Logistics

Plan B Plans:

Plan B plan would've been for if there were a lot of people at the program, we would have to add more time to the transitions and the movie intermission, so that there is enough time for everyone to get from one room to the next, to use the restroom, and to refill on popcorn and candy.

Jordan would've been the person to make the call to add more time to the transitions. She would've consulted with the rest of the group to make the change. If Jordan needed another opinion she would ask Dan and Amy for advice and their thoughts on the situation.

Materials / Equipment Needed:

• Tables (3)- Jaycee, used for registration, popcorn, and drinks
• Raffle Prizes- Donated by College of Natural Resources
• Raffle Tickets (1 roll)- Jaycee
• Pens and Paper-Jaycee
• Board Games- Raleigh Parks and Recreation
  • Life-Size Jenga (1)
  • Life-Size Connect 4 (4)
  • Tic Tac Toe (1)
  • Meatball toss (golf balls and buckets) (60 golf balls and 2 buckets)
  • Pasta Sort- pasta- buying
• Movie (Cloudy with a Chance of Meatballs)- Raleigh Parks and Recreation
• Blow up movie screen-- Jaycee
• Popcorn and Machine- Jaycee
• Candy (3 bags)- buy
• Bowls (50)- buy
• Cups (50)- buy
• Chairs (30)- Jaycee
• Mats (8)- Jaycee
• Projector (1)- Jaycee
• Bag for raffle (1)- Jaycee

Facilities:

This program took place in the community center. We used the gym and one of the small rooms for the games. The room for the games was right across from the gym so it was easy access for the participants. In the small room, we had board games evenly separated so that they wouldn't be mixed together. In the gym, we had a blow up screen in the corner with a projector in front of it, we had three rows of mats on the ground for people to sit on. Behind the mats, we had two rows of bleachers on one side and then one row of chairs next to the bleachers. We had a very clear walkway down the middle of the gym.

See appendix for the layout of the rooms.

Staff Considerations:

• We had a few volunteers come by Jaycee that helped set up for the event. There wasn’t much training required for us to teach the volunteers. When they showed up we told them their tasks and who they would be assisting. We did ask them to follow our dress code of wearing pajamas and only one didn’t. There were three volunteers that showed up. One was in charge of working the front desk and welcoming visitors. The other two were in the game room where they facilitated the activities and also handed out some of the snacks. Since we didn’t have too many visitors, the three volunteers was an appropriate amount
• In addition to the Dan and Amy we also had three volunteers. They were recruited by Dr. Moore, in her PRT 152 class. They didn’t require much training but instead just directions. We asked them to show up wearing pajamas because of how the event encouraged a dress code. The most important thing we shared was just having all the materials and program set up. We also asked that they engage with the participants and make them feel as welcomed as possible. We also wanted everyone to be excited about the program because it will extend to the participants. Having the staff show up early, we went over the layout and run-sheet.

Safety and Risk Management Considerations:

• Activity Selection- We chose to design our program to appeal to younger children and families. Games that were easy to play but enjoyable for all. We had a few intellectually stimulating games like Jenga, pasta sort, and connect four. But we also had some similar to fair games like meatball toss and tic tac toe that you had to throw. Only having 5 main activities we were able to assign 5 staff to monitor and facilitate.
• Conducting the Activity- When a participant walked up to a game we had staff there to explain and demonstrate. We continuously monitored the participants and even joined in to create a better experience. Some of the younger children didn’t completely understand but simplifying down terms and showing by example worked well.
• Environmental Conditions- We wanted to make sure there was enough room for activities. In the movie theater, we didn’t allow drinks other than water because we didn’t want a slippery floor or the floors to be messed up. We didn’t have any hazards in the rooms. Observers had room to watch if they wanted.

Budget / Resource Allocation:

Budget for Spending:

• Tables- Jaycee
• Raffle- Donated by CNR
• Raffle Tickets- Jaycee
• Pens and Paper-Jaycee
• Board Games- Raleigh Parks and Rec
• Jenga-Raleigh Parks and Rec
• Connect 4-Raleigh Parks and Rec
• Tic Tac Toe- Raleigh Parks and Rec
• Meatball toss (golf balls and bucket)-Jaycee
• Pasta Sort- pasta- Jaycee Purchased $6
• Movie- Raleigh Parks and Rec
• Blow up movie screen-- Jaycee
• Popcorn and Machine- Jaycee
• Candy- Jaycee Purchased- $10
• Bowls- Jaycee
• Cups- Jaycee Purchased-$5
• Napkins- Harris Teeter Gift Card
• Chairs- Jaycee
• Mats- Jaycee
• Projector- Jaycee
• Bag -Jaycee

The event was free for participants. Some materials were donated by the College of Natural Resources and Harris Teeter and others were purchased by Jaycee Community Center. A lot of the materials were already at the community center or we were able to reserve from the City of Raleigh.

Donors:

• Harris Teeter- 919-828-9216

Evaluation:

• The participants were able to enjoy some games, a movie, and light refreshments. This was mostly a good opportunity for participants to become comfortable with Jaycee and have a fun night. The participants were very thankful and enjoyed the event. Because many participants were younger, they had to leave early, but they wished we would do it again another time. We could have more of a substantial food that way it is seen as a food event instead of a movie and game night, but that would change many things.
• We evaluated the program based on observing the participants and engaging with them to see satisfaction levels. We used personal feedback to evaluate success. We found out that the raffle was a great idea because they really enjoyed the NC State gear a lot and were the first chosen from the raffle.

Project Mgmt Timeline:

See appendix for timeline.

Run Sheet for Day of Program:

See appendix for run sheet.