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NBPARD Haunted Haus Plan


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NBPARD Haunted Haus Plan

  1. 1. Haunted Haus 2012 Program PlanNew Braunfels Parks and RecreationTexas State Recreation Programming Sarah Walters Ashley Krobot Daniel Lane Alex Dominguez Wyatt Polson Sheldon Coble
  2. 2. Haunted Haus 2 TABLE OF CONTENTSPart 1: Organization Overview Page 3Part 2: Program Planning Page 6Part 3: Program Operations Page 13Attachments Page 17
  3. 3. Haunted Haus 3 PART 1: ORGANIZATION OVERVIEWIntroduction The City of New Braunfels Parks and Recreation Department is a publicgovernmental organization that operates within the municipal government of NewBraunfels. According to the city’s website, “the Parks and Recreation Departmentoperates the city’s recreation programs, athletic programs and leagues, aquaticprograms, and golf course along with maintaining 33 parks comprising over 500acres.”Demographics The Parks and Recreation Department serves the community of NewBraunfels, a mid-size suburban city. According to data recorded by the 2010 USCensus, the total population of the city was 57,740. The area has experienced a timeof rapid growth, with a 58.2% increase in population from 2000 to 2010. The vastmajority of the population identifies as a member of a family unit, with 47,899individuals comprising 15,054 families. Of these families, over 11,000 aretraditional, or headed by a husband and wife. The median household income asreported by the 2000 US Census in New Braunfels is $40,078, and the majority ofthe population is of traditional working age. The over-65 and under-18 populationseach are comprised of nearly 8,000 citizens. Ethnically, the city is majority White(non-Hispanic) with 35,132 citizens identifying as such. The largest minoritypopulations are Hispanic at 15,000 and Black at 1,081.Vision and Mission The vision of the Parks and Recreation Department is “to enhance the wellbeing of our community through laughter, play, conservation, and discovery.” The mission of the department is “to afford diverse opportunities and accessfor all residents and visitors through innovative programs and facilities, open spacepreservation, and economic enhancement.”Goals and ObjectivesThe goals of the department, as listed in the Master Plan for 2010, are: To work towards transforming New Braunfels’ park system into one of the premier park systems in Texas; To provide an even and adequate distribution of park facilities citywide; To plan neighborhoods so that parks become greater focal points in those neighborhoods than they are today;
  4. 4. Haunted Haus 4 To preserve and permanently protect unique natural open spaces, floodplain corridors, and drainage corridors within the city and its extra- territorial jurisdictional (ETJ) land; To promote partnerships with other public, semi-public, and private entities to most efficiently use public funding to provide parks and open space in New Braunfels; To maintain all of the City of New Braunfels parks and recreation facilities in a superior condition; To develop a network of pedestrian and bicycle facilities throughout New Braunfels; To provide a variety of recreation programs to meet the changing recreational needs and desires of the City of New Braunfels’ populationThe objectives of the department are not formally listed.Existing Resources The Parks and Recreation Department draws the majority of its funding fromthe City of New Braunfels and its tax base. The city’s General Fund, comprisedlargely of tax revenue, provided over 3.5 million dollars during the 2010-2011budget year. A city fund comprised of Federal, State, and Local grants provided$73,117. Other non-major city funds, such as the Special Revenue, Capital Projects,and Cemetery funds, provided over 1 million dollars. The current budget lists 218 paid positions within the Parks and RecreationDepartment. This includes 46 full-time positions, 19 part-time positions, and 143seasonal positions. These positions may not be filled at all times, but could be ifnecessary under the current budget. The department also receives assistance fromapproximately 100 volunteers per year. The Parks and Recreation Department operates the city’s 33 parks totalingover 320 acres. This includes: 9 neighborhood parks, 6 linear parks, 4 community parks, and 2 regional parks 2 public sports complexes, 1 golf course, and 1 privately operated sports complex 6 special use plazas 2 cemeteriesWithin these parks are: 2 recreation/community centers, an outdoor education center, and an event facility 9 large pavilions and picnic areas Infrastructure support facilities such as bathrooms 10 baseball fields, 3 outdoor volleyball courts, 5 outdoor basketball courts, 12 tennis courts, 3 practice fields, and 5 soccer fields
  5. 5. Haunted Haus 5 11 playgrounds, a skate park, and a disc golf course A sprayground and 2 swimming pools 5.91 miles of trailsThe largest and most popular facility is Landa Park, a 51-acre regional park. LandaPark offers many amenities including a boathouse, a miniature golf course, aminiature train, an aquatic center with 2 pools (one Olympic, one spring-fed withsprayground), a recreation center, a nature trail, a playground, a fishing pier, andmore.
  6. 6. Haunted Haus 6 PART 2: PROGRAM PLANNINGEvent Description The Haunted Haus is an annual event facilitated by the City of New BraunfelsParks and Recreation Department. It is open to the public for a small fee ($5 perperson). The event is a traditional small-scale haunted house in which a guide leadssmall groups of participants through various rooms. An assortment of lights, fogmachines, props, decorations, and costumed facilitators are used to produce the“haunted” effect. The Haus also includes a “debriefing room” at the end of the tourto survey participants about their experience and offer an opportunity to cool downwith snacks and goody bags. The 2012 Creepy Carnival Haunted Haus marks thefourth year of the event and will be held from 8-10pm on both Thursday, October25th and Friday, October 26th.Target Audience In 2011, the Haunted Haus drew an estimated 80-100 visitors per night. Themajority of these visitors were local students from 13-18 years of age. Some familiesand young adults also attended the event. There was no record of more specificdemographics regarding race or socioeconomic status. Very few, if any, persons withdisabilities attended the event or are expected to attend. As such, the targetaudience for the 2012 Haunted Haus is local teenagers, as marketing towards thisgroup seems the most profitable.Rationalization As noted in Part 1 of our Program Plan, the goal of the New Braunfels Parksand Recreation Department that is most applicable to our event is “to provide avariety of recreation programs to meet the changing recreational needs and desiresof the City of New Braunfels’ population.” This event aligns with the portion of thedepartment’s mission statement that reads “to afford diverse opportunities andaccess for all residents and visitors through innovative programs and facilities.” TheHaunted Haus provides what would not typically be thought of as a traditional fallprogram for teens, families, and young adults. Instead, it offers a fairly innovativeprogram that is a safe alternative for teens wishing to celebrate Halloween, yet alsodiverges from other opportunities enough to be attractive to those seeking a newrecreation experience. It is also simply a fun and thrilling event for all thoseinvolved!
  7. 7. Haunted Haus 7Goals and Objectives 1. To provide a safe experience in a controlled environment a. 100% of participants will show no signs of injury upon completion of the Haunted Haus. b. Staff and volunteers will mark 100% of possible safety hazards throughout production of the house. 2. To provide access to a fun and affordable recreation experience a. At least 80% of participants will positively rate their experience when surveyed. b. At least 75% of participants will rate the event as affordable when surveyed. 3. To facilitate a successful event a. The Haus will draw at least 100 visitors on each night of the event. b. The Haus will produce enough revenue to cover the expenses of production by the conclusion of the event.Evaluation The most effective models for evaluating this event are the Intuitive Modeland Evaluation by Goals and Objectives. The Intuitive Model will be used throughoutplanning, production, and active facilitation of the event to constantly provide quickoverviews of progress and make any changes at the exact time they are needed. TheEvaluation by Goals and Objectives model is the most effective method ofsystematically evaluating the success of the program after its completion. As wehave clearly stated goals, many of which relate to the financial success of the eventand participant satisfaction, it is fairly simple to objectively gauge the success of theevent based on how effectively we have completed each objective and whether ornot we have reached each goal. The most effective way for us to gauge participant satisfaction, the largestportion of our evaluation process, is with an optional survey at the end of theHaunted Haus in the debriefing room. The survey has six easy-to-read questionswith a simple yes, no, or unsure grading response for each question. The simplicityof the survey was used in order to avoid as many language and intellectual barriersas possible. Each question can be related to the goals and objectives of the eventdirectly or to the overall personal experience of the participants. The survey alsoincludes an area in which participants can provide additional comments. We will beable to implement our findings by taking the total number of surveys taken and thetotal of each response, and calculating whether or not we have met the percentagesset within our objectives. A copy of the participant evaluation form is attached at the end of this reportand labeled “Attachment 1.”
  8. 8. Haunted Haus 8Venue The Haunted Haus is held at the Landa Park Aquatic Complex at 350 AquaticCircle Drive, New Braunfels, Texas 78130. The following maps, retrieved fromGoogle Maps in December 2012, show the recommended route to the AquaticComplex from IH-35 South and the location of the Complex within Landa Park.South Seguin Avenue/State Spur 453/TX-46 can be taken to Landa Park Drive.Aquatic Circle is located directly off of Landa Park Drive.
  9. 9. Haunted Haus 9 Nearly all of the main building at the Aquatic Complex as well as someoutside areas will be used for the event, save several areas that are used for storageor separated from the main tour route. Approximately 10 specific areas will be usedfor the event for various functions: Cashier’s Room – Payment area and beginning of tour Hallway to Woman’s Dressing Room – “Claustrophobic noodle” room Women’s Dressing Room – Undecided room Women’s Shower – “Glowing masks” room Outside Lawn Area – Graveyard First Aid Room – “Fake-to-Real Chainsaw Scare” Break Room – “Fake-to-Real Chainsaw Scare” Men’s Dressing Room – Clown room Men’s Shower – “Birthday Party Gone Wrong” room Training Room – Finale and Survey/”Debriefing” roomEquipment, Supplies, and Material Needs While the department has stored a large amount of equipment and suppliesfrom previous years to be used again in this year’s Haunted Haus, there are stillmany supplies and materials that need to be purchased or solicited from donors. Areal chainsaw will be borrowed for the event, and other necessary constructionresources such as ladders, staple guns, etc. will be provided. Existing supplies, nearly all of which are reusable save the fog juice, include: “Black Out” Plastic, pre-cut Tombstones Gargoyles, various other monster torsos Baby parts Fake chainsaw Various wigs, masks, and other costumes Various fake weapons Black lights, strobe lights, string lights, and solid colored and white lights Hanging witches, ghouls, other monsters Fog machines and some fog juice Needed supplies that will be reusable include: Black Out Plastic Pool Noodles and PVC frame Clown wigs and masks, costumes Plain white masks “False Escaping Door” materials (door, frame, pulley system, cart) Plastic table cloths
  10. 10. Haunted Haus 10 Red velvet material Creepy Clowns sound tracks Needed supplies that will be mostly or completely depleted after the event has concluded and the amount of each necessary for this year’s event include: Fog juice, 5 gallons Spider webbing/cheese cloth, 2 ounces/2 yards Face Make-up, 30 tubes Clown Noses, 32 Glow Sticks, 30 Fake blood, 1 pint Gorilla Tape, 5 35-yard rolls Zip-Ties, 100 Staples, 1000-count box Thin rope/string, 300 yardsMarketing and Promotion We have used and will continue to use various types of marketing andpromotion materials including: Flyer Poster Social Media – Facebook Event/Fan Group Word of Mouth Professional Networking – Announced at A.R.E. meeting, added to calendar for participants and volunteers Sponsorship letters/queries Attached at the end of this report are a flyer, labeled “Attachment 2,” a samplesponsorship letter, labeled “Attachment 3,” and a press release, labeled “Attachment4.” The press release was not used in marketing, but was completed for academicpurposes.Budget and Pricing Information For the 2012 Haunted Haus, we have budgeted between $1100-1250 to bespent on the production of the Haus. About $450 is to be spent on “must have” itemsnecessary for construction, while about $750 is to be spent on decorative items. Aninitial $250 was given to our group to spend on items of our choice, with approval.The remaining $1000 was spent by department staff with input from our group. The New Braunfels Parks and Recreation Department prefers to format theirbudget for events in an Excel spreadsheet. As such, a spreadsheet documenting ourbudget has been attached at the end of this report and is labeled “Attachment 5.”
  11. 11. Haunted Haus 11Inclusion Plan Our target audience is teenagers around the ages of 13-18. That being said,the event is open to the public and could draw participants of any population ordemographic within the city of New Braunfels and surrounding areas. While we willnot target persons with disabilities, as it does not seem appropriate for the nature ofour event, we have planned various accommodations for anyone who does wish toparticipate in the Haus. We have decided to retain the ADA standard width of alldoors and hallways in the complex and to avoid any surfaces that could not easily benavigated with minimal assistance. Were someone with a seizure disorder or someother condition triggered by lighting, fog, etc. to wish to participate, we wouldtemporarily alter the presence of strobe lights or fog machines to avoid any issue.Essentially, our goal is to accommodate rather than include. We will not turn anyoneaway, barring safety concerns that we could not resolve, but we will not activelyseek the participation of anyone with a disability.Staff Management Plan The Haunted Haus requires different numbers of staff and volunteers fordifferent stages. Planning requires two city staff members and our team of sixstudent volunteers in order to budget, market, design the Haus, etc. Constructionrequires 10-12 staff members and our team of six student volunteers in order toblack out the complex, move and organize supplies, and decorate the Haus.Facilitation of the event itself requires the majority of the staff and studentvolunteer construction team, as well ideally 10 additional volunteers per night. Wewill have operation plans that allow for the house to be operated with a minimum of20 people and no maximum number of volunteers. Most staff and volunteers on the nights of the event will be used within theHaus as tour guides or within rooms. They will be responsible for basic tasksinvolved in operating rooms as well as acting out various parts for scaring people.Other staff and volunteers will be involved in running the line and payment, as wellas administering surveys, “debriefing” participants, and handing out goodie bags.There will be no special training necessary for volunteers, as responsibilities andbasic explanation of tasks will be given on the night of the event.Risk Management Plan The nature of the Haus as well as the facility in which it is held bring severalpotentially dangerous aspects into our event, most of which are easily managed.Safety hazards or potentially dangerous situations include: Uneven Surfaces/Low Ceilings - Uneven flooring and potential head hazards will be marked using brightly colored tape prior to opening of the Haus
  12. 12. Haunted Haus 12 Off-Limit Areas - Office rooms, baby pool, spring fed pool, and undesignated outdoor areas outside of tour route will be blocked by staff and/or tape Physical Contact – Staff/volunteers and participants will have no physical contact in order to assure no altercations Sturdy Construction – False walls, hanging items, and particularly the false door will be constructed as well as possible and constantly observed by staff/volunteers; false door will be manned by one staff member/volunteer at all times and significantly reinforced Seizures/Heart Conditions/Mental Illness – People who are prone to seizures or could be negatively affected by a haunted theme and potentially intense situations will be advised to participate; a sign will be placed at the entrance advising participants of this informationContingency Plan The main risks to our Haunted Haus are weather related. In the event of rainor high winds, various changes and repairs will be made to the Haus in order toprotect its integrity. Staff needs to be prepared to fix any damages to the Haus if it isdamaged by wind and zip ties, black plastic, and cutting utensils will be on hand torepair any damages at a moments notice. Heavy rain or wind would prevent us fromhaving our outdoor graveyard area, and these items would simply be removed andstored to assure they could be used again and the tour would be diverted past thearea. In the case of rain, electrical cords, splitters, and outlets will all be covered andraised off of the ground as much as possible to prevent any water reaching them andcausing safety hazards.Management Plan The realistic timeline for planning and managing the Haunted Haus is mosteffectively represented by a Gannt Chart. This chart is attached at the end of thereport and is labeled “Attachment 6.”
  13. 13. Haunted Haus 13 PART 3: PROGRAM OPERATIONSEvent Set-Up As specified in Part 2 of this report, the Haunted Haus was held at the LandaPark Aquatic Complex at 350 Aquatic Circle Drive, New Braunfels, Texas 78130. Thelayout proposed in Part 2 was a fairly accurate guide for the final layout for theevent. The majority of the main complex, as well as some outdoor space, was usedfor the event, save several areas that were either reserved for storage or separatedfrom the Haus tour route. Approximately 16 specific areas were used for the various“rooms” along the tour route: Cashier’s Room – Payment area and beginning of tour Hallway to Woman’s Dressing Room – “Claustrophobic noodle” room and “mirrors” room Family Bathroom – “Saw” room Women’s Dressing Room – “Big Top games” room Women’s Shower – “Glowing masks” room Outside Lawn Area – Graveyard Outside Concrete Area – “Fake-to-Real Chainsaw ” scare and Jack-in- the-Box with “Joker” scare Break Room – “Fake-to-Real Chainsaw” scare Hallway to First Aid/Break Room – Moving door scare Men’s Shower – Doll room Men’s Dressing Room Part 1– Clown room Men’s Dressing Room Part 2 – Monkey escape room Men’s Dressing Room Part 3 – Bearded lady’s room Men’s Dressing Room Part 4 – Video Finale room Men’s Shower – “Birthday Party Gone Wrong” room Training Room – Survey/”Debriefing” roomThe majority of the rooms, 14 of 16, served as decorated scare zones along the Haustour route. The remainder of the rooms were used for the more clerical functions atthe beginning and end of the route.Detailed Running Sheet The preparation and set-up of the venue began in the days and weeks beforethe event. The first step involved using heavy black plastic to “blackout” the venueas well as to designate the route and “build” rooms. Next, all rooms were decoratedusing various supplies, and fog machines and lighting were set up. This part of theprocess lasted throughout the event, as non-permanent items such as glow sticksand fog juice were added as needed.
  14. 14. Haunted Haus 14 On the day of the event, the venue set-up was nearly complete. Finishingtouches were made on several rooms, particularly the doll room and big top gamesroom. The “debriefing” room was also set up completely on the day of the event as ithad previously been used for storage. Final steps in set-up were to assemble thegraveyard, sweep the venue for trash, and move any items not in use to storage. As we prepared to begin the event, we assigned staff and volunteers to theirpositions and got into costumes and make-up. Fog machines and lights were setshortly before the first tours began. We had regular tours throughout both nightsbefore finishing with short debriefing meetings with Jason. The Haus was torn downon the Monday and Tuesday following the event, and all items were returned tostorage. Our final evaluation of the event as a group was in a meeting with Jason inlate November. Please see the following detail schedules for both Thursday andFriday, the days of the event:Thursday, October 2512:00pm – Arrive at Haus12-2:00pm – Finalize room set-up2-2:30pm – Set up graveyard2:30-3:00pm – Sweep for trash, move items not in use to storage3-3:15pm – Walk-through with Fire Marshal3:15-5:00pm – Break for lunch5-6:30pm – Finishing touches on rooms6:30-7:00pm – Welcome volunteers, assign positions, costumes/make-up7-10:00pm – Tours10-10:15pm – Group picture, meeting, tear down graveyard, cut lightsFriday, October 265:00pm – Arrive at Haus5-6:30pm – Finishing touches on rooms, sweep for trash6:30-7:00pm – Welcome volunteers, assign positions, costumes/make-up7-10:00pm – Tours10-10:15pm – Meeting, tear down graveyard, cut lightsFinal Budget The final budget for the event is attached at the end of this report and labeled“Attachment 7.” In total, $1,1082.95 was spent on supplies for the event and$710.00 was drawn in revenue, resulting in a net loss of $372.95. However, therewas a strategic move to spend the remainder of a fund from the 2011 budget yearbefore it was lost at the start of the new budget year on October 1. Spending fromthis fund accounted for $611.38. If this expenditure is removed from the totalproject expenditure, the net profit for the 2012 budget year is $238.43.
  15. 15. Haunted Haus 15Evaluation The goals and objectives for the event were listed in Part 2 of this report: 4. To provide a safe experience in a controlled environment a. 100% of participants will show no signs of injury upon completion of the Haunted Haus. b. Staff and volunteers will mark 100% of possible safety hazards throughout production of the house. 5. To provide access to a fun and affordable recreation experience a. At least 80% of participants will positively rate their experience when surveyed. b. At least 75% of participants will rate the event as affordable when surveyed. 6. To facilitate a successful event a. The Haus will draw at least 100 visitors on each night of the event. b. The Haus will produce enough revenue to cover the expenses of production by the conclusion of the event.In evaluating the success of the Haus, we have assessed how well each goal andobjective was attained. Goal 1 was attained completely, as no staff member,volunteer, or participant was injured during the event and all safety hazards weremarked throughout production of the Haus. Goal 1, Objective 2 was verified in awalk-through by the Fire Marshal. Goal 2 was more difficult to evaluate, as the wedid not obtain the results of the participant survey from the department. Based onword of mouth and brief scanning of the surveys, we have confidently assessedoverall participant satisfaction at close to 100%. There was no question regardingaffordability on the survey but, based on word of mouth and attendance, we haveconfidently assessed participant satisfaction with the price of the event at close to100%. Goal 3 was attained less successfully. On the first night of the event, we fellshort of our goal of 100 visitors by a significant margin. On the second night, we fellonly a few visitors short. The final budget shows that we had a net loss at theconclusion of the event, so Goal 3, Objective 2 was also not attained completely. As briefly stated in our discussion of Goals and Objectives, we did not obtainthe formal report of results from the participant evaluation. Instead, our evaluationhas relied on word of mouth and an informal scanning of the surveys. This limitedinformation suggests that participants were very satisfied with the event overall.The small number of suggestions made by participants for improving the eventwere often either impossible according to risk management policies or simplyregarding trivial matters. We also evaluated the success of our event by considering the 5 P’s forevaluation. As we were satisfied with the number of participants and reached ourtarget audience, we feel that we were successful in this regard. We also feel that we
  16. 16. Haunted Haus 16had the right people in the right place at the right time when it came to managingpersonnel. The number of staff and volunteers on each night of the even led to asuccessful Haus and limited the initially expected stress of management. The venueused for the event, while not a traditional haunted house venue, was an effectivesetting. The routing and physical set-up were also successful in producing anenjoyable and safe Haus. The administration and policies of the city and departmentled to a safe and successful Haus through sufficient fiscal support and effective riskmanagement guidelines. These four aspects all came together in a successfulprogram that effectively promoted the mission, goals, and objectives for the city anddepartment. Regarding modifications for the Haunted Haus in 2013 and following years, itseems as if the main area of concern is with marketing. There is limited concern asfar as budgeting, purchasing supplies, and production of the Haus as all of theseareas seem to have reached a position of perennial success. However, as far asmarketing, the event is still growing and simply lacks the desired popularity. Itseems as if the best solution would be to market more heavily earlier on in the eventplanning process, as well has marketing more heavily to local students. This couldinvolve working more closely with sponsors, partnering with local schools, oradvertising more successfully using social media. Increased attendance could alsobe achieved through a scheduling change, such as adding a night, moving the eventto Friday and Saturday, or increasing the time for tours offered each night. Thiscould be more difficult for the department to achieve, however, and so marketingseems to be the more effective solution.
  17. 17. Haunted Haus 17 ATTACHMENTSAttachment 1: Participant Evaluation FormAttachment 2: FlyerAttachment 3: Sample Sponsorship LetterAttachment 4: Press ReleaseAttachment 5: Proposed BudgetAttachment 6: Management PlanAttachment 7: Final Budget