Assignment- Fundraising Event. We had to choose an organization, create an event; budget, critical path; and press release.

1. Red Door Family Shelter’s
“Hugs for the Holidays”
family holiday party
Nicole Carnegie
Krystle O’Brien
Samantha Warren

2. Who Are We?
• Red Door Family Shelter supports families from all over but are
located in the heart of downtown Toronto
• We support families that have been evicted from their homes,
women and children fleeing violence, refugees and other
families needing safe, supportive housing in an emergency
• We provide temporary homes while families start to get back
on their feet

3. Hugs for the Holidays
• WHEN: Saturday, December 10th
, 2011
• WHERE: Harbourfront Centre
• WHAT: A family filled, holiday themed event for
everyone!
• WHO: Hosted by Red Door Family Shelter

4. Event Description and
Why
• Fun-filled family day for
all ages
• Holiday themed
activities
– Arts and crafts
– Puppet shows
– Treasure hunt
– Meet and Greet with
Santa and Mrs. Claus
• Bring more awareness
to our organization
• Tap into new and
potential donors and
families
• Bring in more cash flow

5. Sponsors
• Crayola Canda
• Kraft Canda
• Harbourfront Centre
• Kwik Copy

6. Marketing and Promotion
• PSA: CHUM FM, Virgin Radio and 99.9
• Newspaper Article: Globe and Mail, The Toronto Star
• Posters, Flyers
• Twitter and Facebook
• Email and Direct Mail blast to previous and current
donors

7. Critical Path
Tasks Needed Assigned to Date Assigned Date Needed Date Completed
6-12months prior to event
• Define Purpose Nicole January 03, 2010 January 5, 2010 January0 4,2010
• Choose event Krystle January 04, 2010 January 10, 2010 January 10, 2010
• Choose time for event Samantha January 10,2010 January 11, 2010 January 10,2010
• Choose date for event Samantha January 10, 2010 January 11, 2010 January 10, 2010
• Choose activities for event Krystle January 10, 2010 January 11, 2010 January 10,2010
• Explore potential sites Nicole January 03, 2010 January 10, 2010 January 09, 2010
• Select venue Nicole January 09, 2010 January 11,2010 January 10, 2010
• Secure sponsorships Krystle January 15,2010 January 31, 2010 January 31, 2010
• Assess manpower Samantha February 1, 2010 March 1, 2010 March 1, 2010

8. Critical Path
• Bid decorating costs Nicole January 15, 2010 January 15, 2010 January 15, 2010
• Research permits and insurance Krystle January 20, 2010 January 31, 2010 January 31, 2010
• Compile mailing list Nicole February 1, 2010 February 10, 2010 February 10, 2010
• Compile email list Nicole February 1, 2010 February 10, 2010 February 10, 2010
• Estimate total number of guests Samantha February 10, 2010 February 12, 2010 February 12, 2010
• Check date for any conflicts and finalize Krystle January 10, 2010 January 15, 2010 January 15, 2010
• Compile media list Samantha May 15, 2010 May 31, 2010 May 31, 2010
• Draft press release and PSA Samantha June 1, 2010 June 15, 2010 June 15, 2010
3-6month prior to event
• Order customized dated ornaments Krystle September 1, 2010 September 3, 2010 September 3, 2010
• Order coat check tickets and coat racks Krystle September 1, 2010 September 3, 2010 September 3, 2010
• Order plates, bowls, cutlery etc… Krystle September 1, 2010 September 3, 2010 September 3, 2010
• Order napkins Krystle September 1, 2010 September 3, 2010 September 3, 2010
• Order Decorations Krystle September 1, 2010 September 3, 2010 September 3, 2010
• Determine design for posters and invitations Samantha September 1, 2010 September 10, 2010 September 10, 2010
• Order posters and invitation Samantha September 11, 2010 September 15, 2010 September 15, 2010
• Have volunteer Santa and Mrs. Claus fitted Nicole July 3, 2010 July 6, 2010 July 6, 2010
• Rent Santa and Mrs. Claus costumes Nicole July 6, 2010 July 6, 2010 July 6, 2010
• Rent a chair and a backdrop for pictures Nicole July 10, 2010 July 31, 2010 July 28, 2010

9. Critical Path
• Rent camera Krystle September 20, 2010 September 30, 2010 September 30, 2010
• Order photo print paper Krystle September 20, 2010 September 30, 2010 October 01, 2010
• Secure permits Nicole September 21, 2010 September 25, 2010 September 25, 2010
• Purchase insurance Nicole September 21, 2010 September 25, 2010 September 25, 2010
• Rent Puppet Theater and puppets Samantha September 10, 2010 September 15, 2010 September 15, 2010
• Set schedule for committee Krystle September 22, 2010 September 25, 2010 September 25, 2010
• Arrange radio PSA’s Samantha September 26, 2010 September 28, 2010 September 28, 2010
• Discuss menu with Kraft Canada Nicole September 29, 2010 September 30, 2010 September 30, 2010
2 months prior to event
• Arrange for Delivery of Donation from Crayola Nicole October0 1, 2010 October 03, 2010 October0 3, 2010
• Address and stuff invitations Samantha October 01, 2010 October 05, 2010 October0 5, 2010
• Mail invitations Samantha October05, 2010 October 05, 2010 October 5, 2010
• Finalize all rentals Krystle October 10, 2010 October 10, 2010 October 10, 2010
• Distribute posters Nicole October 30, 2010 October 30, 2010 October 30, 2010
• Review task assignments Krystle October 25, 2010 October 25, 2010 October 25, 2010
• Meeting with staff and volunteers Krystle October 25, 2010 October 26, 2010 October 26, 2010
1 month prior to event
• Compile attendance of those confirmed Samantha November 1, 2010 November 01, 2010 November 1, 2010

10. Critical Path
• Meeting with volunteers November 1, 2010 November 01, 2010 November 1, 2010
• Hold CPR training for staff and volunteers November 15, 2010 November 15, 2010 November 15, 2010
• Contact media for stories November 20, 2010 November 23,2010 November 20, 2010
• Receive donation from Crayola November 25, 2010 November 25, 2010 November 25, 2010
• Confirm delivery of rentals November 10, 2010 November 10, 2010 November 10, 2010
• Press release November 01, 2010 November0 1, 2010 November 01, 2010
• PSA November 01, 2010 November 01,2010 November 01, 2010
2 weeks prior to event
• Distribute more posters Krystle November 26, 2010 November 27, 2010 November 27, 2010
• Schedule delivery with
• Kraft Canada for event day Nicole November 25, 2010 November 25, 2010 November 25, 2010
• Confirm time with venue Samantha November 26, 2010 November 26, 2010 November 26, 2010
• Meeting with staff to finalize details Samantha November 30, 2010 November 30, 2010 November 30, 2010
• Confirm delivery of ornaments Krystle December 01, 2010 December 01, 2010 December 01, 2010
• Receive decorations Nicole December 01, 2010 December 01, 2010 December 01, 2010
1 week prior to event
• Purchase real Christmas tree Nicole December 07, 2010 December 07, 2010 December 07, 2010
• Receive ornaments Krystle December 05, 2010 December 05, 2010 December 05, 2010
• Rehearsal of puppet show Samantha December 07, 2010 December 07, 2010 December 07, 2010

11. Critical Path
• Hold final walk through, Nicole December 08, 2010 December 08, 2010 December 08, 2010
• Reconfirm delivery times Krystle December 06, 2010 December 06, 2010 December 06, 2010
• Reconfirm with venue Samantha December 04, 2010 December 04, 2010 December 04, 2010
• Finalize menu Krystle December 05, 2010 December 05, 2010 December 05, 2010
• Confirm food delivery Krystle December 05, 2010 December 05, 2010 December 05, 2010
• Schedule return of rental equipment Nicole December 08, 2010 December 08, 2010 December 08, 2010
• Follow up calls to media Nicole December 08, 2010 December 08, 2010 December 08, 2010
• Establish amount of float for cash box Samantha December 07, 2010 December 07, 2010 December 07, 2010
• Hold final walk through
1 day before event
• Pack car with all supplies December 09, 2010
• (napkins, plates, cutlery coat check
• Tickets, ornaments, art kit from crayola,
• Santa and Mrs. Claus costumes, tree.)
• Have cash float ready
• Confirm arrival time with early morning volunteers
Event Day December 10, 2010
• Arrive at Harbourfront Centre with decorations and materials 5:00 AM
• Decorate Centre with garland, wreaths, reindeer etc. 5:30 AM

12. Critical Path
• Determine activity areas. 6:00 AM
• Set up tree with dated ornaments 6:15 AM
• Hang sponsors signage 7:00 AM
• Set up puppet Show Theater 7:15 AM
• Have all puppets accounted for 7:45 AM
• Set up station for board games 8:00 AM
• Set up arts & crafts area 8:15 AM
• Hide chocolates for scavenger hunt 8:30 AM
• Delivery of food and food baskets 8:45 AM
• Set up picture with Santa are with chair and backdrop 9:00 AM
• Place garbage and recycling bins around venue 9:15 AM
• Set up receptions area with table and cashbox 9:20 AM
• Delivery of coat racks 9:30 AM
• Set up coat check area 9:30 AM
• Arrival of staff and volunteers, assign stations 9:30 AM
• Test photo shoot with Santa 9:45 AM
• Walk through to double check everything 10:00AM
• Arrival of guests 10:30 AM
• Arts & crafts 10:30-11:30 AM

13. Critical Path
• Games 10:30-11:30 AM
• Prepare food 11:00 AM
• Puppet show 11:30 AM
• Set food out on buffet 12:00 PM
• Lunch 12:30 PM
• Scavenger Hunt 1:30 PM
• Pictures with Santa 2:00 PM
• Clean up 3:00 PM

14. Estimated Budget
Income and Expenses

15. Tickets Number @ Price Total
50 families
(groups of 4)
X $45 $2,250
30 ppl x 7 210
75 ppl X 15 1,125
Pictures with
Santa
100 X 10 1,000
Kraft food
Baskets for
Families
50 x 20 1,000
Crayola Gift
Baskets
50 x 20 1,500
Coat Check 305 x 2 610
Christmas
Tree
Ornaments
150 x 5 750
Crayola Event
Donation
1,000
Beverages 75 x 2 150
Kraft
Cookbooks
25 x 20 400
Total 10, 095

16. Expenditures
Space Rental Free
Food Free
Beverages Most Free
-Water bottles 200 x 0.25 50
-Pop 125 x 0.5 62.5
-Hot
Chocolate
packets
75 x 0.45 33.75
-Posters,
Signage,
Programs,
pamphlets,
flyers, etc.
Free
Publicity
Photogrpahy
(volunteer
and staff)
Free
Media
Advertising
-online/ web Free
-Newspaper 200
Mailing
Service
Postage 1000 x 0.5 500
Donor
Soliciation
and Thanks
1000 x 0.25 250
Invitations
and Tickets
1000 x 0.25 250

17. Entertainment
-Santa and
Mrs. Claus
Free
-Puppeteers Free
-Treasure
Hunt Guide
Free
Decorations 75
Security 300
Insurance 250
Misc.
-Treasure
Hunt Goodies
(chocolates,
candies, toys)
150
-Baskets for
Treasure
Hunt
50 x 0.75 37.5
Goodies for
Cookie
Decorating
75
-Cutlery,
Plates, Bowls,
Napkins
1000 peices 300
-Stamp of
admittance
1 x 4 4
-Stamp Pad 4 x 3.5 14
-Costume
Rentals
100
-Coat Check
Rack Rentals
10 x 10 100
Puppet Show
Theatre and
Puppet
Rentals
Free
Music Free
-ipod Free
-Stereo
System
Free
-wiring
Total 2,751.75

18. Thank You!
For more information on Red Door Family Shelter please
visit www.reddoor.ca