Exceler8s II: Project Charter
| |
|Exceler8s II: |
|Final Deliverable |
| |
Brian Allison
brialliso@
650-996-8803
Steve Bauer
Steven.bauer@colorado.edu
407-701-3097
Aaron Bornstein
Aaron.bornstein@colorado.edu
720-641-8381
Sam Houpt
houpt@colorado.edu
970-618-8406
Joyce Jung
Joyce.jung@colorado.edu
719-231-3246
Sarah Martinez
Sarah.martinez@colorado.edu
303-881-4684
Leann Tatelman
Leann.tatelman@colorado.edu
303-589-4172
| |
Contents
Deliverables not yet completed or works in progress
Project Charter Changes
Project Charter……………………………………………………………………………………...……….….3
Fall Roles & Responsibilities…………………………………………………………………………………..6
Risk Management Plan…………………………………………………………………………………………7
Schedule……………………………………………………………………………………………………….10
Stakeholder Analysis…………………………………………………………………………………………..12
Cost/Benefit Analysis……………………………………………………………………………………….....14
Work Breakdown Structure…….……………………………………………………………….......................22
Logistics Deliverables
Marketing Deliverables
Sponsorship Deliverables
Change Management Plan
Quality Assurance Plan
Status Reports
Meeting Minutes
Lessons Learned
Colorado River Plan Executive Summary……………………………………………………………………..16
Premise, Conflict, Tension, Turning Point and Resolution……………………………………………….…...26
Similar Events Research……………………………………………………………………………….………24
First Deliverable
Deliverables not yet completed or works in progress
Many of our deliverables throughout the course of this project have been contingent upon on people outside of the Leeds group and thus many deliverables are still a work in progress or have been pushed to later in the development cycle.
• The donation process specifics to be developed by Brian and Jon Hartman and will be processed through the website.
• Publishing of further articles, distribution of further email blasts, production of a physical banner, development of a t-shirt concept, finalization of fliers for distribution, and production of further event calendars still needs to be done.
• The Information Packet has not been produced at this point, as many key details are still in the air.
• The operating budget deliverable is being handled by Brian and the donation tracking spreadsheet is to be integrated with the website donation process to be established by Jon Hartman.
• Cost/Benefit Analysis not complete based on final event data still being unknown.
• The itinerary deliverable moved to logistics deliverable section and is currently in a tentative state as portions of the event plan may change.
• Determine personal expenses to the attendees (rental gear, transportation, food).
• Contract with transportation companies and happy hour location.
• Plan event competition and associated prizes.
• List of signed on sponsors and donators to be handled in January.
• Spring semester project schedule to be developed in January.
• Jon is taking over the set up of the individual participant sponsor program on the website.
• Create silent auction company list
• Brian needs to sign the contract with Devil’s Thumb
• Make a list of contests for the event
• Organize dinner and silent auction logistics
• Put together SWAG bags and check-in packets for hotels to hand out at check-in
• Contact seminar speakers
• Determine how registration table will work
Deliverables not yet completed or works in progress continued
• Get breakfast donated
• Confirm happy hour location and logistics
• Confirm transportation logistics
Project Charter Changes
• Changed original contact list from 120 people to 250 people because we broadened our target audience from the previous year in order to meet higher participation.
• Updated the project purpose to reflect our narrowing down of the CO River Project to the Priority Waters Project.
• Updated the project purpose to show the change from Berthoud Pass to Jones Pass.
• Specified Marketing Submissions which include event calendars, articles, website content, save the date, and banners to clearly define our work.
• Shifted the objective of reaching out to community for support from marketing to sponsorship as it became the focus of this team group.
• Shifted the objective of organizing the participation of corporate sponsors in our event from logistics to sponsorship as the duty changed throughout the project process.
• Shifted the donation process objective to the marketing team from logistics as the marketing team is working with the registration and donation processes through the web designer, Jon Hartman.
• Removed technology applications as a project objective as it was removed from the overall plan by Brian.
• Removed weather cooperation from project assumptions as it can not be assumed but can be planned for.
• Added Project assumptions that participants are willing to pay for outside costs related to the event, and that we will be able to meet the capacity needs of the event at our chosen dinner venue.
• Added specification to marketing deliverables and updated the deliverables with Communication, Risk Management, Cost Benefit, and quality assurance plans.
• Added further detail to roles and responsibilities and updated responsibility changes
• Added a section for outside help to the roles and responsibilities section.
• Added details and new risks to the risk management plan to specify significant risks.
• Removed Berthoud Pass Risk as we changed that portion of the event to Jones Pass.
• Updated schedule as original schedule changed dramatically based on Winter Park Delays.
• Added more stakeholders to Stakeholder Analysis
• Updated the Cost/Benefit Analysis for known costs and benefits related to those costs.
• Updated tentative itinerary with more specific details
Project Charter Changes Continued
• Updated work break down structure for changes in roles and responsibilities and the new deliverables required of the project
• Added 5 more similar event research
Project Charter
|Project Purpose: |
|The purpose of this year’s Exceler8s II event will be to bring the community together in support of the Colorado Nature |
|Conservancy’s Priority Waters Project (PWP), a subset of the Colorado River Project. The event will focus on creating awareness of|
|the project over the span of a two and a half day fundraiser event that will encompass everything from a relaxing and fun |
|experience on the slopes of Winter Park to challenging guided tours through Jones Pass. |
|Mission Statement: Appreciate and celebrate the life experience of accomplishing achievements not thought possible by extending |
|oneself physically and mentally in a team environment. |
|Create an outlet for participants to develop team building skills. |
|The Winter Park Experience will offer a relaxing and fun environment. |
|The Jones Pass Experience will offer a challenging team-building experience. |
|Prioritized Measurable Objectives: |
|The mission of the subsequent objectives is to create an effective business model for the Exceler8s event by developing |
|relationships with individual donors as well as corporate sponsors to connect with attractive charities, in this case The Nature |
|Conservancy’s PWP. This will be accomplished through the completion of the following: |
|Marketing Plan: |
|Develop and implement a marketing and sponsor plan to explain Exceler8’s purpose and recruit 120 individual participants and |
|multiple corporate sponsors |
|Develop and distribute information packet and fliers containing specific details of the event and donation processes to 250 |
|potential participants |
|Develop all marketing submissions (Event Calendars, Articles, Website Content, Save-the-Date, Banners) |
|Develop a logo and other brand assets to create a sustainable identity for the event and increase awareness (t-shirts, banners) |
|Press release with corporate sponsor (news articles) |
|Identify and implement appropriate organization structure and process for collecting and distributing money donations (Exceler8s |
|501C3 and website) |
| |
|Sponsorship: |
|Set up the individual participant sponsor program |
|Create solid relationships with a minimum of ten corporate sponsors to help fund the event |
|Develop marketing strategy to meet each corporate sponsors’ goals (incentives)- Utilize base template and modify for individual |
|companies |
|Raise at least $30,000 in donations from individuals and corporate sponsors |
|Drive attendance of no less than 120 people for each day and confirm no less than 75% of attendees in advance of the event (date to|
|be determined) |
|Reach out to community for support (businesses, CU, students, winter sports enthusiasts, environmental organizations) |
|Organize the participation of the corporate sponsors in the event based on agreements of sponsorship |
| |
|Logistics and Operations Plan: |
|Use Webex as main communication tool for managing the project |
|Develop and plan an itinerary for the 2 ½ day event, creating challenging team building events along with technical instruction |
|from the Winter Park and Jones Pass guides |
|Develop a budget and a management process for the two and a half day event |
|Secure banquet room and catering services for Exceler8’s happy hour day 1, dinner on Day 2 and breakfast each day |
|Technology Plan: |
|Design and develop a simple website for promotion and communication purposes such as information channels, marketing, registration,|
|and tracking donations |
|Update the website for online-donations and registration. |
|Utilize WebEx for internal communications |
|Project Manager Authority: |
|In order for this project to be successful, the project manager will need the authority to: |
|Approach potential corporate sponsors for donations |
|Communicate with Winter Park and Jones Pass management and resort for logistics and operations |
|Recruit attendees for participation |
|Communicate with charities |
|The project manager does not have the authority to do the following without first getting the project sponsor’s approval: |
|Distributing funds |
|Making final commitments and securing all reservations for event location, banquet hall, base camp and necessary equipments. |
|Project In-Scope: |
|Create awareness for individual and corporate sponsors about the Exceler8s event through marketing initiatives |
|Raise money for the selected charities by recruiting individual and corporate sponsors to donate through Exceler8s 501C3 |
|Plan events to foster team building skills and individual accomplishment |
|Create a fun and enjoyable atmosphere for individual participants |
|Determine liability coverage for participants |
|Project Out-of-Scope: |
|Secure mountain reservation for Feb. 24-26 |
|Get access for all team members to Cisco technologies |
|Communicate fund matching with Cisco’s charity group |
|Gathering funds to distribute to charity |
Project Charter Continued
|Project Assumptions: |
|Winter Park and Jones Pass will provide means necessary to accomplish this event such a mountain guides, rental equipment, lift |
|access, and mountain liability form. |
|Sufficient funds will be raised to positively impact TNC |
|Registration fees will help mitigate cost of event |
|Majority of donations will come from corporate sponsors with increased emphasis on a Silent Auction and incentives for individual |
|donations through competitive processes |
|The raised funds will go towards the Colorado River Basin Project, more specifically the Priority Waters Project |
|The increased appeal of Winter Park to the Front Range should help drive participation |
|Participants will be willing to pay the registration costs, lodging costs, and other costs to attend the event. |
|We will be able to hold all of our participants in the dinner venue chosen. |
|Deliverables: |
|A list of corporate and individual sponsors and committed donations |
|Promotional and informational website |
|Operating budget and donation tracking spreadsheet |
|Cross functional program plan including critical success factors |
|2 1/2 day event itinerary |
|Event T-shirt, banner, logo, wristbands (giveaways) |
|Marketing plan including logo, website, advertising submissions (Event Calendar, Articles, Press Releases, Fliers, Save-the-Date, |
|and subsequent email blasts), and information packet |
|Final contact list for sponsors |
|Meeting Notes and Status Reports |
|Website Plan |
|Sponsorship Plan |
|Stakeholder Analysis |
|Risk Management Plan |
|Cost Benefit Analysis |
|Quality Assurance Plan |
|Logistics Management Plan |
|Feedback from participants and sponsors on possible improvements for 2011 (Lessons Learned) |
Approved by: Project Sponsor orally during meeting Date: 9/16/09
Subsequent changes made throughout semester w/ client approval at meetings
Fall Roles and Responsibilities
|Steve and Joyce |Meeting coordinator with Brian, TNC and team members |
|Team Members |Plan group meetings |
|Marketing |Coordinate with external team members |
| |Design/distribute t-shirt, fliers, logo, information packet, |
| |email blasts, press release, Joint Marketing and save the date |
| |Marketing Plan to intrigue participants |
| |Promote using Social Networking |
| |Design donation process with Jon and Brian |
| |Develop Website Content |
| |Update Email Contact List |
|Aaron and Sam |Recruit corporate sponsors |
|Team Members |Collect and facilitate donations |
|Sponsorship |Design sales pitch |
| |Determine Winter Park sponsor restrictions |
| |Coordinate with Chad about previous sponsorships |
| |Assist other groups as necessary |
| |Set up individual sponsor program |
| | |
|Leann and Sarah |Coordinate lodging |
|Team Members |Coordinate banquet rooms |
|Logistics |Coordinate food/happy hour |
| |Coordinate transportation between locations |
| |Coordinate events/competitions/pricing |
| |Determine base camp/registration location |
| |Plan event logistics |
| |Facilitate $30,000 participant donation event |
|Outside Help: Jon, Chad, Kathryn and Brian |Kathryn and Brian: |
| |Budget management |
| |Provide WebEx access |
| | |
| |Jon |
| |Website development |
| |Graphic designs |
| | |
| |Chad |
| |Help develop website content – history |
| |Sponsor support |
Risk Management Plan
|Risk/Cause |Likelihood |Impact |Minimize Cause |Current Status |Action Items |Responsible Person |
|Weather | | | | | | |
|No Snow |Low |High |No Control |Unknown |Alternate Activity Plan |Collective |
|Blizzard |Medium |Med-Low |No Control |Unknown |Judge severity and implement|Winter Park & Jones Pass |
| | | | | |alternate activities |Guides |
|Avalanche for backcountry |Low |High |No Control |Unknown |Delegate to Jones Pass |Winter Park & Jones Pass |
|activities on Jones Pass | | | | | |Guides |
|Road Closure |Low-Med |Medium |No Control |Unknown |Suggest alternative routes |Collective |
| | | | | |and adjust schedule as | |
| | | | | |needed | |
|Ice / No Powder |Medium |Medium |No Control |Unknown |Adjust Schedule as needed |Collective |
|Technology | | | | | | |
|Insufficient Electricity for |Low |Low |Use battery powered |Functional |Change location and utilize |Cisco Tech. |
|Exceler8s Central | | |appliances | |generators | |
Risk Management Plan Continued
|Risk/Cause |Likelihood |Impact |Minimize Cause |Current Status |Action Items |Responsible Person |
|No Internet Connection |Low |Low |Eliminate Contest Tracking|Functional |Proceed with dinner |Brian |
| | | |from program | | | |
|Cisco Technology- WebEx- |Low |Medium-High |Individual documentation |WebEx accessible |Eliminate from program |Cisco Tech. |
|Not Available | | |backup | | | |
|Website Malfunction- |Low |High |Consult technical support |Forwarding current |Fix it |Jon and Steve |
|Donation and Registration | | | |website while waiting | | |
|Process | | | |on domain transfer | | |
|Website Development |Med |High |Work with Jon to ensure |Live site, not |Donation and Registration |Jon and Steve, and all|
|Delayed | | |timely development |completely functional |processes need to be |Teams |
| | | |Develop Website Work Plan | |implemented, additional | |
| | | | | |content development needed| |
|Donation or Registration |Low |High |Consult Brian and Jon and |Donation Process under |Repair Issue and track |Brian and Jon |
|Process Error: incorrect | | |Application technical |development |errors down | |
|information input, lack of| | |support |Registration Process | | |
|information tracking | | | |under development | | |
Risk Management Plan Continued
|IT Professionals don’t |Low |Medium |Confirmation |N/A |Improvise and set up |Collective |
|show up | | | | |available technology | |
|Schedule, Logistics, | | | | | | |
|Communication | | | | | | |
|Late Donation and |Medium |High |Reminders and confirmations: |Waiting on website application |Assertively pursue |Collective |
|Registration could limit | | |Email blasts and Early |functionality |previously guaranteed | |
|our ability to plan | | |registration | |funds and promote event | |
| | | | | |early | |
|Unresponsive Contact for |Medium |Medium |Follow up emails and calls |N/A |Assertively communicate to|Collective |
|Joint Marketing, | | |Develop Communication Plan | |ensure participation | |
|Sponsors, Stakeholders, | | | | | | |
|Winter Park, and Jones | | | | | | |
|Pass | | | | | | |
|Deliverables and |Med |High |Time management |Many original deadlines were |Contribute as team and |Collective |
|deadlines not met due to | | |Regularly Scheduled Meetings |pushed back due to Winter Park |return deliverables | |
|scheduling conflicts | | |with Client and Stakeholders |hosting delay |promptly | |
Risk Management Plan Continued
|Marketing Plan Fails |Med |High |Determine Media submission |Advertising underway through email |Continue to Advertise |Marketing Team |
|to reach potential | | |deadlines |blasts, website, Calendars, |through different media | |
|participants and | | |Use news, radio, tv, internet, |magazine articles, and fliers |and word of mouth | |
|sponsors in a | | |and other varied forms for | | | |
|reasonable time | | |advertisement | | | |
|Winter Park will not |Med |High |Contact Winter Park agent and |Moving forward with Winter Park |Develop Event Details and |Brian and Logistics|
|be a viable hosting | | |their bosses if necessary to |Plan. |Finalize Itinerary |Team |
|option due to | | |ensure timely interaction | | | |
|unresponsive contacts | | |Develop Contingency Plan | | | |
|Jones Pass will not be|Med |High |Maintain contact with Berthoud |Cancelled for Jones Pass |None |Logistics Team and |
|a viable option | | |Pass backcountry guides | | |Brian |
Risk Management Plan Continued
|Jones Pass guides |Med |High |Maintain contact with Power |Agreed to work with Exceler8s event |Develop backcountry |Brian and |
|will not be able to | | |Addiction guides | |options |Logistics |
|host backcountry | | |Provide them with business | | | |
|skiing | | |incentives | | | |
|Participants are |High |High |Promote early bird special, |Registration not started |Set up the registration |Jon |
|unwilling to pay high| | |clarify what the registration | |process on website | |
|registration costs | | |costs covers | | | |
|Venue cannot hold all|Low |Med |Keep track of registered |Unknown |Talk to Devils Thumb about|Sarah and Leanne |
|participants | | |participants | |different options to | |
| | | | | |expand capacity | |
|Sponsorship Risk | | | | | | |
|Sponsors are not |Med |High |Creating a good sales pitch |In progress |Actively seek |Sam and Aaron |
|interested | | | | |sponsorships, aggressive | |
| | | | | |contact methods | |
|Lack of response from|High |High |Multiple contact mediums |In progress |Follow up |Sam and Aaron |
|sponsors | | | | | | |
Risk Management Plan Continued
|Lack of title |Med |Med |Increase the number of |In progress |Utilizing Tom Wright to |Sam and Aaron |
|sponsor | | |interested sponsors | |facilitate communication | |
|Resources | | | | | | |
|Adequate facilities |Low |High |Site Inspections and |N/A |Backup plan and respond as|Winter Park |
|(base camp, banquet | | |confirmation | |needed with frequent | |
|room, and ski area) | | | | |communications | |
|not available | | | | | | |
|Lack of donations |Low-Medium |High |Active marketing and |N/A |Implement donation process|Collective |
|from sponsors and | | |follow up communications | |and proactively obtain | |
|participants | | | | |sponsors | |
|Suppliers do not |Low |High |Confirmation and |N/A |Secure by scheduled date |Collective |
|deliver equipment or| | |Communication | | | |
|agreed items | | | | | | |
|Registration price |Low-Medium |Medium |Limit cost to participant.|Still determining registration price.|Focus on limiting costs to|Collective |
|will deter students | | |Appeal to students with | |participant by finding | |
|from attending | | |environmental or winter | |deals in WP and JP. | |
| | | |sport interest. | | | |
Risk Management Plan Continued
|Weekday event will |High |High |Hosting event closer to the |Marketing to a diverse audience and |Continue raising awareness|Collective |
|limit participant | | |front range. |raising awareness early enough for |through marketing. | |
|involvement | | | |participants to plan | | |
|Completion of 5013C |Medium |High |Timely Registration of |Bank Account recently established. State |Confirm federal status. |Brian |
|Status. (State and | | |5013C. |status established | | |
|Federal Status, Bank| | | | | | |
|Account active) | | | | | | |
Schedule
|Week |Tasks |
|9/11/09 |Meet with Brian and all group members |
| |Receive general information on project and start to discuss individual duties |
| |Plan future meetings |
| |4. Meet with Hitachi consultants |
|9/16/2009 |Meet Brian |
| |Stakeholder analysis and cost benefit analysis |
| |Meet with Brian to plan more specific sponsorship/participant opportunities and some event logistics |
| |Define website requirements |
|9/23/2009 |Meet with Brian |
| |Sponsorship |
| |Event specifics |
| |Develop Risk Management Plan |
|9/30/2009 |First Deliverable Due |
| |Develop presentation for client approval |
| |Meet with Brian |
| |Sponsors |
| |Event logistics |
| |Website teleconference with Jon |
| |Discuss marketing pitch and purpose |
|10/7/2009 |Meet with Brian |
| |Status Report |
| |Begin formulating list of sponsors to approach |
| |Inform Chad about event and understand his approach from last year |
| |Develop marketing plan |
| |Develop marketing contact list |
| |Create initial list of sponsors to approach |
| |Inform Chad about event details and understand his approach from |
| |last year |
| |Research lodging options |
| |Research possible rooms at WP for dinner and auction |
| |Research possible base camp options |
| | |
| | |
|10/14/2009 |Meet with Brian |
| |Sponsorship progress |
| |Logistics |
| |Talk with Jon about website development |
| |Investigate sponsor restrictions |
| |Formulate Sponsor letter with Executive Summary |
| |Devise plan of attack for conference and other sponsors |
| |Develop initial event logo |
| |Investigate sponsor restrictions |
| |Formulate sponsor letter with Executive Summary |
| |Devise plan of attack for conference and other sponsors |
Schedule Continued
|10/21/2009 | |
| |Meet with Brian |
| |Update Risk Management Plan |
| |Prepare and attend R.A.C.E. Conference |
| |Updates from Chad/Aaron/Sam |
| |Chad Contact Suunto, BCA, Black Diamond, Mammot |
| |Generate a contact list for the newspaper and magazines |
| |Prepare and attend RACE Conference |
| |Chad contact Suunto, BCA, Black Diamon and Mammot |
|10/28/2009 |Meet with Brian |
| |Sponsors |
| |Event Itinerary |
| |Fundraising |
| |Develop Quality Assurance Plan |
| |Update team on R.A.C.E Conference |
| |Contact Wright Group, Outdoor Elevations, Headsweats, and CU |
| |Contact athletes for silent auction |
| |Breakdown of information needed for the website from team members |
| |Contact newspapers and magazines |
|11/4/2009 | |
| |Silent Auction |
| |Transportation |
| |Sponsorship Benefits completed |
| |Sponsorship Deadlines Discussion |
| |Finalize Big name sponsor list |
| |Determine ineligible companies based on hotel, resort and restaurant selection |
| |Develop Save the Date |
| |Develop press release information to be sent |
Schedule Continued
|11/11/2009 |Contact/Follow up with Big name sponsorships |
| |Finalize Sponsorship Proposal |
| |Finalize Event Details for pitch |
| |Updates from Chad/Aaron/Sam |
| |Follow up with Winter Park Sponsors |
| |Determine involvement from other group members |
| |Update materials with signed-on sponsors |
| |Saved the Date contact list developed |
| |Contact Meredith from Outdoor Elevations for a possible press release |
| |Develop initial calendar plan |
| |Research other options for dinner and auction |
| |Decide on Devil’s Thumb Ranch for venue for dinner/auction |
| |Get pricing for bracelets |
|11/18/2009 |Draft Presentations for feedback |
| |Update event planning, marketing, website, and sponsorship |
| |Draft Sponsorship Presentation for feedback |
| |Finalize Silent Auction donation list |
| |Determine involvement from other group members |
| |Update materials with signed-on sponsors |
| |Meeting with TNC |
| |Website front page in place |
| |Send out Save the Date |
| |Design banner and send the banner to snowforecast |
| |Publish first online article with First Tracks Online Ski Magazine |
| |Send out detailed information to Meredith regarding the article |
| |Research possible transportation methods |
|11/25/2009 |Fall Break |
| | |
| |Finish and finalize Sponsor Packet as coached by Wright Group |
| |Check in with Snowforecast regarding the banner |
| | |
|12/2/2009 |Develop lessons learned |
| |Develop plan for closing project |
| |Update on sponsorships and donation items |
| |Develop post-class plan |
| |Follow up with newspaper and magazines about event calendar and article press release |
| |Decide on base camp |
| |Establish event itinerary |
| |Research happy hour locations and drink specials through distributors |
|12/9/2009 |Final deliverables |
| |Final Client Presentations |
| |Performance reviews |
| |Have a fully functional website in place |
Initially Approved By: Project Sponsor on 9/23/09 and updated at weekly meetings as changes made throughout semester. The project dates have shifted dramatically as they have been contingent on external parties completed tasks.
Stakeholder Analysis
|Name |Organization |Role |Interest |Influence |Expectations |Ways to Manage Expectations |
|Brian Allison |Exceler8 II |Project Manager/Project |High |High |Weekly status meetings, |Attend weekly meetings, get |
| | |Sponsor | | |budget/spending approval, |approval for every piece of |
| | | | | |part of the brainstorming |project, turn in |
| | | | | |process, successful and |deliverables, keep updated |
| | | | | |timely completion of | |
| | | | | |project, complete | |
| | | | | |deliverables | |
|TNC- Taylor Hawes |The Nature Conservancy |Project Beneficiary |High |Low |Funds raised to contribute |Reach donation goal of |
| | | | | |to Priority Water Project |$30,000 and attendees for |
| | | | | |and meet fundraising goal |awareness |
|Brad |Winter Park |Project Coordinator |Medium |Medium |Added business for Winter |Work together to establish |
| | | | | |Park resort, a successful |lodging, event location, |
| | | | | |event, PR |logistics, etc. |
|Sponsors |Sponsor Companies |Project Sponsors |Medium |High |PR/advertising, recognition |Establish ways to give |
| | | | | | |recognition and make sure |
| | | | | | |they are well known at event|
|Student Group |University of Colorado |Project Team |High |High |Successful and timely |Stay on task, don’t wait |
| |Boulder Students | | | |completion of project, high |until the last minute, |
| | | | | |grade |communication among team |
| | | | | | |members |
Stakeholder Analysis Continued
| | |Project Grader |Medium |Low |Complete and timely |Complete work ahead of time,|
|Jim Marlatt |CU Boulder Faculty | | | |deliverables |meet deadlines |
|Cisco |Cisco Systems |Project Sponsor |Low |Low | Put on a successful event, |None |
| | | | | |meet Brian’s standards | |
|Mentor |Hitachi |Project Supervisor |Medium |Medium |Successful communication |Maintain communication |
| | | | | |between all parties, |channels, get help with |
| | | | | |problems/issues solved |issues that come up |
|Markus Beck |Alpine World Ascents |Director of Guides |High |Medium |Communication about guided |Maintain communication |
| | | | | |trips, while staying within |through email and phone and |
| | | | | |limits of business. |expectations for |
| | | | | | |participating in the event. |
|Participants |n/a |Funding source |High |High |Have a good time for a good |Timely communication. |
| | | | | |cause and establish a |Experience meets |
| | | | | |successful marketing |expectations |
| | | | | |campaign to show that their | |
| | | | | |attendance is necessary for | |
| | | | | |the event. | |
|Jen Triplett |Devil’s Thumb Ranch |Event Coordinator |Low |High |Execute event at the |Communicate in timely manner|
| | | | | |location |and establish details before|
| | | | | | |signing the contract |
|Jamie Walter |PowderAddiction |Cat skiing tour guide |Low |High |Sign contracts |Meet communication deadlines|
| | | | | | |and sign contract |
Cost/Benefit Analysis
This is our planned cost benefit analysis for the Exceler8s II Event. Our project has not reached the point where we are able to produce meaningful numbers for each of these categories.
The following considerations are currently guiding the parameters of our project:
1) Holding the event in Winter Park and Jones Pass this year instead of Silverton Mountain will present the project team with the benefit of Winter Parks proximity to the Front Range, which is the community we are trying to appeal to and support; however, working with a new city with a separate set of rules will present new challenges.
2) By dividing the location of our event we will be able to appeal to more participants, but we will also have to handle the logistics of coordinating the two parts of the event.
Within the planned project we are dividing the experience across two locations:
A) Winter Park: to provide a fun and relaxing experience that will bring the community together for a good cause
B) Jones Pass: to provide a strenuous team environment through guided tours that will push participants to realize what they are capable of doing.
We have developed this tentative chart to list our considerations for the cost benefits of the event.
| |2009-2010 |
|BENEFITS | |
|TANGIBLE | |
|Donations to The Nature Conservancy |$30,000 |
|Colorado River Project improvements |TBD |
|INTANGIBLE | |
|Work towards a good cause | NA |
|Exceler8 brand equity |NA |
|Exceler8 public recognition |NA |
|PR/advertising for Exceler8s, Winter Park, sponsors |NA |
|TOTAL BENEFITS | |
|COSTS | |
|DEVELOPMENT COSTS | |
|Advertisement/promotion of event |$500 |
|Meeting costs |0 |
|Communication costs |0 |
Cost/Benefit Analysis Continued
|Invitations, save the dates |0 |
|Website set up |~$500 |
|OPERATIONS/MAINTENANCE COSTS |0 |
|T-shirt costs |TBD |
|Covering sponsor costs for free attendance, etc. |TBD |
|Location rentals |0 (waived) |
|Cat Skiing |$3000 (covered by participants) |
|Custom Group Wristbands |$175 |
|Food/drink |~$8000 (depends on number of participants |
| |and is covered by the participants) |
|Transportation costs |TBD |
|TOTAL COSTS |TBD |
|BENEFITS LESS COSTS |TBD |
.
Work Breakdown Structure
[pic]
[pic]
Work Breakdown Structure Continued
[pic]
[pic]
Logistics Deliverables
Tentative Itinerary
EXCELER8S II ITINERARY
February 24-26, 2009
Winter Park, CO
February 24
12 pm: Check in and registration begins at base camp
Check in to hotels and lodging
1:30 pm: Seminar 1 (45 min- 1 hour)
2:45 pm: Seminar 2 (45 min- 1 hour)
5 pm: Happy hour and Brian/Katherine speech
Dinner independently after
February 25
8 am: Breakfast at base camp
9 am: Cat skiing meets at base camp- leave for Jones Pass (we need to confirm times with Jones Pass, I am just estimating)
Free ski begins
Lunch independently
12 pm: Transportation back from Jones Pass (again, needs to be confirmed with Jones Pass people)
5 pm: Cocktail hour at silent auction dinner (cash bar?)
6 pm: Opening speaker
Dinner
7:30 pm: Silent auction
February 26
8 am: Breakfast at base camp
9 am: Cat skiing meets at base camp- leave for Jones Pass (we need to confirm times with Jones Pass)
Free ski begins
Lunch independently
12 pm: Transportation back from Jones Pass
Check out of hotels and lodging begins
Logistics Deliverables Continued
Event Management Plan:
Winter Park:
Contact: Brad Carothers BCarothers@
Wednesday:
Transportation from airport to Winter Park- Roger Headlund at Home James transportation company (970-726-5060)
Hotel Check-in at Winter Park Mountain Lodge or Devil Thumb Ranch
Registration at Exceler8s Central (Either Tent at base of mountain or Level 6 at West Portal Station)
Panel about Colorado River Project/ Guest Speaker TBA- Level 6 at West Portal Station
Happy Hour at Cheeky Monk
Thursday:
Breakfast at Exceler8’s central
Free mountain skiing
Buses to Cirque available
Nastar racing allowed two runs
Transportation to Devil thumb
Silent Auction and Dinner at Devil Thumb Ranch – Contact: Jennifer Triplet jtriplet@
Transportation back to winter park
Friday:
Breakfast at Exceler8’s central
Free mountain skiing
Nastar racing allowed 2 runs
Bus to Cirque available
Check-out of hotels
Jones Pass:
Contact: Jamie Walters Jamie.Walters@
Thursday:
Transportation back and forth from Winter Park to Jones Pass
Guided Cat Skiing
Friday:
Logistics Deliverables Continued
Transportation back and forth from Winter Park to Jones Pass
Guided Cat Skiing
Expenses:
Expenses to Exceler8’s:
1) T-Shirt
2) Bracelets
3) Exeler8’s central room or tent
4) Seminar Room Level 6 at Winter Park rental fee
5) Transportation to Devil’s Thumb
6) Transportation to Nastar Racing
7) Devil Thumb Ranch Room for dinner (waved with $1,500 worth of food)
Expenses for attendees:
1) Registration fee
a. Skiing for two days – lift tickets
b. Jones pass skiing
c. Dinner at Devil Thumb Ranch
d. Nastar two runs
2) Hotel fees (1 or 2 nights)
3) Lunch on Thursday and Friday
4) Donations and auction items
5) Transportation to and from airport
6) Any extra drinks during happy hour
7) Rental equipment for skiing and snowboarding
Booking Contract/Event Only
|ORGANIZATION: |EXCELLER8S |TODAY’S DATE: |11.30.09 |
|CONTACT: |LEANN TATELMEN |SALES MANAGER: |JENNIFER TRIPLET |
|ADDRESS: |1002 UNIVERSITY AVENUE |MASTER FOLIO: |12529 |
|CITY: |BOULDER |STATE: |CO |
|Post As: |S-EXCELLER |
| | |
This Agreement is made and entered into by and between Devil’s Thumb Ranch (“DTR”) and Exceller8s (“Group” or “Contracting Party”), for your event on Thursday, February 25th, 2010 (“Event Date”).
Overnight Accommodations
Devil’s Thumb Ranch will not hold any lodging accommodations; however the group has been offered a discounted rate of $210.00 per room.
Please ask your attendees to call Guest Services at 970-726-5632 and ask for Group Code-S-EXCELLER to make these reservations with special rate.
All room rates are subject to local sales and accommodations tax, currently 6.2% and a $5.00 per day per room for lodging related gratuities including housekeeping, baggage wrangler and concierge services. It includes WIFI, complimentary access to the fitness center and free parking. The group is solely and fully responsible for informing attendees of these charges and that they are a separate from the room rate and taxes. It shall be the group’s sole responsibility to disclose clearly to attendees, in advance of booking and making reservations for rooms supplied by Devil’s Thumb Ranch, any and all additional Devil’s Thumb Ranch charges specified herein.
Check-in time is after 4:00pm. Checkout time is before 11:00am.
Devil’s Thumb Ranch reserves the right to substitute equal or better-appointed accommodations in the event that a portion of the rooms in a particular location is not available due to circumstances beyond control.
Payment Arrangements
Billing instructions:
Incidentals: Individual Pays on Own except what group confirms in writing prior to the event.
Planned Food and Beverage: Group Master Account
Unscheduled Recreation, Individual Pays on Own
Advance Deposits:
The advance deposit indicated within this contract will be credited to the Group’s Master Account upon the Group’s check-in or, in the event of cancellation, applied towards the cancellation fees/liquidated damages set forth herein.
Devil’s Thumb Ranch requires a non-refundable deposit equal to 50% of the Food & Beverage Minimum.
Upon return of signed of contract: 50% of Food & Beverage Minimum equaling $1750.00
14 Days Prior to Event: Remaining Food & Beverage Minimum equaling $1750.00
7 Days after event with Authorized Credit Application: Any food & beverage amount over the minimum food & beverage estimate is due plus tax and service fee
Logistics Deliverables Continued Initial____ Date____
Please note that events booked within 90 days of the Event Date will require 100% deposit on food and beverage minimums. Site fee has been waived for this event.
Any and all charges, which are the direct responsibility of the individual attendee, must be paid in full upon departure either by cash or credit card. At least thirty (30) days prior to arrival, Devil’s Thumb Ranch must receive notification outlining any special billing arrangements, including name and address of the individual to whom the Master Account is to be charged, the names of those persons, if any, whose guest room accounts are to be charged to the Group’s Master Account, and the name of the person(s) who have the authority to post charges to the Master Account. Any unpaid balance(s) will be charged to the credit card on file within 7 days of departure.
Master Account: There will be a master account in conjunction with this event. Please fill out the provided credit card authorization form along with this signed agreement to your Sales/Catering representative. The credit card placed on file will serve as guarantee for all arrangements as outlined in this agreement.
Schedule of Events
Policies:
Due to licensing requirements and quality control issues, all food and beverage to be served on Devil’s Thumb Ranch property must be supplied and prepared by Devil’s Thumb Ranch. All food and beverage prices are subject to a 20% service charge and 3.9% sales tax (subject to change without notice).
Please note, if you are including external entertainment for your event, please ensure details are provided to Devil’s Thumb Ranch. Any potential threat to life or property will require approval prior to the event
Food and Beverage:
Based upon the number of guests and space reserved for this event, a $3500.00 food and beverage minimum will be required for your function. This minimum does not include service charges, taxes, labor charges, audio visual, room rental, parking or any other miscellaneous charges. If your final attendance drops below the approximate number of guests listed above, we will be happy to advise you on additional food and beverage selections to meet the required minimum. At the conclusion of the event, if the $3500.00 was not met, the balance will be assessed as a service charge.
Banquet event orders (‘BEO’) are due 30 days prior to the event. Final guarantees for meals must be specified no less than 30 days prior to the date of your function and is not subject to reduction. If no final guarantee is received, you will be charged the contracted attendance or the amount of guests present at the function, whichever is greater. Devil’s Thumb Ranch will prepare 5% over guarantee. If changes to BEO’s are made less than 14 days prior a 10% surcharge will apply to all BEO changes.
The following meeting and event space has been reserved in your name.
|Date |Start Time |
|Less than 6 months to one month prior from arrival date |75 % of food and beverage estimate |
|Less than 1 month prior from arrival date |100% of food and beverage estimate. |
Logistics Deliverables Continued
Cancellations made under this provision shall be made by canceling party to the non-canceling party by written notice and payment of the liquidated damages due at that time.
Force Majeure
Except for any payment obligations, neither party shall be deemed to be in default or liable for any or damages resulting from claims arising out of or resulting from the acts of omission of your Group or any of its members or participants delays in the event and to the extent that performance thereof is delayed or prevented by acts of God, public enemy, war, civil disorder, fire, flood, explosion, riot, labor disputes, work stoppage or strike, any act or order of any governmental authority, the curtailment of transportation or transportation facilities that prevent or unreasonably delay at least forty percent of the Group participants or any other cause beyond the parties' control making performance impossible. Lack of snow or poor quality snow is not valid cause for cancellation of this contract.
Initial____ Date____
Indemnification and Hold Harmless
The Group hereby agrees to indemnify and hold harmless Devil’s Thumb Ranch from and against loss, liability, costs, , unless such claim has resulted, solely, from the gross negligence or willful misconduct of Devil’s Thumb Ranch or its employees acting within the scope of their employment.
INITIAL____ DATE____
Modification
This contract shall be governed and interpreted in accordance with the laws of the state of Colorado. Jurisdiction and venue shall conclusively be deemed proper in the Denver courts, state of Colorado. This contract shall be binding on and for the benefit of the parties and their successors and assigns. This contract contains the entire agreement of the parties with reference to the subject matter and provisions hereof, and may be altered, amended or modified only in writing by the parties. One or more waivers of any term or condition of this contract by either party shall not be construed as a waiver of subsequent breach of the same term or condition. The consent or approval by either party to or of any act by the other party requiring such consent or approval shall not be deemed to waive or render unnecessary consent to or approval of any subsequent act.
INITIAL____ DATE____
These arrangements are mutually agreed upon and create a contract between the Group and Devil’s Thumb Ranch for the reservation of rooms, meeting space and banquets as set forth herein and as may be supplemented by written agenda or Banquet Event Order.
PLEASE SIGN (DATING AND INITIALING EACH PAGE) AND RETURN IT ALONG WITH YOUR DEPOSIT BY TUESDAY, DECEMBER 15TH OR SPACE WILL BE RELEASED. THE UNDERSIGNED HAVE THE AUTHORITY TO BIND THEIR RESPECTIVE PRINCIPALS TO THESE TERMS AND CONDITIONS.
Date: Date:
|Jennifer Triplet | |Leann Tatelman |
|Authorized to sign for | |Authorized to sign for |
|Devil’s Thumb Ranch | |Exceller8s |
BUDGET
|Budget | | | | | | | |
| | | | | | | | |
|Revenue | |Number |Registration cost |Total |Comments | |
| |Day 1 AM Cat Skiing |10 |175 |1750 | | | |
| |Day 1 PM Cat Skiing |10 |175 |1750 | | | |
| |Day 2 AM Cat Skiing |12 |175 |2100 | | | |
| |Day 2 PM Cat Skiing |12 |175 |2100 | | | |
| |Day 1 guided skiing |16 |150 |2400 | | | |
| |Day 2 Guided Skiing |16 |150 |2400 | | | |
| |2-day Winter Park |120 |140 |16800 | | | |
| | | | | | | | |
| |Dinner (included in regn) |200 |60 |12000 | | | |
| | | | | | | | |
|Donations | | | | | | | |
| |Corporate |1 | |5000 | | | |
| |Individual |200 |100 |20000 | | | |
|Silent Auction | | | | | | |
| |Items |40 |50 |2000 | | | |
| | | | | | | | |
|In-kind donations | | | | | | |
| |New Belgium | | | | | | |
| | | | | | | | |
| | | | | | | | |
| | | | | | | | |
| | | | | | | | |
| | | | | | | | |
|Total Revenue | | |68300 | | | |
| | | | | | | | |
| | | | | | | | |
| | | | | | | | |
| | | | | | | | |
| | | | | | | | |
|Expenses | | | | | | | |
| |Tent/Level 6 | | |1000 |$500/day | |
| | | | | | | | |
| |Wednesday Happy Hour | | | | | | |
| | | | | | | | |
| |Dinner |200 |45 |9000 | | | |
| | | | | | | | |
| |Thursday Breakfast | | | | | | |
| | | | | | | | |
| |Thursday Lunch | | | | | | |
| | | | | | | | |
| |Friday Breakfast | | | | | | |
| | | | | | | | |
| |Friday Lunch | | | | | | |
| | | | | | | | |
| |Nastar - Day 1 |120 |10 |1200 | | | |
| | | | | | | | |
| |Transport to Devil's Thumb |4 | | |hourly rate; 2 hours each way |
| | | | | | | | |
| |Winter Park 2-day pass |116 |114 |13224 |1 comp for every 25 tickets |
| | | | | | | | |
| |Jones Pass Cat |2 |4000 |8000 | | | |
| | | | | | | | |
| |Jones Pass Guide |32 |150 |4800 | | | |
| | | | | | | | |
| |Transportation to Cirque-Day1 | | | | | |
| | | | | | | | |
| |Transportation to Cirque-Day2 | | | | | |
| | | | | | | | |
| |T-shirts |200 | | | | | |
| | | | | | | | |
| |Swag Bags | | | | | | |
| | | | | | | | |
| |Credentials |200 |0 | | | | |
| | | | | | | | |
| |Application fee | | |750 | | | |
| | | | | | | | |
| |Leeds team fee | | |500 | | | |
| | | | | | | | |
| |Merchant account fees | | |900 | | | |
| | | | | | | | |
| | | | | | | | |
| | | | | | | | |
| | | | |39374 | | | |
| | | | | | | | |
| | | | | | | | |
| | | | | | | | |
| |Distribution to TNC | | |20000 | | | |
| | | | | | | | |
| | | | | | | | |
Marketing Deliverables
I. Marketing Plan
II. Logos
III. Joint Marketing
IV. Save the Date
V. Website
VI. Website Plan
VII. Press Release
VIII. Marketing Contact Lists
IX. Event Calendar
Marketing Plan:
The Exceler8s Marketing team planned an advertisement plan with the help of Brian Allison and Kathryn Zwack.
The plan will focus on reaching out to the community for potential sponsors and participants to support TNC and the CO River Project by attending a 2 ½ day fundraising Festival.
The plan is in place to make up for a lack of advertising for the 1st annual Exceler8s Festival in Silverton.
Advertising should get the word out early enough to help drive the attendance numbers we are seeking for the event.
Advertising Methods:
- Develop advertising based around the purpose of the 2010 Exceler8s Festival and defining the qualities of the Mission Statement:
o The purpose of this year’s Exceler8s II event will be to bring the community together in support of the Colorado Nature Conservancy’s Priority Rivers Project (PWP), a subset of the Colorado River Project. The event will focus on creating awareness of the project over the span of a two and a half day fundraiser event that will encompass everything from a relaxing and fun experience on the slopes of Winter Park to challenging guided tours through Jones Pass.
o Mission Statement: Appreciate and celebrate the life experience of accomplishing achievements not thought possible by extending oneself physically and mentally in a team environment.
- Website:
o Develop a promotional website that will handle registration, donation, information, cross promotion of sponsors and joint advertising partners, and direct sponsors and participants to the information they need to attend our event.
- Save-the-Date:
o Email blast to let email list know about the event
- Other Email Blasts:
Marketing Deliverables Continued
o Update about Registration opening and bring attention to new details leading up to the event
- Fliers:
o Develop fliers to distribute throughout the front range in stores, on campus, and at related events.
- Media:
o Reach out to newspapers, TV stations, and magazines whether online or in print.
o Develop Event Calendar material, and articles to be featured.
o Focus on finding free methods of advertising
o $500 for feature advertising
- Joint Marketing:
o Work out plans to market through related parties.
o Advertise through TNC and its affiliates through website links and new letters.
o Advertise through websites, word of mouth, and store fronts of related parties, including sponsors, Winter Park, Jones Pass, CU Foundation, and any other organizations willing to distribute our event information.
- Contact Lists:
o Develop contacts to add to the master list held by Brian and Kathryn for email blast distribution.
Logos:
Logos used for Sponsorships, Fliers, Email Blasts, and Save the Date
[pic]
[pic]
Marketing Deliverables Continued
Joint Marketing:
Banners for and other Joint Marketing Efforts
[pic] [pic]
Marketing Deliverables Continued
Save the Date:
The purpose of this document was to drive initial interest in the event by contacting parties on our email distribution list.
The actual Save-the-Date was sent out via an email blast which was developed by Kathryn Zwack, but the information was based on this file. You should have received this document on Nov. 20th.
[pic]
Marketing Deliverables Continued
Website:
The website can be reached at and is currently being forwarded via a redirect.
You will find that the Front Page, the About Page and its subsequent links are updated with content we have currently.
The remainder of the website is still a work in progress and will be mostly completed by the second week of December pending work outside the team’s hands.
Picture of our Website front page:
[pic]
Website Plan:
o The website and all major additions requiring technical expertise will be completed by Jon Hartman. The website content will be updated by Steve Bauer and to an extent the Sponsor Team for Sponsorship additions. The website will run off concrete 5 and is based on an original plan by Jon Hartman.
o The website plan consisted of a template originally developed by Jon Hartman and can be seen on the webpage as the core template. All pages will have pictures, sponsor advertisements, cross-promotional links, and other forms of advertisement.
Marketing Deliverables Continued
o You will find a website plan document that lays out how website work has been distributed and the content expected for each part of the site. The final work is what you see on the website at this point.
o Front Page: List the purpose of the event, event highlights, prizes, a link about TNC, sponsor banner, and Logo.
o About Page: Will list the mission statement and team profile
▪ Winter Park & Jones Pass info: List travel, hotel, and area information.
▪ Event Details: List the Itinerary and specific details of the event.
▪ Last Year’s Event: Discuss the history of the event.
▪ TNC and the CO River Project: List what TNC does and the purpose of the project, and provide links to TNC content.
o Sign Up: List the sign up process and have the registration program built into site.
o Donate: List the Donation Process and have the donation process built into the site.
o Results: List the results for highest donations and other event competitions.
o Sponsors: List how to become a sponsor and have sponsor incentives listed.
o FAQS: Put up questions regarding registration process, donation process, and the event.
o Contact: House contact information for the event.
Press releases:
First Track and Elevations Outdoor Magazine
First Tracks Online Ski Magazine: Article Published on Nov 19th 2009
o Boulder, CO - Brian Allison, a Boulder native who serves as Director of Business Development at Cisco Systems, used to make an annual pilgrimage to Silverton Mountain in southwestern Colorado with his brother and close friends. Together they would share a long weekend of steep skiing and male bonding. Then one day, Allison had had the notion to use that experience to give back to the community.
Out of that grew Exceler8s, an organization dedicated to inspiring individuals to accomplish physical and mental achievements in a team and community environment while also giving back to their communities. The group aspires to raise awareness of global issues of concern and provide funds for non-profit organizations to continue their work in those areas.
Marketing Deliverables Continued
The group's first gathering was held this past April, when roughly 50 participants from Colorado, Texas, Massachusetts, and California gathered for two days of guided skiing and camaraderie at Silverton. Proceeds from a silent auction, private and corporate donations, totaling $13,000 were donated to The Nature Conservancy’s Colorado River Basin Project, which aims to restore native fish and streamside vegetation, control non-native vegetation improve flow patterns and protect river, spring and floodplain habitats. It also addresses issues such as water use and rights, climate change and ecosystem services valuation along the river's run from its headwaters to the Gulf of California.
This year’s annual Exceler8s Festival will be held Feb. 24-26, 2010 on Jones Pass and in Winter Park, Colo., near the river's headwaters. It will feature seminars on back-country/avalanche awareness, water sustainability issues in the Front Range and Grand County, and other related topics. Cat skiing will be offered for half days on Wednesday, and guided skiing for full days on Thursday and Friday through Powder Addition, a new backcountry skiing operation on Jones Pass. Participants with Exceler8s who elect to ski in more conventional surroundings can enjoy reserved terrain at Winter Park Resort at discounted prices.
A dinner with speaker and slide presentation (and footage of the day’s fun) will be hosted on Thursday night at Devil’s Thumb Ranch in Tabernash. A silent auction will be held during the dinner and participants will be encouraged to have friends and family donate to The Nature Conservancy’s Colorado River Basin Project. Organizers hope to at least double, if not triple, or attendance at the event this year.
For more information, visit the group's website, .
Elevations Outdoor Magazine Article
o TBD - The article will be featured in their February issue
o This article will be featured along with an advertisement for the event.
Marketing Contact Lists:
o This is a list of the advertising groups we have been or plan to work with for the Exceler8s II Festival. We are contacting newspapers concerning feature articles and Calendars. We are contacting TV stations for announcement opportunities as well.
o There is a master list that is compiled by Kathryn Zwack for the project email list. Our current file is attached in our file.
Marketing Deliverables Continued
o The actual lists and contact information will be attached with our files.
o Newspapers:
Colorado Daily, Daily Camera, Boulder Weekly, Denver post, Denver Daily News, Westward, Summit Daily News, Independent, Gazette, and Sky Hi News
o Magazines:
Ski Tracks, First Tracks, Powder, Backcountry, Skinet, Ski Central, and Snow West
o TV News Station:
9 News, CBS 4, ABC 7 News, KKTV 11, FOX 31, News First 5
Event Calendar:
This is an example of an event calendar displayed online
|Exceler8s Winter Festival II [pic] |
|When |Wednesday, February 24, 2010, 1:00 pm MST – Friday, February 26, 2010, 5:00 pm MST |
|Where |Winter Park and Jones Pass |
|Event Type |Festival/Fair |
|Event description |Join us on Feb. 24–26, 2010 at Winter Park Resort for the 2nd annual Exceler8s Festival! This event seeks to bring |
| |the community together in support of The Nature Conservancy's Colorado River Basin Project for a 2 ½-day charity ski |
| |event. While giving back to this organization, participants will have the option of having fun on the slopes of |
| |Winter Park Resort or experiencing the challenges of Jones Pass with guided back-country and Cat skiing. |
|Contact phone |719 231 3246 |
|More | |
Sponsorship Deliverables
I. Big Sponsors List
II. Sponsorship Benefits
III. Sponsorship Letter
Big Sponsors List
Winter Sports Related
spyder
obermeyer
BCA
Mammot
skins
Vitamin Water
Never Summer
Crocs
Saloman
Dynastar
Warren Miller Productions
Scott
Columbia
The North Face
K2
Atomic
Rossignol
Volkl
Nordica
Marker
Lange
DNA
Helly Hansen
Marmot
Oakley
Patagonia
Armada
Technica
Elan
Head
Blizzard
Fischer
Puma
Non-Winter Sports Related
Coca-Cola
Omega
Samsung
Visa
IBM
King Soopers
Sustainable Colorado
Christy sports
Skiing magazine
Sponsorship Benefits
Tier 1
Website recognition
T-shirt space
Opportunity to distribute pre-approved sample items
Ability to use Exceler8s Logo
Recognition at all event meetings and ceremonies
Tier 2
Preferential banner/advertising space
Ability to have expo space (TBD)
Banner place at festival
Sponsorship Deliverables Continued
Tier 3
Exclusive sponsorship of a related program activity
Option to bring 1-2 representatives for free
Title Sponsorship
Sponsorship Letter
[pic]
Friends,
Exceler8s, a 501 (c)(3) tax exempt organization, will be hosting a special fundraising event at Winter Park Resort from February 24 – 26, 2010. This three day event will include food/beverages, a silent auction, product giveaways and the use of the spectacular Winter Park Resort and Mountain. All proceeds raised from this event will be sent to Taylor Hawes, director of the Colorado River Program at the Nature Conservancy. ()
Running from the Rocky Mountains to northwest Mexico, the Colorado River and its many tributaries are defining features of fresh water biodiversity. But rapidly increasing threats demand that conservation actions be greatly amplified and directed towards the highest priorities. In response, The Nature Conservancy has developed a 10-year action plan to achieve basin-wide sustainability for all of the river’s constituents. This plan is meant to restore balance to the river, protect biodiversity, and keep the river and its water clean and healthy. 30 million people and 3.5 million acres of farmland are dependent on the Colorado River. The Colorado River Program is the first large-scale project of its kind and in order to be successful it must bring together existing projects, while developing new ones, and interacting with the people who are dependent on the river.
Exceler8s non-profit organization is looking for sponsorships and asking for donations for the silent auction and giveaways for our participants. We will be happy to accept items of any value as well as gift certificates for goods and services. Unless you indicate that you would prefer to remain anonymous, all donations will be publicly acknowledged in the program booklet. Donated items will be listed by category, and companies and individuals who contribute money or services for the event will also be mentioned.
Items, gift certificates and donations should be made payable to Exceler8s and sent to 3366 Opal Lane, Superior, Colorado 80027. If it is more convenient, we would be happy to arrange for a pickup of any donated item. Please feel free to call Aaron Bornstein at 720-641-8381 or Sam Houpt at 970-618-8406 for more information. On behalf of Exceler8s, the Nature Conservancy and anyone who has an interest in the Colorado River, we thank you for considering a donation to this worthy cause.
Sincerely,
Aaron Bornstein Sam Houpt
Aaron.Bornstein@colorado.edu Samuel.Houpt@colorado.edu
Tax ID # 27-0678432
Change Management Plan
|Change Request #1 |Changing Berthoud Pass to Jones |
|Date |10/28/09 |
|Change Description |No longer providing back country guided tours and we are providing cat skiing |
| |tours instead |
|Reason for Change |Could not obtain proper use permit |
|Impact |We had to contact a new entity to replace back country guided tours |
| |Schedule set back, so unable to communicate to the participants the details of |
| |the event |
| |We will positively impact the quality of the event by working with reliable |
| |parties that can commit to deadlines and needs of the project (cat skiing and |
| |increased participant capacity) |
| |It increased cost to the participant |
| |Increased team resources by reducing work required in relation to Berthoud Pass |
| | |
|Status |Approved |
|Approved Date |10/28/09 |
| | |
| | |
|Change Request #2 |Changing Tent provider for the base camp |
|Date |10/7/09 |
|Change Description |Instead of getting a tent for $15,000 from Winter Park, we are looking into a |
| |tent from the Wright Group for $1000 |
|Reason for Change |Winter Park tent pricing is outside our budget |
|Impact |Decreased cost by $14,000 |
| |Changed our base camp location |
| |Have more reliable person who can commit and meet our needs to ensure quality |
| |Allowed members to further plan the details of the event |
|Status |Approved |
|Approved Date |12/2/09 |
| | |
|Change Request #3 |Changing Winter Park event venue to Devils Thumb Ranch |
|Date |11/04/09 |
|Change Description |Changed location of Exceler8s central and dinner |
Change Management Plan Continued
|Reason for Change |Due to unresponsiveness from Winter Park, sponsors and donation limitations, and |
| |costs, relocated event location |
|Impact |Limited Sponsorship options due to location change |
| |Increased logistical concern of transportation between Devils Thumb and Winter |
| |Park |
| |Increase quality of menu |
| |Added experience to event with rustic mountain lodge |
| |Ability to finalize registration cost |
|Status |Approved |
|Approved Date |11/05/2009 |
|Change Request #4 |Change of venue from Winter Park to Breckenridge |
|Reason for Change |Increase level of responsiveness; increase of participant accessibility; More |
| |available facilities to host event; Cheaper ski rates |
|Impact |Decrease participant registration costs |
| |Increase number of participants |
| |Decrease event costs |
| |More response from venue –higher quality info |
|Status |Denied |
|Date |10/21/2009 |
Quality Assurance Plan
Quality assurance for 10/28/2009
|Objective/ Deliverables |Verification Method |Defects/ Discrepancies |Methods for Addressing |Status/ Due date |
| | | |Defects/ Discrepancies | |
|Event Itinerary |Confirmation from venues; |No cohesive flow; lack of |Multiple run-throughs of |10/28/2009 |
| |Approval from client |response or disproval from |logistics of event; |underway |
| | |venues; material necessary |confirmation and follow up | |
| | |not permitted |with venues; confirm | |
| | | |limitations and work around | |
|Website content |Group and client consensus |Unparallel information of |Conference call and constant|Constant update; Mostly |
| | |event info and web info; |email with web developer; |functional by second week of|
| | |irrelevant sponsor and |team member login in ability|December |
| | |mission info |for edits | |
|Quality assurance for | | | | |
|11/4/2009 | | | | |
|Contact potential sponsors |Confirm sponsor pitch and |No response or negative |Consistent and effective |Constant progress; five to |
|and fundraisers |utilize decided upon |response |pitch; follow up on |seven companies contacted |
| |communication methods | |contacts; congruent info |per week |
| | | |from event | |
Quality assurance for 11/4/2009
|Objectives/ Deliverables |Verification Methods |Defects/ Discrepancies |Methods for Addressing |Status/ Due Date |
| | | |Defects/ Discrepancies | |
|Gather silent auction |Confirm products donated |Refusal/lack of delivery |Confirm pick up date/ verify|Constant progress |
|donations |with client and business | |address of location for | |
| | | |shipment; pick up items in | |
| | | |person | |
|Logistics: transportation |Confirm with client location|Cost; lack of resources for |Quotes from multiple |11/30/2009 |
| |of venue and in-scope means |transportation; lengthy |business; pay attention to | |
| |of participant |travel distances; unknown |pre-event registration | |
| |transportation |number of participant | | |
| | |transportation | | |
|Sponsorship Benefits |Sponsor team agreement; |Inability for Exceler8s to |Confirm motivational |11/4/2009 |
|established |client confirmation |complete; ineffective |incentives with Endurance | |
| | |incentives |Sports Marketing; agreement | |
| | | |with client based on past | |
| | | |experience | |
|Sponsor List |Confirm client expectations |Not congruent idea of |Communicate and discover |11/4/2009 |
| |for sought after sponsors; |obtainable and productive |expectations from client | |
| |agreement with sponsor team |sponsors | | |
| |over obtainable/ logical | | | |
| |sponsors | | | |
|Develop Save the Date |Develop logical layout with |Ability to send in mass |Format template to have |11/20/2009 |
| |necessary info developed by |email |capability of html format | |
| |team and client | | | |
Quality Assurance for 11/11/2009
|Objectives/ Deliverables |Verification Methods |Defects/ Discrepancies |Methods for Addressing |Status/ Due Dates |
| | | |Defects/ Discrepancies | |
|Sponsorship Proposal |Utilize agreed upon sponsor |Less than adequate product |Utilize Wright Group as |Being Finalized by Mentor; |
| |benefits; utilize pitch; |for effectiveness |mentor for proposal |12/3/2009 |
| |Get feedback from | |material; Continuous updates| |
| |group/client | |and revisions | |
|Itinerary/ Event Details |Client and group consensus; |Conflicts with venues; lack |Continual communication with|11/30/2009 |
| |Agreements with venues |of agreement with client/ |venues; sign contracts; | |
| | |team |continual communication | |
| | | |within team/ client | |
|Determine group member |Individual member agreement |Lack of time; lack of |Budget time in schedule; |In progress; efforts |
|involvement with sponsors |of efforts for their |response |clarify what efforts need |continue to early February |
|and silent auction |possible contribution | |attention; continual | |
| | | |reminders | |
|Update sponsor info on |Sponsor agreement of |No login ID for website; |Tireless communication with |Continuous through January; |
|website |involvement; clarify agreed |difficulty determining |sponsors; specific questions|in progress |
| |upon sponsor benefits |sponsor involvement |to be responded to by | |
| | | |sponsor | |
|Contact list for Save the |All team members collaborate|Unattainable contact info |Double check contact info |11/13/2009 |
|Date |to develop list | | | |
Quality Assurance for 11/18/2009
|Objectives/ Deliverables |Verification Methods |Defects/ Discrepancies |Methods of Addressing |Status/ Due Date |
| | | |Defects/ Discrepancies | |
|Draft of Presentation |Group collaboration and a |Incongruent material as directed |Continual feedback from |11/18/2009 |
| |consensus |by client |client | |
|Updates |Run-through with client; |Miscommunication of expectations |Discover client expectations|Continuous through early |
| |upload to website |for sponsors and marketing |and assumptions; follow up |February |
| | |efforts; lack of response from |with other parties | |
| | |intended respondents | | |
|Silent Auction List |Clear initial list of donors|Not congruent expectations for |Review expectations; budget |End of December; continuous |
| |with client; get group input|list between group and client; |time | |
| | |lack of time | | |
|Determine Group Involvement |Group agreement of support |Lack of time/ availability |Keep up with group |Continuous; in progress |
| |on all fronts | |schedules; determine | |
| | | |availability | |
|Meeting with The Nature |Set meeting time with client|Meeting material and time |Set time; agenda; |11/18/2009 |
|Conservancy |and Taylor Hawes | |clarification during meeting| |
Quality Assurance for 11/25/2009
|Objectives/ Deliverables |Verification Methods |Defects/ Discrepancies |Methods of Addressing |Status/ Due Dates |
| | | |Defects/ Discrepancies | |
|Finish draft of sponsor |Draft product; delivered to |Incomplete content |Finalize with Wright Group |11/24/2009 |
|packet |Wright Group | |12/3/09 | |
Quality Assurance for 12/2/2009
|Objectives/ Deliverables |Verification Methods |Defects/ Discrepancies |Methods of Addressing |Status/ Due Dates |
| | | |Defects/ Discrepancies | |
|Develop Lessons Learned |Consensus of group |Disagreement of lessons; |Budget time; communication |12/3/2009 |
| | |time |and agreement | |
|Develop Plan for Closing |Consensus of group; |Shortcomings of final event |Hard work; communication of |12/6/2009 |
|Project |agreement with client | |expectations from all | |
| | | |stakeholders | |
|Updates |Team collaboration and |Lack of response; lack of |Foster communication with |Continuous; in progress |
| |continued progress of event |communication |team members and outside | |
| | | |parties | |
|Develop post-semester plan |Team agreement with client |Break; time |Manage time; work over break|1/11/2010 |
Status Reports
Status Report for the Period ending October 14, 2009
I. Marketing Team
II. Logistics Team
III. Sponsorship Team
I. Marketing Team
Work Completed Since Project Began:
- Decided to base marketing around promoting a fun and challenging event that focuses on personal growth in a team environment. Also, the environmental cause of the TNC’s CO River Project.
- Added contacts for the contact list based on last year’s participants and organizations with similar goals across the Front Range for the purposes of advertising.
- Developed a Marketing Plan that focuses around the theme of the event and the TNC cause.
- Developed a Joint Marketing Initiative to discuss with all parties involved in the event.
- Developed a basic website plan centered on Jon Hartman’s original website plan.
Planned But Not Accomplished:
- Populate the website with content as it is available
- Activate Website
- Activate the website
- Save-the-Date
- Develop Website content as it is available
- Develop the event Information Packet
- Finalize TNC use of donations
- Contact news media advertisement opportunities
- Develop T-shirt
- Find new sources for advertising
- Develop Fliers
Issues Requiring Assistance:
- Website development and how to update content needed from Jon
- Activate Website (Jon)
- Put Donation Process and Registration Process into website (Jon)
- Collect event specifics for deliverables and website as they come available from other sub-groups (update: in progress)
- Finalize 501C3 information for donation process on our website
Work to be Completed During the Next Period
- Continue building contact list for advertising purposes
- Continue to develop News Media contact list
- Develop save-the-date ideas
- Develop website content
II. Logistics Team
Status Reports Continued
Work Completed Since Project Began:
- Talked to Brad at Winter Park to start finalizing details
- Discussed dinner/auction options with Brian
- Changed to Jones Pass instead of Berthoud Pass
Planned But Not Accomplished:
- Finalize dinner location
- Budget for dinner location
-
Issues Requiring Assistance:
- Jones Pass vs. Berthoud Pass (getting permit is not possible)
-
Work To Be Done Next Period:
- Figure out options for dinner/auction venue (WP vs. outside venue)
- Finalize Jones Pass
- Ask Brad about possible WP discounts for attendees
III. Sponsorship Team
Work Completed Since Project Began
- Received sponsorship guidelines from Winter Park
- Created sponsorship request letter
- Touched base with Chad and compiled list of companies to contact
- Received Certificate of Incorporation
-
Planned But Not Accomplished:
- Reach out to Winter Park to determine if company booths can be setup
- Contact Cliff Bosley
- Create thank you process for sponsors
-
Issues Requiring Assistance:
- Contacting certain sponsors that require Winter Park approval
- Need EIN/501C3 from Brian before approaching certain companies for sponsorships/donations
-
Work To Be Done Next Period:
- Create one page summary of event to send to current Winter Park sponsors
- Confirm updated event details to further create sponsorship pitch
- Obtain EIN/501C3 number and update sponsorship letter
- Plan TNC meeting to improve sponsorship pitch
Status Report for the Period ending October 21, 2009
I. Marketing Team
II. Logistics Team
III. Sponsorship Team
Status Reports Continued
I. Marketing Team
Work Completed Since Last Period:
- Populate the website with content as it is available
- Develop website content plan
- Develop News Media Contact list
- Developed initial save-the-date ideas
Planned But Not Accomplished:
- Populate the website with content as it is available
- Activate the website
- Save-the-Date
- Develop Website content as it is available
- Develop the event Information Packet
- Finalize TNC use of donations
- Contact news media advertisement opportunities
- Develop T-shirt
- Find new sources for advertising
- Develop Fliers
Issues Requiring Assistance:
- Website development and how to update content needed from Jon
- Activate Website (Jon)
- Put Donation Process and Registration Process into website (Jon)
- Collect event specifics for deliverables and website as they come available from other sub-groups (update: in progress)
- Finalize 501C3 information for donation process on our website
Work to be Completed During the Next Period
- Continue building contact list for advertising purposes
- Develop Website Content
- Finalize website content plan
- Finish save-the-date material
II. Logistics Team
Work Completed Since Last Period:
- Finalized with Winter Park
- Researched hotels and restaurants for dinner and auction
- Finalized Jones Pass as our option for “extreme” skiing
- Figured out options for discount lift tickets (Students/Adults)
Planned But Not Accomplished:
- Finalize dinner/auction location (Between Winter Park Mountain Lodge/Devil’s Thumb Ranch)
- Finalize location and venue for support central (Level 6 Winter Park)
- Chose hotel options (2 options
Status Reports Continued
Issues Requiring Assistance:
- -Getting Brians approval for dinner and auction location
- -Budget constraints
- -Dinner menus
- -Breakfast donations
-
Work to be Completed Next Period:
- Have all detail of event planned for registration to begin:
- -Includes locations of dinner, hotel, and support central
- -Transportation options
- -Research speakers at event
- -Brainstorm competitions games throughout event
III. Sponsorship Team
Work Completed Last Period:
- Completed tentative first sponsorship list
- Followed up with Starbucks in Winter Park about coffee donation
- Got complimentary entrance for Race Conference for four members to meet potential sponsors
- Presented sponsorship letters to Brian for approval
- Established communication with New Belgium Brewery
Planned But Not Accomplished:
- Continue establishing contact with potential sponsors
- Setup meeting with TNC to improve pitch
Issues Requiring Assistance:
- Setup bank account
- Follow up with Chad regarding progress with Black Diamond, Mammot, and Sunto
- Follow up with Winter Park regarding sponsorship approval
- Follow up with Winter Park regarding sponsor exposure limitations on mountain
- Further determine resort fees/regulations and its limitations on donations
Work To Be Done Next Period:
- Establish more sponsor contact
- Setup sponsor recognition program
- Determine feasible time to meet at TNC with group and Brian
- Follow up with Logistics team to determine sponsorship limitations based on happy hour/dinner location
Status Reports Continued
Status Report for the Period ending October 28, 2009
I. Marketing Team
II. Logistics Team
III. Sponsorship Team
I. Marketing Team
Work Completed Since Last Period:
- Determined method of HTML Email Blasts/Advertising.
- Divided website update responsibilities.
- Developed short-term deliverable timeline for advertising
- Developed preliminary Save-the-Date document
- Phone conference with Web designer to divide responsibilities
- Finalized website content plan
- Contact News media
Planned But Not Accomplished:
- Develop Website content as it is available
- Develop the event Information Packet
- Finalize TNC use of donations
- Follow-up on radio stations advertisement opportunities
- Develop T-shirt
- Find new sources for advertising
- Develop Fliers
Issues requiring assistance
- Activate Website (Jon)
- Put Donation Process and Registration Process into website (Jon)
- Collect event specifics for deliverables and website as they come available from other sub-groups (update: in progress)
- Finalize 501C3 information for donation process on our website (update: nearing completion)
Work to be Completed During the Next Period
- Continue building contact list for advertising purposes
- Further develop website functionality
- Populate website content and have ready for publishing
- Establish meeting time with TNC
II. Logistics Team
Work to be Completed During the Next Period
- Discussed idea to have Exceler8s central in tent outside (per Sam and Aaron’s meeting with Tom Wright at R.A.C.E. conference)
- Contacted and got proposals from WP Mountain Lodge and Devil’s Thumb Ranch
Status Reports Continued
- Discussed adding dinner fee into registration fee
Issues requiring assistance
- Transportation options
- Speakers
- Competition games
Planned But Not Accomplished:
- What the final budget is- seems to be unknown
- What is included in registration costs
Work Completed Since Last Period:
- Make final decision about dinner/silent auction location
- Make contact with speakers
- Decide on competitions
III. Sponsorship Team
Work Completed Last Period:
- Attended RACE conference and made several contacts with local companies
- Determined potential partnerships but denied by Brian
- Presented idea of using winter hats as product giveaway
- Secured advertising space with Elevations Magazine
Planned But Not Accomplished:
- Have more companies signed on as sponsors
Issues Requiring Assistance:
- Bank account still not setup
- Need a venue to pitch to potential sponsors
Work To Be Done Next Period:
- follow up with RACE Conference contacts
- Create big name sponsor list and send to Brian and Chad
Status Report for the Period ending November 4, 2009
I. Marketing Team
II. Logistics Team
III. Sponsorship Team
I. Marketing Team
Work Completed Since Last Period:
- Developed short-term deliverable timeline for advertising
Status Reports Continued
- Developed preliminary Save-the-Date document
- Phone conference with Web designer to divide responsibilities
- Develop Flier form of save-the-date to be used for future fliers
- Developed Save-the-Date with Kathryn for initial marketing outreach
- Finalized radio, tv, and newspaper contact information
- Developed Advertising pitch and press release information
Planned But Not Accomplished:
- Populate the website with content as it is available
- Develop the event Information Packet
- Finalize TNC use of donations
- Follow-up on radio stations advertisement opportunities
- Develop T-shirt
- Find new sources for advertising
- Send out save the date early Nov.
- Distribute Joint Advertising to related parties
Issues requiring assistance
- Put Donation Process and Registration Process into website (Jon)
- Collect event specifics for deliverables and website as they come available from other sub-groups (update: in progress)
- Finalize 501C3 information for donation process on our website (update: nearing completion)
- Waiting on Kathryn to finalize save-the-date material and distribute
Work to be Completed During the Next Period
- Continue building contact list for advertising purposes
- Further develop website functionality
- Populate website content and have ready for publishing
- Send out save-the-date
- Establish meeting time with TNC
II. Logistics Team
Work Completed Last Period:
- Decided on Devil’s Thumb Ranch for dinner and silent auction
- Decided on a Panel from The Nature Conservancy for one seminar
- Discussed what an adequate registration fee would be
- Talked about registration packages different options and costs
Planned But Not Accomplished:
- Have contracts with transportation companies
- Finalize menus for dinner
- Get prices and quotes from both the budget and expensive hotels
Status Reports Continued
Issues Requiring Assistance:
- Contract signatures for Devils Thumb Ranch and Transportation company
- Budget agreement from Brian
- Registration package details and options
Work To Be Completed Next Period:
- Sign contract with Devil Thumb Ranch
- Make contact with speakers about content of speeches
- Decide on competitions
- Decide on logistics of silent auction
III. Sponsorship Team
Work Completed Last Period:
- Created big name sponsor list
- Obtained and cataloged sponsor contact list
- Created sponsorship benefits outline
- Finalized and received approval on sponsorship deadlines
- Split up companies to contact between Aaron, Sam and Chad
Planned But Not Accomplished:
- Nothing
Issues Requiring Assistance:
- Need bank account setup
Work To Be Done Next Period:
- Follow up with Winter Park after 14 business day deadline for their corporate sponsors
- Continue contacting companies on sponsorship list
- Look into getting big name skiers and snowboarders
- Follow up with
Status Report for the Period ending November 11, 2009
I. Marketing Team
II. Logistics Team
III. Sponsorship Team
I. Marketing Team
Work Completed Since Last Period:
- Developed Advertising pitch further
- Established Meeting with TNC
- Developed promotional relationships with and Elevations Outdoor
- Confirmed website front page content with stakeholders
Status Reports Continued
- Planned the website launch with web designer
Planned But Not Accomplished:
- Activate Website
- Populate the website with content as it is available
- Develop the event Information Packet
- Finalize TNC use of donations
- Follow-up on radio stations advertisement opportunities
- Develop T-shirt
- Find new sources for advertising
- Send out save the date early Nov.
- Distribute Joint Advertising to related parties
- Finish contacting radio, tv, and newspaper sources
- Meet with TNC
- Develop joint advertising specifics to WP and Jones Pass
- Develop press release information for news media and submit
Issues requiring assistance
- Put Donation Process and Registration Process into website (Jon)
- Collect event specifics for deliverables and website as they come available from other sub-groups (update: in progress)
- Kathryn is sending out the Save-the-Date
Work to be Completed During the Next Period
- Continue building contact list for advertising purposes
- Further develop website functionality
- Launch and Populate website content
- Send out save-the-date
- Continue to contact advertising sources and develop budgetary information for it
- Develop press release information for news media
- Develop joint advertising specifics to WP and Jones Pass
- Develop press release information for news media
- Send out banner to snowforecast
- Have article published in First Tracks Online Magazine
II. Logistics Team
Work Completed Last Period:
- Decided on Devil’s Thumb Ranch for dinner and silent auction
- Decided on a Panel from the Nature Conservancy for one seminar
- Discussed what an adequate registration fee would be
Status Reports Continued
- Talked about registration packages different options and costs
Planned But Not Accomplished:
- Have contracts with transportation companies
- Finalize menus for dinner
- Get prices and quotes from both the budget and expensive hotels
Issues Requiring Assistance:
- Contract signatures for Devils Thumb Ranch and Transportation company
- Budget agreement from Brian
- Registration package details and options
Work To Be Completed Next Period:
- Sign contract with Devil Thumb Ranch
- Make contact with speakers about content of speeches
- Decide on competitions
- Decide on logistics of silent auction
III. Sponsorship Team
Work Completed Last Period:
- Followed up with Winter Park, still awaiting response
- Continued contacting companies
- Secured 1 X-games skier to donate used equipment
- Followed up with and provided necessary tax information
- Finalized elevator pitch
Planned But Not Accomplished:
- Setup meeting with TNC
- Setup partnership with AIR Foundation and Wright Group
Issues Requiring Assistance:
- bank account setup
- Update from Chad regarding his sponsorship progress
- Winter Park sponsor restrictions
Work To Be Done Next Period:
- Establish more sponsorships
- Setup sponsor recognition program
- Determine involvement from other group members
- Finalize event details
- Follow up with big name sponsors
- Finalize silent auction reach-out list
- Draft sponsorship part of final presentation
Status Reports Continued
Status Report for the Period ending November 18, 2009
I. Marketing Team
II. Logistics Team
III. Sponsorship Team
I. Marketing Team
Work Completed Since Last Period:
- Developed Advertising pitch for Calendars
- Met with TNC
- Launched Website
- Developed Website Front Page and About Sections
- Developed press release information for news media
- Design banner and send the banner to Snowforecast
- Published first online article with First Tracks Online Ski Magazine
- Sent out detailed information to Meredith regarding the article
Planned But Not Accomplished:
- Develop the event Information Packet
- Follow-up on radio, newspaper, and magazine advertisement opportunities
- Develop T-shirt
- Send out save the date
- Distribute Joint Advertising to related parties
- Develop joint advertising specifics to WP and Jones Pass
- Develop press release information for news media and submit
Issues requiring assistance
- Put Donation Process and Registration Process into website (Jon)
- Collect event specifics for deliverables and website as they come available from other sub-groups (update: in progress)
- Kathryn to send out save-the-date when website is redirected to (Jon)
- Develop press release information for news media and submit (Kathryn and Marketing Team)
Work to be Completed During the Next Period
- Continue building contact list for advertising purposes
- Edit site content
- Add content to site: Event Details: Itinerary
- Continue contacting news media
- Send out Save the Date
- Jon to add Donation and Registration Processes to site
II. Logistics Team
Work Completed Last Period:
Status Reports Continued
- Got menu quotes and ideas for dinner
- Got list of distributors that Devil’s Thumb Ranch will allow donations from for sponsorship team to contact
Planned But Not Accomplished:
- Exceler8s central location and logistics finalization
- Contract signature with Devil’s Thumb
- Signature with Power Addiction for Jones Pass
- Talk with speakers about content
Issues Requiring Assistance:
- Lack of contact with Tom Wright regarding the tent for exceler8s central
- Brain meeting with Jennifer Triplet from Devil’s Thumb Ranch to see hotel and dinner room
- Brian meeting with Brad to talk about tent location and SWAG bags given out at hotel check-in
Work To Be Completed Next Period:
- Rubber bracelets
- Contact Cheeky Monk about happy hour and possible drink donations
- Contact Home James bus services to ask about discounts
- Contact Costco about getting breakfast donated
- Get link for lodging landing page for website
- T-Shirt design
III. Sponsorship Team.
Work Completed Last Period:
- Draft sponsorship presentation for feedback
- Followed up with big name sponsors
- Established partnership with Wright Group
- Updated event details for sponsorship pitch
Planned But Not Accomplished:
- Finalize silent auction reach-out list
- Determine involvement from other group members
- setup sponsor recognition program
Issues Requiring Assistance:
- Bank account setup
- Website live with updated information
Work To Be Done Next Period:
- Continue contacting companies for sponsorships
- Contact silent auction list for donations
- Meet with Tom Wright and TNC
- Update sponsorship list
Status Reports Continued
Status Report for the Period ending December 2, 2009
I. Marketing Team
II. Logistics Team
III. Sponsorship Team
I. Marketing Team
Work completed since last period:
- Redirected the website (Jon)
- Continued to update About Section of Website, Sponsor page, and contact page
- Sent out Save-the-Date
- Follow-up on radio stations advertisement opportunities: still waiting on some
- Article appeared in First Tracks Online Magazine
- Distributed Joint Advertising to
- Determined that WP will put our event on their website
- Meredith approved our article to be published in Feb/March issue
Planned But Not Accomplished:
- Add Donation and Registration Processes to site
- Develop the event Information Packet
- Develop T-shirt
- Find new sources for advertising
- Distribute Joint Advertising to related parties
- Develop joint advertising specifics to WP and Jones Pass
- Develop press release for Elevations Outdoor Magazine
Issues requiring assistance
- Put Donation Process and Registration Process into website (Jon)
- Collect event specifics for deliverables and website as they come available from other sub-groups (update: in progress)
- Develop joint advertising specifics to WP and Jones Pass (waiting on Brian to sign with Power Addiction at Jones Pass)
- Develop press release information for news media and submit (Kathryn and Marketing Team)
Work to be Completed During the Next Period
- Continue building contact list for advertising purposes
- Website to be mostly functional by the middle of December
- Develop Spring Plan
- Continue updating website
- Put Donation and Registration Process in place
- Follow up with newspaper and magazines about event calendar and article press release
Status Reports Continued
II. Logistics Team
Work Completed Last Period:
- Finalized Devil’s Thumb Ranch
- Transportation and lodging info researched and put into website
Planned But Not Accomplished:
- Exceler8s central finalization
- Contract signature for Devil’s Thumb
- Contract signature for Powder Addiction
Issues Requiring Assistance:
- Lack of contact with Tom Wright regarding Exceler8s central tent- Exceler8s central location needs to be decided
- Powder Addiction contract needs to be signed before we can move forward
Work To Be Completed Next Period:
- Rubber bracelets
- Contact Cheeky Monk about happy hour and possible drink donations
- Contact Home James bus services to ask about discounts
- Contact Costco about getting breakfast donated
- Get link for lodging landing page for website
III. Sponsorship Team
Work Completed Last Period:
- Continued contacting potential sponsors and silent auction list
- Met with Tom Wright to discuss sponsorship options
- Met with TNC to discuss Colorado River Project specifics
- Updated sponsorship list
Planned But Not Accomplished:
- Have majority of sponsorships signed on
Issues Requiring Assistance:
- Need to finalize Wright Group plan
- Need updated budget from Brian to determine Wright Group feasibility
Work To Be Done Next Period:
- Coordinate with Logistics regarding contact with Costco for breakfast donations
- Receive Wright Group estimate and discuss with group
- Finalize sponsorship proposal packet for Wright Group distribution
- Continue contacting companies on sponsorship lists
- Plan for spring semester after class portion of project complete
- Create final deliverables
Status Reports Continued
- -Create final client presentations
- -Complete performance reviews
- -Follow up with Chad
Project Meeting Notes
Project Meeting Notes – Taken by Aaron Bornstein
Date: September 11, 2009 – 3:00pm
Attendees:
Brian Allison, Client
Steve Bauer, Leeds
Aaron Bornstein, Leeds
Sam Houpt, Leeds
Joyce Jung, Leeds
Sara Nasser, Leeds
Leann Tatelman, Leeds
Meeting Ground Rules:
1. Be on time
2. Stay focused on the topic discussions
3. Consider all ideas and be open to constructive feedback
4. Be proactive and fully participate in roles
5. Be prepared
6. Be organized
7. Be respectful
8. Be positive
9. Violations result in bringing snacks to next meeting
Meeting Agenda:
1. New Team Member Introductions – (majors, hometowns, and interests), client introduction to new team members
• The new team members were also introduced to Webex, which is a file sharing/communication tool developed by Cisco. We will use this device to document most of our files and keep the group updated on the status of the project.
• Remote Team members introduced by Brian
2. Discuss Overall Goals of event and foundation for achieving them
3. Background on last year’s event and changes for this year
4. Group compiled Questions discussed
5. Website
• Jon Hartmann from last year's team is interested in designing and updating the event website
6. Sponsorship Discussion
• Suggestions
o Get to sponsors earlier
• Sponsors-
o Banners/recognition
o Winter park restrictions
o Place for Dinner- Lodge at Brian’s (near Sole Vista)
o BRAD- Banquet room, space, happy hour, restrictions, early guiding service (logistics for that- will you hold part of the mtn for us- possibility)
o Get donations, and cash if they want
o What's in it for them: free admission, etc
o Get demo skis
• PR- local news, restaurants, student organizations and Boulder Freeride
Project Meeting Notes Continued
• Co-Marketing with WP (TALK TO BRAD)
• Social Media- Facebook
7. Future Meetings
• From here we decided the group should meet every Wednesday at 4:30 or 5:00, and Brian would usually be able to attend.
•
8. Proposed Schedule
• Priority- website, sponsors, reasonable idea of event details
• Break up the following
i. Charter and timeline
ii. Sponsors
iii. Website updated
• Date for ‘Save the Date’- Week of October 12
• Talk to Chad about Corporate Sponsor section
• Majority of money came from
i. Friends/family
ii. Cisco employees
iii. Silent Auction
• Confirm that Backcountry skiing guide is interest in doing avalanche awareness training for all attendants
• Specify messaging
o Where/what the money is going towards
o People want to feel good about it
o Need to sit down with the Nature Conservancy for specifics
o Contact Grand Foundation Board
o See if Hitachi mentors can market the event to their clients
o Market to water people and see if they are interested in speaking
• Don’t have EIN # yet, Brian will update
Project Meeting Notes – Taken by Aaron Bornstein
Date: September 15, 2009 – 5:00pm
Attendees:
Steve Bauer, Leeds
Aaron Bornstein, Leeds
Sam Houpt, Leeds
Joyce Jung, Leeds
Sara Nasser, Leeds
Leann Tatelman, Leeds
1. Determine individual Roles and Responsibilities
• Logistics/planning
o (Sara / Leann)
o Banquet room
o Lodging (2 types)
o Catering
o Events
Project Meeting Notes Continued
o Base camp
o Team building events
o Competitions
o Seminars
o Budget and alternatives
• Marketing
o (Joyce and Steve)
o Figure out from Taylor about specific projects (where money goes)
o Email lists, flyers, t-shirts
o Coordinating website (Jon)
o Speakers
o Contact TNC
o Define approach (message, who's involved, where the money's going)
o Design/Logo/Image
o Talk to Chad about sponsoring
o Facebook
• Sponsors/donations
o (Aaron/Sam)
o As many as possible
o Compile last year’s list
o Sales pitch
o Info on corporate sponsors
o When to ask for $$/Product
o **figure out from Brad who we cannot work with**
o Limitations
2. Chose Team Lead- Steve
3. Discussed Project Deliverables
4. Discussed use of Hitachi Mentors
5. Discussed donation process
• Bank account in name of Exceler8s
• Receipt for donations
o Use Carbon copy sheets
6. Questions to ask Brian
• What time does the event end?
• Will we serve dinner on the last day?
• Is Berthoud taking place on one or both days?
• Did competitions take place before or after happy hour last year?
Project Meeting Notes Continued
Project Meeting Notes – Taken by Aaron Bornstein
Date: September 16, 2009 – 6:15pm
Attendees:
Brian Allison, Client
Steve Bauer, Leeds
Aaron Bornstein, Leeds
Sam Houpt, Leeds
Joyce Jung, Leeds
Sara Nasser, Leeds
Leann Tatelman, Leeds
1. Discuss role and responsibilities from Tuesday, Sept. 15 meeting
• Reviewed each group and confirm bulleted points
2. Marketing
• Define website requirements
• Other Promo materials
o Fliers, ad in backcountry magazine
o Article in Daily Camera / Colorado Daily
• Check with WP about co-marketing
• Brian will resend Webex invites
3. Donations / Sponsorships
• Conflict is with on-mountain sponsorships
o Can they restrict?
o Move forward if no response
• Create generic sales pitch
• Get a sale
o Talk to people we know/relationships with
• Last years sponsors
• Anyone that chad knows
• Local companies
• Develop first draft list of companies to approach
• Sponsorships
o Prioritize
o Use last years list
o Watch companies
o Check with Boulder Bolder Sponsors to see if any interest
• Brian knows Director of BB- will provide contact info
o Look into possibility of having Warren Miller present?
• Donation Process
o Need 501C3 in place before we can accept donations
• Need to obtain it soon
o Do the benefits of PayPal outweigh the costs
o Talk with Jon about process
o Bank account will be set up by Brian shortly
o Need to determine if donations shipped to Winter Park or to us in Boulder
4. Logistics
• Need to set up central location
Project Meeting Notes Continued
• Find bar to host happy hour
• Need to determine food/catering/prices
• Breakfast for 2 mornings (Thurs/Fri)
• ****NEED TO GET EXCELER8S BADGE****
• 3x transportation to and from berthoud
• Need to tighten down registration
o Registration at "base camp"
o What to include in reg price?
▪ Tickets, food, lodging, etc
• Plan competitions
• Print itinerary
o Breakdown
o Phone numbers, etc
• Happy hour
• Brian wants to speak on dinner night
• Allow for Berthoud on both days, give option of 1 or both days
5. Milestones
• Save the Date
o Dependent on sponsors, website and event details nailed down
• Pick date that we want website final
o Need draft/requirements first- 2 weeks prior to deployment
o Need an operational site 1 week before deployment
• Create a full timeline
• Make an appointment to meet at TNC in early October
• Make an appointment to meet with Markus in Mid-October
6. To do for next week
• Start contacting sponsors
• Create timeline/milestones
• Determine if there is a way to do html, email blasts
Project Meeting Notes – Taken by Aaron Bornstein
Date: September 23, 2009 – 6:15pm
Attendees:
Brian Allison, Client
Steve Bauer, Leeds
Aaron Bornstein, Leeds
Sam Houpt, Leeds
Joyce Jung, Leeds
Sara Nasser, Leeds
Leann Tatelman, Leeds
1. Brian Updates
• Still need a meeting with TNC to understand where the money is going
• Due to lack of timely response from Brad, Brian has provided his boss’s contact info- Crystal- who we should contact to speed things up
o Suggestion to schedule a standing meeting with Brad, every other week to reduce the chances of him ignoring us
Project Meeting Notes Continued
• Brad will be getting back to Joyce in a few weeks with joint promotion info
• Brian thinks we are fine with our 501C3- but have not received anything in writing
o Brian will provide when he receives
• Chad wants to take the lead of contacting last years’ sponsors
2. Website Update
• Steve spoke with Jon and he is willing to do all of the website
• Need a timeline for Jon to get website going
o High level catch so the site can be useful
• Group decides that the front page needs more grab
o Overview of Event
o Overview of last years event
o Clearly advertise our sponsors
• Group suggests checking with TNC regarding a link to Exceler8s on their site
• Need a new logo with more edge and color- to capture the essence of the event
• Also need a call to action on the site- registration, donation, etc
• Jon will code the website with security to accept donations
• Need EIN #
• Will set up a section of the website so participants can compete in real time to see how much money everyone can raise
o Incentivize using in-kind donations
o Incentivize people to pay online
• Suggest having discounts for early registration to get a better idea of numbers
• Registration Fee of $20-$30 will include Dinner, T-shirt, Breakfast, Transportation, and happy hour
o Doesn’t include lodging or lift passes
• Create forum for early-bird registers only
• Set up individual accounts for each group member to update site as needed
• Need to follow up on desired dates for website open for business
3. Website Marketing
• Need our message from TNC, marketing package (what we are offering), and a general idea of the events taking place
• Need to agree upon what we are trying to portray to our audience
o Spirit/experience of event
o How many web pages will we have?
o Needs to look more professional compared to last year
o Need to work through how to design it
o Does Jon want to interpret our wishes or does he want a pre-specified layout?
4. Event Experience
• Give back, stretch selves in team environment and learn about Colorado River
• Manifestation has changed
o Seminars appealing to multiple audiences
o Updating participants on what the TNC used last years money for
o Not just having fun, but gaining awareness
o Advertise what’s great about the organization
o Breakdown what the money can lead to
Project Meeting Notes Continued
Project Meeting Notes – Taken by Aaron Bornstein
Date: September 30, 2009 – 6:15pm
Attendees:
Brian Allison, Client
Steve Bauer, Leeds
Aaron Bornstein, Leeds
Sam Houpt, Leeds
Joyce Jung, Leeds
Sara Nasser, Leeds
Jon Hartman, Remote
1. Project Deliverables
• Discussion of class deliverables for Brian’s knowledge
• Received an OK of our project purpose
• Discussed Themes of Event: Give back to community and provide a challenge
o From a mission standpoint- for the Colorado River Project to succeed, we need the community to come together and have fun
o Also to provide awareness to make right choices
2. TNC Update
• Brian will schedule a meeting for 2 weeks out
3. Chad Update
• Needs EIN # from Brian
4. Brad/WP Update
• Needs Brian to sign contract in order to further negotiate terms
o Brian will contact Brad about getting together for contract signing
• Will have bank account set up in 1 week
• Finishing up 501C3 application, have received non-profit legal status with state
• Contingency Plan for Location due to lack of WP response
o Plan B- Town of WP
o Plan C- Sol Vista
o Plan D- New location
o If the base changes, we need to have everything in one place
5. Advertising
• Radio
o Reach and price
o Assume free b/c charity
• Placements from Markus and his supporters
6. Website, Jon phone conference
• How soon for a new look using mock design?
• By October 7
• Jon will update website as we feed him information
o Also using content management system so the group can easily make changes without Jon’s help
• Site will be setup as a brochure site
• Main Page
o Main page
• Brief description
Project Meeting Notes Continued
• Top navigation
• TNC Info and link to Colorado River Project Site
o Want a single 'About' tab
• sub-tabs for Exceler8s, Project Team, About WP, and last years event
o Registration/Donate
• Competition for registration
• Explain how it works
• Individual registration
• People can sponsor you
• Have separate section for results from competition
• 2-3 day turn around time for mailed in checks-
• Need to determine way to coordinate info and update site
• Use In-kind donations to incentivize competition
• Possible options- free event, free skis, etc
• Teams based on companies
• Business registration
• Registration/prices
• Advertise companies on side bar
• Early Registration
• Sign up dates
• Pay in full
• Incentivize
• WP/B tickets and guide paid at base not on website
• Will coordinate with WP for group discounts
o Payment System
• Ecommerce store with direct deposit
• Security?
• Secure payment process
• Kicks out receipt after purchase
• What about credibility of the site?
• Will have a security certificate
• Wells Fargo Bank Acct
• Brian needs to Setup merchant acct
• Jon will inform Brian of specifics
o Sponsors
• Should high donators have recognition with advertising/links to their site on the sidebar of every page?
• Yes
• Don't need to do packages
• Setup sponsors page so potential sponsors can visit for more information
o WP/B Information
• Whatever we want about guides, town, etc can be added as created
o Event Details
• Schedule of tentative events should be placed asap
• Sara has mock schedule and will email it out
o Contact
• Phone/Email
Project Meeting Notes Continued
• Place a contact form on the page with space for name, contact, and message
• Suggest to send to only 1 central account to minimize multiple responses
• exceler8s@ still works
o Questions Concerning Payments
• Will it track payments for accounting purposes?
• Yes
• Let Jon set up the site and handle the databases to ensure it stays clean and easy to use
• 1st save the date:
• Estimated to be 2nd half of October
• Next Wednesday, October 7, will have the template/shell and desired pages completed
• Need to get save-the-date email list from last year
• Want to draw up mock save-the-date in due in 2 weeks
• Immediately:
• Brian will email EIN #
• Need to email updated charter to Chad and Jon
Project Meeting Notes – Taken by Aaron Bornstein
Date: October 7, 2009 – 5:00pm
Attendees:
Brian Allison, Client
Steve Bauer, Leeds
Aaron Bornstein, Leeds
Sam Houpt, Leeds
Joyce Jung, Leeds
Sara Nasser, Leeds
Leann Tatelman, Leeds
1. Brian scheduled call with WP on Friday from 12:30 - 1:30pm
o Things we want to cover
• Contract
• Life tickets- group discounts
• Joint advertising with WP
o Have sara and leann get Brian a list before Friday's meeting**
o Boulder center for sports med- getting in shape for ski season
• Some kind of tie
o Race conference-- who will attend besides me and sam?
o Benefits of sponsorships
• What it means to them?
• No more than 3 categories
• Willing to pay for berthoud (hold 10 spots for sponsored ppl) or lift tickets
• Free on mountain stuff
• Depending on the types of marketing we pull together, we can provide preferred spots for larger/key sponsorships
• Priority online sponsorships
Project Meeting Notes Continued
• Company provided Banner
▪ Extreme team building event
o ***Talk to Aaron Davidson about getting companies to put booths up/sell things****
o Brian will send me a 1 page summary that he sent to Jim in July***
o Boulder bolder Contact from Brian….Cliff Bosley- Cliff@
2. Marketing Plan (steve and joyce)
o Looking at environmental, business, etc groups that would have interests
o Email to tell what it is about and whether they would be willing to promote/cross-promote to their members
• Give speech during meetings
• Would most likely cost to do 9news
▪ ***need to put together a press release****
o Cross promote through KBCO
o
o See if Sponsors will put link on their site and promo to their members
o Search engine tag
• Sam will go to google
o Hit up tvs in CU buildings with info about event
o Environmental law office knows Steve and will put info out to all environmental groups around town
o Look to New Belgium Brewery for sponsorships (joint marketing)
• Check on issues with Coors
o Student Organizations
• Have connections with Greek community through Sarah and Leann
o will put up a banner for free
• When ppl search for Boulder and all ski areas
o Talk to Denver Post, and state/local govt
o Ask local congress person to attend event-- maybe someone in Colorado River Region
• Local gov't representatives to provide opinions
o Thank you process for sponsors
o Ski Magazine
o Warren Miller
• Or less prominent film makers in the area
3. Brian
• Taylor available- October 21, 5:30 - 6:30pm at TNC
• EIN given out
• Need to track down invite list
• Finishing 501c3 paperwork
• EIN # should suffice for state/federal tax #
• Need re-invitation to WebEx
• Talk to Brad about join marketing restrictions
Project Meeting Notes Continued
o Ball rooms
o Food
o Transportation
• Talk to REI for monthly memberships- do a class on Colorado River--****
4. Chad Conference Call, 6:00pm
o Intro
▪ Helped out last year and graduated last yr
▪ Live in jackson hole, WY
▪ CR Project important to him
▪ Wants to help lighten workload
▪ Provide advice from last year
▪ Was spiritual leader and rain maker on sponsor side
o Went round the table
o Brian's overview for event and how its different from last year
▪ Agonized all summer whether to do at WP or Silver
▪ Want ppl to give back and challenging ones self and realizing what one's capable of
▪ Broadened mission (above) and bringing community together
• WP provides unchallenging environment
o Place to bring together
▪ Meeting with Taylor about specific things we can do in context of CRP in context of grand county and front range
o Chad:
▪ Challenges
• Still important to put challenge aspect into WP
• Will clarify with WP this Friday during call
• Not going to make it into something it is not
• Gain access to getting to the chutes- outside normal bounds
• Positive that we will do something for the 'cerc'
• Want to get areas cordoned off
▪ Questions
• Focusing towards sponsors- way to approach is tell them what we can offer them- what they get out of it
o Levels of Exposure-exceler8s central is crucial point to get sponsors
o If in MJ / super-gage lift- exposure to others skiing and not just ppl associated with event
▪ Wells Fargo has large tent outside
o Sponsors know they get exposure to everyone at WP that day
o Need sponsor list
▪ Want to focus on major companies for key backers for $$
• Short list for prioritized companies to go after asap (new belgium)
▪ And focus on others for product donations
o Focus on what exactly we can get out of sponsors- PRIORITY
▪ Booths, demos, etc
▪ Using Markus's contacts
▪ Getting gear rentals, etc
Project Meeting Notes Continued
o Want to sell the feeling with specifics
▪ Where they are going
▪ How they are getting there
▪ What's covered
▪ Create the idea in their head
▪ *some subject to conditions*
▪ Need to boil down specifics and talk to Markus
o **Send chad our tentative list and Chad will add to list and decide who he will
o Registration Prices
▪ Ball park of $30 - 50
▪ 1 registration, able to select either venue per day
▪ For Berthoud people, may want avalanche rental fee for those that want to bring own
• Want sponsors to kick in as much as possible
• Berthoud participants will be paying additional --make sure to mention on site
▪ Fees only cover dinner, t-shirt; wont cover riding
• Riding paid on daily basis, in person
o Chad able to help most with sponsorships
▪ In ski town and has connections
▪ Can use previous contacts
▪ Biggest to focus on is "what are we giving them"
o Are we doing shuttles for Bethoud
▪ Need to ask WP about
o For Berthoud portion- give difficulty rating to potential ppl that sign up
▪ Or a range
▪ As much details up front as possible about back country
▪ What are the range of possibilities to experience? --Check with Markus on specifics--
• If Markus is willing/get commitment to go over valley and through the woods to top of panoramic
• A way to introduce people, get feet wet and what they have to do back there
o Chad will follow up with Markus on direct sponsors thru Email
o Focus on Bethoud sponsors
o Pick his brain from last year
5. Logistics
• Sent to Sarah- Email Info about meeting to Sara and Leann
o Forest service Contact
▪ Hymie Olivera
o Touch base with Markus- that he will have liability coverage for ppl
o Whether Markus willing to take from Berthoud to WP
o Brian will email with info about comm call
o 2nd half of November to send out full specs
▪ Ski area fever
▪ If too long, do btwn mid-November -- Feb.
• Brian will go to more corporate people for matching challenge
• Want some avvy sponsors for first information to say that we have ___, and ___ covered already
• For the 2nd day, start at Berthoud and end at WP
Project Meeting Notes Continued
• New challenge- Trek
• Very cool
• 3 ridges to cross- dependent on conditions
• End at top of panoramic
• Need to figure out route
• Would we be boot packing or skinning
• Would Thomas be able to demo gear for Berthoud people- Black diamond
• we need Commercial forest service permits??
• Markus gave sponsor contacts for product demo donations
o Chad will see if Markus will contact or if Chad will
• 1st day is a lot of riding
October 14, 2009
October 16, 2009
Steve Bauer, Leeds
Aaron Bornstein, Leeds
Sam Houpt, Leeds
Joyce Jung, Leeds
Sara Nasser, Leeds
Leann Tatelman, Leeds
1. Group update prior to meeting with Brian
• Aaron discussed RFP details from Breckenridge with group based on lack of involvement from Winter Park
• Group agrees to problems discussed and think Breckenridge would be a better option in terms of cost, driving feasibility, student interest and willingness to work with our event.
• Brian uncomfortable with spending $10,000 on the event, more comfortable with $3000-$5000
• WP tent at base of mountain is heated, fits 200 people and costs $15,000
• Dining Room
• Need more detail w/ plan b b/c of costs
• Sol Vista lodge can accommodate large numbers with nice accommodations and costs less
• Downside: 25 minute drive
• Brian proposed having beer on the bus – potential legal issues
• Transportation- looking to contract out
• WP contract
• Won’t ask for guarantees on numbers
• Room rates subject to availability
• Jones Pass v. Berthoud
• Capacity?
• Follow up with Jones Pass people
• Need to know logistics
• Get contact information from Aaron Davidson
• Call reservation line
• More vertical feet on Jones Pass
• Need capacity and availability
• TNC meeting again delayed.- Sam and Aaron will consider having own separate meeting to update sponsorship pitch
Project Meeting Notes Continued
October 21, 2009
Brian Allison, Client
Steve Bauer, Leeds
Aaron Bornstein, Leeds
Sam Houpt, Leeds
Joyce Jung, Leeds
Sara Nasser, Leeds
Leann Tatelman, Leeds
4:30pm
1. Based on lack of response/progress from Winter Park, group decided to pitch alternative option based on research performed by Aaron
• Breckenridge was contacted with an RFP- responded in 1 business day with full details of offerings.
• Pitched offerings to Brian
• Brian responded that he would call Brad himself to check their status
2. Activity Review:
• Marketing – Web Site, Save the Date, Partners, Flyer
o Save the Date:
▪ Date to send out
▪ Update contact list
▪ Need to know when website will be ready
o Ops – Jones Pass, Transport, Tent, Budget, Permit, Sol Vista…other
▪ Need to create a budget based on Brian’s #’s
▪ Want to know what we need to charge to cover Jones Pass
o Sponsors – intro letters, non-profit state letter
3. Decision Review –
o How to position Jones Pass Activity?
o Other?
4. Milestone Review
o Milestones Schedule and dependencies
o Website – pages, to include registration; save the date; invite list
▪ Want a list of content we are providing
▪ Steve- Learn how to use site to put up contents
o Ops – Exceler8s central, budget
o Sponsors: short term priority list
▪ Check in with Chad
▪ Do some marketing work with Steve and Joyce
▪ Start talking with people and groups
▪ Smartwool and Scott goggles
▪ Want to get tangible equipment for giveaways
5. Brian Update
• Willing to spend more up front, but only willing to have net loss of less than $5000
Project Meeting Notes Continued
October 28, 2009-
Brian Allison, Client
Steve Bauer, Leeds
Sam Houpt, Leeds
Joyce Jung, Leeds
Sara Nasser, Leeds
Leann Tatelman, Leeds
1. Sponsorships
• Sponsorship team needs to contact
• Brian feedback from RACE Conference
o Closed to partnering up with AIR foundation
o Have to go for big sponsor names
o Bca's of the world, spider, big names
o Get contact info
▪ 10 - 20 big name sponsors
o Need to talk with Chad
▪ Has great appreciation of what sponsors are looking for
o Update to webex
o Individual contact lists to current contact lists from march 10th
o Hat Idea
▪ No feedback
▪ Talk of Promo Items, but no reaction
o **Brian stoked on Wright Group**
o Liked Outdoor Elevations but pass off to Steve and Joyce
2. Logistics
• Berthoud nixed, going with Powder Addiction at Jones Pass
o Need to include ticket prices with registration costs
o $120 for two days per person ($60/day)
• Leann and Sarah did more scouting
• No bank account setup
• Brian doesn’t understand that we need something to pitch to get sponsors
4. To Do
• Send out email asking group to meet w/out Brian s
• Follow up with contacts from weekend
• Come up with big name sponsor list and send out
Project Meeting Notes Continued
November 3, 2009- 5:30pm
Steve Bauer, Leeds
Aaron Bornstein, Leeds
Sam Houpt, Leeds
Joyce Jung, Leeds
Sara Nasser, Leeds
Leann Tatelman, Leeds
1. Sponsorship update
• Re-contact Wright Group
• RV
• Heated Tent to hold 100 ppl standing
• Base of mountain- options for staking
• Can put in parking lot, have to walk
• Booths
• Cheaper or donated
• Tables for Expo space
• Follow up with snow forecast
• General
• Create Sponsor Benefits
• Create deadlines
• Split up companies to contact
• Follow up with Aaron Davidson about WP sponsors- WP corp sponsors HAVE TILL NEXT WEEK
• Create sponsorship proposal
• Look into getting big name skiers/snowboarders
• Upload to webex
2. Website
• Up by Friday
• Cant move until Brian creates bank account
3. Logistics
• Determining dining during Wednesday Meeting
• Need Brian's approval
• Determine speakers (avalanche person, governor, Mark Udall, TNC)
• Have booths for our sponsors
• Need expo w/ more going on
• Logo
• Less flashy, 2010 Exceler8s Festival
4. Marketing
• Advertising not appealing to Students b/c not the right incentive
• What's the Draw?
• Silent Auction makes the $$
• Appeal- Corporate Sponsors
• Need to contact faculty
• Faculty buff bulletin
• Contact departments
• Contact Boulder Freeride and environmental groups
Project Meeting Notes Continued
November 4, 2009 - 5:00pm
Brian Allison, Client
Steve Bauer, Leeds
Sam Houpt, Leeds
Joyce Jung, Leeds
Sara Nasser, Leeds
Leann Tatelman, Leeds
Kathryne Zwack, Client
November 11, 2009- 5:00pm
Brian Allison, Client
Steve Bauer, Leeds
Aaron Bornstein, Leeds
Sam Houpt, Leeds
Joyce Jung, Leeds
Sara Nasser, Leeds
Leann Tatelman, Leeds
Kathryne Zwack, Client
1. Sponsorships
• Follow up with Chad
• Katherine will write to pro teams for silent auction
• Contact Buff Club for tickets
• As website comes up- get familiar with it
• Find out the different places to add logos/advertisements
• Snowforecast will place a banner on their site
• Brian and Kathryn will fine-tune budget and keep seats available for cat adventure
• Brian and Kathryn will contact Grand County companies/organizations
• Spa certificate for DT
2. Logistics
• Article: keep theme to backcountry and nature conservancy
• Consult TNC for marketing/PR help
• Brad- emailed about getting on calendar, no response yet.
• Magazines
• Competition Magazine- Competitor Mag.
• Mountain Parks Electrics- Events Page
• Katherine will get us contacts
• What is the message?
• Website up by Thursday Nov. 12
• Jon doesn’t want ‘Under Construction’ listed on the site b/c it doesn’t set expectations
• Jon says its too much work to change title bar from results to event details
• Also cannot change spacing so need to edit some paragraph
• Put up what we have and add as we get it
• Goal: Registration up in early December
• Multiple options for Registration per day
• Options determined by Brian and Kathryn
Project Meeting Notes Continued
• Save the Date email list is complete- Katherine has it
• Brian will send out the format to us to add our own contacts by Nov. 12 morning
3. Marketing
• Devils Thumb
• $45/person incl. beverage, no alcohol
• $35 for BBQ
• Drinks not included
• Can get alcohol donated to lower cost
• Once reach food cost of $4000-4500, room rental is waived
• 20% gratuity, service fee waived
• Check to see if we are sales tax exempt with non-profit status
• Dinner will be rolled into registration Fee
• Devils thumb shuttle does not run late Thursday Night
• Questions to ask DT staff?
• Need to see if willing to accommodate our needs
• Can people not staying at Devil Thumbs use the shuttle?
• What are the AV Equipment charges?
• Would DT be willing to donate dinner for 2 for silent auction
• How do we get on the event page on their website?
• Look at Alternate Bus company
• What is the size of the shuttle and how many are there?
• $210/night for expensive hotel
• Is Devils Thumb considered a sponsor?
• Economy Hotel
• $80/night
• Demos :
• Will Winter Park allow this?
• If so, who should we consider contacting?
• Flow Snowboards, step-in Binding.
• Check on split boards?
• Would want K2 and Burton for Split Board
November 18, 2009, TNC – 5:00pm
Brian Allison, Client
Steve Bauer, Leeds
Aaron Bornstein, Leeds
Taylow Hawes, TNC
Sam Houpt, Leeds
Joyce Jung, Leeds
Sara Nasser, Leeds
Leann Tatelman, Leeds
Kathryne Zwack, Client
1. Program Overview
• 7 states, 2 countries
• Problems:
• 30 million people rely on Colorado River
Project Meeting Notes Continued
• 4 million acres of farmland
• 12-15 million more people over next 10 years
• 5-30% decrease in precipitation
• Supply and Demand for water equaled in 2005
• Sustainable funding
• Reallocate hydro
• Create fee structure
• Native species at risk
• Integrated water management
• Water reform in the west
• New opportunities
• Climate change
• Federal level
• Shortages in San Diego
• First Desalinization
• 27 million acre reservoir not filling back up
• Largest in USA
• Priority waters w/ Denver Water Board and Trust
• Need specific rights to water
• In stream flow rights in Colorado
• 4 endangered fish in Colorado.
• Want to ensure protection for inhabitant rivers
• Get water there
• Buy in with others (integrated management) to sell to customers
• Environmental values
• Goal:
• Create more flexibility within river
• As flooding is expected to increase
• Stop extinction
• Keep biodiversity
•
2. TNC Overview
• Market driven
• Work with stakeholders
• Different from other environmental groups in that there is no litigation
• Rely on scientists to provide best information to make their case
• Utilize government resources for action
3. Connection with Exceler8s
• Many critical rivers in Grand County
• New approach to ensure water in the necessary places
• Focus on western slope
• Political will
• Tourism economy
• Skiing
• Sustainability of state
• Water for people, nature and economy
• PWP- TNC Project
• Model for future planning Initiatives
Project Meeting Notes Continued
• Headwater communities
• Grand County in the middle of it
• Denver Water: Biggest diverter
• Have 1.2 million people to educate
• What the money raised will benefit
• Grand County is a beneficiary of largest west slope rivers
• Steams don’t have adequate flows
• Want to improve through PWP
• Goal:
• Map river segments
• Buy water rights to fill river and others (2 sides of PWP)
• If Denver Water charged each customer $2, PWP would raise $2 million
• Conserve to Enhance:
• Tucson, AZ pilot project: Pay same on bill, but savings spent on environment water rights
November 18, 7:00pm
Aaron Bornstein, Leeds
Sam Houpt, Leeds
Tom Wright, Wright Group
1. Overview of Event for Tom
2. What Tom can offer
• Can offer their own tents and various event services
• Can help create the events environment
• Can pitch event to Jim Bean International and Budweiser to see if we can use their tents
• Can pitch event to other companies to get additional sponsors
3. Tom’s Suggestions for improving event
• Need title sponsor
• Possible options:
• Vitamin Water, Coors, Coca Cola
• Need to prove Return on Investment
• Need to deliver message the right way with the right companies to push it
• Paint the image:
• Huge cause, effects all- in and out of Colorado, benefit to title sponsor
• Grown firm, grassroots
• Don’t want trendy words = BS
• Backing of huge production company- Wright Group
• Ways to Deliver
• Title, Event, Daily Sponsors
• Can have sponsorships of certain activities, events, transportation, etc
• Be sure to not have any conflicts with the title sponsor
• Additional suggestions:
• Is it possible to leverage the TNC partners to gain exposure?
• Do they know someone with deeper pockets?
• How does the Cisco matching work?
• If can communicate to companies that Cisco believes in the event, it will make the issue more believable to big companies, because Exceler8s is not established and well known
Project Meeting Notes Continued
4. To Do:
• Tom will provide template for sponsorship proposal
• Fill out with event information and Tom will pitch it to his contacts
December 2, 2009 – 5:00pm
Brian Allison, Client
Steve Bauer, Leeds
Aaron Bornstein, Leeds
Taylow Hawes, TNC
Sam Houpt, Leeds
Joyce Jung, Leeds
Sara Nasser, Leeds
Leann Tatelman, Leeds
1. Sponsorship:
Finalize Wright group plan
• Will send quote to Brian asap
Sponsors update, to include Powerbar, Vitamin Water, equipment providers (Smartwool, Scott, Flylow, etc)
• Still awaiting responses from contacts made
• Have not received response from Chad in almost 2 weeks
2. Marketing:
Plan review
December 17 meeting at TNC (Noon). Everyone is welcome to attend
Website – go live with registration and donations in the coming week. Pending information from Wells Fargo
Contact Aaron at Winter Park for more joint marketing
$500 Ad – let’s review with Sponsorship team
• Comes out end of January for feb/march issue
• Can be ad for event, put key sponsors as part of it (wouldn't charge advertisers for it)
Get ready for “registration open” email blast
• Steve to take a crack at the content
• Due first half of next week
• Early bird specials
• Include more event details/highlights
Flyer to distribute in Grand County and over the holiday
• Brian and Katherine will do
Project Meeting Notes Continued
3. Ops:
Nancy is great contact, in addition to Brad
Mtn Ops: plan is to go with Cirque transportation and Nastar. Brad to confirm costs
• Talk to Brad about Transportation to The Cirque
Nastar will be held for Exceler8s
• 2 free runs into registration b/c $10-20 a pop
• There to be used
• Volume Rate for buses to Devils Thumb
Website plan, to include tie in to WP reservations landing page
• Landing for lodging w/ our rates
• Get Jon a link
Plan for Wednesday Happy Hour (Cheeky Monk), Thursday – Friday breakfast, lunch? Contact restaurants (Back Bowl, Lime, Starbucks) in the Village
• Lunch at base
• Lunch Rock - located at top
• Have ppl pay for own lunch
• 3 events- happy hour (cheeky monk bar), Starbucks in Village, The Back Bowl (new restaurant- for breakfast)
• WP will give ppl credentials for on mtn, off mtn (no cost)
• will help w/ registration for a room (no cost)
WP will get quotes for transportation to DTR – follow up with Nancy
Coordinate with WP for: credentials, registration
Will close contract with DTR – main room capacity is 140 people
Transportation from Airport. Home James. Roger “Headlund” is owner and big river supporter. 970-726-5060. Let’s go for their sponsorship and discounted rates
• Sara will talk to Roger
Silent auction planning – note TNC donation of cabin
• Room at Devils Thumb great for that
Panelists (Wednesday Afternoon- 1 hour. Panel showing different Views)
• 2-3 or none
• Probably want to rent another room
• 1,2,or 3 Seminars
• 1 for river specifically
• Sam to get it rolling
• Jamie will do backcountry awareness
• Brian's Coach can do something on leadership
Project Meeting Notes Continued
4. Housekeeping:
Winter Break
Team Next Semester
Want Registration up by Dec. 10
Second email blast = registration open
• Highlights as well
• More about event/agenda
Brian- needs additional info from Wells Fargo for registration, holding Jon up
Joyce- follow up with Brad about posting our event on the WP events page
• Contact Aaron Davidson
• Also recontacted newspapers about event calendars on their sites
• Contacted magazines before break
• First tracks- got reply
Presentation:
Bridging self interest of stakeholders to reach common goal of sustainability of Colorado River- the Festival is a vehicle to obtain this.
• Brian wants soft copy
TNC Meeting on Dec. 17
Plan for Spring Semester due when we return on January
Brian will talk to Katherine about creating a flier and posting around Grand County
Trout Unlimited- to become part of Panel
• Sam's parents know the owners
Lessons Learned
• Venue research and relationship established/confirmed. A major roadblock occurred with the assumption that the venue was informed and ready to work with the group. This assumption was proven to be false as we found that Winter Park was not able or willing to contribute key elements for hosting an event. They were not prepared to work with us at the fast paced level we needed. This created tension within the team as well as limited our abilities for the development of the event. We also needed to know the limitations created by the venues to tailor our efforts in a corresponding direction.
• Make sure to be open to contingency plans. By developing and assessing options for venues and logistics the team would be able to play the game of pricing to get better quotes as well as find the best option for what the event wants to offer. Logistically it becomes difficult in terms of transportation and cost for venues to be spread out and out of the way.
• Communication is key for addressing below the surface problems that could end up being detrimental to the project. There have been many instances where assumptions have been made by the team, or within the team, that has caused conflict. All expectations should be addressed up front and clearly in order to promote understanding for all stakeholders. This will help the development of the project as well as more clearly communicating our purpose to participants.
• Create deadlines. By developing deadlines, team members will be able to more accurately manage time to lock down important details to the event. This would also help the team synergize when the work load is divided to build a timely event.
• Need to align project with class requirements. The project deviates from the typical class projects dealing with consulting. This created problems with documentation, management changes, and developing the scope of our event. The event is very large to only have five months to work through every detail from start to finish.
• Establish Budget. We have had an ambiguous budget that has been monitored by discretion. Without the funds available being determined it is difficult to delegate capital to necessary areas without the idea if there will be enough money for other elements needing attention.
Colorado River Plan Executive Summary
.
. DRAFT
. EXECUTIVE SUMMARY
. The Nature Conservancy
. Colorado River Program
. Contact: Taylor Hawes 303-541-0322 thawes@
. The Colorado River is one of the iconic symbols of conservation in the American West, if not the world. It has shaped the human history of the southwestern region from the earliest Native American inhabitants to the explorations of John Wesley Powell to modern day. The river is a source of life in an otherwise arid region. The Colorado and its tributaries are globally significant for the vast assortment of life it supports.
.
. Historically, the Colorado River drainage contained 49 native fish species, including 42 endemic species found in no other river system. The river basin encompasses a variety of freshwater ecosystem types, from mountain peaks to desert rivers and a great delta. It supports an astonishing array of plant and animal species that depend on a healthy, sustainable Colorado River basin, including the Colorado pikeminnow; Chiricahua leopard frog; Zuni Bluehead Sucker, alcove bog orchid; Southwestern willow flycatcher and hundreds of other species of migrating songbirds.
.
. It is also a critical source of water for human needs. It sustains 30 million people and their economies in both the United States and Mexico, irrigating more than 3 million acres of farmland. Hydropower, coal-fired electricity, and oil and gas development also depend on the river. World-class recreation, such as boating, fishing and nature tourism, is a significant economic engine in the region. Population growth in the basin is expected to increase by approximately 39% by 2035 – 12 million more people depending on this river. Yet, climate change studies vary, but predict a range of 5-20% decrease in water supplies by 2050.
.
. Due to long-term and intensifying human use of this river system, the natural diversity of animals and plants that depend on it is at grave risk. Of the endemic species, four are extinct and 95% of the remaining species are endangered or threatened. In the Lower Colorado River Basin, less than 2% of the native riparian areas are natural. Conservation success in the basin is constrained by many factors: growing municipal water use, spreading invasive plants and non-native animals, land conversion, energy development and poor grazing practices. In the past, federal and state agencies and many conservation organizations focused on smaller-scale planning and projects to tackle localized problems. However, the lack of a basin-wide vision and strategy for conservation has hindered the Conservancy and other organizations from capitalizing on land and water initiatives taking place at a larger scale.
.
. In response to these concerns, the Conservancy undertook an assessment of freshwater plants and animals in the entire basin to determine its priorities and as a foundation for a conservation action plan at the basin-wide scale. The assessment helped the Conservancy identify potential cross-cutting strategies and a suite of site specific places where we can get the greatest return on our conservation investment. Building on that assessment, the Conservancy is developing a more detailed action plan that aims to protect globally threatened freshwater species and natural communities while recognizing the needs of people. This includes three major
Executive Summary Continued
. strategies and sixteen phase I priority river segments.
.
. The Colorado River supports some of the fastest growing municipal areas in the country: Las Vegas, Phoenix, Tucson, Los Angeles, San Diego and Denver. A growing demand for water, coupled with natural variability and the potential for decreased water availability due to climate change, increases the urgency of developing long-term solutions for both economic interests and conservation. To be successful, the Conservancy must work closely with other conservation organizations. No other organization is working in as many places in the basin as TNC or across the entire basin, but each one is a critical partner for the implementation of important aspects of the plan. We must develop and work toward a common vision for the basin.
.
. The West is on the cusp of the next generation of critical water management decisions. With several decades of water conservation experience, the Conservancy is poised to apply its scientific expertise and collaborative approach to ensure the future of water for people and nature. The Conservancy believes that human needs can be met without sacrificing the health of the freshwater systems upon which all life depends. Our basin-wide approach will provide a template for the protection of working rivers, particularly with growing demand and increasingly arid conditions—one of the most vexing global problems.
.
. The Nature Conservancy’s Vision
.
. The Conservancy’s vision is that streams and rivers of the Colorado River Basin will be managed to conserve the native species, natural communities, and ecosystems found in and along the river system. We recognize that this vision of sustainable biodiversity must incorporate the human dimension, including rural communities, vibrant cities, viable agricultural economies, and adequate water and hydropower supplies. Ultimately, TNC hopes to create a new paradigm that will allow it, and its conservation partners, to be more efficient and effective in freshwater conservation efforts of this magnitude. The Nature Conservancy’s Colorado River program is driven by the belief that conservation efforts in the Colorado River basin can balance environmental needs with human use.
. A Basin-wide Plan for the Colorado River
.
. This strategic plan describes how we might achieve many of the goals associated with a sustainable river system in the short-run, while creating a framework for sustainability in the future. TNC does not expect that it will perform all the elements and actions in this plan, but it will work with stakeholders and partners to identify means by which required actions can be taken and objectives can be accomplished. TNC also recognizes that ultimately any strategic plan must be an organic document and must provide a flexible framework that can adapt changing circumstances and opportunities.
.
. This plan describes a multitude of strategies to achieve conservation objectives in the Basin. All strategies must be considered within the context of local circumstances, including geography, politics and stakeholders; however, the plan also includes strategies at both basin-wide and site-specific scales. Cross-cutting strategies will support efforts in the priority segments by creating additional tools and mechanisms. River specific activities will help us meet our conservation goals for the basin. Working at the basin-wide and sub-basin scale is necessary to achieve long-term sustainability in the basin, together with the willingness to measure
Executive Summary Continued
. outcomes and adapt our strategies if we are not meeting our goals. Most importantly, the plan must remain focused on the fundamental organizing principles and goals that inform our vision for the basin.
. Major strategies
.
. Cross-cutting strategies are those that go beyond specific places and create a long-term framework for success and new tools to achieve the Conservancy’s bio-diversity goals while also fulfilling our guiding principles. The strategies identified in this section can be divided into the following ten major categories:
.
. 1. Imperiled Species Conservation.
. 2. Sustainable Funding for Freshwater Conservation.
. 3. Water Management Reform.
.
Executive Summary Continued
.
. Sixteen Phase I River Segments
.
. The Nature Conservancy has selected 16 Phase I on-the-ground projects throughout the Colorado River basin. These are river related projects from the headwaters to the sea in the United States and Mexico to restore native fish and streamside vegetation, to control non-native vegetation, to improve flow patterns, and to protect floodplain habitats. The projects were selected as Phase I sites for two main reasons: 1) TNC believes it will get the biggest return on investment working in these places first, 2) TNC is already working on these rivers or has some capacity to work here in the near future.
.
. These Phase I rivers include:
. 1. Bill Williams River (Arizona)
. 2. Dolores and San Miguel Rivers (Colorado & Utah)
. 3. Escalante River (Utah)
. 4. Gunnison River (Colorado)
. 5. Lower Colorado River & Delta (Arizona, California, & Mexico)
. 6. Lower Green Colorado (Colorado & Utah)
. 7. Muddy River (Nevada)
. 8. San Juan River (Colorado, New Mexico, & Utah)
. 9. San Pedro River (Arizona)
. 10. Upper Colorado River (Colorado & Utah)
. 11. Upper Gila River (New Mexico & Arizona)
. 12. Upper Green (Wyoming)
. 13. Verde River (Arizona)
. 14. Virgin River (Utah, Nevada, & Arizona)
. 15. Yampa, White and Little Snake Rivers (Colorado, Wyoming, & Utah)
. 16. Zuni Headwaters (New Mexico)
. [pic]
.
.
.
.
.
.
.
Premise, Conflict, Tension, Turning Point, and Resolution
Premise:
The premise of this year’s Exceler8s II event will be to bring the community together in support of the Colorado Nature Conservancy’s Priority Rivers Project (PWP), a subset of the Colorado River Project. The event will focus on creating awareness of the project over the span of a two and a half day fundraiser event that will encompass everything from a relaxing and fun experience on the slopes of Winter Park to challenging guided tours through Jones Pass.
Mission Statement: Appreciate and celebrate the life experience of accomplishing achievements not thought possible by extending oneself physically and mentally in a team environment.
Conflict:
The core conflict revolves around bridging the self-interests of stakeholders and the community with a perceived common goal as bridging these interests is crucial for the success of the event, which is to host a successful 2 ½ day fundraising event for The Nature Conservancy.
Tension:
The stakeholders of the Exceler8s II Festival have their own self-interests which must be bridged to our perceived common goal of giving back to The Nature Conservancy’s Colorado River Project.
Companies are struggling to bring in business and stay afloat, so their available resources for sponsorship are limited. Participants have to use money sparingly in these rough economic times and our event requires money. Winter Park and Jones Pass require specific numbers of participants to meet revenue goals. The Nature Conservancy expects our event to meet specific fundraising goals and awareness.
Turning Point:
The Exceler8s II team will successfully bridge the self-interests of the stakeholders to the perceived common goal of supporting TNC and therefore the CO River or their self-interests will not be met and the event will be unsuccessful leading to lack of financial support and awareness for the CO River Basin Project, and damage to reputation.
Resolution:
If people attend the event and we reach our donation goals, then we are able to bridge the gap by increasing awareness for the Colorado River Project among all parties and by increasing marketing opportunities for sponsors, Winter Park and Exceler8s.
Similar Event Research
1. University of Colorado Miss Greek Pageant:
Every year, the CU chapter of Sigma Pi fraternity hosts a pageant where the contestants are sorority members. Donations are made to support one of the contestants and the amount of donations each contestant receives fits into her overall score. All money raised is donated to Clinica Family Health Services, which is a community health center for low-income and underprivileged families in and around the Boulder area, and the Tennyson center, which is a center for treatment and education of abused, neglected, and at-risk youth. The Miss Greek pageant made over $120,000 in the two years it has been put on. This event can help us to establish some type of competitive registration or donation process with prizes at the end to give sponsors further incentive to raise more money or donate more goods/services to our event.
2. Relay for Life:
Every year, teams of people sign up around the country to participate in an overnight event to raise much-needed funds to fight cancer and to raise awareness of cancer prevention and treatment. The team members take turns walking or running around a track or a path all night long. Each participant sets a goal of how much money they want to raise. This event is a way to bring people affected by cancer together to share their experiences and to support one another. It has become a signature event that people are aware of around the country and that has return participants every year. This could be a model we could use to bring return participants to the Exceler8 festival every year. By telling a compelling story that brings the tension of the Colorado River Project to peoples’ attention, they will be more willing and excited to help out, donate, and attend the event every year, helping our attendance grow year by year.
3. Swing Into Life Golf Tournament:
This tournament is very similar to the Exceler8 ski festival in that it is only in its second year and they are still trying to encourage more attendance and awareness for their event. The Lily Foundation puts on a golf tournament and donates proceeds from the tournament to the implementation of suicide prevention programs, support for people who have attempted suicide, and those who have lost loved ones to suicide. Their website also advertises sponsorship opportunities and donation opportunities for participants. We can use their website as an example of how to improve ours, as well as take a look at their brochure and donation process to perhaps use their ideas to implement our process in a simpler and easier-to-read format.
Similar Event Research Continued
4. San Diego Fire Run:
This event entails a 4 mile walk/run from La Jolla to Pacific Beach to raise money for the San Diego Fire Rescue Foundation, which supports local firefighters and paramedics. They had attendance of over 2,000 runners in this event. This event was set up extremely similarly to ours- they had an active event, a dinner afterwards, happy hour to celebrate, awards for highest donators and fastest running times, pre-registration, etc. This event can incentivize us in getting more participants because this was a local event, much like the Exceler8 festival and the number of participants they got was well over our goal of 120. With advertising and promotion of the event, we can reach our goal easily.
5. Base Camp Bash:
Base Camp Bash is an event put on in Downtown Denver to help fund the Community Adventure Program. This is a program for environmentally aware high school students designed to help them practice outdoor skills, discuss and debate local environmental issues, and make a positive impact on their communities. It teaches them camping and wilderness survival skills and provides them with resources so that they can tackle important environmental issues affecting their own communities. This event was held at the Wynkoop Brewing Company and they offered appetizers, cash bar, and live entertainment. There was a raffle held, a silent auction, information about the program, and an Environmental Stewardship Award given out. This event is also very similar to ours and includes many of the same elements as our event will.
6. Tall Stories Charity Challenge
This is a company in Europe that puts on challenging events to sponsor charities. Any organization can go to them and they will put on an event in support of the charity of choice. These events are challenging physical activities done in a group setting, either guided or not guided. There are two popular skiing challenges that are similar in nature to our festival—they are weekend long challenging courses designed to push participants physically while also giving back to a charitable cause. These have proven to be a huge success, and this is an encouraging organization to look at, as this could mean that our event could also become a big hit in Colorado this year and in future years.
Similar Event Research Continued
1. Eskimo Escapades
This is an event much like Exceler8s that combines challenging physical activity with having a good time. This event has been going on for 15 years, and it is a winter water ski event held in Tennessee. Their event benefits The Dream Connection, which helps sponsor dreams for terminally ill patients and the Patricia Neal IRC, which specializes in recreational activities for disabled persons. Their website is set up much like ours, and has many of the same tabs. They have continually raised more money each year as the event went on and have also had more participants, even with road blocks such as freezing cold water temperatures and changes in venue. This can alleviate some of the stress we have about weather risks and changing the event to Winter Park.
2. Shred It Challenge
This is an event in England held to benefit the NSPCC, which is an organization that works against child abuse. It is a 12 hour event that features on and off slope events, time trials, and freestyle skiing with slaloms, moguls, and many other challenges. Their goal is to push participants with many different skiing options. We could not find any information about whether this event was a success, although we did find information that this event has morphed into a 25 mile walk instead of a ski event, so it probably was not a huge success. This is probably because skiing may not be as popular of an activity or because they did not advertise enough.
3. K2 Pink Chase
This event is a women-only ski event to raise money for breast cancer research. Teams of three women will compete against each other to see who can ski the most vertical feet. The teams are encouraged to dress up. They also offer prizes much as we will for competitions that we set up. These prizes include cat skiing, ski apparel, and much more. Their registration cost is far lower than ours, however theirs is a one day event while ours is 2 ½ and their registration fee does not include lift tickets. We may want to consider letting people buy lift tickets on their own, because it makes the registration fee much lower and much more appealing, and then we wouldn’t have to deal with people who already have passes, etc. They are doing an awards ceremony and an after party, so their event contains many of the same elements as ours does, but it just consolidates them into one day. This is something to think about for next year because we could cut costs by shortening the event.
Similar Event Research Continued
4. Summit For Life
This is an event taking place in Aspen with a purpose of educating people on organ and tissue donation. It is a night time uphill race with dinner, awards, and a live musical performance. The event is a challenging way to have fun and have donations pledged on your behalf. When you pay the registration fee, you are committing yourself to raising a certain amount of money pledged for you. This is the third year this event has been going on, and they have received a lot of media coverage all over the web, as well as print, TV and radio.
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