Ease

the Freeze Family Festival

Special Event Program Plan Portfolio
Final Portfolio
November 21, 2013

Table of Contents
Mission, Vision, and Values..3
Needs Assessment...4
Goals and Objectives.6
Logic Model7
Team Chart....9
Program Description...10
Marketing Plan.12
Financial Plan...22
Operations Plan....29
Risk Management Plan49
Facilitation and Management Plan....54
Evaluation Plan and Final Evaluation Data..69

Mission, Vision, Values

Mission

Ease The Freeze Family Festival aims to bring families together to experience leisure
activities while giving back to the Cheney community. Our mission is two-fold. First, we
aim to provide activities that inspire creativity, teamwork, and stimulate growth in a
warm and safe environment that develops social interaction, communication skills, and
family bonding opportunities. Second, we strive to ease the freeze as well as the hunger
for those less fortunate. Our program will benefit the Cheney Emergency Food Bank and
Cheney Clothing Exchange.
Vision
Our Family Festival envisions an affordable and accessible program with interactive
recreational activities for the entire family to enjoy. We will accomplish this by
partnering with a variety of departments on our campus to create a carnival event held at
Cheney Middle School.
Values
Event Values

Team Values

Fun
Diversity
Creativity
Enjoyment
Charity
Involvement
Family
Community

Respect
Hard Work
Accountability
Adaptive
Energy
Interaction
Organization
Team Work

Needs Assessment
According to Second Harvest Food Bank1, four in ten food bank clients are
children and 1 in 10 food bank clients are seniors. Everyone is in need of a winter coat
with the coming snow. And every family is in need of fun time every once in a while.
This is why we developed the Ease the Freeze Family Festival. Every can of food and
every coat received will be given away to the Cheney Food Bank and Clothing Exchange.

A lot of seniors and children are at risk for hunger and inadequate warmth.
This can be a big problem in a town like Cheney, WA. According to the Census
Bureau2, this group makes up almost 40% of the population in Cheney. With the Ease the
Freeze Family Festival, a way to get into the program and receive prizes and gifts is to
donate a can of food or another non-perishable food item to donate to the Cheney Food
Bank. This can help with the need of food in the area. This also allows these children an
opportunity to help out in their community.

Without a winter coat, children and adults alike will freeze in the winter weather.
With the snow starting early November of this year, it can promise to be a cold
winter. Another way to get into the program and win prizes is to donate gently used coats,
hats, or gloves to the program to give to the Cheney Clothing Exchange. Any family in
the area in need of a coat or hat will be able to go to the Clothing Exchange and receive a
warm coat for the winter3.

Families need time together to grow and bond. Children especially need this time to
learn about the community and what they can do to help.
With the Ease the Freeze Family Festival, we plan to create a family-friendly
environment where kids can come in and create art projects and use skills like throwing a
ball and drawing to earn prizes. Using the usual carnival games like a bottle knockdown and create your own snowflake, kids can come in, use these skills they have
already learned through school and watching their peers, and not only bond with other
children their own age and bond with their families, but they can do it in a warm, safe
environment.

http://www.2-harvest.org/2/about-us/
http://quickfacts.census.gov/qfd/states/53/5311825.html
3
http://www.cityofcheney.org/index.php?section=comm-resources
2

Group Goals and Objectives

Goals
To create a carnival style festival that becomes a reoccurring family program
To involve local families in our community by reaching out to local schools,
daycares, and businesses
For families to come and enjoy recreational activities

Objectives
Through our family festival on November 22nd, we will be giving back to
community through donations of non-perishable food items and winter clothes.
To encourage family participation in a warm and safe environment.

Logic Model and Explanation

Resources/
Inputs

Activities

Outputs

Outcomes

Impact

Supplies
Booths
Having a
Families enjoy Increase
variety
o
f
a new form of awareness in
Participants Create and
booths
recreation
the different
distribute
Equipment
ways to enjoy
Mlyers/forms Have over 150 Increased
Find venue
recreation
prizes for
desire to
Planning and
location
rafMle
d
rawing

recreate

Increase
Programming preparing for
similar types
interest in
participants Have 100
group
of
f
amily
different
Drawings and participants at
recreation
family
festival
prizes
activities
Receive over
10 donated
Give back to
winter
local
clothing items community
from
Receive over
donations
50 donated
non-perishable received as
admission
food items

Resources
In order to
accomplish our set
of activities we
will need the
following:

Activities
In obtaining our
resources we will
accomplish the
following
activities:

1.
2.
3.
4.

1.Planning and
preparation for
participants. We
will brain storm
ideas for the
booths that will
cater to our target
population. We
will create
donations forms to
distribute to
businesses and see
if they would like
to contribute to our
raffle drawing. We
will develop flyers
that will be given
to the local middle
and elementary
schools.
2. Will decide what
funding finding a
venue and getting a
quote on the cost
of the venue. Asses
cost of supplies for
each booth such as
paper, paints, and
jars. Cost of
printing flyers,
donation forms,
and candy for
prizes at each
booth

Supplies
Participants
Equipment
Find venue
location
5. Programming
group

Outputs
We expect that one
accomplished these
activities will
produce the
following evidence
or service delivery:
1.By distributing
donation forms to
businesses we will
obtain over 150
prizes that we will
give out to every
participant and
larger donations
will be used in our
raffle drawings.
2. By securing a
venue location that
is accessible for all
abilities, as well as
promotion the
festival through
social media,
flyers, donation
forms, and
personal contact
with participating
businesses and the
local schools we
will have 100
attendees at the
family festival.

Outcomes
We expect that
when
accomplished these
outputs will lead to
the following
outcomes:
1.By having a
variety of booths
that are dispersed
in a spacious venue
along with multiple
opportunities to
win prizes, we will
establish a
different way to
enjoy family
friendly
recreational
activities.
2. With our family
festival admissions
being a donated
item of either a
non-perishable
food or winter
clothing we will
create an
affordable event
for everyone to
enjoy.

Impacts
We expect that
when
accomplished these
outcomes will lead
to the following
impacts:
1. Through
creating a carnival
themed family
festival we will
bring awareness to
the endless
possibilities to
participate in
recreational
activities to
families in our
local community.
By bringing new
ideas of available
recreation we will
see an increase in
enjoyment and the
importance of
community.
2. By the donations
received from
families who
participated in the
family festival the
local food-bank
and clothing
exchange will be
able to supply
more families who
are in need.

Team Chart

Leaders

Evaluations

Melanie Baldwin:
Finance and Marketing
Stefanie Colby-Mcquaig:
Risk Managment and
Evaluations
Marijke Woods: Operations
and Facilitation Managment

Keisa Monterola
Joshua Flannagan
Shae Gowdy
Kyle Legato
Mike Conrad
Nicholas Weisberger

Risk Managment
Timothy Ross
Timothy Penoyar
Tayte Koussa
Lauren Holm
Daniel Murphy

Finance
Kaitlin Schram
Sumiko Chadwell
Joshua Marro
Louel Hagos
Karla Lazarte

Ease the
Freeze
Family
Festival

Facilitation
Management

Marketing
Jaclyn Arnold
Ali Kratzer
Kyndal Gottberg
Alejandra Chavaz
Jessie Robert
Olivia Johnson
Rebekah Dryer

Operations
Michelle Maguire
Alex Troyer
Donea Fechner
Beth Eacker
Stacey Bilte

Chelsey Larson
Whitnie Whitman
Cameron Floch
Mariah Knopp
Caroline Ward

Program Description

The Fall 2013 Programming in Recreation and Leisure Services class proudly

presents Ease The Freeze Family Festival to provide the Cheney community with a fun
winter event and an opportunity to share with those in need. This event took place at the
Cheney Middle School on Friday, November 22nd. Families were encouraged to bring a
food or clothing donation in order to participate in the program. All proceeds were
donated to the Cheney Clothing Exchange and the Cheney Food Bank. The program
consisted of different carnival games and activities as well as a magician. The goal of this
event was to encourage family participation in recreational activities in a warm and safe
environment.
We chose the Cheney Middle School as our venue location because of the assets it
provided. The location was perfect for families because it was a familiar location with
free and easy to access parking. The commons area in the school provided a great
location for the event because the design made for great flow, a stage for the magician to
perform, tables for the different booths, hallways for throwing games, quick access to
restrooms, and multiple exits for safety. The school also had a P.A. system we were able
to utilize for announcements and music. Ultimately the commons area of the middle
school was a fantastic location.
The festival was designed for families with children of any age and our activities
reflected this. The booths ranged in ease, so that each activity could be enjoyed by any
age. These booths included craft activities (spin art, glitter snowflakes, and a coloring
contest), luck games (fishing pond, pin the nose on the snowman, and bingo), and
physical activities (football toss, Frisbee toss, can knock down, and limbo). The physical

10

activities were adjusted for age and ability levels by having different throw lines for
added difficulty. To add interest to the coloring contest the pages were grouped by age of
the artists. We also provided a magician perform. The local library also had a booth
where families could make bookmarks and learn about special events the library hosts.
Overall the activities went off well and all the families seemed to enjoy themselves.
The students of the Fall 2013 Programming in Recreation and Leisure Services
class staffed Ease the Freeze Family Festival. Each booth had a student leader from the
operations and facilitation management teams and at least one helper from a different
team. This provided for deeper understanding on how to run each booth and how to
distribute prizes and raffle tickets. To make sure everything went smoothly there were
two extra student leaders from the operations team checking in with booths to make sure
they didnt need extra supplies or helpers. To ensure the safety of all involved the risk
management team surveyed exits and created a detailed plan to handle any risks.
Throughout this portfolio there will be a further description of the event, schedule, and
explanations of how each group contributed to the festival. Each group has provided a
description of their goals, objectives and group task lists.

11

Marketing Plan
Team Goals
Gain sponsorship from local businesses
Gain loyal connections that would be likely to help sponsor the event next year
Team Objectives
Get the word out to the entire Cheney community
Have customer satisfaction when they take the survey at or after the event
Establish loyal community members who would return to the event in years to
come
Make the Cheney community and surrounding areas well informed, aware and
excited about Ease the Freeze Family Festival
Target Market
Betz Elementary School
Cheney Middle School
Preschools located in Cheney
Any other organizations targeted at elementary/middle school age
Group member assignments
Alejandra
Create a draft for flyers
Print copies of final flyer
Create the Ease the Freeze Family Festival banner
Design T-shirt
Ali

Olivia

Create a draft for flyers

Print copies of final flyer
Create the Ease the Freeze Family Festival banner
Design logos
Decide on a final logo for use on flyers/banners/media

Edit sponsorship letter

Contacted Cheney School District for flyer distribution
Put flyers up at local business
Reached out to local Spokane and Cheney business for donations

Rebekah

12

Designed Flyer
Design t-shirts
Contacted t-shirt company
Ordered t-shirts
Collected donations

Kyndal
Developed Facebook
Added announcement for Eastern 24/7
Developed Twitter
Developed Instagram hashtags
Created and published festival website
Liz

Cut flyers
Cut coloring pages
Took pictures at festival
Made end of program video

Jessie

Developed Facebook
Added announcement for Eastern 24/7
Developed Twitter
Developed Instagram hashtags

Jaclyn

Edit sponsorship letter

Contacted Cheney School District for flyer distribution
Put flyers up at local business
Reached out to local Spokane and Cheney business for donations

Timeline
Continuously
Word of mouth advertising
Networking with community groups and schools
October 23, 2013
Facebook page created
Budget to be sent to Financial Team

13

October 25, 2013

Flyers created and printed for posting
Banners and Signs created for event
T-shirt design finalized
November 1, 2013
All flyers to be posted
Event website to be published
Departmental email announcement
All money to be collected for t-shirts
November 4, 2013
Order t-shirts
Have questions answered for Evaluations Team
November 14, 2013
Answer checking in questions from our Group Leader
1. How is the T-shirt Process coming along? Has everyone paid for their
orders?
There are 4 people that have not paid for their shirt. Rebekah
will talk to them. But they are ordered through the Prison
2. How many more flyers are needed? Who is going to cut the quad ones
for the elementary schools?

We do not need any more flyers, we still have some. Olivia,

Jaclyn, and Rebekah are cutting the flyers and dividing them
into class sizes

3. Create a list of sponsors that have committed to donating

Olivia has the sponsor list in excel form
4. Do follow up calls to make sure that we plan a time to pick up
donations
Melanie, Jaclyn, Olivia are doing follow up calls
5. Talk with me about who is going to be contacting me or ask if I have
heard from specific donators
All of this information is on the Sponsor list which Olivia has
6. Compile donations and talk to operations/facilitations/management
about how and when they want to distribute the prizes
Jeremy has all of the donations in his office
7. Do we want to send out thank you letters to those who contributed
donations?
Ali will create Thank you cards and have class sign them after
the event

14

December 2, 2013
Post event video to be finalized
Day of the Event
Each member of our group is to arrive at Cheney Middle School no later than
2:00pm to begin setting up. Our group will be separated to complete certain jobs.
Ali will set up the Banner while the rest of the group helps to set up the booths
they are to work at.
At 8:00pm when the event is over, all group members are to stay and help with
the clean up process
Logo Rough Drafts

15

Final Logo

Electronic Media
Facebook

16

Website: http://easefreeze.wix.com/easethefreeze

Twitter

Banner
Because of our budget, Ali and Alejandra will use butcher paper, paint, and glitter
and create a handmade poster for our event

17

Flyer
Only one flyer will be used since we only have one target age group (Middle
School and below)
Will be posted at the following locations
o Cheney Schools
Cheney Middle School
Betz Elementary
o Community places
Public Library
o Preschools
o Day cares and preschools

18

Sponsorship Letter
Dear Potential Sponsor:
Thank you for your interest in sponsoring the first Ease the Freeze Family Festival. The
event is being presented by Eastern Washington Universitys Physical Education, Health
and Recreation Department the event will be held on Friday, November 22nd at Cheney
Middle School the fun will start at 5pm.
At Ease the Freeze Family Festival, families will find a wide variety of games and
activities. There are two major goals for this festival. One is, to provide activities that
inspire creativity, teamwork, and stimulate growth in a warm and safe environment that
develops social interaction, communication skills, and family bonding opportunities. The
second is to ease the freeze as well as the hunger for those less fortunate. Our program
will benefit the Cheney Emergency Food Bank.
We will be marketing the event through social media via the following four sites:
1. Our website/blog at www.easefreeze.wix.com/easethefreeze
2. On our Facebook page https://www.facebook.com/easethefreezefamilyfestival
3. On Eastern Washington University's webpage
http://sites.ewu.edu/Eastern247/.
4. On Twitter https://twitter.com/easethefreeze
We are expecting more than 100 people in our community to attend the first Ease the
Freeze Family Festival. We are able to offer this incredible family opportunity because of
the generous support of our sponsors. All sponsors will highlighted on all of our social
media pages, as well as in print at the festival.
We are asking for non-perishable foods, winter clothing, and prizes for carnival booths.
We also encourage you to come support the Cheney community by having a booth of
your own at the festival!
Thank you for your time we look forward to working with you.
Sincerely,
Eastern Washington Universitys Physical Education, Health and Recreation Department

19

Donation Form: Ease the Freeze Family Festival

Event Details: Thank you for your interest in donating to the Ease the Freeze Family
Festival! EWU Students are holding a carnival at Cheney Middle School on Friday,
November 22nd at 5:00 P.M. We will be accepting donations at the carnival for our local
emergency food bank, and clothing exchange. Please, help us in our mission to keep
Cheney warm this winter.
Organization Contact
Company Name
Address
Individual Contact
Telephone
Email
*Would you like to advertise your company at the event?
I plan on donating the following Item(s)

Yes

No

(circle one)

_______________________________________________________________________
_______________________________________________________________________
____________________________

Receipt for Donating to Ease the Freeze Family Festival

____________________, pledges to donate the items listed above in support of the Ease
the Freeze Family Festival.
*If you would like to advertise your business at the event, please email your company
logo to Melanie Baldwin at meljbaldwin@hotmail.com by ____/____/____.
*If you would like to set up a booth at our event please email Melanie Baldwin at
meljbaldwin@hotmail.com by ____/____/____.
Ease the Freeze Family Festival
If you have questions, please call, Melanie Baldwin at (425) 780-9892
Thank you for your generous donations!

20

Final Sponsor List

Contact
Company
Name
Address
1. Spokane Chiefs Jesse Watts 2424 University
Drive NW
Calgary, Alberta,
Canada
2. Mitchell's
Harvest Foods
Manager
116 W 1st St
Cheney, WA 99004
3. Rosas Pizza
and Cheney
Lanes
Owner
1706 2nd St
Cheney, WA 99004
4. El Rodeo
Mexican
Restaurant
Owner
505 2nd St
Cheney, WA 99004
5. Laser Quest
Spokane
Manager
202 W 2nd Ave
Spokane, WA 99201
6. Sky High
Sports
Manager
1322 E Front St
Spokane, WA 99202
7. Cheney Federal
Credit Union
Manager
520 1st St
Cheney, WA 99004
8. Froyo Frozen
Yogurt
Owner
2722 1st St
Cheney, WA 99004
9. Chase Bank
Cheney
Manager
304 1st St
Cheney, WA 99004
10. Bank of
America Cheney
Manager
423 1st St
Cheney, WA 99004
11. Papa
Murphy's Pizza
Cheney
Owner
1808 2nd St
Cheney, WA 99004
12. Home Instead
Senior Care
Ms. Larson 1604 W Dean Ave
Spokane, WA 99201

21

Phone Number
(403) 693-3030

Donation Description
(4) Chiefs tickets

(509) 235-4222

(3) Bags of toys

(509) 235-5678

(16) Coupons for free

pizza,
bowling and shoes

(509) 235-5679

$15 gift certificate

(509) 624-7700

Family fun pack

(509) 321-5867

(6) 1 hour passes

(509) 235-6533

Miscellaneous grab
bag items

(509) 235-8000

(2) $5 gift certificates

(509) 235-6131

Miscellaneous grab
bag items

(509) 235-6141

Miscellaneous grab
bag items

(509) 235-9093

Free pizza coupon

(509) 835-5898

Baking basket

Financial Plan
Financial Team Goals

Construct a financial report that outlines donations and expenses required for
Ease the Freeze Family Festival to thrive.

Enable Ease the Freeze Family Festival with all the finances required to
operate at its optimal level.

Successfully balance program needs with budget.

Financial Team Objectives

Obtain group specific budgets in order to develop an overall financial plan.

Provide necessary forms for donors/sponsors and follow up with a budget of

remaining expenses.

Provide program president (Jeremy Schultz) a guide for retrieving supplies and
a financial summary of these supplies.

Design a format for organizing overall finances and a donation summary.

Recognize sponsors at the event.

22

Task List
Before Event:
1. Obtain budgets from all groups.
2. Create donation/sponsor forms for marketing group.
3. Create a receipt for any lending of materials (around campus).
4. Create a list of all supplies needed and how much they cost.
5. Collect donation offers from classmates by sending around a list.
6. Break down supply list based on what class is providing.
7. Take remaining list and find sponsors/donors. This will be accomplished by
the marketing and financial.
8. Break down supply list once more and collaborate a supply list with expenses
for Jeremy to retrieve.
9. Allow Jeremy to pay for program venue and magician.
10. Identify any remaining money that was not used and discuss with class (if
any).

Following Event:
1. Create a format for all finances.
2. Create a format to display all donations received for supplies or food/clothing.
3. Put together final documents for portfolio: donation list, finance list,
goals/objectives, and copies of all the forms used for financing.

23

Summary
Josh, Kate, Sumiko, Karla, and Louel are in charge of the financial aspect of this
program. They are responsible for the budget, ledger/income statement, recognizing the
sponsors for our event and documenting monies based on receipt collections as well as
items being donated.
We have $200 to start off the program with from the Physical Education, Health
and Recreation Department at Eastern Washington University. With the expenses of the
revenue and a magician show, it will not be enough to run this event successfully. This
means that our main objective is collecting donations. We are setting up an anonymous
donation plan where each class member can donate without biased feelings from other
group members. We will record all donations including physical materials that each
individual provides. We are avoiding asking businesses for money due to university
policy. Instead, we pursued a club organization so we would have the opportunity to
receive $100 on behalf of the programming club to run Ease the Freeze Family Festival.
The donation of clothing and canned food donated for this event is going to local nonprofit organizations.

24

Class Member Donation List

Donors
Jeremy
Ali
Melanie
Chelsey
Kyndal
Nickolas Weisgerber
Jaclyn
Sumiko
Rebekah
Kyle
Liz
Whitnie
Josh F.
Sponsor Donation List

Donations
Paper; Tape; 1 Roll of masking tape; Limbo Stick; Paper;
Pen; Paper; Bingo Chips; Paint; Paper; Glue; Scissors;
Sticks; String
Clothes pins; Pictures to color; Glitter
Paint Brushes
Cups; Speakers; Bingo cards; Ribbon; Salad spinner
3 Hoola Hoops
4 Frisbees
Crayons
Large jar
Candy
King size sheets
Paper plates or coffee filters
Football
Tire; Boxing stand

Donors
Papa Murphys
Froyo Earth
Spokane Arena
Laser Quest
Rosas
Sky High
The Mason Jar
El Rodeo
Bank of America
Chase
Cheney Federal Credit Union
EWU Recreation and Leisure Services Department
Daycare
Chelsea
Expenses

Amount

Cheney Middle School

$42.50

Magician

$65.00
$90.00
TOTAL: $ 197.50

Wal-Mart

Donations
1 Gift Certificates
2 $5.00 Gift Certificates
4 Spokane Chief Tickets
1 Family Fun Pack
16 Pizza Gift Cards
8 1-Hour Passes
1 Gift pack
1 Gift Certificates
1 Bag of Goodies
Highlighters
Pencils
2 Snow Sleds
1 Basketball
Paint Supplies, Glitter,
1 Baking Set, Spin Art

25

Individual Donation Form

Name: Phone number:
Would you like to donate or lend materials? Donate Lend (Circle one)
Materials (be as specific as possible):______________________________________________________________
____________________________________________________________________________________________

X___________________________ Material Collection Deadline:
Signature of donor
Receipt (if you would like materials returned)
Requested Date of Return:
Materials(s) Borrowed: ________________________________________________________________________
___________________________________________________________________________________________

X______________________
Program Signature
Questions or concerns please contact Melanie Baldwin at meljbaldwin@hotmail.com

_____________________________________________________________________________
Individual Donation Form
Name: Phone number:
Would you like to donate or lend materials? Donate Lend (Circle one)
Materials (be as specific as possible):______________________________________________________________
____________________________________________________________________________________________

X___________________________ Material Collection Deadline:
Signature of donor

______________________________________________________________________________
Receipt (if you would like materials returned)
Requested Date of Return:
Materials(s) Borrowed: ________________________________________________________________________
___________________________________________________________________________________________

X______________________
Program Signature
Questions or concerns please contact Melanie Baldwin at meljbaldwin@hotmail.com

26

Financial Approval Form

Program: Ease The Freeze Family Festival
This form marks approval for the following portion of the Ease The Freeze Family
Festival event:
Magician ($ 65.00)

Venue ($ 42.50)

Materials and Prizes ($ 90.00)

By signing below, you agree that the above description of the financial need
is completed to satisfaction. You understand that after approving this
phase, any changes relating to the approved documentation may have additional cost,
which may apply.
Signature of Mentor: ____________________________________
Print Name: _____________________________________ Date: ________________
Signature of Finance Leader: ______________________________
Print Name: ______________________________________ Date: ________________
Signature of Finance member: _____________________________
Print Name: ______________________________________ Date: ______________
Signature of Finance member: _____________________________
Print Name: ______________________________________ Date: ______________
Signature of Finance member: _____________________________
Print Name: ______________________________________ Date: ______________
Signature of Finance member: _____________________________
Print Name: ______________________________________ Date: ______________
Signature of Finance member: _____________________________
Print Name: ______________________________________ Date: ______________

27

Sponsor Donation Form

Ease the Freeze Family Festival
Event Details: Thank you for your interest in donating to the Ease the Freeze Family
Festival! EWU Students are holding a carnival at Cheney Middle School on Friday,
November 22nd at 5:00 P.M. We will be accepting donations at the carnival for our local
emergency food bank, and clothing exchange. Please, help us in our mission to keep
Cheney warm this winter.
Organization Contact
Company Name
Address
Individual Contact
Telephone
Email

*Would you like to advertise your company at the event?

I plan on donating the following Item(s)

Yes

No

(circle one)

________________________________________________________________________
________________________________________________________________________
__________________________
Receipt for Donating to Ease the Freeze Family Festival
____________________, pledges to donate the items listed above in support of the Ease
the Freeze Family Festival.
*If you would like to advertise your business at the event, please email your company
logo to Melanie Baldwin at meljbaldwin@hotmail.com by ____/____/____.
*If you would like to set up a booth at our event please email Melanie Baldwin at
meljbaldwin@hotmail.com by ____/____/____.
Ease the Freeze
Family Festival
Financial Representative

If you have questions, please call

Melanie Baldwin @ (425) 780-9892

Thank you for your generous donations!

28

Operations Plan
Operations team goal

The goal of the operations group is to help provide structure and guidance for the
Ease the Freeze Family Festival, a night of fun and entertainment for elementary
aged children and their families to be held at Cheney Middle School.

Operations team objectives

Venue:
o As the operations group our duty is to book a venue appropriate for Ease
the Freeze Family Festival.

Obtain a lease agreement from the middle school

o Contact Angie Allen and Mike Stark from Cheney Middle School
o Receive lease agreement (as seen below)

29

30

o Return the lease agreement to Mike Stark and pay the lease agreement
fee of $5.
o Drop off the form on October 25, 2013
Venue: Cheney Middle School
The Ease the Freeze Family Festival was held at Cheney Middle School. We will
transform the schools commons into the Ease the Freeze Festival. The commons are
located inside the main entrance near the center of the school (see images on the next
page for specific images of the venue).

31

32

Parking information
There is limited parking available at the north side of the building and more parking on
the east side of the building.

Address:
2716 N 6th St
Cheney, WA 99004

33

Booths and activities

Pin the Nose on the Snowman

34

Face Painting

Frisbee Toss

35

Coloring Contest

Limbo

36

Guess How Many

Fishing Pond

37

Bingo

Can Knockdown

38

Spin Art

Football Toss

39

Glitter Snowflakes

Magician

40

Timeline

October 14, 2013

o Dana and Michelle got the venue situated

October 16, 2013

o Dana and Michelle got a map of the venue and gave it to risk management
and facilitation.

October 17, 2013

o Beth made sure lighting, trash, sound, and media equipment was arranged
o Stacey figured out any rules regarding food and drink

October 21 November 14, 2013

o As a group we worked with facilitation to coordinate the set-up and take
down of the event

October 22, 2013

o Dana and Michelle made a plan of where the booths would be located
exactly

October 28, 2013

o Alex contacted the magician

November 11, 2013

o Alex coordinated parking for the day of the event

November 18, 2013

o As a group we created a plan for decorating and hanging banners

November 20, 2013

41

o As a group posters were made for each booth and large snowflakes were
made for decorations
o All of the supplies needed for the event were received

November 22, 2013

o Beth made sure the media was working properly

Supplies
The operations group is in charge of supplies and decorations for the event. The
following are needed for the event:

Raffle tickets

Tape

Paper

Poster paper

Paint

Markers

Jars

Tables

Supplies for booths:

Pin the Nose on the Snowman

Paper

Tape

Blindfold

Prizes

42

Face Painting

Paint

Paint brushes

Cups

Frisbee Toss

Hoola hoops

Frisbees

Masking tape

Coloring Contest

Pictures to color

Crayons/colored pencils

Limbo

Music

Limbo stick

Guess How Many

Large jar

Candy

Paper

Pen

Table

Fishing Pond

Poles

String

43

Prizes

Clothes pins

Poster paper

Bingo

Paper

Bingo cards

Chips

Tables

Chairs

Can Knockdown

Cans

Table

Rubber balls

Spin Art

Salad spinners

Paper plates

Paint

Table

Football Toss

Football

Tire

Glitter Snow Flakes

Paper

44

Ribbon

Glitter

Glue

Scissors

Magician

Provided his own supplies

Instructions for Booths

1) Pin the nose on the snowman
1. Put the sleeping mask on the child
2. Ask the child how old they are then spin them that many times
3. Give the child the nose with tape on the end
4. Tell the child to place the nose on the snowman
5. Once the child is done remove the blindfold
6. Give the child a prize
2) Face Paint
1. Ask the child what they want painted on their face
2. Paint the childs face
3. Show the child the outcome with the mirror
3) Frisbee Toss
1. Explain the game to the child
2. Have the child stand behind the line
3. Give the child the frisbee
4. Tell the child they get up to three tries to make the frisbee in a hoola hoop

45

5. If the child makes the frisbee in the hoola hoop, give the child a prize
4) Coloring Contest
1. Have the child color the photo
2. Make sure the child puts their name, age, and grade
3. When the child is finished put the picture in the assigned age group
4. The age groups are labeled ages 0-2, ages 3-4, kindergarten to 3rd grade, 4th to 6th
grade, 7th grade and older.
5. The leaders at this booth chose two winners from each category.
5) Limbo
1. Hold the stick up and play music
2. Have each child go through once
3. Keep lowering the stick
4. Once there is a winner give the child a prize
6) Guess Game
1. Have the child write down their guess along with their first and last name
2. Remind the child in order to get the jar of candy they have to be present
7) Fishing Pond
1. Have one leader at the booth be behind the table and one leader guiding the child
2. Have the child throw the pole over the sheet
3. Once the leader sees the line clip on a prize and tug
8) Bingo
1. General bingo
2. Explain what a bingo is (across, down, or diagonal)

46

3. Pull a slip out of the box (Example: B2) and read it out loud
4. Keep pulling slips until someone says bingo
5. Give the winner a prize
6. Go for a blackout (whole board covered)
9) Can Knockdown
1. Stack six cans in the shape of a pyramid
2. Hand three balls to the child
3. Have the child attempt to knock down the cans
4. Give the child a prize if all the cans are knocked down
10) Spin Art
1. Have paint, the paper, and salad spinner ready
2. Let the child put paint onto the plate (with name on back of plate) which is inside
the salad spinner
3. Put lid on spinner and let child spin
4. Let dry and have child pick it up before they leave.
11) Football Toss
1. Have the child stand behind the line
2. The child can have three tosses before they have to go to the back of the line
12) Glitter Snowflake
1. Let the child chose a piece of colored paper
2. Have the child cut out their snow flake design
3. Have the child write name on snow flake
4. Direct the child to the glitter and glue

47

5. Take snowflakes and set on drying table

6. Attach a string to the snow flake and give back to the child
13) Magician
1. Have the magician set up his supplies on the stage
2. The magician presented his show on the stage
3. The magician had small face to face magic with the children off the stage

48

Risk Management Plan

Risk Management Goals
Our teams goal is to properly manage, assess and mitigate safety concerns as well as
provide risk management for our programs participants and staff throughout the Ease The
Freeze Festival.
Risk Management Team Objectives

Our objectives are to properly use the facility of Cheney middle School.
To identify all safety hazards and concerns within the facility. To include the
identification of the fire exits and Automatic External Defibrillator (AEDs).
Design a proper layout that identifies the fire exits and AEDs.
Ensure that all staff are aware of our program waivers, which include: Code of
Conduct, Hazards and Risk acknowledgement, Medical Release Form and Photo
Release.

Timeline

Initial training of facility risk assessment will commence on November 13 at

11:00 am.
All waivers, record of first aid training, and transportation schedule will be
completed by November 13 at 12:00 pm.
Confirmation of staff training will be completed by November 15.
All staff waivers will be subject for review no later than November 15.
Re-training of facility risk assessment will be conducted, no later then, November
19.
The program will be carried out November 22 at 5-8 pm.

Risk Assessment and Control Measures

The initial training carried out on November 13, will include the identification of all
safety precautions as well as procedures and immediate action plan for staff.
The largest risk will be that of transportation, therefore, the transportation plan will be
establish no later than November 15. All staff will have to identify whom they will be
carpooling with set meeting times.
In order to minimize monetary loss, the financial team of the program will monitor
donations and keep accurate records of spending and collection of donations throughout
the program. The financial team will also review all records to account of all loss and
expenditures.
All staff that is first aid/CPR certified will be properly placed throughout the event in
order to ensure best use of our resources if such resources are needed. These staff

49

members will be responsible for participant and staff safety during the occurrence of an
evacuation procedure. The facilitation team will establish a rotation schedule of were
supervision staff will be location and for how long.
In the event of any emergency the risk management team will be responsible for
contacting Emergency Response Units. All other staff will aide and report any medical
incident, missing persons, altercations of participants, property damage, natural disaster,
random shooter or any other emergency situation that may arise during and throughout
the event within the facility of Cheney Middle School.
The staff member closest to any situation will be responsible for providing help to
staff and guests.
The risk management team will give her or his phone numbers to every staff member of
the program. Each staff member is responsible for recording and knowing each phone
number incase of an emergency. All staff members will be responsible for knowing the
emergency medical service numbers as listed below.
Spokane Deaconess Hospital
Rockwood Clinic
Cheney Fire Department
Dr. Jeremy Schultz
At the time, the program has ended; all staff is required to delete said information from
any source that was recorded in.

50

Risk Assessment
Possible Risk
(Viewed from likely to least
likely)
Minor medical incident.
(cuts, scraps, minor burns,
broken bones)

Preventative measures

Major medical incident

(Heart attack, stroke, loss of
consciousness)

Missing person

Proper response to said

events

Proper training of
facility.
Identification of
possible risk to
include, proper
travel through risk
areas and proper
barriers of hazards.
First aid kit and
AEDs are properly
identified and within
site.

All personnel will

be aware of
likelihood of event.
The staff ratios of
CPR trained will be
dispersed adequately
throughout the
facility.
Said personnel with
CPR/first aid
certifications will be
aware of first aid
kits while on duty.
Emergency resource
information will be
available to all
personnel
Staff supervision of
participants is
required to ensure
that parents are

51

Staff closest and

first to respond to
any event must
notify closest staff
member.
Staff with most
relevant training will
attend to said issue.
EMS activation if
required.

First responder to
incident will
adequately notify
nearest personnel in
a timely manner.
There will be a no
hands on policy
without proper
training.
EMS will be alerted.

Alert risk
management staff.
In the event, all staff
will cease all
activities and
commence search
immediately.
If said individual is

Natural Disaster (fire,

flood, earthquake, tornado,
etc.)

properly supervising
children.
Staff will be
required to report
any suspicious
behavior.
First aid/CPR
personnel must
attend any hurt
individual
immediately.
First aid kits are
available at all
times.
EAP will be on each
staff member in
back left pocket of
his or her trousers
throughout the
event.

not found,
immediately contact
the Cheney Police
Department.

All first aid/CPR

trained personnel,
must be alerted.
Emergency response
units, police and fire
department will be
contacted
immediately.
Evacuation plan will
be carried out.

Random Shooter

Evacuation plan is
readily available.
EAP is readily
available and on all
staff.

Loss/Stolen/Damage
property

Financial Loss

All staff will

properly supervise
participants.
Staff will be
proactive from
preventing unsafe
and unsavory
behavior.

Financial team will

52

First aid/CPR will

be alerted on all
medical needs.
Staff will direct all
participants and all
individuals in
facility to
appropriate
evacuation points.
Contact emergency
personnel.
Staff will alert risk
management team.
Risk management
team will contact
appropriate
authorities.

Financial team will

account for all

donations and funds.

53

review all records

and identify all
financial loss, if any
at all.
Will report all loss
to appropriate
personnel (Dr.
Schultz).

Facilitation and Management Plan

Team Goals

Provide a successful event where attending families can have an exciting night out
together where children win prizes and accumulate fun items.

Acquire multiple donations to have a profitable event for the groups we are
supporting.

Promote group effort during the day of the program. Including set up,
participation, take down and overall enjoyment.

Objectives

Make sure each booth has every item they needed to ensure their activities run
smoothly.

Organize booths in a way that will provide adequate space for their activities
without interfering with any of the other booths.

Train all members on how to effectively run each activity.

Have people (floaters) circulating the event to ensure that all members are
getting breaks and booths do not run out of supplies.

Have all booths set up and ready by 4:30pm on the day of event so we can open
the doors promptly at 5pm.

Timeline Before Event

October 24th -Decide what booths will be at the event (Group).

54

October 28th-Detailed budget and itemized list for booths (Group).

November 4th-Formal activity plans for each booth (Group).
November 11th-Detailed day of schedule (Group).
November 18th-Finalized what if plans and checking for all items for booths (Group).
November 20th-Training on how to run booths (Group).
November 22nd-EVENT!
Timeline For Day of Event
1:00pm- Whitnie and Ali will meet Jeremy and pick up all items from the program.
2:00pm- All members arrive at the middle school and begin set up.
4:30pm- Set up is complete and all members are ready at their booths.
5:00pm- Doors open.
5:30pm- First magic show.
6:45pm- First set of prizes, color contest, and candy jar will be given away.
7:00pm- Second magic show begins.
7:30pm- Second set of prizes, color contest and candy jar will be given away.

55

7:45pm- Say thank you to everyone for attending and remind participants to pick up their
art.
8:00pm- Doors close and clean up will begin with all members.
Booth Assignments:
Guessing Game
Lauren
Loula
Football Toss
Whitnie
Kyle
Josh F
Frisbee Toss
Cameron
Josh M
Can Knockdown
Alex
Scott
Glitter Snowflakes
Stacey
Sumiko

Spin Art
Chelsey

56

Bingo
Michelle
Alejandra
Ali
Fishing Pond
Caroline
Karla
Nicholas

Limbo
Mariah
Jaclyn
Kaitlin
Coloring Contest
Stacey
Keisa
Face Painting
Dana
Rebekah
Michelle (only when needed)
Pin the Nose on the Snowman
Beth

57

Booth Descriptions:
Guessing Game
Supplies:
-

Large Jar (3)

Candy

Paper

Pens

Instruction Sign

Set up:
1. Fill the large jar with candy.
2. Place the jar, along with the instructions sign on the table together.
3. Place a stack of paper and pens on the table.
4. Put a jar for guesses on table.
Objective: Children try to guess the number of candies in a jar. The closest guess wins
the jar.
-

Multiple jars of candy will be given away, all with same number.

Winners will be announced by emcee throughout the night.

Procedure:
1. Children write their guess, first and last names on piece of paper.
2. Facilitator collects the papers with guesses.
3. Remind guests that they must be present to win.

58

Football Toss
Supplies:
-

Football (2)

Tires (2)

Punching bag stand (To hang tires from)

Tape

Set up:
1. Hang the tires from a stand so they both face same direction.
2. Mark a line on the ground with tape for the kids to throw from. Use multiple lines
at different distances for different ages.
Objective: Throw the football through the tire.
Procedure:
1. Have the child stand behind the line appropriate for their age (use your best
judgment).
2. Give the child a football.
3. Instruct the child to gently throw the ball through the tire.
-

Remember, safety is a priority (we dont want footballs flying into other booths).

Have one facilitator waiting on the other side of the tires to stop overthrown balls.

4. If they throw the ball through the tire, they receive a ticket. If not, give them a
second chance (if they still dont get it, move on to next guest).
Frisbee Toss
Supplies:

59

3 Hula-hoops

3 Frisbee disks

Tape

Set up:
1. Set three Hula Hoops on the ground, leaving a couple of feet between hoops.
2. Use tape to mark lines on the ground.
a. 8 from hoops
b. 10 from hoops
c. 12 from hoops
Objective: The goal of the game is to throw the frisbees so they land inside the Hula
Hoops.
Procedure:
1. Give the child 3 frisbees.
2. Bring the child to appropriate line for their age (younger-closer, older-farther).
3. Instruct the child to toss the frisbees gently so that they land in the hoops.
4. Once all 3 frisbees have been thrown, award them a raffle ticket if one landed in a
hoop, and 2 if they landed all 3 hoops.
5. Collect frisbees from the hula-hoop area.

Can Knock Down

Supplies:
-

Cans (6)

60

Rubber Balls (3)

Set up:
1. Stack the cans in a pyramid.
Objective: Throw a ball to knock down the cans.
Procedure:
1. Hand 3 balls to the child.
2. Instruct the child to toss a ball and try to knock down the cans. Repeat until either:
-

All 3 balls have been thrown.

All of the cans are knocked down.

3. Award a prize if all cans are knocked down.

4. Collect balls and restack cans.
Glitter Snowflakes:
Supplies:
-

Paper

Ribbon

Glitter

Glue

Scissors

Set up:
1. Place the paper and scissor near each other on one end of table.
2. Place the glue, glitter and ribbon together on other end of table.
3. Put extra table to the side or behind for snowflakes to dry.

61

Objective: Cut and decorate paper snowflakes.

Procedure:
1. Let the child choose a piece of colored paper.
2. Have them cut out their snowflake design.
3. Have the child write their name on the snowflake.
4. Direct them to the glitter and glue (make sure they dont cover their name).
5. Take the snowflake and set it on the drying table.
6. Attach a string to snow flake and it give back to the child.
Spin Art:
Supplies:
-

Salad Spinners (2)

Paper plates or coffee filters

Paint

Paper towels

Set up:
1. Set the paper towels on the table.
2. Put the spinners on towels.
3. Place the paints to the sides of the spinners.
4. Place a stack of cut out plates next to the paint.
Objective: Paint a paper plate.

Procedure:

62

1. Write the childs name on back of the plate.

2. Put the plate into salad spinner.
3. Let the child put paint onto the plate.
4. Put the lid on spinner.
5. Spin.
6. Remove the plate and let it dry.
-

Kids can come back and pick up their art once it has dried.

Bingo:
Supplies:
-

Bingo Cards

Chips for cards

Box

Slips of paper

Set up:
1. Hang up the Bingo Poster.
2. Set the bingo cards out on the table.
3. Spread the chips out on table.
Objective: Fill in 5 spaces in a row vertical, horizontal, or diagonal (first to do so gets a
prize).
Procedure:
1. Hand out the Bingo cards.
2. Instruct the kids to place a chip over the space if it is called out.

63

3. Explain what a Bingo is (across, down or diagonal), and what to do when they
have a bingo.
4. Pull a slip of paper out of box and read aloud (i.e. G: 52).
5. Repeat this until someone calls Bingo.
6. Verify the bingo.
7. Award the winner with a prize.
Fishing Pond:
Supplies:
-

Poles

String

Clothes pins

Prizes

Colored fish

Set up:
1. Tie a piece of string to one end of each pole.
2. Attach a clothespin to the other end of the string.
3. Set up table/sheet as barrier or pond (decorate).
4. Set the prizes out on a different table.
5. One facilitator waits behind the barrier with a fish and waits to hook it on the
clothespin.
Objective: Kids go fishing and catch prizes.
-

The color of paper on the string determines the prize received.

64

Procedure:
1. Hand the child a fishing pole with string and clothespin attached.
2. Instruct the child to cast the string behind the barrier to catch a fish.
3. Instruct the child to gently pull the fish back over the barrier when they feel it
bite.
4. The facilitator behind the barrier puts a colored fish on the hook.
5. The facilitator behind the barrier tugs on string.
6. When child pulls string back, help them take the fish off the clothespin.
7. Give the child a prize.
-

Color 1: Raffle Ticket

Color 2: prize at table

Limbo:
Supplies:
-

Music (MUST BE APPROPRIATE)

Limbo Stick

Speakers

Extension cord

Set up:
1. Plug in speakers/karaoke machine.
Objective: Kids will try to limbo under the stick as it is lowered. When they are unable
to pass under the stick they are eliminated.
Procedure:

65

1. Hold the stick up and play music.

2. Instruct one child to limbo under the stick one at a time.
3. If they touch the stick or can no longer pass under, they are out.
4. Gradually lower stick.
5. Once there is a winner, award a prize.
Color Contest:
Supplies:
-

Pictures

Crayons

Set up:
1. Spread pictures across the table.
2. Spread crayons across the table.
Objective: Kids color pictures and winners are chosen for each age group. Winners will
be announced later on the stage and will receive a prize.
Rules:
1. Have the child choose a picture to color.
2. Instruct the child to write their name, age and grade on the back of picture.
3. Child colors the picture.
4. When the child is finished coloring, put their picture in the pile for their age
group.

Preschool (5 & Under)

Kindergarten Grade 2

66

Grades 3-4

Grades 5+

Face Painting:
Supplies:
-

Paint

Paint Brushes

Cups

Paper Towels

Small mirrors

Set up:
1. Put out the face paint.
2. Get cups and fill them with water.
3. Put the paintbrushes in water.
4. Put out the paper with design options.
Objective: Paint fun designs on kids faces.
Procedure:
1. Ask child what they want painted.
2. Paint it for them.
3. Show them the results in a mirror.
Pin the Nose on the Snowman:
Supplies:
-

Paper noses

67

Tape

Paper snowman

Set up:
1. Tape the snowman up on a wall.
2. Tape the start line on the floor.
Objective: While blindfolded, kids will attempt to stick a paper nose on the face of the
snowman.
Rules:
1. Blindfold the child.
2. Ask the childs age, and spin them that many times.
3. Give the child the nose with tape on it.
4. Tell child to place the nose on snowman.
5. Once they have placed the nose, remove their blindfold.
6. Award Prize.

Booth Emergency Contacts:

1. Tim Ross

(509) 998 - 9134

2. Tim Penoyer

(360) 349 - 6674

3. Jeremy Schultz

(801) 493 - 9699

4. Danny Murphy

(509) 570 - 8548

5. Lauren Holm

(360) 621 - 5564

68

Evaluation Plan
Team Goal(s)
Our goal is to provide a survey that has been designated and adjusted for two different
populations. The purpose of the survey is to evaluate the thoughts of individuals about
our program. Also, to provide an insight on the value of our program and to determine if
the program mission and vision have been met. As a program, our mission is to provide
activities that inspire creativity, teamwork, and stimulate growth in a warm and safe
environment that develops social interaction, communication skills, and family bonding
opportunities. Our vision is to create a positive program that generates family bonding
and communication skills. The surveys are a way for us to collect information about the
activities done throughout the program and prove that we have accomplished our goal (s).
The outcome of each survey served us to make judgments about the program as a whole
so that we can improve the program effectiveness in the future.
Team Objective(s)
Our objective is to apply three different surveys that have been created by our members
which consist of a minimum of five questions and a maximum of ten. These surveys were
carefully chosen to fit the two populations that we evaluated. These populations were the
staff members and the participants that assisted to the program created (Ease the Freeze
Family Festival). The surveys were conducted in three different stages: before the event,
at time of event, and after the event. The surveys done before and after the event were
done to evaluate the staff members, and the survey that was done at time of event was to
evaluate the event through the participants. Through the surveys, we collected
quantitative and qualitative data that served to determine our success as programmers of
this event.

69

Introduction
Throughout the programming process, we gathered information and data about the
impacts of our programmers, our facility planning, and the success of our program in
creating a positive impact in the community so that we can provide the appropriate
services to meet individuals and group needs. We accomplished this by providing a
survey that has been put together by the members of the evaluation team; this survey was
adapted to serve two different populations: the staff and the participants. We created a
survey that consisted of a numbers of questions that were based on a short answer and
measurement surveying method that is assigning a number from a scale of 1-5 or 1-10 to
an element or characteristic. Each member of the evaluation team was responsible to
provide this survey throughout the programming process to each member of a sub-group
that they have been assigned to. The participants survey was distributed at the time of
the event and was collected at the end of it by one of our members. After collecting and
analyzing the data, the outcomes of the surveys were represented on graphs that were
accompanied by a short summary that described the nature of the results.

70

Timeline
November 1, 2013:

Final gathering of goals and objectives from sub-groups to suggest necessary

changes and to improve its efficiency for the event.

Began designing surveys for staff and participants that evaluated the value of our
program and determined if the program goals and objectives have been met.

November 8, 2013:

Rough draft of surveys were presented and reviewed by members of the program.

Necessary adjustments were made to ensure accuracy and clarity of questions

made for the surveys.

November 15, 2013:

Final surveys draft were presented and revised to avoid errors.

Designated amount of copies necessary for the event.

Coordinated printing and distribution of participant surveys at the time of the

event.

November 22, 2013: Day of Ease the Freeze Family Festival.

Surveys were distributed by one of our members at time of event.

Participants surveys were collected at the end of the event by one of our
members.

November 23-24, 2013:

Compiled information and data from the surveys that have been collected from
the participants that assisted to the event.

November 25, 2013:

Created a post-event rough draft survey for the staff members.

December 2, 2013:

Final post-event rough draft was revised and distributed to staff.

December 5, 2013:

Post-event surveys were collected.

December 6-8, 2013:

Compiled information and data from post-event surveys.

71

Revised and analyzed information and data from both staff and participants
surveys.

Outcome of the product was represented in a graph accompanied by a summary

explaining the results.

72

Outcome of Data Compiled From the Surveys Response: Staff Members.

Pre-event Staff Survey-Levels of

Satisfaction
100%
90%
80%
70%
60%
50%
40%
30%
20%
10%
0%

Completion

Efficacy

Experience within Experience within

the program
group

Summary
The data shown on the graph demonstrates the level of satisfaction of each sub-group
member. The survey was based on a set of four questions that determined the group
completion, group efficacy on the program, experience within the program, and the
experience within the group each individual was a member of. This was evaluated using a
scale number that ranged from 1-10 to describe the level of satisfaction towards each
element prior described. According to the information compiled, there was a higher level
of satisfaction on the experience within the group due to the positive response towards
the program from the staff in general; the lowest level of satisfaction was the experience
within the group due to disagreement between members and miscommunication issues.

73

Outcome of Data Compiled From the Surveys Response: Participants/Event.

Was the venue of the event accesible?

No
16%

Yes
84%

Summary
A high percentage of participants stated that the venue was accessible and enjoyed the
location at the Cheney middle school. Others stated having difficulties finding the venue,
especially when darkness arrived. There was an unforeseen issue associated with the lack
of lighting outside of the venue that made it difficult for individuals to identify the
location.

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Outcome of Data Compiled From the Surveys Response: Participants/Event.

Was the staff friendly and courteous?

4%
12%
Great
Good
Fair
Didnt answer
84%

Summary
The answers from participants were very satisfactory. A high percentage of individuals
expressed their gratitude towards the professionalism, enthusiasm and positive
atmosphere created by the individuals that were part of the event staff. Individuals
expressed that the staff members were very welcoming, respectful and helpful. Parents
were satisfied with the staff interactions with their children.

75

Outcome of Data Compiled From the Surveys Response: Participants/Event.

Did you enjoy Ease the Freeze Family Festival?

(Scale 1-a little bit, 5-had lots of fun)
4%
11%

1
2
3
4
5

85%

Summary
The majority of participants enjoyed the event as a whole. Children expressed excitement
about winning prizes and being able to participate in the different activities. Some
individuals expressed a willingness to participate in another festival in the future if there
was an opportunity. The small percentage of people that stated to have enjoyed the
festival just a bit was due to their late arrival and minimum time to participate on the
different activities and missing on the prizes as well.

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Outcome of Data Compiled From the Surveys Response: Staff Members.

Post-event Staff Survey - Would you have

changed anything about the sub-groups that
complete the programming process? How?
12%

6%

Assign a leader within each group to

achieve better comunication among
other groups
Add a group designated for
donations/sponsors

12%
Combine the operations and
facilitations group to make it one

70%

No

Summary
The data suggested that most staff members would not change anything about the subgroups. There is a manifestation of poor communication within members of the subgroups, among other groups, and leaders responsible of such groups for which it was
suggested to assign a leader within each group beside the event main leaders. The
facilitations an operations group worked as one group through most of the planning
process for which it was proposed to combine them and make it one group from the star
of the planning process. Adding a group designated for donations and sponsors only has
the potential to take some work off the hands of the main leaders, and create a more
structured and smoother process.

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Outcome of Data Compiled From the Surveys Response: Staff Members.

Would you have changed anything about

the organization of the event?

7%

No change

7%

Minor changes in logistics

29%

More lighting outside of

the venue

57%

Better communication

Summary
Minor changes were suggested among the programming process; they include minor
changes in logistic organization of booths as some individuals were overwhelmed by the
quantity of booths that were present. By reducing the number of booths present in the
festival, participants have more space for a smoother transition between booths, as time
will not set pressure on them to finalize the circuit of activities that are being offered.
There were also miscommunication between main leaders and the rest of the staff at the
time of the event. An expression of prominent concern of lighting outside the venue as it
was difficult for people to see at night and be able to identify the location. Most staff
members agreed that these are small changes that can be easily addressed, for instance no
major changes to the program were suggested.

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Outcome of Data Compiled From the Surveys Response: Staff Members.

Did you think the event had a positive

impact on the community?
6%
Yes
No

94%

Summary
A high percentage of individuals agreed that the event had a positive impact on the
community. The community had the opportunity to come together and spend some
quality time with their loved ones that included family members ranging from children to
grandparents, and friends. The community benefited from the donations made, the prizes
and giveaways. They also benefited from the enjoyment of activities that enriched their
lives with memories, smiles, and surprises.

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Conclusions and Recommendations

For most of us, the event was a success even though there were minor adjustments that
needed to be made. As programmers, we had the opportunity to influence the quality of
peoples lives. Thus, it becomes very important to know if our program and services were
having a positive impact on participants. The evaluation process is very important to
maintain high levels of participant satisfaction. We must learn about the impact of our
program to make necessary adjustments. We do this through assessment and evaluation
throughout the programming cycle. We asked for input through the application of a
survey that we created for our staff members and the participants. We accomplished this
by maintaining communication with leaders and different group member to ensure that
everyone was staying on track. From there, we collected information and data to evaluate
the value of our program and to determine if the program mission and vision were met.
To summarize the results of the outcome of each survey, we created graphs that were
accompanied by a description of the results. Our evaluation survey was created to help us
understand the reasons why we fail or in our case succeed so that we can incorporate or
improve the anticipated elements into future efforts.

80

Pre-event Group/staff Performance Evaluation

Ease the Freeze Family Festival

Group:
Please take a few minutes to answer the following questions. Circle one
answer (1=lowest, 10=highest)
How do you feel about your group completion?
1

10

10

What is your group efficacy on the program?

1

Please answer the following questions with a short answer.

Describe your experience within your group.



Describe your experience within the program.



Do you have any feedback?

81

Participants/Event Survey

Ease the Freeze Family Festival

Thank you for coming to our event. Please take a few minutes to let us know what
you thought about our festival. Your opinion will be valued and used to shape future
events. Thank you.

Please circle your answer and/or write a short answer.

Did the event meet your expectations? Yes or No.




How much fun did you have while participating or attending? (10=highest,
1=lowest)

1
2
3
4
5
6
7
8
9
10
The program length, date and time was convenient for you? Yes or No.



Was the staff friendly and courteous?

o Great
o Good
o Fair
o Other ____________
How did you hear about our event?

o Friend
o Flyer
o Facebook
o Other ____________
Do you have any feedback for us?

82

Post-event Staff Evaluation

Ease the Freeze Family Festival

Please take a few minutes to answer the following short-answer questions.
What was the magicians name that participated in our event?

How many people attended the event?


What are three of the booths that were in the ease the freeze festival?


Would you change any major component of our program? If so, how would you do
so?


Would you create any other sub categories for groups while developing a
programming now knowing how our program went?


How is this something that you will be able to apply to your future careers and life?


What is the most important thing youve taken away from this program?


Please circle one answer.
The mission of the group was accomplished. (1=lowest, 5=highest score)
1

The vision of the group was accomplished. (1=lowest, 5=highest score)

1

I believe our event had a positive effect on our community. (1=lowest, 5=highest
score)
1

83