Stacy and Jaison

• Founded in 1960• events, classes, workshops, and activities that allow the

community to engage in arts

• Mission Statement “The Chilliwack Community Arts Council is an umbrella

organization. It will provide leadership by the effective use of resources to enrich our quality of life by encouraging the community to participate in and appreciate arts and cultural activities ”

CURRENT CHALLENGES

Decrease in classes’ attendanceLack of participants affect net revenueLack of excitement around the classes provided by the Arts Council in comparison to the new-merged classes provided by schoolsNeed in younger volunteer demographicsNeed in modernization

TRENDS

Growing interest in culinary arts

Popularity of healthy-living

Growth of “Tea-Fans”

ENVIRONMENT

Political

Technological

Natural

Regulatory

Economic

Socio-Cultural

EVENT MISSION

Cupcake Par-Tea is an entertaining event that aims to increase interest of the Chilliwack community in culinary arts and attract more public to cooking classes provided by Chilliwack Community Arts Council.

EVENT VISION STATEMENTInspired by the event attendees share their experience with other Chilliwack residents engaging more public into Chilliwack Community Arts Council activities.

EVENT VALUESCreativity, entertainment, engagement, awareness, inspiration, cooperation.

BROAD FIVE-YEAR GOALS

Higher level of community engagement into Arts Council activitiesConstant demand in Arts Council’s cooking classesCulinary arts related events held yearlyMore events held in cooperation with UFVEstablished younger demographics volunteer database

POSITIONING

Our event is a blend of creative kids baking competition and a relaxing afternoon tea ceremony for their parents. It is created with a primary intention of increasing interest in culinary arts and cooking classes provided by Chilliwack Community Arts Council through providing memorable and refreshing experience for our target customers (potential Chilliwack Community Arts Council members).

MARKETS

School children aged 7 to 10 interested in cooking

Families – primarily female representatives

COMPETITION

Kids in the kitchen- Chilliwack Central Elementary Community School Society

Busy Bee’s – Promontory Heights Elementary School, Chilliwack

GOALS

To raise at least $ 900,00 in net proceeds for

Cupcake ParTea event.

Expand volunteer base and engage motivated

younger volunteer demographics.

Create permanent cooperation with UFV

Culinary Arts department.

DISTRIBUTION

Social Media

Web page

Wall posters & Reg. cards

Information visits to school

Word of mouth

MARKETING STRATEGIES

Position of Capcake Par-Tea:Creative kids baking competition and a relaxing afternoon tea ceremony for their parents

Providing memorable and refreshing experience for our target customers

Pricing Strategy - “Value pricing “

Distribution Strategy: Tickets exclusively sold by Chilliwack Arts Council

Integrated Marketing Communications (IMC) Strategy: Public relations, advertising through social media, school visits, limited number of participants

MARKETING BUDGET

Expenses Cost In-kind Cash In-kind sponsors

20 Posters $ 42,50 $0,00 $ 42,50 n/a

60 Tickets $ 12,00 $0,00 $ 12,00 n/a

20 Reg. Cards $ 10,00 $0,00 $ 10,00 n/a

TOTAL $ 64,50 $0,00 $ 64,50 n/a

METHODS OF EVALUATION

Ticket sales covered the costs of event marketing and production

Positive feedbacks on social media about the event

Registration of new Chilliwack Community Arts Council members

Enrollment into cooking classes

Presence of UFV volunteers at next events organized by Chilliwack

Community Arts Council

Initiation of new culinary arts related events

UFV involvement into Chilliwack Community Arts Council next

events

ORGANIZATIONAL CHARTEvent coordinator, volunteer contact – Arts Council staff memberSocial media manager – Arts Council staff memberCulinary Arts students

• Mentors• Servers• Set-up• Cleaning

Cooking process supervisor – Culinary Arts instructorUFV securityVolunteers – Hospitality and Event Management students

• Set-up• Meet and greet• Check tickets• Help with serving and cleaning• Organize games• Help competitors• Post event cleaning

Judges – Bruce Corbeil (UFV), Miodrag Stretenovic (Prestons Chef), Patti LawnSound equipment operator

EVENT DETAILS• Pre-event stage• 2 weeks prior to the event (April 10, 3 pm) children selected

for competition meet with their mentors (Culinary Arts students) at Art Room for the first time. They get to know each other and come up with creative idea for the presentation of their cupcakes:

Cupcake flavour Eatable decorative elements Non-eatable decorative elements Presenters outfit Presentation Creativity of the idea• During the week they work on their assignments separately

and meet again a week prior to competition (April 17, 3 pm) for the rehearsal.

Event day2 pm – Set-up begins

• Culinary Arts students start baking the cupcakes• Volunteers arrive• Place tables and chairs• Set up table for judges• Decorate the room• Place banners• Place condiments on each table• Switch on the music• Set up gaming table• Tea sponsor arrives and sets up for tea service

3:30 pm – Participants arrive with their parents

• Teams make icing, decorate cupcakes• Dress up for presentation• Volunteers and culinary arts students set up coffee,

tea and water stations• Volunteers, students and Arts Council staff set up

desserts and appetizer stations• Locate garbage bins by each station• Meet and greet volunteers occupy their stations

4 pm – Doors open

• Other relatives and friends arrive• Judges arrive• Tickets checked and collected by staff members

at doors• Guests occupy their places• Guests help themselves with treats and

beverages

4:30 pm – Presentations begin• Introductory speech• 5 teams – up to 10 min each

5:10 pm – Award ceremony begins• Cupcake Genius• Cupcake Chef• Best Flavour• Best Presentation• Best Creative Idea

6 pm – Event wrap-up• Post-event cleaning

Risks• Low ticket sales• Other events being held around same time• Volunteers, participants do not show up• Food poisoning• Event guest, volunteer or participants get injured• Fire • Running out of food• Overall goals of the event are not met

BudgetREVENUE

Ticket sales $ 1080,00

Total Revenue $ 1080,00

Cost In-Kind Cash

Total Fixed Costs

$2298,00 $2198,00 $ 100,00

Total Variable Costs

$ 772,00 $ 25,00 747,00

Total Revenue $ 1080,00

Total Costs $ 3070,00 $ 2223,00 $ 847,00

Net Income/Net Loss

$ 233,00

Sponsorship planProduct strategy• Our product strategy for our sponsors is ‘market

penetration’, which means that we are looking for new sponsors for this new event

Pricing Strategy• We will gain sponsorship from companies and

organizations by appealing to their company morals, values and standards and giving a promise to provide valuable exchange to their commitment

Distribution Strategy• We are using personalized connection method with

our sponsors as that would work with the best of our ethics and organizations vision

Integrated Marketing Communications Strategy• We are leading a personal selling approach to our

sponsors Oral presentation : More efficient in small community.

Public relations : Targeting non-financial donors who can supply materials for the event.

Volunteer Plan• Cupcake Par-Tea is a comparatively small event

that does not require massive volunteer base.• we will also establish cooperation with the

students of Hospitality and Event Management program MORE YOUNG CROWD

• Volunteers will be approached by the email that will be initially sent to their instructor.

• After the event we will send out recommendation letters to all volunteers individually accompanied by thank you emails

Thank you for attention!

ENJOY