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Group 5
Keith Baley
Paige Hammond
Brandon Noble
Tyler Russell
To develop a successful promotional plan to implement at a Men’s Ice Hockey Game.
To increase attendance of non-hockey fans to a Men’s Ice Hockey Game
Have spectators bring teddy bears to the Men’s Ice Hockey game on December 4, 2015.
Print 50 t-shirts to give out to the participants of the Teddy Bear Toss by December 3, 2015.
Advertise via e-mail and social media for the Men’s Ice Hockey game starting November 16 and
via flyers on November 30.
Date of promotion: Friday 12/4/15 7:00pm
Game during which the promotional activity will be held: Men’s Ice Hockey v. Fredonia
Sponsors and prize to be awarded to victor: Mark’s Pizzeria and Summit Federal Credit Union will
sponsor the t-shirts for the promotion. These t-shirts will be handed out to spectators who bring in a
teddy bear for the Teddy Bear Toss.
Description of Promotional Activity: The Teddy Bear Toss will require spectators to bring in teddy
bears to Men’s Ice Hockey game on December 4. Those who bring in a teddy bear will be given a t-shirt
(See t-shirt design below). The spectators will throw the teddy bears on the ice after the first period of
the hockey game. The hockey players will collect all of the teddy bears to donate to the Upstate
Golisano Children’s Hospital. Some representatives and children from the hospital will be invited to the
game.
T-shirt
Promotion Group Designated Responsibilities
Keith Baley – Hospitality and Contingency Manager
Pre-event
Think of potential problems and contingencies
Provide Photo Release Form
During event
Take care of the needs of the guests from Upstate Golisano Children’s
Hospital, Mark’s Pizzeria, and Summit Federal Credit Union
Refer to contingency plan if any problems arise during the event
Paige Hammond- Facilitator and Evaluator
Pre-event
Create and implement Organizational Plan
Put together pieces of Promotional Plan
During event
Provide supplies for the event
Make sure staff is aware of their roles
Make observations of the event and how it can be improved for the future
Brandon Noble- PA Script Specialist
Pre-event
Prepare scripts
During event
Check in with PA announcers
Keep PA announcements running on schedule
Implement PA Script Contingency if necessary (Contingency Plan #4)
Tyler Russell- Public Relations, Advertising and Social Media Expert
Pre-event
Letters to Sponsors
Design t-shirts
Advertising
During event
Make sure event runs smoothly
Update social media (Facebook, Twitter, Instagram) as the event is going
on
Memo
For the production meeting
hand out personalized Staff
Responsibilities Sheet,
Operational Plan, and necessary
diagrams.
Memo
E-mail and phone
number are only
necessary if the t-
shirts do not arrive
in time.
Staff Designated Responsibilities
Promotion Table Workers
Use sign-in sheet to keep track of who brings in a teddy bear (See sheet
below)
Hand out t-shirts and Mark’s Pizzeria coupons to the participants
After the 1st period ends work as security
Ushers
Direct Upstate Golisano Children Hospital/Mark’s Pizzeria/Summit Federal
Credit Union guests to their seats
Make sure participants in the Teddy Bear Toss do not stand behind the
nets around the rink when they throw the teddy bears
Promotion Sign-In Sheet*
*The promo group will be the
only ones helping the hockey
players collect the teddy
bears to decrease the risk of
someone falling on the ice.
C.P. # = Contingency Plan #
(See Contingency Plan
Section)
Operational Plan: Teddy Bear Toss
5:30 PM Promo group will show up to the Hockey rink
Start setting up promotion table/getting supplies organized
Talk with coaches of teams/event manager/announcers
Reserve seats in rink for Upstate Golisano Children’s Hospital/Mark’s
Pizzeria/Summit Federal Credit Union guests
Supplies: (1) Table
(1) Sign for promotion table
Tape
(50) T-shirtsC.P.# 5
Mark’s Pizzeria coupons
Information brochures on Upstate Hospital
Promotion sign-in sheet
Pens
(12) Reserved signs
(5) Extra teddy bears
5:45 PM Event staff/volunteers arrive sign staff in
Staff needed: (2) table, (2) ushers
5:55 PM Meeting with volunteers/staff
6:00 PM Promotion table start handing out shirts/coupons/brochures
6:30 PM Check with all staff to make sure everyone understands their role
See how many people have signed up for promotion
6:40 PM Pre-game script*
6:45 PM Have Upstate/Mark’s Pizzeria/Summit guests arrive
Important: 12 comp tickets*
7:00 PM Game starts
20:00 1st period
15:00 In-game script*
6:00 Anytime under 6 minutes: Pre-promotional script*
5:00 Gather staff needed
Check with promotion table on number of participantsC.P. # 3
Move promotion table workers to security
0:00 1st period ends
15:00 Pre-promotional script*
Remind hockey players/head to Zamboni entrance
Supplies: Trash bags
14:20 Instructional script*
13:45 Have participants throw teddy bears on the ice
*12 Comp tickets:
(2) Mark’s Pizzeria Guests
(2) Summit Federal Credit
Union Guests
(2) Upstate Hospital
representatives
(6) Two children from the
hospital with 2 family
members each
A list of names will be
provided to the tickets
table.
*Include sponsor
scripts at breaks
in the period
*Include sponsor
scripts at breaks
in the period
13:00 Players/promo group collect bears in bags*
11:00 Post-promotional script*
Get staff off ice
0:00 Intermission ends, move ushers to security positions
20:00 2nd period*
5:00 Instructional script*
Round up Upstate/Mark’s Pizzeria/Summit guests
0:00 2nd period ends
15:00 Post-promotion script*
14:30 Get guests on the ice
13:45 Pre-promotion script*
Present bag(s) of teddy bears to hospital
13:00 Hospital talks
12:30 Gather everyone for a picture (guests, players)
Supplies: camera
11:30 -11:00 Post-promotion script*
Everyone off the ice
0:00 2nd intermission ends
20:00 3rd period starts*
Announcements throughout thanking Mark’s Pizzeria/Summit
15:00 Post-promotion script*
0:00 Game ends
Post-game script*
Post-game
Thank hospital guests/Mark’s Pizzeria/spectators
* Have guests take extra t-shirts home with them
Offer to help load teddy bears
Scripts*
Lead-up Script Start using at events after November 11
“We are hosting the first Cortland Cares Teddy Bear Toss on Friday, December 4th at 7pm against Fredonia to benefit Upstate Golisano Children’s Hospital with help from our loyal sponsors Mark’s Pizzeria and The Summit Federal Credit Union. Bring a teddy bear and you will receive a free t-shirt.”
Pre-game Script After warm-ups (Around 6:40 pm)
“Welcome to the SUNY Cortland Men’s Ice Hockey game versus Fredonia. Tonight’s Teddy Bear Toss sponsored by Mark’s Pizzeria and Summit Federal Credit Union will be in support of the children at Upstate Golisano Children’s Hospital. We have special guests from the hospital joining us for tonight’s game.”
In-game Script 1st Period: After 15:00 minute mark
“At the conclusion of the first period, we will have our Teddy Bear Toss brought to you by Mark’s Pizzeria and Summit.”
Sponsor Specific Script 1st Period: Stoppage in play
“If you’re looking for a warm and delicious meal after the game, head down to Mark’s Pizzeria on Main Street after the game, they’ll treat you like family.
Sponsor Specific Script 1st Period: Stoppage in play
“The Summit Federal Credit Union has many convenient locations including right here on campus and provides flexible plans to help you skate through the holidays with extra cash in your pocket.”
Pre-promotional Script 1st Period: After 6:00 minute mark
“Don’t forget to stick around at the end of period as the Teddy Bear Toss will take place. You don’t want to miss your chance to throw your stuffed animal onto the ice for a great cause!”
Pre-Promotional Script: 1st Intermission: 15:00 minute mark
“It’s time for the Teddy Bear Toss brought to you by Mark’s Pizzeria and Summit Federal Credit Union. Get your teddy bears ready!”
Instructional Script 1st Intermission: 14:20 minute mark
“Okay fans, get in position to toss your teddy bears on the count of 3! 3…2…1…toss!”
Post-promotion Script 1st Intermission: 11:00 minute mark
“We’d like to thank all who participated in making this year’s Teddy Bear Toss a success! Special thanks go out to the Cortland Red Dragon community, Mark’s Pizzeria, The Summit Federal Credit Union, and our wonderful friends from Upstate Golisano Children’s Hospital.”
Sponsor Specific Script 2nd Period: After 15:00 mark
“If you’re getting hungry and looking for a place to warm up, head on down to Mark’s Pizzeria after the game, they’ll treat you like family.”
Sponsor Specific Script 2nd Period: After 10:00 mark
“In search of a convenient bank to call your own, The Summit Federal Credit Union is the place to go, with many locations including downtown Cortland and right here on campus, their flexible plans can help you skate through the holidays with extra cash in your pocket!”
Instructional Script 2nd Period: After 5:00 mark
“If our friends from Upstate, Mark’s Pizzeria, and The Summit could meet our event staff up behind the Cortland bench, we will prepare for the presentation of teddy bears at the end of the period.”
Post-promotion Script 2nd Intermission: 15:00 minute mark
“As everyone gathers on the ice, we’d like to thank once again everyone who participated in our Teddy Bear Toss and helping to put smiles on many children’s faces this holiday season.”
Pre-promotion Script 2nd Intermission: 13:45 of intermission
“At this time, we will be handing over all of the stuffed animals collected tonight to Upstate Golisano Children’s Hospital, they will be soon distributed to children who are in need of a little gift these holidays. We couldn’t do it without help from Cortland Athletics, Mark’s Pizzeria, and The Summit Federal Credit Union.”
Post-promotion Script 2nd Intermission: 11:00 minute mark
“Please give a round of applause to everyone involved in this year’s Cortland Cares Teddy Bear Toss!”
Post-promotion Script 3rd Period: After 15:00 mark
“We’d like to thank one more time our friends from The Summit for their involvement, please visit their many convenient locations to learn more about what they can do for you.”
Sponsor Specific Script 3rd Period: After 8:00 mark
“The end of the game is getting closer and that means it’s almost time for you to visit Mark’s Pizzeria on Main Street for a post-game meal with friends and family!”
Post-game Script End of Game
“Thank you everyone who came to support tonight’s Cortland Cares Teddy Bear Toss and we can’t wait to see everyone back for next year! Get home safe after your stop at Mark’s!”
Potential Problems and Contingency
Problem: Bad weather may affect driving and attendance or even cancel the game
*Contingency Plan 1: The promotion will be rescheduled for the next home game on Saturday, December 5th against Buffalo State.
Problem: No volunteers or very few show up
*Contingency Plan 2: The promotion group will be able to handle all aspects of the event easily. One of the group members can be stationed at the promotion table and the others can walk around keeping an eye on everything.
Problem: People do not bring teddy bears.
*Contingency Plan 3: The promotion group will bring five extra teddy bears and then donate the t-shirts to the Upstate Golisano Children Hospital. The group will hand out the extra teddy bears randomly to some spectators and have them throw the bears on the ice.
Problem: There may not be enough stoppages in play to get all the scripts in.
*Contingency Plan 4: The scripts will be prioritized based on importance and some of the scripts can be condensed to fit in one spot.
Problem: The t-shirts are not ready in time.
*Contingency Plan 5: There will be a sign-in sheet at the promotion table where names, phone numbers, and e-mails will be taken down so that t-shirts can be given to the participants at a later time. We will have Mark’s Pizzeria coupons to hand the participants in addition to the t-shirts.
Diagrams
Rink Layout
Lobby
PROMOTION SIGN
Promotion Sign
Brochure (Outside)
Brochure (Inside)
Reserved Signs
Advertisements
Facebook and Instagram will be the main social media outlets for this event. We will also provide
updates on the Twitter page as the event goes on.
We will enlist the help of the Sport Management Club and the Red Army to increase awareness
of the event.
Memo
We can coordinate with the Upstate
Instagram and Facebook to get
information about the families that will
be attending the game to the public. It
may help increase interest in the cause.
Memo
These flyers will be hung
around campus. An electronic
version of the flyer will be
created to send out through
the campus e-mail.
Flyers
Sponsor Ask Letter: Mark’s Pizzeria
P.O. Box 2000
Cortland, New York, 13045
November 2, 2015
Mark’s Pizzeria
105 Main Street
Cortland, NY 13045
To Whom It May Concern:
On December 4, 2015, there is a SUNY Cortland Men’s Ice Hockey Game against Fredonia. This event will
showcase a Teddy Bear Toss where spectators will bring in teddy bears to donate to the Upstate
Golisano Children’s Hospital. In order to draw a large crowd, we will be printing shirts that say Cortland
Cares for those who donate a teddy bear. This event will be the perfect stage to do something for the
community. College students cannot resist anything free so providing free t-shirts at the game should
ensure that a college crowd will attend.
In order to produce the best free t-shirt we were looking at sponsors to split the cost. All we are asking
from Mark’s Pizzeria is for a $270 donation and a stack of coupons that we can hand out at the game.
We will put the business logo on the back of the t-shirts. We also will throw in two comp tickets for the
game, so that Mark’s Pizzeria representatives can present the teddy bears to the hospital. There will also
be sponsor mentions throughout the game. We have used Mark’s Pizzeria in the past and would
appreciate partnering with you for this event. Your business is respected in the community and we will
make sure to treat you like family during the game.
If you are interested in this opportunity please get back to us no later than November 16, 2015. Feel free
to send any questions or concerns our way. Thank you for your time and consideration.
Sincerely,
Cortland Event Management Staff
Sponsor Ask Letter: Summit Federal Credit Union
P.O. Box 2000
Cortland, New York, 13045
November 2, 2015
Summit Federal Credit Union
143 Main Street
Cortland, NY 13045
To Whom It May Concern:
On December 4, 2015, there is a SUNY Cortland Men’s Ice Hockey Game against Fredonia. This event will
showcase a Teddy Bear Toss where spectators will bring in teddy bears to donate to the Upstate
Golisano Children’s Hospital. In order to draw a large crowd, we will be printing shirts that say Cortland
Cares for those who donate a teddy bear. This event will be the perfect stage to do something for the
community. College students cannot resist anything free so providing free t-shirts at the game should
ensure that a college crowd will attend.
In order to produce the best free t-shirt we were looking at sponsors to split the cost. All we are asking
from Summit Federal Credit Union is a $270 donation. We will put the business logo on the back of the
t-shirt. We also will throw in two comp tickets for the game, so that Summit Federal Credit Union
representatives can present the teddy bears to the hospital. There will also be sponsor mentions
throughout the game. Summit Federal Credit Union is a respected business in the community and we
would love to partner with you for the event.
If you are interested in this opportunity please get back to us no later than November 16, 2015. Feel free
to send any questions or concerns our way. Thank you for your time and consideration.
Sincerely,
Cortland Event Management Staff
Sponsor Thank You Letter: Mark’s Pizzeria
Sponsor Thank You Letter: Summit Federal Credit Union
Hospital Letter
P.O. Box 2000
Cortland, New York, 13045
November 2, 2015
Upstate Golisano Children’s Hospital
1 Children’s Circle
Syracuse, NY 13120
To Whom It May Concern:
On Friday, December 4th, there will be a SUNY Cortland Men’s Ice Hockey game and we were interested
in doing a Teddy Bear Toss promotion where all the teddy bears would be donated to your hospital. We
know how much you care for the children at your hospital and would love to help support families in
need. We would like to invite you to the game where we will present you with the teddy bears. We will
provide comp tickets for two hospital representatives and two children with two of their family
members.
If you are interested in this opportunity please get back to us no later than November 16, 2015. Feel free
to send any questions or concerns our way. We would love to donate the teddy bears to your hospital in
support of a great cause!
Sincerely,
Cortland Event Management Staff
