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RunningHead:MoonOverMacomb2016–ProgramPlan

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Moon Over Macomb 2016 – Program Plan

AUTHOR

Western Illinois University

RPTA 235

Dr. Robinett

12-8-16

MoonOverMacomb2016–ProgramPlan

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1.) Program Title: Moon Over Macomb

When: Friday, October 14, 2016 from 7 p.m. to 9 p.m. -AND- Saturday, October

15, 2016 from 7 a.m. to 3 p.m.

Where: Macomb Downtown Square; 1 Courthouse Square, Macomb, IL 61455

Sponsoring Agency: Historic Macomb Downtown Development, with help from

The Macomb Farmers Bureau

2.) Agency Mission:

Mission for Macomb Downtown Development: “Downtown Development

will take a leading role to encourage a collaborative spirit among our community partners

in order to enhance the physical environment and interactive experience of our Historic

Downtown. To develop Historic Downtown Macomb as a community in and of itself

where people want to live, shop, and enjoy life.”

3.) Need for Program:

The Macomb Farmers Market is a beneficial part of the City of Macomb and

especially of Downtown Macomb. It allows opportunities for local businesses and

residents alike to benefit from the selling and purchasing of produce and other local

goods in a communal, open-air environment; all of which “encourage a collaborative

spirit among our community partners” and “enhance the physical environment and

interactive experience” of Downtown Macomb, per the Downtown Macomb mission

statement. The Macomb Farmers Market and Downtown Macomb are closely tied

together so they would both benefit from a promotional event such as Moon Over


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Macomb. The event would serve to celebrate and promote each entities, respectively,

further enriching them both; all while aligning with the mission statement of Downtown

Macomb.

4.) Goals and Objectives:

Goal #1: To promote Downtown Macomb and downtown businesses

Objective 1.1- To have at least 15% of businesses involved with display of

jack-o-lanterns for the Pumpkin Carving/Painting Contest

Objective 1.2- To raise at least $100 from Pumpkin Carving/Painting

Contest which will be on display in Downtown Macomb businesses

storefronts (Proceeds to McDonough County United Way)

Objective 1.3- To have at least 150 people attend Moon Over Macomb

Goal #2: To promote and improve Macomb Farmers Market

Objective 2.1- To have a 10% increase from the previous week in produce

and goods sales from the Farmers Market

Objective 2.2- To have a 10% increase in attendance of the Macomb

Farmers Market

Goal #3: To engage people in participation of Moon Over Macomb activates

Objective 3.1- To have at least ten kids participate in the costume parade

Objective 3.2- To have at least five pets participate in the costume parade

Objective 3.4- To have at least 20 submissions to the Pumpkin

Carving/Painting contest


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5.) Program Specifics – Moon Over Macomb

a.) Venue Arrangements

- Special Event Permit filled out and submitted to City Clerk (included in

appendix)

- No Fee for use of venue

- Map of Downtown Square and numerically grouped location of activities is

included in the appendix.

- Address for venue of Downtown Macomb: 1 Courthouse Square, Macomb, IL

61455

b.) Special Arrangements

- Contracts, Payments – No Fee for venue

- A vendor Permit $100 per year is required for participating vendors

- Horse drawn carriage rides

- Barn Yard Petting Zoo (Paid for by Macomb Farmers Bureau)

c.) Inclusion Plan

- All activities were at ground level and were accessible to persons in wheelchairs

or with other disabilities, with the exception of the carriage ride, which could not be

accommodated.

- No specific inclusion plan was included or discussed for this public event.


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d.) Equipment, supplies, and materials; grouped by activity.

(See appendix for specific placement of activities around Macomb square.)

1.) Pumpkin decorating table; complete with at least 50 miniature pumpkins, 2-3 tables

for staging, all necessary arts and crafts needed for decoration of the pumpkins, as well as

4 or more volunteers to aid children with picking out and designing their miniature

pumpkins. Suggested arts and crafts: googly eyes (50+ pairs), small pieces of cloth for

miniature capes (50+), tiny plastic top hats (50+), glue (4-5 bottles), buttons (70+), and

any other additional crafts needed or wanted for the activity.

2.) Face painting table; 2 face painting kits, 4+ paintbrushes, water, 2+ cups, various

cleaning supplies, and 1-2 tables for staging. Assign two or more volunteers to paint the

faces of participants.

3.) Mobile Petting Zoo; A company will arrive with a trailer full of various animals to be

looked at and pet by any participants in the event including but not limited to a goat, a

miniature horse, rabbits, and more. The petting zoo company will also have their own

workers to oversee the operation of the zoo. No volunteers required.

4.) Horse Carriage Rides; A carriage, along with approximately five horses, and a

carriage operator will give rides around the square to any and all participants who are

interested. No volunteers required.


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5.) Fall Selfie Station; Includes a picturesque set up of approximately 8 hay bales, 5 corn

husks, flowers, and various other natural fall themed decoration. An exterior wall of the

historic downtown courthouse will be used as a backdrop. Assign one or two volunteers

to operate the station and take pictures on behalf of families who would like to include all

members of their party in the photo.

6.) Story Reading Area; A designated area for the use of reading to children will be

staged with hay at least five hay bales for seating, various fall themed and/or children’s

books for reading, and volunteers to do the actual act of reading the books and stories to

children.

7.) Various Farmers Market Vendors; Farmers Market vendors will be set up on one side

of the square in their usual places to sell their goods.

8.) Pumpkin Decoration Contest; Various Pumpkins that are carved and/or painted will

be displayed and voted on by participants. Volunteers needed to transport pumpkins and

run the registration table at the WIU Arts Center.

9.) Haunted Museum Tour; the Macomb museum will stage their building with

Halloween themed decorations, and will have tours of the museum. The museum should

use their own people, but if there is an excess of volunteers assign them to aid this

activity.


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10.) Pumpkin pie in a cup; At least 20 cans of pumpkin pie puree, at least 10 tubs of

whipped cream, 100+ plastic cups, and 100+ plastic spoons. Provide two or more

volunteers to help with creating the pie cups.

e.) Promotion Plan

Undifferentiated methods:

- Facebook event created

- Local radio ads

- Local newspaper ads

- Word of mouth

Segmented/Differentiated Methods:

- Event information fliers sent to Macomb schools, grades pre-k through 6th to

concentrate on the specific populations of children, parents, and families. (Flier included

in appendix)

f.) Budget and Pricing Information

- No participant fee for program, it was an open event for the public so there was no

specific type of pricing utilized.


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Budget:

- Total Budget: $1000

- $500 for Horse Carriage

- Face Painting Supplies: $50

- $175 for gift certificates awarded to pumpkin contest winners

- $20 for costume parade prizes

- $364 for advertising (Paid for by Farmers Market budget)

- $150 for tiny pumpkins

- $700 for Petting Zoo (paid for by Farm Bureau)

- All other supplies were borrowed or donated

- United Way had profit of $250 from the Pumpkin Carving/Painting Contest

- Expenses excess of the $1000 budget were charged to the Farmers Market

budget because The Farmers Market and Moon Over Macomb happen at the same time,

are handled by the same agency, and have many of the same shared goals.

g.) Registration Plan

- No registration fees, event is open to the general public

- Registration of pumpkins for painting/carving contest were handled at the WIU

Art Center, also did not include fees. A registration paper was provided online and in the

handouts to Macomb grade schools.


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h.) Staffing and Staff Orientation

- Volunteers signed up for specific tasks prior to showing up for event through a

collaborative spreadsheet based on the itinerary. This ensured they knew what times and

for what activities they were volunteering.

- Various WIU students made up the volunteer staff. Most volunteers were

Education Majors or RPTA Majors. (Contact WIU Professor Jeremy Robinett for further

details on volunteers from his WIU class)

- There were also a few additional volunteers from the Macomb community.

- Orientation included the direction and supervision of Kristin Terry for set up,

tear down, and leading of the various activities.

- All activities staffed by volunteers were self-explanatory and required little or no

orientation by Kristin Terry, or were understood ahead of time through the collaborative

spreadsheet sign up that was available to volunteers through email.

i.) Management Plan

- Committee Members meet in Macomb City Hall months prior to the event

with individual tasks pertaining to the itinerary of the event and other planning

duties.

- During planning, contracts were secured, activities and vendors were agreed

upon, and an itinerary was set.

- Partners were responsible for payment and securing of their respective

contracts (Farm Bureau responsible for Barn Yard Petting Zoo)

- Kristin Terry led most efforts of organizing, staffing, and preparing the event.


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- Kristin Terry also supervised the event during the day of implementation to

assign additional volunteers their duties, oversee the itinerary, and generally

manage the event.

j.) Cancellation Plan

- The WIU Art Center and Citizens Bank were the planned rain locations.

- Other activities (petting zoo, carriage, farmers market vendors) were to be

cancelled altogether in the event of rain or other inclement weather.

k.) Set Up

- 8:30am WIU volunteers, and one city official, came to help set up tables, and

stage all areas of the various activates that comprised the event.

- Farmers Market set up their vendor booths at the regular 7am time on their own

accord.

- Barnyard Petting Zoo and horse carriage set up their own services.

l.) Risk Management

- No specific risk management plans were in place. Calling 911 is the first and

only course of action.


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m.) Animation Plan

- Mayor Inman spoke before the costume parade that began at 10am; he then led

the parade around the square. After the parade participants were free to walk about the

square and enjoy the various activities at their own leisure.

- The full itinerary and list of activities is included in the appendix, along with a

map of activity locations arranged in the Downtown Square.

n.) Program Wrap Up

Take Down - Volunteers helped with take down of tables, signage, hay bales, craft

supplies and all other leisure objects and staging items. All items were brought back to

the Macomb City Hall for storage or returned to the owners who lent their items.

- Vendors and third party activities such as the carriage ride and petting zoo took

care of the taking down of their own items.

- Farm Bureau took care of payment and contract for Barnyard Petting Zoo.

Expressions of Gratitude - Kristin Terry and Downtown Macomb Thanked the Farm

Bureau, COFAC, Citizens Bank, WIU Arts Center, WIU hospitality, and other partners

through emails of gratitude.

- Also had Facebook post from Downtown Macomb’s page recognizing and

thanking all of its partners and contributors for the event.

Reflection Activity – will be discussed with committee members at various points in the

future about what worked well and what did not for the event, improvements that were

made, and improvements that could still be made.


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6.) Program Evaluation

a.) Satisfaction-based Survey

- The purpose of this evaluation is program development.

A satisfaction-based survey will be administered through random sampling of

participants at the event.

Participants may be asked what their favorite activity/aspect of the event, their overall

satisfaction, and other questions pertaining to the effectiveness of the event.

- This evaluation is being conducted to determine participant-reported outcomes

with program services.

b.) Goal and Objective Evaluation

- The purpose of this evaluation is to establish accountability

An objective based assessment of the total number of participants in the event, as

well as other measurable objectives through participation in individual activities within

the event such as the Pumpkin Carving Contest and the Costume Parade. These

participation numbers will be compared with previous years to demonstrate an increase or

decrease in interest of the activity and the event as a whole.

Examples:

- Overall attendance: About 350 – 400 people attended the Downtown Area

during Moon Over Macomb (big increase from less than 200 last year)

- Costume Parade: 96 kids participated (usually 40-50)

Pumpkin Carving Contest: Less than 20 submissions. First year offered, no previous data

for comparison.


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No evaluation methods were discussed or used in the 2016 Moon Over Macomb event.

However, these two methods listed above would serve as possible and appropriate forms

of evaluation in the future as the program is further developed.

7.) Disposition Decision Plan

- Overall will keep event. Participation turn out exceeded expectations and

previous years attendance. Will keep Costume Parade and Pumpkin Carving Contest

which both had increases in participation as well.

- Will keep all other activities that were provided unless future surveys indicate

they were unsuccessful or had substantial loss of participation.

Modifications – WIU Art Center will take over the running and housing of the Pumpkin

Contest.

Kristin Terry makes all final keep, kill, or modify decisions.


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Appendix:


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