REC 2335 Recreation Program Development

PROGRAM PLAN ASSIGNMENT

Agency & Event Information

Organizational Information
Texas State Turkey Adventure Race

Description of the organization

o Texas State University Recreation Administration students work together to create the
Texas State Turkey Adventure Race. This will be the 5th year of the race. For the project
students are placed into groups with different responsibilities specific to separate parts
of the race such as Pre-Event, Post-Event, Social Media, etc. Each group hosts a
challenge stop with an organization/club on the Texas State campus like Younglife,
BSA, Women of Gold are just a few examples. Groups also contact sponsors for the
race and help spread the news of the event. With the help of volunteers and
businesses, all their services, donations and products are used to support the race. The
money will be used for equipment, supplies, prizes, and any revenue generated will
support student travel to professional development opportunities.

Mission Statement of the Organization:

o The mission of the Texas State Turkey Adventure Race is to enhance Bobcat Pride by
connecting Texas State students, faculty, and friends to campus organizations through a
quality, student- programmed leisure experience which showcases the charming Texas
State University campus.

Community Demographics

o Texas State University

o Students

o Faculty/Staff

o Alumni

o Locals from the San Marcos community

Student Genders
The ratio of female to male students at Texas State University has remained fairly
consistent over the past several years, with female students slighlty outnumbering males.
 Fall 2011 Fall 2012 Fall 2013 Fall 2014 Fall 2015 Fall 2016

60%

40%

20%

0%

Female
Male

Student Race and Ethnicity

Minority enrollment has steadily increased in recent years, with Hispanic
and African-American students now accounting for over 44% of enrollment.
Fall 2011 Fall 2012 Fall 2013 Fall 2014 Fall 2015 Fall 2016

60%

40%

20%

0%

White African- American International

Hispanic Asian Other

Identification of Resources

o Major Sources of Funding

The race will gain funding through ticket sales, donations and sponsorships from
different businesses.

o Description of staff

Race Director- Jessica Burke, CTRS

Race Coordinator Hallelu Santini,

Planning committees- Comprised of Recreation Administration students

Challenge Stop Facilitators: Recreation Administration Students, Student

organizations, and volunteers
 o Facilities owned or used on a regular basis

Classroom: Located in Jowers Center, on the second floor. A202

Sewell Park: Located on Texas State University campus, contains a sand

volleyball court, a pavilion, a lot of open, grassy space, and the San Marcos
River flows through it. The park sits on the corner of Aquarena Springs Dr., and
University Drive.

Event Information

o Texas State Turkey Adventure Race

Date & Time: November 19, 2016, 9:00am
Location: Sewell Park, Located on Texas State University campus
o The Texas State Turkey Adventure Race is a 2-person team challenge race that spans
through the Texas State University campus. Our target audience are the students of
Texas State that live on and off campus but, we would love for faculty, staff, alumni, and
people from the San Marcos community to come participate in the fun as well! Teams
can walk, jog, run and even skip across campus from challenge to challenge. The
challenge stops consist of a number of different tasks. Each challenge stop is hosted by
a student organization on campus and can range from brainy to sporty to zany! Along
the way, teams collect wristbands from each stop they complete. The winning teams will
be those that complete the most challenges in the shortest amount of time. There will
many winning spots up for grabs! The race is split up into several divisions -- Co-Ed, All
Guys, All Gals, Texas State Faculty and Staff, Seniors (55+), and Texas State Alumni --
but bring your A-game because you WILL have competition and the prizes WILL be
awesome. Prizes will also be awarded to winners in other categories like BEST
COSTUME, so be sure to dig that photo worthy outfit out of the depths of your closet,
while you're searching for that last bit of athleticism you have left from your high school
glory days. For more information, check out our Facebook page: Turkey Adventure
Race, visit our website turkeyadventurerace.splashthat.com, or contact the Race
Director, Jessica Burke.

o Jessica Burke
E-mail: js1476@txstate.edu
Phone Number: 512-245-7938
Office Location: JOW X110

Program Rationale
The Turkey Adventure Race is a great opportunity for us to use recreation to touch the lives of
many. The fact that the race expands across the Texas State University campus, allows us to fully
express our bobcat pride as well as share the greatness of Texas State with the community which
follows the mission statement. Our use of student organizations to run challenge stops, and the
incorporation of students, faculty, staff, alumni, and community members on the teams, gives us the
opportunity to unite people of all different walks of life, through fun recreational activity, as well as
allow participants to gain an insight of what the student organizations is all about.
 Pre- Event Punchlist

Task to be completed Who will complete it?

Get sponsorship letter signed by Bushs Chicken Genna

Order start /finish line banner Tyler

Find and contact businesses/organizations to Genna, Tyler, Jerrilyn, Karina

host tables at the finish line
Build Balloon Arch Tyler
Contact/Meet Zumba Instructor for Warm-Up Karina, Jerrilyn
Meet with Robin to discuss MC details Karina, Jerrilyn
Meet with BSA to share details on their Jerrilyn
challenge stop
Meet with our volunterrs from BSA, Student Jerrilyn and Genna
Foundation

Continue to seek sponsorships for swag bags Karina

Finding a new DJ Jerrilyn

Activity-Specific Logistics
Organization:
The organization we are working with is the Black Student Alliance, here at Texas State
University, which strives to inform and embrace the university as well as surrounding
communities. Their goal is to educate, enlighten, and unify persons of African and ethnic
descent, as well as, persons from all walks of life.

Challenge Stop:
Each team will receive a riddle that describes/shares the history of a person notable to Black
History.
They will have 3 options to choose from. One of the three will be the correct person that the
riddle describes.
From there, they must use the items present, to dress up as that person, and take a picture.
They must complete this 3 times, before moving to the next stop.

Equipment/Supply List for Challenge Stop:

Equipment needed:
o Trach Can
o Camera
o Poster with rules of challenge stop
Supplies needed:
o Wrist bands
o 1 poster board
o Timer
o 9 Multiple Choice Trivia Questions (Created on Word, printed/laminated at Copy Cats)
o
Equipment/Supply List for Pre-Event:
Equipment needed:
o PVC pipe
o Thin rope
o Speakers system for DJ (if not provided by the DJ)
o Table (for DJ)
o At least 10 tables
o Race Banner
o Plywood cutouts of Turkey and pumpkin
Supplies needed:
o Balloons
Venue Information
Alkek Library Breezeway
Staff Management Plan
All Group Members:
Will follow Tylers instructions and assist with mounting the balloon arch at the
start/finish line.
Help sponsors set-up at finish line
Assist with running the stop.
 Ensure everything flows, and remains in order

Jerrilyn:
Will meet the DJ, and ensure he has all he needs to set up.
Will meet with BSA Officers/volunteers, make sure they are all accounted for, share
their challenge stop location, and review challenge stop instructions.
Karina:
Will instruct/assist sponsors that will be hosting tables at the finish line
BSA:
Will be providing 5 volunteers, plus 4-5 Officers to work the stop.
Will provide positive welcoming energy to race participants.
Will work the challenge stops, using the instructions provided/explained by Jerrilyn.
Detailed Running Sheet
Running Sheet
6:00 Pre-Event and BSA Volunteers will meet at Sewell Park,
7:45
All of Pre-Event will assist work with Tyler, and mount the balloon arch at the
start/finish line
Volunteers will begin filling balloons with water for race participants
8:00
MC and DJ will arrive for set up
8:15 BSA Officers will arrive
8:20 Jerrilyn will take BSA to challenge stop location, and set up.
8:30 Zumba instructor will arrive, and meet Genna and Tyler to go over warm-up.
8:45 DJ will begin playing music, and Zumba instructor will begin pre warm-up (just
to get the crown moving before time for the race to start.
9:00 RACE WILL BEGIN! REAL Warm-up will begin.
9:15 Remaining Pre-Event members (except Karina) will head to challenge stop.
9:30 Sponsors will arrive, and meet Karina, and a few volunteers in Sewell Park to
set up tables for the finish line.
10:00 Tyler and Genna will return to finish line, and check on balloon arch, and (if
needed) assist with sponsorship set up.
11:00 Jerrilyn, and BSA will clean up challenge stop, and return to finish line for
awards.
Contingency Plan
Rain or shine, the Pre-event challenge stop can run as scheduled. Our location is in the
breezeway of the Alkek Library. We would only postpone and/or cancel our stop if we saw
lightening.
Budget
G&O, Sponsorship Letters and Press Releases
Goals and Objectives
Goal: To fulfill the expectations of our small group role (marketing, videography, etc.)

Obj. 1: Pre-Event team will distinguish a minimum of 5 tasks for each member by
November 10th.

Obj. 2: Tyler will design 3 sketches of the balloon arch by November 10 th.

Goal: To fulfill the expectations that each is expected to perform (sponsorships, swag
bags, team registrations)

Obj. 1: Pre-Event will identify 3 possible types of items to place in the swag bags by
November 1st.

Obj. 2: Pre-Event will secure 10 business to host tables at the finish line by November
st
1 .

Goal: To host a quality challenge stop with a partner organization

Obj. 1: Pre-Event will arrange a meeting with BSA, to discuss the challenge stop, by
November 7th.

Obj. 2: Pre-Event will compose the riddles for the challenge stop by November 7 th.
Organization Name

Organization Contact
Title

November 1, 2016

Dear Organization,

Over the past 5 years, the students of the Texas State University: Recreation Administration
Department have been coordinating and hosting the Texas State Turkey Adventure Race. We are
very excited to announce, on November 19, 2016, we will be hosting our 5 th Annual Turkey Adventure
Race!

Hundreds of Texas State students, faculty, staff, alumni, and San Marcos natives, will gather in Sewell
Park to compete in a number of different challenge stops across the beautiful Texas State campus.
The challenge stops are created and hosted by Texas State student organizations. The challenges
will consist of both physically, and mentally challenging activities. We will also have a jamming DJ, an
awesome Zumba instructor for a joint crowd warm-up, food, and more! In the past, we have had a
number of organizations sponsor booths at the start and finish line, giving them the opportunity to
showcase their organization while mixing and mingling with the racers.

After 5 years, we have hosted approximately a total of 1000 racers, volunteers, and spectators! This
year, we want to take it to the next level! We would like to draw an even larger crowd, and make our
5th Annual Turkey Adventure Race the best ever! In order to fulfil that, we will need your help! If you
decide to assist, you will be able to share your organizations items, or get your organizations logo on
our awesome shirt; all of this becomes available to you if you give a small donation. All proceeds from
the race will go toward the Texas State Recreation Administration Department, to provide great
educational and career oriented opportunities for our students. We will also share a portion of the
proceeds to the San Marcos Housing Authority: Kids Against Drugs Program.

It gives us great pleasure to extend you an invitation to be a sponsor for the 5 th Annual Turkey
Adventure Race! Our team will work very hard to ensure your organization will be properly presented
throughout the planning, and execution of the race. For additional sponsorship information, please
see the attached sponsorships levels form. We are open to discussing other strategies to incorporate
your
organization into the race. For more information about the race, visit our website
www.turkeyadventurerace.splashthat.com. If you have any questions, dont hesitate to contact us at
jkr50@txstate.edu. We thank you in advance for your participation, and look forward to hearing from
you soon!

Sincerely,

Texas State University Turkey Adventure Race

Pre-Event Team
Event Logistics, Evaluation Plan & Budget
Risk Management Plan: Pre- Event- BSA Challenge Stop

Life threatening situation/ extreme injury: Call 911

Medical golf cart assistance: Call AllieThomas at 281-750 9454
Questions about injurys/ health during race: Call Jessica Burke at 512-740-5042

Risk: Running up the Alkek Stairs

This could cause breathing problems and be a hazard to participants with asthma or exercise
induced asthma. They also could have tripped and fallen up the stairs. Even for a healthy
individual, running up those stairs is very physically demanding.

How we could manage risk:

Have volunteers watch for signs of breathing problems or dehydration while working the stop.
Volunteers could also watch for participants who may fall and attend to their aid if a fall occurs.
If the Injury is serious or life-threatening, 911 should be contacted immediately and can be
turned around if the situation is deemed not serious later on. If the injury or breathing seems
serious but not threatening one should call Jessica Burke at 512-740-5042 and if medical golf
cart assistance is needed one can call Allie Thomas at 281-750 9454

Risk: Slipping or falling down the stairs

One can easily lose footing while being near the stairs. This could possibly end with them
falling down the stairs.

How we could manage risk:

Volunteers who are not facilitating the game should stand near the staircase and verbally
saying to watch their step and take it slow. Also, we put our stop away from the start of the
stairs so no one could accidentally slip and fall towards the stairs. If an accident does occur
someone should contact Allie Thomas at 281-750 9454 for a medical golf cart assistance and
Jessica Burke 512-740-5042 to discuss the situation further.

Risk: Getting lost finding our stop

Being the furthest stop on the Quad someone could easily pass us if they went the side route
by Jones and could venture out towards the Rec which would be physically exhausting

How we could manage the risk:

We could place signs that show the race boundary so participants see they have gone as far
as possible. Volunteers can help by telling the runners that there are not other stops past ours.
If participants are lost, guide them to the stop and check for signs of panic and dehydration.
Contact Allie Thomas at 281-750 9454 for a medical golf cart if injury or severe dehydration
has occurred, and contact Jessica Burke at 512-740-5042 to discuss situation further if
needed.

Inclusion Plan
The university and Sewell Park have walkways/ramps that are wheelchair accessible.
However, being that these walkways, and ramps, arent easily noticeable, the race maps
could have highlighted those accessible routes for those that may have needed them. That
 would have been beneficial to those that are physically impaired, have a chronic health
condition, or are a part of the aging population
The challenge stops could have also set-up alternate locations for those that are physically
impaired. For example, Someone will Cerebral Palsy, Muscular Dystrophy, or an
amputation, that require a wheelchair, or other types of ambulation aids can participate on a
flat surface (grassy fields, flat concrete surface, or even sand. The BSA challenge stop
specifically was placed at the top of the Alkek stairs, in the breezeway. Anyone with a
health condition or a physical impairment may have had difficulty reaching the challenge
stop. An alternative location would have been very beneficial.
The BSA Challenge stop could have also been modified by having a person designated to
read the questions, and multiple choice answers, to someone that may have a learning
and/or intellectual disability.

Evaluation

Place- The challenge spot was located out in front of the Alkek Library. Runners had to
run up the stairs to complete the challenge. Prior to the race, Pre-Event had to check to
see if the spot was going to be easy to find. During the race, other events like Bobcat
Day caused a little conflict, since the Library was also a stop for their campus tour. The
volunteers had to promote the challenge stop, but also be mindful of large groups of
people walking through our challenge stop. The day of the race other events like
Bobcat Day were happening so volunteers helped to make sure that racer could see
where the challenge stop was located.

Personnel- The Pre-Event team helped make sure that each task from the punch list
was completed. Such as, making sure DJ was set up at a certain time and the Zumba
Instructor was ready for warm up before race. BSA provide the perfect amount of
volunteers to work the challenge stop effectively, without the need of a Pre-Event
member (Jerrilyn went to the stop shortly after the race started).

Participants satisfaction- Participants During the race, all participants seemed to be

very engaged, and excited about completing the BSA challenge stop. The only
complaint we heard during the race pertained to our location at the top of the stairs.

Policies and Procedures- The policies and procedures for the BSA challenge stop was
written out on poster board, and easy to understand. Prior to the event, we received
clearance from the University to run our stop at our particular location.

Program- Each class period, all groups gave an update on progress of each task that
they needed to accomplish. Each person in group was responsible to follow up on each
task and turn in a required portion of the program plan.
o The Pre-Event team could have improved on is getting more sponsorship tables for the
event, having a script for the MC, and having a specific layout for where the tables
should be set up in the park.
o The Adventure Race would have been inclusive of all age groups. There could have
been a Junior Adventure Race, where children 5-12 years old could do other activities
across Sewell Park.
o The location of the face painter seemed slightly out of place, and it was not advertised
well. There needed to be more activities. Maybe a caricature artist, a dunking booth,
carnival games, to keep the races engaged while waiting the all racers to complete the
 race. However, overall, the race went very well. There was a lot of fun positive energy
from the class, the participants, volunteers, and spectators.

Evaluation Techniques

A couple of different ways to evaluate the race would be to have each challenge stop give the
participants a survey, prior to leaving the challenge stop. Or at the conclusion of the race, have
a collective survey, with each challenge stop on the survey where they can be rated, and
receive notes. Keeping track of the number of tickets sold, and how quickly they were sold is a
way to evaluate the race. Also, classic observation is a great way to evaluate the race

Goal: To fulfill the expectations of our small group role (marketing, videography, etc.)

o Obj. 1: Pre-Event team will distinguish a minimum of 5 tasks for each member by
November 10th.
Each member of pre-event was given specific tasks on the punchlist, with
deadlines to complete each.

o Obj. 2: Tyler will design 3 sketches of the balloon arch by November 10 th.

Tyler drew the sketches, presented them and the idea to Pre-Event, and Jessica,
then proceed to excellently execute the ballon arch the day of the race.

Goal: To fulfill the expectations that each is expected to perform (sponsorships, swag
bags, team registrations)

o Obj. 1: Pre-Event will identify 3 possible types of items to place in the swag bags by
November 1st.

Pre-Event identified 3 possible items (two from Healthy Cats, and 1 from SOC).
We only received and used 1 item from Healthy Cats for the swag bags.

o Obj. 2: Pre-Event will secure 10 business to host tables at the finish line by November
1st.

Pre-Event secured one business, Bushs Chicken. They gave a $100 donation,
and served sweet tea at the race.

Goal: To host a quality challenge stop with a partner organization

o Obj. 1: Pre-Event will arrange a meeting with BSA, to discuss the challenge stop, by
November 7th.
o Jerrilyn met with BSA to discuss the challenge stop. BSA was well prepared, and
proved enough volunteers to work the challenge stop.

o Obj. 2: Pre-Event will compose the riddles for the challenge stop by November 7 th.

o Jerrilyn along with BSA composed the questions, and got them laminated prior to
the race.
 What did you think?

Circle your answer, 1 being the lowest rating, 10 being highest rating.

1. How was your experience at the BSA Challenge stop?

Low 1 2 3 4 5 6 7 8 9 10 High

2. How was your experience with using the map to find the BSA Challenge stop?
Low 1 2 3 4 5 6 7 8 9 10 High

3. How easily were you able to complete the BSA Challenge stop activity?
Low 1 2 3 4 5 6 7 8 9 10 High

4. What was your most favorite part about the BSA Challenge stop?
Low 1 2 3 4 5 6 7 8 9 10 High

5. What was your least favorite part about the BSA Challenge stop?
Low 1 2 3 4 5 6 7 8 9 10 High
Evidence
Punchlist Follow Up
 ACTION DESCRIPTION ASSIGNED DEADLINE STATUS
TO

Get sponsorship letter Bushs Chicken

signed by Bushs donated $100, Genna 10/31 Completed
Chicken and Sweet Tea
Not
Order start /finish line Banner will be Tyler Completed,
banner hung at start/finish 10/31 Tyler used
line. cloth an
paint to
make the
banner.

Find and contact They will distribute Genna, Completed

businesses/organization FREE items from Tyler, 10/31 (We only
s to host tables at the their business. Jerrilyn, found 1)
finish line Karina
Contact/Meet Zumba Instructor will lead Karina, Completed
Instructor for Warm-Up Zumba before the Jerrilyn 11/3
race.
Meet with Robin to Will MC activities Karina, Completed
discuss MC details prior to race Jerrilyn 11/3
Turn in those 200 items Jerrilyn met with
for the swag bags to the President of Jerrilyn
Packets Healthy Cats to 11/07 Completed
get the items.
Meet with BSA to share Share details Jerrilyn Completed
details on their challenge about challenge 11/8
stop stop and events
Share details on Completed
Meet with our volunteers their Jerrilyn and
from BSA placement/work Genna 11/8
for the day of the
event
The balloon arch Completed
will stand at the
Build Balloon Arch start/finish line, Tyler 11/19
holding the
banner.
The balloon arch Completed
will stand at the
Build Balloon Arch start/finish line, Tyler 11/19
holding the
banner.
Build plywood cutouts Tyler made the Tyler
cutouts, got them Tyler 11/17 Completed
painted, and Finalized 11/17
mounted.
Talk with Jessica about Decided against it. Genna, Incomplete
water balloons It will require a lot Tyler,
of Jerrilyn,
work/maintenance Karina N/A
prior to race
FINAL DRAFT (20 points)
Submit 2 final HARDCOPY drafts of your entire compiled report
o Your reports must include a cover page with the following information:
The name of the event
Each member of your group
The class name (2335 Recreation Program Development)
The date
A picture of the event
o Include a copy of the final race flyer in your report
Include your final punchlist
Submit ALL edited materials (graded drafts only) compiled and stapled or binder clipped.
Do NOT put report into folders or binders.
Upload a digital version to your designated Dropbox. The Final Drafts should read as one
cohesive report (not Part 1, Part 2, etc.). Reports should be formatted consistently
throughout document and edits should have been made based on your original submission
feedback.