Lock (Walmart)

receipts-$5.86: Adams Wirebound Money/Rent Receipt Books (Walmart)

pens-$4.52: BIC Round Stic Ball Pen, Medium, Black, 60-Pack (Walmart)

Poster board- .$5.00

To rent Doswell Hall for a minimum of 4 hours would cost $229.00.

Each additional hour costs $53.00

Current cost of a one-day banquet license is $55.00 from the Virginia Alcohol Beverage Control Board.

Jukebox system- $159.00

Total: $825.00

Tactic 2: Food

General Description

Fishin’ Pig is a locally owned bar and restaurant that will be catering the event. The food will be set up inside of the convention center buffet-style and attendees will help themselves. The cost of the food will be included in the price of the tickets for tournament contestants.

The buffet will include pork barbeque, potato buns, homemade sauces, kettle chips and cole slaw. Nonalcoholic beverage options include water, sweet tea, unsweet tea, and lemonade.

Objectives

To provide attendees with refreshments.
To satisfy the dietary needs of all attendees

Key Publics Reached

Attendees

Tournament contestants

Donors

Implementation

Encourage individuals to attend to enjoy the food catered by Fishin’ Pig. The price of the dinner will be included in the price of the tickets for contestants who are playing in the cornhole tournament, which are being sold for $15.00. Guests who are not playing in the tournament can pay $8.00 per plate. The food will encourage people to stay at the event and learn more about White Bird’s mission.

Step 1Date: October 1, 2015

Contact Fishin’ Pig and secure catering services for the day of the event.

Step 2Date: April 22, 2016

Pick up cups, water, and ice from Walmart.

Step 3Date: April 23, 2016

Fishin’ Pig’s catering staff will deliver the food to Twin Lakes State Park. The food will be set up in the Cedar Crest Conference Center.

Equipment/Supplies Needed

Paper plates

Plastic cups

Plastic silverware

Napkins

Tablecloth

Chafing sets

Staffing

Two volunteers will monitor the buffet area and ensure that food is evenly distributed. These volunteers will also ensure that the area remains clean and organized.

Promotion

Include the fact that the cornhole tournament will be catered by Fishin’ Pig on all promotional tools for the event.

Budget

See Budget section for a more detailed accounting of all budgetary costs.

Pork barbeque $356.25

$14.25/lb

Average 4 sandwiches per pound

Estimate 100 attendees, need 25 pounds

Sauces (cost included)

Sweet Memphis- Traditional sweet BBQ sauce

Georgia Mustard- Vinegar-based honey brown mustard

Spicy Red Texas- Blend of spices and chipotle peppers

Carolina Vinegar- Traditional Carolina vinegar sauce

Cole slaw (cost included)

Served with ½ lb. of cole slaw per 1 lb. of barbeque

Total of 12 ½ pounds of cole slaw

Buns (cost included)

4 buns included for each pound of barbeque

100 buns total

Kettle chips $20

Full pan
Sweet tea $20

$5 per gallon

4 gallons

Unsweet tea $20

$5 per gallon

4 gallons

Lemonade $18

$6 per gallon

3 gallons

Disposable plates, forks, & napkins $50

$0.50/person

Reusable chafing sets $10

Includes metal rack, insert pan, and 2 sternos

Water $11.94

24 pack from Walmart $3.98

Need 3 packs

Ice $3.00

2 bags of ice from Walmart, $1.50 each

Cups $6.34

Pack of 100 cups from Walmart

Tactic 3: Alcohol

General Description

People attending the event will have the option to partake in alcoholic beverages, either wine or beer, to wash down the delicious BBQ lunch that will be provided.

Objectives

To generate interest in the Cornhole Tournament by advertising the presence of both wine and beer at the event through a Facebook Event Page.
To make a profit of $500.00 from selling Alcohol at the Cornhole Tournament.

Key Public

Longwood University students 21 and over

Hampden Sydney students 21 and over

Prince Edward and Nottoway County residents 21 and over

Detailed Description

We will have two volunteers working the drinks table. One volunteer will be responsible for taking orders and pouring the alcohol. The other volunteer will be responsible for checking ID’s and providing the attendees with wristbands to mark them as legal drinking adults.

Colored Tyvek wristbands can be purchased from wristband.com inexpensively. These wristbands are waterproof and tamper resistant. The wristbands can be customized with text and images for an additional cost.

We will use clear plastic cups for alcoholic beverages so the contents are easily identifiable. These cups can be ordered from party city and delivered to your location.

The beer and wine will be purchased from Corks and Kegs located in Richmond Virginia. Kegs must be picked up and returned to Corks and Kegs by two people. A Cash only deposit of $30 per keg and $50 per tap is required bringing us to a total deposit of $160.

This deposit is 100% refundable upon return with your receipt. Kegs and taps must be returned within 5 days of the rental to receive a full refund, there is a $2 per day late fee. Kegs should be emptied prior to return or an emptying fee of $5 will be issues.

Each meal ticket includes 1 alcoholic beverage. Additional alcoholic beverages, wine or beer, can be purchased for $5.00 each.

Having two ¼ kegs would allow our attendees more variety and still provide 180 beers.

Volumes

1/2 Keg = 7.5 Cases of 12oz beer or 180 beers

1/4 Keg = 3.8 Cases of 12oz beer or 90 beers **

1/6 Keg = 2.5 Cases of 12oz beer or 60 beers

Equipment/ supplies/ staffing

Volunteer to work the drink station

Volunteer to check Id’s and put on wrist band

party city 5 oz clear plastic cups

party city 16 oz clear plastic cups

2 ¼th keg of beer

10 bottles of wine

wristbands

To have alcohol at the event we must obtain a one-day banquet license from the Virginia Alcohol Beverage Control Board. Applications for a one-day banquet license may be obtained by contacting a local ABC Store or the agency web site

It is recommended to allow at least fourteen (14) days to process the application.

Promotion

Budget

party city 5 oz plastic cups -88 ct for $10.00