Special Event Proposal: Pulaski County, Virginia

Festival on the Track

Summary
To raise funds required to replace the track at Pulaski County High School, we are proposing a
field day at the schools track. The Festival on the Track event is tentatively scheduled for
Saturday, April 25, 2015 from 11 a.m. - 2 p.m.
The main event will take place at Pulaski County High School with participants walking around
the track. Each lap completed by an individual has potential to earn a certain donation amount
that is agreed upon by sponsors. Individuals may also contribute by purchasing tickets, sold for
one dollar each, that are redeemable for concessions and games.
The date was chosen because the high schools Easter Break is Friday, April 3 through Tuesday,
April 7. Hosting an event two weeks after Easter Break will allow the faculty, administration and
students appropriate time to prepare both before and after the break, without infringing on their
time away from school during the break. Furthermore, this date is before the start of final exams,
as the scheduled last day of school is on Thursday, May 14.
The community is invited to donate and/or to participate in this event, which resembles Virginia
Techs Relay for Life, in the attached community member fundraising letter. Businesses are
invited to make a tax-deductible donation in the form of supplies, manpower or financial
assistance in the attached business-specific fundraising letter.
If a percentage of the proceeds are donated to the Pulaski County High School track replacement,
businesses may set up booths in the center of the track to promote or sell their products and
services. The presence of businesses would not only provide more activities for the attendees, but
it would also promote local and small businesses.

Sponsor/Donor System
Friends, family members or businesses will sponsor every participant, and the sponsors can
choose how much money they would like to donate per lap. At the end of the event, the
participant will record how many laps they have completed and the sponsor will then donate the
agreed upon amount of money.
A list of local businesses and a fundraising packet is attached to this proposal. Once the letter is
mailed to different businesses, the owners can decide if they would like to sponsor a participant
or make a donation to the event.

Special Event Proposal: Pulaski County, Virginia

Concessions
Tickets bought at the entrance to the event are used to purchase food and beverage items.
Attached is a donation letter directed toward local businesses to encourage donated concessions
and minimize event investment costs.
Item

Ticket Cost

Investment Cost

Pizza

2 tickets for one slice

Dominos Pizza has a donation program for

local events, pizza can be provided for a
discounted cost. Otherwise, each medium
pizza is $10 plus tax and we would estimate
a need of 100 pizzas, or 800 slices. If each
person eats 2 slices, this is enough pizza for
400 attendees. The school can order more
pizza as needed.

Chips

1 ticket for two bags

We suggest asking a grocery store, WalMart or Target to donate snack-sized bags

of chips.
Potentially $5.98 for 20 snack-sized bags of
chips from Wal-Mart.

Cotton Candy

1 ticket for one serving

$50 rental fee for the day plus $10 per sugar
supply

Snow Cone Machine

1 ticket for one serving

$90 for rental and supplies including 4

flavors

Soda, Water and

Gatorade

1 ticket for one

beverage

Ask local grocery stores to donate cases of

soda, water or Gatorade

Special Event Proposal: Pulaski County, Virginia

Games/Entertainment
Attendees can also participate in various events, from which proceeds will benefit the fund for a
new track. Games, concessions and local businesses will have booths on the football field
surrounded by the track.
Games

Ticket Cost

Investment Cost

Bean bag toss

1 ticket for 3 throws

$50 rental fee per day

Dunk booth

1 ticket for 1 throw

$200 rental fee per day

Face painting station

5 tickets

Ask high school students to volunteer their

time and the art department to volunteer
materials

Moonwalk

1 ticket

$150 for 4 hours

Pie eating contest

10 tickets to enter

Ask local bakery to donate pies

Performances by
school groups

No cost

No investment cost

We also suggest that the high school band, cheerleading team and dance team perform during the
event. This would give the students the chance to show their hard work and provides free
entertainment for the crowd.
The county sheriffs department could do a demonstration of their K-9 units and other
equipment. The county fire department could be present for kids to visit and to tour fire trucks
and ambulances. We suggest these demonstrations to occur in the parking lot closest to the track.

Special Event Proposal: Pulaski County, Virginia

Advertising
To advertise the event, the school administration and students will post flyers in local businesses,
hand them out in schools and post them at all sporting events and other school activities. Pulaski
County High School may also make announcements to explain and promote the event at school
events and during the school day. The school website should post information about the event
and the school administration should mail flyers to the families of students who attend Pulaski
High School three weeks before the event. The school may also post a banner at the entrance to
the track the day of the event. We also recommend that the Pulaski County website post
information pertaining the event, and that the information be sent to The Southwest Times to
potentially be published on their website.
Item

Cost

Flyers (to be handed out and posted in

schools and businesses)

50 flyers for $4.99 from Vistaprint or donated by

high school

Flyers and Envelopes (to be mailed to

local residents)

50 flyers for $4.99 from Vistaprint or donated by

high school
500 Envelopes for $10.99 from Quill.com

Banner

$117.62, printed on 3 x 8 from

RocketBanner.com

Giveaways
Items donated by various companies will be raffled off. Money will be made through the
purchase of raffle tickets, and because the items are donated there will not be any investment.
Item

Ticket Cost

Investment Cost

Raffle for iPod

Individuals may enter as many

tickets as desired

$150 or donated by local

electronic store

Encourage high school or

high school apparel store to
donate inexpensive
merchandise and apparel

Won at bean bag toss

No investment cost

Special Event Proposal: Pulaski County, Virginia

Permits
Research into the permits required for this event yielded few results. We were unable to find
clear answers on what permits would be required, the process of acquiring those permits and the
cost to acquire them.
Virginia Code 18.2-340.15 - 18.2-340.37 regulates gambling and games of chance. It states
that the Commonwealth of Virginia requires a permit for events involving raffles, as they are
seen as games of chance, but that exceptions are made for certain charitable organizations. It was
unclear whether or not an exemption would be made in the case of the school raising the funds to
replace the track. How to go about acquiring said permit, if it were to be required, was not
explicitly stated.
Because our event is very similar to Relay for Life, we attempted to research the necessary
permits to host that event. However, information on required permits was not available on their
website and attempts to search the Internet for permits required to host a Relay event were
unsuccessful.
We also looked into permits for events held in Pulaski County, and there was not a list of the
permits that would be required for our event.
Research into fundraiser events hosted by a school or school board in Virginia yielded unclear
results as well. We were unable to find information not only about our event, but about the
necessary permits for any fundraising event hosted by an educational institution.
According to the National Council of Nonprofits, Virginia requires non-profits to include
disclosure statements on all written solicitation materials, but it isnt clear whether or not an
educational institution is exempt from registering with the state before enacting any fundraising
activities.

Special Event Proposal: Pulaski County, Virginia

Estimated Total Expenses

The following is the estimated cost of the event, excluding taxes, if Pulaski County High School
covered the total investment cost. However, we anticipate that sponsors will cover a significant
portion of these expenses in order to maximize income for the track.
Item
Ticket Sales
Food & Drinks

Games
Advertising at the
Event
Giveaways Raffle

Sponsor Donations

Other donations
Total

Estimated expense
$30 for 10 red ticket
rolls
$1,290.80, if not
covered by
donations
$400
$117.62

Income goal
$3000 (if 3000 tickets
are sold at $1/each)
Bought using tickets

Net Profit
$2970

Bought using tickets

Zero

-$400
-$117.62

-$1,290.80, if not
covered by donations

Free, items will be

$100 from raffle
donated (use blue
tickets
tickets for this)
$60.89 for 500 flyers $2,000
and 500 envelopes

$100

$49.90 for 500 flyers $1,000

$1,949.21
$6,100

$950.10
$4,150.79

$1,939.11

The net profit of the event will depend on the amount of money donated by sponsors, the amount
of people who attend the event and purchase tickets and whether or not concessions are donated
by local businesses.

Special Event Proposal: Pulaski County, Virginia

Appendix A
132 Guesthouse
Advanced Health Services
Agape Healing Massage
Americare Plus, LLC
Anytime Fitness
Applachain Power Company
Atmos Energy
Bella Pizzeria
Blue Cat On The New
Blue Door Cafe at Draper Mercantile
Blue Ridge Dental Group
Bull and Bones at the River
Chandler Concrete
Country House Printing
Cox Paving
Davenport Energy
Draper Mercantile
Draper Valley Golf Club
FATZ Cafe
Filamina Jewelry
Food City
Food Lion
Foothills Chiropractic Clinc, PC
Gardners Pawn Shop
Gregory Seeding and Landscaping
Grey Wolf Machining
Highlander Construction and Development
Kroger
Lake Country General Store

Lowes
Macados
Martins Pharmacy, Inc.
MKs Gourmet Pizzeria and Shoppe
Motor Mile Speedway & Dragway
NAPA Auto and Truck Parts
National Bank
New River Internal Medicine
New River Sports
New River Valley Insurance
Northview Media Group
NRV Magazine
Phoenix Packaging Operations, LLC
Pulaski Country Club
Red Sun Farms, LLC
REMSI
Sals Jr. Pizzeria & Italian Restaurant
Shentel
Sherwin Williams Company
Southwest Times
Steer House
Volvo
Wades Grocery
Wal-Mart
Waller Insurance Services
West Wind Vineyard & Winery
Woodyard Auto Service
Wordsprint