FINAL

PROJECT REPORT

THE FRED KIDDERS: TIFFARAH GOSMAN, SARAH ROUSE, and CHRISTOPHER

RAYWORTH

Practicing Community Problem Solving RCLP 2001: fredkid FAIR

April 24, 2014

Final Project Report: fredkid FAIR

TABLE OF CONTENTS
GENERAL INFORMATION 3
ABSTRACT 3
PROJECT OBJECTIVES 3
DISCUSSION 4
ACCOMPLISHMENTS 4

MARKETING 4

Activities Completed 4

Activities Not Completed 5

Lessons Learned 5

VOLUNTEERS 5

Activities Completed 5

Activities Not Completed 6

Lessons Learned 6

MAIN STAGE 6

Activities Completed 6

Activities Not Completed 7

FIT N FUN 7

Activities Completed 7

Activities Not Completed 7

Lessons Learned 7

GENERAL 8

Activities Completed 8

Activities Not Completed 8

DELIVERABLES 8

RECOMENDATIONS 9
CONCLUSIONS 9
APPRECIATION 9

APPENDIX
(A) GANTT CHART (Final) 11-12
(B) PICTURES 13

(C) PROJECTED vs. EXPERIENCED RISKS 14

Final Project Report: fredkid FAIR

GENERAL INFORMATION

PROJECT NAME: 8th Annual Fredkid FAIR
PROJECT TEAM MEMBERS: Sarah Rouse, Christopher Rayworth, and Tiffarah Gosman
PROJECT SUPERVISOR/COMMUNITY PARTNER: Ldvi Bongers and Lindsay Thibodeau
REVISION: 0
DEADLINE FOR PROJECT: FAIR was April 5, 2014.

ABSTRACT

In the spirit of true experiential learning, team Fredkidders were assigned to assist
fredkid, a community organization, with their annual FAIR. The goal was to help
coordinate a FAIR that would raise a minimum of $25 000. The work began with the
distribution of roles to each member of the team. The Marketing Coordinator role was
filled by Chris Rayworth, and was used to promote the FAIR and advertise in the
Fredericton area. Numerous marketing strategies were employed, and Chris and the
rest of the team learned a lot. Tiffarah Gosman was responsible for the coordination of
this years Main Stage and FitNFun areas. The success of these two areas was reliant on
contacting previous performers, recruiting new ones, and addressing all logistical needs.
Sarah Rouse led the Volunteer recruitment. Sarah was responsible for the recruitment,
coordination, and training of all volunteers. The Fredkidders gave assistance in
numerous other areas as well.

The extensive list of deliverables and accomplishments are enhanced by the teams
recommendations for future FAIRs. Appreciation goes out to the FAIR Committee,
Director, and Coordinator. Our goal was met, as the FAIR proved to be a high quality
event that was enjoyed by its attendees and more than $25,000 in revenue was made
from the FAIR. We also believe that we were able to meet the objective of this course,
as the experience we gained and the things that we learned, by working with fredkid,
are invaluable. We will be able take them with us on in our work with other courses,
with other groups, and on other projects.

PROJECT OBJECTIVE

to help in the operation, administration, and preparation of the 8th annual fredkid
FAIR for the purpose of contributing to its success and in doing so to raise a minimum of
$25 000 (Project Plan, Revision 1, 2014).

Final Project Report: fredkid FAIR

DISCUSSION

To begin our community project, our team began by meeting with our community
partner, Lodvi, the fredkid FAIR manager. In that meeting, it was decided that the
Fredkidders could be most productive and cover more ground by dividing tasks that
needed to be done regarding the FAIR amongst themselves, and members of the fredkid
committee. Tiffarah chose to focus on the Main Stage and FitnFun areas, and was given
the title of Stage Coordinator. Sarah took on Volunteer Recruitment, and was given
the title of Volunteer Coordinator. Chris selected the Marketing Responsibilities, and
was given the title of Marketing Coordinator. The primary objective of the FAIR was to
raise money to finance the fredkid website, a valuable resource for parents and children
in New Brunswick, and the work to meet that objective began.
Through many meetings and significant effort, the team and committee completed the
planning for the event. The tasks completed were individual and controlled by each
member with approval, inclusion, and sometimes help of the community partner and
the fredkid committee. Although a lot of the tasks were individual in their responsibility,
most were accomplished as a team. The specific details of each responsibility can be
found in the next section.
The actual event day was preceded by several days of physical preparation of the event
venue and a massive teardown effort at the end of the event day. The actual event went
smoothly, was well attended, and the attendees, performers, and exhibitors were
pleased with the event. The FAIR Director showed excellent leadership qualities by
managing the many small issues that arose, delegating wisely, and maintaining her
composure all throughout the day.

ACCOMPLISHMENTS

The teams main accomplishments were in the completion of designated tasks/activities
and the fulfillment of our goal.
MARKETTING (CHRIS)

ACTIVITIES COMPLETED

Developed a strategy to spread the promotion of the Fair in an efficient, green,

kid-friendly way.
Acquired the permit to use the big billboard signs (there is one coming down on
Regent St and another one coming in the city on the Westmorland bridge)

Final Project Report: fredkid FAIR

Acquired approval to distribute flyers through the school system contacted

Garth Ward at the Anglophone School District West
Created contacts within the schools, daycares and other childrens program
facilities (YMCA, Child and Youth Advocate, connect the DOTS, etc). Updated
contact list.
Arranged flyer preparation and printing.
Once the flyers were printed, identified how many flyers go to what facility - put
in envelopes with contact name, drop off location, thank you, etc
Approached churches to announce the FAIR.
Participated in other FAIR promo events.
Contacted newspapers and radios stations to arrange for pre-FAIR advertising.
Distributed posters/flyers around downtown, malls, libraries, community
centres.
Distributed complimentary tickets to radio stations, FRC, food bank, individual
schools, Autism Awareness Centre, Early Intervention, churches, etc.
Participated in setup and take down of Fair and assisted with miscellaneous Fair
activities that day.
Conducted event evaluation survey.

ACTIVITIES NOT COMPLETED

None

LESSONS LEARNED

I have learned the importance of trusting in my teammates and the importance of
maintaining good communication with them. This enabled various projects and some of
my tasks to be completed on time and correctly. I learned from one mistake on the day
of the event to delegate better to others (the sandbox volunteers) rather than just
completing the task myself. This was a leadership failing on my part, once again dealing
with trust. I also believe the GANTT charts were very useful to keep tasks on schedule.

VOLUNTEERS (SARAH)

ACTIVITIES COMPLETED

Created volunteer sign-up sheets.

Coordinated with Lodvi and Mary to prepare a presentation
Presented for students at LHHS, FHS, and ESA.
Created master volunteer list.
Coordinated with Mary to create master schedule.
Contacted all volunteers as a reminder.

Final Project Report: fredkid FAIR

Prepared for and lead information sessions for volunteers.

Distributed t-shirts and materials for volunteers.
Distributed pizza and snacks for volunteers.
Addressed problems amongst volunteers.
Oversaw all volunteers on the day of the FAIR.
Provided volunteers with references for leadership courses.

ACTIVITIES NOT COMPLETED

None

LESSONS LEARNED

MAIN STAGE (TIFFARAH)

ACTIVITIES COMPLETED

Brainstormed on theme and performances

Updated contact sheet
Created email to send/invite organizations and other acts
Invited Acts
Revised participants form
Created and updated information sheet (name-nature of act, contact info,
technical needs, preferred time of performance, etc)
Drafted schedule
Coordinated with emcee (Hannah)
Coordinated with tech crew.
Connected with organizations and other acts to find exact number of performers
(2 passes/performer)
Connected with FAIR coordinator to give number of passes to print out
Finalized schedule
Connected with all acts and gave passes PRIOR to day of the FAIR

Final Project Report: fredkid FAIR

Welcomed performers and guided them to stage; ensured a smooth transition

between acts.

ACTIVITIES NOT COMPLETED

None

FIT N FUN (TIFFARAH)

ACTIVITIES COMPLETED

Brainstormed on theme and performances

Updated contact sheet
Created email to send/invite organizations and other acts
Invited acts
Revised participants form
Created and updated information sheet (name-nature of act, contact info,
technical needs, preferred time of performance, etc)
Drafted schedule
Coordinated with tech crew.
Connected with organizations and other acts to find exact number of performers
(2 passes/performer)
Connected with FAIR coordinator to give number of passes to print out
Finalized schedule
Connected with all acts and gave passes PRIOR to day of the FAIR
Welcomed performers and guided them to area.

ACTIVITIES NOT COMPLETED

None

LESSONS LEARNED (Main Stage & Fit N Fun)

After being responsible for the coordination of so many people, in the Fit N Fun and
Main Stage areas, I have learned that you cannot communicate enough. No one will
ever say that you over-communicated. I have also learned the value of risk mitigation,
and the role it plays in ensuring a less-wrinkle-free day. I also learned about the
importance of delegation, and why it is important to delegate based on strengths and
interests. Finally, I learned that being a part of a team is a lot more rewarding if you
invest in the relationship you have with your team members.

Final Project Report: fredkid FAIR

GENERAL (ALL)

ACTIVITIES COMPLETED

Assisted with set-up and tear down

Distributed fliers
Assisted with clean up
Assisted with parking problems
Worked in fredkid photobooth (Tiffarah)
Participated in fredkid debrief
Attend FAIR committee meetings

ACTIVITIES NOT COMPLETED

None

DELIVERABLES

Our primary deliverable was (1) recommendations for future events to our community
partner. Our secondary deliverable was (2) The fredkidders Folder, the contents of
which include:
Contact information, technical requirements, and notes on all acts that
participated in the Main Stage.
Contact information, technical requirements, and notes on all acts that
participated in the Fit N Fun
Information template for Fit N Fun and Main Stage
Main Stage and Fit N Fun Schedule template
Participants form template
VIP Performer tickets template
Volunteer contact list
Volunteer schedule template
Volunteer registration sheet template
Marketing job description
Flier contact list
Contacts for pathfinders craft table
Recommendations (as included in this report)
List of church contacts
Event Evaluation Survey responses

Final Project Report: fredkid FAIR

RECOMMENDATIONS (for the next fredkid FAIR)

1. Tap in to church demographic. The churches were very receptive to promoting

the FAIR, especially when offered complimentary tickets for low-income families.
2. Consider providing a complimentary bus service for low income families to the
FAIR. This may attract more people and alleviate some of the parking problems.
3. Cleanliness of venue needs to be improved and negotiated with hosts.
4. It was too cold, especially in baby area.
5. Poor greening attempts From our event evaluation surveys, no one we
interviewed, out of the 15, noticed the greening efforts.
6. Snow removal was an unforeseen issue.
7. Parking needs to be directed for future events.
8. More volunteers with brooms could have been used at the sandbox.
9. It should be in the mandate of the volunteers on the last shift to assist in the final
cleanup.
10. There were complaints about sand in the sinks.
11. Perhaps consider a different venue, as the current one is not very attractive. The
gold curtains brightened up the area, but still not enough.
12. Pathfinders were wonderful, and should be brought back again next year.
13. More space is needed for the bouncy castles.
14. Consider improving signage for the fire truck area to prevent people from trying
to enter the FAIR through the fire truck door and ultimately avoiding the front
door admissions. Perhaps fencing or a sign would work.

CONCLUSION
After a lot of effort, and some difficulties, our team and the FAIR committee succeeded
in achieving our goal. Overall, the FAIR was a success, and garnered praise from
attendees. It also succeeded in bring together committed, likeminded community
members into one cohesive team. We had a lot of fun, and enthusiastically navigated
each task, and challenge that was put in front of us. It was a privilege to be part of
something that has benefits our community and has the potential to improve the lives
of many people in the Fredericton area

APPRECIATION

Though the fredkidders as a team were able to play a significant role in the production
of the fredkid FAIR, it certainly would not have been possible without Lodvi, Lindsay, and
the other Committee members. They all enthusiastically listened, encouraged, and

Final Project Report: fredkid FAIR

10

applauded our teams efforts and mentored us through the learning process of a
organizing such a large-scale event. The FAIR may have been a success, but so has the
teams learning progress during our time with fredkid and throughout the RCLP 2001
course.

Thank you fredkid for sharing your vision with us, and believing in the Renaissance
College Fredkidders. A vast amount of experience and joy has been passed to us through
our involvement and for that we will always be grateful.

We would also like to thank Bob Crawford and Renaissance College for coordinating this
wonderful opportunity. The experiential learning provided at Renaissance College is
second to none. Bob was always available to discuss any issues we may have been
having, and very willing to share the valuable wisdom and experience he has acquired
during his lifetime. You were a wonderful professor. Thank you for making RCLP 2001-
Practicing Leadership in the Community such an enriching experience!

2.8

2.7

2.3
2.4
2.4.1
2.4.2
2.4.3
2.5
2.6

2.2

2.1

1.4.2
2

1.4.1

1.3.4
1.3.5
1.4

Tips on Social Media - Contests

Weeks 1 and 2
Notice to newspapers and radios,
social media, extra email lists and
tweets

request comments from

volunteers-Discontinued
Marketing
Approval of flyers to be distributed
through schools
Social Media Updated to advertise
FAIR
Complete contact list - Approach
Principals, daycares, others
Flyers to printer and back
Sort flyers for distribution
Flyers to Churches - Discontinued
Flyers to Schools and daycares
Mass email distribution
Billboards to City for Display

send thank you e-mails Discontinued

fredkid FAIR Community Project

Volunteering
Recruit Volunteers
prepare orientation presentation
prepare registration form
Present in classes
pass out/collect forms
Scheduling Volunteers
create master schedule
inform volunteers of schedule
make large copy of schedule with
revisions
lead info session
Organizing Volunteers
create volunteer passes
greet as they arrive/attendance
hand out shirts
distribute phone number for easy
access
doing rounds
Follow Up

0
1
1.1
1.1.1
1.1.2
1.1.3
1.1.4
1.2
1.2.1
1.2.2

1.2.3
1.2.4
1.3
1.3.1
1.3.2
1.3.3

Tasks

WBS

End
4/29/14
4/5/14
3/22/14
2/25/14
2/26/14
3/15/14
2/26/14
4/5/14
3/21/14
4/1/14

113
89
69
10
2
18
1
39
24
11

100%
100%
100%
100%
100%
100%
100%
100%
100%
100%

81
64
50
7
2
13
1
28
18
7

113
89
69
10
2
18
1
39
24
11

100% 0
100% 0

1
1

2/3/14

Lodvi/Lindsay

3/22/14

3/28/14 3/30/14 3

Chris/Lindsay

Chris

100% 1

4/5/14 15 100% 10 15

5
5
4

0
0
0

100% 5
100% 5
100% 2

Chris
Chris
Chris
3/24/14 3/28/14 5
3/24/14 3/28/14 5
3/21/14 3/24/14 4

0
0
0

Chris/Lindsay
2/7/14 3/18/14 39 100% 28 39
Lodvi
3/3/14 3/10/14 8 100% 6 8
Chris/Stephane 3/11/14 3/24/14 14 100% 10 14

8
0

100% 1

100% 6

0
0

0
0
0
0
0
0

0
0
0
0
0
0
0
0
0
0

2/3/14 1

2/3/14 2/10/14 8

Chris

4/5/14 62 100% 45 62

4/5/14 1
4/5/14 1

2/3/14

4/5/14
4/5/14

4/2/14 4/3/14 2 100% 2 2

3/27/14 3/27/14 1 100% 1 1
3/17/14 4/5/14 20 100% 15 20
3/17/14 3/21/14 5 100% 5 5
4/5/14 4/5/14 1 100% 0 1
4/5/14 4/5/14 1 100% 0 1

1/7/14
1/7/14
1/13/14
2/16/14
2/25/14
2/26/14
2/26/14
2/26/14
2/26/14
3/22/14

Start

Chris

Sarah

Sarah

Sarah

fredkidders
Sarah

Task
Lead

Duration (Days)

Tuesday
First Day of Week (Mon=2): 2

% Complete

Project Lead: fredkidders

Start Date: 1/7/2014

Working Days

[42]

Today's Date: 4/24/2014 Thursday

(vertical red line)

Days Complete

fredkidders

HELP

Days Remaining

fredkid FAIR

spreadsheet, purchase
Version 1.7.3To unlock this
0 Gantt Chart Template Pro:
2 006-2012 V ertex42 L L C
http://www.vertex42.com/ExcelTemplates/excel-gantt-chart.html

[4 2 ]

Dependent on flyers being printed

Discontinued
Dependent on flyers being sorted
Dependent on approval of flyers to be distributed through schools

Discontinued

Discontinued

Recruiting volunteers
Recruiting volunteers

Recruiting volunteers
Recruiting volunteers
Recruiting volunteers

Creating master schedule

Recruiting volunteers

Collecting volunteer forms

Creating master schedule

Preparing presentation
Preparing presentation
Preparing registration form

Dependencies

06 - Jan - 14
13 - Jan - 14
20 - Jan - 14
27 - Jan - 14
03 - Feb - 14
10 - Feb - 14
17 - Feb - 14
24 - Feb - 14
03 - Mar - 14
10 - Mar - 14
17 - Mar - 14
24 - Mar - 14
31 - Mar - 14
07 - Apr - 14
14 - Apr - 14
21 - Apr - 14
28 - Apr - 14
05 - May - 14
12 - May - 14
19 - May - 14
26 - May - 14
02 - Jun - 14
09 - Jun - 14
16 - Jun - 14
23 - Jun - 14
30 - Jun - 14

Gantt Chart

Final Project Report: fredkid FAIR

11

APPENDIX

A. GANTT CHART (Final - Part A)

WBS
Tasks
Main Stage
3
3.1 Update contact sheet
3.2 Invite Acts (phone)
3.2.1 Participant Form
3.2.2 Invite Acts (email)
3.3 Update participant info
3.4 Find Emcee
3.5 Draft schedule
3.6 Get passes for performers
3.7 Finalize shcedule
3.8 Meet with emcee
Fit 'n' Fun
4
4.1 Update contact sheet
4.2 Invite Acts (phone)
4.2.1 Participant Form
4.2.2 Invite Acts (email)
4.3 Update participant info
4.4 Draft schedule
4.5 Get passes for performers
4.6 Finalize shcedule
Present-FAIR
5
5.1 Greet performers
5.2 Ensure smooth transitions
Distribute thank you cards 5.3 Discontinued
Post-FAIR
6
Distribute thank you cards 6.1 Discontinued
FAIR Setup/Takedown
7
***Fair Date***
8
Event Evaluation
9
Feedback re:team Performance
10 and Event Evaluation
11 Produce Final Project Report

Task
Lead
Tiffarah

Start
1/7/14
1/7/14
2/10/14
2/12/14
2/10/14
2/10/14
3/3/14
3/2/14
3/24/14
3/24/14
4/4/14
1/7/14
1/7/14
2/10/14
2/12/14
2/10/14
2/10/14
3/2/14
3/24/14
3/24/14
4/5/14
4/5/14
4/5/14

End
4/5/14
1/21/14
3/2/14
2/12/14
3/2/14
4/5/14
3/7/14
3/3/14
4/5/14
3/24/14
4/4/14
4/5/14
1/21/14
3/2/14
2/12/14
3/2/14
4/5/14
3/3/14
4/5/14
3/24/14
4/5/14
4/5/14
4/5/14

100%
100%
100%
100%
100%
100%
100%
100%
100%
100%
100%
100%
100%
100%
100%
100%
100%
100%
100%
100%
100%
100%
100%

Duration (Days)

[42]

% Complete

89
15
21
1
21
55
5
2
13
1
1
89
15
21
1
21
55
2
13
1
1
1
1

Tuesday
First Day of Week (Mon=2): 2
Working Days

Project Lead: fredkidders

Start Date: 1/7/2014

Today's Date: 4/24/2014 Thursday

(vertical red line)

Days Complete

fredkidders

HELP

Days Remaining

fredkid FAIR

spreadsheet, purchase
Version 1.7.3To unlock this
0 Gantt Chart Template Pro:
2 006-2012 V ertex42 L L C
http://www.vertex42.com/ExcelTemplates/excel-gantt-chart.html

[4 2 ]

Dependent on Contact sheet being complete

06 - Jan - 14
13 - Jan - 14
20 - Jan - 14
27 - Jan - 14
03 - Feb - 14
10 - Feb - 14
17 - Feb - 14
24 - Feb - 14
03 - Mar - 14
10 - Mar - 14
17 - Mar - 14
24 - Mar - 14
31 - Mar - 14
07 - Apr - 14
14 - Apr - 14
21 - Apr - 14
28 - Apr - 14
05 - May - 14
12 - May - 14
19 - May - 14
26 - May - 14
02 - Jun - 14
09 - Jun - 14
16 - Jun - 14
23 - Jun - 14
30 - Jun - 14

Gantt Chart

4/6/14 4/15/14 10 100% 7 10

4/6/14 4/29/14 24 100% 17 24

Lodvi
fredkidders

3
1
10

4/3/14 4/5/14 3 100% 2

4/5/14 4/5/14 1 100% 0
4/6/14 4/15/14 10 100% 7

All
All
fredkidders

Tiffarah

Tiffarah

Tiffarah

89
15
21
1
21
55
5
2
13
1
1
89
15
21
1
21
55
2
13
1
1
1
1

0
0

0
0
0

0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0

Dependent on completion of event evaluation

Dependent on completion of event evaluation

Dependent on completion of event setup

Dependent on completion of event

Discontinued

Discontinued

Dependent on performers showing up

Dependent on Contanct Sheet being complete

Dependence on Participants Form being submitted and sent back.
Dependence on Participants Form being submitted and sent back.
Dependence on Participants Form being submitted and sent back.
Dependence on Participants Form being submitted and sent back.

Dependent on Contact sheet being complete

Dependence on Participants Form being submitted and sent back.

Dependence on Participants Form being submitted and sent back.
Dependence on Participants Form being submitted and sent back.
Dependent of finding emcee

Dependent on Contanct Sheet being complete

Dependence on Participants Form being submitted and sent back.

A. GANTT CHART (Final - Part B)































64
11
15
1
15
40
5
1
10
1
1
64
11
15
1
15
40
1
10
1
0
0
0

Final Project Report: fredkid FAIR

12

Final Project Report: fredkid FAIR

B. PICTURES

13

Final Project Report: fredkid FAIR

14

C. PROJECTED vs. EXPERIENCED RISKS

Projected:

1. Draping crew does not show up.

MITIGATION: Coordinate with them pre-FAIR to ensure they are still committed. (All)
2. FAIR team members fail to perform due to workload.
MITIGATION: Continuous contact with Team members and Community Partners
to assess workload and progress, sympathy, and encouragement. (All)
3. Poor communication amongst FAIR organizers.
MITIGATION: Encourage proactive, effective communication amongst organizers. (All)
4. Poor organization.
MITIGATION: Encourage good communication. (All)
5. Low attendance.
MITIGATION: Anticipate needing to do immediate marketing. (Chris)
6. A vendor or booth holder does not show up.
MITIGATION: Begin calling those on the waitlist for booths. (Lindsay)
7. Anti-green.
MITIGATION: Encourage pre-FAIR for vendors and booths to be eco-friendly. (Lindsay)
8. Volunteers not showing up.
MITIGATION: Rescheduling for those that do show up, and ensuring that there
are spare volunteers who are able to fill in. (Sarah)

Experienced:
1. Flyers to printer and back was at risk of falling behind because the printer
contacts were on vacation the week the printing was scheduled. However, this
risk was mitigated as an employee of the company stepped up to take on the
task of completing the printing.
2. Participants forms not being filled out and submitted. This would hinder the
administrative preparations for the Main Stage. The best way to mitigate this risk
is to send reminders to acts that their forms must be submitted.
3. Participants cancelling. This risk presented itself when one of the groups
scheduled for the Fit N Fun area cancelled this week. We are currently working
to find a replacement, but thanks to the preparation of the contact sheet, this is
not a daunting task. Our contact sheet is our mitigation for this risk.
4. Show Demonstrators cancelled at the last minute or were eliminated by natural
catastrophes. These risks were mitigated by finding alternate attractions at the
last minute or just announcing to the public that the Demonstrator was unable
to attend.
5. The venue experienced a slow leak in the roof and snow melt was dripping on an
exhibitor's booth display. The mitigation effort was moving the exhibitor to
another location and, once the roof stopped leaking, expanding the neighbouring
exhibitor to fill both spaces.