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Present
Client & Event Overview

Client Overview

The Ithaca ReUse Center is a 501(c)(3) nonprofit that strives to boost community, the economy, and the
environment by providing a way to reduce waste sent to landfills while providing people quality items
and opportunities for work. They strive to increase the amount of unused items that become
repurposed in the Ithaca Area. This organization inspires people to practice repurposing and using
secondhand items outside of their store walls as well. The reuse projects that consumers complete are
often posted on their website in order to spread awareness and generate excitement towards this
sustainable activity. The organization would like to host a gala to kick start its community fundraising
campaign. Juna Events’ role would be to create, design, and execute this event for the Ithaca ReUse
Center. The gala will take place in Fall of 2020. The purpose of this event will be to raise awareness and
funds for the Ithaca ReUse Center. The ReUse Center hopes to raise a minimum of $5,000 over the
course of the event.

Goals & Objectives

Ithaca ReUse’s goal of this event is to kick off their fundraising campaign. Juna Events’ goal for the
event is to provide our client with an event that meets their needs and values of sustainability and
community. In order to reach these goals we have three objectives:

1. By the end of our event, Ithaca ReUse will have raised a minimum of $5,000.
2. There will be a 15% increase in sales at the Ithaca ReUse Center by December 1, 2021.
3. By December 20, 2021, there will be a 20% increase in positive attitudes towards Ithaca ReUse
as measured by a survey.

These will be reached by engaging our guests and having them spread awareness via their cohorts. The
silent auction will help provide physical items for donors to show off. We will also encourage donors to
post about their experience on social media, specifically facebook, and tag the Ithaca ReUse center.

Our Concept

The event we have created is called, “Green Possibilities”. It will take place on Friday, September 25,
2020 from 7-10 pm. It will be a seated dinner held outdoors at the Ithaca Farmers Market to
encapsulate the elegant feeling of nature and the environment. A large part of the Ithaca ReUse
Center’s mission statement is centered around efforts to help the environment, which is why we chose
to hold the event outdoors. The majority of the decorations and furniture will be items found at the
Ithaca ReUse Center in an effort to remind the guests of the ReUse Center’s mission. All of our decor
that is not from the center will be sustainable such as plants and items made of recycled materials. We
hope to create a wholesome and green atmosphere. In addition to the dinner, we will provide live
music and hold a silent auction during the event showcasing items from the store.
Moodboard

Location
The site we believe you should consider is the Ithaca Farmers Market. The venue offers beautiful
lakeside views and open space. There is flexibility in catering options as well as layout. The venue
comes with facilities such as bathrooms, parking areas, waterfront seating that leads to a dock and
patio, and electricity. The venue is available from May through September. The setup for the event can
begin at any time during the day on the Friday of the event. The event will take place from 7PM until 10
PM. There are 3 restrooms available within the pavilion, including an accessible restroom, with the
option to rent out additional restrooms.

While this venue is a beautiful option, there are some limitations on its use, mainly concerning the
outdoor setting. This factor allows for the possibility of poor weather affecting the event which will
require us to create a plan regarding weather accomodations. Another limitation is that the venue does
not provide decor, trash bins, or trash collectors. Another aspect to consider is that the area is public.
This means there will not be the promise of complete privacy during the event. However, considering
how important community is to the ReUse Center and their values we believe this semi-privacy would
not be an issue. There are other more specific rules that are outlined by the Ithaca Farmers Market
which can be found in Appendix I.

The venue holds 300 people which allows for flexibility in the number of guests. The cost estimate
includes a rental price of $1,800 and a $300 security deposit. The venue also requires event insurance
which typically costs between $100-$200. In the event that we require additional restrooms, the fee will
be $300, which can be requested up until the week of the event. There are two permits, which come at
no additional cost, that must be obtained and handled by our company. In addition, an application for
a noise permit from the City of Ithaca and a Public Assembly permit from the Ithaca Police Department
must be obtained.
Event Design and Infrastructure

Theme

Our theme focuses on the sustainability aspect and the variety of possibilities the center offers. As
mentioned before, the title of this event is “Green Possibilities.” The event will express how the center
is searching for support through financial means and what the money will be used for. The expansion
of the possibilities that the center offers will be a main subject. The word possibilities also references
the numerous items available at the Ithaca ReUse Center and its goal to be a sustainable option to
reuse and upcycle items. The event itself incorporates a variety of items from the ReUse Center to
enforce this theme.

The invitations will initially be sent out online to minimize paper waste. Then reminder/confirmation
save the dates will be sent out, that are made of recycled paper.

The event activities echo the theme specifically in terms of the “green” aspect. The silent auction
showcases items from the center. This strives to incorporate the green aspect of Ithaca ReUse as well
as increase awareness of the products they sell. The dinner will be catered by Agava which sustainably
sources and prepares their food. The food will be vegetarian to reinforce the theme of sustainability
considering how reduction in meat consumption benefits the environment. In addition to the food
sustainability efforts, all of Agava’s plates, serviceware, utensils, and allergen menu cards are either
recyclable or compostable.

The decor will have a rustic tone and be centered around the environment. The color scheme will
include green as well as warm fall colors. The items we use will primarily be from the center to echo our
sustainability focus. The additional items we buy for decor will be sustainably made and sourced. A
large amount of decor will be composed items such as mini pumpkins and seasonal flowers. This will
lend to a fresh, natural feeling during the event.
Event Logo & Invitation
Navigating the Event

When guests arrive they will be ushered toward the entrance where they will see a large banner with
the logo of the event as well as the Juna Events and Ithaca ReUse logos. Guests will be greeted at the
entrance by staff members seated at a check in table. Here they will be welcomed and receive their
table card which lists both their table number and seat. They will be told the schedule of events and be
directed towards the stage side of the pavilion. In addition, the schedule will be posted around the
venue for guests to view. Having communal large schedules, will help to reduce waste by not printing
an individual program for each guest. If they prefer, they can place their personal items at their seat
before heading to the stage side of the pavilion.

The schedule will begin with 30 minutes of free time to allow people to show up and socialize with
other guests. Then, there will be a speech to welcome everyone to the event and explain the silent
auction, which will be followed by some performances as people mingle some more. During the
performance and mingling time, the silent auction will be available for those who would like to
participate. The items will be displayed in the stalls that the venue has built into the pavillion.
Following that, guests will be asked to make their way towards the tables for dinner. While everyone is
seated, another speech will be given, followed by some performances while everyone is enjoying their
meal. Towards the end of the meal, the silent auction winners will be announced and a concluding
speech will be given thanking everyone who came and discussing the funds that were raised.

Staging, Lighting, & Seating

The overall layout for the event is that the dining tables will be placed one one side of the pavilion,
while the other side will be an open space with the stage, some cocktail tables, and the silent auction.
This allows for flexibility in socializing during parts of the event, while offering structured seating for
the meal. The center portion will remain empty to provide an open space for guests to wander around
and have easy access to the lake.

The stage will be set up at one end of the pavilion. The space will mostly remain empty, with a few
cocktail tables for people to place their drinks and hors d’oeuvres. There will be microphones and
speakers on the stage for the speeches and performers, run by an Audio-Visual technician.

The stalls in the venue that are being used for the silent auction will have tables setup for the items to
be placed on, as well as some paper and pens to write bids. The tables will be from the Ithaca ReUse
Center.

The pavilion provides main overhead lighting, that is a bit dim when it gets later at night. Some
additional lighting will be required for the stage, performers, and dock area. The dock area will need
lights to ensure people can safely walk around.
The layout for the dining area will be centered tables that allow wider aisles on the side, this provides
the ability for people to talk to other table easily and plenty of room to walk around. The dining
furniture, from the center, will include circular tables that seat around 8 people per table.

Additional Infrastructure Needs

The welcome table that was previously mentioned will be placed at the entrance offering guidance and
table placements. At several points throughout the event space there will be the large schedules
provided for guests to view. As mentioned before, if need be additional restrooms can be added up
until the week of the event. At a station near the welcome table there will be a place to find out more
information regarding the Ithaca ReUse Center and how to get involved.
Event program

Activities, Speakers, & Entertainment

The event will have various activities throughout the night including a silent auction, donation area,
and a dinner. The silent auction will help to raise additional funds for the center, as well as collect new
items if they are not used for the auction. There will also be an area available for guests to bring
donations for the center in an effort to limit their contributions to financial donations.

Some potential speakers to consider for the event would be the Ithaca ReUse Center’s president, an
employee or avid Ithaca ReUse supporter, as well as a speaker from the Alternatives Federal Credit
Union. The Alternatives Federal Credit Union is an important speaker to include, as their company’s
mission is to “build wealth and create economic opportunity for underserved people and
communities,” which aligns well with Ithaca ReUse Center’s mission. They are also a sponsor so it
provides a platform for them to be recognized for their contribution.

In terms of entertainment, we suggest a band that plays bluegrass music or jazz. We believe this type of
music will contribute to the feeling we want to evoke at the event. There would be performances in the
beginning of the event, as well as during the meal. When the group is performing during the silent
auction, they will perform on stage, whereas during the meal they will perform in one of the stall
spaces so they remain close to where the guests are located.

Reinforcing the Ithaca ReUse Brand

The Ithaca ReUse brand will be reinforced throughout various aspects of the event. The majority of the
decorations and items brought in for the event will be from the center. This helps to communicate the
idea that the center offers endless opportunities for items to be reused and upcycled. This also allows
the guests to see what their money is supporting. The brand’s green will also be used throughout the
event in decorations, as well as making sure materials are sustainably sourced and made.

The dinner will be catered by Agava, a local company that is sustainable and locally sourced, with
various vegetarian options. All the plates, silverware, and glasses will be reusable to ensure minimum
waste from the event. The food itself will be catered to be vegetarian to ensure inclusivity to most
people and minimize the need to provide different foods. After the event, any leftover food will be
provided to communities in need or composted.

The event will have minimal waste to remain sustainable. The waste that is produced will be handled
at the end of the event by a group of volunteers from the local community, specifically local
environmentally focused groups.
All guests will receive a reusable water bottle to have a keepsake to remind them of the event and the
Ithaca ReUse Center itself. The souvenir also serves as a token of appreciation from the center to the
guests for participating in the fundraiser.

Sponsors Incorporation

The sponsor, BorgWarner, will help with transportation of items to and from the event. They will
provide the transportation of items that guests bring for donation to the Ithaca ReUse Center as well. In
addition, they will be highlighted within a speech to discuss their company’s clean and energy-efficient
efforts that contributed to our event.

Alternatives Federal Credit Union will have a speaker at the event to help communicate their support
for our mission, this is particularly relevant because of their company’s similar mission. They will also
provide large checks to show the amount of money that the Ithaca ReUse Center received from the two
sponsors, as well as from the overall event fundraising.

Both sponsors will have their logos displayed at the event, mainly at the entrance and on a portion of
the stage. The souvenir water bottle will include the sponsors logos on the bottom, in addition to the
Ithaca ReUse Center’s logo.
Budget

Attendees 100 150 200

Location Farmers Market Farmers Market Farmers Market

Income

Auction $4,500.00 $5,000.00 $5,500.00

ReUse Budget $3,000.00 $3,000.00 $3,000.00

Vendors $2,500.00 $2,500.00 $2,500.00

BorgWarner $1,000.00 $1,000.00 $1,000.00

AFCU $1,500.00 $1,500.00 $1,500.00

Tickets $7,500.00 $11,250.00 $15,000.00

Net Income $17,500.00 $21,750.00 $26,000.00

Expenses

Fixed

AV/Lights $1,200.00 $1,200.00 $1,200.00

Stage Lights $50.00 $50.00 $50.00

Speakers/Microphones $225.00 $225.00 $225.00

Decor $1,000.00 $1,000.00 $1,000.00

Band $1,000.00 $1,000.00 $1,000.00

Location $2,250.00 $2,250.00 $2,250.00

Base Price $1,800.00 $1,800.00 $1,800.00

Event Insurance $150.00 $150.00 $150.00

Security Deposit $300.00 $300.00 $300.00

Fixed Total $5,725.00 $5,725.00 $5,725.00

Variable

Catering $3,400.00 $4,900.00 $6,400.00

Invitations $100.00 $100.00 $100.00

Keepsake Souvenir $249.00 $340.00 $430.00

Silent Auction Marketing $200.00 $200.00 $200.00

Variable Total $3,949.00 $5,540.00 $7,130.00

Net Expenses $9,674.00 $11,265.00 $12,855.00

Profit $7,826.00 $10,485.00 $13,145.00

Timeline
Appendix I