Introduction

80's on Ice was a social event sponsored by Brigham Young University Idaho Social Activities WinterFest Program. The students on the committee were Brooklyn Lamb, Kaylie Della-Lucia, Samantha Bowman, Emily Steadman and Summer Sartel.

The event was a performing ice show. Our marketing targeted Brigham Young University- Idaho students. We wanted to provide opportunity for students to get involved in some fun entertainment. Participants involved in 80's on Ice choreographed skating routine to a favorite 80's song and performed on the campus ice rink. Our marketing also targeted the friends of 80's on Ice performers so that an encouraging, supportive and fun atmosphere could be created. We also invited students to come enjoy the WinterFest activities like ice skating, down hill sledding, snowman building and hot chocolate and cookies.

The format of this 80's on Ice was a special event because it was an extraordinary, designed to entertain and provide enjoyment to spectators. Winterfest was a drop-in format, because the facilities were open for spontaneous use.

80's on Ice provided opportunity for people to have satisfying leisure experiences. Both 80's on Ice and WinterFest had different physical activities for people to enjoy. All age groups could participate in activities. The cost was very inexpensive and the location was accessible and convenient. The ice rink facility was great, we encountered warm weather that caused the ice to melt. There were no injuries and people had a fun, enjoyable time.

Mission & Objectives

Mission Statement: Performing participants are able to express their creativity and originality in a unique, fun way and in a different environment.

Goal #1: Creativity:

Objectives
Opportunity to dress up and pick costumes
Choreograph a dance
Choose a song
Adequate time to prepare a routine

Goal #2: Bonding:

Objectives

Teams are creating relationships with each member
Meeting and mingling with all participants
Audience contribute to positive morale

Goal #3: Memorable Experience:

Objectives
Dances will be comical and entertaining
Fun atmosphere with theme and costumes
Pictures of event for memorable documentation
Trophies and awards for participant’s accomplishments

Goal #4: Exercise:

Objectives
Choreographed routines provide physical activity
Laughing burns calories

Logistics

Contacts

Our contacts were with the Winterfest commitee, ice rink facility supervisors, other students involved in 80's theme programs on campus, technology rental authorities, students interested in participating in the show and committee members. Below is a list of the contacts

Key Contacts:

Sister Jepson. Receptionist to Brother Rose, the Ice Rink authority 208- 496- 1958

Brother Rose- 208-496- 2220

Margaret B. Campus facilities rentals- 760- 846-6104

Brittany Jenkins- Coordinator of WinterFest

Media Lab on 3rd floor of McKay Library- 208- 496- 1200


Commitee Contacts:
Kaylie Della Lucia- 208-351-4186
Summer Sartel 971-218-2348
Samantha Bowman 618-843-6030
Emily Steadman 406-599-8813
Brooklyn Lamb 925-408-8939

Facilities

The facilities used to make 80's on Ice happen was the ice rink and ice skate rental services, Outdoor Resource Center sleds, airboard and helmet rentals, videocamera rental from the BYUI Library. We were grateful to work with WinterFest. The facilities it used were BYUI catering campus, music system and DJ services provided by the university.

Equipment

Much of the equipment we needed was provided through the locations facility services like the ice rink and skates. Other equipment that helped with that facility was snow shuffles for the melted water on the ice, as well as contruction cones that held the backdrops up on the ice.

The backdrops on the ice were donated to us from an 80's themed dance event that has taken place on campus the week before. They were four large cardboard backdrops, spray painted with bright neon colors, with designs that said " We've Got 80's". They were propped up using construction cones and placed in the middle of the ice rink.

We wanted to thank the participants, so we had an awards ceremony to showcase the performers on ice. One way of thanking them was giving them Olympic medals made of gold tinfoil chocolate coins. The coin was attached to a 2 foot long, 1 inch wide red ribbon, which we hung on their neck. We made around 30 medals because we weren't sure how many participants would attend. We also shopped at Deseret Industry to find trophies to award each group. There were three catagories at the awards ceremony, Best Fall, Best Costume and Best Song and each group was awarded one of these. Certificates were also created on a computer program and printed out and pasted on colored construction paper.

The Outdoor Resource Center provided 10 sleds of different kinds, airboards, hammerheads, helmets that were rented out to the Social Activities account at class price, $8 a piece.

The WinterFest equipment entailed refreshments and cleanup items, more sledding devices, music system and skating rentals.


Personnel

Scott Hurst, the manager of the Outdoor Resource Center, gave us class price on the sledding equipment because it was a campus event, which saved the committee some money. There were 2 hammerhead sleds that suffered bent frame damage (probably from going off jumps or something on the hill) and so Social Activities had to pay the damage fees.

The WinterFest committee was a important part of the personnel. Brittany Jenkins, coordinator of WinterFest, was a huge resource to us. Her responsibilities were to delegate duties to her committee (i.e advertisement design deadlines, music approval, getting sledding equipment, arranging campus services, working within an appropriate budget for refreshments, prizes and decorations.) We attended their weekly Monday meetings months before the program. At the meetings we organized and planned our efforts and reported what had been done on our "to-do lists".

The Media Services Audio and Visual Delivery and Cirrulation, on the 3rd floor of the McKay Library authorized us to rent a videocamera and a tri-pod, after our instructor Brother Kugath contacted them and informed them it was for a course project. We found that we did not need our tri-pod, only the video camera. The rental was free, but the camera was due back to the library the day of the program. We took a lot of video and found ourselves in a time contraint to return it on time because we needed to download the data on a computer. Appartently there quick- return policy is because so many students have reserved to use the library equipment. We explained our dilemma and they worked it out so we could return it Monday morning.


Risk Managment Plans
Our risk managment plans involved having ourselves be CPR and First Aid Certified, as well as Wilderness First Responder. We could have been better prepared if the inherent risks involved in the activities brought injury to participants (i.e- falls, cuts from skates, sprains, blackouts, head injuries). To eliminate risks and injuries WinterFest did ask us to communicate to performeres that no throwing or tossing skaters would be allowed. Ice skates had to remain on the ice.

Sign Up


A committee member was designated to be in charge of receiving emails about people's interests in performing in 80's on Ice. Through emailing we answered their questions about the event and encouraged them to sign up. We also had sign up sheets posted in populated places on campus like the Fitness Center, the Recreation Management office and the ORC.

Marketing and Promotions

Description of Strategy:
We wanted to interest our target group by advertising an enticing activity to perform. We tried to reach those who already knew how to ice-skate or wanted to have some spontaneous fun.

Advertising Tools:
• Student Update email
• Passing out fliers door to door
• Contacting friends
• Posting sign-up sheets in Hart, Ice-Rink and Recreation Office
• Attending Winter Fest Meetings
• Posters placed in campus buildings
• Connecting with Social Activities


Result:
The fliers and advertising turned out being very professional and well done. Each of us went door to door for a couple hours to advertise and used the other tools listed above. We did our part to advertise and did obtain a small group to come to Winter Fest and 80’s on Ice to provide a memorable experience.

Correspondence

It took much communication to make 80’s on Ice a great event.

One of our first decisions was scheduling the date of the event. The weather and temperature was a factor in choosing the date. We aimed for late February because we were nervous March would be to late. We hoped the ice rink facility would be available the day we wanted to have our event- Saturday February 27th. Conveniently enough, WinterFest would be having their sledding social event that same day and they agreed to sponsor 80’s on Ice. This was a huge blessing for the success of 80's on Ice.

Brother Harold Rose has authorization over the ice rink rentals, so he was our first contact. The following are emails discussing renting time on the ice.
-------------------------------
January 25, 2010

Hi Brooklyn;

I have received word that you have request a reservation at the Ice Rink for an Activity. I normally have a difficult time making reservations for the rink because of demands on it in such a short time we have it available. If you could give me some details about the event I can let you know what I can do to help you out. I will need a date, time, and an idea of what you are trying to accomplish with the event. I will get back with you as soon as I can on what I can do. Thank You and I hope it all works well for you.

Harold Rose
BYU-Idaho Bowling and Skating
(208)496-2220 Office
(208)313-1564 Cell
----------------------------------------------
January 25, 2010
Brother Rose,

Thank you for getting back to me so soon. My Program Managment class is looking to put on a social event for our project. The event is going to be called 80's On Ice. Groups of 4-8 people will be skating/performing on the ice to 80's music. We're thinking 8-10 groups would be involved, making the event 1.5-2 hours show. Most of the people at the ice rink will be spectators, friends and family of the performers. We'd rent the ice skates for the performers, either in advance or at the beginning of the night. My group and I haven't had time to really talk over what dates are best. But we aer thinking either February 20th, 27th or maybe even March 6th if the weather isn't warming up yet. We would most likely be leaning more towards the 27th. This is a Saturday, and we'd get a good turnout if it was a night, like at 7-9pm. We'd expect 50-100 people, but most are spectators who wont be on the ice.

I hope this is the information you need.

Thanks
Brooklyn
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January 25, 2010
Brooklyn;

Your idea sounds like a really great idea. My only concern is with cutting into our open skating time. The season for ice skating is so short that we have to have as many people on the ice during our open times as we possibly can in order to makes everything come together. The only way this would be possible is to charge a flat rate fee to your group of $100 per hour to justify the use during our open hours. My second concern is the time of year. Either you could go to all the trouble of lining things out and the ice could be gone or the ice could be questionable and you could lack interest in performances. Please think about those things and work them over with your group then get back to me on your questions.

Thank You.


Harold Rose
BYU-Idaho Bowling and Skating
(208)496-2220 Office
(208)313-1564 Cell

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January 27, 2010
Brother Rose,

Hey I talked with my commitee...

You mentioned us needed to pay a $100 flat rate per hour for using the ice rink during open hours. What if our program was during hours that the ice rink wasn't normally open for skate time?

If this is not a possibility, we are thinking about getting the Activities program to sponsor this activity since its a social event. We know the Social Activities have sponsored student run activities before. So we're looking into that.

If the Activities program would like to sponsor our event, we'd like to have it on the 27th of February from 7-8pm. Could you schedule us for this date and I'll get back to you to confirm once we hear from other contacts?

Thanks Brother Rose,
Brooklyn
-----------------------------------------------------

January 27, 2010
Brooklyn,

Please let me know when you get confirmation on this. You may want to consider talking with Activities about doing your event during Winter Fest if that would fit in with the mission of that activity. Just a suggestion.


Harold Rose
BYU-Idaho Bowling and Skating
(208)496-2220 Office
(208)313-1564 Cell
-----------------------------------------------------------

February 1, 2010
Brother Rose,

The Social Activities is going to be sponsoring us, and our activity will be apart of WinterFest. WinterFest is from noon to 2 on the 27th of February. Since our production is going to be an hour, we were thinking of using the ice rink from 1pm-2pm. The Social Activiies is going to be paying for the $100 flat fee. The only other services we would need would be ice skates for the participants, but we assume that those rentals will come with the flat fee we're paying. Is this correct? So schedule us for the 27th, it is set in stone !!

Thank You Brother Rose,
Brooklyn

------------------------------------------------

Since Social Activities was sponsoring 80’s on Ice, we were asked to be a part of the WinterFest committee. We had designed our advertisement to be added to the WinterFest Advertisement.

The following are correspondences about getting the advertisements to Social Activities, so that they could print and distribute.

From: Jenkins, Brittany
Sent: Wednesday, February 17, 2010 6:31 PM
To: Steadman, Emily
Subject: RE: ice posters

Well, I'm not sure what to do about this one. We need a major pow-wow in class and maybe even after class too if we are going to get this done.

Emily Steadman
BYUI Pregnancy and Beginner Yoga Instructor
pou0605@byui.edu
406.599.8813
"The mind is everything; what you think, you become." -Buddha
________________________________________
From: Jenkins, Brittany
Sent: Wednesday, February 17, 2010 6:31 PM
To: Steadman, Emily
Subject: RE: ice posters

Emily i dont know what to do about not being able to change the poster, if it does not work can you guys come up with something else. I need the final draft by tomorrow. What you have written would be fine. Please get it done soon. If you have any more questions please call me. We also need the music from the group by tuesday. Thanks so much Bittany 208-206-9669

If you have any other questions please me know. I will need you guys to be there are the meeting on monday
________________________________________
From: Steadman, Emily
Sent: Wednesday, February 17, 2010 8:36 AM
To: Jenkins, Brittany
Subject: FW: ice posters

Hey Brittany :)

The posters that we received from you (the rough draft I guess) were put together, the text and stuff, by someone else. social marketing maybe? Summer, our marketing person in the group only designed the picture. We would like to change these things, but are unable to. We don't have the software either. What should we do?

Subtitle: A totally radical ice dancing show is coming near you at the BYUI campus rink during Winer Fest! Come watch the bodacious performances, or better yet, grab some friends and perform yourself. Skating skills not required!

and then at the bottom for the contact information: To perform in the show email bow07012@byui.edu before Monday Feb. 22nd



Emily Steadman
BYUI Pregnancy and Beginner Yoga Instructor
pou0605@byui.edu
406.599.8813
"The mind is everything; what you think, you become." -Buddha
________________________________________
From: Della-Lucia, Kaylie
Sent: Tuesday, February 16, 2010 12:59 PM
To: Steadman, Emily
Subject: FW: ice posters

________________________________
From: Della-Lucia, Kaylie
Sent: Thursday, February 11, 2010 11:10 PM
To: Jenkins, Brittany
Subject: ice posters

Brittany,
we went over the fliers and they look great! Here are the few changes that we would like made.

Subtitle: A totally radical ice dancing show is coming near you at the BYUI campus rink. Come watch the bodacious performances, or better yet, grab some friends and perform yourself. Skating skills not required!

and then at the bottom for the contact information: To perform in the show email bow07012@byui.edu before Feb. 19th

We didn't put a price on there because we thought that the guys said the skates were included with renting the ice rink, but if that is wrong then just put the price in. Thanks so much and let me know if it all sounds ok and if you need anything else.



Brittany,
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One of our most important communication efforts was recruiting participants for the show. By word of mouth, attending other on-campus activities and knocking on apartment doors we advertised 80’s on Ice with hopes of people getting involved. We followed up with those interested through frequent emails. Having this connection enabled us to further describe the event and answer inquiring questions.


To: Walker, Heather

Monday, February 15, 2010 4:23 PM

Hi Samantha,
I saw the thing in the student updates e-mail about the 80's on ice, and I was just wondering exactly what it was, cause it sounds interesting! Could you give me some more information?
Thanks!

~Heather Walker
_____________________________________________________________________________________

Hey Heather,

I am glad that you are interested about the 80's on Ice because it is going to be sooo fun!! It will be going along with the SnowFest up by the ice rink on campus. We are opening it up for groups to do a 2 min routine with an 80's song of your choice, you guys will also be able to dress up in the 80's style and just have fun with it! There will be awards given out and hot chocolate. If you will be using skates it costs $1. The event will only be 30 minutes long because of other SnowFest events so it would be easy to ask friends to come and watch or participate. During the activity we are planning on videotaping it so your group will receive a CD of your performance. If you want to do it but have trouble of thinking of a song my committee has a song listing that we could make available to you. Whatever song you choose will need to be approved and sent in in about a week. By next Monday is our deadline to know who will be performing. I hope you will be able to participate! Let me know if you are still interested or if there are anymore questions that I can answer for you. Thanks!

Samantha

____________________________________________________________________________________________________


Davidson, Leanna

Thursday, February 18, 2010 2:56 AM

Hey my sisters and I definitely want to be there when this happens. Please sign us up.
My sisters are Rachael, Renee, and myself Leanna Davidson
Thanks
Have a good day
Leanan

____________________________________________________________________________________________________


Thursday, February 18, 2010 4:02 PM
To: Davidson, Leanna

Sweet thanks for letting me know. :) Are you wanting to participate in the event or watch? Because you are more than welcome to be part of the event. It will be really fun and you do not have to be skilled in ice skating, just to have fun with it.
Let me know and we can get you signed up for that if you would like. :)

Samantha
____________________________________________________________________________________________________

Hawkins, Liesl

Thursday, February 18, 2010 12:21 PM
To: Bowman, Samantha

Hi, I was just wondering what exactly 80's on Ice is.
-Liesl Hawkins

____________________________________________________________________________________________________
Christensen, Sarah

Friday, February 19, 2010 4:25 AM
To: Bowman, Samantha

Hi,
Could you tell me more about what 80's on ice is? Sounds fun.

Thanks,

____________________________________________________________________________________________________

Thursday, February 25, 2010 12:31 PM
To: Bowman, Samantha

I saw the announcement for 80's on ice. What exactly is it all about?

Dave
____________________________________________________________________________________________________


Standard Response to those who were Interested - Standard Email
____________________________________________________________________________________________________

Bowman, Samantha
Sent Items
Thursday, February 25, 2010 3:17 AM

Hey Sarah,
Thanks for thinking it sounds fun because it is going to be amazing!! I hope this will work out for you because whether it is just you or some friends it will be such a blast! Our other groups are not professional ice sketers so it will be fun to just go out and do whatever. The following is some more info on the event...
80’s on Ice event
This event is where you can gather a group together to dress up and dance to a 2 minute 80’s dance song. We will only have 10 groups so hurry to sign up before the spots are filled! You can choose what song you would like with the dance, you just need to let us know what song you would like to use so we can get it BYU-Idaho approved and burn it on our CD. You can dress into whatever 80’s clothes you would like as long it is BYU-Idaho appropriate.
There will be awards given out in four different categories and hot chocolate. It will cost $1 to rent ice skates but free to come watch! So whether you want to come watch or go out on the ice we would love to have you there. It is going along with the Winter Fest program so there will be other fun activities as well.
No ice skating skills are required. We are there to have fun with our groups and enjoy the 80’s them!
This event is February 27th so my committee will need to know by next Friday if you would like to participate. Also by that time we would need to know what song you would like to use so we can start creating the CD.
Another perk is that we will be recording the 30 min. event and we will be making a DVD to give to all the teams, so you can remember the fun time!
We would love to have you and see your performance. :)
Thanks for your consideration! Let me know if there are any other questions that I can answer for you. Again please let me know by next Friday if you want to participate. Thank!
Samantha Bowman
_____________________________________________________________________________________
Responses from Students
____________________________________________________________________________________________________

Monday, February 22, 2010 5:56 PM
To: Bowman, Samantha

I didn't really understand what this event was. I wont be able to participate if it is what I think it is. I am sorry. I didn't mean to officially sign up until I knew more about what it entailed. Thank you for your explanation and I hope you had lots of others who signed up. It sounds like a way rad event.

-Jenny
____________________________________________________________________________________________________

Bowman, Samantha
Sent Items
Tuesday, February 23, 2010 11:48 AM

No problem Jenny, thank you for your consideration. Have a great day!

Samantha

____________________________________________________________________________________________________

Wagstaff, Joel

Thursday, February 25, 2010 6:46 AM

Yes My wife and I are still planning on going.
Joel Wagstaff
_____________________________________________________________________________________


Bowman, Samantha

Thursday, February 25, 2010 3:30 AM
To: Wagstaff, Joel‎; Hawkins, Liesl‎; Davidson, Leanna‎; Walker, Heather

Hey guys,

I was just wondering if you are still excited about 80's on ICE!! It is going to be such a blast because it will be an opportunity to go out and have fun with friends and enjoy ice skating. The people that have signed up are not professionals so there is no pressure, it is just to have fun. :) We will be videotaping so we will burn you a copy after it's over so you can remember this good time.

I hope it works out! Please let me know if you are interested in doing it for this Saturday from 1-2pm. Thanks!

Samantha Bowman


Social Activities gave us a budget that would be used for decorations, prizes and etc. Since WinterFest was a great part of our event, we decided it would be appropriate to add the budget into our report. Following is an email requesting for this information.
From: Della-Lucia, Kaylie
Sent: Tuesday, March 09, 2010 4:03 PM
To: Jenkins, Brittany
Subject: winterfest budget
Brittany,
Sorry to bother you, I know your super busy this week, but I was wondering if you had a list of the costs or a budget plan for winter fest, or if you know anyone who does. If you could get that to me I would be grateful. Thanks!!

------------------------------------------------------------------------------------

The Social Activities has meetings every Monday night, 6:00pm, at the Hinckley 183, to discuss the preparations for campus activities. Since our committee was a part of WinterFest we were asked to attend these meetings. Someone for our 80’s on Ice committee would attend these meetings, and we did so for about 1 month before February 27th. It was very helpful to attend these meetings, because we could have direct communication with Brittany, the director of WinterFest. Brittany would tell us what we needed to do for the following week, to be prepared in time.

80's on Ice Progress Report #1


When: 80’s on Ice. Saturday February 27th 1pm-2pm (winter fest noon-2pm)

Need: To take a break from the daily studies and stresses of life. To get outside and get some exercise and help individuals tap into creative nature, and to have fun and create a memorable college experience.

Mission Statement: Through the performance even, participants are able to express their creativity and originality in a unique and fun way in a different environment.

Goal #1: Creativity:
Objectives:
Opportunity to dress up and pick costumes
Choreograph a dance
Choose a song
Adequate time to prepare a routine

Goal #2: Bonding:
Objectives:
Teams are creating relationships with each member
Meeting and mingling with all participants
Audience contribute to positive morale

Goal #3: Memorable Experience:
Objectives:
Dances will be comical and entertaining
Fun atmosphere with theme and costumes
Pictures of event for memorable documentation
Trophies and awards for participant’s accomplishments

Goal #4: Exercise
Objectives:
Choreographed routines provide physical activity
Laughing burns calories

Timeline:
2-11: mass email out to students and screensavers on computers
2-15: fliers from social activities finished
2-15-17: pass out fliers to apartment complexes
2-19: have all the groups signed up
2-22: get music form groups to be approved
2-24: have CD of music made and prizes made and decorations bought
2-25: rules and regulations email reminder
3-3: have DVDs sent to groups

Group Member Assignments
Sam- organizing groups (FHE and students), getting music BYUI approved through Sis. Robison, getting safety rules out to participants

Kaylie- Collecting and coming up with decorations and ideas, creating awards and prizes
Summer- creating poster and flyer design for advertising, organizing group efforts to advertise and pass out flyers

Brooklyn and Emily- organizing photos and videos of event and then making them into a DVD for the participants as a souvenir, helping in other areas where needed

Other group member responsibilities:
• Three chosen group members will bring a friend to be on Judges Panel for awards ceremony.
• Each will be assigned tasks for the day of the event. (Announcer, judges panel rep, safety, pictures, music etc.)
• We will be going to Social Activities meetings on Monday evenings to plan and help with WinterFest and 80’s on Ice advertising efforts. Working under Social activities and Brittany Jenkins.

Itinerary:
1. 12:30 have participants arrive, dressed and ready for perform
2. 12:50 introduce program and prayer
3. 1:00 show begins
Team #1 Performance- 1:00-1:05
Team #2 Performance - 1:05-1:10
Team #3 Performance - 1:10-1:15
Team #4 Performance - 1:15-1:20
Team #5 Performance - 1:20-1:25
Team #6 Performance - 1:25-1:30
Team #7 Performance - 1:30-1:35
Team #8 Performance - 1:35-1:40
4. 1:40 Award Ceremony, take pictures of teams
5. 1:55 closing prayer

Areas of Concern:
Safety:
• email rules to the participants in advance, no throwing, tossing, skates shouldn’t leave the ice

Technical difficulties:
• have back up of CDs and make sure they work in advance

Weather:
• Alternative to warm weather would be to have participants dance on ice instead of skate.
Participants:
• Put a lot of time in advertising and get friends to do it if we have to
• Clear communication of participates performance expectations.
• Get other students energized to participate
•
Financial plan:
Social activities is paying for the skating rink, advertising and $30 budget for prizes and DVDs
Budget:
Prizes: $20
Decorations: $5
DVDs: $5

Promotion and Marketing Plan:
Fliers passed out to complexes
Posters in each of the buildings
Email to all students
Screensavers
Word of mouth

Program Evaluation:
Survey for performing participates to complete:


1. On a scale of 1-5, 1- is NOT satisfied and 5 – is completely satisfied, how satisfied were you with your performance?
2. What was the highlight of the night?
3. On a scale of 1-5, I- would NOT participate again, 5- would participate again, How likely would you be to participate in a social event like 80’s on ice in the future?
4. On a scale of 1-5, 1- NOT enjoyable, 5- very enjoyable, How enjoyable was your time at 80’s on Ice?
5. Is there anything you would change about the program? Any suggestions to make it better?



4W’s:
4Who: BYUI students, FHE groups, couples, friends
What: Ice skating
When: Saturday February 27th 1pm-2pm
Where: Campus Ice skating rink

Key contacts:
Sister Jepson: 208-496-1958
Margaret B: 760-846-6104
Brittany Jenkins:
Harold Rose: 208-496-2220

Group Contacts:
Emily Steadman: 406-599-8813
Sam Bowman: 618-843-6030
Kaylie DellaLucia 208-351-4186
Brooklyn Lamb: 925-408-8939
Summer Sartell: 971-218-2348

Finances

80's On Ice

We bought 3 trophies at the Deseret Industry for $3 each.
The chocolate coins we bought for the medals were purchased at Broulims and were $9.99 for a bulk of 25.
The 2 rolls of red ribbon purchased at Walmart was $3.94.
The glue for the medals was only $1.17 at bought at Walmart.
Card stock for certificates was only $.20 at Porters.
The certificates were printed out at the Copy Spot for $.40

Our total was $18.07, which was within our budget of $30

The four 80's Posters were donated from Stephanie Sanders
The videocamera was rented from the Media Services

Covered By Social Events

Equipment

The DJ & Sound service was from Media Services
The 2 tables used for the refreshments and DJ equipment was from Social Activities Program
The 2 Drink Jug used for hot chocolate was from Social Activities
The 15 sleds were rented from the Outdoor Resource Center

Refreshments

2 boxes of Broulim's cookies
4 cans of Broulim's Hot Chocolate
1,000 flyers printed at Copy Spot
1 box of napkins from Broulim's

Financial Plan/Budget

When we first started planning this event we were worried about how we could cover the costs of it. Renting the campus ice skating rink alone, for one hour would have cost us $100 and none of us had that kind of money. We started to get a little discouraged, but then Emily thought of trying to get a campus organization to sponsor our event. We soon discovered that social events was holding a winterfest activity on February 27th, and the ice skating rink would be available for use with only a $1 charge per person for skates. We talked to them and they agreed to let us be a part of winterfest, we were given up to an hour for our event.

Once our 80’s on ice activity got picked up by social events, everything ran smoothly. They gave us a $30 budget for any of the expenses that we needed and they took care of the rest. The rest consisted of flyers, the DJ and sound system, refreshments, and rental of the table, beverage jugs, and the rental of the sleds.

Our overall cost was quite low and we only used $18.07 of the $30 budget given to us. We wanted to have trophies for the participants, the best 3 groups, metals and certificates, and decorations.

For the trophies we just went and got used ones at the D.I for only $3.00. The metals we made from red ribbon ($3.94), that we glued ($1.17) to gold chocolate nuggets ($9.99).

The certificates we made were printed from Summer’s computer but would cost at the copy spot $.40 because only 2 pages were printed and they are $.20 each. These were then glued to two sheets of card stock already owned by Summer, but would have cost $10 each. For the decorations we were able to borrow large cardboard posters that were decorated in 80’s, these we got from Stephanie for free after they were used at the 80’s talent show the week before. With out budget of $30 we only ended up spending $18.70, and social events took care of everything else.

Timeline

Week One (Jan 18-23)
• Formed committee group of those interested in doing an Ice Performance program
• Started working on proposal (goals, objectives, 4 w’s) and to-do lists
• Gathered information from city and campus ice rinks with prices and scheduling
• Gathered ideas on a theme (Disney, 80s, Hollywood…)

Week Two (Jan 25-30)
• Decided on 80s theme and campus rink for location
• Contacted Social Activities about sponsoring event
• Jumped on with Social Activities for Winter Fest program
• Made final 4 w’s of program
• Turned in final draft of proposal to Bro. Kugath
• Create draft for a flier and poster for marketing

Week Three (Feb 1-6)
• Started attending weekly 5:45pm Monday meetings with Social Activities and Winter Fest Coordinator, Brittany Jenkins
• Made assignments for each group member
• Gathered FHE groups and interested participants for event
• Collected 80s songs and start approvals on appropriate music
• Informed participants of safety rules and regulations during event
• Narrowed down flier/poster info and printing details

Week Four (Feb 8-13)
• Emailed final draft flier/poster to Brittany for printing
• Continued attending meeting with Winter Fest committee and social activities
• Finalized music list and approvals
• Turned in final draft of program progress report
• Continued gathering participants and maintaining contact with interested groups
• Reserved video camera and tripod through the media lab
• Got mass email approved and sent through the weekly student update to advertise
• Purchased supplies for awards and prizes
• Attended “We’ve got 80s” show to recruit more performers and to advertise event

Week Five (Feb 15-20)
• Made reservations for 15 sleds at the ORC to be used for Winter Fest
• Continued attending Monday meeting
• Created and printed sign up sheets and placed them throughout campus to get more people signed up to perform
• Got fliers printed and distributed
• Maintained contact with interested groups
• Advertised at Pond Skimming with fliers and microphone broadcast during the show
• Went door to door passing out fliers and inviting people to participate
• Made awards and prizes

Week Six (Feb 22-27) THE WEEK OF THE EVENT!
• Continued attending Monday meeting and helping with Winter Fest preparations
• Maintained contact with groups that are interested in performing through email and phone
• Advertising and Marketing continued…
• Reserved Truck from ORC for hauling sleds to upper fields
• Gathered decorations and costumes for event
Day of the Event
• Picked up truck and sleds from ORC
• Helped set up for Winter Fest (tables, treats, DJ’s table and equipment)
• Placed signs on ice for decoration
• Helped with announcements throughout fest
• Took pictures and video during event
• Got feedback and thoughts from those in attendance
• Announced performers and awards
• Helped clean up and take down
• Returned sleds and truck to ORC
• Took a deep breath…it’s all over!

Evaluations

Participants Evaluations
We sent participants homes with evaluations. We wanted to know what people did and did not like about the 80's on Ice program. As committee members we evaluated the success of the program.

Evaluations #1
• How did you hear about the event?
My roommate Summer.

• What was one new thing that you learned?
To support everybody who participated, even if they were not very good. It still took guts to get out there.

• Did you feel that the leaders were safe and competent?
Yes.

• Did you feel the price was worth the activity?
Yes.

• Did you feel welcome?
Yes.

• Did you feel the instruction and the skill level matched?
N/A

• What would you have changed about the activity?
I would have choreographed the dance we did instead of on the fly.

• Did you have fun?
ABSOLUTLY!

• Would you do it again?
Yes.
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Evaluations #2
• How did you hear about the event?
My roommate Summer.

• What was one new thing that you learned?
Supporting all the people that participated. It was much more fun and rewarding when everyone participates and cheers.

• Did you feel that the leaders were safe and competent?
Absolutely.

• Did you feel the price was worth the activity?
Most defiantly.

• Did you feel welcome?
Yes!

• Did you feel the instruction and the skill level matched?
Yes.

• What would you have changed about the activity?
Nothing.

• Did you have fun?
YES ABSOLUTELY!

• Would you do it again?
Of course!
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Evaluations #3
• How did you hear about the event?
My roommate Summer is one of the girls in charge of the program.

• What was one new thing that you learned?
When you try new things you have fun.

• Did you feel that the leaders were safe and competent?
Yes Definitely.

• Did you feel the price was worth the activity?
Yes

• Did you feel welcome?
Yes!

• Did you feel the instruction and the skill level matched?
Yes.

• What would you have changed about the activity?
More publicity, more people would come if they knew what it is.

• Did you have fun?
YES ABSOLUTELY!

• Would you do it again?
Oh yes of course.
______________________________________________________________
Evaluations #4
• How did you hear about the event?
My roommate Summer, and in one of my classes.

• What was one new thing that you learned?
Sometimes you just have to take one for the team.

• Did you feel that the leaders were safe and competent?
Yes I sure did.

• Did you feel the price was worth the activity?
Yes, one dollar was amazing.

• Did you feel welcome?
Yes! It was a great group.

• Did you feel the instruction and the skill level matched?
Yes.

• What would you have changed about the activity?
Wish there would have been more peers. I think they would have had fun.

• Did you have fun?
Yes great fun.

• Would you do it again?
Yes.


Summary of Participants Opinions and Reactions:
Overall, the participants enjoyed getting involved. They had positive things to say about our event

Financial Results
Our budget was adaquate amount, and we spend about 2/3 of it on decorations and prizes and certificates

Community Perceptions
The WinterFest participants politly stopped staking for 10 minutes for the 80's on Ice show. We did not give evaluations to the spectators to see how they felt about this. The show was not lengthy and the ice skaters were welcome to presume skating after the short ice show.

Committee Observations and Opinions

Samantha Bowman

I think that 80’s on Ice was totally Rad! As a committee we fulfilled our goals in providing a time for students to socialize, tap into their creative side, and enjoy the beautiful winter day. It was great to be sponsored and interact with Social Activities because they were very instrumental in advertising our activity along with their Winterfest program. I feel like everyone in our group did their part in preparing for the activity, and resulted in being well organized and exciting to watch the performances.
We did run into a few bumps in the road in that since the weather was so warm the ice was starting to get soft. Also, unfortunately there were not as many people that signed up to do the performance as we planned for, but with those who were there it looked like they enjoyed themselves! The three groups that presented their 80’s dances did fantastic, and made it entertaining to watch. We made sure to give them good rewards! I think it was a success and was a great idea to present to the whole school. I am happy that I was a part of it!

Brooklyn Lamb

I thought the event turned out great. People seemed to be having lots of fun. The performers were so supportive and the show was the perfect length. The 3 performing groups that performed only took 10 minutes away from the ice time and skaters were able to continue staking after the ice show. We had a good turnout and being apart of WinterFest helpout us have an audience.

Kaylie Della Lucia

Emily Steadman

It was so much fun! I wish the ice was a little better. Because of the warm weather it was pretty slucky, but it didn't ruin the fun! Everyone had a great time, no injuries too, which is always good:) Go 80s!

Conclusions and Reccomendations

Samantha Bowman
To do more face-to-face advertising and follow up to try and get more people to participate and watch the activity.

Brooklyn Lamb
Having a sponsor like Social Activities was a huge support to the success of 80's on Ice. 80's on Ice may not have happened if it were not for our sponsor, because we would have had to pay the fee to use the ice rink facility, which was not condusive to our budget. Irronically WinterFest was schedule to happen the same date and location we intended to have 80's on Ice. WinterFest was more than willing to have us apart of their program. This was extreemly supportive to us as we planned our program. If 80's on Ice were ever to be re-done I would highly recommend using the university resources, like the Activities department.

Kaylie Della-Lucia

Emily Steadman
Given the time that we had to throw it all together, I think it turned out pretty well! One thing that I would've done different was to encourage more people to participate in the actual skating performance. It was like pulling teeth to get people to sign up! Though we did advertise quite a bit, I think people assumed that they had to be "good ice skaters" to perform, but it was all about having fun, getting involved and making memories! Maybe we didn't stress that enough. Better advertising as to what exactly we wanted from the participants would have resulted in more people signing up I think. But, overall, it was a blast!

Summer Sartel

Official Advertisement

This was our official advertisement for 80's on Ice event. A member from the 80's on Ice commitee designed it and Social Activities was more than willing to add contact information to the advertisement, print and distribute them. They were printed in flyer form and we distributed them using face-to-face contact at on-campus events, knocking doors at apartment complexes and word of mouth. We also advertised through university update emails that was sent to all students and faculty twice.

WinterFest had an flyer advertisement as well, which we distrubited with our 80's on Ice flyer. Being part of the WinterFest committee, we agreed to help promote this event. Getting people to participate in WinterFest, meant that more people would be present to see our 80's on Ice show.

80's on Ice Videos

The first group to perform was Sparkle Motion. The radical dancers were JJ, Marlayna, Shalyse and Rachel. They danced to "It's Raining Men" and won the award for best costume!


Our second performance was by the one and only, Christian Bond. He frolicked across the ice to "Ghost Busters" and won the award for Best Crash. Always remember that "when there's something strange in your neighborhood...who ya gonna call? Christian Bond!"


The last but not least performance was Stacey and Janet, performed by Brooklyn and Kaylie! They jammed to "Girls Just Wanna Have Fun" and won the Best Song award!






Winter Fest was hosted by Social Activities and had a range of fun stuff to do from sledding, to snowman building, ice skating and just hanging out with friends! It was a fun event to have host the 80s on Ice Performances! Thanks to all who participated and also who came to watch and support the event!