Event Plan
My event for the Northwest Alabama Reading Aides will be a “Living and Learning Through Literacy Luncheon.” The event will be held at Northwest Alabama Reading Aides office located in downtown Florence. The Luncheon event will take place Saturday, April 17, 2010 starting at 1 p.m. and ending at 4 p.m. It is open to the community. The event will be held to increase awareness about literacy and how NARA is trying to promote success through education. The event will help deliver important messages about becoming a volunteer and making a difference in someone else’s life.
The event will be held inside the Northwest Alabama Reading Aides office, outside on East Tuscaloosa Street and North Seminary Street which will be blocked off, and across the street outside of First United Methodist church. I chose to have the event at their office and outside because it is a great chance to get people to know where they are located. I think being outside will attract a lot of attention and will get a lot of recognition from the event. Having it outside will enable them to effectively reach a large number of people.
NARA will start by inviting its major financial supporters, The United Way of the Shoals Area Inc, First United Methodist, and Trinity church in the Florence area. We also plan to invite anyone in the community interested in being a volunteer or wanting to help our organization. We will be giving flyers to the Florence public library, advertising the event in the local newspaper and putting signs around downtown area.
I have anticipated 150 people being at the event. I got my estimation from adding the number of staff members from each supporting organization, and the number of flyers being printed. There are 20 Board of Directors and 4 staff members from United Way of the Shoals Area Inc, 12 staff members from First United Methodist church, and 11 staff members from Trinity church. I calculated each person bringing one guest. The total estimation would be 94 guests from the three organizations, and 50 local guests.
I have planned a variety of activities enjoyable for the whole family at the Living and Learning Through Literacy Luncheon Event. We will have two adults sharing their personal experiences and success stories. New York Times Bestselling Author Beverly Barton, a UNA graduate, will be doing a book signing and giving a speech. There will be arts and crafts, games, and face paint for children. Guests will be able to enjoy the musical talents of Sean Mireau and the Volcano Island Band, while eating a tasty lunch of appetizing finger foods and drinking delicious wine or a nonalcoholic beverage. NARA will also be having a 50/50 raffle, tickets will be $2 and the winner gets half the money and NARA will get half the money. Tickets will be sold at the front door the day of the event.
The total cost of the event came to $3,130.31 and that covered food and drinks, equipment, advertising, activity items, the entertainment, and extra necessary supplies. I propose to spend $1,000 on new books for NARA, and the book swap at the event. That would leave NARA with $869.69 to have in case any last minutes items are needed. On my event plan cost excel spreadsheet the total cost includes tax on all of the items except the performers.
Proposed Agenda:
1:00 – 1:15 p.m.: Welcome statement by NARA staff and board members.
1:15 – 1:35 p.m.: Beverly Barton gives a speech and shares her story.
1:35 – 2:00 p.m.: Speeches by adults sharing their stories.
2:00 – 3:00 p.m.: Food and drinks are provided, band starts playing.
(Kids games, crafts, and face paints are offered, and Beverly Barton book signing while lunch is served and people are mingling.)
3:00 – 3:10 p.m.: Pass around a guest book.
3:10 – 3:30 p.m.: Tours of the facility.
3:30 – 3:45 p.m.: Book swap, questions and answer session, and announce raffle winner.
3:45 – 4:00 p.m.: Closing statements and thank you from NARA.
