byu-idaho student activities- red, white, and blue 5k

Download BYU-Idaho Student Activities- Red, White, and Blue 5K

Post on 08-Sep-2015

12 views

Category:

Documents

1 download

Embed Size (px)

DESCRIPTION

BYU-Idaho Student Activities- Red, White, and Blue 5K

TRANSCRIPT

  • P o r tf o l i ored, wh

    ite &

    blu

    e 5k

  • C O N T E N T S

    o v e r v i e wv i s i o n

    t i m e l i n eo b s ta c l e s

    j o b sg a n t t C h a r t

    v o l u n t e e r sb u d g e t

    c r e at i v et e s t i m o n y

    m e d i at h a n k y o u

    4 - 56 - 78 - 91 0 - 1 11 2 - 1 51 6 - 1 71 8 - 1 92 0 - 2 12 2 - 2 32 4 - 2 72 8 - 3 13 2 - 3 3

  • red,

    whi

    te &

    blu

    e 5k

    o v e rv i e w

  • a b o u t t h e e v e n tOur group met with the Activities Department on the Brigham Young University Idaho campus. We discussed different ideas for an event, but there were conflicting activities, so we were put in charge of the Red, White, and Blue 5k run. We were excited to put together this event.This event fell under the Wellness portion of student activities. We had a few issues when it came to communication with this department. When we were able to communicate, things went well. We were able to discuss our responsibilities and what would be expected of us while managing this event.We were given a $50 budget, which all went towards food for the runners. Everything was planned and the race was scheduled for July 1. The day of the race was intense. We met as a group a few hours before the event to put everything together. We had eleven volunteers, and we were so appreciative of their work. They were willing to help with whatever we needed.Guests started to show up early, and we didnt have

    anything to entertain them while they waited. The route of the course was outlined with cones, and we took all the preparations necessary to make sure we had volunteers to direct the runners. The route was set up around campus, and it ended in the gardens by the Taylor building. There we had a DJ playing music in a shady spot where runners could recover from the heat. There were also refreshments for refueling.Overall, the race went well. Last year, there were only 54 people who showed up for the race. This year, we had 101 people show up. We felt we could have had more if we were allowed to advertise earlier than when we were able to, but it turned out great.There was positive feedback from the runners. They liked to route and the difficulty of it. It was a success.

  • red,

    whi

    te &

    blu

    e 5k

    v i si o n

  • v i s i o n s tat e m e n tRed, White, and Blue 4th of July RunThis event fits under the Wellness program in Student Activities at BYU-I. It will be a 5k fun run held on Wednesday, July 1st at 7pm. Vol-unteers and participants will be encouraged to wear red, white, and blue. The runners will reg-ister for the run online before the day-of. Partici-pants will run around the perimeter of the BYU-I campus (approximately 3.1 miles). They will be greeted with refreshments and a D.J. in the Ricks Gardens at the finish line. Prizes will be present-ed to best dressed and the two fastest runners.Expenses include printing, decorations, and food. The event will utilize the sidewalks surrounding campus. We will need volunteers to help with ad-vertising, trafficking, registration, food/water dis-tribution, and set-up/take-down on the day of the event. We anticipate 10-20 volunteers to be in-volved. We will ask paramedics from the school to supervise the event, and we will notify the Rex-

    burg police department and fire station the night of. We anticipate 50-100 participants to be involved.

  • red,

    whi

    te &

    blu

    e 5k

    t i m el i n e

  • Date Task Person Responsible CompletedWeek 1 (May 3 -9)

    Discuss and solidify a theme for the event. All Email Food Services and IBC companies for vendors. Meghan n/aCreate the budget plan - research the cost for printing, decorations, wristbands, cost for ticket, website, DJ, food, and giftcards. Clarissa Map out the route for the run (3.1 miles, 5k). Tyler Research the safety for run. Find out the street regulations and if we need to close any roads off. Ashlee Research fire regulations for sparklers. Ashlee Submit the proposal to Student Activities. Meghan Contact the Soapbox for advertising information. Clarissa n/aFind out information on the runners bibs/numbers. Ashlee Research wristbands and if they fit in the budget. Tyler

    Week 2 (May 10-16)

    Set-up the website for registration (give them the option to order a t-shirt). All Create waiver forms. Tyler n/aCreate fliers and posters. Clarissa Email for advertising on I-learn and the school email newsletter. Ashlee Create a timesheet and locations for volunteers to go. Meghan Find volunteers to start putting out the fliers. Have friends/classmates sign-up on timesheet. All Find a DJ and make sure their music will be approved by the school. Meghan Design T-shirts. (Volunteer T-shirts, too?) All n/a

    Week 3 (May 17-23)

    Advertise with volunteers' help. Put up posters, distribute fliers, get on I-learn and email newsletters. All Purchase wristbands? Tyler n/aFind drama department volunteers to be historical figures. Tyler n/aContact the paramedics (through the school or the community?) Ashlee n/aAsk Broulims for a water flats donation. Tyler Order and plan out the decorations. Meghan Ask for permission on advertising booth location. Ashlee

    TIMELINE

  • red,

    whi

    te &

    blu

    e 5k

    o b s tac l e s

  • p r o b l e m s | s o l u t i o n sPROBLEMPeople cannot find the check-in deskSOLUTIONWe will have a clearly marked table for check-in. There will be signs directing people where to go for signing in, and it will be clearly stated on the Facebook page.PROBLEMThere is rainy weather the night of the event.SOLUTIONWe set a rain date.PROBLEMWe arent authorized to use sparklers.SOLUTIONWe spend our money in the budget on something else.PROBLEMA participant gets injured.SOLUTIONWe will have the paramedics on hand the night of

    the event. If someone gets injured, the paramedics will be notified to handle it.PROBLEMPeople get confused where they are running on the course.SOLUTIONWe will have cones and volunteers directing at confusing points so that the runners know where they need to go.PROBLEMVolunteers dont show up the night of the event.SOLUTIONWe find replacements. We will have plenty of volunteers so that if a few cannot show up, there will be replacements for their jobs.PROBLEMOur registration website goes down.SOLUTIONWe notify the Student Activities desk and request for help from a website technician.

  • red,

    whi

    te &

    blu

    e 5k

    j o b s

  • r e s p o n s i b i l i t i e sE a c h m e m b e r o f t h e t e a m w a s r e s p o n s i b l e

    f o r c e r ta i n a s p e c t s o f t h e p r e p a r at i o n a n d p l a n n i n g i n v o lv e d i n e x e c u t i n g t h i s e v e n t. I n

    t h i s s e c t i o n a l i s t i s p r o v i d e d , i l l u s t r at i n g t h e i n d i v i d u a l r e s p o n s i b i l i t i e s e a c h m e m b e r w a s

    a s s i g n e d t o a c c o m p l i s h .

  • c l a r i s s a

    a s h l e e

    Create fliers and postersCreate online social media account

    Create volunteer/runner sign up sheetResearch ideas for prizes

    Design T-shirtsCreate Gantt chart

    Plan and design advertising boothFind volunteers to put out fliersAdvertise with volunteers help

    Create timeline for day of

    Research safety & fire regulationsContact Soapbox for advertising informationInformation on the runners bibs and numbersAsk for permission on advertising for booth

    Plan and design advertising boothSchedule and find table for registration on the day of

    Find volunteers to put out fliersAdvertise with volunteers help

    Create timeline for day ofAdvertise at the booth in the MC

  • m e g h a n

    t y l e r

    Map out route for the runResearch wrist bands and follow through

    Create wavier formsAsk Broulims for water donations

    Research walkie talkiesPress release contact, with Scroll and local journal

    Find volunteers to put out fliersAdvertise with volunteers help

    Create timeline for day ofAdvertise at the booth in the MC

    Submitting the proposal to student activities. Creating Volunteer time sheet and location.

    Finding DJ and approving his music with the schoolOrdering and planning out decorations

    Finding prizes for the race winnersCreating food voucher for volunteers

    Find volunteers to put out fliersAdvertise with volunteers help

    Create timeline for day ofAdvertise at the booth in the MC

  • red,

    whi

    te &

    blu

    e 5k

    g a n t tc h a r t

  • Gantt Chart for 4th of July 5k

    Page 1 of 1Exported on June 4, 2015 5:16:19 PM MDT

  • red,

    whi

    te &

    blu

    e 5k

    v o l u nt e e r s

  • K a i t l i n P a s s e y 5 0 9 . 9 4 4 . 6 0 7 9 p a s 1 2 0 1 0 @ b y u i . e d u

    T h o m a s D u n l o p 8 0 1 . 3 1 9 . 1 5 4 4 t. d u n l o p 9 5 @ g m a i l . c o m

    V i c t o r i a L o v e l a n d 2 0 8 . 3 6 0 . 1 0 2 2 v l o v e l a n d @ g m a i l . c o m

    T o r i J a m e s 6 0 2 . 6 9 4 . 5 5 8 1 j a m 1 3 0 0 2 @ b y u i . e d u

    O s c a n i a O l l a 9 7 2 . 7 9 3 . 2 8 7 0 o l l 1 2 0 0 1 @ b y u i . e d u

    R o c i o R e y n a R e y e s 4 2 3 . 9 9 4 . 9 8 7 1 r e y 1 4 0 1 1 @ b y u i . e d u

    S ava n n a h B o d i ly s l b o d i ly 2 6 @ g m a i l . c o m

    C a r o l i n e S m i t h b u l 0 8 0 0 1 @ b y u i . e d u

    R o m i n a G a l l e g o s 7 3 2 . 6 4 0 . 3 9 2 0 l e s l i i . 1 4 @ h o t m a i l . c o m

    l i s t o f v o l u n t e e r s

  • red,

Recommended

View more >