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Red Door Family Shelter’s “Hugs for the Holidays” family holiday party Nicole Carnegie Krystle O’Brien Samantha Warren

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Page 1: Events presentation

Red Door Family Shelter’s “Hugs for the Holidays”

family holiday party

Nicole CarnegieKrystle O’Brien

Samantha Warren

Page 2: Events presentation

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

Page 3: Events presentation

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

Page 4: Events presentation

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

Page 5: Events presentation

Sponsors

• Crayola Canda• Kraft Canda• Harbourfront Centre• Kwik Copy

Page 6: Events presentation

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

Page 7: Events presentation

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

Page 8: Events presentation

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

Page 9: Events presentation

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 PSA’s 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

Page 10: Events presentation

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

Page 11: Events presentation

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

Page 12: Events presentation

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

Page 13: Events presentation

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

Page 14: Events presentation

Estimated Budget Income and Expenses

Page 15: Events presentation

Tickets Number @ Price Total50 families (groups of 4)

X $45 $2,250

30 ppl x 7 21075 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

Page 16: Events presentation

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 ServicePostage 1000 x 0.5 500

Donor Soliciation and Thanks

1000 x 0.25 250

Invitations and Tickets

1000 x 0.25 250

Page 17: Events presentation

Entertainment

-Santa and Mrs. Claus

Free

-Puppeteers Free

-Treasure Hunt Guide

Free

Decorations 75

Security 300

Insurance 250

Misc.

-Treasure Hunt Goodies (chocolates, candies, toys)

150

-Baskets for Treasure Hunt

50 x 0.75 37.5

Goodies for Cookie Decorating

75

-Cutlery, Plates, Bowls, Napkins

1000 peices 300

-Stamp of admittance

1 x 4 4

-Stamp Pad 4 x 3.5 14-Costume Rentals

100

-Coat Check Rack Rentals

10 x 10 100

Puppet Show Theatre and Puppet Rentals

Free

Music Free-ipod Free-Stereo System

Free

-wiring

Total 2,751.75

Page 18: Events presentation

Thank You!

For more information on Red Door Family Shelter please visit www.reddoor.ca