The Valentine's Tea event program plan outlines the logistics of an annual Valentine's Day tea event held in Jonesborough, Tennessee. The 3-sentence summary is: 1) The plan details the organization and operation of the Valentine's Tea event held each February at the International Storytelling Center, including promotion, budget, registration, staffing, set-up and day-of logistics. 2) The event aims to provide a socially engaging atmosphere for adult women through tea, light refreshments and live entertainment. 3) Surveys are distributed to participants to evaluate the event and determine any needed changes to continue serving the community.

1. Town of Jonesborough:
Special Event Program Plan 1
The Town of Jonesboroughholdsmanyspecial events,onanannual basis, inorderto holisticallybenefitthe local
area withthe opportunityforleisureexperiences. Theseleisureexperiences are createdbyofferingrecreational
activitiesof differingvarieties. Eacheventtargetsasegmentof that populationinordertobenefitanyandall
residentswhowouldparticipate regardlessof age,sex orcultural background.
 The primarygoals of thiseventare to aid inthe mental, physical,emotional, social andspiritual well-
beingof the each andeveryparticipant(aspreviouslystatedinthe Needssection).
o Thisis to be accomplishedthroughanengagingsocial settingwithmany adultwomensharing
similarage rangesandbackgrounds.
o Live entertainmentandlightrefreshmentsare offeredtoaidinthispursuit.
 These goalsare set inaccordance withthe missionandphilosophythateachandeveryof the eventsthat
The Town of Jonesboroughhosts.
Valentine’s Tea
Town of Jonesborough
The Valentine’sTeaisa social eventheldatthe International StorytellingCenterthatprovidesasocially
conducive atmosphereforadult womeninthe local area.Thiseventisrunby MelindaCopp(MainStreet
Directorat The Townof Jonesborough)andheldduringthe secondweekof Februaryinthe Parlorof the
StorytellingCenter.Typicallythe eventwill be heldinmorningaround10AM, and tea alongwithlight
refreshmentsistobe served.Inaddition,the JonesboroughReparatoryTheaterprovideslive entertainmentin
the form of song forthe participants.Volunteerscanbe foundinthe formof Townemployeesandsome
employeesof the StorytellingCenterinordertoserve the participantsandprepare forthe eventbeforehand.
1. Program Title:
2. Agency Mission and Programming Philosophy:
3. Design Goals of the Program:

2. Town of Jonesborough:
Special Event Program Plan 2
Venue:International StorytellingCenter
 Alwaysconsultthe StorytellingCentercalendar (inadvance) tomake sure thatthere are no conflictswith
use of the venue (the Parlor).
o Thiscalendarcan be foundat the helpdeskof the StorytellingCenteronthe firstfloor.
o Once a date isdecideduponthenthatdate and time can be penciledinonsaidcalendar.
 No paymentsneedtobe made since the buildingitself ispropertyof the Town.
JonesboroughReparatory Theater
 JenniferSchmidtatthe JonesboroughReparatoryTheater (used2014 & 2015) will needtobe contacted
twoweeksinadvance inorderto schedule the live entertainmentatthe event.
 Thisis easilyalteredasthe primarygoal isto provide liveentertainmentfor20-30 minutes.Likewise,the
provider(s) canbe alteredfromyear-to-year.
Main StreetCafé and Catering
 Zack Jenkinsatthe Main StreetCafé will needtobe contactedthe weekof the eventinordertonotify
himof the orderfor the 90 scones.
4. Operation Details:
a. Venue Arrangements –
b. Special Arrangements –

3. Town of Jonesborough:
Special Event Program Plan 3
Equipment:
 3 metal urnsto heatand house the waterfor the teapots(these canbe foundinthe hallway
closetadjacentthe kitchenonthe secondfloorof the StorytellingCenter).
 30 tea pots,30 cream dispensers, 30sugar holders and30 sugar spoons will be necessary (these
will needtobe borrowedfromPatSmith,MelindaCopp,Gaye Griffith,TammyMore andthe
Antique Mart).
 80 tea glasses,80 saucers,80 teaspoons,and80 plateswill be required(theseare tobe collected
fromstorage at the McKinneyCenter).
 10 roundtableswill needtobe borrowedfromthe McKinneyCenterandbroughtdownbyBobby
Oliverthe daybefore the event.
 10 roundtableclothswill needtobe borrowedfromthe Visitor’sCentertwodaysbefore the
event.
 30 inkpensand 80 surveycards.
Material
 Flowersandpinsforthe corsages (can be purchasedat Wal-Mart).
 Small redribbonandcardstock will be necessarytoassemble the couponbookletstobe handed
out to all participants (canbe purchasedat Wal-Mart).
Supplies
 Tea bags(bothcaffeinatedandde-caffeinated),sugar(cubedandalternate sweeteneroptions),
90 scones(tobe acquiredfromMainStreetCafé), blueberries,andstrawberrieswill serveasthe
refreshments.
o These will needtobe purchasedafew daysbefore the event.The sconeswillneedtobe
pickedupthe morningof the event.
 10 mainstreetmerchantswill needtobe selectedinordertodecorate the tablesinthe morning
on the day before the event.
o These merchantswill needtobringaroundtablecloth,8napkinsandmerchandise or
keepsakesfromtheirbusinessesthatisrelevanttothe eventand/ortoValentine’sDay.
o Merchants mayalsobring itemstogive toparticipants.
c. Equipment, Supplies, and Material Needs –

4. Town of Jonesborough:
Special Event Program Plan 4
 The target marketfor thiseventisfemale adultsfromthe surroundingarea.
o Membersof the staff will be senttolocal churchesinthe weeksleadinguptothe event
 A pressrelease will be senttothe HeraldandTribune alongwithotherbroadcastingagencies,bothradio
and television,byAliciaPhelps(MarketingandTourismDirector) atthe VisitorCenter.
 The Facebookpage can be updatedwiththe eventinformation(canalsobe “boosted” toenhance range),
and the “table tents”placeddowntowncanalsohave the eventinformationattachedtoit.
 The price per participantis$10 and while there isalimitationof 80 participantssomaximumrevenue is
$800.
 $646 was the total revenue andtotal cost forthe eventwas$256.50 in2015.
o Thisincludes$60 for tea andsugar (purchasedatWal-Mart),$112.50 for scones(purchasedat
Main StreetCafé),$50 for flowersandtape forcorsages(purchasedatWal-Mart) and $34 to the
VisitorCenterfortheirticketingfee (.50perticket).
 The cost for participationisbasedonthe total cost to run the eventandthe proceedsall gotowardsthe
special eventsbudget.Thisbudgetisusedtorunthiseventandotherslike it.
 Registrationisrequiredforthisinthe formof ticketpurchases(of whichthere are 80 total).
o Each ticketis pricedat $10 and can be purchasedatthe JonesboroughVisitor’sCenteruptothe
day before the event(oruntil the eventsellsout).
 The staff for thiseventincludes,butisnotlimitedto,the MainStreetDirector(MelindaCopp),the Park
and RecreationDirector(Rachel Conger),TerryAlexander,AliciaPhelps,Amber.
 Volunteerscanbe foundinthe form of JonesboroughSeniorCentermembers. SeniorCentervolunteers
will be neededtoassemble the corsagestwodaysbefore the event.
 All staff memberswillbe addressedandsupervisedbyMelindaCopp.
d. Promotion Plan –
e. Budget and Pricing Information –
f. Registration Plan –
g. Staffing and Staff Orientation –

5. Town of Jonesborough:
Special Event Program Plan 5
 MelindaCoppwill be incharge of the eventandall of the staff/volunteers thatare involvedinthe event.
o There will be coordinatedeffortsbetweenherandAliciaPhelpsinthe marketingof thisevent
(i.e.pressrelease,radiobroadcastingandtelevisionbroadcasting).
o Otherstaff memberswill be requiredtotravel toareachurchesin orderto publicize the event
and ticketsales.
 The JonesboroughSeniorCenterwillaidinthe areaof volunteerassistance.Thisincludesassemblingof
the corsagesand couponbooklets.
 In the case of a weatheremergency,giventhe seasoninwhichthe eventisheld,the eventwillbe
cancelledandrescheduledforthe same time anddayof the followingweek(orthe thirdweekof
February).
o Refundswill notbe givenunlessthe eventisrescheduled.
 If that is the case thenthe original ticketwillbe substitutedforthe new date.
h. Management Plan –
i. Cancellation Plan –

6. Town of Jonesborough:
Special Event Program Plan 6
Day Prior:
 Ten60 inchroundtablesshouldbe set-upinthe Parlorof the StorytellingCenterthe morning
before the event.
 10 previouslyselectedmerchantswill be allowedtocome thatmorninginorder to decorate
theirrespective tables.
 Additionally80chairswill needtobe placedaroundsaidtables.
 All of the disheswill needtobe washedandlaidoutto dry that morning(thisincludesteapots,
urns,saucers,creamers,sugarbowlsetc.).
 Afterthe disheshave dried,theyshouldbe placedonthe tablesonce the tableshave been
decorated.
 3 inkpensshouldbe placedateach table alongwitha surveycardat eachplace setting.
 The table in bayarea shouldbe cleanedoff andstagedwith extrateabags(includingdecaf) and
sweeteners.
Day Of:
 Startingat 8AM, the teapotsshouldbe stagedonthe rollingcart inthe kitchen.
 The urns will needtobe filledwithwaterto the 5 gallonmark and turnedon.
 The sugar bowlsandcreamerswill needtobe filledandplacedonthe tables(3of each).
 The corsages shouldbe takenoutof the fridge inthe kitchenandplacedonthe small table along
withthe couponbooklets inthe foyertothe Parlorand Library.
 At 8:45AM, the sconesand fruitshouldbe placedateach seaton the tables.
 At 9AM, a staff member,withalistof ticketholders,shouldbe placedatthe bottomof the stairs
on the firstfloor(inthe doorway) totake ticketsandkeepparticipantsfromgoingupthe stairs
too early.
 At 9:40AM, the participantsshouldbe allowedupstairsinanorderlyfashion(10at a time soas
to eliminatecongestiononthe stairs).
 At 9:45AM, the teapotsshouldbe filledwithwaterfromthe urnsandtransportedintothe Parlor
once the participantsare seated(3at each table).
 At 10AM, staff andvolunteerswill be dividedupintosectionsbyMrs.Copp to more efficiently
waiton participants(2tablesperserver).
 At 10:30AM, the JonesboroughReparatoryTheaterwillarrive andbe announcedtobegintheir
live entertainment.
 Afterwhich,the participantsshouldbe thankedfortheirparticipationandallowedtoleave as
theywish.
 Everyparticipantshouldreceiveacouponbooklet before leaving.
j. Set-Up –

7. Town of Jonesborough:
Special Event Program Plan 7
 Participantswill be allowedtoenterthe eventspace at9:40AM where theywill venture upstairsandhave
theircorsagespinnedbefore theyenterthe Parlor(theymaysitwherevertheywish).
 Tea will be distributedat10AM.
 Live entertainmentwill commence at10:30AM andparticipantswill be allowedtoleave once thatis
finished.
 Once the eventisfinished, all surveycardsshouldbe collected.
 The dishesshouldbe clearedandall trashshouldbe thrownaway.
 Dishescanbe collectedandtakenbackto the McKinneyCentertobe washedandstored(cups,saucers,
plates,andteaspoons).
 Chairsshouldbe placedonthe rollingcart until full andthe remaindercanbe placedalongthe wall
nearestthe doorway.
 Merchants shouldbe allowedtocome and collecttheirbelongingsfromthe tablesastheywish.
 BobbyOlivershouldbe contactedtocome collectthe roundtablesinorderto transportthemback to
the McKinneyCenter.
 Anyborrowedgoodshouldbe washedandtakenbackto the owners.
 Physical cleaningof the roomwill be conductedbythe cleaningcrew the followingmorning.
 However,anylarge trashshouldbe disposedof beforehand.
 A printedsurveywillbe giventoeachof the eventparticipantstobe filledoutandreturnedonce the event
has come to an end.
o The surveyinquestioncanbe foundinsection8 of program plan.
 Once the surveycards have been collectedandthe informationthereincompiled,alterationstothe event
will be consideredanddecideduponbyMelindaCopp.
 The combinationandthese surveyandeventparticipationrateswilldetermine if the programisto
continue beingheld.
o Thisinformationwillbe comparedcumulativelyfromyear-to-yearsothatthe decisionasto
alter/continuethe eventcanbe made will longterminputinmind.
k. Animation Plan –
l. Program Wrap-Up –
5. Program Evaluation:
6. Disposition Decision Plan:

8. Town of Jonesborough:
Special Event Program Plan 8
7. Schedule of Task Completion
>3 Weeks Prior
Task Date to be Completed Date Completed
2-3 Weeks Prior
Task Date to be Completed Date Completed

9. Town of Jonesborough:
Special Event Program Plan 9
1 Week Prior
Week Of
Task Date to be Completed Date Completed
Task Date to be Completed Date Completed

10. Town of Jonesborough:
Special Event Program Plan 10
8. Event Specific Documents:
a. Program Survey
Program Title: Valentine’s Tea Date: Feb 12th
Location: International Storytelling
Center
Time: 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)
Would you attend this event again? Explain.
What changes would you like to see made? Explain.

11. Town of Jonesborough:
Special Event Program Plan 11
b. Press Release (2015)
Event Announcement:
Jonesborough to Offer Ladies Valentine's Tea Feb. 12
Ticket Contact Information:
Jonesborough Visitors Center
423-753-1010
jonesboroughtn.org
Jonesborough to Offer Ladies Valentine's Tea Feb. 12
[cid:image002.jpg@01D03176.A67F31C0]Join us in Downtown Jonesborough for our
annual Ladies Valentine's Tea at the International Storytelling Center on
February 12. Starting at 10 a.m., enjoy a variety of teas,light
refreshments and "Valentine Ballads" performed by Jonesborough Repertory
Theatre Players while relaxing in the Storytelling Center's beautifully
decorated Parlor.
Each guest will also receive special offers toward shopping and eating lunch
downtown. So join your friends and spend this special day in Tennessee's
Oldest Town. Seating is limited, so reserve your space today.
Tickets are $10 and can be purchased by calling the Historic Jonesborough
Visitors Center at 423.753.1010.
c. Coupon Booklet
Additional Comments:

12. Town of Jonesborough:
Special Event Program Plan 12
107 E. Main St.
10% off lunch thru 2/14
123 E. Main St.
20% off any purchase
INTERNATIONAL STORYTELLING
CENTER
GIFT SHOP
100 W. Main St.
15% off items in the Gift Shop
117 W. Main Street
F r e e D r i n k w i t h
L u n c h P u r c h a s e
Valid 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 sale
Cash or Check only
Nest Interiors and Gifts
101 Fox St
20% off your purchase until March 30
Paul’s Pens
Odds and Ends
105 1/2 Fox St.
10% off any purchase
until the end of February
107 ½ Courthouse Square
20% store purchase excluding
sale items through March 30
Come visit our new farmer’s market store!
Carrying ONLY food items produced
within 100 miles of Jonesborough!
10% off your purchase with this coupon
Expires 2/28/15
101 Boone Street, next to the murals

13. Town of Jonesborough:
Special Event Program Plan 13
Bibliography
Rossman, J., & Schlatter, B. (2000).Recreation programming designing leisure experiences (3rd
ed., pp. 230-239). Champaign, Ill.: Sagamore.