Community Kickball Event Event Proposal

March 15, 2014

SAEM 201 DB
Derek Brough

1) EVENT DESCRIPTION
A. Event Name: Community Kickball Game
B. Event Type: Community OrientedFundraiser for The Childrens Institute
C. Location: The Point Park University Student Center Gymnasium
D. Date: Saturday, March 15, 2014
E. Duration/Timing: 12:00 pm - 4:00 pm
F. Overview and Purpose/Concept: The event will be a Point Park-exclusive
skating party scheduled during non-public hours at The Rink at PPG.
Admission to use rink facility and rent skates will be a small fee to attendees,
with the rest of the ticket subsidized by Point Park. Light refreshments will be
served and a live band presented. The events purpose is to provide Point
Park students with the fun opportunity to go ice-skating while socializing with
friends and fellow students.

2) MARKETING PLAN
A. Competitive Analysis: I reviewed the calendar and there are three events
happening the same day as mine but these events are a St. Patricks Day
breakfast, Volleyball Fundraiser and Pinnacle Meeting. I do not think that
any of there will directly interfere with my event so I have decided to keep
my event the same time as I planned before. Also, none of these events
are taking place in the gymnasium, So the space I planned on using is still
available.
B. Target Market/Audience: 17-23 college students in the Greater Pittsburgh
Area. This event is special for people who know other children who interact
with the Childrens Institute and those who like to donate to organizations.
C. Pricing/Ticketing:
a) what are you charging? I decided that instead of just volunteering, I
would charge $5 per ticket for the tournament. The money will be going to
the Childrens Institute in Shadyside. The $5 price ticket includes a light
snack (i.e.,/chips, apples [donated] and their entire time in the bracket. For
guests who come just to view a $2 donation will be required. That $2 price
would include attendance to view the event and light snacks.
B) How will tickets be distributed/sold? Tickets will be available at the
door the day of the event. Tickets will also be available to purchase the night
before in the Lawrence Hall lobby from 6-8 pm. All tickets will be distributed
via will call where you will pick them up as you enter the gymnasium

D. Advertising and Promotion:

a) What media will you use?
- Social media push through Twitter/Facebook /Instagram sites
-Flyers throughout the campus (academic, patterson, west penn,
lawrence, boulevard, student center)
-Word of mouth
- I plan on promoting the event by sending out press releases to
local radio, newspaper & television ads. I will also be asking for
volunteers to help promote the event through posts on media
sites. I will be reaching out to the student center to try and
collaborate on promotion as well as work with clubs to spread
awareness. I will also have an email sent out to students and
faculty with all information on the event.
b) What quantity?
$24 for 2 foam boards ($12 each)
$26 for 200 colored flyers (13 cents each)
Total: $50.00
c) When & where?
-Starting promotions 2 weeks before event
-Flyers given outside in front of Village Park/In Lawrence Hall
(weather permitting)
-Poster outside of cafe in glass case toward WPPJ station, Poster in
the West Penn lobby on an easel. Flyers hung around campus
(academic, patterson, west penn, lawrence, boulevard, student
center)

3) EVENT STAGING
A. Theme: Community Kickball Game/Charity Fundraiser
B. Decor: N/A
C. Layout or Event Map: See attached
D. Entertainment: The Kickball Game
E. Special effects/Lighting: Lighting provided by Point Park University Student

Center
F. Sound: Microphone for Umpire provided by Point Park University

4) CATERING/PRIZES
Catering will be provided by Moes Restaurant in Market Square. They will be
donating Chips & Queso/Salsa for the event. The donation will be delivered
the morning of the event. They will need to be picked up from the restaurant
at 10:00 am. Drinks will be donated by Aramark via Point Park. The drinks will

include water (bottles), iced tea (bottles) & lemonade (bottles). No prizes will
be involved with the event.

5) RISK MANAGEMENT
Food allergies to Moes chips, queso & salsa
Power Outage: Should a power outage occur Allies the day of the event, we
would reschedule the event to the following saturday.
Food not ready: Picking up donation at Moes in Market Square.
Check not processed in time for Moes pickup.

6) SERVICES/UTILITES
Community Kickball Event
Services and Utilities:
a) Electricity: Provided by Point Park University
b) Water: Provided by Point Park University
c) Traffic/Street Closure: N/A for event. In case of emergency, a lane of
the Boulevard of the Allies would be closed off until the emergency is
taken care of.
d) Toilets: Restrooms are provided on the 2nd, 5th and 7th floors of the
Student Center
e) Waste Management: Provided by Point Park University
f)Security: Point Park Security is located front desk of Student Center
g) Parking: Parking is available at on the Boulevard of the Allies and on
the Boulevard & Wood or the 3rd and Wood Parking Garages
h) Cleaning: Provided by Point Park University

7) STAFFING (ORGANIZATIONAL CHART)

9) RUN SHEET
Point Park Community Kickball Game

7:00

Who

What

Point Park Security

Arrive to work

10:15
10:30
10:45

Conference & Events

Volunteers

Set up registration table, set

up snack table

Event Manager

11:00

11:15

Event Manager

Check up on
registration table and
snack table setup
set up bases

11:30

Umpires

Arrive at facility

11:45
12:00

Guests enter

Event Begins
Registration Day Of Begins

12:15
12:30

Players/Umpire

First game begins (Team 1

& 2)

Conference & Events

Services

Snacks set out

Players/Umpire

Second game begins (Team

3 & 4)

Conference & Events

Services

check on amount of food

Players/Umpire

Final game begins (Top two

teams)

Guests

Event Over

12:45
1:00
1:15
1:30
1:45
2:00
2:15
2:30
2:45
3:00
3:15

3:30
3:45

Conference & Events

Services

4:00

Volunteers
Event Manager

Clean up after event

take down tables & pick up
bases

8) TIMELINETime Line
December
o Submit event to Student Activities for OrgSync Calendar
o Request gym for event.
o Request for sign-up table.
o Have requests approved by school before break
o Start creating fliers.
January 2014
o Post event to Orgsnyc.
o Place food orders.
o Buy drinks and paper products.
o Have fliers completed and submit requests to print shop.
o Create sign-up forms and sign-in sheets.
o Have student activities send out a mass email to students for
sign-ups.
February 2014
o Facebook event for sign-ups/dates will be created on February
15th.
o Have sign-up fliers hung up on campus
o reach out for volunteers (CAB)
o February (last week) have a sign-up table in Lawrence Lobby
o Request to borrow kick balls from the Athletic Department or
Purchase kickballs
March 2014
o Facebook event for the real event will be created
o Event fliers, hot cards, and poster boards will be finished
o Distribute event fliers
o Have another sign-up table in the lobby of Lawrence Hall.
o Social media push
o Confirm sign-ups/dates
o Order event books/pamphlets from print shop.
o Post and share event multiple times throughout the week.
o Finalize run sheet.
o Pick up pamphlets from print shop on September 16th.
March 15th day of event (See run sheet)

10) BUDGET
Please see excel sheet.

Event Budget for [Point Park Kickball Event]

Total Expenses

Site

Estimated

Actual

Refreshments

Room and hall fees

$0.00

$0.00

Drinks

Site staff

$0.00

$0.00

Moes (Chips & Queso)

Tables (2)

$0.00

$0.00

Estimated

Actual

$51.06

$0.00

Estimated

Actual

$15.00

$0.00

$0.00

$0.00

Event Budget for [Point Park Kickball Event]

> Income

Total Income

Estimated

Actual

$763.71

$0.00

Estimated

Actual

$205.00

$0.00

Admissions

Estimated

40

Actual

Participants @ $5.00

Event Budget for [Point Park

Kickball Event]
> Profit - Loss Summary

$1,000.00
$800.00
$600.00
$400.00

Total income

Total expenses

$200.00
$0.00
Estimated

Actual