Kellea Tibbs Portfolio Project

GWU Event Management Certificate Program

 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.

Why? Who? When? Where? What? How?

Traditional Event, There has been a Miss CSU since 1946

Central State University Alumni

Homecoming (Annually, October)

Central State University, main campus

2010 Mr. and Miss CSU Coronation

Student Affairs Staff will coordinate event

It’s an annual event that is a significant part of Homecoming/Alumni Weekend

Royal Court members

Thursday of Homecoming Week

The Paul Robeson Cultural & Performing Arts Center

Homecoming Committee will provide a portion of the budget

Additional Coronation Court participants

Reception, CSU Ballroom, Norman E. Ward Student Center

Faculty/Staff/Students

Parents/Family

Strengths (pre-existing elements)

Weaknesses (historical elements)

Opportunities (future predictable factors)

Threats (future predictable factors)

Rich tradition of history for Miss CSU

Budget issues: Share Homecoming Budget with Student Government Association and funding is not always enough for Coronation

Chance to make connections with Alumni/Former Queens (especially with the Queen’s Luncheon event)

University Budget Cuts

Support from Faculty/Staff

Risk of student participants becoming “divas” or developing negative attitudes

Chance to showcase the positive aspects of Student Leadership

Staff/Helpers/Assistants may not always be on board with level of commitment and work

Chance to bring the entire campus community together

 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)

Human Dimension Financial Consideration

Political Dimension

Mr. and Miss CSU Advisory Board (see copy in Appendix)

Budget (see copy in Appendix) Properly including the University President and Cabinet

Professional Staff Mr. and Miss CSU requests vs. Available Budget

Balancing the needs/wants of Mr. and Miss CSU vs. Advisor Recommendations

Student Assistants Coronation Book Ads (see ad form in Appendix)

Including Former Miss CSU Queens

Coronation Court Participants (see copy in Appendix)

Organization* Staffing* Production* Budget* Accounts* Timeline* Vendors*

Created Advisor Checklist

Advisor Kellea Tibbs

Create Timeline $10,000 (based on previous year expenses)

Homecoming Committee Account

Begin planning April 2010 (post-pageant)

Entertainment Unlimited (Backdrop)

Set meeting dates for Advisory Committee

Advisor Marc DeWitt

Follow up on assigned tasks

Planning meetings take place May 2010-September 2010

Crown Designers and Anderson’s Events (Crowns, Sceptre, Sashes)

Begin weekly summer meetings with Miss CSU

Administrative Coordinator, Sherri Boffman

Collect Coronation Participant Bios and Ad Forms/Money by 9/17

Fast Fashions and Price Stores (clothing)

Begin assigning tasks Student Assistants

Finalize and follow up on all tasks by 9/25

Flower Stop and Wicklines (flowers/plants)

Reserve Spaces CSU ROTC (Color Guard)

Sodexo (catering)

Enticing Melodies (Music)

*See copy of above listed information in Appendix

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 Luncheon

$1060.00 (reception) $339.70 (luncheon)

Enticing Melodies Band for Reception $350.00

Bridal –N-Tux Coronation Gown $274.00

CSU Printing Services Coronation Invitations/Programs Queen’s Luncheon Invitations/Programs Reception Programs

N/A

TOTAL EXPENSES: $5647.09

Coordinator For Student Leadership/Advisor and

Chair, Coronation Planning Commitee

Kellea Tibbs

Student Activities Coordinator/Co-

Advisor Marc DeWitt

Sound Technician Stefon Lane

Musicians, Entertainment

Student Assistants (Greeters, Backstage

Helpers, etc.)

Royal Court Participants

Sodexo Catering

Staff (Reception)

Special Guests (University President, Cabinet, ROTC, SGA, Former Queens, etc.)

Mr. and Miss CSU Advisory Committee

Administrative Coordinator

Sherri Boffman (Manages all Vendors,

Reciepts, Budget)

Vendors (Sodexo,

Entertainment Unlimited,

Banners Plus, Wicklines)

 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

  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

Strategic Objective

Current Standing

Deficiency Action Plan

Better Staffing 2 Advisors and 1 Administrative Coordinator

We usually have to “solicit” assistance from others in our divisional area, however, the same level of commitment to the event is not always there, although the campus always expects a stellar, extravagant event

Propose that we add some Graduate Assistants from a local graduate program to assist with Homecoming Week events.

Bigger Budget We currently share the Coronation Budget with the Student Government Homecoming Budget that is set aside by the Homecoming Committee

Coronation needs it’s own separate budget, as does SGA.

Suggest that SGA and Royal Court do more fundraising prior to Homecoming Week; also seek corporate sponsorship

  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

•  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.

 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.

  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)

 I hereby 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