Boys

& Girls Club of Bloomington

[Pick the date]

Boys & Girls Club of Bloomington

Monster Bash Halloween Event

Samantha Parkinson, Mitch McCune, Lorin DeSpirito, Jennifer Anderson, Elfredo Pierre-Louis

Boys & Girls Club of Bloomington 2

Table of Contents
INTRODUCTION
AGENCYS PURPOSE
ASSISTANCE TO AGENCY
GROUP MEMBER ROLES
FINAL PROGRAM PROPOSAL
EVENT DESCRIPTION
GOALS & OBJECTIVES
DETAILED PLAN & SCHEDULE
ARRANGEMENTS FOR VENUES, SUPPLIES & EQUIPMENT
VENUE BLUEPRINT
STAFFING & VOLUNTEER ARRANGEMENTS
MARKETING PLAN
MARKETING FLYER
BUDGET
RISK MANAGEMENT PLAN
EVENT PHOTOGRAPHS
TIMESHEETS
SAMANTHA PARKINSONS TIME SHEET
NATHAN PIERRE- LOUIS TIME SHEET
JENNIFER ANDERSON TIME SHEET
MITCH MCCUNE TIME SHEET
LORIN DESPIRITO TIME SHEET
SEMESTER OUTLINE
TENTATIVE WEEKLY SCHEDULE
WEEKLY SCHEDULE
EVENT MATERIALS
VARIOUS DOCUMENTS USED DURING PLANNING PROCESS
FINAL REFLECTION
REFLECTION
NEXT STEPS

4
4
5

6
7
8-9
10
11
12
13
14
15
16
17-19

20
21
22
23
24

25
26

27-36

37
38

Boys & Girls Club of Bloomington 3

Boys & Girls Club of Bloomington 4

Introduction
Agencys Purpose
Boys and Girls club of Bloomington is a non-profit organization that offers
after school programs, tutoring, events, and camps during extended
breaks for school aged children. It is safe place for all children to feel
comfortable attending and participating in multiple planned activities with
children of all ages. The mission of the Boys & Girls Clubs of Bloomington
is to empower all young people, especially those who need us most, to
reach their full potential as caring, productive, and responsible citizens.
Our supervisor was Audrey Hall, whose job titles the Director of Camp &
Program Director. Boys and Girls Club purpose, other than their mission, is
to give youth the chance to grow in a positive environment. They give the
club members a chance to learn valuable life experiences through their
programs.

Assistance to the Agency

Our group assisted this organization by living out their mission in our
event, through planning and execution of the event. At all times during
our planning process we had to keep in mind our audience and our
employers. In the past this event has always been a big recruiting tool
for the Boys and Girls club. This event was free to the public, meaning
that you did not have to be a member to attend. This is a way for
friends, family, and parents to experience the Boys and Girls club
without making the prior commitment to become a member. Any youth
that had a parent or guardian was able to experience the Halloween
party.

Boys & Girls Club of Bloomington 5

Group Member Roles

Each member of the group was given specific roles in terms of the
planning process, as well as working the actual event. Throughout the
planning process, the group met with Audrey Hall weekly, or as much as
possible, in order to stay on the right track. When members were not
meeting in person, it was important to complete outside assignments
that would aid in the planning process. Samantha Parkinson created a
rough plan in order to prepare for the first meeting, combining the
groups initial ideas on how to execute the event. Additionally, she
created tally cards for each booth, finalized the handout given to each
child, and created signage to be used to distinguish each separate
booth and its purpose. Mitch McCunes aided the group in using his
prior knowledge of the Boys & Girls Club of Bloomington to prepare the
group on what to expect. During the actual event, Lorin, Samantha,
Mitch, and Nathan were able to aid the volunteers and faculty in running
the event. Unfortunately, Jen was unable to attend the event, but was
able to make up for it outside of the actual event. Mitchs role of the
event was to mainly assist with volunteer and staff communication. Also
being a liaison or a floater when he was busy with main role. Samantha
was in charge of arriving earlier in the day to set up for the event, as
well as going to Target and purchasing last minute materials for the
event. During the event, Samantha sat at the front to check people in.
Elfredo (Nathan) Pierre-Louis accompanied her in this process.
Together, they had to make sure that every children had a parent or
guardian present and that they had signed in properly. Lorin worked as
a floater and was able to answer any questions that volunteers or
attendees had during the event.

Boys & Girls Club of Bloomington 6

Final Program Proposal

Event Description
The event was titled Monster Bash Party, instead of the Standard
Halloween party. This was to make our stand out, rather than having a
generic name. The event was on Friday October 30th, the day before
Halloween. This was made so that more families and people could
attend our event. The Friday attendance was much more effective than
having it on Halloween day, especially because they may have other
plans and want to go trick or treating. The time of our Monster Bash
Party was from 6:30 - 8:30 PM to better accommodate both the
volunteers groups and the participants. We did not want everyone
staying out late but we wanted it to be dark, also have guardians be off
of work. Our event was held at the Boys and Girls Club of Bloomington
on Lincoln Street. This location is convenient and centrally located
downtown Bloomington. Most participants were already familiar with this
venue, so that helped us out. We also did not have to search for a place
for the event to be held. The Boys and Girls Club was big enough for all
the people who attended. A few hundred more people and we would
have needed a bigger venue. There were more than 250 kids and family
members present throughout the night. Our event was free and open to
the public. This is one of the few Boys and Girls club event where a
participant did not need a membership to attend. The Halloween
Monster Bash Party was targeted for the youth of the community,
primarily club members, their friends, and families.

Boys & Girls Club of Bloomington 7

Goals & Objectives

As previously stated, the mission of the Boys and Girls club of
Bloomington is to empower all young people, especially those who
need us most, to reach their full potential as caring, productive, and
responsible citizens. This was constantly kept in mind when executing
our goals and objectives for our Halloween event. A huge part of our
event was, of course, for the children to have a special experience.
Many of the children who attended had been coming to the Boys and
Girls Club of Bloomingtons Monster Bash for the past few years, and
they waited year round for the event to occur. We wanted to make sure
that each child was able to have a unique and exciting experience, while
still remaining safe. We wanted to give these children motivation to
participate in as many of the engaging activities as possible. Therefore,
we implemented multiple incentives in order to create a fun and
interactive environment for all involved. We had multiple prizes and
rewards that were used as incentives for the children to participate. One
of the overarching goals of the event was to encourage family
interaction. We were able to successfully acquire this goal by requiring
each child to be accompanied by an adult, as well as allowing children
to receive special prizes if their parents or guardian were to participate
in events with them.

Boys & Girls Club of Bloomington 8

Event Preparation & Execution Guide

Pre-Event Set Up: Thursday October 29th, 2015
7:00 PM

Clean up entire building

Move around games and furniture in preparation for event
Take all extra Halloween decorations out of attic
Organize into sections to make sure we have everything

8:00 PM
Place tables around the gym for volunteer groups
Give everyone day of event roles
Explain risk management already in place
Discuss how to handle severe situations
Event Set Up: Friday October 30th, 2015
11:00 AM Assign roles to each volunteer
Print signage and tally cards for each volunteer group
Decorate all rooms of the club
Carry bounce house outside
12:00 PM
Place signage on each table surrounding the gym
Place signage on all needed areas of the downstairs venue
Place pumpkins on each table for candy
Pop popcorn for Gamma Phi Beta volunteer booth
1:00PM - 3:00 PM
Go to needed stores (Target, Kroger, Marsh) and purchase last
minute goods such as Lemonade
Contact volunteers to remind them to arrive at 5:30 PM
4:00 PM
Change regular lights to black lights for black light party
Place prizes by front table
Print 200 sheets of handout and bingo card

Boys & Girls Club of Bloomington 9

5:00 PM
Begin checking in volunteers and showing them to their table
Distribute radios to faculty and group volunteers for emergencies
Blow up bounce house
Block off entrance with check-in table
6:00 PM
Last minute details
Every get in costume
Lay out cake and Baked! Cookies
Set up pumpkins and paints
Everyone get to their assigned area
6:30 PM
Event begins!
Sign in guests throughout the night
Continuously check on volunteers to make sure there are no
questions
8:00 PM
Costume Judging Winners announced
The party continues
Make sure children are accompanied by an adult
Check that volunteers are okay
8:30 PM
End of the event
Make sure all attendees exit safely
Check all areas of the venue for any children left behind
Begin clean up
Make sure volunteers stay and help
9:00 PM
Take down all decorations
Sweep floors
Put away tables
Take down bounce house
9:30 PM
Put away all Halloween decorations to use for next year
End of the event

Boys & Girls Club of Bloomington 1

0

Supply & Venue Overview

All of our equipment for the event was either donated by our volunteer
groups and donors or was already at the Boys and Girls Club of
Bloomington. We did not have to do much once it comes to buying
equipment because there was a lot of stuff that was left over from the
year before. We were able to receive generous donations from Target,
Marsh, Kroger, and Lowes. We used the Target gift card that was
donated in order to purchase last minute items, such as Lemonade for
one of our volunteer groups. Additionally, Baked! of Bloomington was
generous enough to donate dozens of cookies to be used as an activity
for children to decorate during the event. A lot of the different groups
that we had volunteer for the event for examples the Psychology club
and the couple frats and sororities that we had helped volunteer at our
event had came the night before to decorate their booth and help set up
the gym. We had around 20 booths during the event that was well
decorated from all different type of characters. We had a frog machines
and had a nice party room with special glow in the dark room, where
many kids were able to enjoy. As previously stated, a few stores such
as Kroger had donated a few things for example they give us couple
boxes of bags. With that gift we were able to give one to every kids that
came at the door and did not have a bag to put their candy in. We also
had a lot of cookies donated by Bake a lot of the kids get to decorate
their cookies with their parents and take some home at the end of the
event. Marsh and target also donated a lot of things. Our event was all
on donations and stuff that was already at the boys and girls club from
the year before.

Boys & Girls Club of Bloomington 1

1

Venue [Boys & Girls Club of Bloomington] Floor Plan

Location: 311 S Lincoln St, Bloomington, Indiana

Boys & Girls Club of Bloomington 1

2

Staffing & Volunteer Arrangements

During the event someone had to be the liaison with the volunteer
organizations and the Boys and Girls club. There were 102 people who
volunteered from twenty organizations on campus and in the
community. The volunteers were in charge of running their own activity
in a separate booth located throughout the venue. The volunteers were
asked to dress up in Halloween themed attire and brought their own
supplies, including candy, to run their activity. For many volunteers, this
was their first time working with this event. They had to become
familiarized with the layout and the structure of the event before they
started. Groups were asked to arrive up to an hour before the event
started, so that they can get their starter packets and sign in. The
started packet included: a name tag, a map of where their booth was
located and bathrooms, and a tally card to keep track of how many
participants visited their station. HonorVol had the most volunteers out
of every organization, with over 25 people and three different stations.
They were also in-charge of our Black Light Party for participants who
visited activities with their parents. Other than volunteers groups there
were also Boys and Girls club staff that also worked the event. This was
helping to ensure policy, procedure, and safety. After the event
volunteers stayed a half hour afterwards to help clean up their station
and the entire venue. We thanked them for their hard work; they then
turned in their tally cards and signed out. Several volunteer groups went
above and beyond their expectations, especially when it came to
cleaning up. The step after the event was to send out thank you cards,
for the volunteers and the organizations that dedicated their time and
products.

Boys & Girls Club of Bloomington 1

3

Marketing Plan
The marketing plans for our event was fairly easy because the Boys and
Girls Club of Bloomington has being helping the community for so many
years and a lot of people knows about their involvement in children's life
in the community. Many of the children that attended were already
members of the Boys and Girls Club, and had been attending the event
for years. This year, one of our first tasks was to make a flyer that was
sent to every elementary and middle school in Bloomington. The school
then printed out the flyer and posted it throughout the building. Some
schools had given the kids a hard copy of the flyer to take home to their
parents and to let them know about our Monster Bash Halloween party.
Additionally, the flyer was sent to some parents email that was already
in the Boys and Girls database. The flyer was also posted around the
Boys and girls for the members that already had a membership to see.
The Boys and Girls club has done this event every year so a lot of
parents and children are already excited to come to the event. The best
part about our marketing was telling everybody about the best
Halloween costumes winner big prize so a lot of parents and children
could come dressing up in the hopes to win.

Boys & Girls Club of Bloomington 1

4

Marketing Flyer

Boys & Girls Club of Bloomington 1

5

Budget
The Boys and Girls Club is a non-profit organization that relies on any
form of donations to continue to be sustained within our community. For
all events held by this organization, they reach out by various forms of
communication. For our event, they already had a prepared list of
organizations and contact information used from previous years. We
chose to contact local organizations such as Kroger, Marsh, Lowes, and
Baked! of Bloomington. We reached out to them through emails and
hand written letters. In the letters and emails, we explained that we were
looking for monetary and nonmonetary donations. We filled In-kind
request donation forms that were also sent out to each organization.
For example, when requesting donations from Marsh and Kroger we
asked for candy, pumpkins, Halloween decorations, and cakes for our
cakewalk. We requested to receive hay bales, pumpkins, and other
Halloween decorations from Lowes. Lastly, from Baked, we requested
to receive cookies that were to be handed out at the end of the event.
Listed above were only some of the few organizations that we contacted
that successfully donated nonmonetary donations. Others were unable
to donate because they were already sold out of Halloween decorations.

Boys & Girls Club of Bloomington 1

6

Risk Management Plan

Reporting and Record Keeping-Programmers should make sure that

A parent/guardian is with youth at all times during event

Volunteers record keep the number of parents and children

entering the event

Volunteers record keep the number of participants at each station

during the event

Facilities Inspections and Hazardous Reduction-Programmers should

make sure that

Appropriate inspection of all lights, regular and black lights, is

completed before the event

Appropriate inspections of fog machines and ventilations units is

completed before the event

Routine maintenance occurs before, during and after event

Volunteer Supervision-Programmers should make sure that

All volunteers are prepared for event, including but not limited to
booth materials for games and candy for prizes

Volunteers understand and abide by sexual harassment rules

Volunteers understand their behavioral expectations and duties

Emergency Procedures-Programmers should make sure that

Program leaders (T410 volunteers) know what do incase of an

emergency

Emergency plans and procedures are clearly posted

Example fire exits, fire extinguishers, first aid kits and AED
masks

Boys & Girls Club of Bloomington 1

7

Event Photographs

Cookie Decorating "

! Black Light Party

Boys & Girls Club of Bloomington 1

8

Event Photographs

! Balloon Juggle Booth

Candy Toss Booth "

Boys & Girls Club of Bloomington 1

9

Event Photographs

Costume Judging Contest

Boys & Girls Club of Bloomington 2

0

Samantha Parkinson Time Sheet

Boys & Girls Club of Bloomington 2

1

Nathan Pierre-Louis Time Sheet

Boys & Girls Club of Bloomington 2

2

Jennifer Anderson Time Sheet

Boys & Girls Club of Bloomington 2

3

Mitchell McCune Time Sheet

Boys & Girls Club of Bloomington 2

4

Lorin DeSpirito Time Sheet

T410 Service Learning Hours Log
Name: Lorin DeSpirito
Agency: Boys and Girls Club
Agency Contact Person: Audrey Hall
ahall@bgcbloomington.org
Date

Agency phone/email:

Description of work performed

9.23.15

# of
Hours
1

10.6.15

Began to create marketing

plans

10.10.15

Planning event, divided work

between group members

10.22.15

Planning event, pulled

decorations from the attic

10.30.15

Setting up for event

10.30.15

The event, I was in attendance

from 4:30-9:30

11.10.15

Debrief/finished cleaning up
from event

12.8.15

Final wrap up/Evaluations

Brainstormed ideas and

contributions.

Total Hours: 16
Students Signature: Lorin DeSpirito
Date: 12.8.15

Signature of
supervisor

Boys & Girls Club of Bloomington 2

5

Tentative Weekly Schedule

Boys & Girls Club of Bloomington 2

6

Weekly Schedule

Date
Description of work performed
9/23/15 Preparation for first meeting, lay out of our
initial ideas and contributions
10/6/15 Initial planning of Event, making a plan of
execution
10/10/15 Planning of event, looking at who will we ask
for donations and dividing up work
10/16/15 Worked on Tally Cards and Signage, as well
as adding logos to final handout
10/19/15 Working on finalizing donation letters and
signage/flyers
10/22/15 Planning of event, continuation of finalizing
all documents and figuring out donations
10/27/15 Finishing stages of event, making sure
everything is properly in place
10/29/15 Finished up signage for each volunteer booth
at the event
10/30/15 Decorated/prepared for event
10/30/15 Assisted in going to Target with donated gift
card to buy last minute items for events
(such as Lemonade)
10/30/15 Worked event to sign each attendee in and
make sure children were accompanied by an
adult & cleaned up
11/10/15 Recap/organize left over Halloween
decorations
12/8/15 Post-presentation meeting, collect any
materials needed for portfolio

Boys & Girls Club of Bloomington 2

7

Booth Tally Cards

Boys & Girls Club of Bloomington 2

8

BGCB In-Kind Donation Request Forms

Boys & Girls Club of Bloomington 2

9

BGCB In-Kind Donation Request Forms

Boys & Girls Club of Bloomington 3

0

BGCB In-Kind Donation Request Form

Boys & Girls Club of Bloomington 3

1

Baked! Of Bloomington Donation Request Letter

Boys & Girls Club of Bloomington 3

2

Volunteer Event Sign-In Sheet

Boys & Girls Club of Bloomington 3

3

Volunteer Event Sign-In Sheet

Boys & Girls Club of Bloomington 3

4

Volunteer Event Sign-In Sheet

Boys & Girls Club of Bloomington 3

5

Event Handout Front

Boys & Girls Club of Bloomington 3

6

Event Handout Back

Boys & Girls Club of Bloomington 3

7

Final Reflection
Our five group members planned our event for the Boys and Girls Club
of Bloomington: Samantha Parkinson, Lorin DeSpirito, Mitch McCune,
Jen Anderson, and Nathan Pierre-Louis. Overall our event was very
successful we had over 200 kids and parents that showed up. We had
around 150 volunteers; it was fun to see everything that we have work
on come to life that night. Seeing the kids dress up and some parents
wearing costumes and participating in activities. The best part of the
event was at the end of the night when everybody was leaving they
were so appreciative and thankful to us. What we learned from this
process would be how organizations like the Boys and Girls Club put on
events for their members. It takes a lot for such a big event to take
place. As a group we think that this event was a blast to plan and help
run. One thing that could be better would be the spacing and risk
management, because our group felt like we were uninformed of the
risk management plan and what to do in those types of situations that
may have risen throughout the event. We think that it would be
beneficial to have the children check in before they come inside, as this
caused issues when some children entered the event without an adult.
We also had an issue with scheduling meetings. As two members of our
group are on sports teams here at IU, it was difficult to find times that
did not conflict with their busy schedules. Although, Audrey was
extremely helpful in accommodating everyones conflicting schedules.
Overall, our event was extremely successful. We got an incredible
response from all who attended, thanking us for such an unforgettable
night and for spending the time to do something so special for their
children. Hearing their feedback made it all worth it.

Boys & Girls Club of Bloomington 3

8

Next Steps
Planning any event comes with its challenges and its successes, and
we were able to learn from any mistakes that we may have made. Not
only did we learn the value of event planning through this event, but
also it was an incredible opportunity for team building skills to be
developed. For the future, I think that this event will continue to prosper
within the Boys and Girls Club. Our group thinks that it would be
beneficial to begin asking for donations earlier than we did so that we
can be guaranteed to obtain a surplus of materials. Although we were
able to get for stores to donate, there definitely could have been more
food and drinks throughout the night of the event. For next years group,
we would recommend laying out what must be completed each week
during the very first meeting so that there is no confusion as to when
materials are due. Additionally, we think that it would be beneficial to
assign each group member and equal amount of work so that the work
is divided fairly. We also faced some issues with group members
missing meetings. For the future, if someone has a legitimate excuse as
to why they are unable to attend a meeting, it would be a good idea to
allow them to take on extra work outside of the meeting in order to make
up for their absence.

Boys & Girls Club of Bloomington 3

9

Thank You!