Team Victory S T C C Fair Proposal

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As Project Manager, I was responsible for leading a team to propose an event that catered to the Sand Trap Country Club in Orlando, FL and local charities on a $20K Budget

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Team Victory S T C C Fair Proposal

  1. 1.   EXECUTIVE SUMMARY………………………………………………………….. Pg. 1    TECHNICAL SECTION……………………………………………………………  Pg. 2    MANAGEMENT SECTION  Deliverables……………………………………..…………………………………..  Pg. 3   Critical Path………………………………………………………………………….  Pg. 4  Team Victory……………..…………………………………………………………  Pg. 5    COST SECTION  Budget…………………………………………………………………………............  Pg. 6  Sponsors…………………………………………………………………………........  Pg. 7  Sales Projections…………………………………………………………………...  Pg. 8  Return On Investment…………………………………………………………...  Pg. 9    APPENDIX  List of Participating Charities.………………………………........................  Item 1  Risk Matrix………………………………………………………………..................  Item 2  Assumptions…………………………………………………………………………  Item 3  S.T.C.C. Fair Setup Map…………………………………………..…..................  Item 4  S.T.C.C. Budget Spreadsheet…………………………………………………..  Item 5  S.T.C.C. Radio Promo Ad……………………...………………………………...  Item 6  S.T.C.C. Fair Advertisement……………………………………………………  Item 7       
  2. 2. Thank  you  for  considering  Team  Victory  for  your  event  production  needs!  We  are  excited  to  be  able  to  bring  to  you  top‐notch  service,  planning,  and  coordination for The Sand Trap Country Club Celebrity Weekend.    Team  Victory  has  helped  execute  a  number  of  exclusively  prime  events  throughout  Orlando,  Florida  from  Inauguration  Balls  to  extravagant  Celebrity birthday parties. If there was ever any concern that your event did  not  live  up  to  your  expectations,  up  to  two  months  after  the  event,  we  will  gladly make up the loss, guaranteed!    Please  review  our  credentials  as  we  guide  you  through  a  proposal  that  is  sure to set a new trend for the country club business. Team Victory wants to  present to your members Sunday “Funday”, the one day of the weekend that  brings  all  generations  together  through  social  interaction  as  well  as  education  by  hosting  the  “Sand  Trap  Country  Club  Fair”.    We  are  proud  to  offer  a  first‐class  experience  that  features  over  thirty  spectacular  rides  for  the entire family to enjoy. With cooperation from local charities and media,  The  Sand  Trap  Country  Club  will  facilitate  this  presentation  providing  a  grand spectacle in promoting the message of good will and the well being of  society.    We look forward to meeting your every need as well as invite and encourage  your  own  ideas  in  creating  a  more  personalized  and  special  event  for  you,  your members, and your community!              PG   1 
  3. 3.   The Sand Trap Country Club is hosting a  Team Victory is founded on the basis  celebrity  weekend‐long  event  at  their  of  helping  others  create  a  unique  nationally  known  and  top‐rated  golf  experience  that  will  foster  course and country club in order to raise  amusement,  enjoyment  and  family  awareness  for  local  charities.    With  the  fun  while  establishing  a  connection  last event held on Sunday, the client will  to  the  community  and  present  a  public  function  that  promotes  encouraging  a  teamwork  inspiration for donating to organizations  ethic. Our goal is to develop  in the community of Orlando.  an  event  called  “The  Sand    Trap  Country  Club  Fair”  Central  Florida  is  a  prime  location  for  a  featuring  rides,  food  and  diverse  abundance  of  charities  ranging  games  for  the  entire  family,  from  cancer,  disability,  health,  and  each  element  presented  by  homelessness to animals, arts & culture,  an  identified  local  children,  education,  sports  and  human  organization  that  allows  rights.  To  illustrate  the  importance  and  participants  to  donate  value  that  charities  have  on  our  before  playing.  Ultimately,  community, ponder the statistics. During  we  will  conquer  an  2008,  even  in  midst  of  recession,  total  entertaining  yet  positive  venture  giving  was  still  more  than  $300  billion,  that  brings  about  unity  between  75%  of  this  coming  from  individuals,  residents,  club  members,  and  while  public  benefit  charities  gave  an  professionals  alike  in  collective  estimated $23.9 billion dollars alone.  effort in giving back.   o Participants enjoy amusement rides and games in a fun environment o Achieve an informational outlook on involvement with and identifying local charities o Sand Trap establishes a reputation of loyalty, fun, and recreation for past, present and future Club members   2 
  4. 4. Introducing to you,     Our objective is to make your event a worthwhile experience for  all in attendance. We provide superior service to create long­ lasting memories.    Team Victory believes your needs and ideas are important and  we stress your participation in order to produce and execute a  production that meets your greatest expectations.    Janishia Jones    Project Manager  B.S. in Music Business  M.S. in Entertainment Business  Experience in Event Coordination / Planning  teamvictory@fullsail.edu  CONTACT US 407‐679‐0100  Steven Hoyt    B.S. in Music Business  M.S. in Entertainment Business  Outside Source Liaison  Event Planning Experience  Wanda Elliott    B.S. in Business Administration  M.S. Entertainment Business  Team Organizer  Event Planning Experience      David Barrera    B.S. in Communication  M.S. in Entertainment Business;  Marketing Expertise  ADMIT ONE  3 
  5. 5. To ensure that your organization is represented and portrayed appropriately and  according to your mission statement, your team will have creative input in all  aspects of the project as well as final approval over all matters including:  • List of Participating Charities (*see Appendix Item 1) • Risk Matrix (*see Appendix Item 2) • List of Assumptions (*see Appendix Item #3) • Sponsorship Expose ‐ (11) Different Companies offering Sponsorships  ‐ (3) Proposed Sponsorship Endowments (Donation Amounts)    • Final event   ‐ (11) Proposed Rides    ‐ (12) Proposed Attractions    ‐ Various Proposed Concessions    ‐ Various Promotional Tools  (Information Booth/Décor/Etc.)    ‐ (12) Individual Booths for Sponsors    ‐ Setup Map (*see Appendix Item 4)    • Expense Report (*see Appendix Item 5)   ‐ Final cost of all individual aspects of event    ‐ Final total cost    • Projected Income Report   ‐ Total projected income of ticket sales    ‐ Total projected income of raffle ticket donations    ‐ Total projected income of concessions    ‐ Total projected net income      4 
  6. 6. DEVELOPMENT • Research Local Charities  • Choose Amusement Company Rental  • Hire Lawyer    PRE-PRODUCTION   • Gather Insurance, Permits, and Labor  Agreements  • Create Schedule for Day Of Event  • Send Setup Map to Amusement Company    INITIATION   • Develop Pool of Interested Charities  • Solidify Local Sponsorship Agreements    MARKETING & PROMOTION   Implement Marketing Campaign:  (*see Appendix Items 6 & 7)    • Hand out Flyers  • Send Email Blasts to Members  • Mall Billboards  • Radio Spots     CONFIRMATION   • Reaffirm Last Minute Details   w/ Amusement Company & S.T.C.C.    PRODUCTION   • Setup Begins @ 12 PM  • Raffle Called @ 5 PM    • Breakdown Begins @ 8 PM    5 
  7. 7.           8 hr Package Includes:  ‐ Insurance  ‐ Ride & Game Attendants  ‐ Permits  ‐ Documentation  Percentage of Costs! 4%  9%  8%  LABOR  Labor  • (6) Cleanup Personnel: $25/ hr  • Project Managers: $50/ hr  Materials  • Attorney: $50/ hr  Rentals    79%  TOTAL : $3,100  Marketing  MATERIALS  • (2) Entrance Banners, (2) Entry  RENTAL EQUIPMENT  Ticket Rolls, P.A. System  • (8) Rides incl. Helicopter  • Rope, Scissors, Staff T‐Shirts, Raffle  • (20) Games / Raffle Barrel  Ticket Roll, DJ Table,   • (3) Concessions  • (62) Chairs, (31) Tables, (14) Tents  • (4) Features incl. DJ & Corporate Yearbook    • Bleachers, Light Towers, & Generators   TOTAL : $6,051      TOTAL : $59,597  $50   Marketing! Flyers  $3,450   $3,500   Radio Spots  Mall Billboards  Includes 12% Discount & 6% Sales Tax  *see Appendix Item 5    6  $75,747.09
  8. 8. NAME Donation Amount $5000    $5000    $5000    $5000    $5000    $5000    $5000    $5000    $5000    $7000    $10000    TOTAL $62,000      7 
  9. 9.     Donations from Sponsors will cover the majority of expenses accumulated in  planning and executing the event.  COSTS TOTAL FROM SPONSORS BALANCE $75,747.09  ­  $62,000.00  =  $13,747.09  BUDGET BALANCE 7.5% CONTINGENCY $20,000.00  ­  $13,747.09  ­  $5,681.03  =        + $571.88 Under Budget               Proceeds go to Charity  ADMISSION The Celebrity Weekend is the biggest event of the year for Sand Trap, and the Carnival  is the most family oriented event of the weekend, thus the most popular. Based on last  year’s attendance rates of over 3,000 documented attendees, we estimate that this  same amount will frequent the carnival throughout the day’s festivities.  Attendee  Ticket Cost  Quantity  Total  Adult Men  $50  1000  $50,000  Adult Women  $50  1000  $50,000  Children (16 & Under)  FREE  1000  $0    TOTAL :         $100,000  RAFFLE Almost all of the 1,500 members of the Club are within the upper class & have  provided the club with a generous donation at one time or another. With these past  donations in mind, we expect that a quarter of the members of the Club, or better,  will make at least a $50 donation, in the form of $50 raffle tickets being sold at each  of the attractions throughout the day.  ¼ OF MEMBERS  RAFFLE TICKET COST  TOTAL  375  $50  $18,750      8 
  10. 10. (Labor, Materials,  Costs  $75,747.09  Rentals, Marketing)  ‐  Sponsors  $62,000.00  =  Balance  $13,742.09           Budget  $20,000.00  ‐  Balance  $13,742.09    Remaining  $6,257.91    Admission  $100,000.00  +  Raffle  $18,750.00              =  Total Profit  $125,007.91  Return On Investment      $125,007.91 ‐ $13,742.09 = $111,265.82  909.7%  *Naturally, all projections are based on the documentation of previous events and donations  and they are merely a minimum estimation; the potential for a much higher return is possible  and probable.    9 
  11. 11. Item #1  Catholic Charities LIST OF Phone: (407) 658-1818 Contact: Arnie Nelson CHARITIES Web site: www.ccorlando.org Candlelighters Childhood Cancer Foundation of Greater Orlando Phone: (407) 521-5581 Contact: Mindy Giallella Red Chair Project Web site: www.candlelighters.org Phone: (407) 872-2382 Central Florida Children’s Home, Inc. Web site: www.redchairproject.com Phone: (407) 277-7441 B.A.S.E. Camp Candlelighters Children's  Web site: www.cfch.net Cancer Foundation/Central Florida  Central Florida Miracle League, Inc Candlelighters   Phone: (407) 921-5645 Phone: (407) 673-5060 Contact: Ozzie Martinez, Orlando Board President Contact: Terri Jones Web site: www.basecamp.org Central Florida YMCA Achievers Family Center BETA Center Phone: (407) 896-9220 Phone: (407) 277-1942 Web site: www.centralfloridaymca.org Contact: Hope Kramer, CEO Web site: www.betacenter.org Central Orlando Kiwanis Club Foundation Contact: Harvey Readey, President Big Brothers & Big Sisters Cell: (407) 353-5321 Phone: (407) 478-2996 Website: www.centorlkiwanis.org Contact: Carolina DeGarmo, Director of Child Rescue Network, Inc. Program Outreach & Development Phone: (877) 209-5437 ext. 81 Contact: Jeff Griesemer, President / CEO The Boggy Creek Gang Web site: www.childrescuenetwork.com Phone: (352) 483-4200 Children’s Home Society of Florida Web site: www.boggycreek.org Central Florida Division Phone: (321) 397-3000 Boys & Girls Club of Central Florida Contact: Jessa Heisey, Director of Development Phone: (407) 841-6855 Web site: www.chsfl.org Contact: Gilberto Hall, VP of Operations Central Florida Woman’s Resource Center, Inc. Phone: (407) 426-7960 Web site: www.bgccf.org E-mail: cflwrc@bellsouth.net Web site: wrc-online.org  
  12. 12. Item #2  1. TOO LOW BUDGET FOR MARKETING CAMPAIGN 2. RAINY WEATHER ON DAY OF EVENT  
  13. 13. 3. EQUIPMENT MALFUNCTION 4. AMUSEMENT RENTAL COMPANY DOUBLE-BOOKS EQUIPMENT  
  14. 14. Item #3  • ALL AMUSEMENT RENTALS WILL ARRIVE ON TIME • ALL ASSOCIATED COSTS ARE INCLUDED IN THE BUDGET • ALL FEATURED SPONSORS WILL INDEED PARTICIPATE IN EVENT • TEAM VICTORY WILL BE ABLE TO USE GOLF COURSE AS FACILITY FOR FAIR • INSURANCE COVERS LIABILITIES, MALFUNCTIONS, AND ANY OTHER POTENTIAL DELAYS  
  15. 15. Item #4  10 11 6 4  12 9 1  21 8 3  13 5 Entrance  7 14 2  22 23 15 24 20 26  33  19  16 17 28  32  30  25 18 27  29 31  MAP LEGEND 1. Charity Tent #1  2. Charity Tent #2  4. Information Booth  5. Corporate Yearbook  14. DJ  21.  Caricaturist  6. Spaceball  12. Rock Climbing Wall  15. Human Bowling  17. Swinging Pirate Ship  25. Rope Ladder Climb  28. Giant Slide  29. Go Gator  31. Helicopter  33. 741 Jumbo Jet  8. Mini Midway  9. Synth a Beam  20. 8 Carnival Games  22. Carnival Trailor  24. Roller Derby  26. Water Gun Trailor  Food / Consession Stands  Benches  3. & 23. Goldsmith $10000 Sponsor  32. Orlando Home & Leisure Magazine $7000 Sponsor     7, 10, 11, 13, 16, 18, 19, 27, 30  $5000 Sponsors 
  16. 16. Item #5  THE SAND TRAP COUNTRY CLUB FAIR BUDGET Labor Per Hour Total Hours Total Percentage of Cost Cleanup Personnel 1 $25 8 $200 4.09% Cleanup Personnel 2 $25 8 $200 Cleanup Personnel 3 $25 8 $200 Cleanup Personnel 4 $25 8 $200 Cleanup Personnel 5 $25 8 $200 Cleanup Personnel 6 $25 8 $200 Janishia $50 8 $400 Steve $50 8 $400 Wanda $50 8 $400 David $50 8 $400 Attorney $50 6 $300 Total $3,100 Materials Cost Quantity Total Percentage of Cost Entrance Banner $225 2 $450 7.99% Rope $10 1 $10 Scissors $5 4 $20 Raffle Ticket Roll $7 1 $7 Entry Ticket Roll $7 3 $21 4X8 DJ Table $88 1 $88 DJ Vinyl Banner $225 1 $225 Company Logo Staff T-Shirts $20 12 $240 Chairs (white) $3 62 $186 Tables $9 31 $264 P.A. System $150 2 $300 40X80 Tent $1,250 2 $2,500 10X10 Tent $145 12 $1,740 Total $6,051 Rentals Quantity Cost Per 4 hours Total # hrs Total Cost Generators Percentage of Cost Spaceball 1 $550 2 $1,100 0 78.68% Rock Climbing Wall 1 $895 2 $1,790 110 Swinging Pirate Ship Ride 1 $1,095 2 $2,190 220 Giant Slide 1 $1,100 2 $2,200 110 Go Gator 1 $1,595 2 $3,190 110 741 Jumbo Jet 1 $995 2 $1,990 110 20' Carnival Games Trailer 1 $1,850 2 $3,700 110 Mini Midway 1 $850 2 $1,700 110 Roller Ball Derby Game 1 $2,425 2 $4,850 220 Rope Ladder Climb 1 $525 2 $1,050 110 Water Gun Trailer Game 1 $2,425 2 $4,850 220 Combination Fun Foods & Carnival Games Trailer 3 $1,595 2 $9,570 110 Eight Carnival Games under Four Carnival Booths 1 $1,600 2 $3,200 110 Information Booth Rental 1 $675 2 $1,350 110 Caricaturist 1 $1,250 1 $1,250 Corporate Yearbook 1 $3,200 2 $6,400 110 Helicopter Rides 1 $1,000 2 $2,000 Generator Light Tower 2 $285 2 $1,140 24' Promotional Balloon 2 $475 1 $950 110 Human Bowling 1 $700 2 $1,400 110 Synth a Beam 1 $550 2 $1,100 110 (2) Tilt & Roll Portable Bleachers 6 $375 2 $4,500 DJ 1 $475 2 $950 110 20 KW Generator 2 $350 2 $1,400 Raffle Barrel 1 $35 2 $70 Total $63,890 Cash Discount 12% $56,223.20 Florida Sales Tax 6% $3,373.39 Grand Total $59,596.59 Marketing Quantity Cost Percentage of Cost Flyers 5000 $50 9.24% Radio Spots 8 $3,500 Mall Billboard 11 $3,450 Total $7,000 Sponsors Donation $5000 (Tent, 1 Table, 2 Chairs) - Bring own marketing materials & banner Power 95.3 $5,000 $7000 (Tent, 1 Table, 2 Chairs, Strategic Placement) - Bring own marketing materials & banner 96.5 Classic Rock $5,000 $10000 (2 Tents, 2 Tables, 4 Chairs, Strategic Placement) - Bring own marketing materials & Banners Soft Rock & Roll Lost 70's 98.9 $5,000 Cool 100.3 $5,000 K 92FM $5,000 Total Budget: $75,747.09 Magic 107.7 FM $5,000 Sponsors $62,000.00 Star 94.5 FM $5,000 Balance Before Contigency $19,428.12 WTKS 104.1 FM $5,000 Balance After Contingency $13,747.09 Golfsmith World's Largest Golf Superstore $10,000 Demonstration Table Orlando Home & Leisure Magazine $7,000 2 Demonstration Tables Orlando Magazine $5,000 Total $62,000 Contingency Fund (7.5% of Total) $5,681.03 Revenue Cost Tickets $50 (Kids under 16 FREE) Raffle $50 1/2 of raffle is donated  
  17. 17.   Item #6                                                                                                                                                                :30 Promo      SFX:                                              HEAVY METAL MUSIC (05 SECONDS).    ANNCR:                                      (EXCITEMENT.) The Sand Trap Country Club is                                                                    hosting a day filled with excitement for the             entire family on Sunday, July 18!                                                         SFX:                                             HEAVY METAL MUSIC (05 SECONDS).    ANNCR:                                      Come join us for the most amazing, thrilling             rides at our nationally known, top­rated golf            course located in Central Florida!    SFX:                                             HEAVY METAL MUSIC (05 SECONDS).      ANNCR:                                      Kids under 16, get in free for a full day of             excitement featuring the best rides, games and            food in town.    SFX:                                            HEAVY METAL MUSIC (05 SECONDS).    ANNCR:                                        Sunday, July 18, come join us at our nationally­                                                            known top­rated golf course.     SFX:                                            HEAVY METAL MUSIC (05 SECONDS).    ANNCR:                                        The Sand Trap Country Club proudly presents a            day filled of excitement with the most amazing            rides in town.    SFX:                                             HEAVY METAL MUSIC (05 SECONDS).     ANNCR:                                    Kids under 16, get in free. For more               information, call us at 407.679.0100.     
  18. 18. !"#$%&'"(%)*+#,'-%).+/ Item #7  /*0*1&(.2+/3'&(.2+ !"#$ !"#$%&'()*&+,-*$. PLENTY OF RIDES AND GAMES FOR THE FAMILY !"#$%&'()%*+",$%+'#"-!%./-0 45/67859:+7;,+<69=+7>6?+/5@97>A+/4@BC+ 5>469=5C+"4 +=67,:+<@9=6AC+D@4A+EF 78G,:+EH?G+75+F?G   !"#$%&'()*+,%-.//%0#'/%12'3"+4'),%5670
  19. 19.   1. Salary.com - Talent Management, Compensation, Competencies, Payroll, Salaries. (n.d.). Salary.com - Talent Management, Compensation, Competencies, Payroll, Salaries. Retrieved May 30, 2010, from http://www.salary.com   2. Getting Sponsorship for Your Charity Event - Event And Ticket Expert (UK). (n.d.). How to Organise and Get Tickets for Events at Event And Ticket Expert (UK). Retrieved May 30, 2010, from http://www.eventandticketexpert.co.uk/getting-sponsorship-charity- event.html 3. Fritz, J. (n.d.). How Can My Small Charity Get Corporate Sponsorships? - Corporate Sponsorships for a Small Charity. Nonprofit. Retrieved May 30, 2010, from http://nonprofit.about.com/od//causerelatedmarketing/a/smallcorps ponsor.html 4. Carnival Games - from Amusement Depot a division of South Florida Entertainment, Inc. Over 325 items for rent and 1000's for sale.. (n.d.). Amusement Depot - party equipment rentals & sales.. Retrieved May 30, 2010, from http://www.amusementdepot.com 5. www.orlandoinfo.com/cvb/upload/2008-Central-Florida-Charity-List.pdf 6. Charity Navigator - Giving Statistics. (n.d.). Charity Navigator - America's Largest Charity Evaluator | Home. Retrieved May 30, 2010, from http://www.charitynavigator.org/index.cfm?bay=content.view&cpid= 42 7. Ride Safety Regulatory Information. (n.d.). Welcome to Saferparks. Retrieved May 30, 2010, from http://www.saferparks.org/database/agencies/agency_desc.php?Age ncyID=10 8. http://www.doacs.state.fl.us/onestop/std/fairride.html   

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