Ball State University presents... Fire and Ice. Program of the Year GLACURH 2014 Indiana State University October 31 November 2

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1 Ball State University presents... Fire and Ice Program of the Year GLACURH 2014 Indiana State University October 31 November 2

2 Table of Contents 1 Letter to Reader Program Description Goals Program Logistics Event Breakdown Schedule of Events Advertising Positive Effects Uniqueness Student and Community Involvement Evaluation Budget Implementation on Other Campuses Letters of Support...15, 16, 17

3 2 Hey GLACURH! It is with great enthusiasm and Cardinal Pride that we present Fire and Ice for consideration as Program of the Year 2014 for the GLACURH region! Although this event has been a tradition on Ball State s campus, in the past few years program interest has declined. We wanted to change the program, giving it a completely new identity. A group of residents took the challenge head on, completely revamping the program resulting in our largest single-day event turnout! Fire and Ice is a social program, focusing on community development through healthy competition while providing a fun and safe atmosphere for a Friday night event. Ball State University believes this program is applicable on any campus, as it is able to be altered to meet the specific needs of each university. Through representative involvement, student feedback, and the overall boost in RHA moral, Ball State is ensured the event is a success, and would be a great contribution to the GLACURH world. And now, Ball State University is proud to present Fire and Ice. Thank you for your consideration! With MOWII and Cardinal Love, Ball State University NCC/HCC Letter to Readers

4 Program Description 3 Fire and Ice is Ball State s non-traditional take on the traditional Valentine s Day dance. The residence halls were divided into East (Fire) and West (Ice) sides of campus, allowing friendly competition. Residents were given a red or white plastic egg to return at the dance to help their hall win a prize. The dance featured a DJ, ice sculpture, smores bar, mocktails, and various other refreshments. Entertainers were brought in and elements of fire and ice were implemented throughout the event. Students had a lot of fun, allowing for a successful event.

5 4 Goals Stress Relief - Provide a safe and fun atmosphere on a Friday night Community Development - Foster growth through healthy competition, encouraging residents to leave their rooms and come together Promote Leadership - Gave reps necessary resources/guidance to plan and implement a successful program Campus and Community Collaboration Worked with University Dining and local Muncie companies Bring life to an Older Residence Hall - Held the event in one of Ball State s oldest residence hall

6 Program Logistics 5

7 6 Event Breakdown Ice Side: Cool down area Food Drinks Ice Sculpture Fire Side: Entertainment Dancing DJ Entertainers

8 Schedule of Events 7 November Gather and share ideas Solidify ideas with General Assembly December Finalize vision January Iron out details Begin PR February Double-check details Continue PR Host event!

9 Advertising Main Fliers 8 Fliers Social Media Dining Plastic red and white eggs Egg Stuffers

10 Positive Effects 9 Closer Hall Unity - Encouraged reps and residents to get more directly involved in the event. Better General Assembly Community - Reps were encouraged to work together to implement a successful program. Value to Representative s Positions - Reps had a strong voice and were given more of a reason to actively engage because of the power they had. Rep. Leadership Development - Reps learned the ins and outs of program development. They were taught to voice their opinions and listen to the needs of campus. Improved Campus Views of LaFollette - LaFollette is one of Ball State s oldest residence hall. By hosting Fire and Ice in LaFollette, we sparked new life in the building.

11 Uniqueness Eggs - The eggs were something no organization had done before so they stood out. Students returned the eggs at dance so we kept a large sum for future use. Campus-Wide Competition - Halls learned that the events themselves did not have to be a competition, but rather halls could have a friendly competition and come together after. New Spin on Campus Tradition Previously, the dance was based on Valentine s Day. RHA utilized the Student Center and got an ice rink. Turnout for the event hit an all-time low in Hands-off Exec Approach - RHA s main goal is leadership development. The exec board had heavy involvement in event planning fall semester. Spring semester was more hands-off, allowing reps to have direct experience with event planning. 10

12 Student and Community Involvement 11 Rep. Involvement - Our reps had a large voice in the planning and implementation of the event. Eggs - The reps were encouraged to hand out eggs and residents attending were encouraged to return the eggs. University Dining - Partnering with Dining allowed us to have unique food items at a good price. Local Companies - We supported the Muncie community by collaborating with local companies to provide entertainment.

13 Evaluation Prior- Details were approved by the Activities Committee, Activities Director, executive board, and advisors. Ideas were presented to the General Assembly for final review. 12 During - Social media outlets were used to track public opinion. Students were encouraged to tag Ball State s RHA Twitter handle in tweets about the event so all positives and negatives could be evaluated. After - The Activities Committee, GA, and hall councils had debriefs. Weeks after the event students were still talking about how much fun they had.

14 Budget: Advertising Eggs $ Fliers/Posters $ Total $ This year, RHA had a unique opportunity to have a budget surplus which we used to reinvigorate Fire and Ice. Entertainment DJ (includes lightning) $3165 Hula Hoopers $2375 Snow Globe Queen $ Food Smores Bar Buffalo Chicken Dip w/ Pita Chips Spinach Artichoke Dip w/ Pita Chips Fruit Assorted Chocolates and Mints Mocktails Total $1715 Total $7915 Miscellaneous Decorations (vases, foam snowflakes, etc.) $ Ice Sculpture $1300 Prizes $ Total $ Event Total: $11,794.10

15 Implementation on Other Campuses We understand everyone does not have the liberty to spend large sums of money on events. This is what Ball State would have done with a smaller budget. 14 Advertisments Use social media Free black and white printing on campus Encourage reps to hang fliers in their halls and spread the word Speak at other campus organization meetings Entertainment Advertise for student DJs/performers Contact campus dance and music groups Find businesses that are commonly used by other campus groups for possible discounts Food Collaborate with on-campus dining facilities Find volunteers to cook/bake items Use prepacked items from the store Miscellaneous Simpler is better Make decorations/ask for supply donations from reps Use previous supplies/decorations (if available) See what halls have to offer Collaborate with other organizations to receive cosponsorships

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