Jammin’ with the Jellyfish

Lindsey Moore
Let’s Dive In...

Jammin’ with the Jellyfish is an outdoor music event that allows guests to swim and
participate in other activities while enjoying music performed by local musicians.

This event is meant for the entire community and anybody who would like to attend.

It will be held at the Sumner County YMCA in Hendersonville, TN (I chose this as the
venue because I know it well enough to help with the planning process. Plus I work
here and want to make it actually happen.)

I would like for it to be held on a Friday night allowing for anybody to attend and
have nothing else in the way of them being able to show. It will start at 2:30 (gates
open) and go until 6.
Description

Jammin’ with the Jellyfish will be the event of the Summer for this YMCA. Along
with live music performed by local musicians, there will be many other things
happening on the grounds. There will be a section of food trucks providing the food.
Along with that, there will be numerous games, activities, and competitions held for
all age groups.

This will be a family oriented event. Since it’s not like a competition or anything like
that, it wouldn’t be team or individual.
Making a Splash

Goal- This event will allow for those in the community to get together, have fun, and
support local musicians.

Objectives-

- The musicians who will perform at this event will be from the Sumner
County/Nashville area. (Has to be local!)
- The guests will be able to participate in activities in and out of the water.
- The guests, of all ages, will have fun.
Map Entrance/Check In
Volunteers/ Other Guard
Employees

Stage

Pool Deck
Picnic Area

Zero Lap
Entry Pool
Pool

k 4ft
Who is working this thing?

7 lifeguards - they will be on stand at the pool, monitoring all other parts of the
event, and rotating from stand to stand.

At least 7 other employees - work the front desk, run the non aquatic activities, and
also monitor the event.

There will also be the MOD (Manager on Duty) for the YMCA that will be popping in
and out to check on the employees and things going on in the event. I would do that
too.

There will also be the employees in the food trucks. That is based on their
preference.
Where do we begin?

A week before the event, we will make sure we have everything in line for the event.
We won’t have a giant stage set up, so that can all just be set up the day before or
even the day of. I’d like for everyone who is making the event possible to arrive at
1:30. This is so we can make sure we have the most amount of time to prepare. We
have to set up the small stage and make sure all of the sound equipment is in
working order. Along with that, the games and bounce castle need to be put in their
exact place and prepared for the guest. The food trucks will arrive at this time and
be sent to their designated area. Before gates open, the employees not in a
designated area will run the facility one last time to make sure that everything is
clean and ready for everyone to arrive.
1:30- Volunteers and other employees working the event will arrive to the facility and make sure everything
is in place for the event. This is when the venders should arrive, as well (food trucks).
2:15- Employees will get to their designated positions and again, make sure they are all prepared. (Guards get
on the guard stands, volunteers at games, and other areas)
2:30- Gates will open up for guests to arrive
3:00- The first musician/band will take the stage. In the pool, some swim instructors will bring out toys and
begin some in-pool games/competitions
3:45- Over by the bounce castle (Map on previous slide), there will be a hula hoop competition held. The
second band will go on stage to perform. (Brief announcements will be made of the events happening around
the pool deck in between performers).
4:00-Competitions will be held by the deep end of pool (biggest splash, smallest splash, coolest trick… etc)
4:30- The final band (the headliner, maybe somebody a bit bigger in the community) goes on.
For the next hour, there will be many organized activities held all over the pool deck.
5:30- Announce that event is ending and would love if everyone helped to clean up their trash.
6:15- Once everyone has left the facility, the staff will have a quick break, (if they hadn’t already to eat
something). Then, clean up begins!
-make sure all trash is picked up
-tables/chairs are all back in order
-food trucks have left and didn’t leave a mess
-return bounce castle
-pick up toys in and around the pool
7:30- Hopefully everything is all cleaned up by now. If not, a few employees can come in early the next day
before the pool opens back up to the public to get the last bit.
How We Will Pool it Off

There’s a large amount of equipment that is needed for this event. Some of these
things include: tables and chairs for guests to lounge in, all the equipment needed for
the performers (sound system, mic, etc), the food trucks, the tubes and fanny packs
for the lifeguards, name tags for the staff, the giant Jenga and checkers for the game
area, a bounce castle, a check in desk with all the material for that (registration,
swim test bands, wristbands for event, maybe extra goggles for the swimmers), a
trauma bag (this is for an emergency, one is typically near or on the pool deck in
preparation, contains AED and other important emergency equipment), and lastly,
we need to make sure we have items that will help us set up and clean up.
Come to my event! Please...

Social Media: The YMCA has their own Facebook page and other pages on social media platforms. I
know that they are very active with posting on them. Maybe make videos of the staff members reminding
the guests and their followers of what and when this event is occurring. Start advertising about two weeks
in advance, that way people can be prepared.

Word of Mouth: The front desk of the YMCA is known for having excellent customer service. They can
use those social skills to encourage their guests of the event as they are checking in. Inform them as they
come to swim in the outdoor pool.

Flyers: The City of Hendersonville, (where this YMCA is located), is very good about supporting local
businesses and their events that they host. Flyers should be created and posted in and around the more
commonly visited businesses. This includes Walmart, Kroger, and even gas stations!
Possible Flyer

You didn’t say we had to actually

make a flyer. However, I really
enjoy making them so I saw the
opportunity and took it.
So things don’t go off the deep end…
(risk management)
Since this is a pool, most of our employees are First Aid and CPR certified. This
makes many parts of risk management much easier.

Weather is the biggest issue. This is an outdoor event and in a pool. Lightning and
thunder in a certain radius of the facility means mandatory closing. With that being
said, we will have a backup date, the following Friday. Before the event, we will
constantly be watching the weather radar. The call will be made to cancel it at least
an hour in advance. This will give the guests a fair warning.
You’ve got a price to pay...

The fee for all guests will be $5. However, kids under the age 10 will get in free.

Since it is held at the YMCA, maybe the members of the YMCA have a discounted
price of $3. That price would also be given to Seniors and Military.

This event is more focused on bringing people together rather than making a certain
amount of money. The money would really just be a plus.
Things are Getting O-Fish-Al

Sponsors are so important to making events successful. There are so many local
businesses near the YMCA that would be willing to donate to the event in order to
help get their name out there. The sponsors of my event would not only help make it
possible, but would receive benefits. Some of those benefits would include a banner
hung somewhere around the pool deck, an announcement made between bands, and
even free access to the event itself. Even if a company couldn’t give money but gave
items, those could be used in a raffle during the event.
I Hope it Goes Swimmingly

Many times, if you were to hand somebody a survey as they are leaving somewhere,
they will most likely just throw it away. The way that I will give my survey out is
through email. Those who all register, we will ask them for their emails at the
beginning of the event if they wish to participate in the survey. That way, if they
actually want to participate, their answers will be more realistic and genuine. On the
next slide, I have attached what my survey would look like.
Survey

With this survey, I want to focus on

the event’s quality and safety. Since it
is at a pool, the safety aspect of it is
the most important to monitor. Also, I
want to know if people would actually
come again.
Conclusion

Hello,

I wanted to give a big thank you for making this semester super cool. This class has
really taught me a lot of important things that have influenced my possible career
choices. Also, really hope that we do some more fun things with the Rec Admin club!

Lindsey Moore