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  1. 1. Red Door Family Shelters Hugs for the Holidays family holiday party Nicole Carnegie Krystle OBrien Samantha Warren
  2. 2. Who Are We? Red Door Family Shelter supports families from all over but are located in the heart of downtown Toronto We support families that have been evicted from their homes, women and children fleeing violence, refugees and other families needing safe, supportive housing in an emergency We provide temporary homes while families start to get back on their feet
  3. 3. Hugs for the Holidays WHEN: Saturday, December 10th , 2011 WHERE: Harbourfront Centre WHAT: A family filled, holiday themed event for everyone! WHO: Hosted by Red Door Family Shelter
  4. 4. Event Description and Why Fun-filled family day for all ages Holiday themed activities Arts and crafts Puppet shows Treasure hunt Meet and Greet with Santa and Mrs. Claus Bring more awareness to our organization Tap into new and potential donors and families Bring in more cash flow
  5. 5. Sponsors Crayola Canda Kraft Canda Harbourfront Centre Kwik Copy
  6. 6. Marketing and Promotion PSA: CHUM FM, Virgin Radio and 99.9 Newspaper Article: Globe and Mail, The Toronto Star Posters, Flyers Twitter and Facebook Email and Direct Mail blast to previous and current donors
  7. 7. Critical Path Tasks Needed Assigned to Date Assigned Date Needed Date Completed 6-12months prior to event Define Purpose Nicole January 03, 2010 January 5, 2010 January0 4,2010 Choose event Krystle January 04, 2010 January 10, 2010 January 10, 2010 Choose time for event Samantha January 10,2010 January 11, 2010 January 10,2010 Choose date for event Samantha January 10, 2010 January 11, 2010 January 10, 2010 Choose activities for event Krystle January 10, 2010 January 11, 2010 January 10,2010 Explore potential sites Nicole January 03, 2010 January 10, 2010 January 09, 2010 Select venue Nicole January 09, 2010 January 11,2010 January 10, 2010 Secure sponsorships Krystle January 15,2010 January 31, 2010 January 31, 2010 Assess manpower Samantha February 1, 2010 March 1, 2010 March 1, 2010
  8. 8. Critical Path Bid decorating costs Nicole January 15, 2010 January 15, 2010 January 15, 2010 Research permits and insurance Krystle January 20, 2010 January 31, 2010 January 31, 2010 Compile mailing list Nicole February 1, 2010 February 10, 2010 February 10, 2010 Compile email list Nicole February 1, 2010 February 10, 2010 February 10, 2010 Estimate total number of guests Samantha February 10, 2010 February 12, 2010 February 12, 2010 Check date for any conflicts and finalize Krystle January 10, 2010 January 15, 2010 January 15, 2010 Compile media list Samantha May 15, 2010 May 31, 2010 May 31, 2010 Draft press release and PSA Samantha June 1, 2010 June 15, 2010 June 15, 2010 3-6month prior to event Order customized dated ornaments Krystle September 1, 2010 September 3, 2010 September 3, 2010 Order coat check tickets and coat racks Krystle September 1, 2010 September 3, 2010 September 3, 2010 Order plates, bowls, cutlery etc Krystle September 1, 2010 September 3, 2010 September 3, 2010 Order napkins Krystle September 1, 2010 September 3, 2010 September 3, 2010 Order Decorations Krystle September 1, 2010 September 3, 2010 September 3, 2010 Determine design for posters and invitations Samantha September 1, 2010 September 10, 2010 September 10, 2010 Order posters and invitation Samantha September 11, 2010 September 15, 2010 September 15, 2010 Have volunteer Santa and Mrs. Claus fitted Nicole July 3, 2010 July 6, 2010 July 6, 2010 Rent Santa and Mrs. Claus costumes Nicole July 6, 2010 July 6, 2010 July 6, 2010 Rent a chair and a backdrop for pictures Nicole July 10, 2010 July 31, 2010 July 28, 2010
  9. 9. Critical Path Rent camera Krystle September 20, 2010 September 30, 2010 September 30, 2010 Order photo print paper Krystle September 20, 2010 September 30, 2010 October 01, 2010 Secure permits Nicole September 21, 2010 September 25, 2010 September 25, 2010 Purchase insurance Nicole September 21, 2010 September 25, 2010 September 25, 2010 Rent Puppet Theater and puppets Samantha September 10, 2010 September 15, 2010 September 15, 2010 Set schedule for committee Krystle September 22, 2010 September 25, 2010 September 25, 2010 Arrange radio PSAs Samantha September 26, 2010 September 28, 2010 September 28, 2010 Discuss menu with Kraft Canada Nicole September 29, 2010 September 30, 2010 September 30, 2010 2 months prior to event Arrange for Delivery of Donation from Crayola Nicole October0 1, 2010 October 03, 2010 October0 3, 2010 Address and stuff invitations Samantha October 01, 2010 October 05, 2010 October0 5, 2010 Mail invitations Samantha October05, 2010 October 05, 2010 October 5, 2010 Finalize all rentals Krystle October 10, 2010 October 10, 2010 October 10, 2010 Distribute posters Nicole October 30, 2010 October 30, 2010 October 30, 2010 Review task assignments Krystle October 25, 2010 October 25, 2010 October 25, 2010 Meeting with staff and volunteers Krystle October 25, 2010 October 26, 2010 October 26, 2010 1 month prior to event Compile attendance of those confirmed Samantha November 1, 2010 November 01, 2010 November 1, 2010
  10. 10. Critical Path Meeting with volunteers November 1, 2010 November 01, 2010 November 1, 2010 Hold CPR training for staff and volunteers November 15, 2010 November 15, 2010 November 15, 2010 Contact media for stories November 20, 2010 November 23,2010 November 20, 2010 Receive donation from Crayola November 25, 2010 November 25, 2010 November 25, 2010 Confirm delivery of rentals November 10, 2010 November 10, 2010 November 10, 2010 Press release November 01, 2010 November0 1, 2010 November 01, 2010 PSA November 01, 2010 November 01,2010 November 01, 2010 2 weeks prior to event Distribute more posters Krystle November 26, 2010 November 27, 2010 November 27, 2010 Schedule delivery with Kraft Canada for event day Nicole November 25, 2010 November 25, 2010 November 25, 2010 Confirm time with venue Samantha November 26, 2010 November 26, 2010 November 26, 2010 Meeting with staff to finalize details Samantha November 30, 2010 November 30, 2010 November 30, 2010 Confirm delivery of ornaments Krystle December 01, 2010 December 01, 2010 December 01, 2010 Receive decorations Nicole December 01, 2010 December 01, 2010 December 01, 2010 1 week prior to event Purchase real Christmas tree Nicole December 07, 2010 December 07, 2010 December 07, 2010 Receive ornaments Krystle December 05, 2010 December 05, 2010 December 05, 2010 Rehearsal of puppet show Samantha December 07, 2010 December 07, 2010 December 07, 2010
  11. 11. Critical Path Hold final walk through, Nicole December 08, 2010 December 08, 2010 December 08, 2010 Reconfirm delivery times Krystle December 06, 2010 December 06, 2010 December 06, 2010 Reconfirm with venue Samantha December 04, 2010 December 04, 2010 December 04, 2010 Finalize menu Krystle December 05, 2010 December 05, 2010 December 05, 2010 Confirm food delivery Krystle December 05, 2010 December 05, 2010 December 05, 2010 Schedule return of rental equipment Nicole December 08, 2010 December 08, 2010 December 08, 2010 Follow up calls to media Nicole December 08, 2010 December 08, 2010 December 08, 2010 Establish amount of float for cash box Samantha December 07, 2010 December 07, 2010 December 07, 2010 Hold final walk through 1 day before event Pack car with all supplies December 09, 2010 (napkins, plates, cutlery coat check Tickets, ornaments, art kit from crayola, Santa and Mrs. Claus costumes, tree.) Have cash float ready Confirm arrival time with early morning volunteers Event Day December 10, 2010 Arrive at Harbourfront Centre with decorations and materials 5:00 AM Decorate Centre with garland, wreaths, reindeer etc. 5:30 AM
  12. 12. Critical Path Determine activity areas. 6:00 AM Set up tree with dated ornaments 6:15 AM Hang sponsors signage 7:00 AM Set up puppet Show Theater 7:15 AM Have all puppets accounted for 7:45 AM Set up station for board games 8:00 AM Set up arts & crafts area 8:15 AM Hide chocolates for scavenger hunt 8:30 AM Delivery of food and food baskets 8:45 AM Set up picture with Santa are with chair and backdrop 9:00 AM Place garbage and recycling bins around venue 9:15 AM Set up receptions area with table and cashbox 9:20 AM Delivery of coat racks 9:30 AM Set up coat check area 9:30 AM Arrival of staff and volunteers, assign stations 9:30 AM Test photo shoot with Santa 9:45 AM Walk through to double check everything 10:00AM Arrival of guests 10:30 AM Arts & crafts 10:30-11:30 AM
  13. 13. Critical Path Games 10:30-11:30 AM Prepare food 11:00 AM Puppet show 11:30 AM Set food out on buffet 12:00 PM Lunch 12:30 PM Scavenger Hunt 1:30 PM Pictures with Santa 2:00 PM Clean up 3:00 PM
  14. 14. Estimated Budget Income and Expenses
  15. 15. Tickets Number @ Price Total 50 families (groups of 4) X $45 $2,250 30 ppl x 7 210 75 ppl X 15 1,125 Pictures with Santa 100 X 10 1,000 Kraft food Baskets for Families 50 x 20 1,000 Crayola Gift Baskets 50 x 20 1,500 Coat Check 305 x 2 610 Christmas Tree Ornaments 150 x 5 750 Crayola Event Donation 1,000 Beverages 75 x 2 150 Kraft Cookbooks 25 x 20 400 Total 10, 095
  16. 16. Expenditures Space Rental Free Food Free Beverages Most Free -Water bottles 200 x 0.25 50 -Pop 125 x 0.5 62.5 -Hot Chocolate packets 75 x 0.45 33.75 -Posters, Signage, Programs, pamphlets, flyers, etc. Free Publicity Photogrpahy (volunteer and staff) Free Media Advertising -online/ web Free -Newspaper 200 Mailing Service Postage 1000 x 0.5 500 Donor Soliciation and Thanks 1000 x 0.25 250 Invitations and Tickets 1000 x 0.25 250
  17. 17. Entertainment -Santa and Mrs. Claus Free -Puppeteers Free -Treasure Hunt Guide Free Decorations 75 Security 30