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.
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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
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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
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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
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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

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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
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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
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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

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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

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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
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Responses from Students
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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!!

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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