Lorem Ipsum Dolor [Insert Date]

Amber Davila

Casey Fick

Emma Herschman

Taylor Khan

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The Invite In hac habitasse platea dictumst.

A. Proin tristique.

B. Curabitur.

(item # XXXX) $000.00

(item # XXXX) $000.00

C. Praesent ante.

A

B

C

EVENT INVITATION

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TARGET AUDIENCES

For this event we have targeted kids under the age of 12 years of age. We feel that these are the kids that still enjoy some simple fun summer activities that we are providing and will bring their friends along to have a fun day together. We are going to be promoting different after school activities as well which we feel that our target audience is really looking to get involved in. A parent or legal guardian is required to be present for all activities. Children under the age of 5 may be eligible for the day care center that is provided by the YMCA.

A B

D C

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A B C

D E F

Message & Objectives

Promote After School Activities

An information desk with the different activities that the YMCA holds, trying to get kids of all ages involved in their programs

Friendships and End of Summer

Fun We want to make sure that this event is one last fun day before the start of school, promoting new friendships among many different groups of kids.

Endorse Membership

This event will also be a great opportunity to get people to want to apply for membership to the YMCA. With incentive from our entrance fee being 10 dollars for non-members and only 5 for registered members

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Event Description

The End of the Summer Bash is a chance for kids of all ages to get involved in a wide variety of fun activities. Ithaca strives to help people succeed which is why the student's at Ithaca College will be volunteering to help kids get involved and find out which activities they enjoy most. There will be plenty of games and activities for kids to participate in and for the kids who aren’t interested in athletics there will be arts and crafts activities offered as well. We are expecting 200 attendees and their parents to participate in this summer fun event. This event will be indoor as well as outdoor event, utilizing the YMCA gym and outdoor playground area. The outdoor area will have three tents outside two for food and one will be for arts and crafts activities. There will be food catered from the local Wegmans and we will have the Ithaca College student-cooking club sponsor some fun DIY activities courtesy of Pinterest.

Date & Time Saturday August 21st

2015, 12:00om -5:00om

Price: $5.00 fee for YMCA

members $10.00 for non-

members

Location: YMCA Tompkins

County, 50 Graham Rd W, Ithaca, NY 14850

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Indoor Activities

Activities

Outdoor Activities

Red Circle: Floor Activity Green Pentagon: Drinks/Resting Table Blue Rectangle: Arts and Crafts Red Rectangle: Registration Purple Circle: Stage/Announcer

Indoor Activities:

Some activities that will be held indoors will be things such as basketball dribbling game, corn holes, we will have dance party activity, duck duck goose, limbo, Musical Chair etc. We feel that the indoor portion of the event will be more of a relaxing atmosphere while the outdoor portion will have the more intense activities.

Tent for arts and crafts that include paint or are messy Tent for food buffet Tent to with tables and chairs to sit and eat Water activities:

• Sponge relay • Water balloon race • Slip n slide (3 stations) • Baby Pool, catch the ducks

Kick ball game Three-legged Race Potato Sac Race Hula Hoop Contest Rock Painting Obstacle Course Tag

Indoor Activities:

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Food & Beverage

The YMCA currently has a partnership with Wegmans who gives them good deals on catered events. Therefore for this event we have gone through Wegmans. We plan to serve lunch at this event for all attendees. The food that we choose to serve is food that we feel the children attending will enjoy while also keeping in mind the healthy eating requirements that the YMCA would like to portray. Some of the foods we have included in our budget are

• Fruit Trays • Veggie Trays • Finger Sandwiches (PB&J included for vegetarian although kept separate for

allergy purposes) • Chicken bites, these will be monitored by a volunteer, we will be placing them at

the end of the buffet line with a volunteer only serving 3 at a time considering they are a more expensive food choice.

We also plan for IC food for thought baking us a delicious treat for desert. We plan to promote them at our event for their help. We also plan to give them $200 dollars to make the dessert and also put towards their organization For snacks that will be served throughout the event we are going to have a running popcorn machine under one of the outside tents. We want the popcorn to be unsalted and unbuttered with a volunteer at the at popcorn station adding the toppings that you would enjoy. We hope that this allows the fun of creating ones own popcorn flavor while also giving children the option of unbuttered, or unsalted if preferred. In our budget we have also included a bulk purchase of fruit snacks that we will be giving away as prizes if needed. For beverages we wanted to only offer healthy options, therefore we decided that we are going to have water coolers spread throughout the event, along with the water fountains inside the gym and we also decided to spend some money on fruit juice boxes to be served during lunch.

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Risks/Concerns

Since our event is a back to school celebration we thought it would a fun idea to include a running raffle. Creating about six different back to school gift baskets we will give each child in attendance a ticket to put in their favorite gift basket.

When dealing with an event with a lot of physical activity and small children, one of the biggest concerns is safety. We plan to prep our volunteers to ensure that children are playing safe and not putting themselves or others at risk during our event. We are going to take precaution to make sure the parents in attendance are be cautious of any allergies, whether its food or other during the event. We are also going to be cautious about too much exposer to the summer sun, providing sunscreen and water throughout the event so kids are comfortable and safe.

Raffles

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Resources

Wegmans- http://wegmans.richfx.com/catalog_wegmans/Winter15Ent/index.aspx http://www.peninsulaparty.com/Popcorn.html http://www.vminnovations.com/Product_70291/Bestway-Triple-Slider-52200E.html?rd=gpf_70291&utm_source=ShoppingBranded&gclid=CISU8v6UjcUCFUlo7AodbSMAZw http://www.samsclub.com/sams/search/searchResults.jsp?searchCategoryId=all&searchTerm=juice%20boxes&fromHome=no http://www.jansport.com/shop/en/jansport-us/backpacks/all-backpacks#facet%5B%5D=price_USD%253A%2528%257B*%2B45%257D%2B45%2529&beginIndex=0 http://www.target.com/p/roaring-spring-marble-cover-wide-rule-composition-book-9-3-4-x-7-1-2-100-pages/-/A-17191367#prodSlot=medium_1_5&term=compostition+notebooks http://www.target.com/p/yoobi-24ct-no-2-pencils-multicolor-design/-/A-15103752#prodSlot=medium_1_1&term=pencils http://www.target.com/p/crayola-washable-markers-conical-point-tropical-colors-8-set/-/A-17133975#prodSlot=medium_1_14&term=markers http://www.target.com/p/crayola-classic-color-pack-crayons-tuck-box-24-box/-/A-16941562#prodSlot=medium_1_2&term=crayons http://www.target.com/p/fivestar-pencil-pouch/-/A-15118390#prodSlot=medium_1_21&term=pencil+case http://www.target.com/p/prehistoric-mammals-coloring-book-paperback/-/A-13822114#prodSlot=medium_1_77&term=educational+coloring+books http://www.partycity.com/product/caribbean+plastic+table+cover+54in+x+108in.do?refType=&from=Search&navSet=plastic%20tablecloths&bypass_redirect=1 http://www.partycity.com/product/caribbean+paper+cups+9oz+20ct.do?refType=&from=Search&navSet=paper%20cups&bypass_redirect=1 http://www.partycity.com/search.do?query=paper+plates http://www.partycity.com/search.do?query=napkins http://www.target.com/p/bounty-select-a-size-paper-towels-white-8-huge-rolls/-/A-15258543#prodSlot=medium_1_11&term=paper+towels http://www.grainger.com/product/5HXD6?gclid=CNCzvP3GjcUCFWPl7AodEhoAEw&cm_mmc=PPC:GOOGLEPLAC-_-Hand%20Tools-_-Masonry,%20Concrete%20and%20Tile%20Tools-_-5HXD6&ef_id=VF2LpgAAAEV6i-dQ:20150423231406:s

http://www.target.com/p/bucket-orange/-/A-15115881#prodSlot=medium_1_2&term=buckets

http://www.walmart.com/ip/Sportime-Deluxe-Hula-Hoop-Set-36-Diameter-Multiple-Colors-Set-of-12/39068582

http://www.michaels.com/snazaroo-ultimate-party-pack-face-painting-kit/10203736.html#start=4

http://www.michaels.com/M10432469.html?dwvar_M10432469_color=Multi#q=construction+paper+pads&start=1

http://www.michaels.com/10071426.html#prefn1=refinementColor&q=feathers&prefv1=Multi&start=8

http://www.michaels.com/creatology-chenille-stems-neon/10184407.html#q=pipe+cleaners&start=5 http://www.target.com/p/avery-6-count-glue-stick-clear/-/A-14701529#prodSlot=medium_1_4&term=glue+sticks

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Budget

“The YMCA is having their first annual, End Of Summer Bash and you are invited! Bring the family along to celebrate the end of a wonderful summer season and start of a great school year. Food, games, prizes, and much more, including a special performance by the ICircus who will bring their best tricks and flips! You can also get a first glimpse at all the fun afterschool programs the YMCA provides for you and your kids. To RSVP or for more information about price and activities, you can visit ithacaymca.com, or call (607.257.0101). See you there!”

Total Cost of Event: $1,667.00

Volunteers For this event we feel that it is important to have active volunteers helping with the many different aspects of this summer event. We plan to advertise for volunteer’s ages 16 to 25 through our radio advertisement and be reaching out to high school and surrounding college students that may be members of the YMCA or looking to get volunteer hours for course work or a resume. We are hoping to get a response from about 50 people who say they would like to volunteer in the expectance that about 30 will show up on the day of.

We are going to ask that volunteers where sold color t-shirts and we will be giving them nametags to wear so they can be easily identified by attendees. Some of the duties that the volunteers will be asked to help with are…

• Set up of all activities, crafts, and food • Watching to make sure kids are being safe and responsible when they

play, to stop any bullying or fighting that may occur • Distribution of food and prizes • Clean up at the end of the event

RICK

Sara

Event Timeline

7:30am

12:00pm

5:15pm

Set up: Putting up tents, setting up activities, and debriefing volunteers on responsibilities.

Event Begins!

4:30pm

Food out for public and will be out all day for people to snack on.

12:30pm

Activities running all day long

Wind down, wrap up of activities, and start putting away food.

Cleanup

Evaluation

We will be able to evaluate the success of this event through many different outlets. The first being the number of attendees, we are hoping to have 200 children participating in the event. We will also be able to evaluate success through the number of membership sign ups we attain, and the number of sports/after school activities parent’s signs their kids up for at our event. We want to promote the YMCA as a place where kids can have fun with friends while also learning to be activity and live healthy lifestyles. There will also be a feedback form for parents to fill out at the end of the event. We feel that this is important to have considering it is the first event size/type that we are holding.