BIRD FEST

APRIL 4, 2020
with Bloomington Urban Woodlands Project

MACEY ANDERSON, AMANDA D’AGOSTINO, ANNA KLINGBEIL

AHMAD MCKINNIE, ELLIE PEMBERTON, AND LYDIA WRIGHT
 TABLE OF CONTENTS
Cover Page.................................. -

Table of Contents........................ 1

Introduction.................................. 2

Program Proposal......................... 3 - 4

Marketing Materials..................... 5 - 6

Risk Management......................... 7

Animation Plan............................. 8

Semester Outline by Week........... 9

Program Evaluation...................... 10

Group Reflection.......................... 11

Time Sheets.................................. 12-17

Appendix...................................... 18

1
 AN INTRODUCITON
AGENCY
VISION +
MISSION
“Promoting healthy forests and
reconnecting communities with
their woodlands”
Bloomington Urban Woodlands
Project (BUWP) is a a non-profit
organization that works to restore
urban woodlands, educate people
about these areas, and get people
engaged in nature. We hold various
events and activities to help us
restore natural woodlands in
Bloomington and educate our
community about the importance of
nature.
GROUP
ASSISTANCE
Our main duty was to organize and implement a
hands-on, bird themed program to run at
Bloomington Urban Woodlands Project's table at
Bird Fest. We also were tasked with creating
deliverables such as marketing materials and a social
media page. Savannah Bennett, our agency
connection, helped us define our goals and tasks.
INDIVIDUAL
TASKS
Lydia Wright - communications
Macy Anderson - note taking and schedule keeper
Anna Klingbeil - program/activity creation
Amanda D’ Agostino - program/activity creation
Ahmad Mckinnie - marketing
NEED FOR THE
PROGRAM
This program helps connect the community
through natural education programs, conservation
efforts, and resources available.
2
 PROGRAM PROPOSAL
EVENT
DESCRIPTION
Bird Fest is a community-wide
event featuring various nature
missioned organizations to host
educational games, activities, bird
walks, and live animal
demonstrations to engage the
public with nature and specifically
birds. There will be events for bird
enthusiasts of all ages and Bird Fest
is free and open to the public. Come
rain or shine, the pavillion is
enclosed.
Saturday April 4th, 2020
Switchyard Park Pavilion
Parking available in lot adjacent
from the Switchyard Park Pavillion
GOALS +
OBJECTIVES
Y Outcomes
Participants in this activity will be able to identify
one new bird species.  
By the end of the event, participants will have
engaged with nature through hands-on activities. 
Participants' engagement in this activity will increase
and spread their awareness of the ecosystem by
applying what they learn to their personal lives and
share that information with others.  
X Outcomes
Facilitators will guide participants through a species
recognition activity.
Facilitators will guide participants through a
horticultural planting activity.
Facilitators and volunteers will provide information
about the agency and mission through pamphlets in
order for personal and community awareness to
increase.
3
 PROGRAM PROPOSAL
MARKETING VENUE + SUPPLY
PLAN ARRANGEMENTS
Venue: Switchyard Park Pavilion
Our group was responsible for
Materials: purchased by Savannah, brought to the
creating flyers both physical and
event by our group.
digital using the branding guidelines
Table set up: provided by City of Bloomington Parks
set forth by the agency such as
Department and set up by our group.
"must include Bloomington Urban
Activity set up: Amanda + Anna with help from group
Woodlands Project". Ahmad
Information set up: pamphlets and other materials set
created a Facebook event page for 
up by group.
Birdfest that focused on BUWP role
at the event and shared basic
information about the mission and
goal of the event.
STAFFING +
Physical flyers were to be passed VOLUNTEER
out and posted around campus
ARRANGEMENTS
buildings including residential
facilities as well as local businesses. Each group member was given tasks for day of
We identified JL Waters, management. See above for team roles.
Bloomingfoods, and local pet stores 
as supporters of Bird Fest. The City Parks Department staff will be available
for questions and assistance.
Savannah will be the point person and director of 
our group while at the event.

4
MARKETING MATERIALS

5
MARKETING MATERIALS

6
 RISK MANAGEMENT
WHAT WE
CONSIDERED
When planning an event that is large and
located outside, there are several
important plans to consider in case there is
any sort of emergency.
Weather Safety
In the case of a tornado, thunderstorm, or
heavy wind and hail, there has to be a plan
in place to protect the guests and
volunteers.In the case of an earthquake,
volunteers should be able to explain the
safety procedures to the guests.
Crowd Control
There will need to be security and crowd
control for an event of this nature. A police
officer should be located on the premise for
extra safety. A staff employee should also
be located on the premises, easy to find, in
case there is an emergency that the
volunteers can not manage.
Emergency Aid Information
There should be easily accessible first aid
and emergency medical kits, such as AED’s.
There should also be someone on-site
trained in medical emergencies.
SAFETY -
MANAGEMENT
Tornado Safety- Information provided to each Bird
Fest table. This will include information on where the
participants and volunteers should go for shelter at
the pavilion. 
Switchyard Staff Employee- An employee will be
located on-site to monitor guests, answer questions,
and estimate guest participation numbers.
An AED and First Aid Kit will be provided, and
information will be distributed to each table so that
they know where to find these kits. 
Police Safety- There will be a police officer and police
station located at the park, for any guest that has a
safety issue they do not feel comfortable presenting
to the staff or volunteers at the event.
BUDGET +
SUPPLIES
For our budget, we were given an estimate of $30 to
buy the materials and supplies we need to complete the
activities we had planned. Most of the materials we
were going to use were items our group members
already had from around the house, or other places
they work/volunteer. This meant that we were going to
be fairly under-budget.
The money spend would have gone toward: craft pom
poms, pasta noodles, containers to hold “bird food”, tall
vase.
All, if not most, of these items can be bought at the
dollar store, or a craft store in town for fairly cheap
prices.
7
 ANIMATION PLAN
THE EVENT
Event time 1:00 pm - 4:00 pm
11:00 am - group meets Savannah at
the Switchyard Park Pavillion to
locate our table space.
11:30 am - Begin Set Up  booth, providing us with their pre-activity answers.
Amanda + Anna focus on
activity
Lydia + Macey focus on
information
Ahmad focus on posting
flyers around the park and
setting up signs at our booth.
12:30 pm - Finish Set Up
run through activity
1:00 pm - Event Starts
participants park in lot and
walk through the pavillion
doors. The garage doors will
be open so there are many
points of access.
4:00 pm - Event Ends
start clean up and tear down
of table, materials, and trash.
Parks Department to take
trash
OUR TABLE
As participants approach our booth, we will share our
offerings. Ellie will administer the pre-activity
knowledge check and post-activity knowledge check.
Since our goal is to provide participants with bird
species knowledge, we will be testing to see what
bird species they knew before and how many they
knew after. They will start on the far left side of the
Then participants will work through the activity to
the right side where they will provide us with the
post-activity answers.
After the bird species recognition, they have the
option to make a newspaper flower pot, planned and
implemented by Savannah. We will also have
pamphlets and information available for participants.
ION
VIL
PA
TER
ENTER /EXIT EN
PAVILION
PARK
ING
The pavilion is nestled between the B-Line trail, a
popular multi-use trail, and two main streets in
Bloomington. There are multiple points of access to
the pavilion.
8
 SEMESTER OUTLINE

BY WEEK
Week 1- Learn about each event and choose what event our group wants to help with.  
Week 2- As a group, meet with the event contact this week.
 Week 3- Create, sign, and submit contracts by this time.
Week 4- Create a task outline by this time.  
Week 5- Have marketing documents created by this time. 
Week 6- Begin distributing marketing materials this week and create social media page promoting the event.
 Week 7- Have a draft of the activities that we want to create for the event by this week. 
Week 8- Keep working on any of the activity drafts, final portfolio, time sheets. 
Week 9- Find any problems with the activities and make sure they will run smoothly.
Week 10- We would have gathered any materials we needed for the event.  
Week 11- We would have helped facilitate the activities at the event. 
Week 12- After the event, we would have evaluated what went well and what could have been improved.
Week 13- Finish final written portfolio by this week.  
Week 14- Meet with Dr. Howell.

9
 PROGRAM EVALUATION
RECOMMENDATIONS
PROGRAM
FOR THE FUTURE OF
LIFECYCLE
BIRDFEST
STAGE 1. At the beginning of our planning, we searched through
Stage 1: Concept & Initiation past Bird Fests and noticed the lack of consistency in
Stage 2: Definition & Planning the marketing. Each post had a different time, date,
Stage 3: Launch/Execution or event description.
Stage 4: Performance & Control
2. When we started to plan for Bird Fest, we realized
Stage 5: Project Close
that there were no previous plans or activity materials
to work off of. There was a lack of coordination 
Bird Fest currently has gotten
between the years and a lack of record keeping.
through up to Stage 2: Definition &
Planning. We created the
communication plan, risk
management plan, activities, budget, HOW TO IMPLEMENT
marketing, animation plan, and RECOMMENDATIONS
schedule. Every step was done up
1. Moving forward, we recommend that the event
until the actual launch of the event.
organizers (City of Bloomington, Sassafras Audubon
Society) provide digital branding standards and
If the event were to have gone on as
materials for different agencies to use.
planned and had not been cancelled,
2. For the future, we recommend that the activities and
we would have completed all stages
materials that we created will be saved and shared
through Stage 5: Project Close.
with the future planners of this event. That way, this
reduces the workload and keeps consistency at the
booth for future events.

10
 GROUP REFLECTION
WHAT DID NOT
WHAT WENT GO WELL?
WELL? I think the most obvious answer to this from every group
is that our event got cancelled because of the current
We worked very well together and
global pandemic. This drastically changed the projection
shared responsibilities easily.
of our project and the outcome that we were working
When presented with the task to
towards. Outside of this issue, we were a little upset with
create an activity or two that
the amount of work given to us. We had the
would educate the participants on
understanding that we would be planning the entire
birds and nature, we easily came
Birdfest and found out that all that was expected of us
up with ideas. We were confident
was to create a couple activities for one booth. While we
with where we wanted to go once
enjoyed coming up with a creative idea for an activity, we
we knew exactly what was
were all hoping that more responsibility would be given
expected of us. We found this
to us. We found the workload to be a lot less than other
project to be a lot easier than we
groups and the project turned out to be one that none of
were expecting and we were not
us could put on a resume as event planning experience.
met with many stumbling blocks.
We also had great communication
with Savannah, our supervisor RECOMMENDATIONS
from Bloomington Urban FOR FUTURE
Woodlands project. She was
always very quick to respond, very STUDENTS
helpful and encouraging, and gave
Our recommendation would be to clarify exactly what is
us all of the resources we needed.
expected of the team early on. Our responsibilities were
very vague until we sat down some time later with Savannah
to map out exactly what we needed to do.

11
TIMESHEET - MACEY

12
TIMESHEET - AMANDA

13
TIMESHEET - ANNA

14
TIMESHEET - AHMAD

15
TIMESHEET - ELLIE

16
TIMESHEET - LYDIA

17
 APPENDIX
ADDITIONAL
RESOURCES
Flying Wild: An Educator's Guide to
Celebrating Birds
* a resource full of activities,
lessons, facts, and fun bird related
programming materials.

Grow Sunflowers for the Birds

Activity photographed during an
educational workshop about birds prior
to Bird Fest.

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