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St. Bede Academy
WorldEdgePublic Relations professionals
Campaign Plan 2016-2017
Developed for the client by:
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Table of ContentsPage
Letter of Transmittal 3
Executive Summary 4
1.0 Situational Analysis and Problem Research 5
1.1 Areas of Research 5 1.2 Research Questions 51.3 Primary Research 5, 61.4 Secondary Research 61.5 SWOT Analysis 7, 81.6 Target Publics 81.7 Segmented Publics 81.8 Key Message Platform 8
2.0 Objectives 82.1 Objectives, Strategies, Tactics 8, 92.2 Evaluation 9, 10 2.3 Timeline 10, 11
2.4 Budget 12
Appendices 13A. Pen-Pal Student Survey 13B. Pen-Pal Alumni Survey 14C. Virtual Homecoming Website Submission Sheet 15, 16D. Mock Facebook posts 17, 18E. Mock Pitch Letter 19F. Mock Press Release 20, 21 G. Mock Flyer 22H. Career Day Event Plan 23-26I. Coffee Day Event Plan 27-30
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Letter of TransmittalWorldEdgeNormal, IL | (815) 988-0440 | [email protected] 4, 2015Julia YaklichDevelopment DirectorSt. Bede Academy24 W. US Hwy 6Peru, IL 61354
Dear Julia:We present to you our proposal for a WorldEdge public relations endeavor, as promised, in hopes to increase the already stellar name of St. Bede Academy.We hope to engage your audience in various ways and through several mediums. Our budget of $10,000 will be aptly spent for social media, media relations, and event strategies. We plan on segmenting the budget over a three year time period, leaving us enough time to adequately deliver content which will remain relevant for the three year span, and beyond.Also, see attached an executive summary of our plans in a more direct spotlight. We hope you find them satisfactory and all-encompassing to your needs.We look forward to presenting these plans to you and working more closely with you and your team as St. Bede Academy moves forward in this next step.
Thank you so much for the opportunity and we look forward to hearing back from you soon.
Sincerely,Bradley A. Johnson WorldEdgePublic Relations [email protected](815) 988-0440
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Executive SummarySt. Bede Academy is a 125-year-old Catholic high school in Peru, Illinois focused on preparing students for college in a welcoming community rooted in values and traditions.
WorldEdge has designed a public relations campaign in order to meet the goals we have established for St. Bede Academy. Our campaign targets alumni (both locally and internationally) from St. Bede Academy. The following is a campaign plan that will increase engagement across all platforms from July 2016 through May 2017.
The primary research consisted of contracting local businesses as well as Illinois State University's career center. The secondary research included researching the most frequented social media channels, as well as local media outlets. From these results, we created the following three objectives to increase engagement with St. Bede Academy:
Objective 1: Increase communication between international alumni students and St. Bede Academy by 30 percent by May 2017.
Objective 2: Increase social media engagement with alumni on Facebook by 100 percent by May 2017.
Objective 3: Establish multiple networking opportunities and connections with current St. Bede Academy students and alumni by May 2017.
Highlights of this plan include a Career Day inviting alumni back to the academy to educate current students about their own career paths and choices, coffee shop day allowing recent graduates to reconnect with their peers and the academy, a virtual homecoming, and an international alumni pen-pal system.
The success of this campaign is measurable and can be documented to show effectiveness. By partnering with WorldEdge, St. Bede Academy will reconnect and increase engagement with its alumni and current students.
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1.0 Situational Analysis and Problem Research1.1 Areas of Research
Contact List Current Engagement Social Media Alumni
1.2 Research Questions:
1. Alumni International Students: Where are the alumni students now? Did they go back to their country?
2. Current Engagement: Where are most of the St. Bede Academy students continuing on to higher education?
3. Social Media: What social media network are early 90’s grads focusing more of their time on?
4. Contact List: How often is St. Bede Academy able to update their contact list?
5. Contact List: Through what channel is St. Bede Academy receiving the information to update their contact list?
1.3 Primary Research
We conducted qualitative primary research to local coffee shops in Peru, Illinois. We called Starbucks, Dunkin Donuts, as well as Fourth Street Bakery asking if we were allowed to host events in their lobby/cafe area. They all responded with saying “no”, but we are able to arrive at the coffee shop with about 7-10 people and take over a few tables.
Dunkin Donuts Phone Number: 1(815)-250-0320 Fourth Street Bakery Number: 1(815)-224-1927 Starbucks Number: 1(815)- 224-2442
We conducted an interview with our ISU career center.
On November 6, 2015, WorldEdge interviewed Mosadi Goodman who is an intern in the Career Center at Illinois Student University. Mosadi provided some information about how she helps to effectively plan the career fairs at Illinois State University. Mosadi’s position as an intern is to maintain and establish relationships with current and prospective employers who want to be a part of ISU’s annual career fairs. The questions we asked Mosadi included:
How far in advance do you plan the career fair? What tactics do you use to reach out to prospective employers? What are some of the key components in planning the career fair?
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Do employers have to pay to be a part of the career fair or is it free to attend?
The career center plans each career fair a year in advance. They have a contact list they use to reach out to previous employers who previously participated in the career fair. The intern reaches out to prospective employers by calling and emailing pitches that explains the purpose of the fair and how they can benefit. The key components to planning the career fair is to solidify the date, time and location for the career fair, in addition to solidifying the employers participating in the career fair. Due to this being an annual event, the career center follows a strict structure to plan each year.
1.4 Secondary ResearchResearch consisted of both quantitative and qualitative research. The quantitative secondary research was done by examining what social media channel was most frequented by people in the age groups of 30-49 and 50-64. It was found in secondary research that most people age 30-49 are focusing their time on LinkedIn. This age group has the highest percentage of people who uses social media. People ages 50-64 make up the second largest population of LinkedIn.
According to research the average Facebook user is age 38, which closely relates to our public that we are trying to reach. Research shows that they are the typical age for a Facebook user because this is the time they are trying to reconnect with friends, and wanting to share and hear about their families and careers.
We found in additional research that 78 percent of adults ages 30-49 are using social media (all channels measured), and 65 percent of adults ages 50-64 use social media. This is important to note in our campaign that as the public gets older, so is their use of social media; but it is still much higher than expected with the citizens of the United States becoming more tech savvy.
http://www.pewinternet.org/fact-sheets/social-networking-fact-sheet/https://www.linkedin.com/pulse/20141118182103-28964915-social-media-user-statistics-age-demographics-for-2014
Other quantitative and secondary research for this campaign was made up of researching radio outlets in Peru, Illinois, as well as a local newspaper for advertising and hopeful story purposes. We found that some radio outlets in Peru are as follows: 100.9 WBZG, WLPO 103.9, 100.1 WGLC. We also found a local newspaper would be News Tribune out of LaSalle Illinois.
http://newstrib.com/index.asphttp://www.radiolineup.com/locate/Peru-IL
In addition we also researched how much the cost for 12 t-shirts would be from customink.com. We found the price for 12 t-shirts from this company would be $267.75 including tax. We discovered that shipping would be free on these items.
http://www.customink.com/
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1.5 SWOT Analysis Aspects Implications Possible Actions
Strengths 1. International students attend St. Bede.2. Tuition is affordable at $5,000.3. Founded in 1890.
4. Non-profit organization.
1. St. Bede Academy has an international presence.2. Tuition is lower so word of mouth advertising is stronger.3. Years of spreading education and history, cultures, and connections. Large number of alumni to work with.4. Not dependent on government funding.
1. To broaden and maintain their presence and connections internationally.
2. Tuition is lower so word of mouth advertising is stronger.
3. Utilizing knowledge and rich history of St. Bede Academy to promote new students to enroll in the school and build connections.
4. Implement fundraisers and seek different sponsorships to support the school.
Weaknesses 1. Limited presence on social media.
2. Lack of alumni contacts.
3. Lack of communication from alumni.
1. Lower awareness of brand and less up-to-date.
2. Less knowledge, attendance, and donations.
3. Need to be more consistent with messages.
1. Create more effective social media accounts/posts.
2. Collect more information from current students and continue to reach out to alumni.
3. Have a schedule of sending out communications.
Opportunities
1. Increased demographics participating in social media.
2. International Students.
3. School website provides pertinent information.
1. Gain support and followers at low cost and potential to go viral.
2. Targets students from around the world. Creates diversity.
3. Creates awareness and interest.
1. Create effective messages that gain attention.
2. Ensure faculty, staff, and students are engaging with international students so they feel welcomed.
3. Reconstruct the current website to make it more appealing.
Threats 1. Other schools in competition.
2. Students of the 80’s and 90’s giving capacity.
1. Local public schools and rival private schools, such as LaSalle-Peru Township High School and Hall High School.
2. 80’s students want to give but have a hard time due to having kids in college and lack of money. 90’s do not keep in touch to have up-to-
1. See what these schools are doing
2. Provide resources through the newsletter about resources that they would be interested in (resources for their college students)
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date contact information.
1.6 Target PublicsThe publics for this campaign consist of recent graduates from St. Bede Academy within the last five years, and early 90’s graduates of St. Bede Academy.
1.7 Segmented Publics Recent graduates within the last five years
Demographics: Male, female, ages 18-23, $15,000-$22,000 income, come from middle/upper class families.
Geographics: Illinois, Peru, LaSalle County, United States, China, and Zhengzhou Psychographics: Interest in social media, Catholic/Christianity religious beliefs, interest
in education, interest in building a future.
Early 90’s Grads Demographics: Male, female, ages 41-48, $37,000-$100,000 Geographics: United States, China Psychographics: Interest in career advancement, family, and finances.
1.8 Key Message PlatformOur St. Bede Academy Campaign is aimed to increase communication, engagement, and involvement among the school and alumni. Our team wants to improve the connection between St. Bede Academy and alumni by combining the nurturing environment the school provides, with the sense of family the students have while attending St. Bede Academy. After experiencing the environment and meeting the St. Bede Academy community, the words “family”, “history” and “tradition” were used frequently. To encapsulate these three values that are prestigious to St. Bede Academy, our campaign tagline is: Came in with a handshake, left with a hug, let’s pick up where we left off, come back to St. Bede Academy where you’re always loved.
2.0 ObjectivesCampaign Goal: Increase engagement among alumni and current students with St. Bede Academy.2.1 Objectives, Strategies, and Tactics
Objective 1: Increase communication between international alumni students and St. Bede Academy by 30 percent by May 2017.
o Strategy: Engagement strategyo Tactics:
1. Implement a pen-pal program with current St. Bede Academy freshman students and alumni international students.
2. Implement a virtual homecoming program with alumni international students, where during homecoming week they post on a website no matter where they are in the world about what they are doing now, and sharing memories of when they were students at St. Bede Academy.
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Objective 2: Increase social media engagement with alumni on Facebook by 100 percent by May 2017.
o Strategy: Social Media Strategyo Tactics:
1. Consistent social media postings weekly by high school intern (Posting could include student/athlete of the week, #ThrowBackThursdays, Video of Events).The athlete of the week would be chosen by Tom McGunnigal. Student of the week would be discussed among the teachers. The social media intern will record events to place on Facebook. #ThrowBackThursdays will be posted by the Social Media Intern with pictures of alumni from the past at St. Bede. The intern would be able to tag other members on Facebook in that picture sparking conversation under the comments. This way other members of the class may see it on their newsfeed even if they do not follow St. Bede Academy. This is a way to reach beyond their current followers.
2. Create class page for alumni 1990-2015, where they have posted class roster, pictures, contact information, as well as information on upcoming events at the school and class reunions. Link this to St. Bede Academy Facebook page. This page will be run by both the Alumni Relations Intern and Social Media Intern.
Objective 3: Establish multiple networking opportunities and connections with current St. Bede Academy students and alumni by May 2017.
o Strategy: Social Media Strategy, Event Strategy, Media Relations Strategyo Tactics:
1. Students create LinkedIn page before graduation and put St. Bede Academy on their LinkedIn profile. Have a station available for this at a senior Career Day.
2. Create Career Day to invite alumni to come back to St. Bede Academy and interact with current senior level students to educate them about their career and answer any questions the students may have. Students also receive the chance to network and learn about possible future endeavors before graduation in May.
3. Coffee Day in Peru, Illinois at local coffee shop. Recent graduates of St. Bede Academy who are home for Christmas break can join the school at the local coffee shop for reconnection with old friends when looking for something to do while home for break. Give out t-shirt from Custom Ink at the end of the Coffee Day.
2.2 Evaluation Objective 1 - Increase communication between international alumni students and St.
Bede Academy by 30% by May 2017.o Evaluation for this requires surveys distributed to alumni and current students to
track the effectiveness of the pen-pal program.
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o Evaluation for the virtual homecoming would be evaluated the following years since it is a new tactic. The evaluation would consist of logging where the post were coming from and the amount from each state/country to further able St. Bede Academy to narrow its target audience.
Objective 2 - Increase social media engagement with alumni on Facebook by 100 percent by May 2017.
o The Social Media Intern could measure the outcomes of this objective by using a social media tool called Hootsuite, which shows you the detailed breakdowns of your followers and activity.
o The intern would be able to see statistics such as when your followers are online, when you typically post, and follower count. It allows one to measure and analyze the effectiveness of the social media outreach and campaigns, which is important to track the activity and engagement of St. Bede Academy’s current students and alumni.
o The Social Media Intern can also use this tool to see if the #ThrowBackThursdays are effective and to see who their audience is and how to reach a larger audience.
Objective 3 - Establish multiple networking opportunities and connections with current St. Bede Academy students and alumni by May 2017.
o Evaluation will be how many news stations pick up the press release.o Evaluation will be how many alumni attended the Career Day and how many
current senior students and alumni connected to St. Bede Academy on LinkedIn which will be tracked on Hootsuite.
2.3 Timeline
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2.4 Budget
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Appendices
Appendix A
Pen-Pal Program Survey: Student
Thank you for taking the time to help us improve this program. We appreciate your time and participation in this survey!1. How much is your pen-pal teaching you related to career development? 1 2 3 4 5 (None) (A lot) 2. How confident do you feel going forward after St. Bede Academy after talking with your pen- pal? 1 2 3 4 5 (Not confident) (Very confident)3. How often is your contact with your pen-pal? 1 2 3 4 5 (Once a month) (Once a week)4. How much time do you spend corresponding with your pen-pal per session? Hours___ Minutes___5. How easy was it to contact your pen-pal? 1 2 3 4 5(Not easy) (Very easy)
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Appendix B
Pen-Pal Program Survey: Alumni
Thank you for taking the time to help us improve this program. We appreciate your time and participation in this survey!1. How often is your contact with your pen-pal? 1 2 3 4 5 (Once a month) (Once a week)2. How much time do you spend corresponding with your pen-pal per session? Hours___ Minutes___3. How easy was it to contact your pen-pal? 1 2 3 4 5 (Not easy) (Very easy)4. How connected to St. Bede Academy do you feel after corresponding with your pen-pal? 1 2 3 4 5 (Not connected) (Very connected)5. My level of interest in this program is: 1 2 3 4 5 (Very low) (Very high)
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Appendix C
Virtual Homecoming Website Submission Sheet
Alumni of St. Bede Academy: We want to hear from you!
Virtual Homecoming is a chance share memories from your time at St. Bede Academy and reconnect with your alma mater, regardless of where you are in the world. We want to see your photos and hear your stories, and we’ll be sharing some of these alumni stories.
Questions? Contact: (alumni relations intern name and email)
Personal Information:
Name:
What name did you use while a student at St. Bede Academy? (i.e., nickname)
E-mail address:
Graduation year: Hometown:
Home country:
Current country of residence:
Briefly tell us about your current career and/or life post- St. Bede Academy.
How do you want to stay connected to St. Bede Academy? Please check all that apply.o Get newsletters and updateso Attend annual campus events/festivals, such as homecomingo Attend alumni events in your regiono Attend class reunionso Follow the university on social media platformso Other (please explain)o If you are interested in being an active alumni leader, which of the following activities
appeal to you? Please check all that apply.o Organize alumni events in your areao Advocate for St. Bede Academyo Communicate with prospective St. Bede Academy students personally or through email,
social networks, etc. o Help the university with student recruitment in your areao Meet with the university's administrators/faculty members visiting your areao Be a career mentor for current students or other alumni
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o Update or collect contact information from alumni living in your area and provide it to St. Bede
o Other (please explain)
St. Bede Academy Reflections:1. Tell us about a favorite memory from your time at St. Bede Academy:
2. What was your favorite place on campus and why?
3. Describe your St. Bede Academy experience in one word:
4. What was one thing you learned outside the classroom at St. Bede?
5. Who made your St. Bede Academy memorable, and how? Use this space to recognize a fellow student, faculty, or staff member.
Photos:o Upload a picture from your time at St. Bede.o Feel free to include a link to any other photos or videos you wish to share with us.
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Appendix D
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Appendix E
Pitch Letter
Hi, I hope this email finds you well.
This is an exciting time of year for St. Bede Academy in Peru, Illinois as they are hosting their first ever Career day. This inaugural event will take place on May 8 2017, from 9:30 a.m. - 11:30 a.m. in St. Bede Academy’s auditorium.
Alumni from across the area will be returning to St. Bede Academy to enlighten current senior level students what future successes potentially lie ahead in their future, thanks to St. Bede. The Alumni giving back to current students of their past high school might be of interest for your outlet to cover because not only is this the first time this event has ever taken place, but the current senior level students at St. Bede Academy get the chance to partake in a LinkedIn workshop, as well as networking and learning from highly successful St. Bede Academy alumni. This is a great kick-start for these students as they are approaching graduation from St. Bede Academy, and about to begin their future endeavors.
If you want more information for St. Bede Academy’s career day please contact me. I’ve also attached the press release for the event for further information.Thanks and I hope to hear from you about covering St. Bede Academy’s inaugural career day!
(Intern name)Alumni Relations InternSt. Bede Academy(Intern email)(815)-223-3140
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Appendix F
Press Release
Monday, Feb. 8, 2017
St. Bede Academy24. W. US Hwy 6Peru, Illinois 61354
Contact: (Alumni Relations Intern Name)Phone: (815)-223-3140
St. Bede Academy Inaugural Career Day
Peru, ILL- St. Bede Academy is hosting their first ever Career Day event. This event will take
place Wednesday, May 8 from 9:30 a.m.-11:30 a.m. in St. Bede Academy’s auditorium. Alumni
of St. Bede Academy will be enlightening current senior level students on their successes thanks
to St. Bede Academy. This will be a networking and developmental opportunity for the current
seniors at St. Bede Academy.
Students will receive the chance to have individual meetings with alumni to learn about
the steps they took to be abundantly successful in their careers. Students also will be able to learn
about what the alumni does for a living and also learn more about the companies the alumni
works for. This will be beneficial to St. Bede Academy’s senior level students as they are
choosing their future higher education institution, and career path. In addition, students will have
the opportunity to sit in on a LinkedIn workshop where they can learn how to properly use
LinkedIn. They will be encouraged to make a profile that day, and add St. Bede Academy to
their “schools attended” section. At this career day event, there will be refreshments available to
attendees.
-more-
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Alumni interested in partaking in this career day event or wanting further information can
contact (enter alumni relations intern name) at (intern email) or by phone at (815)-223-3140.
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Appendix G
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Appendix H
St. Bede Academy Career Day
Purpose: The St. Bede Academy will host its first Career Day on Mach 8, 2017. This is an event whose purpose will be to provide alumni with the chance to educate current senior students about their careers. It also provides students with the chance to network with alumni for possible internship opportunities and more. Students will be encouraged to create LinkedIn pages before graduation and put St. Bede Academy on their LinkedIn profiles. All attendees will also be able to indulge in light refreshments during the duration of this event.
Proposed Dateo March 8, 2017o St. Bede Academy Auditorium: 9 a.m. – 11 a.m.o Time of event set-up: 7:00 a.m. - 8:00 a.m. o Check in for St. Bede Academy alumni who presents: 8:30 a.m.
Audience: o The primary audience entails all seniors who are about to graduate. However, the
event is opened to all students of St. Bede Academy, in addition to faculty members and staff members.
Number of Attendeeso Roughly 200-250 people
Hostso Two St. Bede Academy staff members will host the event to engage alumni,
students and staff at the beginning of the event.
Cost of Event for Attendeeso Free
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Attireo Business-casual attire
Agenda of Event
7:00-8:00:o Set up tables, chairs, PowerPoint, mics, and food table.
8:00-8:30:o St. Bede Academy alumni check-ino St. Bede Academy alumni sets their tables up
8:30-8:50:o Event coordinator explains to everyone how the event will flow and o Alumni and staff working the event can indulge in food before students
and staff arrive
9:00-9:20:o Students, faculty and staff arrive and check-ino Receives illustrations of where each alumni table will be at
9:20-9:30:o The hosts introduce themselves and thanks attendee for coming to the
event, explain the purpose of the event, and encourages them to make sure they stop by the table that talks about LinkedIn.
9:30-10:30:o Students, faculty and staff explore the various tables of their liking.
10:30-11:00:o Hosts make an announcement to remind attendees that there are only 30 minutes
left. They will also remind them to stop at the table that talks about LinkedIn to encourage students to sign up and add St. Bede Academy in their profiles.
o Event ends at 11:00 a.m.
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Associated Costs
Supply Name Amount Price Where Total Price
Technological Auditorium $0
Microphones Tables Screen/Projector
2201
$0$0$0
Decorations/Utensils $10.06 Paper Plates Plastic Silverware
16090
$7.22$2.84
WalmartWalmart
Food $289.18 Donuts Box of Joe Water Veggie Tray Fruit Tray Cheese & Cracker tray
9 dozen53223
$107.50$96.75$9.68$21.50$21.50$32.25
Dunkin DonutsDunkin Donuts
WalmartWalmartWalmartWalmart
Promotional $268.75 Flyers
Radio
Newspaper Ad
1
3
1
$0
$268.75
$0
Social Media, email, newsletter
100.9FM, 103.9FM, 1001.FM
News Tribune LaSalle
Total of all
$567.99
Task Delegations Liaison
o Responsible for sending out e-mails and reaching out to St. Bede Academy alumni who would want to be a part of the Career Day. This includes reaching out to the St. Bede Academy Alumni Association, using the alumni contact list, and social media to reach out and inform St. Bede
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Academy alumni of the event. In addition, the liaison will be the only person who contacts alumni to maintain consistency.
o Confirmed attendance must be solidified by February 10, 2017. Set-up
o These people are responsible for setting up tables and chairs according to the illustration of how the event is supposed to look.
Auditorium Necessitieso Mics, podium if necessary, and screen for PowerPoint
Food/Utensils/Decorationso This person is responsible for getting all of the food items (donuts, fruit and veggie trays, bottled
water and box of Joe)o Also responsible for getting all of the utensils (plates, plastic silverware, balloons, table cloths)o Must save all receipts and give them to whoever is over the budget.
Budget o This person is responsible for collecting all receipts and documenting the expenses used for the
event. o Must ensure it does not exceed the proposed budget.
Create Flyers o This person is responsible for developing a formal flyer to send out to alumni and media in e-
mails, newsletters and via social media. Once flyer is approved, send to the Liaison.o Flyer must be completed by February 8, 2017.
Creating PowerPointo This person must develop the PowerPoint for the event. Must be professional, which entails
proper transitions, and is neat, clean, concise, and correct. This can simply be a welcome PowerPoint.
o The PowerPoint must be completed by February 22, 2017. Creating the outline for event
o This person (event coordinator) is responsible for creating a very detailed and thorough outline of what needs to be done during the day of the event and delegate necessary tasks. In addition, this person is also responsible for creating an illustration of where each St. Bede Academy alumni’s table will be at during the event so that students can select which table they would like to visit first.
o The outline of the event must be completed by February 22, 2017. Contact Media
o This person is responsible for contacting/pitching to the News Tribune La Salle and radio ads (100.9FM, 103.9FM, 100.1FM) to attend out event in hopes of being in the paper.
o Must reach out by January 10, 2017. Photography
o Reach out the yearbook club and ask them to take pictures during the event.o Must reach out by February 29, 2017.
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Appendix I
St. Bede Academy Coffee Day
Purpose o This plan includes the strategies to be used to accomplish primary engagement goals identified
by World Edge for St. Bede Academy. The purpose of this document is to assist the event organizers in effectively executing this event in order to promote the school and engagement with target publics.
Event Descriptiono Coffee Day will be held in Peru, Illinois, at a local Starbucks coffee shop. Guests will include
recent alumni who are home during Christmas break. This will benefit alumni to stay connected with St. Bede Academy in an informal, relaxed setting. St. Bede Academy will supply coffee and refreshments for alumni. Attending Alumni will be given t-shirts.
Dateo Saturday, December 16, 2016o Starbucks in Peru, Illinois. o 9:30 a.m. – 12 p.m.o Time of event set-up: 8:45 a.m. – 9:30 a.m.
Audience o The primary audience entails all recent and previous graduates of St. Bede Academy.
Number of Attendeeso 8-12 people
Hosts27
o St. Bede Academy one member of staff and alumni relations intern
Cost of Event for Attendeeso Free
Attireo Casual attire
Agenda of Event
8:45 a.m. - 9:30 a.m.o Alumni Relations Intern and staff arrive at Starbucks and reorganize tables and chairs if need be.
9:30 a.m.o Official start of event
9:30 a.m. -10:00 a.m.o Guests arriveo Gather coffee orderso Place order
10:00 a.m. - 11:00 a.m.o Entertainment of guests and sharing high school memories
11: 00 a.m. - 12:00 p.m.o Give out Coffee Day 2016 t-shirts, receive new updated contact information of attending alumni.
Educate guests on the importance of being connected to St. Bede Academy.
12:00 p.m.o Official end of event
12:00 p.m. -12:15pmo Assist in clean-up of event.
Associated CostsSupply Amount Price
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T-shirts 12 $267.75
Coffee 12 47.30
Task Delegations Liaison
o Responsible for sending out e-mails and reaching out to St. Bede Academy alumni about Coffee Day event. This includes reaching out to the St. Bede Academy Alumni Association, using the alumni contact list, and social media to reach out and inform St. Bede Academy alumni of the event. In addition, the liaison will be the only person who contacts alumni to maintain consistency.
Set-up/Take Downo These people are responsible for arriving early to Starbucks, talking to management and setting
up tables and chairs if need be. o After event end returning chairs and tables back to their original location if need be.
Food/ T-Shirtso Taking orders of guestso Responsible for creating order for group o Must save all receipts and give them to whoever is over the budget.o Responsible for giving out t-shirts
Budget o This person is responsible for collecting all receipts and documenting the expenses used for the
event o Must ensure it does not exceed the proposed budget.
Creating the Outline for Evento This person (event coordinator) is responsible for creating a very detailed and thorough outline
of what needs to be done during the day of the event and delegate necessary tasks. o The outline of this event must be completed by December 12, 2016.
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Coffee Day T-Shirts
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