MASTER PLAN

Coca-Cola & MyFitnessPal Team-up Kick off (Salt Lake City)

Date: Saturday, January 3, 2015
Time: All day
Location: The Grand Hall at Gateway, Salt Lake City, UT. Participation expected around
valley and even state-wide. This is one of several identical events occurring simultaneously
in other major cities.
Description: Coca-Cola and MyFitnessPal will be sponsoring a nation-wide live happy, live
healthy event around the new year with physical events centralized in several big cities.
This plan outlines what needs to be done for the Salt Lake City event. People all over the
state will be tweeting/ instagraming, etc at Coca-Cola and MyFitnessPal using the hashtags
#LiveHappy and #movehappy. These events will be a centralized place where people can
congregate and socialize in the cause.
Program Directors
Name: David Jackson
Phone: 801-554-7010
Email: DaveJackson@gmail.com
Name: Tanner Colton
Phone: 801-673-5730
Email: cashcolton@gmail.com

Communications Director
Name: Madeleine Days
Phone: 801-878-2579
Email: mrose.days@gmail.com
Name: Makenzie Tads
Phone: 801-546-2758
Email: kenzietads@gmail.com

Four Steps of Event Planning

Step 1: Review Master Plan
Step 2: Schedule Program & Communications Director meeting
Step 3: Complete Master Plan
Step 4: Complete Event Evaluation

Vision
An event in which Coke consumers and/or MyFitnessPal users celebrate the enjoyable use of
discretionary calories through crowd-supported exercise and moderate Coca-Cola consumption.
Utilize #LiveHappy and #movehappy hashtags across the Salt Lake Valley and across the nation.

Mission
Establish links between Coca-Cola, MyFitnessPal, and the idea of Coca-Cola being part
of happy, healthy lifestyle.

Event Goals & Objectives

Attendance

Number of Volunteers: 50
Number of participants (at physical location): 5,000 (throughout day)
Number of participants (online): 50,000 (throughout day)

Program Timelines
Event Program Timeline: C&MFP Kick-off (SLC)
Nov 7th- First Meeting as Program Directions
Nov 10th- First meeting with Communication Directors
Nov 21st- Master Plan Meeting
Dec 8th- Promotional material launches
Dec 10th-All entertainment and catering ready/confirmed
Dec 14th- All decorations ordered/made
Jan 2nd-2:00pm-Volunteer Meeting (all volunteers)
Jan 3rd- The Kick-off event
5:00am - 8:00 am Pre-Event Preparation
Set up coat check
Set up decorations
Set up tables
Prepare to receive/receive food and drinks
6:30am majority of volunteers arrive
Ensure catering and photography areas are set up
8:00am Kick-off begins
8:45am Band #1 plays (other bands follow throughout day)
12:00pm - Alpine world champion Ted Ligety (Coca-Cola-sponsored) gives keynote speech
*Participants continue to come in all day.
8:00pm Headliner band plays (Neon Trees)
10:00pm Event closes
11:00pm - Volunteers clean up

Event Communications & Advertising

[The Communications Director should collaborate with the Program Director to
strategize/implement an effective advertising plan for the event and complete the itemized
budget table.]
Event Theme: C&MFP Kick-off
Production Details:
Print advertising--mailers, I-15 billboards, posters in grocery
Electronic Advertising--emails to local mycokerewards.com members, social
media posts
Press releases, community calendar event

Master Budget
[Combine the Advertising, Activities, and Food & Decoration Budgets into one complete
Master Budget.]
[Select a supplier for food and decorations from the Approved Vender List. Explain when
and how the food will be served. Complete the itemized budget table.]
Food & Decorations Budget
Source
Ray Smith Band
Neon Trees
Coca-Cola
Coca-Cola

Item
Orchestra
Entertainment
Water (Dasani)
Other Coke
products

Count Price/Unit Total Cost

1
$2000.00
$2000.00
1
$40,000.00 $40,000.00
500
$0.60
$300.00
10000
$0.10
$1000.00

Contingency

$5,000.00

Elizabeth Catering
Elizabeth Catering
Photographers

Labor for RBF

Balloon Fee

Elizabeth Catering
Elizabeth Catering
Elizabeth Catering

Cheesecake Bars
Lemon Bars
Mint Brownies (w/o
nuts)
Vegetable Trays (2
oz)
Fruit Bowl (4 oz)
Bagel and Cream
Cheese kits
Flowers
Other Decorations

Elizabeth Catering
Elizabeth Catering
Elizabeth Catering
Salt Lake Floral

10 hrs

$12.00/hr

$1,000/day

$120.00
$167.75
$4,000.00

1212
1258
1258

$1.65
$0.50
$0.50

$1349.80
$1129.00
$1129.00

177

$1.85

$327.45

177
58

$2.45
$9.38

$433.65
$544.04
$500.00
$200.00

Total Cost of Food,

entertainment &
Decorations:

$58,785.69

Volunteer Plan
At this point, the volunteers already involved will move to assigned posts:
8:00- 9:00- 10:009:00 10:00 11:00
Coat Check
2rd Floor
East Conference Room
Roaming (main, 2nd Floor, outside, etc)
Main Entrance (1)
Main Entrance (2)

We'll begin set up at 5:00am and will stay until everything is ready
to go. All volunteers will need to arrive at 6:30am
Coat Check: As you take the person's coat, hand them the number
tag and put the other half of the tag on the hanger. At the end of

the day/night as people are leaving, take their number and look for
the hanger with the corresponding number. Keep the hangers in
order from lowest to highest number on the rack.
2rd Floor: Do whatever the performers need you to do, clean up
any spills from soda, occasionally check to make sure there are no
wanderers in the off limit areas of the floor, and take care of any
problems you see on the 3rd floor.
Directing social media use of proper hashtags
Roaming: Walk around the whole building and take care of any
problems you see (make sure you go to roam at least the main
floor, outside, basement, 2nd floor).
Main Entrance: Greet people as they come in, directing them to
the coat check, main room, photography stations, or where ever
else they want to go. At the end of their visits, thank people for
coming.

Technology [Include maps and floor plans for the event--audio & visual, table & chair
arrangement Grand Hall at Gateway (Union Pacific Station)]
Photographers and Photography light kits (provided by the photographers)

Parking & Transportation

[If parking is needed for the event, familiarize yourself with the parking restrictions of the
area. Submit a Parking Pass Approval to Salt Lake Police and explain parking instructions
to all event attendees. Consider creating a map for further clarification.]
Parking will be available in the lot directly east of the hall in the Triad Center
Parking lot. Since the other lots require a payment, no parking passes need to be issued.
The lot should provide a significant portion of adequate parking for the number of expected
guests. We will still let the Salt Lake Police know about the event in order to ensure safety
measures are prepared.

Safety & Liability Plan

[Contact Salt Lake Police, EMTs, the fire marshal, and any other relevant organizations to
ensure safety. Consider how you will effectively control crowds, handle risk management
issues, and fulfill waiver requirements.]

Contingency Plan
Weather should not be an issue because the event is indoors. Should the building
become an issue we will move the event to amphitheater of the Triad center directly across
from the Grand Hall with sufficient outdoor heating.

Event Follow-up
[Express gratitude to anyone involved in event planning and execution. Write thank you
notes and order gift cards (if applicable) through the Coca-Cola sponsor.]

Event Evaluation: C&MFP Kick-off event

Date: Jan 3, 2015
Time: 5am-11pm
Location: Grand Hall at Gateway, SLC, UT
[Compare your goals for the event with how it actually turned out.]

Strengths

Recommendations

Weaknesses