STCR SEPPP

Stoked to Promote: An event promoting

Save Our Canyons
University of Utah
Parks, Recreation, and Tourism

Table of Contents

Program Summary.3
Mission, Vision, Values ..4
Goals and Objectives..5

Needs Assessment ...5

Logic Model.6
Marketing Plan.12
Diversity Plan18
Financial Plan...19
Operations Plan21
Risk Management Team..22
Marketing Team...23
Financial Team..24
Evaluation Team...25
Facilitation and Management Team26
Diversity Team..27
Operations Team.. 28
Risk Management Plan29
Facilitation and Management Plan (Animation Plan).......................................38
Evaluation.45

Program Summary
The Commercial Recreation and Sustainable Tourism students are hosting Stoked To
Promote, an event which raises money and awareness for Save Our Canyons. The Commercial
Recreation and Sustainable Tourism students feel it is important to raise awareness about

problems facing the sustainability of the Wasatch Front. As Utahs economy relies heavily on
outdoor recreation and tourism, it is critical that Utahs natural resources (specifically the
Wasatch Front) are preserved and maintained. Save Our Canyons was chosen as the beneficiary
of this event, as it is a local organization whose actions push for more sustainable and
environmentally conscious commercial recreation in the Wasatch.
Stoked to Promote will be held on December 4, 2013 at the Jewish Community Center.
Entrance fee will be $5 at the door, and all proceeds will be going towards Save Our Canyons.
The event will include a variety of speakers including professionals and representatives from
Save Our Canyons. There will be a showing of Powderwhores ski film Elevation, live music,
food catered by Oasis Cafe, and an opportunity drawing with prize giveaways.
By promoting and fundraising for Save Our Canyons, this event will be helping to
preserve these natural resources. Save Our Canyons takes affirmative actions ranging from
volunteer work in the canyons to developing laws and public policies.
This Program Plan entails the purpose, logistics and details of Stoked to Promote. It
includes the logistical details of the event, program teams, and event procedures. This includes
how the event will be advertised, sponsored, funded, carried out, and evaluated. A breakdown of
the assessment evaluation and changes to be made for future events will be provided.

Mission
The mission of Stoked to Promote is to create awareness in the community through
relatable education concerning environmental preservation, local commercial recreation and
sustainable business practices.

Vision
Stoked to Promote envisions communities which responsibly recreate in a sustainable
manner, allowing future generations to do so as well.

Values
Stoked to Promote greatly values social justice, environmental stewardship, and
responsibly enjoying the environment while educating others so that communities can learn and
implement these practices.

Goals and Objectives

Raise $1000 for Save Our Canyons

Attract 100 participants
Sell 500 opportunity drawing tickets
Raise awareness about the environmental issues facing the Wasatch Front.
Educate the community on efforts to protect these areas by giving presentations.
Provide information which raises awareness about Save Our Canyons mission, which promotes
protection of the wilderness of the Wasatch Front.

Needs Assessment
Save our Canyons strives to educate the public, further the goals of protecting the
natural environments around Salt Lake City [as well as] to get citizens actively involved in
public land issues. We accomplish this through the extensive volunteering program.1 Citizen
involvement is crucial to maintaining the natural state of the canyons nearby. While the
consequences of exploiting them in the current manner are not yet apparent, every year
unchanged brings the community closer to losing them forever.
Alone, individual actions have little impact on the community, which is why
organizations such as Save Our Canyons are crucial in representing sustainability. Without
organizations and people fighting passionately for the environment, these natural treasures will
soon disappear. This event will bring awareness, donations, community involvement, and new
members to the Save Our Canyons organization.

Logic Model
Volunteers

Activities

Output

Outcomes

Impacts

1 accessed via www.saveourcanyons.org

5

-Volunteers

-Ski Movie

-$2000 Raised

-Awareness and

-More responsible

-Vendors/Sponsors

-Opportunity drawing

-Opportunity

support of Save

recreating

-Food

-Live Music

drawing

Our Canyons

-Decreased social

-Audio

-Sponsor Booths

-Prizes

-Educate the public

gap

-Guest Speaker

-Set-up

-Free Promotional

on climate change

-A better

-Venue

-Take Down

items

effects

understanding of

-Prizes

-Speeches

-Stickers

-Exposure of local

the Wasatch

-Food service

-Food

businesses

Mountains as a

-Pull up contest

-Soul Poles sale

-Awareness of

resource

Howie Garber

-A better

-Local businesses

knowledge of Save

support Save Our

Our Canyons

Canyons

-Knowledge of

-Monetary support

Wasatch

for Save Our

backcountry

-Vendor Sale

Canyons

Logic Model Explanations

Inputs/Resources
Volunteers - Preparation teams need to be formed in order to set up for the event and make sure
everything is prepared. All of the Students in the group will be the volunteers to help set up and

take down. Three volunteers from Save Our Canyons will be present to assist with setup and
takedown.
Vendors/sponsors - Multiple sponsors will be present to promote their companies and show
support for Save Our Canyons.
Food - Catering will be provided by Oasis Cafe.
Audio equipment - Nazly Purba will be the disk jockey at the event and will provide all of the
necessary equipment. This includes speakers, monitors, lights and a table. The JCC will provide
in house audio to be used for movie and event presentations.
Video equipment - Mike Radke will provide a computer and a projector to use for the movie. The
JCC will provide a screen for the movie to be displayed on.
Guest Speaker - Save Our Canyons will be providing guest speakers for the event.
Venue (Jewish Community Center Social Hall) - The event will be held at the Jewish Community
Center because it is a location in close proximity to the University of Utah, where we are looking
to attract most of the guests. This also allows easy access to the event for students and people
who will arrive by public transportation.
Prizes - A variety of prizes from sponsors will be given away at the opportunity drawing.
Activities
Ski Movie - The event will feature a showing of Elevation, A Backcountry Ski Film by
PowderWhore Productions as it focuses on being environmentally friendly and teaches
stewardship of natural resources across the Wasatch Front. It also has plenty of great footage of
local skiers and the Wasatch backcountry.
Opportunity Drawing/Prize Giveaways - Upon entry every guest will be given a ticket to be used
in the drawing. Additional tickets will be given out for each additional dollar guests donate to
Save Our Canyons. The purpose of the drawing is to increase participant donations, for
companies to show support of Save Our Canyons, and to incentivize event attendance.

 Live Music/DJ - DJ Nazly will be providing the music for participants while people arrive at the
event. This will also keep guests entertained throughout the event while they visit the vendor
booths.
Sponsor booths - Tables and chairs will be provided for sponsor representatives to show off
product and increase customer base at the event.
Set up - Volunteers from Stoked to Promote will be setting up prior to the event in the Social Hall
at the JCC. This will include all decorations, audio and video, as well as tables and chairs.
Take down - Volunteers from Stoked to Promote will be taking down and cleaning up the JCC
Social Hall after the event.

Guest speaker - Alex Schmidt will give a presentation of the role Save Our Canyons provides in
protecting the wasatch front. Howie Garber will be the main speaker and give a presentation on
the Wasatch Mountains.
Catering - Catering will be provided by Oasis Cafe and will include appetizers and hors
d'oeuvres.
Pull up contest for the grand prize- There will be a grand prize competition of doing pull ups on a
Soul Pole ski pole. Whichever contestant can do the most pull-ups will win the grand prize.
Vendor Sale - Vendors will be able to sell products to participants who are interested. There will
also be opportunities to get free promotional items, and for vendors to get contact information
from participants.
Output
Raising money for Save Our Canyons - Through entry fees, donation and the opportunity
drawing the goal of Stoked to Promote is to raise $1000.

 Opportunity drawing prizes - Saga donated an entire ski suite, sweatshirts, t-shirts, beanies and
stickers. Teton Sports donated backpacks and t-shirts, and sweatshirts. NILS donated a female
ski suite. Soul Poles donated a custom set of ski poles. LABEL Threads donated coozies, snap
backs, beanies, a waterproof hoodie, long sleeve t-shirts, and t-shirts.
Free promotional items from sponsors - A variety of stickers, shirts, koozies and posters will be
given away to participants.
Stickers - Many of the sponsors and vendors donated stickers for brand promotion.
Food - Oasis Cafe donated chips, guacamole, veggie plate, cookies, salmon, and lemonade.
Soul Poles - Soul Poles will provide the grand prize for the drawing. The Soul Poles booth will
include a full workshop with the ability to construct custom poles on site. Guests will be able to
select specific colors to customize poles for purchase.
Outcomes
Awareness will be raised to support Save Our Canyons efforts - Save Our Canyons will bring a
wide variety of literature to promote past work in the Wasatch Mountains. People will be able to
read and look at pamphlets about Save Our Canyons efforts and actions. There will also be
volunteers from Save Our Canyons to talk with participants and answer any questions or
concerns.
Educate public on climate change effects on the city - This event is open to the public so anyone
can come and see what the Wasatch Mountains have to offer. Living next to a mountain range
has a lot of advantages which people will be informed about from the event.
Exposure to local businesses - All of the sponsors of the event will be local companies. All of
these companies will be supporters of the outdoor recreation industry in Utah.
Awareness of Howie Garber and what he does for the Wasatch Mountains - Howie is a renowned
author and photographer of the Wasatch Mountains.

 Local business support Save Our Canyons - As a result of the donations at Stoked to Promote,
the event raised over $900.
Monetary support for Save Our Canyons- The money that was raised will directly support the
actions of Save Our Canyons.
Impacts
More responsible recreating - When people understand the ramifications of recreation throughout
the Wasatch Mountains they will act more responsibly. The health and well-being of the Wasatch
Mountains affects each of us on an individual basis. People need to understand how they can
protect and preserve the local mountain range and wildlife.
Decreasing social gap- People from all socioeconomic statuses will be able to attend this event
including students, recreational enthusiasts, parents, children, and environmentalists alike.
A better understanding of the Wasatch Mountains as a resource - The Wasatch Mountains are a
valuable resource that provide everything from clean drinking water to an outdoor recreation and
tourism destination.
A better knowledge of Save Our Canyons for local enthusiasts - The Wasatch Mountains are
known for their recreational opportunities. Anybody who recreates uses the mountains on a
regular basis and needs to understand how to protect them.
Knowledge of Wasatch backcountry skiing- Much of PowderWhore was filmed in the Wasatch
Mountains, and people will be able to see the vast opportunities that the Wasatch Front has to
offer.

Marketing Plan

10

Goals:
To effectively communicate Save our Canyons mission and spread awareness of the overall
organization.
Facilitate relationships with local businesses to spread awareness of Stoked to Promote.

Objectives:

Communicate with local business to find sponsorship base and encourage event engagement.
Identify one business to take head sponsorship, establishing legitimacy.
Provide opportunity for businesses to host booths.
Gather items and product for opportunity drawing, to increase donation from participants.

Allocate Sponsorship: Reach out to local companies via e-mail, phone calls, and personal visits
in order to find those willing to sponsor or assist in the event.
Create Poster: Create a visually appealing poster that will highlight the event, sponsors, and
support of Save Our Canyons.
Distribute Poster via Social Media: Done through group members personal social media
accounts, and the social media networks of sponsors.
Print Poster: Find a printing company that will be able to print 100 posters and 500 fliers at the
most affordable price.

11

 Physical Distribution: Post fliers and posters at locations around the city which will maximize

the amount of exposure to the target demographic.

Locations to post fliers and posters
Every major building on campus (1 poster per building)
Student Union
Heritage Center
Campus Bookstore
Library
OSH
HPER
Annex
All campus dorms (1 poster per building)
Chapel Glen
Gateway Heights
Sage Point
Officers Circle
Honors Dorms
Shoreline Ridge
Benchmark Plaza
All fraternity/sorority houses (1 poster per building)
Ski shops around the valley (1 poster and 20 fliers per shop)
Canyon Sports - 517 S 200 W
Level Nine Sports - 660 S 400 W
Sports Den - 1350 Foothill Drive
Bodeen Ski & Sport - 1615 S Foothill Drive
Wasatch Mountain Touring - 702 E 100 S
Wild Rose Mountain Sports - 702 3rd Ave
Utah Ski and Golf - 134 W 600 S
Ski and Tours - 214 W 600 S
Ski-N-See - 102 W 500 S
Ski-N-See - 1339 Fort Union Blvd

12

Canyon Sports - 1844 Fort Union Blvd

AJ Motion Sports - 1879 E Fort Union Blvd
Lift House Ski Shop - 3698 Fort Union Blvd
Milo - 3119 E 3300 S
2nd Tracks Sports - 2921 E 3300 S
Salty Peaks - 3055 E 3300 S
REI - 102 W 500 S
Christy Sports - 3955 Wasatch Blvd
Christy Sports - Snowbird
Coffee shops around the valley (1 poster and 20 fliers per shop)
Cafe on 1st - 39 I Street
Jack Mormon Coffee - 82 E Street
Coffee Noir - 1035 E 200 S
The Coffee Garden - 878 E 900 S
Caffe DBolla - 249 E 400 S
Salt Lake Roasting Company - 320 E 400 S
Nostalgia - 246 E 100 S
Beans & Brews - 906 S 500 E
Millcreek Coffee Roasters - 657 S Main Street
Salt Lake Coffee Break - 430 E 400 S
Beans & Brews - 268 S State Street
Dunkin Donuts - 217 E 400 S
Advertisement in local newspapers
S.L.U.G. Magazine
Arkade Snowboarding Magazine

The Sponsorship email below on the left will be used to inquire to companies for products to be
donated and promotion, it states;

13

14

The email on the right is a combination effort of the students compilation, and the assistance of
Alex Schmidt of Save Our Canyons in modifying the final draft to be sent to potential partners.
This template is what Save Our Canyons uses on a regular basis to ask companies for
sponsorships. He was very insightful in contacting companies and going through the process of
asking and following up.
The following is the

poster/flyer used for advertising

the event:

Overview:
The marketing

plan was implemented

beginning three weeks before the actual event. This was done through social media outlets for
the first week while the posters and fliers were printed. Two weeks before the event the posters
and fliers were distributed throughout the city and campus. Locations for these posters included
areas which had a high volume of the target demographic. This included ski shops, sports
centers, outdoor retailers, coffee shops, grocery stores, bars, nightclubs, ski resorts, fishing
shops, as well as throughout the university campus including high volume common areas and

15

dormitories. These locations make sense as they are places frequented by those in the target
demographics. Target demographics include: college students, skiers, snowboards, outdoor
recreation enthusiasts and environmentally conscious individuals.

Diversity Plan
For this program, Save Our Canyons is seeking to reach out to a widely diverse group of
individuals. This program will be charging $5 for the entrance fee which includes free food,
music, live DJ, and ski movie. At this pricepoint, individuals from all socioeconomic statuses
will be able to attend the event.
In addition, a $1 opportunity drawing ticket is affordable for people within the low income
brackets to be able to enter the drawing as often as they would like. The venue, is located at the
Jewish Community Center, where people can easily utilize public transportation to commute to
and from the event. This will be helpful for people who do not have private vehicles, and will

16

make it possible for them to be able to attend the event. The affordable admissions, additional
opportunity drawing tickets, and convenient transportation will allow for people of lower
socioeconomic status an opportunity to attend.
Our program will be easily accessible for people with disabilities. The Jewish Community
Center is fully ADA accessible. It is equipped with ramps, elevators, and barrier-free access
points. This in conjunction with easy access to public transportation makes the JCC an ideal
event space. Every restroom is equipped with at least one wheelchair accessible facility. In
addition, this event will be held on the main floor for convenience of the handicapped. There are
17 parking spots for the disabled which is adequate for the amount of people to be expected.
Everyone regardless of age, gender, social status and ability level will be able to enjoy
music, a ski movie, and food without any difficulty. All of the staff can and will provide reliable,
convenient service for the people with disabilities to ensure they are easily able to enjoy this
event.

Financial Plan
GOALS
Host Stoked To Promote without exceeding the budget of $700.00.
Attract a minimum of 100 participants to the event.
Meet or exceed the goal of raising $1000 for Save Our Canyons.
OBJECTIVES
Oversee the budgetary expectations for each group to ensure that the budget is not exceeded.
Receive donations for approximately 500 opportunity drawing tickets.
EVENT PRICING
Admission will be $5, which includes one opportunity drawing ticket.

17

Additional opportunity drawing tickets:

1 ticket for $1
6 tickets for $5
15 tickets for $10
50 tickets for $30
PAYMENT
The financial team, which includes Sean Long, Dylan Stokes, and Austin Blain, will be
accepting both cash and credit card as payment for this event at the door. Austin Blain will be
accepting credit card payments, as well as keeping an up to date spreadsheet of the cash box and
credit card payments. Sean Long will be accepting cash payments for admission and donation, as
well as distributing equal opportunity drawing tickets. Dylan Stokes will be inside the event
located at the prize table accepting cash donations in addition to distributing tickets for the
donors. Donations will be accepted throughout the event in exchange for tickets to the
opportunity drawing.
EXPENSES

Decorations $25
Catering $100
Projector $40
Posters and Fliers $120
The sponsors of this event will provide all items for the opportunity drawing. Use of the Jewish
Community Center event space will be provided free of charge.

18

Operations Plan
GOALS
The goal of the operations management team is to ensure the success of the event through
the seamless operation of the event itself. In order to do so, the operations team will work with
all teams and team members in order to maintain focus on assigned areas.

OBJECTIVES
The objectives of the operation management team will be to facilitate a seamless,
problem-free, efficient and effective event program. This will be done by delegating areas of
responsibility to each team member. By adhering to a check and recheck programming style the
team can ensure that every detail is covered and executed in a proper manner.

SUB-TEAMS
We have divided the group into several sub-teams consisting of two to three people. Each
sub-team is responsible for its assigned portion of the project. In addition, all sub-teams will

19

work both inside and outside scheduled class time to complete the assigned portion of the event.
Each Friday, all sub-teams will meet to assess and evaluate progress until project completion.

RISK MANAGEMENT TEAM

20

The risk management team will work with the designated venue coordinators to assess
and secure all possible and potential safety issues. This includes the staffing of security, who will
work the event to help maintain a safe and secure environment that all participants can enjoy.
The team will also oversee all other safety concerns associated with catering, ensuring those
handling food have current food handlers permits, etc. Furthermore, the team will manage any
safety concerns associated with the audio and video equipment. Should an emergency occur, the
Risk Management team has designated individuals who will respond quickly and effectively as
outlined in the risk management plan.

21

MARKETING TEAM

The marketing team will handle all advertising pre-event day. This includes the
production and distribution of all posters, fliers, the social media and online promotions. The
marketing team is also responsible for the Google drive account, which includes sponsor
information and all other information regarding the event. The drive is also used as a means of
communication throughout the different sub-groups.

22

FINANCIAL TEAM

The Financial team handles all aspects of the budget. This team conducts class votes on
project expenditures, and will distribute money accordingly. Records of all funds, how money is
spent, how much money is raised during the event, and how it will be distributed after the event
will also be kept. The financial team is also responsible for the money box at the event, this
includes the collection of money for admission, the selling and distribution of opportunity
drawing tickets, as well as accepting donations.

23

EVALUATION TEAM
The evaluation team will be in charge of the creation, distribution and analyzation of all
data from the surveys taken during the event. This will measure event impact, success, and
evaluate the overall adherence to the teams Mission, Vision and Values. The evaluation team
will also provide visual representation of the analyzed data.

24

FACILITATION AND MANAGEMENT TEAM

The facilitation and management team is responsible for supervising the plan before,
during and after the event. This team holds the sub-groups responsible to their duties and will
ensure all responsibilities throughout event preparation and implementation.

25

DIVERSITY TEAM

26

The diversity team is responsible for ensuring that the event is available to individuals of
all socioeconomic and ethnic backgrounds. The diversity team will do this by creating a
reasonably low price for entrance and opportunity drawing tickets. The team also ensures that
the ADA requirements will be met at the venue. Additionally, the diversity team will ensure that
the appropriate audience will be targeted with distribution of posters.

27

OPERATIONS TEAM
The operations team will oversee the gradual progress of the teams in all planning areas
leading up to, throughout, and following the event. They will assist all sub-teams in executing
their specific goals effectively by delegating tasks, ensuring all sub-teams are in effect, and
operating successfully throughout the event.

Risk Management Plan

Stoked to Promote Risk Management Plan

28

Step One: Risk Identification

Possible Risks:

Participants engaging in violent behavior with one another (verbal and physical)
Food poisoning from catered dishes
Choking on food
Items donated by sponsors stolen
Theft of cash box (where entry/donation money is collected)
Personal injury on the dance floor (i.e. ankle sprain, leg broken, concussion)
Furniture or building damages which could result in injury
Tripping over cables
Personal Medical Emergencies
Lacerations from paper products (fliers, opportunity drawing tickets)
Ipads at evaluation table stolen
Fire caused by electrical wiring complications (from an overload)
Equipment malfunction causing injuries to participants (sound, electrical wiring)
Noise level too loud
Accidents in the parking lot
Person hit by car
Two cars collide

Step Two: Risk Assessment

Risk Assessment Matrix

Unlikely

Seldom

Occasional

Likely

Frequent (E)

(A)

(B)

(C)

(D)

Negligible (1) 1A

1B

1C

1D

1E

Minor

2A

2B

2C

2D

2E

3A

3B

3C

3D

3E

(2)
Medium
(3)

29

Critical

4A

4B

4C

4D

4E

5A

5B

5C

5D

5E

(4)
Disastrous
(5)

Key

Severity (Vertical Axis) and Frequency (Horizontal Axis)

Green= Low Risk
Yellow= Slight Risk
Orange= Moderate Risk
Red= High Risk

Stoked to Promote has developed a mitigation and response plan for each possible risk given a
high risk rating.
Stoked to Promote will use discretionary judgement to decide which moderate risks require a
response plan. No response plan is required, though the moderate risks will be continuously
monitored.
Stoked to promote will occasionally monitor but take no preventative or mitigatory action for
slight risks.
Stoked to promote will take no immediate action for low risks.
30

Step Three: Risk Strategy

Risk Management Strategies
For Stoked to Promotes risk strategy, four management strategies will be used:
Retain: Stoked to promote will use the procedures and policies of the Jewish Community Center
in order to retain a suitable level of possible risks for the event
Avoid: Any risks considered too dangerous or costly by nature will be avoided altogether or
made unhazardous.
Reduce: Stoked to promote will assess risks that are mitigatable and take the necessary action
(i.e. taping down wires so people dont trip over them, space tables and booths out to prevent
high traffic.)
Transfer: Only the Oasis Cafe will be responsible for sharing the risk, a sign placed at the
entrance displayed the possible risks of eating the food.

Risk Strategy Matrix

Risk item

Participants engaging in

Possible consequences/

Score (Refer to above risk

outcomes

assessment matrix)

Personal injury or death

Surrounding Participants

3B

violent behavior (verbal

Risk Strategy

Reduce; security will be

in place

feel unsafe
and/or physical)
Food poisoning from

Political injury to the

2B

Reduce; follow proper

catered Oasis Cafe dishes

event and/or Oasis Cafe

Personal injury to

food handling protocol

Transfer; Oasis Cafe

participant (s)

assumes responsibility for

31

the preparation.
Participants choking on

Personal injury
Potential for emergency

3B

food resulting in personal

Retain; not responsible for

preventing this from

services needed
injury

happening

Items donated by sponsors

Opportunity draw is

4B

Reduce; security in place

stolen

negatively impacted
Looks bad to the sponsors

Theft of cash box (where

Not able to provide

entry fees are kept)

change to participants
Little or no money for

take preventative actions

Reduce; security in place

donation
Political injury; people

and roaming

and roaming
5C

Retain; accept the risk,

view the event negatively

Not able to break even or
profit
Personal injury on the

Participant needs medical

3C

Retain; the event is not

dance floor (i.e. ankle

assistance (possibly

responsible for individuals

sprain, broken leg,

emergency services)

negligent actions
Reduce; clean and inspect

concussion)
floor for any hazards
Personal injury from a

Participant needs medical

broken chair

assistance (possibly

3A

Retain; the risk is

inherent, yet unlikely
Reduce; inspect furniture

emergency services)
and building prior to setup
and during event
Participants tripping over

Participant needs medical

cables and/or wires

assistance (possibly

2C

Retain; it is a mild risk

that can be avoided
Avoid; tape down all

emergency services)
wires in high traffic areas

32

Personal medical

Participant needs medical

5A

Retain; it is unpredictable

emergencies

assistance (possibly

and up to the participants

emergency services)

to maintain their own

health; prepared with first
aid if necessary

Accidental personal injury

Participant needs medical

2B

Retain; first aid kit on

(paper cut, rolls ankle)

assistance (possibly

hand, but not responsible

emergency services)

for participants individual

behavior

Equipment theft

Event gets delayed and/or

4B

Reduce; security will be

contingency plan has to be

in place keeping an eye

summoned
Financial loss

them

Equipment malfunction

Personal injuries and

causing injuries to

financial injuries
Follow JCC fire and

5B

Retain; there is always a

chance of unforeseen

participants (i.e. fire)

events
Reduce; pre-inspections

emergency codes

will be done on all

equipment
Accidents in the parking

Participants either get

3B

Reduce; put an event staff

lot area resulting in

personally injured or

member in lot to direct

personal and property

receive damage to their

people

injuries

car and/or personal

belongings

DVD, other A/V

Delay in the event;

4A

Retain; its a risk we

equipment malfunctions

participants need to be

cannot avoid completely,

(causing event disruption)

reassured and entertained

Contingency plan possibly

and is an inherent risk.

Reduce; have staff

33

needed

routinely check on
equipment status

Facilitation and Management Plan (Animation Plan)

Site Selection
Stoked to Promote will take place on December 4th, 2013 in the Social Hall at the JCC,
located at 2 N Medical Dr, Salt Lake City, UT 84113. The community center is used to hold a

34

variety of events for people in the Salt Lake valley. The Social Hall has been reserved from 2pm
to 11pm, giving ample time to setup, hold the event, and clean up afterwards. This site was
chosen because of its convenient location, adequate space, and use of the facility was free of
charge.
This facility has been chosen because it has the necessary space needed to show a movie,
house a DJ, have booths for vendors and has an in house serving and kitchen area. The JCCs
facility and risk management plan will be used, a volunteer security team will be in place, and
the event will be staffed by the students in the emphasis area.
The reservations of this facility has been secured through Toba Essig, who is the Event
Coordinator for the JCC. She can be contacted at (801) 851-0098 ext 129 or by email at
[email protected].

Setup Details
Setup will begin at 2pm on December 4, 2013. Sponsors are expected to show up at 5pm
to begin setting up their displays. Tables, chairs, and refrigeration for food is supplied by the
facility. At 5:30 pm, the catering from Oasis Cafe will arrive and be prepared for guests to be
served. Guests will begin arriving at 6pm.

The evening schedule goes as follows:

2:00 PM
Setup will be done by whole group; Cydney Young and Brian Essig will be overseeing the setup
and ensuring that the layout of the JCC is in the correct order. The necessary materials needed to

35

ensure a successful setup are chairs, tables, decorations, audio visual equipment, and the movie
provided by Alex Schmidt from Save Our Canyons.
4:00 PM
It is anticipated that the setup will take no longer than two hours. During this time all students
who are interested will go to The Pie to eat and talk over the events for the evening. All students
will be expected to return to the JCC by no later than 4:45, so students will be available to assist
in sponsor setup.
5:00 PM
The sponsors will be informed to show up to the event by this time. The sponsors setup and
needs will be overseen by Michael Radke and Tara Woodward.
5:30 PM
The catering being provided by Oasis Cafe will be arriving at or around 5:30, and will be
overseen by Dustin Houston and his team. Any special needs for the catering will be facilitated
by Brian Essig and Dustin.
6:00 PM
Scheduled start time for Stoked to Promote. The sales table will be run by Austin Blain, Sean
Long, and Dylan Stokes. In order for the admission and ticketing process to go smoothly the
financial team will need tickets, a Square Card reader for credit card transactions, and a cash

box with plenty of change denominations.

Event starts - Jake Nelson will be hosting the event, Brendon Mayberry is the coordinator,and

Tara Woodward is the Participants liaison.

Doors open.
All hosting will be done by Jake in the front of the room utilizing a podium and microphone
provided by the JCC.
Admission ticket sales will be done by Austin and Sean in front of the main doors of the Social
Hall.
Sell opportunity drawing tickets.
6:50 PM
To gain the audience's attention, Jake will be throwing out some free donations from LABEL,
Discrete, and Teton Sports. Items will be thrown by Sid Severson and Michael Radke.
36

7:00 PM
Presentations will be announced by Jake Nelson.
7:10 PM
Presenter 1 - Alex Schmidt from Save our Canyons will give a presentation about Save our

Canyons purpose and what has been accomplished by the organization.

7:30 PM
Presenter 2 - Howie Garber will be giving a presentation on his book The Wasatch Range: A

Four Season Refuge

8:00 PM
Movie begins
Jake Nelson introduces the movie
Movie starts
Dim lights
Start projector
9:00 PM
Movie ends
Thank everybody who comes out
Thank sponsors
9:00 PM
Final Opportunity Drawing give away
Brendon Mayberry- Draw tickets
Jake Nelson- Announcers winner
Sid Severson and Tanner Boudreau- Give items out to winners
10:00 PM
Cleanup
Taking down chairs, tables, screens, projectors- Volunteers (students)
Taking down disk jockey system- Nazly Purba
Cleaning up food- Dustin Houston, Cydney Young
Taking down posters- Simon Gejiang Huang
Assisting Vendors- Tara Woodward

11:00 PM
Finish Cleanup
JCC is cleaned up
Projector will be returned by Michael Radke to the Teaching and Learning Technologies in the
Milton Bennion Hall by 10:30 am on December 5, 2013

37

Individual Responsibilities during the event

Michael Radke

Questions/ Helping sponsors

Erin McCarthy

Decorations

Drake Doherty

Survey/questionnaire

Brian Essig

Liaison Setup clean up

Questions/ Program Flow

Brendon Mayberry

Director

Tanner Boudreau

Giveaways

Sid Severson

Giveaways

Dustin Houston

Catering

Austin Blain

Cash box/ admission

Tara Woodward

Questions for Participants/athletes

Madison Martin

Decorations/ display issues

Emily Maclin

Decorations

Sam Rice

Survey/questionnaire

Cairo Nord

Photography

Jake Flood

Errands

Allison Parrish

Questions greeting people

Dylan Stokes

Cash box/ ticket sales

Jake Nelson

Security-3/ Host

Gejiang Huang

Decorating/ Assistance to

(Simon)

Operations Team

Nazly Purba

Music/DJ Audio/video

38

Scott Eliot

Errands

Sean Long

Cash box/ Admission

Cydney Young

Setup Coordinator/Photography

Event Details
Entrance will begin at 6pm through the main doors. Music will play at all times except
when presenters are speaking and while the movie is playing. Guests will be able to get food
from Oasiss Cafe catering, visit booths, buy opportunity drawing tickets, and socialize. People
will continue to arrive until approximately 6:30 p.m. It is expected that around 6:50 p.m. arrivals
will taper down, and the crowd will be gathered in front of the projection screen by having a
swag throw. After gathering the crowd, the host, Jake Nelson will introduce all presenters.
Presenters will be given time to speak about their companies, organizations, or causes. After all
presentations have completed around 7:50 p.m., a small opportunity drawing will take place
where small items that have been donated will be won. At 8 p.m. Elevated, a film by
Powderwhore, will be shown. The movie will end at 9 p.m., and directly afterwards tickets will
be drawn for the big prizes as a finale. To wrap it up, everyone will be thanked for their
attendance and support and will be bid farewell at 9:40 p.m.

Take Down Details

Take down will begin at 10 p.m., and all students from the emphasis group will be
participating in breaking down tables, chairs, the projection screen, and the DJ booth. All
students will also clean up the facility as the group is expected to leave the facility as clean as it

39

was found. The group will be done with clean up by 11 p.m., and will have the facility cleared of
everything brought in.

Evaluation
Purpose
The evaluation team will work to see if the goals and objectives are met as projected. The
evaluation team is to overlook the event and determine if the event was successful overall, based
off the data and feedback received from the participants. The evaluation team will oversee all
teams within the event to see that goals are being met. The purpose is to gather data before and
during the event to see if the event as a whole met goals and objectives.
Goals
Attract 100 people and expect to raise $1000 to donate to Save Our Canyons through ticket sales,

opportunity drawing, and donations.

Raise awareness about the environmental issues facing the Wasatch Front
Get people involved in efforts to protect the Wasatch Front
Provide ways for the community to get involved.
$5 entry ticket x 100 people = $500
$1 opportunity drawing ticket x 500 tickets = $500
Minimum $1000
Maximum $5000

40

Objectives
Increase awareness on the importance of preserving local natural resources.
Facilitate and increase community awareness of Save Our Canyons mission.
Evaluation Questions
The event was more successful than the group had projected. The questions which the
guests answered proved that the event was an overall success. The questionnaire gave the group
conclusive evidence of personal experiences from each guest and their experience.

Is the event achievable within the time frame?

Are all members on the group contributing equally?
Number of community members that Save Our Canyons was able to share their mission with?
Cost analysis?
Group member sponsor contact?
Procedure

How was leadership delegated throughout the event?

How efficient was the group in setting up and taking down the event?
How did each group come to a conclusion while evaluating their goals and objectives?
Venue

Jewish Community Center

ADA accessible
Social Hall
Fire Safety/ Evacuation plans
Employees
Building/Room capacity
Parking
Activities

41

The activities provided to the guests determine the overall experience each guest will
have at the event. Keeping the guests engaged during the event is vital to the success of the
event. While going over the data that was collected, the movie choice was a large attraction to
the event. 34 out of the 55 people that took the survey said that they were very excited for the
movie. This is a good statistic for a movie that was not recently released.

Ski Movie
Opportunity Drawing
Live Music/DJ
Sponsor booths
Output
The evaluation group will collect all of the data from the event to gather an overall output
synopsys. This data will help the team compare the data to our event goals and objectives. This
data will determine the overall success of the event.

Raise money for Save Our Canyons

Outcomes and Impacts

More responsible recreating from people who attended the event.
Decreasing social gap during the event.
Educate public on preservation of the Wasatch Front.
Save Our Canyons Representation
Athletes
Presentation
Staff
42

 Members
Catering

Portions
Quality
Delivery
Professionalism
Tables and Chairs
Setup and Takedown
Sponsors
The groups goal was to receive sponsorships for the event to help raise awareness for
Save Our Canyons. The sponsors were able to show their support for Save Our Canyons by
showing up and talking with the guests about their products. These sponsors were all local
companies, with the exception of the US Forest service which is nationwide. The US Forest
service was represented by a local branch agent.

Booths
Donations
Amount of representation at the event
Data Collection
The goals for data collection were to receive some feedback from the events participants.
The team wanted to know what their thoughts of the event were. The evaluation was to gather
data from the guests to see what was done well and what could have been done differently.
Through this information a better understanding of what guests expect from an event similar to
this will be gained.

43

https://www.surveymonkey.com/s/3CCJWPD
IPad Survey
Group Observations
Data collection and analysis of data
Data Analysis

After the event the evaluation team will be compiling all of the data gathered during the event to
see what was successful and what was not successful. The success rate will depend on whether
the goals were met that were set before the event. The use of Survey Monkey will be a great help
to the evaluation team due to its ability to analyze the data continuously.
Ipad Questionnaire
During the event the evaluation staff will be giving a survey utilizing Ipads. The survey
will be asking general questions about the event and the participants thoughts of it. The survey
will be done using the online program Survey Monkey. For each participant that takes the
survey, they will receive one ticket for the opportunity drawing that will be put into the
opportunity drawing at the end of the night.

44

Data Synopsis
45

102 total guests

$869.81 raised for Save Our Canyons
21 new member contact information
55 Survey Participants
Conclusion
The evaluation team was successful in receiving data from the event to evaluate the goals
and objectives. As the data states, the goals were not met, however awareness and money for
Save Our Canyons and their mission was still raised. The monetary goal was not met, however
Save Our Canyons is grateful for the support of the STCR group, and all donations raised.
Sponsors were satisfied to be a part of the event, as they were able to showcase their products
and brand to the participants and businesses, as well as being able to network within their
demographic. Overall, the group was successful in executing the event.

46