SPRING 2011 EVENT PROPOSAL

Overview of Event 1

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Table of contents

Marketing and Advertising

Proposed Budget

Risk Management

Who

A treasure hunt event that includes music, refreshments and an adventure for all to enjoy! There will be treasure maps, hidden clues, and a Doti bobblehead to complete the journey, providing a safe and exciting way to spend Saturday night on campus! Prizes will also be given away to the winners and raffled off to participating students. The prizes include a 24 inch television, Skullcandy Headphones, and an iPod Touch. Each member of a participating team will receive a raffle ticket and can submit it into the random raffle before the start of the treasure hunt.

When

We are proposing this event take place throughout the main campus of Chapman University (Hashinger, Beckman, Memorial Lawn, etc.). We will be staying away from the construction zones around Argyros Forum for safety reasons. Furthermore the main hub of the event will be located in Atallah Piazza where there will be music and refreshments for all participants, and where the raffle will take place. We will work with Public Safety to ensure safety for this event.

What

The Student Affairs staff is putting on this event in conjunction with Dean Price’s initiative to give students more positive social activities on the weekends. Any and all Chapman University students are encouraged to attend; whether these students are commuters or residents, involved or uninvolved, this event is open for all.

The Student Affairs staff proposes to hold this event on Saturday, May 7th pending city and Chapman approval. It will be a late evening affair and is planned to run from 8pm through 11pm to provide students with an activity to do the entire evening. The activity itself will end at 10pm and cleaning should go no later than 11 pm; this will prevent the event from conflicting with Orange noise ordinance ( which begins at 10 pm).

Where

Overview of Event

Time Details

6:00-6:45 PM Post Clues around at our locations/ set up challenges/set up

sign-up table

6:45-7:15 PM Team meeting to finalize how the night is going to work/make

sure everyone is on the same page.

7:15-7:30 PM Head to area where we are working ( ex. Main hub, challenge

spots, etc.)

7:30-8:00 PM Team check in at sign-up tables

8:00-8:15 PM Distribution of clues to teams, giving overview and going over

the rules.

8:15-9:30 PM The hunt begins. Our team members will be monitoring the

event to make sure everything is running smoothly.

9:30-9:40 PM Announce winning team. Give the 1st place team their prize/

pass out raffle tickets to teams who finished.

9:40-9:50 PM Teams turn their raffle tickets into the raffle once they get the

tickets. The raffle will begin around 9:45 PM.

9:50-10:00 PM Raffle ends and we thank everyone for coming out.

10:00- 11:00 PM Clean up.

Event Schedule

Marketing and Advertising Methods

Why

Our goal with this event is to provide students at Chapman University with a series of fun and positive weekend events to engage in and aims to unite the student body. After the successful completion of this Spring 2011 treasure hunt event, the Student Affairs staff hopes to successfully plan a social event each coming semester herein. These events will not only provide students with something to do over the weekend, but enrich campus life and enhance their college experience as well.

Our event will be publicized using a variety of mediums with an expected cost of $300. Print Media – A series of flyers will be posted around campus to promote the event 2 weeks prior to its date. We envision “Finding Doti” posters for the first week, to capture our student’s interests, and then provide more information the following week with more flyers. Social Media – We will update information regarding the event as well as publicize it through our Facebook and Twitter page. We will also connect with other on-campus organizations through their Facebook, Twitter, website, and blog to help spread the news of our event. Other – We also plan to post our event onto the WilsonTron as well as the TV display screens in Argyros Forum. During the week of the event, we will give away 50 free t-shirts to those who sign-up on a first-come basis as an incentive for participation.

Marketing & Advertising

Flier Design

T-Shirt Design

Event Budget for Finding Doti

Expenses

Estimated Actual

Total Expenses $1,867.00 $TBD.00

Estimated Actual Estimated Actual

Site Refreshments

Main Campus $0.00

Sodexo – Fruit Punch (5 gallons) $100.00

Cups (125, 12oz foam) $30.00

Totals $0.00 $0.00 Totals $130.00 $0.00

Decorations Miscellaneous

Sign/Props $100.00 Possible Equipment Damage $200.00

TV $270

Gift Cards (5) $250

iPod Touch $240

Bobbleheads (2) $277

Totals $100.00 $0.00 Totals $1237.00 $0.00

Publicity

Online Media $0.00

T-shirts ($5 x 50) $250.00

Printing $50.00

Totals $300.00 $0.00

Entertainment

Speaker Rental $100.00

Totals $100.00 $0.00

Proposed Budget

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For this event, we will acquire the needed waivers as well as keep in contact with public

safety in the event that we would need the help of their officers. Because there is

nothing related to or may cause real fire issues, we won’t have to contact the fire

marshal. Furthermore, because there will be set perimeters for this event throughout

the main campus of Chapman University, Residence Life will not be affected, as well as

areas surrounding the construction in Argyros Forum to increase safety for all

attendants.

Risk Management