1. Eventplanning template
Maddie Ross, Allison Price, Zeina Barakat, Julie Dy, Kelsey Graham, Desmond Johnson
Format, theme and name of event – what type of
event will be hosted?
(ie. sports day, art show, contest, concert, launch of new
program, etc.)
“Trails, Tails and Treats.”
Halloween Nature Festival
Date of event October 24th, 2016 (Annually, Saturday
before Halloween)
Time of event 4 p.m to 10 p.m.
Location of event (venue) Fort Worth Nature Center & Refuge
Attendees (ie. Board Members, VIPS, etc.) Mayor Betsy Price- “Fit Worth”
Target audience – who
Who is this promotion targeted at?
What does the audience need to know?
What will hold their interest?
Families with kids ages 3 to 12- Kid
friendly activities, candy, festival is free- fees
for hike, maze, pumpkins, s’mores.
Scavenger hunt is free with donated bag of
candy.
High School Students- Spooky Trail Hike
with treats, Boo Bonfire with scary stories,
volunteer opportunity.
Young Adults- Spooky Trail Hike with
treats, Boo Bonfire with scary stories.
Senior Citizens- offering volunteer
opportunities to senior centers.
Message – what
What do you want to say to the target audience?
What do you want them to know/do?
 Proceeds from “Trails, Tails and
Treats” benefit the FWNC&R.
 Enjoying the outdoors this fall.
 Family focused fun, Halloween
entertainment for all ages.
 Experiencing a night-time view of
nature.
 Entry to festival is free with donation
of candy. Activities within the festival
are low-cost.
Objectives – why
Be clear about what you hope to achieve with this event.
This event will increase awareness of the
Fort Worth Nature Center & Refuge, as well
as engage the community and provide
information about memberships and existing
programs.
Detailed description of event – what will take place
(thoroughly describe the activities, etc.)
 Haunted Hay Maze- built of hay bales,
large enough for both adults and
children
 Spooky Trail Hike (with treats)-
Naturalist-led hike with treat stations

2. along the way for children to “trick or
treat” at.
 Critter Costume Contest- Best critter
costume, different age categories,
winners receive a voucher for free
admission to FWNC&R
 Boo Bonfire- S’Mores and Scary
Stories
 Pumpkin Carving- Pumpkins available
for purchase, carving stations
throughout festival
 Scavenger Hunt- Children receive a
list of items to find throughout the
festival. Candy prizes upon
completion.
Risk assessment – what
Identify possible risks and develop strategies to
minimize risks.
 Competing events- The risk of a
competing event will be minimized by
the number and variety of events at
the FWNC&R festival.
 Weather- The risk of bad weather will
be minimized by having tents
available to be assembled as well as
rain ponchos available to festival-
attendees. Some events can also be
relocated to the on-site pavilions.
 Safety- The safety risk will be
minimized by the availability of on-site
medical staff and first-aid stations.
Evaluation criteria
What tools will be used to measure success?
Success will be measured by overall
attendance to the festival, as well as
participation in each individual event (paid
and unpaid). Success will also be measured
by the number of volunteers for the event.
Checklist
Who will be involved in the event?
What expenses need to be budgeted?
How will expenses be covered?
Will sponsors be recruited? If so, who?
How will attendees (target audience) be invited?
How will the event be promoted?
Does talent need to be booked? Who?
Are signage or plaques needed?
What will be included in the Program?
Who will speak?
Are there special security needs?
What is the attire (upmarket or casual)?
Will food be served? How can menu reflect the
theme?
Will servers be needed?

3. What equipment is required?
What are the audio/visual requirements? (ie. lectern,
lighting, speakers, etc.)
What staffing is required?
How will the ambiance be set?
Are amenities required for guest comfort (ie. wheel
chair access)?
Are there hospitality needs (valet parking, cloak room,
etc.)
Are there operational considerations (seating,
housekeeping, registration, floor plan, etc.)