Lauren Seifert RPTA 467 Dr. Jeremy Robinett 3 May 2016

Event Plan: Foos for Families Section 1: Overview Foos for Families Agency: The Center for Youth & Family Solutions (CYFS) The CYFS is a not for profit social services agency that works with families who have been impacted by trauma, grief and loss, abuse and neglect, and other significant family life challenges. They offer adoption and foster care programs, behavioral health counseling, pregnancy counseling and resources, Guardian Angel Residential Program for Youth, family interventions, New Day Senior services, and other various outreach programs. The CYFS has 11 offices across Illinois and serve 800 individuals in the Macomb area and over 20,000 individuals throughout 37 counties in central Illinois and the Quad Cities area. The Center for Youth & Family Services can be contacted physically at 123 S. MacArthur Street in Macomb, over the phone at (309) 833-1791, or online at www.cyfsolutions.org. Mission: The Center for Youth & Family Solutions engages and serves children and families in need with dignity, compassion, and respect by building upon individual and community strengths to resolve life challenges together. Need for the program: To help raise money and awareness for the Center for Youth & Family Solutions by hosting a family friendly event that is a fun and interactive way to get people involved in the community and offer an opportunity to meet new people. Goals and Objectives:

• To help raise awareness for the Center for Youth & Family Solutions and their services.

o Host at least one event to raise money to support CYFS. o To earn at least $5,000 at the event.

• To promote Foos for Families. o Recruit at least 24 teams, consisting of 8 people each. o Hang up fliers at 20 businesses around Macomb.

• To provide the opportunity for community members to interact with each other. o Have at least three “side games” (e.g. corn-hole) to entertain participants

when not playing human foosball. o Have at least 10 picnic tables near foosball field to encourage discussion

and interactions amongst attendees.

Section 2: Operations & Logistics Logistics Plan

Staffing and Staff Orientation (Training) Plan

• As most of the staff will be coming from our RPTA 467 class, excluding the possibility of a handful of outside volunteers, the training is pretty minimal. Most training will take place the day of the event. As there are different tasks that each member of the class signed up for, there will different training for each. For parking attendants they will need to be trained on where attendees are allowed to park, direct them to the specific location, and be able to know whom to contact in the event of a collision. For those working on entertainment they will need to be trained on any specific rules for the side games (corn hole, TBD), who to contact in case of emergency, and general information about the event. For people working registration, they will need to be trained and informed as to what waivers will need to be signed prior to playing, what fees are due, and simple questions regarding the registration process. Staff that will be refereeing and monitoring the fields will need to be trained on specific rules of human foosball (penalties, where to stand, scorekeeping, how long the games last, etc.), what to do and who to contact in the event of an accident/emergency. From a risk management stand point, we as staff members should not do anything to physically help players or apologize as this is seen as assuming blame. The Macomb Park District and Center for Youth & Family Solutions have provided waivers that the participants will sign in order to help prevent lawsuits.

Equipment, Supplies, & Materials

Communication & Promotion Plan

• There was no particular type of segmentation used, as this event is open to everyone in the Macomb area. However, this event does have three brackets in which players will be put in to: Youth, Teen, and Adult. There are age cut offs, but if a participant is close to the cut off age, they may choose which bracket they will play in.

• Mediums of promotion used for this event include word of mouth, paper and digital flyers posted around campus and other businesses in Macomb, social media, and email.

• The different mediums of promotion were utilized at different times. As the event was in the beginning stages word of mouth was mostly used to get a buzz started for the event, the flyers used were provided through the CYFS and MPD and were only hung up in locations approved by WIU and in businesses that allowed them. A Facebook event was made and managed by the CYFS and was available almost two months prior to event. Information can also be found on the Macomb Park District’s website. Email promotion was used when trying to specifically recruit teams and to answer direct questions.

• PSA for Radio o Announcer: Are you looking for a fun, affordable, and family friendly

event in Macomb? If so, please join us in Veterans Park on Saturday May 7, 2016 for the first annual Foos-for-Families human foosball tournament. This event is sponsored by the RPTA department at WIU, the Macomb Park District, and the Center for Youth & Family Solutions. It is only $50 per team and teams must consist of six to eight people. There is only space for 24 teams and they are filling up quickly, so register today by calling the Macomb Park District at (309) 833-4562 or visit them online at

www.macombparkdistrict.com. All proceeds will benefit the Center for Youth & Family Solutions of McDonough County. This event is fun for all ages so mark your calendars; we hope to see you there!

• Poster

Section 3: Event Design Venue Veteran’s Park 1300 East University Drive, Macomb, IL, 61455 Animation Plan

Tournament Bracket

Arena Set-Up:

Contractual Agreements • Contract for using Veteran’s Park.

o Identify what the park will be used for, which parties will be involved (Macomb Park District, Center for Youth & Family Solutions RPTA department at WIU), specific date and time of event, time needed before and after event for set-up and tear-down, how supplies will be transported for set-up and tear-down, what vendors will be allowed on property, and parking for event. Registration forms and waivers, which are handled through the MPD.

• Contract for having EMS on site during the event. o EMS will be contracted through the McDonough District Hospital,

specific number of medical personnel on site, what medical supplies should be brought to event, times EMS will need to be on duty, and knowledge of waivers in order to provide medical attention. Signatures to verify that EMS will be on site for specified number of hours.

• Contract for food vendors at the event. o Which vendors will be there, what types of food that will be served, any

possible allergens, and times the vendors need to arrive and leave after event. Signatures to verify vendors will be there.

• Contract with Ameren, RNJ Distribution, George Mason Construction, RP Lumber (gift in kind), Cassady Martial Arts Academy, and Engraving’s by Lin (gift in kind) for their sponsorships.

o Include amount sponsors donated and list of gift in kinds, signatures to verify the amount was given.

• Contract with RP Lumber for their gift in kind. o Include amounts of supplies donated (72 pallets, 36 2x4’s, and 18 PVC

pipes), signatures to verify the amount of supplies donated. • Contract with Engraving by Lin for trophy donation.

o Include gift in kind cost of trophy. Signature to verify donation. Contracts were negotiated through the Macomb Park District in order to ensure quality and minimize risks. Inclusion Plan

• Make sure walkways are accessible for those attending with disabilities. Walkways must be at least 36” wide. Be sure to have designated viewing areas that are handicapped. Handicapped parking options.

o Follow basic ADA guidelines.

Registration Plan *See attached document for registration form. https://docs.google.com/forms/d/1RV6RCOpPiB9GsxZ_PKSAwc6uHZDvDwZLEGqYe2QwVIE/viewform Cancellation Plan

• Event will be held rain or shine. There is no specific cancellation plan as only extreme weather circumstances or an “act of God” occurs.

• If event is cancelled under these extreme circumstances participants will not be refunded their money as all benefits go towards the Center for Youth & Family Solutions.

Risk Management Plan

• Make sure entrances and exits signs are posted. • Directions to restroom facilities. • Parking arrangements if designated parking area becomes too muddy and

inaccessible. • In compliance with the ADA, all walkways will be made accessible; at least 36”

wide, and there will be viewing areas available for those with disabilities. • *FOR WAIVER INFORMATION SEE REGISTRATION FORM*

o https://drive.google.com/folderview?id=0B4EouMqfX7UqdVpJZWpLRkY4RjQ&usp=sharing

o Volunteers must understand that they should not apologize for accidents or offer help, as that would be tacit emission of guilt. EMS will be on site.

Schematic:

Budget and Pricing Plan

Event Wrap Up

• Create a survey to hand out to participants to collect feedback as a reflection activity. Survey would ask questions based on a scale of satisfaction of 1-10: did you like arena set-up, were side entertainment games sufficient, were officials knowledgeable, and how well did you like the food vendors. There would also be a section for participants to add comments, questions, or concerns.

• Expressions of gratitude business letter:  

1  University  Circle  Macomb,  IL  61455    April  7,  2016    [Insert  donor  name]  [Insert  donor  address]  Macomb,  IL  61455    Dear  [insert  specific  donor  name],    We  would  like  to  deeply  thank  you  for  your  generous  contribution  to  the  Foos  for  Families  event  that  was  held  on  Saturday,  May  7th,  2016  in  Veteran’s  Park.  Your  donation  helped  make  this  event  possible.  We  greatly  appreciate  your  willingness  to  help  residents  of  McDonough  County.      The  Macomb  Park  District,  the  Center  for  Youth  &  Family  Solutions,  and  the  Recreation,  Parks,  and  Tourism  Administration  at  Western  Illinois  University  cannot  express  their  gratitude  enough  for  your  help.  Your  donation  directly  benefits  the  Center  for  Youth  &  Family  Solutions,  which  is  a  non-­‐profit  social  service  agency  that  works  with  families  who  have  been  impacted  by  trauma,  grief  and  loss,  abuse  and  neglect,  and  other  significant  family  life  challenges.  With  11  offices  across  Illinois,  they  annually  serve  over  800  individuals  in  Macomb  and  surrounding  communities,  over  8,000  families  in  37  counties,  and  over  20,000  individuals  statewide.  The  CYFS  provides  adoption  services,  comprehensive  behavioral  health  counseling,  pregnancy  counseling  services,  foster  care,  Guardian  Angel  Residential  Program  for  youth,  intact  family  interventions,  New  Day  Senior  Services,  and  youth,  family,  and  community  outreach  services.      Again,  we  greatly  appreciate  your  interest  in  not  only  helping  Macomb  families,  but  also  families  in  the  surrounding  area.  We  look  forward  to  possibly  working  with  you  again  in  the  future.    Sincerely,    [Insert  name]  

           

 

Section 4: Evaluation & Disposition Event Evaluation There are two separate evaluation surveys, one for participants and one for volunteers. *Please see attached link to Google Forms document. Participant Survey: https://docs.google.com/forms/d/1u0u_Nym0Wv_I8EN5aO8KO4gxfTcUPhBGLMTTZVuPhM8/viewform Volunteer Survey: https://docs.google.com/forms/d/1DjugVpPSoh-2EHDeTS7mud90sKxNrXtStP3mRaVRXvk/viewform

• What is the purpose? o The purpose of the evaluation for Foos for Families is to make sure our

goals and objectives are meeting what we set out to do. Additionally, by looking at our goals and objectives there will be clear information for us to determine whether or not our purpose of the event was met and achieved.

• What type of evaluation? o Both types of evaluations were used for this event, formative and

summative. Formative in the sense that as issues arose we evaluated them in order to correct them to make the event successful. For example, after learning that only two teams are registered we decided to only have one arena for tournament play and another for open play. By doing a formative evaluation we are also able to make sure the purpose of our event (goals & objectives) was upheld. At the very end of the event we will be able to do a summative evaluation. In the summative evaluation we need to look at the overall success of the event, the amount of money that was raised for CYFS, and what changes can be made to make this event more successful in the future. This will also be a goal-based evaluation as it is the most effective way to measure the efficiency of our event. This can easily be done by making sure our purpose and goals and objectives were coherent to the actual event.

• What did you learn from your evaluation? o What I learned from my evaluations is that is it very important to use both

types of evaluations. I learned that by evaluating your event from the very beginning would greatly help you in the end. It is important to document all changes made to your event along the way in order to give an accurate evaluation. I learned that things will not will not go as planned such as weather the day of the event, it is hard to get teams to register, so go about promotion in a different way, start advertising earlier in advance, and check calendar for other events to prevent calendar crowding.

Event Disposition/Decision Plan • What process should be done to make these decisions?

o In order to decide whether your event should be kept, killed, or modified it is important to look back at your evaluations. It is also very important to look back at what the purpose of your event was; did you meet your goals and objectives for the event? One can also make these decisions based on attendee feedback. Feedback does not necessarily have to be collected through surveys, but rather personal observations; were guests engaged in foosball, how good was the turn out, etc.? If one chooses to make a survey for guests to fill out, it is important to remember not to rely solely on their feedback, as there is a possibility for outliers or misleading information. In order to make a final decision one needs to look at all information, evaluations, personal observations, and surveys presented to them in order to make a correct decision.

• What decision was made and why? o My decision was to keep the event, but modify it. Changes that need to be

made would be: 1. Change the date so it is not on the same date as little league softball and

soccer. 2. Change date so it is not on the same date as a very large house crawl in

order to increase student participation. 3. Have a different parking plan in the event of rain. 4. Make arenas sturdier by adding more support beams. 5. Increase the number of outside volunteers or make shifts, as only 5 hours

of fieldwork is required for class and the event runs from 1pm-7pm. 6. Have bleachers for spectators to sit on for better view. 7. Have a subsidized registration cost for early registration.

I feel that by making these minor changes it would greatly increase attendance and ultimately increase the amount money raised for the Center for Youth & Family Solutions.

Section 5: Appendix Poster:

Registration form:

Waiver:

Business letter: