April 28th, 2019

Wolf Pen Creek - College Station, Texas

Scott Shafer - Department of Recreation, Park and Tourism Sciences

Ashlyn McDaniel, Britta Haglund, Cesar Rodriguez, Emily Dedmon, Jake Vasquez, Jessi Henry,
Julia Lischau, Katie Moore, Morgan Davis, Samantha Wafer, Sarah Beth Clark

Prepared: Spring 2019

 Table of Contents

Executive Summary 3
Introduction 4
Goals and Objectives 5
Program Plan 5
Name of Event 5
Name of Organization/Agency 5
Date/Times of Event 5
Location 5
Description of Activities/Programs/Venue(s) 6
Vendors 10
SWOT Analysis of the Event 11

Marketing Plans 12
Target Audience 12
Current Audience 12
Potential Audience 12
Gathering Visitor Info 12
Advertising/Promotion 12
Promotional/Marketing Timelines 14
Post Event Marketing/Thank you 22
Theme and branding of the event 23
Financials 23
Sponsorship 23
Sponsorship Packages 24
Sponsorship Letter 25
List of Potential Sponsors 27
Thank you to sponsors 29
Budget 29
Revenue 32
Management Plan 34
Governing Board 34
Committee Chairs, Members, and Responsibilities 34
Volunteers,Orientation, Assignment time/shifts, Responsibilities 36
Management Timeline 36

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Operations and Logistical Plan 38
Site Plan 38
Set Up 39
Take Down 39
Maintenance 39
Risk Management 40
Equipment Needs 41
Sustainable Event Practices 41
Infrastructure/Waste Management 41
Event/Production Timeline 42
Elements of Decor/Signage 45
Food & Beverage 48
Registration 50
Evaluation 52
Member Contributions 54

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 Executive Summary
Kite Fest: Color the Sky is an annual event hosted by the Texas A&M Department of
Recreation, Park and Tourism Sciences. Our goals were to engage participants in entertaining
activities while creating memorable experiences, create an inviting environment that is inclusive
to all attendees and volunteers and foster a colorful event for the Bryan/College Station
community through the use of kites, food, and music. There were multiple categories of activities
including lawn games, crafts and competition games. A SWOT analysis was conducted to
identify the strengths, weaknesses, opportunities and threats of the event.
Aside from attracting people to our event, one of our marketing goals was to use minimal
printed goods for sustainability purposes. We met this goal by focusing the majority of our
marketing on social media and news platforms. Through the extensive use of a Facebook page
and event, along with sharing posts on our personal accounts, we were able to reach a broad
audience. Our appearance on KBTX also helped promote the event in a sustainable manner.
Although financials proposed the most challenging aspect of the festival, through careful
budgeting and acquisition of sponsorships, we were able to produce the event while remaining
under budget. The budget was frequently tracked to ensure we did not exceed our fundraised
limit. Although tight, our financial planning allowed us to have all aspects of the festival present
in a safe, quality, and well-represented manner.
Early delegation of festival aspects allowed us to have a strong management foundation
throughout the event. While each person on the team was assigned to a specific subcommittee,
we worked as a team and would step in and assist when needed. If one aspect of the festival
became overwhelming for a single person to handle, the task would be delegated to multiple
people with better resources. Our great sense of unity and teamwork allowed us to thrive in this
demanding festival planning process.
Prior to the actual event, each member of our team was assigned a specific job for set up,
take down, and during the event. Each planner was assigned a specific region, along with their
job, to monitor during the event. Although these regions were assigned, when assistance was
temporarily needed in another zone, we were easily able to float to the region, assist, and return
to our assignment.
Wolf Pen Creek served as the perfect site for our event. The layout and amenities of the
festival site met our needs and the College Station Parks and Recreation Staff were instrumental
in the success of our event. Margie and her colleague were frequently emptying trash bins,
getting more ice for the water, and assisting with the setup and take down of large items. The
layout designed by the team was successful and festival participants appeared to enjoy the site.
An event timeline was created as a tool for our staff so we were all aware of what specific
activities would be going on at a specific time. The timeline includes when our staff arrives at the
park, when the event starts, when food truck/vendors arrive, waves of volunteers, times of
different competition games, when drawing prizes will be announced, end of event and take
down of the event.

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 Our decor for the festival was focused on two things: color and sustainable practices. We
wanted the decor of the event to reflect our tagline: Color the Sky, so many decorations and
signage was produced with vibrant colors. With kites being the main focus of the festival, a kite
was implemented into many decor items throughout the festival as a way to aesthetically bind the
event together. Sustainable practices were implemented in our decor through reusing and
recycling of materials. Our photo booth and main arch decor were produced using recycled
goods. Both the photo booth and main arch decor, as well as the signs created were all designed
to be used in future kite fest events.
For food we had five food trucks which included The Crafty Pig, Kona Ice, Donut Darlin,
JLM Chicken and Waffles and Sticks N Pops. Pepsi donated 40 cases of water for all the guests,
vendors and volunteers. There was food truck and vendor packet that included the event
information, vendor information, a vendor checklist and a timeline which mentioned when food
trucks/vendors should arrive and check-in.
Evaluations of the event were available via QR code during the event. After discovering
only four surveys were completed at the conclusion of the event, we decided to post the survey
on our Facebook page resulting in a large increase in the number of completed surveys. The
survey responses generally came back positive. When complaints were left, they focused on the
kite making station. Due to the lack of preparedness for this station, these negative responses are
not surprising.
Overall, the event was executed well and produced a positive response from the
community while meeting majority of goals and objectives. Through considerate planning and
implementation, this annual event should continue to be hosted by the department with continual
adjustments to meet the needs and desires of the festival attendees.

Brief Introduction
Kite Fest: Color the Sky is an annual event put on by the Texas A&M Recreation, Park and
Tourism Sciences Department with the help of an RPTS 321 event team. It began five years ago
and is usually towards the end of April at Wolf Pen Creek to wrap up the year and get excited for
summer. This year it will be on Sunday April 28th from 1-4pm. The purpose of this event is to
engage members of the Bryan/College Station community in a safe and family-friendly
environment that fosters learning and creativity through a colorful kite-flying experience that
builds long lasting memories.

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Goals and Objectives
Goal #1: To engage participants in entertaining activities while creating memorable experiences.
Objective #1: Have volunteers facilitate all activities with proper knowledge of their
roles.
Objective #2: Ensure that transitions between activities are smooth by training volunteers
prior to their shift about the event timeline.
Objective #3: Plan activities and games that are appropriate and inclusive for all ages.

Goal #2: To create an inviting environment that is inclusive to all attendees and volunteers.
Objective #1: Plan, organize, and execute a cohesive event incorporating the use of all
senses by offering hands-on activities, food options, and lively music at the event.
Objective #2: Train volunteers on expectations of the event and to enable a sense of
excitement by providing food and engaging activities during volunteer training.
Objective #3: Volunteers will have positive attitudes that will create memorable
experiences for attendees by being knowledgeable and welcoming to all
attendees.

Goal #3: To foster a colorful event for the Bryan / College Station community through the use of
kites, food, and music.
Objective #1: Inform the guests of the activity timeline prior to and during the event
through the social media pages and proper signage at the event.
Objective #2: Provide appropriate food options and music for the guests by keeping
dietary restrictions in mind and choosing family appropriate music.
Objective #3: Orchestrate an activity station to provide the guests a creative space to
build personal kites.

Program Plan
Name of Event: Kite Fest: Color the Sky 2019

Name of Organization/Agency: Department of Recreation, Park and Tourism Sciences

Date/Times of Event: April 28, 2019, 1pm-4pm

Location: Wolf Pen Creek Park

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Description of Activities/Programs/Venues:

Activity Details Materials

Face Paint Station There will be pre-selected -face paint

images for the volunteers to -paint brushes
paint the picture on the -printed pictures
children. Volunteers will paint -disposable cups
the image and help facilitate -paper towels
the line of people wanting -mirrors
face paint. -2 RPTS tables and tents

Kite Making Station The purchased kites will be -kites

placed on the table for kids to -stickers
make the kites. We will have -tape
small stickers to decorate the -scissors
kite. Volunteers will help put -markers
together the kites for the -RPTS table and tent
children and make sure each
child gets only 3 or 4 stickers.

Coloring Station There will be coloring sheets -coloring sheets

available for kids to color -color pencils
with. Volunteers will -markers
supervise and make sure the -RPTS table and tent
supplies stay on the table.

Fishing Station A sheet will be placed in front -stick with string attached
of a bucket of candy. Children -sheet to hide the candy
will take the stick with the -PVC pipe frame
string and fish it over to the -bucket
other side to win a prize. -candy
Volunteers will help children -clothespins
place the stick over the sheet
and attach the candy to the
stick.

Giant Bubbles A baby pool will be filled with -bubble wands

soap and wands for kids to -baby pool
make big bubbles. Volunteers -bubble soap
will ensure that the kids do -towel
not step in the baby pool and
that the soap will not spill
over.

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 Entertainment

Activity Details Material

Lil-Wranglers The Lil-Wranglers will N/A

perform a 20-30 min show.

Firetruck A fireman will present N/A

information and allow the
children to get a tour of the
firetruck.
The volunteer will help with
the line.

Lawn Games

Activity Details Materials

Corn Hole There will be 3 sets of corn -3 sets of corn hole boards
hole available for the with the corresponding corn
attendees to play leisurely. bags

Washers Two washer sets available to -2 sets of washers

play.

Hula-Hoops Hula-hoops will be placed on -4/5 hula-hoops

the ground.

Chalk A box of chalk will be close to -5 boxes of chalk

the side walk for children to
color.

Competition Activities Facilitated by DJ

Activity Details Materials

Frozen T-Shirt Frozen shirts will be placed in -20 Kite Fest shirts
ziploc bags. The competitors -ziploc bags
will try to unravel and put on -cooler
the shirt the fastest.
Volunteers will hand out
materials and record the
winner of the game.

Oreo A line of people will place -6 packages of oreos

oreos on top of their head.
The person to get oreo in
their mouth the fastest wins.

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 Volunteers will hand out
materials and record the
winner.

3 Legged Race Children will tie the bandana -10 bandanas

to their legs and race from
one end to the other.
Volunteers will hand out
material and record the
winner of the game.

Sack Race Children will step inside of -8 sacks or pillowcases

the sack and race from one
end to the other. Volunteers
will hand out material and
record the winner of the
game.

Kite Competition Each kite will be judged on -clipboard

creativity and how well the -pen
kite flies. Volunteers will keep -lined paper
record during event to see -drawing gift
the kites. Winner will be
announced at end of event.

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 Vendors
We will have ten vendors come out to Wolf Pen Creek to sell their products and put on an
activity for the children. They will be located next to the activity zone so guests can walk along
to see their products.

Name Providing

Eddie Fay Co. Product: Calligraphy

The Naturalist Co. Product: Clay Jewelry

BEE Community Product: Soap and Jewelry

Rodan and Fields Product: Skin Care

What’s Good Product: Ice Cream Sandwiches

Tutoring Center Activity

State Farm Activity

Cook N’ Grow Activity

Code Ninjas Activity

DirecTV Activity

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 SWOT Analysis of Event
Strengths:
● Established event
● Weather and mood-appropriate event
● Working with City so sanitation is
taken care of
● Fun event to wrap up the semester
Opportunities:
● Partnering with different restaurants
and groups in Bryan/College Station
● Promoting RPTS, and Texas A&M
University, and College Station Parks
and Recreation Department
● Educating attendees on various local
businesses
● Bringing the community together
(students and families)
Weaknesses:
● No ticketing or registration so
uncertain on the specific number of
attendees
● Uncertain funding
● Working with two entities (Recreation,
Park and Tourism Sciences
Department and College Station Parks
and Recreation Department) comes
with the challenges of balancing both
departments’ rules and regulations
Threats:
● Weather
● Other events
● Last minute cancellation of vendors
● Not enough volunteers sign up /
volunteers not showing up to their
shifts
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 Marketing Plan

Target Audience
Kite Fest is meant to be an all-inclusive event that reaches all age groups. While anyone
and everyone is welcome to enjoy their time outside at the park, the main target audience is the
community of the city of Bryan/College Station, TX as well as Texas A&M students.

Current Audience
The current audience for Kite Fest is mainly younger families in the Bryan/College
Station area.

Potential Audience
While the current audience is mainly families in the Bryan/College Station area, Kite Fest
could become more open and attractive to people of all ages. A large potential audience for Kite
Fest 2019 is college students.

Gathering Visitor Info

As people come to the event, we will inform them about putting a ticket into the
drawings. At the end, we will count all of the tickets to estimate the amount of people at the
event. We understand that not everyone will enter into the drawing so we will also estimate the
amount of people during the event just by looking around the area.

Advertising/Promotion

To reach people of all ages, it was decided that many different forms of advertising
would be necessary. One way we would advertise would by getting a flyer on the CSISD E-
Folder. We will also hang up flyers in Texas A&M buildings and ask local businesses and
churches to post them as well (all listed below). Not only this but advertise by chalking in the
underpass on the campus of Texas A&M. Another way to reach college students, as well as
others in the Bryan/College Station area, will be by posting regularly on the Kite Fest Facebook
page and Facebook event. There will be a Kite Fest website with a large amount of information
so keeping that updated will be important. Along with Kite Fest’s social media, Kite Fest could
reach out to the Recreation, Park and Tourism Sciences Department so they can post on their
social media as well as send out a mass email to the department. To reach the community, we
will reach out to radio stations and news outlets about marketing our event (all listed below).
Word of mouth will be a huge way that information about our event will be spread. Along with

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all of these ways, the Kite Fest team will paint our vehicle windows with Kite Fest information
and push it on our personal social media and organizations. Reaching out to Experience BSC at
madeleine@experiencebcs.com and asking them to promote our event will also be beneficial.

List of buildings:
Agricultural Communications and Life Sciences
Horticulture Building
Kleberg Center
Memorial Student Center
Blocker Building
Wehner Building
Sterling C. Evans Library

List of churches:
A&M United Methodist Church- (979)-846-8731
Grace Bible Church- (979)-693-2911
Connecting Point Church- (979)-693-5555
College Hill Baptist Church- (979)-696-5959
St. Mary’s Catholic Center- (979)-846-5717
Declaration Church- (979)-351-1158
Antioch Community Church- (979)-703-8411

Coffee shops:
Sweet Eugene’s- (979)-696-5282
Lupa’s Coffee- (979)-485-2954
The Brew Coffeehouse- (979)-217-1984
1541 Pastries and Coffee- (979)-217-1984
POV- (979)-421-4025
Gogh Gogh Coffee Company- (979)-431-4957

Radio stations:
-KORA: johns@brazosradio.com
-Bryan Broadcasting: dale@bryanbroadcasting.com
-KAMU: (979)-845-5611

News outlets:
-KBTX: (979)-565-1589
-The Battalion: (956)-205-3582
-The Eagle: circulation@theeagle.com or (979)-776-4444

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Marketing Timeline
The Facebook event and website both have accounts and are created as of November 1, 2018.
The logo graphic was created on January 25, 2019.

February
Finished by: Item:

February 1, 2019 - Gather old Kite Fest pictures, videos and marketing
information

February 14, - Create Chick-fil-A profit share flyer

2019 - All members of the Kite Fest team invite their Facebook
friends to the Kite Fest event

February 15, - Create basic information flyer

2019 - Create the Facebook Page
- Connect the Facebook event to the Facebook page
- Create a Chick-fil-A profit share event on Facebook
- Post the Chick-fil-A flyer on the profit share Facebook
event with the information
- Post the profit share event on the Facebook Kite Fest
event
- All members of the Kite Fest team share on their
personal social media as well as invite Facebook
friends in the area to the event

February 21, - Create 2 informational graphics

2019

February 22, - Contact KBTX about going on the show to market Kite Fest
2019 2019

March
Date: Item:

March 1, 2019 - Create the Grub Burger flyer

March 3, 2019 - Create a Grub Burger profit share event on the Facebook page
- Post the Grub Burger flyer on the profit share event
with the information
- Post the profit share event on the Facebook Kite Fest
event
- All members of the Kite Fest team share on their
personal social media as well as invite Facebook

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 friends in the area to the event

March 5, 2019 - Post a picture showing Grub Burger food to promote the week
long profit share

March 6, 2019 - Email Experience BCS and ask for them to promote the event

March 11, 2019 - Create the E-folder flyer

- Create the Orange Theory giveaway flyer

March 14, 2019 - Post about the Orange Theory giveaway on the Facebook page
and Facebook event
- Includes flyer
- All members of the Kite Fest team share on their
personal social media
- Email radio stations (listed above) asking to promote Kite Fest
2019
- Create Chipotle flyer

March 18, 2019 - Create a Chipotle profit share event on the Facebook page
- Post the Chipotle flyer on the profit share Facebook
event with the information
- Post the profit share event on the Facebook Kite Fest
event
- All members of the Kite Fest team share on their
personal social media as well as invite Facebook
friends in the area to the event
- Create a basic information flyer

March 21, 2019 - Create a fun, informational flyer

- Post that Kite Fest is 38 days away on the Facebook page and
Facebook event
- Post with the informational flyer
- Fill out and submit the E-folder form with an informational
flyer

March 22, 2019 - Film for the Kite Fest promotional video at Wolf Pen Creek
- Kite Fest team paints on their vehicle windows with Kite Fest
information

March 25, 2019 - Post about the State Farm giveaway on the Facebook page and
Facebook event
- Includes flyer
- All members of the Kite Fest team share on their
personal social media

March 26, 2019 - First promotional video is created

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 March 27, 2019 - Buy the Kite Fest website off of Wix.com

March 28, 2019 - Post that Kite Fest is one month away on the Facebook page
and the Facebook event
- Include the promotional video
- All members of the Kite Fest team share on their
personal social media
- Print flyers

March 29, 2019 - Create the Facebook Ad for the promotional video
- Create the target market, select dates that the ad will be
displayed and buy the ad
- Contact local businesses and churches to see if they will hang
up flyers or promote Kite Fest 2019

April
Date: Item:

April 1, 2019 - Post an “It’s April” post on the Facebook page and event
- Includes a launch of the website

April 4, 2019 - Create the Grand Station giveaway flyer

- Hang up flyers in buildings on campus (listed above)
- Hand out flyers to local businesses and churches (listed above)

April 5, 2019 - Post about the Grand Station giveaway on the Facebook page
and Facebook event
- Includes flyer
- All members of the Kite Fest team share on their
personal social media
- Facebook Ad has now stopped running
- Create Padlock flyer

April 11, 2019 - Post that Kite Fest is 17 days away on the Facebook page and
the Facebook event
- Post with the informational flyer
- Include the URL to the website again
- Create Hungry Howies Flyer

April 14, 2019 - Post about the Hungry Howies giveaway on the Facebook
page and Facebook event
- Includes flyer
- All members of the Kite Fest team share on their
personal social media
- Create flyer that contains all the vendors coming to Kite Fest

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April 15, 2019 - Post the vendors flyer on the Facebook page and Facebook
event
- All members of the Kite Fest team share on their
personal social media

April 16, 2019 - Post that Kite Fest is 12 days away on the Facebook page and
the Facebook event
- Post with the informational flyer
- Include the URL to the website again
- Create the MSC OPAs flyer

April 17, 2019 - Create the kites and posters as a class pop-up event

April 18, 2019 - Go on KBTX in the morning to promote Kite Fest 2019
- Post the KBTX video on the Facebook page and the Facebook
event
- All members of the Kite Fest team share on their
personal social media

April 22, 2019 - Create the countdown flyers

- Post the Padlock flyer on the Facebook page and the Facebook
event
- All members of the Kite Fest team share on their
personal social media

April 23, 2019 - Post the 5 day countdown flyer on the Kite Fest Facebook
page and the Facebook event
- Chalk the underground tunnel on Texas A&M campus

April 24, 2019 - Post the 4 day countdown flyer on the Kite Fest Facebook
page and the Facebook event
- Includes the website

April 25, 2019 - Post the 3 day countdown flyer on the Kite Fest Facebook
page and the Facebook event

April 26, 2019 - Film and create the second promotional video
- Post the 2 day countdown on the Kite Fest Facebook page and
the Facebook event
- Includes the second promotional video
- Create the sustainability flyer

April 27, 2019 - Post the 1 day countdown flyer on the Kite Fest Facebook
page and the Facebook event
- Emily and Britta interview with the Battalion

April 28, 2019 - Post about the police dog that will be arriving at Kite Fest on
DAY OF the Facebook page

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 EVENT - Post a poll on what people are most excited for on the
Facebook event
- Kite flying, food truck, activities, vendors,
competitions and other
- Post an hour and a half before the event announcing that the
event starts soon
- Includes a site map and activity list
- Includes information about parking
- Post a thank you and the survey on the Facebook page and
Facebook event

April 29, 2019 - Post about the article on Kite Fest written by The Eagle on the
Facebook page and Facebook event
- Includes gallery with pictures

April 30, 2019 - Post about the sustainability acts that were taken prior, during
and after the event on the Facebook page and the Facebook
event
- Includes the sustainability flyer

Flyers

The main flyer that will be on the E-folder as well as social media:

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Example of a flyer we will post for sponsors on our social media:

Example of flyers we will post for profit shares on our social media:

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Example of a flyer we will post for our 5 day long countdown on our social media:

Example of a flyer we will post showing off other interesting/important information on our social
media:

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KBTX Video

https://www.kbtx.com/video?vid=508747392&fbclid=IwAR04OLc4GKTh-
zmd7fs8Vduy2i6eCsRh0E0H0AZgxd6LzdsBzdhR7LF98P4

Social Media Accounts

Facebook:
-Username: 8322753844
-Password: colorthesky

Facebook page: Facebook event:

Website:
The website was created on Wix.com
-Username: kitefest2019@gmail.com
-Website: colorthesky
-URL: https://kitefest2019.wixsite.com/kitefest

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Post-Event Marketing/ Thank You

Check under the sponsorship section for our thank you notes to sponsors and vendors. They will
be sent out within the week after Kite Fest has taken place.

A thank you will be posted to our Facebook page and our Facebook event along with the survey
on April 28th, 2019 after the event.

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 Theme and Branding of the Event

The theme and brand that Kite Fest will be known for is “Color the Sky”. This is a
recurring theme that will be continued because it has become a known factor of this event. When
people look up “Color the Sky”, they can find Kite Fest. We intend to incorporate color into the
entire event.

Financials

Sponsorship
Our sponsorship package included 4 different options. We created a package that we sent out via
email and also gave to people when we went in person.

-High Flyer: $500 or above- Your company logo will be featured on Kite Fest’s social
media posts, your company logo will be featured on the website along with a paragraph
discussing your company, opportunities to pass out promotional items, logo on venue
signage and your logo will be featured on the Kite Fest t-shirt.
-Smooth Sailing: $250- $499- Your company logo will be featured on Kite Fest’s social
media and your company logo will be featured on the website along with a paragraph
discussing your company.
-Easy Breezy: $100-$249- Your company logo will be featured on Kite Fest’s social
media.
-In Kind Donation: Sponsor Discretion- Benefits equal to monetary sponsorship
package.

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Example of our Sponsorship Package

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 Sponsors
Monetary Sponsors

Courtney Boring with State Farm: Gave $250

SunTrac Services: Gave $100
Todd Zuspan: Gave $100
OldHam Goodwin Group LLC: Gave $250
RPTS Tacky Prom: Gave $450
Kite Fest 2018: Gave $1400

In Kind Donations:

Aggieland Outfitters: Donated $50 gift card

Hungry Howies: Donated 10 free pizza vouchers
Grand Station: Donated Free bowling, laser tag, and mini golf passes
OrangeTheory Fitness: Donated 5 free class pack
MSC OPAS: Donated 2 tickets to 1 season 69 show
KBTX: Donated TV time which aired on April 18th
Padlock Games: Donated 12 tickets to any of their escape rooms
CC. Creations: Gave us a discount on Kite Fest t-shirts
College Station Parks and Rec: Waived park and vendor fees

Each sponsor, depending on their level, sent us their logo and/or a small paragraph about
their business to put on the Kite Fest 2019 Website!

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We also contacted many other local businesses but did not hear back from any of the following.
We had issues with these vendors because they said they would contact their financial manager
who would then get in contact but it did not happen. Even after we sent a follow up email to the
original contact we did not hear anything.

Ace Hardware
Bell Realty
Galleria Day Spa
Scoots
Tiff’s Treats
HEB
Copy Corner
Experience BCS
Hole in the Roof
Hopdoddys
Kendra Scott
TnT Custom Kennels
Sam’s Club
Cici’s Pizza
Domino’s Pizza
Little Caesars Pizza
PDW Construction and Roofing

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 Thank You Letter

We created a thank you note to send to all our sponsors, vendors, and supporters. We will be
sending each thank you note out via email since that is our main contact with each of our
sponsors and vendors. These will be sent within the week after Kite Fest has taken place. We
want to ensure that the vendors are appreciated as well as our sponsors since some of them were
unable to make it out to the event. We truly couldn’t have put this event on without each of their
help.

Budget Breakdown

We were able to have $3,813.07 in our budget including sponsors, waived fees, preexisting Kite
Fest budget, and left over money donated to us from other RPTS events.

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Graph of where our money came from:

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Graph of what we spent our money on:

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Comprehensive Budget

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 Condensed Budget

Revenue
Due to this being a free event for the public, we did not receive any revenue from registration or
tickets. However, we had $57.70 left over from this event that will be put into the Kite Fest 2020
account. We also purchased and made many items that are able to be reused for future years
including decorative kites, the Kite Fest board, flags, poles, bandanas, marbles, spray paint,
kiddie pools, etc.

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 Management Plan
Governing Board
● Mrs. Shafer/Scott Shafer: Department of Recreation, Park and Tourism Sciences
● Margie Trame: Assistant Recreation Supervisor for College Station Parks and Recreation
Department

Committee Chairs, Members, and Responsibilities

Co-Chairs: Britta Haglund & Jake Vasquez

● Delegating tasks
● Accountability to make sure tasks were completed on time
● Ran the weekly meetings
● Ordered t-shirts for staff and volunteers and the sponsorship banner
● Risk Mitigation
● Emergency Response Team
● KBTX Guests
● Sent weekly progress reports

Marketing: Emily Dedmon & Cesar Rodriguez

● Creating, managing and updating the Facebook page, Facebook event and website
● Creating the flyers for profit shares and the event
● Creating the promo videos
● Contacting radio stations
● Getting ad into the CSISD E-folder
● Communicating with The Battalion as well as The Eagle

Sponsorship: Katie Moore & Samantha Wafer

● Emailed and went in person to potential sponsors around College Station
● Replied to emails and inquiries about Kite Fest sponsorship
● Coordinated logos and paragraph blips for the social media
● Sent all follow up emails and phone calls to sponsors
● Printed signs at Copy Corner
● Stored materials at Katie’s house
● Katie created QR code for site map
● Samantha created the thank you note that will be sent out within the week following Kite
Fest

Financials: Jessi Henry

● Managing the budget

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 ● Managing the supplies list
● Assisting with activity planning
● Assisting with contest planning
● Booking DJ

Food & Beverage: Ashlyn McDaniel

● Emailed and called food truck vendors around BCS
● Replied to emails and inquires about food vendors at Kite Fest
● Risk Management/Design of Food Truck Layout
● Getting and picking up waters for day of donated from Pepsi
● Created end of event survey QR code

Activities & Vendors: Julia Lischau

● Emailed and called businesses in BCS to be vendors for the event
● Replied to emails and inquiries about activities and vendors for Kite Fest
● Design site plan layout for all vendors and activities with key for specific locations
● Helped construct the kite arch for the event
● Bought supplies for activities

Decorations: Morgan Davis

● Divided the Kite Flying area from the other spaces; such as the activities zone and the
vendors/food truck areas and activities zone to ensure the safety of our patrons.
● Created the photo booth and brought back a ton of supplies to help put all decorations
together.
● Used truck to transport lots of supplies and pick up DJ trailer
● Contacted and met with RPTS Department to rent tables, chairs, tents, and lawn game
sets.

Volunteers: Sarah Beth Clark

● Worked with activities coordinator to decide how many volunteers were needed at each
station
● Created online sign up so volunteers could pick their shift
● Coordinated volunteers day-of (brought snacks, signed volunteers in and out)

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 Volunteers, Orientation, Assignment Time/Shifts, Responsibilities

Due to the size of Kite Fest and the many different activities, a large amount of
volunteers is needed. Our goal is to have 75 volunteers sign up and attend Kite Fest. Each
volunteer will receive a t-shirt to appear uniform and so staff and attendees can be distinguished
easily. We will ask them to park at the mall so that attendees can park along the street near the
park.
There are three different time shifts during kite fest: a 10:00 AM - 1:00 PM setup shift, a
1:00 PM - 4:00 PM event shift, and a 4:00 PM - 6:00 PM teardown shift. I will ask the volunteers
to arrive fifteen minutes early so they will have time to walk over from the mall parking lot, sign
in, and change into their shirts. The setup and teardown shifts each has twenty spots available for
volunteers, and the event shift has thirty four spots available. This is broken down into four spots
for parking, twenty two spots for activities, three spots for helping vendors, and five spots for
clean team and floaters.
The schedules for volunteer setup and breakdown can be found in the management
timeline. The activity volunteers will help with face painting, kite making, coloring, fishing
station, giant bubble station, find the marble game, lawn games, and DJ games.

Management Timeline

Week (Approximate) Action

Week 1 -Assign team member responsibilities

Week 2 -Check in with each other

-Establish weekly meeting times

Week 3 -First meeting

-Facebook page is up and running
-Establish logo
-Create general event info flyer
-Set up profit shares
-Emailed food trucks
-Set a time to meet with Margie (College
Station Parks and Rec)
-Contact DJ Adonis
-Create list of possible sponsorships
-Create Kite Fest email

Week 4 -Meet with Margie and have questions answered

and put down site deposit
-Come up with activity ideas
-Finalize sponsorship packages

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 -Decided on the DJ

Week 5 -Continue working on assigned tasks

Week 6 -Venue application is approved, fees are waived

-Contact sponsors

Week 7 -Continue working on assigned tasks

Week 8 -Post details of drawing prizes

-Bought website
-Sent out flyer through virtual backpack
-Continue contacting sponsors
-Follow up on vendor forms
-Continue to contact vendors
-Inventory of supply closets
-Establish deadline for promo video
-Order kite making kits
-Create site plan

Week 9 -Video and post promo video

-Get quote from other t-shirt companies
-Establish number of volunteers needed
-Found money from previous Kite Fest

Week 10 -Continue working on assigned tasks

Week 11 -Create a specific site plan

-Gather company logos for t-shirts and banner
-List of small items we need for day of
-Send out volunteer sign up and gather their t-
shirt size

Week 12 -Order t-shirts

-Plan pop-up event
-Go shopping for supplies

Week 13 -Order sponsorship banner

Week of the Event -Finish gathering last minute supplies

-Pick up t-shirts and sponsorship banner
-Finish up painting decorations
-Organize supplies and day of responsibilities
-Plan out tasks for everyday of the week
-Printing signage
-Final site visit

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 Operations and Logistical Plan
Site Plan

Booth/Activity & Kite Zones: We located the DJ booth on the west side of the park to ensure all
patrons could hear any announcements or music being played throughout the event. We also
placed the Kite Flying Zone and the Activities Zone in specific locations away from any roads or
spaces that could be filled with heavy foot or automobile traffic to ensure the safety of our
guests.

QR Code for Site Map: We Created a QR code and printed it on a sign for people to scan to see
where everything was at the park.

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 Set Up and Breakdown
Set Up
● All tents, tables and bins with materials for event will be located at the information
station.
● When the food trucks and vendors arrive, they will be designated to the food truck and
vendor location.
● The DJ will set up the booth on a trailer.
● The firetruck will be located on the street near the restrooms for easy access to the streets
in case of an emergency.

Break Down
● Break down volunteers will place all tents, tables and extra materials and place them at
the information station located at the red dot pictured above.
● The flag banner and wooden stakes marking the flying zone and the games in the activity
zone will be brought to the information station.
● Once all materials have been collected, volunteers will load the materials into trucks and
cars provided by volunteers and event staff.

Maintenance
● College Station Parks and Recreation is responsible for maintaining the park
before the event. They will mow the grass and get all the bathrooms ready.

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 Risk Management
Type of Risk Description Mitigation Plan

Tripping hazards, personal All areas will be clearly marked to prevent tripping, first
injury, outdoor hazards (bugs, aid kit will be available and easily accessible, sunscreen
Physical sun exposure, dehydration) and bug spray available at first aid, free water for all
guest and water fountains to provide refills

This outcome of this event All volunteers will be informed on how to properly
directly reflects TAMU and the interact with guest, all music, activities, and vendors are
Reputational RPTS department reflective of our guest demographics and are suitable for
all ages

Children may become separate Volunteers will be trained to walk the child over to the
from their parents during the HQ booth and an announcement will be made (via DJ) to
Emotional event help find the parent/guardian

Over spending of RPTS A careful budget was followed and spending did not
financial resources exceed what was produced by sponsorship and
Financial fundraising

Wolf Pen Creek could have
physical damages to the
Facility festival site
A trash sweep will occur after the event, nothing will be
inserted into the ground, water dumped on the grass from
coolers will be spread out, paint stations will have tarps,
several volunteers will be assigned to ensure the overall
use of the park is being done in a responsible manner

Cancellation
● Cancellation Policy – Kite Fest reserves the right to cancel the event at any time due to
low enrollment or inclement weather conditions. There will be no refunds or returns of
donations due to cancellation. This cancellation policy is not designed to be a profit
center or punitive it is simply meant to cover the costs associated with the event.
● If weather projections are bad, we will make a decision by Friday April 26th at noon. If
we decide to schedule another date, we can transfer our paperwork and deposit to a new
available date.
● We will immediately post on all social media platforms to notify all guests of the
cancellation.
● The city will cancel the event if there is lightning within a 10 mile radius, hail, or if the
amount of rain causes flooding.

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● “When it comes to bad weather, we will not step in and cancel an event unless the
weather is dangerous, so your organization may still hold an event in rain if you choose
to do so. The City will only cancel it if there is lightning within a 10 mile radius, hail, or
if the amount of rain can cause flooding. Wolf Pen is located in a floodplain and the
amphitheater floods VERY easily. So I always keep an eye on that during events. If the
weather predictions are bad, you do have the option to reschedule your event to another
available date. As long as this decision is made before Friday, April 26 at noon, all of
your paperwork and deposit can be transferred over to a new available date.” - Margie

Equipment needs
● Margie from College Station Parks and Recreation provided sandbags, road
blocks, cones for activities, ice and a gator to move equipment
● Trailer for the DJ
● Tents, tables, and chairs needed for info, volunteer, contest and activity zones
● Lawn games (corn hole, spikeball, washers, hula hoops)
● Activities (face paint, chalk, ready to make kites, markers, stickers, bubbles,
marbles)
● Competition games (t-shirts, oreos, bandanas, cones, sacks)

Sustainable Event Practices

● Reusing Chick-Fil-A cardboard boxes for entrance decor
● Encouraging all volunteers and attendees to bring refillable water bottles to
reduce plastic waste
● Reusing the 2018 wooden Kite Fest sign
● Using only social media for marketing
● Created a QR code that includes the site plan, schedule and evaluation for people
to download

Infrastructure/Waste Management
● There will be park staff overseeing all trash cans as well as designated volunteers to
monitor all trash and recycle bins on site.
● Landfill and recycling bins will be placed throughout the park for guests to use at their
disposal
● Each zone will have a trash can or bag to dispose of trash during the event
● Staff and volunteers will be walking around throughout the event picking up any trash or
fly-away equipment and disposing of it properly
● Staff and volunteers will do a final walkthrough of the event site to ensure there is no
litter or equipment left

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 Event/Production Timeline

Event Production Timeline- April 28, 2019

Time (Approximate) Action

7:30 am -Wolf Pen Creek Staff arrival

-Execution team and Marketing Team Arrival

Location throughout event: Wolf Pen Creek

Park 1015 Colgate Dr, College Station, TX
77840
Contact Person
Jake Vasquez (student leader): 210-464-1960
Margie Trame (College Station Parks and Rec
Assistant Recreation Supervisor): 979-764-3472

8:00 am -Begin setting up for the event

Information booth is the first to be set
up for when attendees begin to arrive

9:30 am -Check in with volunteer coordinators to make

sure the volunteer checklist and t-shirts are
ready for their arrival.

10:00 am -First volunteer shift of the day beings

-Vendors arrive
-Food truck check in and set up begins

10:30 am -Make sure each site has completed set up

11:00 am -If applicable, contact missing vendors to see if

they will still be coming to the event.

12:00 pm -Vendor/food truck set-up complete

-Sound check for DJ

12:30 pm -Staff and Volunteer are stationed and prepared

for guests arrival
-Guests begin to slowly arrive

1:00 pm -Make an announcement welcoming guests to

the 5th Annual Kite Fest Color the Sky hosted
by TAMU RPTS
-Event officially begins, all activities are open
to participants
-Three-legged race begins
- First volunteer shift ends- sign all event

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 verification forms
-Make announcement about those who would
like to participate in the oreo competition it is
starting in 15 minutes
-Make announcement about kite competition
-Next wave of volunteers begin- instruct them
where to go and what their duties are
-Inform visitors about drawings

1:15 pm -Oreo competition begins

-After completion, make announcement about
for those wanting to participate in the sack race
it is starting in 10 minutes

1:30 pm -Sack race competition begins

-After completion, make announcement about
for those wanting to participate in the three
legged race it is starting in 10 minutes

1:45 pm -Three legged race begins

After completion, make announcement about
for those wanting to participate in the frozen t-
shirt competition it is starting in 10 minutes

2:00 pm -Frozen t-shirt competition begins

-After completion, make announcement about
for those wanting to participate in the oreo
competition it is starting in 10 minutes
-Lil Aggie Wranglers arrive
-The first drawing prize is drawn and the winner
is announced.

2:15 pm -2nd oreo competition begins

-After completion, make announcement about
for those wanting to participate in the sack race
it is starting in 10 minutes

2:30 pm -2nd sack race begins

-After completion, make announcement about
for those wanting to participate in the three
legged race it is starting in 10 minutes
-The second drawing prize is drawn and the
winner is announced.

2:45 pm -2nd three legged race begins

-After completion, make announcement about
for those wanting to view Lil Aggie Wranglers

3:00 pm -Lil Aggie Wranglers begin dance (20 minutes)

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 -The third drawing prize is drawn and the
winner is announced.

3:30 pm -Hand out kite competition prizes

-The fourth drawing prize is drawn and the
winner is announced.

4:00 pm -EVENT ENDS

-The fifth drawing prize is drawn and the
winner is announced.
-Fire truck leaves
-All activities are shut down
-Begin clean-up of event
-Second volunteer shift ends- sign event forms
-Final wave of volunteers arrives

4:30 pm -Tear down begins

-DJ begins to clean up

5:00 pm -Pick up all trash/recycling

-Load up all equipment
-Last group of volunteers shift ends-sign all
event verification forms

6:00 pm -Last minute clean-up check/sweep

-Final walk through completed

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 Elements of Decor/Signage
Photo Booth: Will be stationed
near activities for kids to take
pictures in front of.

Added bubbles floating around the

park will provide a fun atmosphere.

Yellow flags will be put on the tents

to draw attention to the free water
and information booth.

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Flags are going to be place around the kite flying zone to easily identify were they need to stay
in order to ensure safety of participants. We also are going to create a kite arch that will be
another photo opportunity for guests.
Signage

We printed signs for each of the activities, had handmade signs for directions and used chalk on
the sidewalk to direct people to the right area of the park. Signs around the entire park will
identify where each activity, or booth will be located. We will include a QR code guests can
scan to download a view or Wolf Pen Creek to direct them to each area around the park. The QR
is a new addition from last year to help reduce the amount of paper used.

Printed Signs: Handmade Signs:

Survey Kite Fest Welcome Board
Site Map Welcome to Kite Fest
Welcome to Kite Fest Kite Flying Zone
Lawn Games Contest Zone
Crafts Free Admission sign
Bubble factory
Kite Making Station
Hydration Station
Info Booth
Photo Booth
Volunteer Check in
Fishing Station
Face Painting

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47
 Food & Beverage

Pepsi donated 40 - 24 packs of water to Kite Fest. Water will be main source of beverage for the
event, however food trucks will be selling soda and water as well.

The following food trucks will be in attendance at Kite Fest:

- The Crafty Pig
- Kona Ice
- Donut Darlin
- JLM Chicken & Waffles
- Sticks N Pops

Each food truck and vendor at Wolf Pen Creek was required to fill out a vendor form which we
required to be due back by April 1st. In order to make all information as smooth and easy for the
vendors on day of, we created a food truck vendor packet which was sent to each potential food
truck vendor when they confirmed that they were able to attend.

The food truck packet contains: Timeline

● Event Information
- Type of Event
- Mission Statement
- Date of Event
- Check-In Details
- Location
- Contact Information
● Vendor Information
- Required Documents
- Set Up Information
- Tear Down and Clean-Up Information
● Vendor Checklist
- Due Date
- Items if necessary (chairs, tables, tents)

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49
 Registration

Registration Format and Procedures

People are not required to register for the event since it is come and go. Because of this,
there has never been an exact count of how many people will be attending. There will be a
Facebook event with an RSVP option, but most people attend without using the event RSVP.
Last year, a representative from the City of College Station came to Kite Fest to assess how
many people attended using a method that divided the area into quadrants and counting the
number of attendees in each quadrant. It was estimated that between two or three thousand
people attended last year, and that number is expected this year.
Volunteers will sign up so that there will be a count for how many volunteers sign up and
insure that all of the activities and aspects of the event are covered. We will be using Sign Up
Genius because it allows volunteers to pick the shifts and activities they want. Below are
screenshots from the signup. The numbers in parentheses show how many spots need to be filled,
and where you select the activity shows how many of those spots are full. This way the
volunteers know when a shift is full and they can choose a different one.

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51
 Evaluation

Evaluation is a 5 question survey that we hope guests will take as they exit the event.
While at the event, the guests will be able to quickly reach the survey site by scanning a QR code
that is located on a poster at the information and hydration station. The evaluation will also be
posted on the Facebook page as well as the Facebook event after the event is over. We hope to
receive around 50 evaluations by May 3, 2019.

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QR Code: Pulls up survey on mobile device

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 Group Member Contributions to the Playbook
Britta:
● Program Plan
● Executive Summary
● Management Timeline
● Event Timeline
● Brief Introduction
● Goals and Objectives
● SWOT Analysis
● Layout of Playbook
● Equipment Needs

Jake:
● Executive Summary
● SWOT Analysis
● Goals and Objectives
● Risk Management

Ashlyn:
● Goals and Objectives
● SWOT Analysis
● Food and Beverage
● End of Event Evaluation

Emily:
● Layout of the playbook
● Marketing Plan
● Goals and Objectives
● SWOT Analysis

Cesar:
● Graphic Design
● Marketing Plan
● Pictures
● Goals and Objectives
● SWOT Analysis

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Katie:
● Goals and Objectives
● SWOT Analysis
● Sponsorship
● Site Map QR Code
● Final formatting and printing
● Final editing
● Décor/Signage
● Layout and pictures

Samantha:
● Goals and Objectives
● SWOT Analysis
● Sponsorship
● Thank You Notes/Follow Ups

Julia:
● Goals and Objectives
● SWOT Analysis
● Activities
● Formatting
● Operations and Logistical Plan
● Vendor layout

Morgan:
● Goals and Objectives
● SWOT Analysis
● Decor
● Site Plan

Sarah Beth:
● Goals and Objectives
● SWOT Analysis
● Volunteers

Jessi:
● Goals and Objectives
● SWOT Analysis
● Financial graphics

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