This is my final Event Portfolio for the Mr. and Miss Central State University Coronation 2010 submitted as a part of my Event Management Certificate program at George Washington University.

1. Kellea Tibbs
Portfolio Project
GWU Event Management Certificate Program

2.  The Mr. and Miss Central State University
Homecoming Coronation is a traditional event
that takes place during the Annual CSU
Homecoming/Alumni Weekend in October.
 The purpose of the Mr. and Miss Central State
University Homecoming Coronation is to
showcase to CSU Faculty, Staff, Students,
Families and the surrounding community, the
King and Queen of the campus, elected by their
peers.
 Mr. and Miss CSU undergo a series of leadership
development activities, events, and conferences
and are expected to be the highlight of student
leadership, school spirit, and the ultimate role
models on campus.

3. Why? Who? When? Where? What? How?
Traditional Central State Homecoming Central State 2010 Mr. and Student Affairs
Event, There University (Annually, University, Miss CSU Staff will
has been a Alumni October) main campus Coronation coordinate
Miss CSU since event
1946
It’s an annual Royal Court Thursday of The Paul Homecoming
event that is a members Homecoming Robeson Committee will
significant part Week Cultural & provide a
of Performing portion of the
Homecoming/ Arts Center budget
Alumni
Weekend
Additional Reception, CSU
Coronation Ballroom,
Court Norman E.
participants Ward Student
Center
Faculty/Staff/
Students
Parents/Family

4. Strengths Weaknesses Opportunities Threats
(pre-existing elements) (historical elements) (future predictable factors) (future predictable factors)
Rich tradition of history Budget issues: Share Chance to make University Budget Cuts
for Miss CSU Homecoming Budget connections with
with Student Alumni/Former Queens
Government Association (especially with the
and funding is not Queen’s Luncheon
always enough for event)
Coronation
Support from Faculty/ Risk of student Chance to showcase the
Staff participants becoming positive aspects of
“divas” or developing Student Leadership
negative attitudes
Staff/Helpers/ Chance to bring the
Assistants may not entire campus
always be on board community together
with level of
commitment and work

5.  Brainstorm/Ideas/Creative Process**
 The new Mr. and Miss CSU are elected in April
 Planning for Coronation Begins in May and takes place
throughout the summer; Set the date for the Thursday of
Homecoming Week (October 7, 2010), also set the date for
the Queen’s Luncheon (October 8, 2010)
 Mr/Miss CSU choose an Advisory Committee that consists of
various faculty/staff across campus in addition to the
Coordinator for Student Leadership and the Coordinator for
Student Activities
 We scheduled several meetings with Mr. and Miss CSU, much
like a wedding consultation, in order to brainstorm and
gather ideas about what they want for the Coronation
 We discussed the budget; what was available, constraints,
etc.
 Created subcommittees and assigned tasks
**(See the Miss CSU Advisor Planning Checklist in the Appendix)

6. Human Dimension Financial Political Dimension
Consideration
Mr. and Miss CSU Advisory Board Budget (see copy in Appendix) Properly including the University
(see copy in Appendix) President and Cabinet
Professional Staff Mr. and Miss CSU requests vs. Balancing the needs/wants of
Available Budget Mr. and Miss CSU vs. Advisor
Recommendations
Student Assistants Coronation Book Ads (see ad Including Former Miss CSU
form in Appendix) Queens
Coronation Court Participants
(see copy in Appendix)

7. Organization* Staffing* Production* Budget* Accounts* Timeline* Vendors*
Created Advisor Advisor Create Timeline $10,000 Homecoming Begin planning Entertainment
Checklist Kellea Tibbs (based on Committee April 2010 (post- Unlimited
previous Account pageant) (Backdrop)
year
expenses)
Set meeting dates Advisor Follow up on Planning Crown Designers
for Advisory Marc DeWitt assigned tasks meetings take and Anderson’s
Committee place May 2010- Events (Crowns,
September 2010 Sceptre, Sashes)
Begin weekly Administrative Collect Fast Fashions
summer meetings Coordinator, Coronation and Price Stores
with Miss CSU Sherri Boffman Participant Bios (clothing)
and Ad Forms/
Money by 9/17
Begin assigning tasks Student Finalize and Flower Stop and
Assistants follow up on all Wicklines
tasks by 9/25 (flowers/plants)
Reserve Spaces CSU ROTC (Color Sodexo
Guard) (catering)
Enticing
Melodies (Music)
*See copy of above listed information in Appendix

8. Vendor Item 2010 Expenses
Fast Fashion Tuxedos for Men (8) $825.00
Price Stores Dresses for Women (8) $329.99
Anderson’s Events Tiaras (2), Crown (1) $119.65
Flower Stop Flowers for presentation $150.00
Wicklines Plants for Stage $548.75
Entertainment Unlimited Backdrop for stage theme $1650.00
Sodexo Reception Catering and Queen’s $1060.00 (reception)
Luncheon $339.70 (luncheon)
Enticing Melodies Band for Reception $350.00
Bridal –N-Tux Coronation Gown $274.00
CSU Printing Services Coronation Invitations/Programs N/A
Queen’s Luncheon Invitations/
Programs
Reception Programs
TOTAL EXPENSES: $5647.09

9. Mr. and Miss CSU Administrative
Advisory Committee Vendors
Coordinator
(Sodexo,
Sherri Boffman
Entertainment
Coordinator For Student (Manages all Vendors, Unlimited,
Leadership/Advisor and Reciepts, Budget) Banners Plus,
Chair, Coronation Planning Wicklines)
Commitee
Kellea Tibbs
Student Sodexo
Student Activities Special Guests
Assistants
Coordinator/Co- Catering
Advisor (Greeters, Staff (University President,
Backstage Cabinet, ROTC, SGA,
Marc DeWitt (Reception) Former Queens, etc.)
Helpers, etc.)
Sound
Musicians, Royal Court
Technician Entertainment Participants
Stefon Lane

10.  Production Schedule
 See Event Checklist and Production/Logistics Schedule
in Appendix
 Script
 Script had to be provided for the Master and Mistress
of Ceremony (see copy in Appendix)
 Script had to be provided for the University President
for his role in the ceremony (see copy in Appendix)
 Vendor Agreement
 See Vendor Contracts/Invoices in Appendix
 Site and Floor Plan
 The space used for this event is a stage/theatre
 There is no floor plan available

11.  Unfortunately, there was no formal Evaluation prepared
after this event, however, please see the feedback below:
 Conclusions
 The question of justifying the expenses for an event such as this for
students always remains because it is very much like planning a
wedding and the aftermath of student “egos”, etc. also become an
issue; Is there a balance of student development vs. traditional
extravagance?
 Recommendations
 There is always a question of whether or not we have enough staff
assistance, not only for the Coronation event but for the whole
Homecoming Week of Events that Student Affairs puts together for
students on campus. (There are other events that also take place off
campus for CSU Alumni)
 Benchmarks – N/A
 Key Factors – N/A
 Areas for Improvement
 Staffing and Funding/Budget should reflect the alumni need to see
an extravagant event

12. Strategic Current Deficiency Action Plan
Objective Standing
Better Staffing 2 Advisors and 1 We usually have to Propose that we add
Administrative “solicit” assistance from some Graduate
Coordinator others in our divisional Assistants from a local
area, however, the same graduate program to
level of commitment to assist with Homecoming
the event is not always Week events.
there, although the
campus always expects a
stellar, extravagant
event
Bigger Budget We currently share the Coronation needs it’s Suggest that SGA and
Coronation Budget with own separate budget, as Royal Court do more
the Student Government does SGA. fundraising prior to
Homecoming Budget Homecoming Week; also
that is set aside by the seek corporate
Homecoming Committee sponsorship

13.  Throughout my thirteen year career in Student Affairs, I have always been a default Event Planner, and I enjoy this
role. I have always been the person in a group to take the lead with planning both small intimate activities for
friends as well as with planning larger scale events including: Family Reunions, Weddings, Alumni Events, etc. Also,
here are examples of more recent events/activities I have planned and assisted in planning in my professional
career:
 Designed Student Leadership Development program that included conferences, trainings, workshops, and
retreats at Central State University
 Served as Event Coordinator for the Freshmen Academy, a week-long orientation for freshmen students at
Central State University, Fall and Spring
 Served as Event Coordinator for the African American Student Leadership Conference which included
corresponding with presenters, setting up workshop locations, soliciting student participation and campus
support
 Re-launched the Lionel H. Newsom Student Leadership Institute for freshmen students at Central State
University
 Served as Chief Event Coordinator for two of the largest student events of the year; Homecoming Coronation
and the Mr. and Miss Central State University Pageant
 Served as an Event Coordinator for the annual Career Fair & Luncheon for two years at Central State
 Manage the Student Ambassadors Program, recruiting and training student volunteers for New Student
Orientation
 Served on a 20+ member Homecoming Committee at Central State University for two years, playing an intricate
part in planning the largest annual alumni event on campus
 Served as an Event Liaison with the Enrollment Management (Admissions) Office at Central State University
 Served as Volunteer Coordinator for the Urban Education Conference at Central State University
 Currently serve as President of the Kent State University Black Alumni Chapter coordinating Chapter meetings,
both in person and via conference call, and serve as Event Planner for annual alumni events

14. • During the 5 Phases of Planning the Coronation, I learned the following:
• Research – Although this was my second year planning this event, there are always so many
political and budgetary factors as play when you are planning an event at an HBCU
(Historically Black College and University) and you have to learn to navigate all of this very
carefully.
• Design – This is a very important aspect for an event of this scale and magnitude. The most
important aspect is to be organized and for everyone to know that you are the lead planner
and that you know what you are doing. When a new person enters the scene to take on a very
traditional event, there are always people ready to put in their two cents, so you have to be
prepared, friendly, and open to feedback/input.
• Planning – Because Homecoming is such a major event across the spectrum of traditions of the
HBCU campus, it is important to pay attention to timelines for ordering from vendors as well
as how to navigate the establishment of relationships on campus such as the maintenance and
moving staff, catering, and other “high profile” faculty/staff.
• Coordination – As a coordinator, it is very important, with an event like Coronation, to make
sure you allow yourself enough time to manage each aspect of the event, as well as to make
sure you follow up, frequently, with those to whom you have assigned tasks to.
• Evaluation – Unfortunately, there was never any formal evaluation process in place for this
event because the event had exchanged hands so many times. I will be sure to make a
recommendation to add an evaluation for next year.

15.  Areas for Improvement:
 Planning a Coronation is very much like planning a wedding and an area of
improvement for me would be to make sure I have enough reliable staffing,
especially during the planning stages and utilize more of the students who are
interested in Hospitality and Event Management.
 In my current position, I’m charged with managing several projects at once. In
the future, I would make a request to my supervisor to allow me to only focus on
Coronation for the months of August and September, and request that some of
my other responsibilities be divided between myself and other colleagues in
order for me to devote time to and plan the Coronation properly.
 Future Plans:
 Education: Once I complete my Event Management Certification, I plan to
further my education by pursuing an MBA, an MFA (Mater of Fine Arts in Creative
Writing), and Master’s in Art History. I believe that these degrees will assist me
in making a better connection with the types of events that I like to plan (i.e.,
artistic, literary, networking events.)
 Professional Connections: I also plan to join professional associations and
organizations for event planners as well as to expand my presentation skills
 Entrepreneurship/Business: I plan to re-enter the world of independent event
planning to increase my experience in weddings, artistic events such as festivals,
book/literary fairs, educational programs for students, etc.

16.  Appendix A: Planning Documents (emailed in a PDF Document titled: Appendix A)
 Mr. and Miss CSU Advisor Planning Checklist
 Mr. and Miss CSU Advisory Committee Roster
 Coronation – Checklist/Task Assignments/Logistics/Timeline
 Coronation Participant Biographical Information Form
 Coronation Court Student Participant Excuse Letter (For Classes)
 Coronation Program Book Advertisement Information/Guidelines Form
 Ads Collected Spreadsheet
 Mr. and Miss CSU Coronation 2010 Program
 Coronation Reception Program
 Miss CSU Queen’s Luncheon 2010 Planning Outline
 Miss CSU Queen’s Luncheon 2010 Letter to Former Queens
 Script for University President
 Script for Master and Mistress of Ceremony
 Appendix B: Vendor Documents (emailed in a PDF Document titled: Appendix B)
 Vendors Contracts/Invoices
 Appendix C:
 Mr. and Miss CSU Coronation Invitation (see Powerpoint Slide #19)
 Miss CSU Queen’s Luncheon Invitation (see Powerpoint Slide #20)
 Appendix D:
 Coronation Photos (see Powerpoint Slide #21)
 Practicum Hours Forms (PDF Document titled: Practicum Forms KTibbs)

17.  Ihereby affirm that the work contained in
this portfolio is my original work and that I
had a significant role in the research,
planning, design, coordination, and
evaluation of this event.
Sincerely,
Kellea Tibbs
April 30, 2011