Helping Heather Aiming High for Heather Wine Down

Helping Heather Aiming High for Heather & Wine Down with Heather COM 361 - Special Event Planning Final Project Lauren Mc. Alister

This is a fundraising event to help Heather Williamson who is battling ovarian cancer. She is having to stay in the hospital during some of her treatments. Heather has not been able to work. Her husband is the provider and the bills are racking up. All proceeds are going directly to Heather to help with her expenses. May 16, 2015 Shooting time: 2: 00 P. M. @ Elk Creek Hunt Club If not interested in shooting please enjoy wine at the Elk Creek Vineyards

Budget The budget for the event is $3, 000. This is going towards refreshments while on the course, advertisement and centerpiece decorations. There will not be much of budget due to donations and fundraising type of style. The Venue was donated by Beth and Bobby Rowe (Hunt Club) & Curtis Sigretto (Vineyards). The venues are not closed to public Many local organizations donated silent auction baskets/items.

Budget Cont. Decorations (Tables at Winery) $156. 51 Snacks for on the course (peanut butter crackers, Individual Bagged Chips, Pretzels, Cheese Crackers, Assorted Candy Bars) $173. 95 Water Bottle (Thank You Bag) $178. 00 Lip Balm (Thank You Bag) $115. 00 Colored Die Cut Convention Bag $130. 00 Water and Mixed Drinks non-alcoholic (13 cases mixed, $87. 63 Peppermint Candy (Thank You Bag) 7 lbs $21. 99 Newspaper Advertisement $400. 02 20 Golf Cart Rental from Elk Creek Hunt Club $700. 00 Awards for Shooters $325. 00 TOTAL $2, 288. 14

Checklist 3 -6 Months Ahead 6 -12 Months Ahead _____ Choose a theme _____ Get cost estimates (site rental, food, drinks, sound/lights, ect. ) _____ Select committees/chairpersons _____ Chairperson forms subcommittees _____ Get bids for design/printing _____ Decide on admission cost (if any) _____ Check proposed date for potential conflicts, finalize date in writing _____ Get bids for decorations _____ Get written contracts for site, entertainment, ect. _____ Develop alternative site (if event is outdoors) _____ Invite/confirm VIPs _____ Create logo for event with graphic artist (Graphic Artist is a friend) ____ Begin monthly committee meetings ____ Review with graphic artist invitations, programs, posters, ect. ____ Prepare final copy for invitations, return card, posters ____ Make list of locations for posters ____ Select/order trophies/awards 2 Months Ahead ____ E-Mail invitations to all locals ____ Review needs for signs at registration, directional, ect. ____ All major chairpersons to finalize plans ____ Hold walk-through of event with responsible committees, chairpersons and responsible site staff members at event site ____ Review/finalize budget, task sheets and tentative timeline

Checklist cont’d 1 Month Ahead Day Before Event ____ Follow-up of E-Mail ____ Confirm staff for registration, hosting, other ____ Give estimate of guests expected to caterer/food service ____ Confirm setup and tear down times with event site ____ Finalize plans with party decorator ____ Meet with chairpersons, key staff to finalize any of the above ____ Lay out all clothes that you will need the day of the event ____ Recheck all equipment and supplies to be brought to the event ____ Have petty cash and vendor checks prepared 1 Week Before ____ Arrive early (with your change of clothes) ____ Unpack equipment, supplies and make sure nothing is missing ____ Go over all the final details with setup staff ____ Check with volunteers to make sure all tasks are covered ____ Setup registration area ____ Meet with all committees for last-minute details ____ Secure two or three volunteers to assist with emergencies ____ Finalize registration staff ____ Reconfirm event site ____ Final walk-through with all personnel ____ Establish amount of petty cash needed for tips and emergencies Event Day

Venue Elk Creek Hunt Club 1860 Georgetown Rd. Owenton, KY 40359 Elk Creek Vineyards

Venue cont’d About the Venue Elk Creek Vineyards is Kentucky’s Elk Creek Hunt Club is unmatched in its world-class sporting clays facilities. LARGEST winery and they are Three separate courses, one over now open 7 days a week! Elk Creek water, offer 45 newly remodeled and Vineyards tasting room presents more paved sporting clays stations on 35 than 20 varietals of wine. The cafe menu shooting fields which can be shot as features gourmet soups, salads, and 50 or 100 target rounds. Elk Creek evokes the thrill of hunting as 40 and sandwiches daily. They offer winery tours each day in addition to love music every 65 foot towers throw clay targets Friday, Saturday, and Sunday. Lodging is over natural cover and water available. simulating the excitement of wild gamebird flight. Elk Creek’s sporting clays courses are spread over 2, 500 ****Please dress according to weather acre hunting preserve. A fleet of golf as you will be outside for sporting clays. carts is available for daily rental and The winery has a casual dress code. adds comfort to your sporting clay Please no sweat pants. experience. *****All areas do have handicap access

Venue cont’d Directions You will provide your own transportation to and from the event Traveling From South of Cincinnati. Take Interstate 71 South toward Louisville to Hwy 35 Exit 57 (Sparta/Warsaw) Turn Left and Follow Hwy 35 to Owenton Once in Owenton, Go thru 3 Traffic Lights Turn Right at the Flashing Yellow Light onto 227 South Follow Hwy 227 two miles. We are located on your left. Traveling From Lexington. Take Interstate 75 North to Exit 144 (Towards Owenton). Hwy 330 West to Elk Creek Vineyards on Right Traveling From Louisville Take Interstate 64 East to Exit 53 at Frankfort. Follow Hwy 127 North to intersection with Hwy 22 - turn right. Turn right onto Hwy 227 South. Two miles - Hunt Club is on your left.

Schedule of Events 1: 00 PM- Registration at Hunt Club (No special hunting/shooting license required) Fishing All Day (Valid Fishing License. Sold @ Hunt Club) 2: 00 PM- Shooting Starts Throughout the shooting a complimentary beverage and snack cart will be on the course 2: 00 – 8: 00 PM- 10% of Winery Proceeds go to Heather 2: 00 -7: 45 PM- Silent Auction 3: 00 -9: 00 PM- Live Music at Vineyards 4: 00 PM- Wine Tour (FREE) 5: 00 PM- Shooters will be finishing up 5: 30 PM- Awards Presented to Shooters 6: 00 PM- Wine Tour (FREE) 7: 45 PM- Silent Auction Ends 8: 00 PM- Winners of Silent Auction Announced

Event Advertising The event will advertised in local Newspapers in the following counties and dates: KCN Combo: Reach over 420, 000 Potential Buyers by placing your ad throughout the entire Kentucky Classified Network. Your classified ad will appear in 20 Kentucky Newspapers and websites. • • • • The News-Enterprise Advantage Anderson Advertiser Anderson News Casey County News Central Kentucky News-Journal CKNJ Shopper Cynthiana Democrat Grant County Express Grant County News Harrison Shopper Henry County Local The Gold Standard Kentucky Standard Extra • • • • La. Rue Co. Herald Lebanon Enterprise Marketplace News Democrat News-Herald Oldham Era Pioneer News Extra Sentinel-News Spencer Magnet Springfield Sun The Grayson County Record. Trading Post Tri-County Advantage Trimble Banner

Event Advertising cont’d Elk Creek Hunt Club and Winery will graciously send an email 3 months before event. This email goes to everyone on their email list. It will give a brief bio on Heather and gives the pricing and event goal. Elk Creek will then send another email one week before the event as a reminder. The event will also be listed on their homepage screen on their website. This is a preview of where they advertise the event on their webpage

Event Advertising cont’d Flyers would be hung up around town and copies at business’. There is also a Facebook page/event created. All of Heather’s friends list has been invited along with multiple event shares. Pictured to the right is an example of what the flyers will look similar to.

Contract This is the contract with Elk Creek Hunt Club. I am providing the golf carts. They needed an estimate of attendees to prepare. The estimate I gave them is as accurate as I can give. Since we are open to walk-ins (Elk Creeks Idea) we gave this number. We of course are hoping for more. Elk creek Donated one closed course.

Registration will only be in front of the Elk Creek Hunt Club under their front porch. This is where all waivers from the hunt club will be signed and they receive their Thank You bags. This is also where everyone signs in. We asked that you pre-register in the email with an attached form just so I can get an estimated head count, but we are also accepting registration from the public. This event is open to everyone. Elk Creek Hunt will set up a separate register when you can pay for your sporting clays and anything else you might need. I will provide ear plugs and eye protection along with a golf cart for each 4 -person team. It is typically $55. 00 to shoot 100 targets for each person. We will be charging $75. 00 and the extra $20 is donated to Heather. Elk Creek Winery is donating 10% of their wine and food sales after taxes to Heather from 2: 00 pm – 8: 00 pm. There will be tables set upstairs with centerpieces and information on Heather and her battle.

Registration cont’d Golf Cart Waiver Facility/Event Waiver

Registration cont’d Objects in Thank You Bags H 2 O Bottles Ovarian Awareness Brochure Elk Creek Hunt Club Brochure Elk Creek Vineyard Brochure Peppermints Lip Balm Ear Plugs Safety Glasses Registration Table Toolbox: Pre-Registration Lists/Forms Organizational Files for Forms Gift Bags Filled Waivers Pens, Markers & Highlighters Tables Cash Box with Petty Cash Calculators Envelopes Thumbtacks, Tape, Stapler Extension Cord Cell Phone Charger

Table Decorations The table decorations would be set upstairs at the Elk Creek Vineyards which was donated by Elk Creek Vineyards 15 Round wooden centerpiece is free (leftover from friends wedding) 30 Wine bottles donated by Elk Creek Vineyards (recycled) 36 -8 oz Ball jars $43. 50 24 - 16 oz clear jars $16. 59 24 - 4 oz blue jars $31. 64 2 – 10 yards of burlap $14. 10 2 – dark teal spray paint cans $14. 30 2 - teal spray paint cans $14. 30 1 - transparent teal spray can $22. 08 Total Cost= $156. 51

Map Of Sporting Clay Course Map of the clay course we will be using. There are port-o-lets on the course. A golf cart will be on the course at all times to distribute non-alcoholic beverages and snacks. The staff will also be driving on the course at all times to check for any machine malfunctions or target issues. They also check for safety. A first-aid kit is with the staff at all times. There are trash cans at all orange circles. Please throw all trash away. Please respect the course. Restroom

Silent Auction Many local business’ donated baskets for the silent auction. A few individuals bought gifts for the baskets to also auctions off. The following business’ and people I would like to recognize so far are: • Cull Pharmacy • Elk Creek Winery • Elk Creek Hunt Club • Carol. Anns Curio • Inside & Out • Kaylan Centers (pampered Chef) • Tiffany Kemper (Jamberry Nails) • Shelby Prather ( Origami Owl) • Pam Mc. Alister (Date Night) Hope to have many more. The silent auction will announce the winners at 7: 45 PM