Ball State University Presents: Holiday Bash GLACURH Regional Leadership Conference Program of the Year 2018 Oakland University
Table of Contents Table of Contents 1 Overview 2 Goals 3 Organization 4 Time Frame 5/7 Advertising 8 Funding and Budget 9 Impact 10 Adaptation 11 Evaluation 12 Letters of Support 13/14 1
Overview Holiday Bash is a newer event hosted by Ball State University s Residence Hall Association (RHA). For this event we try and create a space for student gather some holiday cheer and de-stress before finals week. This event is held during the first week of December, right as campus is transitioning into the first finals week of the year and is sandwiched perfectly between our Thanksgiving and Semester breaks. Our RHA provides free arts and crafts supplies, ranging from little stocking to decorate to tree ornaments to color book pages. At the event there is also free hot chocolate, popcorn, and pizza. On top of this, there is also an ugly sweater themed long sleeve tee-shirt that is given away to the first 100-150 students to arrive. Those in attendance can also use the photo booth that is set up and have the pictures either texted or emailed directly to them. Holiday Bash has the potential to become a strong signature event due to the timing within the semester. The past two years, attendance for this event has hit roughly 500 students and it is something that returning students often look forward to. By offering the alternative activities, everyone had the ability to get into the holiday spirit and enjoy themselves. 2
Goals Going into this event there were several goals in mind, but like every RHA even there were two major standards that drove the decision-making process. Those being, how big of an impact will this have on the student population, and, could this potentially become a campus tradition. The Fall Semester is tough. There are three breaks from classes, and there is also a portion of the population learning how to exist outside the scope of their parent/guardians. With all of the breaks setting a routine could be deemed difficult and can cause stress to the campus population. One of the main goals with Holiday Bash is creating an event that students can use to escape from stress for a bit. We try to create a space where students can partake in holiday like festivities with the new families they have created on campus. The other goal being, creating a signature event for the end of the year that is similarly as popular as our first fall event. By the November/December time frame our RHA mostly focuses on sponsoring and facilitating smaller events, so Holiday Bash is a good change of pace. The event also regularly has brought in hundreds of students, and every year Hall Directors look forward to learning about the year s tee-shirt design. 3
Organization The most important part of planning this event is making sure we shirts designed and ordered in time for the event. Another large piece is making sure we have a space large enough for the amount of people who come into the event. This event is very much in the hands of our Activities Director. With the scope of a holiday bash being broader than one could imagine, narrowing down crafts and figure out foods can sometimes prove to be challenge. This past year we had roughly 3 different craft stations, a coloring station, pizza, hot chocolate, and a raffle that students could enter to win a winter themed prize. 4
Time Frame Thursday, December 7, 2017 3 weeks out: Secure location Time Tables 2 weeks out: Prep and finish promotional materials contact food places to make sure orders are possible 1 week out: Place all orders for food and hot chocolate An exec member goes out and buy raffle prizes Materials need for arts and crafts is procured 5
Time Frame Thursday, December 7, 2017 Day Of 6:00 pm- The Activities Director handed us a map of how to most effectively use the space. 6:15 pm- Table clothes placed, and craft supplies set out 6:30 pm- Food and drink set out 6:45 pm- Volunteers are given their duties to make sure the event runs smoothly 7:00 pm- 9:00pm Run the event 9:00 pm 10:00 pm- Clean up 6
Advertising Most of the adverting for this program was done mostly through printed flyers. These were done standard posters sized, 13 by 17 inches, which included our RHA logo. For this event we also had a photo booth and we posted proofs of the t-shirts that the first 100-150 attendance had the opportunity to receive. 7
Funding and Budgeting Holiday Bash was a one of our more expensive events in comparison, costing us $3,702.56. A majority of our funds went to the roughly 200 shirts purchased for the event and the photo booth that attendees were able to use. The food purchased was Little Caesars Pizza and we also bought hot chocolate and coffee from Starbucks. The supplies we bought were little canvases, paint, plastic ornaments for students to decorate and raffle prizes. 8
9 Impact The impact of this event is tremendous. As soon as weather becomes cool enough, students are wearing the shirts from the program, and are asking about when the next one is. Because classes go until the second week of December with finals week following, providing a space to de-stress before going into finals is incredibly useful. Having the event have an open holiday focus allows for the community to be able to come together and celebrate the season together. Our Executive Board and Rep Volunteers are always excited to see what the shirt design is for the year and always leaving have a great time and are excited about the opportunity to create crafts.
10 Adaptation Holiday Bash is easily adaptable for other campuses. Finding any room to host a large number of people, that would also be easy to clean up craft messes would make the best location. Because of the amount of people that could show, making sure the space has proper ventilation and maybe propping a door open make the room the more bearable for people. There isn t much else that is need.
11 Evaluation Doing this event in the future we will look into finding a larger room. Due to the amount of people who attend the event, people often don t have a chance to sit and stay as long as they may want, and shirts are handed out incredibly fast. The only critique of the event are ones that would require a bigger space and a larger budget to ensure more guest can get a shirt and space to in the event room.
Letter of Support 12
Letter of Support 13
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