Partnered with a local chapter, organizing first ever 200-person family fun carnival. Duties included program design, staffing, budgeting, soliciting donations, volunteers and sponsorship, and coordinating and decorating event within a strict seven-week time frame.

1. Boys & Girls Club Carnival
March 3, 2018
Boys & Girls Club of South San Luis Obispo County
Agency Supervisor: Rebecca Britton
Celine Croft, Calvin Cruz, Elsie Lamo, and Mikayla Myers

2. 1
Table of Contents
Program Title​ (Mikayla) 2
General Mission and Programming Philosophy of the Agency​ (Elsie) 2
Boys & Girls Club of South San Luis Obispo County’s mission statement reads: 2
Boys & Girls Club program philosophy and vision is to: 2
Target Population​ (Mikayla) 2
Program Goals​ (Elsie) 3
A. Program Design Goals: 3
B. Two Participant Performance Outcomes: 3
C. Primary Planning Objectives: 3
Program Description​ (Celine) 3
A. ​Program Description: 3
B. Schedule of day's activities: 4
C. Animation Plan 5
Management Plans: Staffing Requirements and Assignments​ (Calvin) 6
A. Management Plans: 6
B. Assignments Guidelines: 7
C. Leadership Guidelines: 8
Facilities Needed​ (Mikayla) 8
Equipment and Supplies Needed​ (Elsie) 9
Sponsor​ (Calvin) 13
Registration Process​ (N/A) 14
Risk management​ (Mikayla) 1​4
A. Pre-event safety precautions: 1​4
B. Day of the event emergency procedures: 1​4
Promotional plan​ (Elsie) 15
Financial plan​ (Celine) 1​6
Other issues as appropriate for the program​ (Elsie) 17
Appendix​ (Celine, Calvin, Mikayla, Elsie) 18
PSA 18
Promotional Flyer 19
Wishlist 2​1
Email to Sponsors 2​2
Thank You Letter to Sponsors 2​3
Experience Program Design Evaluation​ (Celine, Calvin, Mikayla, Elsie) 2​4

3. 2
Program Title
The Boys and Girls Club Carnival will take place on Saturday March 3​rd​
, 2018 at the Boys and
Girls Club of South San Luis Obispo County located in Oceano, California. A variety of
carnival games will be offered, including a ring toss, a ball throwing game, a disk game, and
many others. Food and beverages will also be available for purchase. Along with the many
carnival games, temporary tattoos will be offered, and everyone will have the option to
participate in large group activities that will take place throughout the Boys and Girls Club
Carnival.
General Mission and Programming Philosophy of the Agency
Boys & Girls Club of South San Luis Obispo County’s mission statement reads:
“To enable all young people, especially those who need us most, to reach their full
potential as productive, caring, responsible citizens.”
Boys & Girls Club program philosophy and vision is to:
“Provide a world-class Club Experience that assures success is within reach of every
young person who enters our doors, with all members on track to graduate from high
school with a plan for the future, demonstrating good character and citizenship, and
living a healthy lifestyle.”
Target Population
A. The target audience for the Boys and Girls Club Carnival includes elementary school aged
youth (ages 5-12) and their families. While the elementary school aged youth are the primary
target audience, their parents and siblings will be encouraged to participate as well.
B. Because the target population is youth aged 5-12, volunteers need to be fun, engaging, and
excited to be there in order to keep the young participants engaged while they are playing all of
the games. Also, the games will be simple and straightforward enough for this age group to
understand without overwhelming them with a number of rules and instructions. A variety of
games will be provided in order to minimize the chance of boredom and to ensure that the youth
are provided with plenty of options to choose from for their maximum enjoyment.
C. One benefit that the program will offer the target participants is providing a fun and
engaging carnival experience that they can enjoy with their families. Another benefit that the
Boys and Girls Club Carnival is offering is the chance to make friends and play with other youth

4. 3
in an outdoor setting rather than spending the day indoors at home. Further, the carnival will
provide an opportunity for families to spend quality time together. The program will be of
interest to participants because it provides many different games for them to play along with the
chance to win prizes for the price of a few pennies.
Program Goals
A.​ ​Program Design Goals:
1) To provide an opportunity for elementary aged youth and their families to socialize and
interact with their family members and their peers in an engaging and safe environment.
2) To provide a healthy means of competition and skill building through a variety of
interactive and challenging carnival games and activities.
3) To make enough money to cover expenses while keeping prices affordable for low income
families during the four hour event.
B. Two Participant Performance Outcomes:
1) By the end of the carnival, youth involvement will be measured by their participation in
the carnival games and the possession of at least 3 prizes.
2) Participants will leave with a sense of satisfaction after enjoying a safe, affordable, and
fun day amongst family and friends which will be recognizable by ten positive feedback
postings on the Boys and Girls Club’s facebook page.
C. Primary Planning Objectives:
1) Receive funding and food donations from three or more of the following: Walmart,
Costco, Smart&Final, Food4Less, Grocery Outlet, California Fresh Market, Lions Club,
Rotary Club, or Kiwanis Club.
2) Purchase food and supplies for the carnival in order to serve lunch during the event.
3) Create a minimum of 15 activity stations in order to provide a variety of activities to keep
each youth occupied and engaged.
4) Recruit a minimum of 15 volunteers, one for each activity station, for the day of the
event.
5) Order enough prizes for carnival games for each youth to receive at least 3 prizes.
Program Description
A. Program Description:
The program will be a social event and is structured as an open house and participants
can come in on a drop in basis. The event will be composed of the following elements.
1. Games: Participants will be able to participate in 12 carnival games which will offer
the chance to win tickets. The carnival will have on the edge coin toss where participants

5. 4
will try to throw a coin onto the ledge. There will be a bottle ring toss where players
attempt to get a ring on the top of the bottle and a game where participants spin a wheel
for tickets. Also there will be a game where participants drop a disk and get the number
of tickets that correspond with the pocket the disk lands in. the carnival will have a pie in
the eye toss and corn hole. There will also be a game where participants drop a penny in
an egg carton. Finally the carnival will have ladder toss and bottle bash. Each game will
be ran by a volunteer who will collect money and distribute tickets.
2. Activities: There will be activities during which participants will be able to participate
against each other for the chance to win a prize. There will be a hula hoop competition to
see who can hula hoop the longest. There will also be a clown who will perform every
half hour.
3. Food: There will be hot dogs and chips each for $1 as well as lemonade and water.
Food will be available starting at 11am until either 2:30pm or until supplies run out.
There will be 200 hot dogs available and at least 240 water bottles. The food will be
prepared by volunteers.
4. Raffle and Prizes: Participants will be able to use tickets to select prizes or enter for a
chance to win multiple raffles. There will be a prize booth featuring prizes that range
from a price of 1 to 50 tickets. There will be prizes such as individual candy pieces,
erasers, stickers, and more toys. Up for raffle there will be 5 larger toy packages: 2 for
boys, 2 for girls and one gender neutral. Participants will be able to use tickets either at
the prize booth or they can put as many tickets as they want in the raffle. The raffle table
will be overseen by one volunteer and the raffle will be at the end of the event and
participants must be present to win.
B. Schedule of day's activities​:
8:00 a.m.
Meet at Boys and Girls Club in Oceano to set up the event.
Streamers, balloons, and a photo booth will be set up. The food
will be prepared and all of the games will be set up. This will be
the event group as well as any volunteers who are available
earlier.
10:30 a.m.
Team of volunteers show up; introduce them to the event/give
instructions about each activity station.
11:00 a.m.
Event begins, food is ready, games are open and the clown
provides some entertainment.

6. 5
12:00 p.m.
The games will stop in order to have the hula hoop contest. The
clown does an activity and the games are opened back up.
1:00 p.m.
A prize will be raffled off.
2:00 p.m.
Another prize will be raffled off.
2:30 p.m.
The food area will be taken down and cleaned up.
3:00 p.m.
The last prize will be raffled off and games will begin to be closed
down and cleaned up.
4:00 p.m.
Everything will be cleaned up and put away and the area will be
left the way it was found.
C. Animation Plan
F1.

7. 6
A. Participants enter the carnival area are greeted by volunteers.
B. Courtyard decorated with streamers and balloons.
C. Participants fill out cards to guess jelly beans in the jar. Carnival games for participants to
play. Face paint and tattoos available. Photo station for pictures. Food
D. No one allowed in the courtyard unless they are using the bathrooms or a volunteer.
E.
F.
F2.
A. Participants play carnival games and put raffle tickets in the boxes of their choice.
B.
C. Ticket gets pulled for raffle prize. Participants pick prizes at the prize booth.
D.
E.
F.
F3.
A. Participants gather in the center of the basketball court.
B.
C. Balloons are blown up using air pumps. Carnival games close temporarily.
D.
E. Parents help children blow up balloons.
F. Ballooney pulls all the participants together for the activity.
F4.
A.
B.
C. Final raffles prize is called.
D.
E.
Management Plans: Staffing Requirements and Assignments
A. Management Plans:
Timeline Management Item Completed
Week 1 Brainstorm carnival goals and ideas
Week 1 - Week 3 Figure out carnival supplies that are needed
for games, food, entertainment, decorations,
accessories, and prizes.
Week 2 Put desired supplies on a wishlist so that
possible sponsors know what to donate.

8. 7
Week 2 - Week 7 Make trips, calls, and emails to various
companies and agencies to get donations.
Week 2 Figure out the layout and pricing for food
served at event as well as games.
Week 3 Figure out estimated budget, including
revenue generated by the carnival in order to
know how much money can be spent for
prizes.
Week 5 Make flyers to spread and post to social media
to spread the word about the carnival.
Week 6 Make volunteer sign up sheet and recruit at
least 20 volunteers.
Week 7 Collect donations from sponsor agency
location
B. Assignments Guidelines:
Assignment # of Volunteers Time Description
Event Overseer 4 8am-4pm Set up the event, do
what is needed to
make sure it runs
smooth, and clean up
event
Game Volunteer 12 11am-3pm Keep games running
smoothly
Food Server 2-3 11am-2pm Sell all the food!
Clean up 2-4 2:30pm-4pm Help take down the
carnival
Set up 4 8am-11am Help set up and prep
for the carnival
Temporary Tattoos/
Face painting
2 11am-3pm Sit at booth applying
tattoos on
kids/painting faces

9. 8
Prize Booth 1 11am-3pm Take tickets and hand
out prizes
C. Leadership Guidelines:
The staff volunteering at the carnival should be ready to interact with families and to spread
positivity and fun. Each supervisor should be enthusiastic and encouraging towards each person
with the goal to boost everyone's mood and to have an impacting event. If anything seems to
become a problem, volunteers must be comfortable and able to diffuse a situation appropriately,
or be able to let one of the event directors know what is going on so that it may be fixed as
quickly as possible. As long as each staff member puts in all their effort to help families have a
fun and safe experience, there should be no problem with achieving a smooth, memorable
carnival.
Facilities Needed
The Boys and Girls Club Carnival will be located at the Boys and Girls Club located at ​1830
19th St, Oceano, CA 93445. The main portion of the event will take place outside on the
blacktop. All of the carnival games and entertainment will be set up on the blacktop along with
the areas to purchase and consume food and beverages. The inside facility of the Boys and Girls
Club will only be used for restrooms and food storage. Street parking around or near the facility
will be available to all those who wish to participate once they arrive at the carnival.

10. 9
Equipment and Supplies Needed
Activity: Food
QTY. Item Source Purchased Borrowed
200 Hot dogs Pismo Beach
Lions Club
XXX XXX
200 Hot dog buns Pismo Beach
Lions Club
XXX XXX
3 Ketchup bottles Pismo Beach
Lions Club
XXX XXX
3 Mustard bottles Pismo Beach
Lions Club
XXX XXX
3 Relish bottles Pismo Beach
Lions Club
XXX XXX
200 Paper boats for
hot dogs
Smart & Final XXX XXX
300 Paper napkins Pismo Beach
Lions Club
XXX XXX
8 containers Country Time
Lemonade
powder mix
California Fresh
Market SLO
XXX XXX
200 Paper cups Smart & Final XXX XXX
4 bottles Cooking oil California Fresh
Market SLO
XXX XXX
8 bags Popcorn kernels California Fresh
Market SLO
XXX XXX
200 Paper bags for
popcorn
Pismo Beach
Lions Club
XXX XXX
200 Fun sized chips Pismo Beach
Lions Club
XXX XXX
200 Water bottles Smart & Final XXX XXX

11. 10
3 Plastic picnic
tables
Boys & Girls
Club
XXX Boys & Girls
Club
5 Wood picnic
tables
Boys & Girls
Club
XXX Boys & Girls
Club
2 8’ folding tables Boys & Girls
Club
XXX Boys & Girls
Club
Activity: Games
QTY. Item Source Purchased Borrowed
1 On the Edge
Coin Toss
Boys & Girls
Club
XXX Boys & Girls
Club
1 Bottle Ring Toss Boys & Girls
Club
XXX Boys & Girls
Club
1 Spinner Game Boys & Girls
Club
XXX Boys & Girls
Club
1 Disk Drop Boys & Girls
Club
XXX Boys & Girls
Club
1 Catch a Ball Boys & Girls
Club
XXX Boys & Girls
Club
1 Pie in the Eye
Disc Toss
Boys & Girls
Club
XXX Boys & Girls
Club
1 Tic-tac-toe Bean
Bag Toss
Boys & Girls
Club
XXX Boys & Girls
Club
1 Cornhole Boys & Girls
Club
XXX Boys & Girls
Club
1 Mini basketball
hoop
99¢ Only Store 2/16/18 XXX
1 Drop the Penny
in the Egg
Carton
Boys & Girls
Club
XXX Boys & Girls
Club
1 Ladder Toss Boys & Girls
Club
XXX Boys & Girls
Club

12. 11
1 Bottle Bash Boys & Girls
Club
XXX Boys & Girls
Club
3 6’ tables Boys & Girls
Club
XXX Boys & Girls
Club
2 Bar Height tables Boys & Girls
Club
XXX Boys & Girls
Club
1 3’ table Boys & Girls
Club
XXX Boys & Girls
Club
Activity:
Decorations
QTY. Item Source Purchased Borrowed
140 Balloons 99¢ Only Store 2/16/18 XXX
8 rolls Paper streamers 99¢ Only Store 2/16/18 XXX
2 packages Balloon stick
holders
99¢ Only Store 2/16/18 XXX
2 packages Zip ties 99¢ Only Store 2/16/18 XXX
15 packages Party Tissue
Tassels
99¢ Only Store 2/16/18 XXX
5 packages Party Tissue
Pom poms
99¢ Only Store 2/16/18 XXX
12 Rectangular
Plastic
tablecloths
99¢ Only Store 2/16/18 XXX
5 Round Plastic
tablecloths
99¢ Only Store 2/16/18 XXX

13. 12
Activity: Prizes
QTY. Item Source Purchased Borrowed
3 rolls Tickets Oriental Trading 2/16/18 XXX
500 Prizes Oriental
Trading; Boys &
Girls Club
2/16/18 XXX
3 Round tables Boys & Girls
Club
XXX Boys and Girls
Club
1 Speaker System Boys & Girls
Club
XXX Boys & Girls
Club
Activity:
Temporary
Tattoo Station
QTY. Item Source Purchased Borrowed
1 8’ table Boys & Girls
Club
XXX Boys & Girls
Club
144 Temporary
tattoos
Oriental Trading 2/16/18 XXX
Activity: Raffle
Prize Station
QTY. Item Source Purchased Borrowed
5 Raffle prizes 99¢ Only Store 2/16/18 XXX
1 8’ table Boys & Girls
Club
XXX Boys & Girls
Club
1 container Jelly beans XXX
1 Jar Boys & Girls
Club
XXX Boys & Girls
Club
1 Box Boys & Girls
Club
XXX Boys & Girls
Club

14. 13
Sponsor
The process used to solicit event donors, will primarily be emailing and visiting organizations for
whom the Boys and Girls Club thought would be likely to donate. A wish list will be printed out
with things needed to be donated so it will be clear to the sponsors.
See page 22 in Appendix for a copy of the email that was sent to all of the sponsors to solicit
donations.
See page 23 in Appendix for a copy of the thank you letter that will be sent to all of the sponsors.
Sponsor Contact Information Donation When
Cal Poly Student
Volunteers
RPTA student emails;
nshanley@calpoly.ed
u​;
directorslo@eeng.org
, see appendix for
complete volunteer
list
Volunteer time 2/27/18
Cal Poly Clubs (805)250-1425
(714)928-9699
1(951)394-0959
1(714)675-2915
(714)486-4538
Volunteer time 2/27/18
Pismo Beach Lions
Club - Joe
(805)720-9545 Hot Dogs, chips,
popcorn bags,
napkins, condiments,
and a volunteer who
cooked the hot dogs
2/28/18
Allstate - Mary MaryIshikawa@allsta
te.com
100 dollar check
Food 4 Less in San
Luis Obispo - Chris
(805) 782-8989 25 dollar gift card 3/1/18
Walmart in Arroyo
Grande
(805) 474-0800 Two $25 gift cards 2/6/18
California Fresh
Market San Luis
Obispo - DJ
dj@californiafreshma
rket.com
(805) 250-1425
Popcorn, cooking oil,
and lemonade mix
2/12/18

15. 14
Smart & Final - Joe
Pearson
(805) 596-0867 Paper cups and hot
dog boats
2/13/18
Grocery Outlet -
Jenni
(805) 594-1314 Water bottles 2/13/18
Vons in Grover
Beach
(805) 481-0877 Unable to donate 2/23/18
Central Market in
Oceano
(805) 489-5300 Unable to donate 2/23/18
Registration Process
The event does not require a registration process.
Risk management
A. Pre-event safety precautions:
● Ensure that the carnival games being used are all safe and will not cause injury
● Ensure that the face paint being used is safe and non-toxic
● Double check all food items to make sure nothing being served is expired
● Ensure that an adequate number of staff members/ volunteers are available to
watch each of the stations
● Participants will be informed that the event will take place outside so that they can
wear appropriate clothing and bring sunscreen
B. Day of the event emergency procedures:
● Game, prize, food, and activity tables will be set up in an organized manner in
order to prevent any tripping hazards or potential injuries
● Volunteers will be positioned at each table to ensure constant supervision of
children playing the games or participating in activities
● First aid supplies will be kept inside the facility for easy access to supplies in case
of an emergency

16. 15
Promotional plan
A promotional flyer will be the primary medium used for advertising the carnival. The flyer will
incorporate and embody the carnival theme with similar colors as the decorations on the day of
the event and will exemplify fun and excitement in order to encourage people to attend the event.
Flyers will also be distributed at two elementary schools the day prior to the Boys and Girls Club
Carnival. A game that will be at the carnival will be brought to each of the schools as a sneak
peek of what the carnival will be like. The youth will be able to participate in the games and see
what they could win if they attend. The promotional tactic directly incorporates the theme of the
carnival by allowing the youth to participate in a game that will be at the Boys and Girls
Carnival.
See appendix for a copy of the promotional flyers, the wishlist, and the PSA.
Promotional Plan: Prior to
Event
When What Where
February 9 Flyer Posted on Boys and Girls
Club Facebook page
February 13 Flyer Posted in window of Grocery
Outlet in San Luis Obispo
February 20 Wishlist Posted on Boys and Girls
Club Facebook page
February 23 Flyer and Wishlist Emailed to Cal Poly EIM
Faculty, Staff, and Students
February 23 Flyer and Wishlist Shared on Facebook
February 26 Flyer Reposted on Facebook page
February 27 Wishlist Reposted on Boys and Girls
Club Facebook page
February 27 Flyer Flyer posted around Boys &
Girls Club
location/neighborhood

17. 16
March 2 Flyer Distributed at Oceano
Elementary and Grover
Heights Elementary Schools
Promotional Plan: During
the event
When What Where
March 3 at 11am Live Facebook feed At the Boys & Girls Club in
front of their sign
March 3 Pictures and videos of the
event
Posted on Boys & Girls Club
facebook page
Promotional Plan: After the
event
When What Where
March 3 Thank you letters mailed to
donors and sponsors
At the agency locations
Financial plan

18. 17
Other issues as appropriate for the program
To add to the carnival theme, some form of entertainment is needed. Thus, it is necessary to get
in contact with a local clown. Ballooney the Clown is the local clown that performs at the
Farmer’s Market. His contact information is (805) 481-4838. Telephone is the only way to
contact him.
Another concern, since the event will occur outside, is weather. In the case of rain, the carnival
will be postponed to the same time the following weekend.

19. 18
Appendix
PSA
ORGANIZATION CONTACT
Boys and Girls Club of South San Luis Obispo County Elsie Lamo
1830 19th St, Oceano, CA 93445 (805)302-5376
(805) 481-7339
Start Time: March 2, 2018
End Time: March 3, 2018
Reading Time: 40 Seconds
ARE YOU LOOKING FOR A SAFE, FUN, AND AFFORDABLE WAY TO SPEND THE
WEEKEND WITH YOUR FAMILY?
IF SO, THERE IS A PERFECT EVENT FOR YOU.
THE BOYS AND GIRLS CLUB OF SOUTH SAN LUIS OBISPO COUNTY ARE PUTTING
ON THEIR FIRST EVER FAMILY FUN CARNIVAL.
ALL GAMES COST A PENNY PER TOSS
AND ALL FOOD ITEMS ARE ONLY ONE DOLLAR.
COME JOIN THE FUN THIS SATURDAY, MARCH 3RD BETWEEN 11AM AND 3PM AT
THE BOYS AND GIRLS CLUB LOCATED AT 1830 19TH STREET IN OCEANO
CALIFORNIA.
WE LOOK FORWARD TO SEEING YOU THERE!
(95 WORDS)

20. 19
Promotional Flyer

21. 20

22. 21
Wishlist

23. 22
Email to Sponsors
Valued Future Partners,
Would you like to help us provide a great future for our local at-risk youth?
If so, the Experience Program Design students at Cal Poly would like to introduce you to the
Boys & Girls Club of South San Luis Obispo County.
Did you know that on average 1 out of 5 students leave school every day with no place to go?
This places kids at risk of being unsupervised, unguided and unsafe. But fortunately, the Boys
and Girls Club of San Luis County is making a difference. The goal of the Club is to provide a
safe, fun and constructive environment for kids and teens during out-of-school hours that fosters
belonging and helps kids realize their full potential.
Most importantly, the Boys & Girls Club offers programs and events that empowers kids to excel
in school, become good citizens and lead healthy, productive lives.
And that’s where we come in. We know the importance of building positive leisure habits for
our youth. That’s why a group of students from Cal Poly’s RPTA program is partnering with the
Boys & Girls Club to offer the first ever ​Family Fun Carnival ​on Saturday March 3, 2018.
Plans are currently underway to provide an exciting day of carnival games, clowns, cotton candy
and more.
But in order to offer this unforgettable experience and remain affordable and accessible to all, we
need the support and generosity of donors like you.
Would you consider becoming one of our valued sponsors and join us, as together, we make a
difference in the lives of young people?
You can donate by providing any one of the items detailed on our attached wish list. Or if you
prefer, you can always help us produce this lasting memory with your tax-deductible monetary
gift.
For more information, please contact the ​clubhouse at ​805-481-7339
Yours gratefully,
The Cal Poly Experience Program Design Team

24. 23
Thank You Letter to Sponsors

25. 24
Experience Program Design Evaluation
1. Program Activities
Strengths
1. Offered an adequate variation of games that kept youth engaged.
2. Provided enough food for all participants present.
3. Photo station provided an enjoyable experiences for participants.
Weaknesses
1. There was some confusion on game rules and operation.
2. Spacing and layout of games was not adequate.
3. Some games were too difficult to earn tickets.
Recommendations
1. Explain game rules sufficiently to both volunteers and participants and put the rules on the
back of the game description sign.
2. Allow for more space between games so they are not interfering with each other.
3. Modify game directions to simplify and make it easier to earn tickets.
4. Make ‘stand here’ lines according to age/difficulty level.
2. Scheduling of Event
Strengths
1. Provided enough time for set-up.
2. Raffle drawings were dispersed throughout the event.
3. The event spanned enough time to allow participants to come and go at their convenience.
Weaknesses
1. Not all attendees were present when raffle prizes were drawn.
2. Did not contact some sponsors early enough in order to receive more donations
3. Having to work within class restrictions limited some planning options.
​Recommendation
1. End the raffle drawings an hour before the event ends to allow kids to use tickets to win
prizes.
2. Contact sponsors earlier to increase the likelihood of receiving donations.
3. Make the event go one hour longer.

26. 25
3. Staffing
Strengths
1. Had volunteers arrive at 10:30a.m. to orient them to the event.
2. Had a volunteer start preparing food before the event began in order to serve food
immediately.
3. Recruited enough volunteers for the event.
Weaknesses
1. Volunteers left early, leaving games unsupervised.
2. Volunteer for face-painting was not skilled enough to paint all desired designs.
3. Not all volunteers had transportation to get to the event.
Recommendations
1. Recruit volunteers that can commit to full event.
2. Recruit a volunteer that is skilled at face-painting
3. Have volunteers come in 2 hour shifts and have shift changes over-lap by 30 minutes.
4. Have volunteers show up 45 minutes in advance.
4. Facilities
Strengths
1. The facilities offered a large enough space to accommodate a large crowd.
2. Bathrooms and a kitchen were on site.
3. The event was held at a familiar location.
Weaknesses
1. The facility had a playground that detracted from the carnival games.
2. The event was held outside which caused participants and volunteers to get sunburnt.
3. There was not a backup plan to have the event indoors.
Recommendations
1. Turn the playground into an activity station.
2. Inform participants of the possibility of sunburns and encourage them to bring/wear
sunscreen, and provide some kind of structure to provide shade.
3. Have a back-up plan to have a tent or have an indoor space.

27. 26
5. Equipment and Supplies
Strengths
1. There was a BBQ on location to allow for easy food preparation.
2. All tables were supplied by the facility.
3. Speaker was provided by the facility.
Weaknesses
1. There were not enough trash cans dispersed throughout event location
2. The popcorn machine did not function correctly.
3. Speaker started to run out of battery by the end of the event and did not have a
microphone.
Recommendations
1. Provide more trash cans.
2. Buy correct supplies to make popcorn correctly or get popcorn from movie theaters.
3. Provide the charging cord for the speaker and keep speaker plugged in and buy a wireless
microphone.
6. Registration Process
There was no formal registration but the event provided an opportunity to gather basic
information about participants such as their name and age.
7. Safety and Risk management
Strengths
1. There was a first aid kit on site.
2. There was a CRP certified staff member present.
3. Games were set up in a way that allowed participants to move freely throughout the
facility without obstacles.
Weaknesses
1. There was a possibility of sunburn for participants and volunteers.
2. There was the possibility of choking on popcorn.
3. There was the risk of slipping on wet surfaces.
Recommendations
1. Have sunscreen out to offer to participants.
2. Have someone that is CPR certified personnel on site.
3. Sweep off puddles to prevent slipping hazards.

28. 27
8. Promotional Plan
Strengths
1. Promotional plan was inexpensive.
2. Flyers were distributed to two elementary schools.
3. Flyers clearly communicated the theme of the event.
Weaknesses
1. Handing out flyers at elementary schools was time consuming.
2. Flyer did not clearly communicate that pennies were needed to participate in the games.
3. Did not promote the carnival far enough in advance.
4. Did not make a Facebook live feed early enough during the event.
5. Did not include phone number on flyer to ask questions about the event.
Recommendations
1. Clearly state on flyer that participants should bring lots of pennies to participate.
2. Start promoting event a month before the event occurs.
3. Promote event using more media types.
4. Make a Facebook live feed during set up rather than during the event.
5. Plan on having $50 dollars’ worth of pennies to exchange for dollar bills.
6. Provide phone number on flyer.
9. Financial Issues
Strengths
1. Received a good amount of donations.
2. Order from discounted sites and bought supplies in bulk.
3. Kept costs low.
Weaknesses
1. There was no budget to draw from.
2. Entertainment (clown) was expensive.
3. Difficult to manage the event expenses.
Recommendations
1. Talk to the board of the Boys and Girls Club and try to request a budget.
2. Find a clown that will offer a discount for the event and use their services more (make
them the MC).
3. Create a tentative budget at the beginning of the planning phase.

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10. Sponsoring Agency
Strengths
1. A lot of donations were received.
2. Many potential sponsors were contacted.
3. Money donations were given as well as supply donations.
Weaknesses
1. Some sponsors were not contacted early enough for donations to be requested.
2. Sponsors did not communicate effectively and required extensive follow-up.
3. Donations were not received until days before the event happened.
Recommendations
1. Contact sponsors at least six weeks prior to the event.
2. Continue to contact potential sponsors and try different methods of communication.
3. Try to confirm and receive donations earlier than the week before the event.
4. Visit grocery store and club locations in person.
5. Ask sponsors for volunteers as well as monetary donations.
6. Contact bigger company chains before mom and pop stores.
11. Other issues as appropriate
N/A

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Pictures

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