“Buzz it off for Cancer” Fundraising Event 1
Sheila Reyes
12/7/14
COM4990
Event Planning Final Capstone Project:
“Buzz it off for Cancer” Fundraiser
Contents:
Description of the eventPage 3
Specific detailsPage 3
Details of the event formatPage 3-4
ObjectivePage 4
Target AudiencePage 5
RisksPage 5
Media/CommunicationsPage 5-6
About the OrganizationsPage 6-7
AddendumPage 8
“Appendix A”Page 9
“Appendix B”Page 10-11
“Appendix C”Page 12-13
“Appendix D”Page 14-15
“Appendix E”Attached
ReferencesPage 16
Description of the Event:
The event is intended to be hosted by The Kiwanis Club of
Shorewood. It is a fundraising event to help raise funds for local
children and their families who have been affected by childhood
cancer. The purpose of this event is to raise money for local kids
with cancer while also partnering with Locks of Love to have wigs
made and donated specifically to local children. The event itself
will be a family-friendly event and will feature entertainment,
food, drinks, and raffle prizes. There will also be different
beauty-related stations where visitors can make a minimum donation
in exchange for a beauty service. The “Locks of Love” donation
station will have volunteer hairstylists who will be accepting hair
donations for the foundation. There will be a general admission
cost which will include lunch, a beverage, five raffle tickets and
entertainment. This event plan will include everything needed to
bring this event to life: a detailed plan, donation request letter,
list of willing donors, a flyer, and a mini-social media kit which
will include sample email blasts and plans for Facebook
publicity.
Specific details:
· When: Sunday, December 7, 2014Where: The Timbers of Shorewood-
Ballroom
· Time: 12 p.m.-4 p.m.Who: Hosted by The Kiwanis club of
Shorewood
· Admission: -Adult $10-Children under 12- $5
(Includes: 5 raffle tickets, lunch with chips and a beverage,
entertainment, snacks)
· Beauty service station minimum donation is $5 (excluding Locks
of Love, all donations made at the Locks of Love station will be
hair donations only)
Details of the event format:
The event will start promptly at 12 p.m. and there will be four
Kiwanis members at the entrance collecting admission and giving
each person a lunch ticket and five raffle tickets for the raffle.
Once inside the event, the guests will be able to grab their
included lunch. They will have the options of a hotdog, bag of
chips and a soda or a slice of Savarino’s pizza, a bag of chips and
a soda. Inside the event, there will also be popcorn and water
available which is included in the admission cost. Tables and
chairs will be available to sit and eat throughout the outskirts of
the ballroom. TCBY will have a booth where cups of frozen yogurt
will be sold for a $1 donation. The raffle items will be set up
along the back wall on tables. Kiwanis members will be walking
around selling raffle tickets for twenty-dollars for an arms-
length of tickets. Throughout the ballroom, there will be a total
of six beauty stations that will charge a $5 minimum donation for
services such as haircuts, massages, facials, manicures and
pedicures. The Locks of Love donation station will be in a
connecting room where there will be five hairstylists who have
donated their time and services to accept hair donations for the
Locks of Love foundation. A photo booth will also be available, in
a connecting hallway, where guests can take pictures for a $5
donation. They will be encouraged to take photos displaying their
cut off hair donation for Locks of Love. Chuckles the clown will be
walking around the entire event making balloon animals, juggling,
and entertaining the children. Eddie Karosa will begin his musical
performance at 1 p.m. and will break at 2 p.m. for thirty minutes.
He will begin playing music again from 2:30 p.m. -3:30 p.m. At 3:30
p.m. the Kiwanis club president will announce the raffle winners.
The event will conclude at 4 p.m.
Objective:
The objective of this event is to raise money for local children
and their families in the Shorewood area that have been affected by
childhood cancer. Not every family has the proper insurance or the
finances to be able to afford everything that is thrown at them
when their child is diagnosed with cancer. It is the objective of
this event to help the families who are in this situation. The goal
is to raise at least $10,000 at this event.
Target Audience:
The target audience of this event is anyone specifically in the
Shorewood area who wants to help. This event is family-friendly and
has entertainment for all ages. The beauty stations are also geared
towards all ages and Locks of Love accepts donations from every
age. The flyer encourages adults to attend this event as well as
children, hoping to grab the attention of families in the area as
well as individuals.
Risks:
Parking is going to be an issue. The Timbers Parking lot can
only hold 100 cars. It is expected to have around 500 people in and
out of the event. Troy Middle School is allowing the Kiwanis Club
to use their parking lot for this event. On top of this, the
Shorewood Police department needs to be hired for parking &
traffic control because this is expected to be a large event. This
is not an option, but a requirement per the Village of Shorewood
and costs $400. The Shorewood Police will be directing traffic and
parking the day of the event and will be directing overflow traffic
into the Troy Middle School Parking Lot across the street. The
Village of Shorewood also requires an emergency evacuation plan
which can be found on page 9 as an addendum.
Media/Communications:
The event will be heavily marketed utilizing all connections
possible. The flyers have been donated by The Timbers of Shorewood,
they are allowing The Kiwanis Club to use their paper and print on
their copier as many flyers as needed. This will save the club
approximately $300 on printed materials. From there, the flyers
will be distributed amongst the Kiwanis Club members and they will
be responsible for passing out the flyers. The flyers will be given
to Shorewood Chamber members and businesses who are willing to post
the flyers in their store-front, Kiwanis members will post the
flyers in their store-fronts as well, and the flyers will also be
dropped off at Fat Ricky’s & Savarino’s Pizzeria to be stapled
to every pizza box to be delivered the Friday and Saturday before
the event. The Shorewood Police Station and Fire Station will
market the event on their marquee at no cost to a non-profit.
An e-mail blast will also be sent out from the Shorewood,
Joliet, and Plainfield Chambers to all of their contacts. This will
be done at no charge since they do not charge non-profits an e-mail
blast fee. The Timbers of Shorewood will also be sending out an
e-mail blast to all of their contacts as well at no charge to the
club. There are sample e-mail blasts in appendix C.
There will also be a press release created by GRPR, a public
relations company that will be released to the local area’s Patch.
Once that happens, the link will be shared on the Kiwanis Club of
Shorewood, Timbers of Shorewood, Kiwanis, Shorewood Chamber,
Shorewood Village, Joliet Chamber and Plainfield Chamber’s Facebook
pages, and websites. All of these organizations will post an event
posting for a non-profit at no cost. This will allow the event to
get as much exposure as possible. Since there are three Timbers
employees in The Kiwanis club and The Timber’s is hosting the
event, Kiwanis is able to use GRPR at no cost. This allows Kiwanis
to utilize GRPR at no cost, and also allows The Timbers to gain
publicity as the event holder and co-sponsor, which is why they are
willing to cover the cost of the press release. There is a sample
Facebook post in appendix C.
About the organizations:
Kiwanis
The Kiwanis Club of Shorewood is a non-profit organization whose
mission is to assist in serving the children of the world
(www.Kiwanis.org). The Kiwanis club of Shorewood is very well known
in the community. They meet every Wednesday at 7 a.m. at The
Timbers of Shorewood Retirement Community. The President of the
club is Faith Varga who is also the Executive Director of The
Timbers of Shorewood. The Kiwanis club is currently looking for a
new event to host annually that will hopefully serve as their
second biggest fundraising event annually.
Locks of Love: Locks of Love is a public non-profit organization
that provides hairpieces to financially disadvantaged children in
the United States and Canada under age 21 suffering from long-term
medical hair loss from any diagnosis. They use donated hair to
create the highest quality hair prosthetics so that they can help
to restore self-esteem and confidence to those who need it. The
children receive hair prostheses free of charge or on a sliding
scale, based on financial need (www.locksoflove.org).
Childhood Cancer:
Childhood cancer is the leading cause of death by disease in
children and is more deadly than asthma, cystic fibrosis, diabetes
and pediatric AIDS combined. The length of treatment ranges from 3
months to over 3 years. Unfortunately, worldwide, 175,000 children
are diagnosed every year and of that number, 15,780 children and
teens will be diagnosed with cancer this year in the U.S. alone.
Childhood cancer occurs regularly, randomly, and spares no ethnic
group, socioeconomic class, or geographic region. Nearly two-thirds
of all cancer survivors experience medical problems resulting from
their cancer treatment (www.pablove.org/kids-cancer/).
Addendum to “Buzz it off for cancer” fundraising event-
Emergency Plan
This addendum to the “Buzz it off for cancer” fundraising event
between the Kiwanis Club of Shorewood, The Timbers of Shorewood and
The Village of Shorewood, which is dated December 3, 2014 and shall
be in effect Sunday, December 7, 2014. Per the request of The
Village of Shorewood, an emergency evacuation plan and on-site
emergency personnel has been added to the event plan.
1. Emergency Personnel on staff- Since the event is being held
at The Timbers of Shorewood, The Kiwanis Club has access to their
contacts and vendors. Kiwanis president and Executive Director of
The Timbers contacted Daley’s/Bud’s Ambulance and asked them to
donate their time to the event. They will be donating four
paramedics and their time to the event.
2. Injury or other emergencies: Daley’s/Bud’s ambulance has
donated their time and services for such emergencies. Kiwanis will
also have access to Timbers employees- CNA’s and nurses.
3. Emergency evacuation plan- In the event of an emergency,
since the event will be held in the Ballroom, which is in the lower
level of the building, the evacuation plan is as follows:
· There are two stairwells as well as two elevators. In the
event that the elevators are out, the stairs must be used. The
stairs lead up to an emergency exit outside of the building. In the
event of an emergency, emergency personnel and Timbers staff will
assist everyone out of the ballroom, up the stairs and/or elevators
and out the nearest exterior emergency exit door.
X _________________ ____ ______________ _____
__________________
KiwanisTimbersVillage Date:___________
“Appendix A”
Budget:
Total out of Pocket should not exceed $2,000.
Item
Provider
Cost
Budgeted
Venue
The Timbers
NO COST
$0
Tables/chairs
The Timbers
NO COST
$0
Food- hotdog, chips, popcorn, soda, water
The Timbers
NO COST
$0
Food- pizza, chips, soda
Savarino’s
$2 per lunch sold
$2 x approx. 500= $1,000
Photographer- photo booth/ general photog
Photo By Jamie
$2 per photo sold Photography NO COST
$2 x approx. 250= $500
Advertising- Flyers- will supply paper & allow us to use
copy machines.
The Timbers
NO COST
$0
Entertainment- clown
BMO Harris Bank Plainfield
NO COST ($300)
$0
Traffic Control- Police
Shorewood P.D.
$400.00
$400
Emergency Staff-
Daley’s Ambulance & Timbers CNA’s
NO COST
$0
Locks of Love Donation
Services provided by free-lance hairstylists
NO COST
$0
Email Blast
Shorewood, Joliet & Plainfield Chambers
NO COST for non-profits.
$0
Social Media Marketing Plan
Sheila Reyes (event coordinator) & Stephanie Walters
(Kiwanis member)
NO COST
$0
Entertainment- Eddie Karosa- musical entertainer
Heartland Bank-Shorewood
NO COST ($500)
$0
Estimated Total:
Budget:
Difference:
$1,900
$2,000
$100
“Appendix B”
List of Committed Donors:
Food & Service Donations:
1. Savarino’s Pizza – Will provide pizza by the slice, a bag of
chips and a can of pop. They are asking for $2 for every lunch
sold. Lunch is included in general admission. They will also staple
the flyer to every pizza box that goes out for delivery on Friday,
December 5 & Saturday, December 6.
2. The Timbers of Shorewood- Will provide hotdogs; condiments, a
bag of chips and a can of pop .Will also provide popcorn and
water.
3. Platinum Fades Barbershop - Will provide four barbers and all
are donating their time and any additional tips they receive to the
cause.
4. Frank Gironda Hair salon - Will provide four hairstylists and
all are donating their time and any additional tips they receive to
the cause.
5. Additional hairstylists- Five stylists will be donating their
time and tips. They are not affiliated with a company and will do
both men, women and kid’s cuts specifically for The Locks of Love
donations.
6. Becca’s Nail Salon- Manicures- Three nail techs are donating
their time and any additional tips they receive to the cause.
7. Diva’s Salon- Pedicures- Three ladies from Diva’s are
donating their time and any additional tips they receive to the
cause.
8. Photo by Jamie- Will be photographing the event at no charge
for future marketing purposes. She will also be providing a photo
booth, with props for free but will charge $2 per picture to pay
for supplies (ink, photo frame). The pictures will be sold for $5
apiece; profit of $3 off each picture.
9. Mary Kay Cosmetics- Becki Hackett will donate her time and
services and products and any tips she receives to the cause.
10. Massage Envy- Will provide two massage therapists and all
are donating their time and any additional tips they receive to the
cause.
11. TCBY Shorewood- Will donate 100 sample frozen yogurt
ice-cream cups. They will be sold for $1 a cup.
12. Fat Ricky’s Shorewood- They will staple a flyer to every
pizza box that goes out for delivery on Friday, December 5 &
Saturday, December 6.
Sponsorships
1. The Timbers- Venue & food
2. BMO Harris Bank (Plainfield)- Chuckles the Clown$300
3. Heartland Bank (Shorewood)- Eddie Karosa -music$500
Raffle donations:
1. Tease Hair salon- Hair supply basket- hairspray, brush &
$20 gift card to their salon
2. Guess What’s cooking- Cooking basket- strainer, bag of pasta,
spaghetti sauce, serving spoons, $20 gift card to Guess What’s
Cooking
3. Zsa Zsa’s Hair Studio- $30 gift card for services at
salon
4. Massage Envy- $30 gift card for a 30 minute massage
5. Mary Kay Cosmetics (Becki Hackett)- Mary Kay Product Basket-
Satin hands set, satin lips set, lipstick, nail polish.
6. Post Net - $30 gift certificate towards any printed
product
7. WineStyles- Winetasting party for up to 30 people
8. McDonalds- 20 $5 gift certificates. (raffling off in $20
increments)
9. EmbroideMe- $30 shirt customization gift certificate
10. BMO Harris Bank (Joliet)- Basket- Soccer ball, piggy bank,
Hubert doll, coloring book, $10 BMO Harris Mastercard gift card
11. Scooters Roadhouse - $25 gift certificate
12. La Mex Mexican Restaurant- $25 gift certificate
13. Thirty-One Gifts (Carol Wagner)- Thirty-One basket- Set of 3
Christmas utility Totes stuffed with holiday novelties.
14. Friaco’s Mexican Restaurant- $20 gift certificate
15. Buffalo Wild Wings (Chamber member)- $25 gift
certificate
16. Premier Jewelry (Linda Mejia)- Bracelet and $20 gift
certificate
17. Party Lite (Olivia Porras)- Basket- 1 box of 6 tea lights, 4
votives, 2 jar candles, 1 wax melt and wax burner $15 gift card to
Party Lite
“Appendix C”
Donation Request Letter:
November 14, 2014
Dear Friend of Kiwanis,
The Kiwanis Club of Shorewood is helping to raise money for
local children with cancer. The goal is to provide financial
support for local children in the Shorewood area who need help
financially.
We are hosting our first annual “Buzz it Off for Cancer”
fundraising event on Sunday,
December 7, from 12 p.m. - 4 p.m. at:
The Timbers of Shorewood Ballroom
1100 N. River Rd.
Shorewood, IL 60404
Meet Adan- He is a life-long resident of Shorewood. When he was
18 months old he was diagnosed with stage 1 Hepatoblastoma- cancer
in the liver. He underwent surgery to remove his tumor and parts of
his liver and underwent six rounds of chemotherapy. Now, he is 5
years old and in his 3rd year of remission! As a result of his
chemotherapy, he has had hearing loss and needs hearing aids.
Insurance only covers so many hearing aids for him, and now, he has
outgrown his current pair. The family is in need of financial
support so that they can afford this next pair of hearing aids to
give him a chance at being a normal five year old boy.
This is just one child’s story. There are so many more...
Kiwanis International is dedicated to changing the world— one child
and one community at a time. Help us help a local family in need in
any way that you are able!
Proceeds from this fundraising event will support the needs of
local children in the Shorewood area who can use help financially.
We will also be partnering with “Locks of Love” to have wigs made
specifically for the children in the Shorewood area who need our
help. The hair donations received at this event will be used in the
making of the wigs. The money raised at this event will go to help
the families of children with cancer in the Shorewood Area to
assist in medical expenses, etc.
The Kiwanis Club of Shorewood, a proud active group helping to
raise funds for children with cancer, invites you to participate in
this fundraising event.
Show your support by:
1. Being a Sponsor—
a. Create a team to raise money and have one (or more) person
cut their hair and donate it to “Locks of Love.”
b. Donate your services for the day- hair stylists, barbers,
nail technicians, make-up artists, massage therapists, etc. – We
will have stations throughout the event for people to donate to
have a manicure, hair styled, cut, etc.
c. Donate food to be sold at the event such as- pizza, hot dogs,
popcorn, desserts, beverages, etc.
d. Sponsor our entertainment- $100-$1000 sponsorship slots
available
2. Making a Raffle Contribution—
Donate merchandise, event tickets, getaways,
gift certificates, etc. for our raffle.
3. Attending the Buzz it Off Event and help to spread the
word
Kiwanis Club of Shorewood and the families for those in need
thank you in advance for your support.
Sincerely,
The Kiwanis Club of Shorewood
For additional information contact: Sheila at 815-609-0669
Kiwanis Club of Shorewood is a nonprofit organization; donations
to the Club are tax-deductible to the fullest extent of the law.
Proceeds from this event will be donated to the families of
children with cancer to assist in medical expenses and more.
2014 Event Committee
Faith Ann Varga
Kiwanis Club of Shorewood President
Sheila Reyes
For questions or inquiries
[email protected]
Proceeds benefit:
“Appendix D”
Social Media Kit:
(Both e-mails will include the photo insert of the flyer, only
change is the wording. One is for donations, one is an
invitation)
Email blast for donations:
To: Shorewood Chamber members, Joliet Chamber members,
Plainfield Chamber members, Timbers of Shorewood contact list,
Kiwanis contact list, Village of Shorewood contact list Subject:
Buzz it off for Cancer Fundraising Event- Donation
We need your help! Raffle gifts are needed to enhance the
afternoon! Do you want to have your company name listed on a
sign at the event? Call Sheila 815-609-0669 if you have an item you
would like to donate. I can come by and pick them up next
week.
Thank you!
Email blast for invitation for everyone including general
public:
To: Shorewood Chamber members, Joliet Chamber members,
Plainfield Chamber members, Timbers of Shorewood contact list,
Kiwanis contact list, Village of Shorewood contact list Subject:
Buzz it off for Cancer Fundraising Event- Donation
Please join The Kiwanis Club of Shorewood at The Timbers of
Shorewood for an eventful afternoon of food, pampering, raffles and
fun! This is a family friendly event and all are welcome! We will
also be taking hair donations for Locks of Love.
“Appendix D” continued:
Facebook Post:
Kiwanis of Shorewood shared a link
December 5
Everyone is buzzing about the Kiwanis Club of Shorewood’s “Buzz
it off for cancer” fundraising event at The Timbers of Shorewood on
Sunday, December 7 from 12 p.m. to 4 p.m. in the afternoon. All
proceeds will go back into the Shorewood Community to help local
families who have been affected by childhood cancer. There will
also be a Locks of Love hair donation station at the event.
“Buzz it off for cancer” fundraiser |Shorewood| Fundraiser for
local families affected by childhood cancer
http://www.shorewoodilkiwanis.org/
The Kiwanis club of Shorewood is hosting their 1st annual “Buzz
it off for cancer” childhood cancer fundraising event. All proceeds
will go to local families who have been affected by childhood
cancer.
References:
Kiwanis International. (2013).
About Kiwanis. Retrieved from www.kiwanis.org
Locks of Love Foundation. (2007).
About Locks of Love: Mission Statement. Retrieved from
www.locksoflove.org
The PabLove Foundation. (2014).
About Kid’s Cancer. Retrieved from
http://www.pablove.org/kids-cancer/?gclid=Cj0KEQiAwPCjBRDZp9LWno3p7rEBEiQAGj3KJt8SogYW4yIdTF6vyZxhl4_DwtCchWbDH7e8ii251H0aAlpM8P8HAQ
St. Jude Children’s Research Hospital. (2014).
About St. Jude. Retrieved from www.stjude.org
