APR 332: Event Planning Guide Kevin Lake Description of Event: The West Alabama Food Bank will

be hosting the first ever Taste of Tuscaloosa event to raise donations and awareness about hunger in the West Alabama region. The event will feature food from the top chefs and restaurants in town. Each restaurant will have its own booth where chefs will prepare some of their most popular dishes for guests to sample. There will also be guest appearances by Big Al and University of Alabama Head Football Coach Nick Saban, as well as a raffle for a new iPad. Dates for Planning: Begins May 1, 2011 August 27, 2011 Ends August 27, 2011 September 3, 2011

Planning Evaluation Event Date: August 27, 2011 Goals:

To raise awareness about hunger in the West Alabama region Objectives: To raise more than 40,000 pounds of canned food. To have our CEO participate in at least 5 interviews by the end of the event. To raise more than $100,000 in donations from the community. To hand out at least 500 folders containing information about the WAFB and how to volunteer or receive assistance. To recruit at least 75 volunteers. To obtain media coverage from at least 5 different media sources

APR 332: Event Planning Guide Kevin Lake

Event Plan:

Tasks/Steps Responsibility 1) Acquire permission Kevin from University for use of the Coleman Coliseum on Aug. 27. Acquire any necessary permits. 2) Book restaurants for event. 3) Rent Booths and equipment. 4) Arrange for booth setup.

5) Oversee decorations. 6) Plan and execute preevent media strategy.

Syleah Kevin Slade Kristen Kristen, Isabelle, Steven, Katharine

7) Plan and execute

Kristen, Isabelle,

Task materials and requirements Permit paperwork Necessary signatures Permit payment Contact University representatives Pay deposit Obtain phone numbers for restaurants. Call restaurants Arrange for restaurants to sign contracts Research and rent necessary equipment Payment for equipment Hire workers Assign worker tasks Manage workers during booth set up Pay workers Select and pay for rentals Oversee decoration set up Write, edit and pitch press release Pitch feature Write, edit and distribute fact sheet to local print and broadcast media Update website and social media Write, edit, print and assemble press kits

Do By May 3, 2011

May 7, 2011

May 11, 2011 June 1, 2011

May 9, 2011 July 20, 2011

August 27,

APR 332: Event Planning Guide Kevin Lake Tasks/Steps media relations on day of event. Responsibility Steven, Katharine Brittany Task materials and requirements Order treat bags and goodies with logo for the media Arrange set up of press table Print and pass out press credentials Answer press inquiries Facilitate interviews during event Update Twitter and Facebook throughout event Record and upload digital video of the event Collect stories for blog Arrange interviews with performers, survivors and organization members Serve as liaison between University representatives and organization. Oversee security, University relations and clean-up. Do By 2011

8) Work with the University to make sure the Coleman Coliseum has appropriate security, bathrooms, clean-up personnel. 9) Oversee parking

June 30, 2011

Kevin

10) Set up and run VIP area.

Kyle, Kristen, Sade

11) Oversee event production.

Kevin, Meagan

Create signs showing people where to park. Make sure we have parking attendants to direct traffic. Set aside special parking for media Set up and run VIP room Purchase food, decorations, furniture to make sure restaurant owners and chefs are comfortable. Make and distribute goodie bags to VIPs. (donors and volunteers) Hire event technicians. Serve as a liaison between production company and PR team before and during event

August 20, 2011 August 27, 2011

June 30, 2011

APR 332: Event Planning Guide Kevin Lake Tasks/Steps Responsibility Task materials and requirements Work with Coleman Coliseum manager to know make sure proper staff is on call for building maintenance Rent booths and tables for vendor and information booths Solicit vendors and invite local restaurant owners Capture and record event for organization (via Twitter, Facebook, digital video camera) Interview attendees and performers Be on-call to assist where needed Write, edit and design survey/donation mailer cards for event Work with printer to be sure they are printed and arrive on time Arrange for volunteers to pass out cards Oversee distribution at event Oversee entire Coliseum clean-up Everyone make sure their particular areas are cleaned up, rentals are taken away. Participate in de-brief meeting to discuss strengths and weaknesses of event Analyze surveys returned as mailers. Scan media for coverage. Keep clippings and videos of coverage. Assemble and file event records. Do By

12) Coordinate restaurant owners and chefs 13) Report on event for the organization. (Inhouse event reporter) 14) Create and distribute survey and donor cards.

Lisa Isabelle, Kevin

June 1, 2011 August 27, 2011

Kevin

August 27, 2011

15) Oversee clean-up.

Lisa

August 27, 2011 August 27, 2011

16) Evaluate effectiveness of event.

Everyone

APR 332: Event Planning Guide Kevin Lake

Detailed Event Timeline: Time 8:00am 8:30am 9:00am Task Arrive at the Coliseum General event meeting Set up press table Set up VIP room Set up restaurant booths Lunch break Greet Chefs & Restaurant Owners Oversee Coliseum Responsibility Everyone Everyone Kristen, Isabelle, Katharine, Steven Kyle, Kevin, Sade, Jordan Lisa Everyone Syleah Kyle, Brittany Location Coleman Coliseum Lobby Press Table Press table VIP room Main Floor Coleman Coliseum Lobby VIP Rooms VIP room and throughout the Coliseum

11:30am 12:30pm

9:30

Clean-up

5:00pm EVENT START 9:00pm EVENT END Everyone, including clean up crew

Clean up each booth, VIP room, and around the Coliseum

APR 332: Event Planning Guide Kevin Lake Budget Tactic Item Restaurant Owners and Chefs Press kits VIP Room Booths and Tables University Employees & Security Coliseum Decoration rental Event employees iPad Production Company Design Printing Postage and Mailing Cost Donation $1,000 $1,000 $30,000 $20,000 Donation $3,000 $5,000 Donation $30,000 $1,500 $1,000 $1,500 Tactic Total Concert Total

Event

$90,000 $94,000

Mailers

$4,000

Media to Pitch: The Tuscaloosa News The Crimson White Clear Channel Radio ABC 3340 WVUA News In-house Coverage: Isabelle, Kevin, Kristen, Katherine, Steven

APR 332: Event Planning Guide Kevin Lake

Event Evaluation: As everyone is leaving Isabelle and Kevin will have a table set up with a pile of surveys. People can fill out the surveys on the spot for a chance to go to the VIP room and have a sit down with Coach Nick Saban, or they can mail their surveys in for an autographed picture of Coach Nick Saban. Surveys will be evaluated by Kevin.