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Similar to Kickin’ Cancer with Crawfish Benefit Concert (20)
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.
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