UFPD Appreciation Dinner · Appreciation Dinner Proposal | Page 7 Event Description The purpose of...

Appreciation Dinner Proposal |

UFPD Appreciation Dinner

A Proposal To:

University of Florida Police Department

December 10, 2014

Erin Bartee

Emily Dennis

Kayla Ellsworth

Jonathan German Del Rio


Table of Contents

Executive Summary....................................................3

Needs Assesment.......................................................4

Smart Goals................................................................4

SWOT Analysis...........................................................5

Organizational Chart.................................................6

Event Description......................................................7

Site Inspection.........................................................10

Site Plan...................................................................25

Signage.....................................................................26

Food and Beverage...................................................27

Risk Management....................................................29

Production Schedule...............................................33

UFPD Contacts........................................................34


Executive Summary

Planning and producing events to honor police departments is not a new concept, but this particular event was spurred by the hard work the UF Police Department has done throughout this semester, particularly in light of the attacks at the beginning of the semester. The purpose of this appreciation dinner is to show gratitude from the community for the continued safety that the police department provides for everyone here at the university.

This appreciation dinner will be held in the gymnasium of Florida Gym, on campus here on Stadium road. It will be on November 21st, 2014 from 5-7 p.m. The expected attendance is about 100 people from UFPD. We will use volunteers as greeters and people to hand out the appreciation bags, which will be handed out as the police officers are leaving the event. Our target market is very focused, as only the UF Police Department will be invited to attend this appreciation dinner.

The overarching goal for this event is to plan and execute an appreciation dinner for UFPD employees on November 21, 2014 with at least 70% of UFPD in attendance and honor the department by obtaining thank you cards from students and community members. Additionally, we plan to stay within the $5,000 budget, and allocate money appropriately between catering, venue, decoration, and awards expenses by keeping an up to date log of all costs incurred. Finally, to honor the Police Department members we would like to obtain at least 50 thank you cards from community members recognizing UFPD for their hard work at least 3 weeks prior to the dinner.


Needs AssesmentUniversity of Florida Police Department

Target Audience: UFPD employees (law enforcement officers and administrative employees), middle class, strong work ethic, concern for public safety, trustworthy, good moral character, high degree of integrity, professional attitude, authoritative, military experience and strict chain of command.

Appreciation Dinner Party

Friday, November 21, 2014From 5:00 pm to 7:00 pm

Florida GymnasiumRoom 1051864 Stadium RoadGainesville, FL 32611

To honor law enforcement offers for their selflessness, bravery, and willingness to always go above and beyond for the University of Florida community. Through simple gestures, such as hand-made thank you cards from community members, we aim to show the department that we stand behind them, support them, and appreciate the difficult job they do, and all the sacrifices they make to ensure a safe campus where students can pursue a higher education.

WHO:

WHAT:

WHEN:

WHERE:

WHY:

SMART GoalsPlan and execute an appreciation dinner for UFPD employees on November 21, 2014 with at least 70% of UFPD in attendance and honor the department by obtaining thank you cards from students and community members.JUSTIFICATION: To demonstrate gratitude to the department and show UFPD officers that the community supports them. In order to boost department morale and ecourage team-building within the department, attendance is necessary.

Stay within the $5,000 budget, and allocate money appropriately between catering, venue, decoration, and awards expenses by keeping an up to date log of all costs incurred.JUSTIFICATION: To properly meet the desires of all stakeholders.

Obtain 50 thank you cards from community members recognizing UFPD for their hard work at least 3 weeks prior to the dinner.JUSTIFICATION: To show UFPD that the community suports and appreciates them by presenting something that came directly from the community.

1.

2.

3.


SWOT Analysis

• Internal Communication Response• Department is on campus, which is close

to the event Venue • Strong social media usage - able to utilize

social media networks to drive awareness• Offers various safety and crime

prevention programs for students

WeaknessesStrengths

Opportunities Threats• Partner with Gainesville Police

Department• Increase awareness of various UFPD

programs through media exposure by inviting them to attend the event

• Obtain sponsorships from outside organizations for future programs and/or events

• Low funding for programs• Shortage on personnel staff and officers• Strict hiring requirements - high

education standards compared to other department standards

• Communication between officers - understanding roles and responsibilities

• Venue may not be able to compensate for the projected date of the event

• Holidays interferring with attendance• Weather interfering with attendance• Media exposure encouraging critics to

express negative opinions about UFPD

Stakeholder Identification: The University of Florida (faculty, staff, students, etc.), Gainesville Police Department, Gainesville Sun, the Alligator, UFPD officers and employees, Linda Stump, Celebrations Catering, Michael Murphy, Bernie Machen, and Robert Lapumap.

Recommendations: • To minimize the low funding weakness, obtain sponsorships and donations from outside organizations (GPD). • To minimize the communication weakness, reevaluate current communication plan and implement new strategies

for communication standards.• To maximize the strength in social media, develop a social media campaign to drive awareness for the department.• To maximize the strength in crime and safety prevention programs, include special recognition during the event

with a presentation of program successes.• To minimize the threat of holidays interfering with event attendance, secure venue reservation six months in ad-

vance.• To minimize the threat of negative publicity, establish a relationship with media contacts and send out press releases

and media advisories to control the information going out to the public. • To maximize the opportunity to increase program awareness through media exposure, recognize the programs

during the event, include program information in the press releases sent out to the media.• To maximize the opportunity to partner with the Gainesville Police Department, send them an appreciation letter

for helping patrol the community during event times.


UFPD Appreciation Dinner Organizational Chart

UFPDLieutenant Alton Mcdilda

Special Events Coordinator

Emily DennisVolunteer Coordinator

Jonathan GermanSite Supervisor

Kayla EllsworthEvent Spokesperson

Erin BarteeFood & Beverage

Supervisor

Ellie PollockCelebrations Catering

Event Planner

Michael MurphyFlorida Gymnasium

Facility & Operations Coordinator

Kristan Wiggins

The Alligator

Robert LapumapEvent Photographer

Greeters (2)

Parking Attendants

(2)

Setup/Breakdown

(2)

Food Service

(2)

Greg HamiltonGainesville Sun

• Contracts & Billing• Site Inspections• Equipment Rentals

• Secure volunteers• Setup and breakdown

of event• Distribute tasks

• Promotions• Social Media• Media Liason

• Catering• FDA Regulations• Second Harvest

Donations

• Provide furniture & decororations

• Equipment Rentals• Tech. Specialist -

setup equipment and breakdown

• Provide food & beverages, cutlery

• Setup of buffet table• Pickup materials at

the end of event

• Setup and breakdown• Hang signage• Supervise parking lots & direct

attendees to entrance• Welcome attendees upon

arrival• Monitor buffet table• Distribute “survival kit” bags

• Provide news media coverage of event

• Photograph event• Send photographs to UFPD


Event DescriptionThe purpose of the UFPD Appreciation Dinner on November 21, 2014 is to honor law enforcement offers for their

selflessness, bravery, and willingness to always go above and beyond for the University of Florida community. Through simple gestures, such as hand-made thank you cards from community members, we hope to show the department that we stand behind them, support them, and appreciate the difficult job they do, and all the sacrifices they make to ensure a safe

campus where students can pursue a higher education.

STAKEHOLDERS: The stakeholders involved in this event include the UF Police Department, UF community of faculty, staff, students, and visitors, the Gainesville Police Department, UF President Bernie Machen, Celebrations Catering, Robert Lapumap, Michael Murphy, Linda Stump and the local Gainesville community of residents and visitors.

VENUE: This dinner event will be held in the Florida Gymnasium, which is located in room 105, on the first floor of 1864 Stadium Road, Gainesville, FL 32611.

ACCESSIBILITY: Patrons may easily access the Florida Gym and it is handicap accessible with elevators and ramps if needed. Volunteers will be stationed at the parking lot and front entrance of the Florida Gym to direct attendees.

RESTROOMS:Restrooms are located within the Florida Gym, and appropriately marked by the building.

THEME: This event is an appreciation dinner to show gratitude to the officers of the University of Florida Police Department. Officers are invited to stop by between 5 p.m. and 7 p.m. to get a free dinner and, if their schedule allows, stay for a small presentation to recognize the accomplishments of the department and discuss the direction they are heading in for the future. The theme name is “Saluting the Past and Shaping the Future.” Chief Linda J. Stump will give the main presentation, and a UF student will present a collection of thank you cards from the UF community to express their gratitude. The colors associated with this event are orange and blue, as we will be utilizing blue tablecloths and orange flowers for decoration.


Event Description

EVENT GREENING:To make this event as sustainable as possible, leftover food will be donated to the local food bank, Second Harvest. We will also avoid bottled water by using beverage containers instead. Celebrations Catering will provide cloth napkins as opposed to paper, and reusable cutlery rather than plastic. Additionally, the event will be hosted on campus which reduces emissions caused from travel.

FOOD AND BEVERAGE: The food provided will be catered by Celebrations Catering, a University of Florida approved vendor, and will be served buffet style. The menu will include Baked Chicken (mojo seasoned chicken breast served with yellow rice), Beef Pot Roast (braised beef round, roasted and sliced and served over white rice. includes roasted carrots, onions and celery, green beans, garlic mashed potatoes with grav), Marsala Meatballs, Vegetarian Baked Ziti, Parmesan Breadsticks, Casear and Garden Salad, and Macaroni Salad (made with macaroni, sweet peas, carrots, broccoli, red onions, peppers, and creamy dressing.) For dessert, brownies and cookies will be offered. Beverages will include water, unsweetened iced tea, sweet iced tea, and lemonade.

ENTERTAINMENT:A slideshow with pictures of the officers out in the community will be playing, throughout the duration of the event, as entertainment.

ACTIVITIES: The main activity to drive this event’s purpose is the presentation of officers out in the community, and the speech delivered by Chief Linda J. Stump expressing appreciation and gratitude for the officers’ service. There will also be a presentation of thank you cards, which will be collected from students and community members in the weeks prior to the event. A UF student will present a framed collection of the thank you cards to the department. The left-over thank you cards will serve as additional table decor. Each officer will also recieve a “survival kit” upon their departure from the event. Each “survival kit” will include various candy along with a phrase to compliment it, such as “Lifesaver - for all the times that you’ve been one.”


Event Description

SEATING ARRANGEMENT: There will be ten tables, eight chairs per table, which accommodates eighty police officers. The expected attendance is 75, so this more than accomodating. The tables will be set up facing the stage and projector screen inorder to draw attendees toward the speakers and PowerPoint presentations.

FOOD AND BEVERAGE SET UP: Each of the beverage containers holds roughly three gallons of water, juice, etc. It will also have a cooling system to keep the drinks cool throughout the event at no extra charge. Food and beverage will be laid out buffet style. Celebrations Catering provides chafing dishes to comply with Florida Healthy and Safety Regulations regarding safe temperatures for food served at events. There will be two volunteers positioned at the buffet table to answer any questions that guests may have about the food, or to assist in serving upon request; Otherwise, food will be self-serve.

PARKING:Free parking will be available to event attendees in the lot near the Health & Human Performance College (see map to the left). Two volunteers will be stationed at the designated parking lot to direct attendees to the event entrance.Parking is also available at the O’Connell Center after 3:30 p.m.


Site Inspection

PART I – Narrative Date Originated*: September 29th, 2014

Date Revised*: October 8th, 2014; October 12th, 2014; & November 17th, 2014 Repeat for additional revisions as necessary.

A. EVENT PROFILE Event Name*: University of Florida Police Department Appreciation Dinner

Event Organizer/Host Organization: University of Florida Police Department

Event Organizer/Host Organization Phone*: (352) 392-1111

Event Organizer/Host Organization Mailing Address Line 1*: Building 51, Museum Road

Event Organizer/Host Organization Mailing Address Line 2: P.O. Box 112150

Event Organizer/Host Organization City*: Gainesville

Event Organizer/Host Organization State/Province*: Florida

Event Organizer/Host Organization Postal/Zip Code*: 32603

Event Organizer/Host Organization Country*: United States of America

Event Organizer/Host Organization Web Address: : http://www.police.ufl.edu/

Event Web Address: Not Applicable

Event Organizer/Host Organization Overview (mission, philosophy, etc.):

As a law enforcement agency, the University of Florida Police Department is guided by an established set of fundamental values. Through the adherence of these values, the members of the department can work toward successful completion of the department’s mission and subsequently achieve the department’s annual goal. Due to the importance of these values, mission and goal, we have included them within our web site as a reminder to the community we proudly serve.

http://www.police.ufl.edu/


Site Inspection MISSION: The mission of the University of Florida Police Department is to preserve a safe, secure campus environment where diverse social, cultural and academic values are allowed to develop and prosper through a combination of reactive, proactive and educational law enforcement services. VISION: The vision of the University of Florida Police Department is to be the national model in the field of campus law enforcement through the selection and development of the highest caliber personnel and by providing innovative police services. EVENT OBJECTIVES: 1. Plan and execute an appreciation luncheon for UFPD employees on November 21, 2014; with at least 70% of UFPD in attendance and honor the department by obtaining thank you cards from students and community members. 2. Obtain at least one sponsor and one food vendor to supply enough food to feed 75 people, by November 1, 2014. 3. Contact 10 media sources or local newspapers who are willing to recognize UFPD for their hard work by the end of November, 2014.

EVENTSCOPE: Drop Down Options:

Citywide r Single Venue (the x is Marlett r i think) Multiple Venue Other: __________

EVENT TYPE*: Drop Down Options:Board MeetingCommittee MeetingCustomer EventEducational MeetingGeneral Business MeetingIncentive TravelrLocal Employee GatheringProduct Launch

Public/Consumer Show Sales MeetingShareholders MeetingrSpecial EventrTeam-Building EventTraining MeetingTrade ShowVideo ConferenceOther: __________

EVENTFREQUENCY: Drop Down Options:

rOne Time OnlyBiennialAnnual

Semi-AnnualQuarterlyMonthlyOther: __________


Site Inspection Event is mandatory for attendees: Yes r No Spouses & Guests are invited to attend: Yes rNo

Children are invited to attend: Yes r No

Other Event Profile Comments: __________

B. KEY DATES, TIMES, & LOCATIONS

Refer to the complete Schedule of Events (Part II of the ESG) for complete details on all functions and scheduled activities.

Primary Event Facility Name: Florida Gym Event Location City: Gainesville

State/Province: Florida Country: United States of America

Published Event Start Date*: November 21, 2014

Published Event End Date*: November 21, 2014

Pre-Event Meeting Day & Date*: November 14, 2014 & November 20, 2014 Time* (US & Military via auto calc): 12:00 P.M. Location*: Florida Gym Attendees*: Erin Bartee, Emily Dennis, Kayla Ellsworth, Jonathan German Del Rio, Robert Lapumap, Lieutenant Alton McDilda, Michael Murphy, and Ellie Pollock

Post-Event Meeting Day & Date*: Wednesday November 20, 2014 Time* (US & Military via auto calc): 9:00 P.M. Location*: Florida Gym Attendees*: Erin Bartee, Emily Dennis, Kayla Ellsworth, Jonathan German Del Rio, Robert Lapumap, Lieutenant Alton McDilda, Michael Murphy, and Ellie Pollock

Pre-Event Move-in & Set-up Required: rYes No If Yes, Specific Schedule Will Be Provided By: Michael Murphy (e.g. name of contractor)

Other Dates & Times Comments: Not Applicable e.g. registration desk hours, daily review meetings


Site Inspection

C. KEY EVENT CONTACTS Use this section to list all key personnel for the event (e.g. staff, exhibits manager, general services contractor, A/V company, security company, preferred shipper).

EVENT ORGANIZER/HOST ORGANIZATION CONTACTS


Site Inspection SUPPLIER PARTNER CONTRACTS

Other Event Contacts Comments: Not Applicable

D. ATTENDEE PROFILE See Section E for the Exhibitor Profile.

Expected Total Event Attendance: 75

Number of Pre-Registered Attendees: 75

Number of Domestic Attendees: 75 (all attendees) Note: Domestic Attendees live in the same country where the event is held

Number of International Attendees: 0

Demographics Profile (Attendees Only): University of Florida Police Department, Law Enforcement Officers, Men, Women, American, Non-American, Black, White, Hispanic-Latino, Caucasian, Asian, and others. Accessibility/Special Needs*: Not Applicable Note: Use this section to outline any special needs the group has.


Site InspectionE. EXHIBITOR PROFILE

Number of Exhibitors Attending: Not Applicable

Number of Domestic Exhibitors: Not Applicable Note: Domestic Exhibitors live in the same country where the event is held

Number of International Exhibitors: Not Applicable Demographics Profile (Exhibitors Only): Not Applicable Number of Exhibiting Companies/Organizations Represented: Not Applicable

Accessibility/Special Needs*: Not Applicable Note: Use this section to outline any special needs the group has.

Other Exhibitor Profile Comments: Not Applicable

F. ARRIVAL/DEPARTURE INFORMATION

Major Arrivals: All employees will be coming before/after/during their shift. No specific arrivals or departures.

Major Departures: Not Applicable

Group Arrivals/Departures: Not Applicable

Porterage/Luggage Delivery Requirements: Not Applicable

Luggage Storage Requirements: Not Applicable

Drive-in and Parking Instructions: There will be a student volunteer at the parking lot in order to make sure that only UFPD has access, as well as to facilitate officers toward the venue’s entrance. For assistance please contact Jonathan German at (786) 368-3404.

Fly-in Instructions: Not Applicable

Other Arrival/Departure Comments: Not Applicable


Site InspectionG. HOUSING

Room Block(s)*: Not Applicable For a multi-hotel/housing facility event, name all housing facilities and specify the headquarters

Reservation method*: Not Applicable

Third-Party Housing Provider Used: Yes rNo If Yes, Housing Provider Company Name: Not Applicable

Suites: Not Applicable

Double/Single Occupancy: Not Applicable

Accessibility/Special Needs Rooms*: Not Applicable

Amenities: Not Applicable

In-room deliveries: Not Applicable

Room Drops (outside doors): Not Applicable

Other Housing Comments: Not Applicable Note: See Section D for VIP information

H. VIPs – VERY IMPORTANT PERSONS


Site InspectionI. FUNCTION SPACE Use this section to address any special issues or situations that apply to the event.

Off-site Venue(s): Not Applicable

Function Rooms: Florida Gym, Room 105

Message Center: Not Applicable

Office(s): Not Applicable

Registration Area(s): Not Applicable

Lounge(s): Not Applicable Speaker Ready Room(s): Not Applicable

Press Room: Not Applicable

Storage: An area for storage has been blocked off with drapage and designated for the following sections - Event planner, First-aid and medical supplies, Michael Murphy, and Celebrations Catering.

General Reader Board Information: Not Applicable

Other Function Space Comments: Not Applicable

J. EXHIBITS Location(s) of Exhibits: Not Applicable

Exhibitor Registration Location(s) : Not Applicable

Number of Exhibits: Not Applicable

Gross Square Feet Used: Not Applicable Gross Square Meters Used: Not Applicable

Net Square Feet Used: Not Applicable Net Square Meters Used: Not Applicable

Exhibit Rules & Regulations Attached: Yes rNo

Show Dates and Times: Not Applicable

Day/Date Show Hours Show Hours Show Hours


Site Inspection Storage Needs: Not Applicable

Anticipated POV (Privately Owned Vehicle) Deliveries (#): Not Applicable

Exhibitor Schedule Move-in Begin Date: Not Applicable Move-in End Date: Not Applicable Move-in Begin Time: Not Applicable

Move-out Begin Date: Not Applicable Move-out End Date: Not Applicable Move-out End Time: Not Applicable

Service Contractor Schedule

Move-in Begin Date: Not Applicable Move-in End Date: Not Applicable Move-in Begin Time: Not Applicable

Move-out Begin Date: Not Applicable Move-out End Date: Not Applicable Move-out End Time: Not Applicable

See Section B: Dates & Times for Targeted Move-in Information

Other Exhibits Comments: __________

K. UTILITIES Use this section to describe any special situations in regard to Engineering, Rigging, Electrical, Water, Telecommunications, etc.

Florida Gym will provide water and electricity, which is easily accessible and is not an expected issue.

L. SAFETY, SECURITY & FIRST-AID

Medical/Emergency Instructions*: If you see someone injured please alert event staff immediately, if it’s an emergency call 911. Key Event Organizer/Host Organization Contact in Case of Emergency/Crisis*: Jonathan German Del Rio (786) 368-3404

A first-aid station will be located at the front of the venue in the area designated for storage space.A document will be provided to all event staff, vendors and volunteers that will include first-aid and emergency protocols, including who to contact in case of an emergency and the location of first-aid materials.


Site InspectionCrisis & Emergency Instructions*: If it is of a serious nature that requires police, rescue squad and/or ambulance, dial 911 immediately. Always call UFPD at 352.392.1111. Provide them with your precise location and the name of the individual(s) involved. It is imperative that UFPD is alerted to any emergency. If the emergency involves a student, UFPD will alert the Student Affairs and Involvement, as well as the Director of Health & Insurance Services, so they can assist the emergency team by providing pertinent information (e.g., allergies to medications) in the event the student cannot speak for him/herself. Only essential information will be released. Confidentiality of health records is safeguarded at all times. In our efforts to maintain confidentiality, please remove yourself from the immediate emergency area once assistance has arrived. This will not only give better access to rescue personnel, it will help ensure that confidential information is not overheard beyond those individuals who need to know. Thank you for your compassion and cooperation. (Provided by UFPD).

On-site Communications Protocol*: Please contact the event planners, they will be on site at all times and they are CPR and AED certified. If this is an emergency always remember to call 911.

General Security/Surveillance: rNot Required Group To Provide Venue To Provide Outside Vendor To Provide: __________ (company name)

Day/Date Location Hours (start & end) Hours (start & end) Hours (start & end)Not Applicable Not Applicable Not Applicable Not Applicable Not ApplicableNot Applicable Not Applicable Not Applicable Not Applicable Not Applicable

First-Aid Services: Not Required rGroup To Provide Venue To Provide Outside Vendor To Provide: __________ (company name)

Day/Date Location Hours (start & end)Not Applicable Not Applicable Not ApplicableNot Applicable Not Applicable Not Applicable

Keys:Location Function Name Start Day & Time End Day & Time # of Keys

RequiredKey Type

Florida Gymnasium

University of Florida Police Department Appreciation Dinner

November 21st, 2014 1:00 PM

November 21st, 201410:30 PM

4 House/ Standard

VIP and/or Police Escorted Movements: Linda Stump, and Bernie Machen

Other Security Comments: Not Applicable


Site Inspection M. FOOD & BEVERAGE

Special Requirements*: Not Applicable

Catered Food & Beverage Total Expected Attendance*

On-Site F&B Description: Food: - Baked Chicken - Marsala Meatballs - Beef Pot Roast - Vegetarian Baked Ziti -Macaroni Salad -Caesar or Garden Salad

Beverages: - Sweet Tea - Unsweetened Tea - Lemonade - Filtered Water Dessert: -Cookies -Brownies

Off-Site F&B Description: Not Applicable

Anticipated Outlet/Concession Usage: Not Applicable

Other Food & Beverage Comments: Food will be provided by Celebrations Catering, a University of Florida approved vendor, and will be served buffet style.

N. SPECIAL ACTIVITIES Recreational Activities: Not Applicable

Guest Programs: Yes. Tours: Not Applicable

Pre- & Post-Event Programs: Not Applicable Entertainment: There will be a slide show playing throughout the duration of the event.


Site Inspection Children’s Programs: Not Applicable

Other Special Activities Comments: Speakers, Thank You Cards, and “Survival Kits”

O. AUDIO/VISUAL REQUIREMENTS Use this section to address any special issues or situations that apply to the event.

There will a PowerPoint slideshow with pictures of the police department out in the community and events they have attended. This is meant for everyone to see the hard work they have done. The following materials will be necessary: projector screen, wireless presenter, laptop, extension cord, as well as a wired microphone for the speaker presentations. All these items will be provided by Michael Murphy. Refer to the Facility Rate Card for rental prices and procedures.

P. TRANSPORTATION

Attendee Shuttle Provided*: Yes r No If Yes, complete the following:

Transportation Provider: Not Applicable

Shuttle(s) Provided for Off-Site Events: Yes r No If Yes, complete the following:


Site Inspection Q. IN CONJUNCTION WITH (ICW) GROUPS

Use this section to list and describe any In Conjunction With (ICW) groups of which suppliers for this event should be aware. Full contact information for the main point of contact should also be included. Additionally, note any important rules and regulations regarding these groups.

R. MEDIA/PRESSUse this section to address any special issues or situations that apply to the event (e.g. contact information for the person to whom all media inquiries should be sent).

Please send all photography to Kayla Ellsworth at [email protected] to ensure distribution to University of Florida Police Chief, Linda J. Stump.

All Media queries please contact Event Spokesperson, Kayla Ellsworth at (802) 238-7343 or [email protected]

S. SHIPPING/RECEIVING

Other Shipping/Receiving Comments: Not Applicable

T. HOUSEKEEPING INSTRUCTIONS Use this section to address any special issues or situations that apply to the event.

Not Applicable

U. FRONT DESK INSTRUCTIONSUse this section to address any special issues or situations that apply to the event. Greeters will be stationed at the entrance of the venue and will be used to guide officers in and out of the venue. Two volunteers will also be stationed at the designated parking lots to direct officers and monitor capacity of the lots. We will have a meeting before hand to discuss the logistics of the event incase officers have questions.

http://[email protected]

http://[email protected]


Site Inspection V. OTHER REQUIREMENTS

Not Applicable

W. Billing Requirements

Final Bill to Be Provided to*: Jonathan German Del Rio

Final Bill to Be Sent to*: 2700 Southwest Archer Road, Apt C8 Gainesville, Florida 32608

Special Concessions and Negotiated Items/Services*

On-Site Bill Review Instructions: Not Applicable

Third-Party Billing Instructions: Not Applicable Use this section to give specific instructions for goods & services that the event organizer is not responsible for (e.g. contractors expenses, etc.)

Group is tax-exempt*:rYes No If yes, Tax Exempt ID #: __________

Room & Tax to Master*: Yes rNo

Incidentals to Master*: Yes rNo

Guests Pay on Own*: Yes rNo

X. AUTHORIZED SIGNATORIES


Site InspectionFollow Up Questions

1. What are the strengths and weaknesses of the venue? Some strengths of the Florida Gym include the ability to start from the ground up and not being set to a pre-function space; Allowing us the freedom to setup the room as we envisioned it from the start. In addition, the vast amount of space in the Gym allows us to be as creative as possible, or in other words, not being tied down to a specific floor plan. However, some of the weakness include that it is not a traditional place where one would expect to have a dinner party, and outlets are located in one specific area of the venue instead of being spread out, which will require running extension cords along the floor boards and making sure that UFPD safety is first. We wouldn’t want anyone tripping, and that could be a huge risk due to the layout of the venue.

2. How did the image of the company influence the venue selection? Considering the nature of the attendees work, attendance could be an issue for officers on duty. Hosting this event at a location on campus, where officers are able to come and go quickly, increases the likelihood that all officers will be able to attend. Convenience and efficiency for the officers is the main priority. That being said, the feasability of having the event off-campus was minimal. Another factor that was taken into consideration was parking. The Florida gym has a parking lot right next to it that can be easily closed off for any event happening in the Florida Gym, as well provides a convenient accessibility to the event since it is only feet away.

3. What is the reputation of the venue? Florida Gymnasium (commonly known as “Florida Gym”) is a historic building located on the campus of the University of Florida in Gainesville, Florida. The initial design of the Florida Gym began with university architect, Rudolph Weaver, during World War II, and was completed by his successor, Guy Fulton. It replaced the old University Gymnasium built in 1915, which then became the Women’s Gymnasium. The new and improved Florida Gym opened in 1949 as a 7,000-seat multi-purpose arena that was home to the Florida Gators men’s basketball team until it was replaced by the Stephen C. O’Connell Center as the university’s indoor sports area in 1980. While serving as the home court of the Gators basketball team, it was also known as “Alligator Alley.” Florida Gymnasium was adapted to other uses after the O’Connell Center was completed in the mid-1990s, the last remains of the original seating sections were removed and replaced with classrooms for the College of Health and Human Performance during a major renovation of the facility. The playing surface remains, and is used for student recreation and other purposes. In 2008, Florida Gymnasium became a contributing property in the University of Florida Campus Historic District, which was added to the National Register of Historic Places on April 20, 1989.


Site PlanFLORIDA GYMNASIUMRoom 105

Celebrating 65 plus years of tradition, we sought out a venue that will allow us the freedom to start from the ground up. When you think about the Florida Gym, the first word that comes to mind is not reception, dinner, or any thing even remotely close to that. We wanted to make sure that we were creating the ultimate experience while maintaining convenience and feasibility. Upon arrival, there will be two greeters to welcome guests and direct attendees toward the entrance. Considering the main attraction of this event is the food, the buffet tables are positioned toward the back in efforts to avoid clutter. The site plan also illustrates the various necessities of the venue such as outlets, restrooms, storage space, emergency exits and so on.


SignageDon’t Forget

Apprectiaon Dinner Today in FLG 105

@ 5:00 pmThank you for all that you do!

Parking for UFPDAppreciation Dinner

@ College of Health & Human Performances Lot

Post on the sidewalk outside of the Florida Gymnasium

UFPD Appreciation

Dinner Parking

Post on the sidewalk outside of the College of Health & Human Performances Lot

UFPDAppreciation Dinner

Room: FLG 1055-7 pm

Post on the front doors and side doors of the Florida Gymnasium building

UFPDAppreciation Dinner

FLG 105

g

Post next to the elevator in the Florida Gymnasium

Post at the police department on the day of the event


Food & Beverage

CatererCelebrations Catering is a locally owned and operated catering company that is approved for use by the University of Florida.

Food & Safety RegulationsCelebrations Catering is inspected and approved by the Alachua County Health Department. They follow all health code regulations and assist in maintaing that standard at events. Celebrations Catering will provide chafing dishes to ensure food stays at the necessary serving temperature of . To minimize the risk of exposing food to bacteria and other germs, trays will come with a top-cover, and volunteers will be wearing gloves in the event that they might assist guests in serving food. This will also better ensure the safety of the leftovers being donated to Second Harvest. Regulations will be clearly outlined in all contracts with Celebrations Catering.

Food StrategiesKeeping in mind the demographics of the University of Florida Police Department, a buffet-style dining experience allows a wide variety of choices to accomodate everyones needs. Considering the dominance of males at UFPD the menu is full and hearty, offering dishes such as Marsala Meatballs or Beef Pot Roast. However, lighter dishes such as a cesear or garden salad, and vegetarian options like Baked Ziti, will be available as well. The most vital strategy implemented to staisfy the needs of the target audience is the use of a buffet-style meal plan to be able to accomodate the variety of attendees.

SustainabilitySustainability strategies were also considered. The most important strategy is using a local vendor, Celebrations Catering, to be able to give back to the community and demonstrate corporate social responsibility. Beyond that, several other strategies have been implemented, such as using beverage containers rather than water bottles, cloth napkins and reusable cutlery as opposed to paper or plastic, and donations of left over food to the local food bank, Second Harvest.


Food & Beverage

hThe MenugMain CourseBeef Pot Roastbraised beef round, roasted and sliced and served over white rice. includes roasted carrots, onions and celery, green beans, garlic mashed potatoes with gravy, and garden salad

Baked Chickenmojo seasoned chicken breast served with grilled vegetables, yellow rice, and garden salad

Marsala Meatballsmeatballs dressed with homeade mushroom marsala sauce and served over a bed of angel hair pasta. includes parmesan breaksticks

Vegetarian OptionsBaked Zitilayered with seasonal veggies, marinara sauce, and mozzarella.

Side ItemsParmesan Breadstickstender garlic breadsticks sprinkled with parmesan cheese

Macaroni Saladmade with macaroni, sweet peas, carrots, broccoli, red onions, peppers and creamy dressing

Ceaser Saladchopped romaine lettuce, parmesan cheese, croutons and zesty Caesar dressing

Garden Saladmade with chopped green leaf lettuce, onions. tomatoes, cucumbers, & carrots. Includes dressing – select from ranch, balsamic, raspberry vinaigrette, blue cheese or Italian.

DessertCookieschocolate chip, peanut butter, snickerdoodle, and sugar

Brownieschocolate brownies with white frosting and m&m’s

Beverages Sweet TeaUnsweetened TeaLemonadeWater


Risk Management Analysis

University of Florida Police Department will be hosting an appreciation dinner to honor the law enforcement officers and employees. This event will be held in the Florida Gym on UF’s campus. With any event, there is always the opportunity for something to not goes as planned. With that in mind, we want to

be prepared for any potential risk.

RISK SEVERITY(high, moderate, low)

STRATEGIES FREQUENCY(Seldom, not likely,

likely, extremely likely)

Food poisoning Moderate

Ensure the catering company follows FDA’s food safety guidelines which will be included in contracts; Obtain contractual agreements to transfer the liability to the vendor.

Seldom

Food allergies Moderate to High

Identify allergies of attendees in pre-registration forms; Label all food served during the event; Develop a plan for transportation to emergency facilities if necessary.

Not likely

Power outage Moderate to High

Obtain access to backup generator; In case of emergency with no power, establish a contingency plan to include an alternate date or relocation of the event.

Seldom

Decreased police force in the community High

Obtain an agreement with GPD for adequate patrol; Determine shifts for when UFPD can come in groups and not all at one time.

Not likely

Trip hazards Low

Perform a walk-through before the event begins to minimize any potential hazards (exposed cords, etc.) and obtain proper signage for any exposed areas.

Seldom

Heating/Cooling: A/C or heat not working properly. Moderate

Have access to fans and heaters, plus the necessary equipment such as stands and extension cords.

Not likely





likely, extremely likely)

Hot food trays causing burns to staff or attendees Moderate

Train staff how to properly care for minor burns; EMS on call for extreme burns; Also, make sure that the catering company is providing proper equipment for handling the hot food and proper hot caution signage.

Not likely

Caterer not showing up High

Check vendor’s references; Obtain contract agreements; Establish a backup caterer (Jimmy Johns); Also confirm the day before with caterer and arrange a time of when they will arrive.

Not likely

Inadequate Parking Low

Secure spots in additional parking lots with a staff or volunteer mandating the area; Develop a carpooling plan from police department (they have their own parking lot) to venue using S.N.A.P.

Seldom

Waste: injury could occur by slipping on waste if

garbage overflows.High

Have multiple trash bins around the room; Have volunteers monitoring garbage disposal and dispose once it is ¾ of the way full.

Not likely

Weather (Raining, Hurricane, etc.) Moderate to High

Develop a weather backup plan for alternate date or location; Establish an emergency evacuation plan for extreme weather.

Seldom

Broken or Damaged Equipment (rented/

borrowed equipment that we could break during

event)

Moderate

Secure contract agreements for all rentals; Include plan for cost of replacement (fundraising post-event if necessary).

Not likely

Event Cancellation ModerateEstablish alternate date; Develop a plan for delivery of food and thank you cards to the police department.

Seldom





likely, extremely likely)Rioting or protesting (people outside event expressing negative

feelings about UFPD)

High

Establish thorough contingency and crisis response plans; Follow UF three-tiered response plan; Have a staff member monitor entrance.

Seldom

Venue emergency evacuation (fire, threat,

etc)High

Have emergency personnel on-site (EMS); Develop a thorough emergency evacuation plan and include proper signage for directing evacuation.

Not likely

Financial Risks (insufficient budget,

event cancellation, etc)High

Obtain solid estimates on costs to limit budget surprises; Establish an alternative fundraising plan to manage costs exceeding budget.

Not likely

Speakers not showing up Moderate

Secure at least three speakers; If speaker is a no-show, go on with the event without them (non-essential); Have a backup video of speaker giving speech.

Not likely

Not visible entrances/exits signs High

Have a staff member or volunteer greeting guests and directing toward entrance, also have someone monitoring parking lots to direct guests.

Seldom

Negative media attention/publicity Moderate

Develop a pro-active social media plan; Establish positive relationships with media prior to the event.

Not likely

Not enough food High

Order enough food for 10 extra people in addition to the number of confirmed attendees; Establish a backup plan for additional food with Jimmy Johns if necessary.

Seldom




STRATEGIES FREQUENCY(Seldom, not likely, likely,

extremely likely)

Inadequate amount of thank you cards Moderate

Two weeks prior to event, have a table set up in areas around campus (Reitz Union, Turlington), every day for one week, for students and faculty to make thank you cards; Encourage student organizations to contribute additional thank you cards.

Not likely

Photographer not showing up (or their

equipment being faulty)

Moderate

Obtain contractual agreements; Secure a backup photographer to be on-call; Check photographer’s references; Have access to photography equipment during the event that staff could operate.

Not likely

Safety/Injury: Guest injury,

employee injury, volunteer injury

Moderate to High

Have a contingency plan to make sure that we do a run through before the event in order to make sure everything is in place and there are no hazards; We will make sure employees know that if they can’t do something, like heavy lifting, they should ask for help; Volunteer will be told that personal safety is first, make sure they follow instructions; Have a first-aid kit on-site; Emergency personnel on call; Have accident forms to document any injuries.

Likely

Equipment/Technology

Risks: Glitches, malfunctions,

PowerPoint, etc.

Moderate

Have experienced, tech-savvy staff at the event; Perform an audio and visual check a day prior to the event; Have backup equipment available.

Likely

Dirty bathrooms Moderate Have a volunteer monitoring bathroom every 30 minutes. Not likely


Production Schedule

Time Task Responsible Party12:00 pm Pre-Event Meeting Erin Bartee, Emily Dennis, Kayla

Ellsworth, Jonathan German Del Rio, Robert Lapumap, Alton McDilda, Michael Murphy, and Ellie Pollock

3:00 pm Initial site inspection Jonathan German Del Rio3:10 pm Put up directional and parking signage Volunteers3:30 pm Set up tables, table cloths, chairs, riser, podium,

speakers, and other AV equipmentMichael Murphy

4:00 pm Food setup Ellie Pollock4:30 pm Greeters positioned at the parking lot Volunteer Greeters (2)5:00 pm Slideshow begins Michael Murphy5:00 pm Attendees arrival5:15 pm Welcoming speech and open buffet Linda J. Stump5:59 pm Slideshow stops Michael Murphy6:00 pm Presentation – Linda J. Stump Linda J. Stump6:15 pm Present thank you cards – UF student TBD UF Student TBD6:30 pm Last call for food Erin Bartee7:00 pm Departure of attendees - distribute “survival kit”

bags as they exit the venueVolunteers

7:15 pm Event breakdown and cleanup begins Volunteers7:30 pm Pick up food and catering equipment Ellie Pollock7:30 pm Take down stage, podium, speakers, and AV

equipmentMichael Murphy

8:00 pm Take down signage, tables, chairs, and decorations Volunteers8:30 pm Take out all trash Volunteers8:45 pm Final site inspection Jonathan German Del Rio9:00 pm Post event meeting Erin Bartee, Emily Dennis, Kayla

Ellsworth, Jonathan German Del Rio, Robert Lapumap, Alton McDilda, Michael Murphy, and Ellie Pollock


UFPD Important Contacts

Event PlannersErin Bartee Phone: 352-317-2338Food & Beverage Supervisor Email: [email protected]

Emily Dennis Phone: 407-406-0949Volunteer Coordinator Email: [email protected]

Kayla Ellsworth Phone: 802-238-7343Event Spokesperson Email: [email protected]

Jonathan German Del Rio Phone: 786-368-3404Site Supervisor Email: [email protected]

VendorsRobert Lapumap Phone: 352-463-8438Event Photographer Email: [email protected]

Michael Murphy Phone: 352-294-1621Facility & Operations Coordinator Email: [email protected]

Ellie Pollock Phone: 352-377-0787Celebrations Catering Email: [email protected]

Media LiasionKristan Wiggins Phone: 352-376-4458The Alligator

Greg Hamilton Phone: 352-374-5035The Gainesville Sun

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