valentines tea program plan (gamma)

The Town of Jonesborough holds many special events, on an annual basis, in order to holistically benefit the local area with the opportunity for leisure experiences. These leisure experiences are created by offering recreational activities of differing varieties. Each event targets a segment of that population in order to benefit any and all residents who would participate regardless of age, sex or cultural background.

The primary goals of this event are to aid in the mental, physical, emotional, social and spiritual well-being of the each and every participant (as previously stated in the Needs section).

o This is to be accomplished through an engaging social setting with many adult women sharing similar age ranges and backgrounds.

o Live entertainment and light refreshments are offered to aid in this pursuit. These goals are set in accordance with the mission and philosophy that each and every of the events that

The Town of Jonesborough hosts.

Valentine’s TeaTown of Jonesborough

The Valentine’s Tea is a social event held at the International Storytelling Center that provides a socially conducive atmosphere for adult women in the local area. This event is run by Melinda Copp (Main Street Director at The Town of Jonesborough) and held during the second week of February in the Parlor of the Storytelling Center. Typically the event will be held in morning around 10AM, and tea along with light refreshments is to be served. In addition, the Jonesborough Reparatory Theater provides live entertainment in the form of song for the participants. Volunteers can be found in the form of Town employees and some employees of the Storytelling Center in order to serve the participants and prepare for the event beforehand.

Town of Jonesborough: Special Event Program Plan 1

1. Program Title:

2. Agency Mission and Programming Philosophy:

3. Design Goals of the Program:

Venue: International Storytelling Center

Always consult the Storytelling Center calendar (in advance) to make sure that there are no conflicts with use of the venue (the Parlor).

o This calendar can be found at the help desk of the Storytelling Center on the first floor. o Once a date is decided upon then that date and time can be penciled in on said calendar.

No payments need to be made since the building itself is property of the Town.

Jonesborough Reparatory Theater

Jennifer Schmidt at the Jonesborough Reparatory Theater (used 2014 & 2015) will need to be contacted two weeks in advance in order to schedule the live entertainment at the event.

This is easily altered as the primary goal is to provide live entertainment for 20-30 minutes. Likewise, the provider(s) can be altered from year-to-year.

Main Street Café and Catering

Zack Jenkins at the Main Street Café will need to be contacted the week of the event in order to notify him of the order for the 90 scones.


4. Operation Details:a. Venue Arrangements –

b. Special Arrangements –

Equipment:

3 metal urns to heat and house the water for the teapots (these can be found in the hallway closet adjacent the kitchen on the second floor of the Storytelling Center).

30 tea pots, 30 cream dispensers, 30 sugar holders and 30 sugar spoons will be necessary (these will need to be borrowed from Pat Smith, Melinda Copp, Gaye Griffith, Tammy More and the Antique Mart).

80 tea glasses, 80 saucers, 80 teaspoons, and 80 plates will be required (these are to be collected from storage at the McKinney Center).

10 round tables will need to be borrowed from the McKinney Center and brought down by Bobby Oliver the day before the event.

10 round tablecloths will need to be borrowed from the Visitor’s Center two days before the event.

30 ink pens and 80 survey cards.

Material

Flowers and pins for the corsages (can be purchased at Wal-Mart). Small red ribbon and cardstock will be necessary to assemble the coupon booklets to be handed

out to all participants (can be purchased at Wal-Mart).

Supplies

Tea bags (both caffeinated and de-caffeinated), sugar (cubed and alternate sweetener options), 90 scones (to be acquired from Main Street Café), blueberries, and strawberries will serve as the refreshments.

o These will need to be purchased a few days before the event. The scones will need to be picked up the morning of the event.

10 main street merchants will need to be selected in order to decorate the tables in the morning on the day before the event.

o These merchants will need to bring a round tablecloth, 8 napkins and merchandise or keepsakes from their businesses that is relevant to the event and/or to Valentine’s Day.

o Merchants may also bring items to give to participants.


c. Equipment, Supplies, and Material Needs –

The target market for this event is female adults from the surrounding area. o Members of the staff will be sent to local churches in the weeks leading up to the event

A press release will be sent to the Herald and Tribune along with other broadcasting agencies, both radio and television, by Alicia Phelps (Marketing and Tourism Director) at the Visitor Center.

The Facebook page can be updated with the event information (can also be “boosted” to enhance range), and the “table tents” placed downtown can also have the event information attached to it.

The price per participant is $10 and while there is a limitation of 80 participants so maximum revenue is $800.

$646 was the total revenue and total cost for the event was $256.50 in 2015. o This includes $60 for tea and sugar (purchased at Wal-Mart), $112.50 for scones (purchased at

Main Street Café), $50 for flowers and tape for corsages (purchased at Wal-Mart) and $34 to the Visitor Center for their ticketing fee (.50 per ticket).

The cost for participation is based on the total cost to run the event and the proceeds all go towards the special events budget. This budget is used to run this event and others like it.

Registration is required for this in the form of ticket purchases (of which there are 80 total). o Each ticket is priced at $10 and can be purchased at the Jonesborough Visitor’s Center up to the

day before the event (or until the event sells out).

The staff for this event includes, but is not limited to, the Main Street Director (Melinda Copp), the Park and Recreation Director (Rachel Conger), Terry Alexander, Alicia Phelps, Amber.

Volunteers can be found in the form of Jonesborough Senior Center members. Senior Center volunteers will be needed to assemble the corsages two days before the event.

All staff members will be addressed and supervised by Melinda Copp.


d. Promotion Plan –

e. Budget and Pricing Information –

f. Registration Plan –

g. Staffing and Staff Orientation –

Melinda Copp will be in charge of the event and all of the staff/volunteers that are involved in the event.o There will be coordinated efforts between her and Alicia Phelps in the marketing of this event

(i.e. press release, radio broadcasting and television broadcasting). o Other staff members will be required to travel to area churches in order to publicize the event

and ticket sales. The Jonesborough Senior Center will aid in the area of volunteer assistance. This includes assembling of

the corsages and coupon booklets.

In the case of a weather emergency, given the season in which the event is held, the event will be cancelled and rescheduled for the same time and day of the following week (or the third week of February).

o Refunds will not be given unless the event is rescheduled. If that is the case then the original ticket will be substituted for the new date.


h. Management Plan –

i. Cancellation Plan –

Day Prior:

Ten 60 inch round tables should be set-up in the Parlor of the Storytelling Center the morning before the event.

10 previously selected merchants will be allowed to come that morning in order to decorate their respective tables.

Additionally 80 chairs will need to be placed around said tables. All of the dishes will need to be washed and laid out to dry that morning (this includes teapots,

urns, saucers, creamers, sugar bowls etc.). After the dishes have dried, they should be placed on the tables once the tables have been

decorated. 3 ink pens should be placed at each table along with a survey card at each place setting. The table in bay area should be cleaned off and staged with extra tea bags (including decaf) and

sweeteners.

Day Of:

Starting at 8AM, the teapots should be staged on the rolling cart in the kitchen. The urns will need to be filled with water to the 5 gallon mark and turned on. The sugar bowls and creamers will need to be filled and placed on the tables (3 of each). The corsages should be taken out of the fridge in the kitchen and placed on the small table along

with the coupon booklets in the foyer to the Parlor and Library. At 8:45AM, the scones and fruit should be placed at each seat on the tables. At 9AM, a staff member, with a list of ticket holders, should be placed at the bottom of the stairs

on the first floor (in the doorway) to take tickets and keep participants from going up the stairs too early.

At 9:40AM, the participants should be allowed upstairs in an orderly fashion (10 at a time so as to eliminate congestion on the stairs).

At 9:45AM, the teapots should be filled with water from the urns and transported into the Parlor once the participants are seated (3 at each table).

At 10AM, staff and volunteers will be divided up into sections by Mrs. Copp to more efficiently wait on participants (2 tables per server).

At 10:30AM, the Jonesborough Reparatory Theater will arrive and be announced to begin their live entertainment.

After which, the participants should be thanked for their participation and allowed to leave as they wish.

Every participant should receive a coupon booklet before leaving.


j. Set-Up –

Participants will be allowed to enter the event space at 9:40AM where they will venture upstairs and have their corsages pinned before they enter the Parlor (they may sit wherever they wish).

Tea will be distributed at 10AM. Live entertainment will commence at 10:30AM and participants will be allowed to leave once that is

finished.

Once the event is finished, all survey cards should be collected. The dishes should be cleared and all trash should be thrown away. Dishes can be collected and taken back to the McKinney Center to be washed and stored (cups, saucers,

plates, and teaspoons). Chairs should be placed on the rolling cart until full and the remainder can be placed along the wall

nearest the doorway. Merchants should be allowed to come and collect their belongings from the tables as they wish. Bobby Oliver should be contacted to come collect the round tables in order to transport them back to

the McKinney Center. Any borrowed good should be washed and taken back to the owners. Physical cleaning of the room will be conducted by the cleaning crew the following morning. However, any large trash should be disposed of beforehand.

A printed survey will be given to each of the event participants to be filled out and returned once the event has come to an end.

o The survey in question can be found in section 8 of program plan.

Once the survey cards have been collected and the information therein compiled, alterations to the event will be considered and decided upon by Melinda Copp.

The combination and these survey and event participation rates will determine if the program is to continue being held.

o This information will be compared cumulatively from year-to-year so that the decision as to alter/continue the event can be made will long term input in mind.


k. Animation Plan –

l. Program Wrap-Up –

5. Program Evaluation:

6. Disposition Decision Plan:


7. Schedule of Task Completion

>3 Weeks Prior

Task Date to be Completed Date Completed

2-3 Weeks Prior



1 Week Prior


Week Of



8. Event Specific Documents:a. Program Survey

Program Title: Valentine’s Tea Date: Feb 12th Location: International Storytelling

CenterTime: 10:00 AM

Co-Sponsors (if any) Main Street Merchants Attendance: 80

Use the following scale to evaluate this program:1 = Poor 2 = OK 3 = Average 4 = Good 5 = Excellent

How would you rate the event? Comments:

How? Comments:

Rate the quality of the event’s refreshments and food: Comments:

Rate the facilities and location where this program was held (space and location of room, equipment, adequacy of seating, personal comfort, etc.)

Comments:

Total: (tally the total from the ratings above)


b. Press Release (2015)

Event Announcement:

Jonesborough to Offer Ladies Valentine's Tea Feb. 12

Ticket Contact Information:Jonesborough Visitors Center423-753-1010jonesboroughtn.orgJonesborough to Offer Ladies Valentine's Tea Feb. 12

[cid:[email protected]]Join us in Downtown Jonesborough for ourannual Ladies Valentine's Tea at the International Storytelling Center onFebruary 12. Starting at 10 a.m., enjoy a variety of teas, lightrefreshments and "Valentine Ballads" performed by Jonesborough RepertoryTheatre Players while relaxing in the Storytelling Center's beautifullydecorated Parlor.

Each guest will also receive special offers toward shopping and eating lunchdowntown. So join your friends and spend this special day in Tennessee'sOldest Town. Seating is limited, so reserve your space today.

Tickets are $10 and can be purchased by calling the Historic JonesboroughVisitors Center at 423.753.1010.

Would you attend this event again? Explain.

What changes would you like to see made? Explain.

Additional Comments:

tel:423.753.1010

http://jonesboroughtn.org/

tel:423-753-1010


c. Coupon Booklet


107 E. Main St.10% off lunch thru 2/14

123 E. Main St.20% off any purchase

INTERNATIONAL STORYTELLING CENTER

GIFT SHOP100 W. Main St.

15% off items in the Gift Shop

117 W. Main StreetFree Drink with Lunch PurchaseValid through the end of February

101 W. Main St.20% off any purchase over $50 or

more(Excludes Ekornes Chairs)

117 E. Main St.10% off any item over $15-not on

saleCash or Check only

Nest Interiors and Gifts101 Fox St

20% off your purchase until March30

Paul’s PensOdds and Ends 105 1/2 Fox St.

10% off any purchase until the end of February

107 ½ Courthouse Square20% store purchase excluding sale items through March 30

Come visit our new farmer’smarket store!

Carrying ONLY food items producedwithin 100 miles of Jonesborough!

10% off your purchase with thiscoupon

Expires 2/28/15101 Boone Street, next to the murals


Bibliography

Rossman, J., & Schlatter, B. (2000).Recreation programming designing leisure experiences (3rd

ed., pp. 230-239). Champaign, Ill.: Sagamore.