Event Plan and Proposal: Foundation for Youth Development

Event Plan And Budget For

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In association with:

Emma Manssen -Naomi Smith - 1089685

Samantha Northcott -Kimberlee Nathan -

Maki Nishiyama -

Date: 15 April 2011



Contents

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Event Concept

Event Feasibility

Approvals and Consultation

Marketing

Sponsorship and Other Forms of Marketing

Financial Management

Risk Management

Operational Planning

Event Promotion

Staffing

Safety and Security

Spectator Management

Event Evaluation

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Location:

Date:

Time:



Event Concept

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

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Family Funday

A gala

Lollipops Playland & Café, Hamilton

Sunday, 22 May 2011

12:00 p.m. – 3:00 p.m.

Event name:

Event type:

Location:

Date:

Time:



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 without

getting the kids interested in the Kiwi Can program neither their 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.

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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

Event promotion (overview)

Flyers and Posters

Newspaper

School newsletters

Celebrity endorsement

Radio

Sticky TV

Facebook

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Cost:

Locations for ticket purchase:

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

Lollipops Playland and CafeToyworldEvent finder

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:

Toyworld

Pumpkin patch

Event Cinema

Hamilton Zoo

The Skin Spa

Smiggle

Hell Pizza

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

Ticket sales

Raffle sales

Sausage sizzle sales

Toy sale

Cash FlowAlthough 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 AccountsAny 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 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

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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

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

regards to clean up and proper disposal of rubbish.

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Operational

Planning

Venue Maps and Plans

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As the venue that is hosting the events, Lollipops, already is a set venue and have set areas

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

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the 3 hours during the day. This will mean that guests will not have to worry about parking,

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

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problem, as we do not control the weather, and unfortunately Lollipops do not have a

undercover area for them to park in.

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

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Main media

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

our budget for promotional material.

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

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

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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 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 printingWe 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:

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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:

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.


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.


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.


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.

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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


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.



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


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

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6. Air the coverage the gained on one of their shows in the week after the event

Title: 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.


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.


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.


1. Make sure that all the attendees have tickets

2. Be prepared to sell tickets at the door

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3. Ensure that all the attendees get into and out of the event in a safe and efficient manner

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


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


1. Help out where needed

2. Be adaptable to change

3. Be friendly and smile

4. Be enthusiastic

Selection and recruitment

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Operations manager

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.

RostersEach 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

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Team Member Name Present Start Finish 1st Break 2nd Break

Operations Manager

Samantha Northcott 11:00 16:00 N/A N/A

Family Funday Supervisors

Emma Manssen 11:00 16:00 N/A N/A

Naomi Smith 11:00 16:00 N/A N/A

Maki Nishiyama 11:00 16:00 N/A N/A

Kimberlee Nathan 11:00 16:00 N/A N/A

Admission…..

Kelly Clark 11:30 12:30 N/A N/A

Victoria Fisher 12:00 13:00 N/A N/A

Kiwi Can Representative

Lisa Zandbergen 13:00 14:00 N/A N/A

Kiwi Can Leaders

Rosie Smith 11:30 14:30 13:00 N/A

Nathalie Field 11:30 14:30 13:00 N/A

Beth Worton 13:30 15:30 14:20 N/A

Sophie Traylor 13:30 15:30 14:20 N/A

Sarah Jones 13:30 15:30 14:20 N/A

Thomas Evans 11:30 14:30 13:10 N/A

George Davis 11:30 14:30 13:10 N/A

Elliot Lobb 11:30 14:30 13:10 N/A

Matthew Feast 13:30 15:30 14:30 N/A

Paul Davis 13:30 15:30 14:30 N/A

Kiwi Can Ambassadors

Rower One 12:30 14:30 13:30 N/A

Rower Two 12:30 14:30 13:30 N/A

Rower Three 12:30 14:30 13:30 N/A

Celebrities

Tamati Coffey 12:30 14:30 13:30 N/A

Tana Umaga 12:30 14:30 13:30 N/A

Stephen Donald 12:30 14:30 13:40 N/A

Casey Williams 12:30 14:30 13:40 N/A

Irene van Dyk 12:30 14:30 13:40 N/A

TV Personalities

Sticky TV 12:00 15:00 13:30 N/A

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Photographer

Dan Mickleson 12:00 15:00 13:30 N/A

Face Painting artist

Tom Peters 12:00 15:00 13:40 N/A

MC

Bunty 12:00 15:00 13:30 N/A

Volunteers

Jennie Feast 11:30 15:00 13:00 14:00

Elisabeth Waterhouse 11:30 15:00 13:00 14:00

Charlotte Gibson 11:30 15:00 13:10 14:00

Hayley Picard 11:30 15:00 13:20 14:10

Jodi Beaumont 11:30 15:00 13:20 14:10

Zack Christensen 11:30 15:00 13:00 14:00

Bob Jones 11:30 15:00 13:10 14:10

Ben Wilson 11:30 15:00 13:10 14:10

Mark Steward 11:30 15:00 13:30 14:00

Matt Roberts 11:30 15:00 13:30 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

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

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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

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:

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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

Documents

Transcript of Event Plan and Proposal: Foundation for Youth Development