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Kickin’ Cancer with Crawfish Benefit Concert
- 1. Kickin’ Cancer with Crawfish Benefit Concert All proceeds donated to St. Jude Children’s Research Hospital McKenzie Hutson MCS 388
- 2. Description of non-profit agency Danny Thomas opened St. Jude Children’s Research Hospital in 1962 in Memphis, Tennessee. The hospital’s mission is to advance cures for pediatric, catastrophic diseases through research and treatment. No child is denied treatment based on race, religion, or family’s ability to pay. Families of these children never receive a bill from St. Jude for treatments, travel expenses, housing and food because all a family should worry about is helping their child live. Treatments invented at St. Jude have helped push the overall childhood cancer survival rate from 20 percent to more than 80 percent since its opening. They are working to drive the overall survival rate to 90 percent within the next decade. St. Jude freely shares the breakthroughs they make, and every child saved means doctors and scientists worldwide can use the knowledge to save the thousands of children with these life-threatening diseases. The majority of the hospital’s funding comes from individual contributors, which allows St. Jude to solely focus on saving children regardless of their financial situation. Description of target audience The target audience for this event is the entire Ruston community as well as surrounding areas such as Monroe, Grambling, and even Shreveport. We also would love for former cancer patients, survivors, and their families to attend as well. This target audience belongs to the working class, who enjoy good food,
- 3. music, socializing, and supporting their community in efforts to raise money for St. Jude Children’s Research Hospital. Type of Event Kickin’ Cancer with Crawfish is a benefit concert event to promote awareness of childhood cancer and to also raise money for St. Jude Children’s Research Hospital. It is a social event to bring together community members to provide them food and entertainment while also supporting a great cause. Tickets will cost $30 a person and this includes 5 pounds of crawfish, drinks, and t-shirt. There will also be four popular artists performing during this event. These include Chancie Neal, Whiskey Myers, Casey Donahew Band, and Corey Smith. All ticket sales will go directly to St. Jude for research for childhood cancer patients. There will also be a special guest speaker from St. Jude Children’s Research Hospital, Dr. Kim Nichols. Event Vision The purpose of this event is to promote awareness of childhood cancer but more importantly raise money for St. Jude Children’s Research Hospital. It is also being held to bring the Ruston community together to enjoy food and live entertainment.
- 4. Goals and Objectives Raise awareness and money for St. Jude Children’s Research Hospital Provide crawfish for 300+ people Entertain guests with music entertainment featuring four different artists Inform public about the event through promotional elements such as flyers, radio spots, social media tools, and a press release Budget Item Cost Item Cost Management Extra rooms at venue for staff Provided by Tech Event planner’s fee $2,067.66 Dining Administration Crawfish 300x5 = 1500 lbs. 1500x3.50=$5,250 Phone Provided by planner Beverages Donated from Wal- Mart, Super One, Pepsi Email/fax Provided by planner Storage supply area Provided by Tech Staff travel All Louisiana Tech Volunteers Refreshments for crew Donated from Wal- Mart, Super One Insurance for event $177.00 Crew meals Donated from Wal- Mart and Super One Legal costs $275.00 Equipment rentals (ice chests) Provided by Tech Courier and taxi $120.00 Technical Dry cleaning $42.95 Technical adviser Provided by Tech Entertainment Audio equipment Speakers- $175.00 Subwoofer System- $75.00
- 5. Rehearsal space Provided by Tech Equipment Provided by Tech Transfers and airfares $2,035 Feature artists’ None Mirrors and racks $64.00 Bands’ fees None Accommodations Provided by Tech Speakers’ fees None Additional artist requirements costs None Microphones Provided by Tech Staging Main Stage $2,500 Waste Trash systems Provided by Tech Transfer of waste Provided by Tech Venue Rental fee for off-site Provided by Tech License and permits - Cancellation costs $50.00 Storage costs Provided by Tech Tables/Tents Provided by Tech Chairs Provided by Tech Printing/Promo Flyers 250 x .98 = $245 Signage/banners $40.95 Directional signs $22.00 T-shirts 325 shirts x $7.50 = $2,437.50 (Tommy Tee’s) Labor Staff wages Volunteers Cleaning staff Volunteers Grand Total: $15,852.06 Funding and Donations Money for this event will be donated from local businesses in the Ruston area. These include Louisiana Tech University, Brister’s Barbeque, Whataburger, Chili’s, Dawg House, Beau Vines, Sundown Tavern, Orange Leaf, Log Cabin, Hot Rods, Beehive Outlets, Ruston Florist, Super One Foods, McKinney, Tractor
- 6. Supply Company, Wal-mart, Jim Taylor Ford, Community Trust Bank, National Jewelry Company, Suddenlink, Bank of Ruston, and Green Clinic of Ruston. Louisiana Tech University is letting us use the stadium for free for the event. However, we are paying for legal costs, insurance, and cancellation policies. These all together will cost approximately $502.00. We have purchased event cancellation coverage and also non-appearance insurance. If cancelling the event in order to receive refund, Event Planner must contact Reservation Supervisor in writing at least 30 days prior to event. Any request for cancellation after 30 days before the event will not receive a refund for Special Event Permit. If cancelled due to factors out of control, i.e. weather, or unforeseen reason, there will be no refund, however, the planner may use the same permit to transfer the date of event, within the same calendar year based on availability. Venue: Joe Aillet Stadium Joe Aillet Stadium has been home to Louisiana Tech University football for the 40-plus years. Bulldog fans have watched legends such as Terry Bradshaw, Roger Carr, Pat Tilley, Matt Dunigan, and many others all wear the Tech red and blue. The stadium was opened in 1968 at a capacity of 23,000. In 1985, the facility was upgraded and then again in 1989, adding a luxury skybox and an additional 7,600 seats which increased the seating capacity to 30,600. Joe Aillet is a member of the Louisiana Tech Athletics Hall of Fame and the National
- 7. Football Foundation College Football Hall of Fame. Joe Aillet Stadium is a suitable venue for Kickin’ Cancer with Crawfish Benefit Concert. The football field is the perfect place for a large stage setup, tables, chairs, tents, and eating yummy crawfish! Since the event is in the springtime it will be a great outside spot for the community to come together and enjoy food and entertainment while also supporting a great cause! Site Plan The maximum occupancy for Joe Aillet Stadium is 30,600. The stage will be located on the 10_ yard line facing away from the goal post. Around 100 chairs will be placed in front of the stage, with a standing area also available. Various tables and chairs will be scattered across the field and tents will also be provided. Seating is also available in the actual stadium seating if guests want an alternative view of the stage. Bathrooms are located on the east and west sides of the arena near the concession stands behind Section O and E. The First Aid Station is located at the base of the elevator shaft on the west concourse (press box side). Handicapped accessible areas are available on both sides of the stadium. Accommodations for wheelchairs on the east side are between Sections K and KK and at the 50-yard line between Sections O and OO. On the west side, the area is located between Sections I and II. Parking is available in the circle surrounding the stadium and additional parking is available behind the Thomas Assembly Center.
- 8. Agenda 6 AM: Stage setup, other technical setups 9 AM: Begin performer rehearsals 11 AM: Table, tent, and chair, trash setup 12 PM: Crawfish arrives from local crawfish businesses 1 PM: Set up tables and ice chests for food and beverages 2 PM: Gates open, crawfish begins being served 3 PM: Speaker from St. Jude Kim Nichols, MD, presentation of check 4 – 4:45 PM: Chancie Neal 5 – 5:45 PM: Whiskey Myers 6 – 6:45 PM: Casey Donahew Band 7 – 7:45 PM: Corey Smith 8 PM: Closing remarks Guest Arrival/Registration Guests can begin arriving to the stadium at 2 pm. There will be staff members at the entrance of the gates taking tickets and handing out t-shirts.
- 9. Event Timeline Time Frame To Do List/Tasks 1 year out (5/31/15) Hold meeting with staff/volunteers, define goals/objectives, create roles and responsibilities Choose Destination – Ruston, Louisiana Meet with event planner Confirm financial goals and objectives Prepare budget Choose location- Joe Aillet Stadium (LA Tech) Confirm dates/times 11 months Conduct site inspection 10 months Secure facility/ sign contracts 9 months Research speakers and entertainment List subjects for agenda 8 months Draft topics and agenda 7 months Confirm speakers and entertainment 6 months Begin design of promotional materials Get quotes for printed material 5 months Edit materials Begin asking for donations from local businesses, collecting them 4 months Pay all deposits required Final design to printer 3 months Meeting to review roles and responsibilities Review budget Develop promotional materials Secure travel for arrangements/information for artists, bands, and speaker Approve promotional materials Meet with Louisiana Tech volunteers Contact crawfish suppliers Order 300+ t-shirts from Tommy Tees
- 10. Begin advertising on social media Pass out flyers around town, to local businesses Five weeks Confirm volunteers and their responsibilities Contact Super One, Wal-Mart for beverage donations Four weeks Order banners Confirm travel arrangements for speaker/entertainment Collect all ticket money Three weeks Complete any additional printed materials Review everything Confirm number of participants Pick up t-shirts from Tommy Tees Two weeks out Finalize everything Ship materials to site Send final numbers for participants One week Contact Ruston PD, Fire, Ambulance Final meeting with Tech volunteers to review responsibilities Night/Day before (May 30, 2016) Arrive on-site, establish on-site presence Hold pre-conference with faculty Set up registration area Prepare binder Day of Event (May 31, 2016) Pick up speaker from airport Have binder Station volunteers Check all equipment Set up food/beverage stations Set up tents chairs, tables, stage, trash cans Rehearsals for artists Set up directional signs, banners Have Ruston PD, Fire, and Ambulance on site After Event Clean up Take down stage
- 11. Create final report/summary Review and finalize budget Pay last of the bills due Food and Beverage Crawfish will be donated by various crawfish businesses in Ruston and Monroe. These include Ponchatoula’s, Scott’s Seafood, Ben Christmas Crawfish, Cody’s Crawfish To-Go, Crawfish Junkie of Monroe, and Cormier’s Cajun Catering of Monroe. Since we are purchasing around 1,500 lbs. of crawfish all of these businesses have reduced their prices for us to $3.50 per pound. All beverages will we donated for free by Super One Foods and Wal-Mart of Ruston. There will be no alcoholic beverages, just water bottles and soft drinks. Both of these businesses will also be donating bread, lunchmeat, cheese, and chips to provide crew members and volunteers with additional meals. Paper towels will be provided and donated instead of utensils for the crawfish. Promotions Promotions will be done through flyers posted across Ruston, social media tools such as Facebook, Instagram, and Twitter, radio spots, and a press release. Staff We will have many volunteers from Louisiana Tech University including students and professors from the Athletic, Kinesiology, Nutrition and Dietetics, Biology,
- 12. and several other departments. These students and professors will help collect tickets, pass out t-shirts, serve crawfish and beverages, direct guests to exits and restrooms, pick up trash, and various other tasks. Other staff members include local business owners, tour managers, etc. Everyone has generously volunteered for this event so extra staffing costs are not necessary. Security and Emergencies Ruston Police Department will be in and around the parking areas directing traffic. Police and security will also be inside the stadium during the event as well as after. Five ambulances as well as the Ruston Fire Department will be on stand by before, during, and after the event. They will arrive at 2 pm and depart once all guests have exited the premises and all equipment/staging has been taken apart.
- 14. Camilla’s Corner For Release: May 12, 2016 123 Magnolia Avenue Ruston, Louisiana 71270 Special Thanks To: Ruston Daily, Monroe News Star, Shreveport Times Contact: McKenzie Hutson Phone: (318) 445‐2341 CAMILLA’S CORNER HOSTS BENEFIT CONCERT FOR ST. JUDE Camilla’s Corner will be hosting a benefit concert and crawfish boil to benefit St. Jude Children’s Research Hospital. The event will be held at Joe Aillet Stadium on May 31st, 2016 from 2 o’clock pm to 8 o’clock pm. This benefit concert event will feature artists Corey Smith, Casey Donahew Band, Whiskey Myers, and Chancie Neal. Also, Dr. Kim Nichols will be the guest speaker from St. Jude Children’s Research Hospital. Tickets will be on sale for $30.00 and our available. camilla’scorner.com. This event will help raise awareness of childhood cancer and more importantly raise money for St. Jude Children’s Research Hospital. Your ticket includes 5 pounds of crawfish, beverages, and a t‐shirt. 123456 ###