April 18, 2011
6:00 – 8:00 PM
Downtown Salt Lake City Public Library Auditorium
By: Jennie Williams
Table of Contents
Mission, Vision, Values..............................................................................................
Needs Assessment........................................................................................................
Program Description......................................................................................................
Team Chart...................................................................................................................
Sponsors......................................................................................................................
Volunteer Hours............................................................................................................
Marketing….................................................................................................................
Facility and Operations…...........................................................................................
Audio and Visual ….....................................................................................................
Financial Plan.................................................................................................................
Risk Management.........................................................................................................
Management................................................................................................................
Evaluation and Final Assessments…..........................................................................
Event Program and Documents..................................................................................
Personal Reflection........................................................................................................
Vision
Our vision is to promote the department of Parks, Recreation, and Tourism at the
University of Utah. We will accomplish this by partnering with RAPS and by hosting a student
film festival where students can exhibit their individual adventures through film pertaining to
Parks, Recreation, and Tourism.
Mission
The film festival will bring opportunities for students to present their films about Parks,
Recreation, and Tourism to the community. This film festival will incorporate entertainment,
fun, and student involvement that will inform current and future students about the opportunities
within the Parks, Recreation, and Tourism department at the University of Utah.
Overall Goal of Program
To design, implement, execute, and evaluate a successful* event that will encourage
current and future students to pursue a degree in Parks, Recreation, and Tourism at the
University of Utah.
Event Values
 Increase awareness of PRT
 Community and Student
involvement
 Education
 Friendship
 Ethical Procedures
 Respect
 Sustainability
 Entertaining
Team Values
 Hard Work
 Responsibility
 Creativity
 Reliability
 Accountability
 Quality
 Trust
 Respect
 Understanding
 Communication
 Listening
 Commitment
 Honesty
*Please see the Evaluation section for our definition of success.
Needs Assessment
Living in the beautiful state of Utah, people are surrounded by some of the most unique
topography to be encompassed in one state. In the northern part of the state there are majestic
mountains that house a plethora of ski and snowboarding resorts and lodges. These destinations
offer more than just wintertime adventures; they also provide summer events and programs.
When traveling to the southern part of Utah, the landscape changes dramatically from
mountainous vistas to arid desert and red rock monuments; great for rock climbing, and biking.
Utah is such a diverse state, with more than seventeen National Parks and over forty-four State
Parks all equipped for camping, and hiking among other activities. A state with so much
diversity creates a huge need, a need for a unique population of people to help manage all aspects
of this great wilderness. A call is going out; who can help? The Parks, Recreation and Tourism
department at the University of Utah answers this call.
The Parks, Recreation and Tourism degree, also known as PRT, encompasses a number of
specialized degrees that include: natural resources management, outdoor adventure, hospitality
management, therapeutic recreation, sustainable tourism, commercial recreation, community
recreation & sports management. With this wide range of degrees to choose from, one is
guaranteed to find their own individual niche. Unlike the many other areas and degrees that are
offered through the University of Utah, the PRT degree offers exceptional programs with room
to grow and succeed.
Now is the high-light of this event, we would like to take this rare opportunity to create
awareness about PRT through the means of a student made film festival. This project gives
current PRT students the ability to showcase our awesome programs and talents. Very little is
known about what PRT is outside of our department. Why is that? Why should people feel that
they have to choose between a boring business degree or perhaps a useless communications
degree when they can get paid to do what they already do here in Utah, that is enjoying the
outdoors and helping others to utilize what we have just out our back door.
The films shown in this program are not just kids doing crazy, meaningless things. No! These
short films show how everyone involved enjoys the many activities one can participate in across
the state. We are very lucky to be in this great state, but one who pursues this degree avenue will
have the whole world to act as their playground.
We need people to be aware of PRT and to get excited about it as well! We need to get the word
out about what our common values are and how we live by these values. People in PRT are
passionate about promoting social justice, living sustainably and ensuring an active lifestyle. The
companions we make in this journey serve as great networking tools for the future. With honest
hearts, hard work and creative responsibility we as PRT majors will serve the needs of public
and private institutions and organizations.
Program Description
Description of Event
REC Your Life Student Made Film Festival will be held on April 18th, 2011 at the Salt
Lake City Library located at 210 East 400 South, Salt Lake City, UT. This event includes
student made films about outdoor recreational activities as well as an informational component
from the advisors of the Parks, Recreation, and Tourism department at the University of Utah.
Participants
This event has been setup in order to provide more information to students across the Salt
Lake valley about the Parks, Recreation, and Tourism Department at the University of Utah. An
ideal participant includes high school students who are interested in pursuing a degree related to
the fields of recreation, parks, and tourism, and college students who have not declared a major.
Other participants include: community members who believe that recreation can better the lives
of those who participate, educational advisors who can influence and encourage students to
pursue a degree in Parks, Recreation, and Tourism, and recreational professionals interested in
knowing more about the University of Utah’s Parks, Recreation, and Tourism program.
Physical Environment
The Salt Lake City Library is an innovative library in Salt Lake County. It was won
architectural awards and is a popular place for local films, readings, and other events. Our event
will be held in the main auditorium. The auditorium has a maximum occupancy of 350 people.
The auditorium is clean, spacious, and an ideal place for our event to be showcased.
Necessary Equipment/Supplies
In order for our event to operate we will need the following pieces of equipment:
Audio Visual
Projector
Computer
DVD Player
Speakers
Microphone
Reception
Programs
Pencils
Informational Table
Table
Table Cloth
Informational Poster
Informational pamphlets and bookmarks about PRT
Easel
RAPS Information
Additional Information about PRT Form
Staffing
Staffing will consist of the students from our lab group and an audio video technician
from the Salt Lake City Library. Duties of the students include but are not limited to greeting
participants, overseeing security, managing the audio video technician, vote tallying, evaluation,
overall event management, hosting, and clean up. For more information related to the duties
and responsibilities of each staff position please see the operations section of this portfolio.
**** (Could just add the detailed duties and responsibilities from Ops here if you want.
Or you could include page number to where those details are. Or you could say those details are
in the appendix)***
Scheduling
The day of the event will proceed as follows:
4:00pm: Operations and Evaluations Teams meet at library to compile programs
4:30pm: AV Team meet at the library to work with AV professional doing last-minute checks
5:00pm SHARP: Set-up
× Put up PRT information table
× Organize evaluation forms for attendees to take on the way in and boxes where they can
drop off their votes
× Every class member arrive and places will be taken as discussed in previous classes
5:30pm: Doors Open
 Slide show will be played twice between 5:30 and 6pm to entertain early arrivals
6:00pm: Event Begins
 Adam will welcome guests and introduce our class by saying who we are and why we’re
here
6:05pm-6:15pm: PRT professor video will be shown
 Adam will then introduce the amateur films
6:15pm-7:00pm: Amateur films will be shown and Adam will briefly introduce each film
First: Outsider Submissions (about 45 minutes)
“Back Country Cross Country” by Kirk Nichols and Son 9:24
“Be Happy” 1:05 by Penn Eastburn
“Unicycle Slick Rock” 6:26 by Kirk Nichols and Son
“Suncrest Winter Outlaw” by Trevor Overden
“Unicycle short video” 3:09 by Kirk Nichols and Son
“NRA Biking” by Mike Ramsey (time?)
“Tune In Tune Out” 3:10 by Penn Eastburn
7:00-7:05pm: Short break for audience to fill-in vote for first category best video
7:05-7:45pm: Amateur films will be shown and Adam will briefly introduce each film
Second: Class Submissions (about 40 minutes)
“Flash Flood” by Dave 3:27
“Wipe Out” by Andy 5:19
“Sunday Brighton Shred” by Tom 4:52
Volunteer Hours
Marketing
Team Members:
Adam Pace, David Rankin, Sarah Shepherd, Selja Felin, Mike Shepherd, Katie
Morris and Dima Mamedov
Goals and Objectives
Goal
Our purpose in creating goals and objectives was to ensure that we had a vision in mind. Within
knowing where we wanted to be, it was difficult to know which direction to go. Creating and
following through with deadlines was crucial to our success. Each objective that we wanted to
accomplish had a corresponding due date. As we met each of these due dates we knew we
would be ready for the main event.
Objectives
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Create sponsorship and donation form
Distribute submission forms via e-mail and handouts to high schools and universities
Ensure films are being submitted through follow up
Obtain sponsors and donations
Create and distribute attractive advertisements such as flyers, posters, and e-mails
Launch and maintain informational website
Create and maintain facebook page
Obtain and confirm venue for event
Fill the venue on day of event
Project Timeline and Assignments
Project
Create sponsorship and donation
form
Find and confirm venue for
event
Distribute call for submission
flyers
Call for submission e-mail to
local universities, high schools
and other institutions
Contact City Weekly about
posting announcement
Create facebook page
Call for submissions follow up
phone calls
Website
Flyers
Poster design (3 sizes – Large,
Medium and Small) advertising
event
Posters printed and ready to go
Distributing posters
Mass e-mail announcing event
Continued follow up on
submissions
Contact KRCL and have them
announce festival
Permission to hang posters
Due Date
02/15/2011
Dyma
Owner
02/15/2011
Sarah
03/03/2011
Everyone
03/01/2011
Adam
02/28/2011
Katie and Adam
02/01/2011
03/03/2011
Selja and Sarah
Adam, Ben and Esther
03/10/2011
03/10/2011
03/28/2011
David
Katie
Selja and Sarah
04/01/2011
04/01/2011
04/01/2011
Continuous
Selja and Sarah
Whole class
Adam
Everyone
3/21/2011
Katie
3/21/2011
Adam
Contact high schools to
announce event
04/01/2011
Adam
Logo
When designing a logo we wanted everyone’s input. We left it open to the entire class to
brainstorm and decide on what they thought should be in a logo. This was a great way to do it,
not only because we were able to get so many creative ideas, but it was also a very democratic
way to make sure that at least the majority ruled on the final logo. Below are some rough drafts
(including the first logo that was going to be used before we suceeded from the other groups) as
well as the final draft which was used on our facebook page, website, posters and fliers.
Logo Rough
Drafts
Final Logo
Sponsorships and Donations
The point in getting sponsorships and donations was to help us get funding for the event. We
also used this to our advantage in that ASUU wouldn’t sponsor us as a class. Therefore, we were
granted permission from RAPS (Recreation and Parks Society) to act as RAPS and therefore
ASUU would sponsor us. The funds we obtained from sponsorships and donations were used to
raise money for RAPS and cover our costs for the event.
Each student was responsible to reach out to friends, family and business to obtain sponsorships
and donations. Below are the business we visited, whether they sponsored or donated or not and,
if they donated, what it was that was donated.
Business
Jimmy Johns
Roxberry
Red Robin
TCBY
Café Rio
Whole Foods
Baskin Robbins
Dolcetti’s Gelato
Jamba Juice
Sponsored or Donated
No
No
Yes
Yes
No
No
No
No
No
Donation
19 coupons
350 coupons
California Pizza Kitchen
Spoon Me
Park City Peaks Hotel
Sportsman’s Warehouse
Recreation Outlet
Granato’s
Wakeology
Firehouse Subs
Zupas
Tony Burgers
Wingers
Massage Envy
Fetal Fotos
Campsaver.com
Grand America
Wildly.com
Winterfix.com
Smith’s
Army/Navy
Kirkham’s Outdoor Products
Momentum Climbing Gym
Kik Skate Shop
Peak Performance
Ogden Recreation Outlet
G4G Adventure Sports
All The Perks Espresso
Whirly Birds Helicopter
Ride On Bike Touring
Salt Lake County P&R
University Values
Little Caesar’s
Overland Canyon Tours
The Pointe Bistro
Ride On Bike Touring
Kent Williams
Steve and Dawnetta Perry
First Utah Bank
No
No
Yes
No
Yes
No
Yes
No
No
No
No
No
Yes
No
No
No
No
No
No
No
No
No
No
No
No
No
No
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Coupon ($150 value)
Hydration Pack
$50
$20
T-Shirts, hat, t-shirt and laniard
Coupon Book, $40 Value
Coupons
Free Tour
$25 gift card
$20 cash
$40 cash
$100 cash
$50 cash
Event Fliers and Posters
Event flyers for Crimson Film Fest: Rec Your Life were made to inform people about the film
festival, and spark an interest so they will want to learn more about the event by visiting our
website, or decide to attend the event. The flyers were designed with a certain target market in
mind - mainly geared towards university students, with efforts made to involve local high
schools and other colleges, who are interested in recreation and in seeing short films about
different recreational activities. The design for the flyer reflects the intended target group, with
the dirt-bike image appealing to recreationists, and the eye-catching colors. The information
included on the flyer is as follows:
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Name of event
Organization presenting the event
What the event is
Location
Date and time
Event cost & prizes
Event website address
Event logo
Sponsor logos
The dimensions for the flyers are 8 1/2’’ by 11’’, and posters are 16’’ by 24’’. Steve Bell, from
the Recreation and Parks Society, printed 150 flyers, and 25 posters for our event. 80 mini
flyers, with the dimensions of 5 1/2’’ by 4’’ were also printed and circulated day of event. Flyers
and posters were distributed at the following locations:
Off-Campus
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Sports Authority
Ski & See
South Davis Rec. Center
Big 5
Divas
Salt Lake County Adult Sports Office
Salt Lake County Murray Ice Rink
Salt Lake County Parks and Rec. Redwood Recreation Center
Rio
LDS BC
Momentum Climbing Gym
Eccles Tennis Center
Smith Athletics Center
Burbidge Academic Center
Park City Rec. Center
Smith’s
Alta High School
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Salt Lake Community College - Redwood Campus
Whole Foods
Piper Down
Little Caesar’s
University Values
The Republican
Coffee Garden
On-Campus
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Marriott Library
Union Building
Annex
HPER East, West, North
University Bookstore
Field house
Orson Spencer Hall (OSH)
Henry Eyring Building (HEB)
Biology Building
Languages and Communication (LNCO)
Art Building
Business Building
Advertisement Poster
This poster was hung at various locatios on and off campus to advertise the event. We tried to
hit highly trafficed areas to optimize advertising.
*See next page for advertisement poster.
Event Fliers
These fliers were used one day during our lab groups. We did a blitz of sorts across campus to
invite students to attend the event.
Call for Submissions Letter
Dear Administrators, Teachers and Students,
The Parks, Recreation and Tourism students at the University of Utah will be hosting a film festival
sponsored by RAPS (Recreation and Parks Society) on April 18, 2011 at the Salt Lake City Public Library.
(See attached festival flyer). We are currently searching for students interested in submitting films for
this contest. We would appreciate your help in circulating this call for submissions to any students who
would be interested. Below are the guidelines for video submissions:
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Submission deadline is April 4th 2011.
Length of film should not exceed 15 minutes.
Films submitted cannot contain inappropriate language, depictions of violence, nudity, sexual
activity, alcohol or drug use.
Content in submitted films must be appropriate and reflect the theme of extreme outdoor
recreation.
Film material may include, but is not limited to the following outdoor activities:
Skiing, snowboarding, rock climbing, biking, hiking, 4-wheeling, kayaking, skateboarding,
skydiving, water sports, nature and wildlife films.
All submissions will be evaluated before being entered into the contest. Not all videos will be
selected and shown at the film festival.
Cash prize (amount to be determined) for winner.
Submission is free! Please send films on DVD to the address below or upload a digital file at
http://www.crimsonfilmfest.com/information
Parks Recreation and Tourism Department
Attention: Callie Spencer
1901 East South Campus Drive
Annex Wing C, Room 1085
Salt Lake City, UT 84112-0920
For more information regarding the Crimson Film Fest, please visit our website at
www.crimsonfilmfest.com.
In the meantime, if you have any questions, please e-mail them to info@crimsonfilmfest.com.
Thank you in advance for your assistance. We look forward to viewing your submissions!
Sincerely,
University of Utah PRT Students
Call for Submissions – Last Call Follow-Up E-mail
Dear Administrators, Teachers and Students,
Last call for video submissions! The deadline for video submissions is April 4, 2011. The Parks,
Recreation and Tourism students at the University of Utah will be hosting a film festival sponsored by
RAPS (Recreation and Parks Society) on April 18, 2011 at the Salt Lake City Public Library (See attached
festival flier). We are currently searching for students interested in submitting films for this contest. We
would appreciate your help in circulating this call for submissions to any students who would be
interested. Below are the guidelines for video submissions:
•
•
•
•
•
•
•
•
•
Submission deadline is April 4th 2011.
Length of film should not exceed 15 minutes.
Films submitted cannot contain inappropriate language, depictions of violence, nudity, sexual
activity, alcohol or drug use.
Content in submitted films must be appropriate and reflect the theme of extreme outdoor
recreation.
Film material may include, but is not limited to the following outdoor activities: Skiing,
snowboarding, rock climbing, biking, hiking, 4-wheeling, kayaking, skateboarding, skydiving,
water sports, nature and wildlife films.
All submissions will be evaluated before being entered into the contest.
Not all videos will be selected and shown at the film festival.
Cash prize (amount to be determined) for winner.
Submission is free!
Please send films on DVD to the address below or upload a digital file to
http://www.crimsonfilmfest.com/onlinesubmission
Parks Recreation and Tourism Department
Attention: Callie Spencer
1901 East South Campus Drive
Annex Wing C, Room 1085
Salt Lake City, UT 84112-0920
For more information regarding the Crimson Film Fest, please visit our website at
www.crimsonfilmfest.com.
In the meantime, if you have any questions, please e-mail them to info@crimsonfilmfest.com.
Thank you in advance for your assistance. We look forward to viewing your submissions!
Sincerely,
University of Utah PRT Students
E-Mail Addresses – Local High Schools, Businesses, Colleges and Universities
These are all of the e-mails addresses we used to advertise the event and they were also used to
do a call for submissions. They are local high schools, businesses, colleges, universities and
students from the University of Utah.
fwrd@westminstercollege.edu
sandali@aii.edu
csloan@judgememorial.com
tom.hicks@jordan.k12.ut.us
todd.quarnberg@jordan.k12.ut.us
james.birch@jordan.k12.ut.us
brad.sorensen@jordan.k12.ut.us
paul.argyle@jordan.k12.ut.us
donald.link@jordan.k12.ut.us
mont.widerberg@canyonsdistrict.org
charisse.hilton@canyonsdistrict.org
susan.malone@canyonsdistrict.org
tom.sherwood@canyonsdistrict.org
scott.taggart@canyonsdistrict.org
ereid@xmission.com
cardenmemorialschool@yahoo.com
info@scautah.org
mariecox@bfhautah.com
info@freeskiersociety.com
Channing.Lowe@slcc.edu
jeremy@spyhop.org
josh@spyhop.org
kyle_stapley@byu.edu
marcia.roberts@usu.edu
tori.moss@usu.edu
owensst@uvu.edu
Paul.sagers@slcschools.org
martin.yablonovsky@slcschools.org
marylane.grisley@slcschools.org
roderick.goode@slcschools.org
paul.schulte@slcschools.org
scottrichard.nelson@slcschools.org
chris.jensen@slcschools.org
missy.mackay-whiteurs@slcschools.org
parley.jacobs@slcschools.org
ken.devries@slcschools.org
pam.pedersen@slcschools.org
rick.jramillo@slcschools.org
marymargaret.williams@slcschools.org
mnerdin@graniteschools.org
jhwelburn@graniteschools.org
jdhaslam@graniteschools.org
mlloo@graniteschools.org
skhess@graniteschools.org
mhmanning@graniteschools.org
dmbingham@graniteschools.org
gdmuse@graniteschools.org
callie.spencer@utah.edu
uskiandsnowboard@gmail.com
petethemeat3@gmail.com
owensst@uvu.edu
uskiandsnowboard@gmail.com
Namanny@uvu.edu
kinglo@uvu.edu
tyanna.mauro@amerisports.com
Paul.Guimond@amersports.com
lisa.kolstad@jordan.k12.ut.us
vickie.barker@jordan.k12.ut.us
adam.fernandez@canyonsdistrict.org
ronald.strohm@canyonsdistrict.org
maureen.morris@jordan.k12.ut.us
nancy.seagmiller@psych.utah.edu
vaderjs@hotmail.com
pageheal@gmail.com
Johnny.perterson@utah.edu
samsaniteC@gmail.com
uskiandsnowboard@gmail.com
petethemeat3@gmail.com
erogers@westminsercollege.edu
tyanna.mauro@amersports.com
paul.guilmon@amersports.com
aaron.mckinstrytueke@utah.edu
Jeremy.Hammer@utah.edu
chiemilin@gmail.com
jesi_anile@hotmail.com
utc@utahstealth.sos@gmail.com
ross_marabella@live.com
jeromyjulian@gmail.com
einstein84128@yahoo.com
ball0331762rd@yahoo.com
gdolabarre@gmail.com
amgtenis@hotmail.com
rmcallister01@gmail.com
bnbnkhd09@yahoo.com
lexi_provancha@yahoo.com
heather.hancock@jordan.k12.ut.us
bryan.leggat@jordan.k12.ut.us
khristen.massic@jordan.k12.ut.us
clin.eaton@jordan.k12.ut.us
n.warner@herrimanhigh.org
dramateach@hotmail.com
High School Contacts – Uses for Call for Submissions
After we sent out the call for submissions e-mail to local high schools, we also called them to
extend a verbal invitation and verify receipt of the e-mail. We really wanted to promote PRT to
high school students to help gain interest for the program. These are the schools that we
contacted along with their respective contact.
School
Alta High School
Brighton High School
Hillcrest High School
Jordan High School
CTEC
School
Bingham High School
Copper Hills High
Herriman High School
Riverton High School
Valley High School
West Jordan High
The Canyons School District
Phone Number
Contact
(801) 826-5600
Principal Mark Widerberg
(801) 826-5800
Principal Charisse Hilton
(801) 826-6000
Principal Susan Malone
(801) 826-6200
Principal Tom Sherwood
(801) 826-6600
Principal Scott Taggart
Jordan School District
Phone Number
801-256-5100
801-256-5300
801-567-8530
801-256-5800
801-572-7035
801-256-5600
Contact
Principal Tom Hicks
Principal Todd Quarnberg
Principal James Berch
Principal Brad Sorenson
Principal Donal Link
Principal Paul Argyle
Salt Lake School District
High School
East
Highland
West
Phone Number
801-583-1661
801-484-4343
801-578-8500
Contact Name
Principal Paul Sagers
Principal Paul Shulte
Principal Parley Jacobs
Granite School District
High School
Cottonwood
Cyprus
Granger
Hunter
Kearns
Olympus
Phone number
385-646-5264
385-646-5300
385-646-5320
385-646-5360
385-646-5380
385-646-5400
Contact Name
Principal Mitch Nerdin
Principal John Welburn
Principal Jerry Haslam
Principal Maile Loo
Principal Stephen Hess
Principal Mark Manning
Skyline
Taylorsville
385-646-5420
385-646-5455
Principal Doug Bingham
Principal Dr. Garett Muse
E-mail communication with KRCL
Fortunately Katie Morris had a contact at KRCL, a local radio station. She contacted them to ask them if
they would announce our event on the radio. Not only did they announce it for us, but it was free
advertising! Below is how the conversation panned out.
Hi Katie,
Below is the PSA we will run for your event. For clarity's sake, since we are
not a commercial station - this is not advertising. It is a public service
announcement which is free messages we play for non-profit entities. Since it
is a PSA, it will not be scheduled. The spot will kept in a bank for
programmers to choose from. They run at least 2 PSAs every hour, so I can
assure you that your message will get airtime, even if I can't let you know
when.
Copy: The Recreation and Parks Society presents the Crimson Film Festival on
Monday, April 18 from 6-8 pm at the City Library. The event - hosted by
University of Utah Parks, Recreation, and Tourism students - will showcase
family-friendly recreation sports films and amateur student-made outdoor
films. More information online at crimsonfilmfest.com
Best,
Alana
----- Original Message ----From: katiesue82@hotmail.com
To: "Alana C. Burman" <alana.burman@krcl.org>
Sent: Tuesday, April 5, 2011 8:18:35 AM
Subject: Re: Crimson film festival
Alana,
Here is some information about the crimson film festival. This event is
sponsored by the Recreation and Parks Society(RAPS) and its purpose is to
promote outdoor recreation, parks, recreation and tourism and to show amateur
student made outdoor recreation films. These films include recreation sports
such as snowboarding, skiing, etc. Our event is going to be held at the City
Library on Monday, April 18 from 6-8pm. This event is going to be free to the
public and we will screen all films for content and language so this event
will be suitable for families. I hope that this is enough information. If you
need any more information about the event, please feel free to email me.
Also, if possible, could you email me the times that the event advertisement
will be aired so I can write about it for my final paper. Thank you so much
for your time.
Sincerely,
Katie Morris
Sent from my U.S. Cellular Android device ----- Reply message ----From: "Alana C. Burman" <alana.burman@krcl.org>
Date: Mon, Apr 4, 2011 9:43 am
Subject: Crimson film festival
To: <katiesue82@hotmail.com>
Hi Katie,
We can definitely run a PSA for you. Please send me information about the
date, time, location, and some other details about what you will be screening
at the event and we can put something on air for you.
Thanks,
Alana
----- Original Message ----From: katiesue82@hotmail.com
To: alanab@krcl.org
Sent: Friday, April 1, 2011 12:07:05 PM
Subject: Crimson film festival
Alana,
Hi, my name is Katie Morris and I am a Parks, Recreation and Tourism student
at the U. I am in a program planning and leadership class that is hosting a
student made film festival at the City Library on April 18. The purpose of
the festival is to showcase student made films, promote outdoor recreation
and raise funds for the Recreation and Parks Society(RAPS), a student run
organization that provides academic and social support to Parks, Rec, and
Tourism students. I was wondering if KRCL would be interested in advertising
our event on the air to promote attendance at the event. If you are
interested in advertising our event on KRCL, please email me back and I can
give you more information on the event. Thank you for your time and I look
forward to hearing from you.
Sincerely,
Katie Morris
Sent from my U.S. Cellular Android device
Alana C. Burman
Community Outreach
& Grants Coordinator
KRCL 90.9 FM
(801)363-1818
Alana C. Burman
Community Outreach
& Grants Coordinator
KRCL 90.9 FM
(801)363-1818
KRCL Radio Blurb
This is what was actually said on the radio to advertise the event:
We have utilized KRCL, a local radio station, to reach a large number of people to publicize our film
festival. The radio blurb states the title of our event, the businesses that are sponsoring us, the date and
time of our event and the website to go to if more information is needed. Since KRCL is a community
supported radio station, they run public service announcements instead of paid advertisements to
publicize community events. Public service announcements are put into a pool and are chosen randomly
two times every hour by the radio hosts. The public service announcements are free of charge. This form
of advertising will allow listeners to hear about our event and possibly tell others about it. The goal of
using KRCL to market our film festival is to inform as many people as we can, without spending money
about our awesome event.
Facebook
The intention of creating an event page on Facebook was to market to a wide audience of
potential attendees online, from children to adults. As objectives of this goal, the event page was
made simple and clear to all ages—by stating the time, date, location and possible ways of
transportation to the venue. Another objective included a short section explaining the purpose of
the event to entice potential participants; for example sports featured in the films, possible prizes
in the drawing.
Alongside the expected details of the event (time, date, place) a rough outline and summary was
included on the page, as shown in form A:
“Come enjoy a FREE night of student made recreation themed shorts!
About 14 films will be shown, each lasting around 10 minutes or less.
Films will feature outdoor and extreme sports such as skiing &
snowboarding, mountain biking, water tubing, rock climbing,
unicycling, parkour, and much more.
Enter our awesome drawing to win prizes from Recreation Outlet, Park
City Peaks Hotel, TCBY and many more! In return for a drawing ticket
we ask YOU, the audience, to vote for a winner out of all the films
showcased that night.
Get excited to learn more about the Parks, Recreation and Tourism
Department at the University of Utah – we will have info about all the
different programs available, and how you can get involved.“
(Facebook, 2011)
The basic outline summarizes the theme as well provides creditability by mentioning sponsors. The
description should entice as well as bring forth anticipation in individuals viewing the event page.
Since Facebook is rather popular among young adults and younger individuals, it offers a fast and
efficient way of marketing the event and potentially spreading the word to audiences which might not be
reached otherwise. The Facebook event page also offers an easy way of keeping track of how many
people will approximately attend.
The day before the event, an email reminder was sent to all who had responded to the invitation, as shown
in form B:
“Hey everyone! Just a reminder that tomorrow is Crimson Film Fest: Rec
Your Life! Doors open at 5:30, and we begin showing our awesome student
film submissions at 6:00. We have some pretty cool prizes we will be giving
out throughout the event, so make sure you are there! Check out our FB page
and crimsonfilmfest.com for more information. See you there!” (Facebook,
2011)
The reminder offers an easy and quick way to reconnect with the participants of the event, as well as a
way to showcase contagious enthusiasm in regards of the event to come.
After the event, another email was sent out thanking everyone for coming and participating, as shown in
form C:
“Hello everybody,
Thanks to all who submitted and participated in our event. The night was a
success. The grand prize winner was Penn Eastburn with the short film "Tune
In, Tune Out." Congrats! Go to this link to view the winning short film:
http://crimsonfilmfest.com/home
Thanks to everyone again for making this an awesome experience.
(Facebook, 2011)
This email gives something for the audience to take home and a chance for those who might not have
made it to the event to participate in some small way. The link to the grand prize winning short film offers
almost a “VIP (very important person)” like treatment for those who supported and participated; it offers
a chance to reflect—making the event memorable.
Screen Shot of Facebook Event Page
Website – www.crimsonfilmfest.com
Fortunately we had a class mate, David Rankin, who knows how to design and set up a website. As a
class we all gave him our opinion as to which tabs we thought were necessary and developed pertinent
information that he could add to each tab. This was “one stop shop” for everything. Individuals could
find out information about the event, sponsorships and donations, PRT and could even upload their video
to the site to submit it. It included our logo and also had a loop of our sponsors logos running on the
homepage. Below are screen shots of the homepage, the PRT information page as well as the
submissions page to see what we thought was pertinent to have on the site for visitors wanting to learn
more about the event.
Homepage Screen Shot
PRT Info Page Screen Shot
Submission Page Screen Shot
Operations
Operations were in charge of important operational decisions for our event. We were
responsible for program policies, registration, staff preparation, program pricing, and other
fundamental things pertinent to the success of our film festival.
This operations chapter includes our goals and objectives, our operations plan and tentative plan
from the beginning of the semester, who was responsible for what, week by week time line, any
research done of other operation plans for other businesses, policies and procedures, pricing,
staff information and preparation, venue information, submission forms and video guidelines,
questions asked to PRT professors for PRT Introduction Video, and a detailed outline of the Rec
Your Life event.
GOALS AND OBJECTIVES
Goal
Operations will ensure the film festival runs efficiently and smoothly resulting in an enjoyable
event while promoting Parks, Recreation, and Tourism.
Objectives

Create and allocate staff assignments for the night of the festival in order to keep the
night’s events on track.

Establish policies that define the theme of our event and determine the types of videos we
will exhibit.

Continually work with the other groups in our class to measure our progress and establish
new tasks when necessary.

Create and abide by time line up to event to ensure everything gets done efficiently and
effectively.

Every member in Operations will come to class and participate in all assignments and
tasks to ensure workload is distributed equally.

Hand out pamphlets, fliers, and bookmarks with information on the PRT Department.
Film Festival Planning
We’ve gotten a lot done for the film festival event in our planning section. The operations
team in Callie’s lab consists of: Heidi, Ashley, Lisa and Tom. Although we have different ideas
on the way things should be run, we definitely get along and respect each other’s opinions.
We are going to have the event- Dirt-E- the night of April 11th and will show 5+ short
films made by students. Our team will create rules for the films being submitted and have set a
deadline of March 28th. Students will be able to submit their videos by bringing in a disc and
application to the Annex PRT offices or possibly online. There might be an application fee
involved, but it won’t be much because we want a lot of people to submit their videos. We will
review the movies on March 29th and 31st and will contact the applicants to let them know if their
film has been approved. If it hasn’t been approved, we will allow them a few days to re-submit
an edited copy.
The night of the event, we will introduce the film and the filmmakers name before each
showing. At the end of all the showings, the audience will submit their votes for the best film.
We have a few ideas of how the voting could work, but don’t have a firm plan on that yet. We
will be giving out free popcorn (we will rent the popcorn machine from the theater) and selling
cans of soda. We will give entrants a raffle ticket and will give them an additional ticket if they
buy a soda. We will also sell extra raffle tickets. We will do the raffle drawings after the films
have been shown while viewers are voting. Generous local outdoor companies will donate the
prizes. Then, we will announce the winner(s) of the evening and give them a [cash?] prize.
So that’s the plan so far.
Operations group responsibilities:
Operations plan (Heidi)
Goal
What is the goal of the operations department?
Objectives
o
o
o
A few bullet points of
objectives for the
Event for operations department
Structure
Department Leader:
Department members:
Event parking layout (Ashley)
A layout of where guests can park? Recommendations that trax or bus taken?
Map (Lisa)
Google map event
see appendix ____ for details
Event plan (Lisa)
This needs to be an outline of the minute-by-minute projected plans of the event
Example- 4:30 staff meeting, 4:40 roles and tasks given out, etc? What is
happening each block, who is involved? what materials needed? objective during
this time?
Include the whole time frame from setup to cleanup
Stations/booths around the room? What equipment is need at each station? What
are the banners, flyers, etc at each booth. List of all equipment from chairs, tables,
flyers, raffle tickets, tape, pencils, paper, etc. who is staffing each booth? for how
long?
Booth ideas(medical? information? raffle? eval booth? etc
Staffing (Ashley)
List of all staff members, with roles during each hour from setup to cleanup
MC?
Site map (Lisa)
Page of where event is located, map of auditorium.
Cash prize given (Tom)
1st place? 2nd? 3rd? Best ski/snowboard award? Best bloopers award?
Pricing (Tom)
Because the event will be held at that Salt Lake Public Library during Library
hours we could not charge an entry fee. Also, by choosing to not charge an entry
fee we were able to get a reduced rate for the library auditorium.
Registration (Tom)
Anyone who wants to enter a film is allowed to, as long as it meets our guidelines,
and there are two ways to accomplish this:
1) Submit their video online at www.crimsonfilmfestival.com and clicking
submit and filling out the registration form. The video can only be 90 MB in
order for it to be accepted online.
2) If their video is larger than 90 mb or the participant does not have access to
the internet they may submit their video on DVD by sending it to:
Parks Recreation and Tourism Department
Attention: Callie Spencer
1901 East South Campus Drive
Annex Wing C, Room 1085
Salt Lake City, UT 84112-0920
Team Members:
Lisa Holgreen, Ashley Larson, Heidi Pferdner, and Tom Wilson.
Operations Team Timeline
Policies and Procedures- assigned to Lisa
3/10: Rough draft of policies and procedures will be posted on WebCT
3/17: Have class and operations team review draft
3/31: Policies and procedures will be finalized and posted on WebCT
4/11: 2 copies of policies and procedures will be printed and ready to
post at event
Registration- assigned to Tom
Program Pricing- assigned to Tom
3/17: Post document on WebCT
Staff Prep- assigned to Ashley
3/15: Document completed with descriptions for each respective group
3/17: Assignments will be discussed in class so each group understands
responsibilities at event
4/11: Will refine and discuss staff duties with class
Goals and Objectives- assigned to Heidi
3/15: Goals and objectives will be refined and posted on WebCT
Throughout- Help team stay focused on main goals and objectives in
order to stay in-line with initial plan
Operations Team Week-by-Week Timeline
 January 27: Book Post Theatre
1. Called Kingsbury Hall for possible reservations.
2. Made list of things to do for preparation.
3. Submitted finance needs to that department.
 February 1: Venue still in question.
o Make call for submissions flyer.
 February 10: Seperated ourselves from other lab groups.
o Still need venue- called SLCC and school districts for possible
venues.
 February 15: Changed call for submission flyer and finalized.
o Voted on and approved logo.
 February 17: Printed fliers passed out in-class.
o Talked to Steve Bell about possibly having RAPS sponsor.
 February 22: Finalize goals and objectives for our group, post to
WebCT.
 March 1: Operations worked on main page for website.
 March 3: Participated in passing out fliers on campus.
 March 8: Operations broke down responsibilities to be efficient.
o Heidi posted goals and objectives on WebCT.
 March 10: Rough draft of policies and procedures posted on WebCT.
 March 17: Have class review policies and give feedback.
o Discuss night-of event role responsibilities with class.
o Ask for sponsors!
 March 29: Film group (including Ops member) interviewed PRT
professors on video to show at event to promote PRT.
 March 31: Policies and procedures finalized and posted on WebCT.
o Discussed submission deadline and when we will review them.
 April 5: View video submissions and professor movie.
o Work on a detailed timeline and outline of the actual event.
 April 12: Hand in Operations chapter for portfolio.
 Advertising push around campus.
 April 14: Finalize event plan in detail with class.
 April 18: EVENT DAY!!
 April 19: Post review and discussion of event.
 April 21: Reflection due.
 April 26: Project portfolio wrap-up.
 May 5: Project due!!
Research Assignment: Operations
Finding a written operations plan was difficult, but we did find some relevant information about
my two choice organizations that helped me understand the goals of the operations team.
First, Hale Center Theater: Their mission statement says, “To deliver world-class live theatre and
theatre education opportunities which embrace traditional community values at affordable prices for all to
enjoy.” We feel the Hale Center Theater statement is clear and precise and straight to the point. If the
audience enjoys the performance, the cost is right and community is involved, they reached their mission
statement goals.
The theater has been in business since 1985 and ownership of the theater has been passed down
from generation, so it would be fair to say the current owners have a lot of pressure to keep selling out
performances and keeping people smiling, especially to show respect to their family.
Many donations are given to the theater from community individuals, corporations and
foundations, making Hale Center Theatre a non-profit organization.
We selected this theatre because it is somewhat related to our project and the type of people we
might want at our event. Reading the mission statement and about their management helped me realize
the work that goes into their productions and the passion behind the curtains.
(http://www.halecentretheatre.org/information/aboutus.php)
Second, we chose Pioneer Theatre: The first paragraph on the About Us page read like their
mission statement, which says, “Pioneer Theatre Company offers a wide range of exceptional theatre that
explores the breadth of the human experience- challenging the intellect, stirring emotions, igniting
imaginations and encouraging conversation.” Their main statement is bold and inspiring, luring me to
experience their theatre.
Pioneer Theatre also has a respected reputation to uphold. They were the first regional threatre in
the country to receive permission to perform Les Miserables in the 2006-2007 season and had a record of
82 sold-out performances that season.
The Theatre works with playwrights at all stages in their careers, and offer commissions to
writers to develop and write new plays. (http://www.pioneertheatre.org/about-us)
We chose this theatre because it is a University of Utah theatre and is a popular place for theatre
majors to spend their time admiring the productions or performing in them! These students are part of our
target audience, so we felt it was relevant to the goals and motivations of the operations team.
Policies for REC Your Life event
1.
2.
3.
4.
We have the right to refuse service to anyone
To honor library policies, please no outside food or drink
No fighting or rough housing
Be respectful to everyone at event
Procedures for REC Your Life event
1. If disrespectful or belligerent activity occurs, individuals involved will be asked to leave
2. If individual doesn’t remove themselves from the location of the event, he/she will be
escorted out of the building by our security personnel
3. If individual is uncooperative and does not allow security to escort them out of the
building, police authorities will be called
Registration
Anyone that wants to participate in the Rec Your Life film festival is allowed to submit a video
and register to have their video played at the festival. They can register their video one of two
ways:
1) Submit their video online at www.crimsonfilmfestival.com and clicking submit and
filling out the registration form. The video can only be 90 mb in order for it to be
accepted online.
2) If their video is larger than 90 mb or the participant does not have access to the internet
they may submit their video on dvd by sending it to:
Parks Recreation and Tourism Department
Attention: Callie Spencer
1901 East South Campus Drive
Annex Wing C, Room 1085
Salt Lake City, UT 84112-0920
Sponsor registration
We went to a lot of different businesses in the Salt Lake Valley to ask for sponsors to help put on
the event. If a business was interested we provided them with a form to fill out and send to us
that described each level of sponsorship.
Program Pricing
Because we are having the event at the library during library hours we are not allowed to chard
admission. By doing this we are keeping our cost to put on the event low. This will also help to
encourage more people to go to the event because it is completely free and open to the public.
Staff Preparation
Film Festival Host (MC)
Job Description:
 Introduce audience to Film Festival and describe the order of events.
 Introduce each film and filmmaker prior to its showing.
 Between films announce winning tickets for drawing.
 Wrap up at end of the Film Festival and answer any audience questions.
Entrance/Admittance Staff
Job Description:
 Welcome guest to Film Festival and direct them to PRT booth and seating.
 Hand out evaluation forms, drawing tickets, and voting forms to each guest.
 Answer any questions from guests.
Set up/Clean up Staff
Job Description:
 Prepare event location for festival.
 Set up PRT information booth and post event policies at entrance.
 Clean up and take down booth and any posted flyers after Film Festival is over.
 Communicate with Salt Lake City Library Event staff in order to comply with library
policies regarding set up and clean up.
Security Personnel
Job Description:
 Maintain safe environment at event.
 Observe attendees and remove anyone who is in violation of the library’s policies and
venue rules.
 Perform crowd control and direct guests to seating and exits when appropriate.
PRT Booth attendants
Job Description:
 Provide information to guests about University of Utah’s PRT Department.
 Offer brochures and handouts that present information about PRT.
 Answer any questions regarding PRT, evaluation forms, and voting.
Event Supervisors
Job Description:
 Coordinate all staff prior to event.
 Oversee all of the night’s events and assist with any jobs if necessary.
AV Personnel
Job Description:
 Assist AV technician on site with showing videos.
 Provide MC with proper equipment.
Photographer
Job Description:
 Photograph the entire night from start to finish.
 Take final photo of entire class.
Event Parking Information
Address
Hours
210 East 400 South
Mon.-Thurs. 9 a.m.-9 p.m.
Salt Lake City UT 84111
Fri.-Sat. 9 a.m.-6 p.m.
(801) 524-8200
Sunday 1-5 p.m.
Turning mid-block from eastbound 400 South can access the library’s underground
parking facility. Parking in this facility is free for the first half-hour, then $1.50 per
half-hour after that.
Any vehicle displaying a disability special group license plate or disability
windshield placard may park in the parking garage at Library Square for two hours
with no charge. Additional time beyond the two hours is $1.50 per half-hour.
Brief Description of Film:
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
Total Running Time: _____________________________________________________________
I have read and agree to the festival submission guidelines and certify that I am authorized to submit this film or
video to Crimson Film Fest and that it does not contain any copy written material. Each person shown in the
submitted film has approved of its release and agrees upon the guidelines. I herby grant Crimson Film Fest
permission to exhibit the video(s) submitted.
Signature: ___________________________________________ Date: ___________________
Video Guidelines
Length of film: Should not exceed 15 minutes
Films submitted cannot contain inappropriate language, depictions of violence, nudity, sexual
activity, alcohol or drug use. Content in submitted films must be appropriate and reflect the
theme of outdoor recreation.
Film material may include, but are not limited to the following outdoor activities:
Skiing, snowboarding, rock climbing, biking, hiking, 4 wheeling, kayaking, skateboarding,
skydiving, water sports, nature and wildlife films.
Submission forms and film must be complete and submitted by April 12, 2011, either
electronically via www.crimsonfilmfest.com or in person at the main PRT office, room 1085
Annex C.
Questions for PRT Professors
1) Why did you choose a career in the field of Parks, Recreation and Tourism?
2) What classes do you teach? Why did you choose to teach those classes?
3) What is it that Parks, Recreation and Tourism professionals actually do?
4) What is the job outlook like for PRT professionals?
5) Where can I find careers in the PRT field?
On Tuesday, I went to the Parks, Recreation and Tourism Conference Room along with four
guys from lab (Ben, Andy, Dave, Blake) to interview several PRT professors on video. We will
be using this video to promote PRT at our film festival. We recorded Daniel Dustin, Joseph
Arave, Kelly Bricker, Karen Paisley, Sandy Negley, and Callie Spencer answering five questions
I had prepared about why they love PRT (see above). I was so thrilled to have so many
professors show up to the recording. We recorded from 11:00am- about 12:15pm. What a
success!
OPS Detailed Plan of Rec Your Life Event
Who:
PRT 3320-003 Sp11 class will host event, students and members of the community
interested in enjoying outdoor recreation films will attend.
What:
4:00pm: Operations and Evaluations Teams meet at library to compile programs
4:30pm: AV Team meet at the library to work with AV professional doing last-minute
checks
5:00pm SHARP: Set-up
Put up PRT information table
Organize evaluation forms for attendees to take on the way in and boxes where they can
drop off their votes
Every class member arrive and places will be taken as discussed in previous classes
5:30pm: Doors Open
Slide show will be played twice between 5:30 and 6pm to entertain early arrivals
6:00pm: Event Begins
Adam will welcome guests and introduce our class by saying who we are and why we’re
here
6:05pm-6:15pm: PRT professor video will be shown
Adam will then introduce the amateur films
6:15pm-7:00pm: Amateur films will be shown and Adam will briefly introduce each film
First: Outsider Submissions (about 45 minutes)
“Back Country Cross Country” by Kirk Nichols and Son 9:24
“Be Happy” 1:05 by Penn Eastburn
“Unicycle Slick Rock” 6:26 by Kirk Nichols and Son
“Suncrest Winter Outlaw” by Trevor Overden
“Unicycle short video” 3:09 by Kirk Nichols and Son
“NRA Biking” by Mike Ramsey (time?)
“Tune In Tune Out” 3:10 by Penn Eastburn
7:00-7:05pm: Short break for audience to fill-in vote for first category best video
7:05-7:45pm:Amateur films will be shown and Adam will briefly introduce each film
Second: Class Submissions (about 40 minutes)
“Flash Flood” by Dave 3:27
“Wipe Out” by Andy 5:19
“Sunday Brighton Shred” by Tom 4:52
“Parkour” by Andrew 9:45
“Cash Cam” by Alan 3:51
“Solitude Back Country” by Alan 2:15
“Bloomington Yurt SB ’11” by Blake 6:00
7:45pm: Adam will ask audience to fill-out Evaluation Forms and turn them in to the collectors)
Will show YouTube video to entertain while the audience after filling out form
4:57 Rock Climbing Slide show with calm music to let audience think while filling out
form http://www.youtube.com/watch?v=lrdYczRLXkE
Evaluation Team will count votes
7:50pm: Raffle- hydration pack, hotel night stay, Bistro $25 gift card
7:55pm: Class Submission Winner announced and awarded on stage with extra credit
Non-class Submission Winner announced and awarded on stage with $100 cash
8:00pm: Event ends
8:00pm-8:30pm: Everyone helps clean up
8:45pm: Must be out of library
When:
April 18th, 2011, 6:00-8:00pm
Where:
Salt Lake City Library; 210 East 400 South, Salt Lake City, UT 84111
Why: To celebrate outdoor recreation by viewing, voting on and enjoying amateur videos
submitted by community members and students.
Audio and Visual
Goal
The goal of this group is to organize media, lighting and music ensuring a professional and
successful event.
Objectives





Create a video that promotes the Parks, Recreation and Tourism department.
Create a slide show of picture to entertain guests as they arrive at venue.
Organize video submissions to show at the event.
Organize timing of lights and videos during event.
Operate video and lighting equipment during event.
Deadlines
Video submission deadline was scheduled for March 31st, 2011 but was postponed to
April 12th, 2011 due to the lack of submissions. April 12th, 2011 (One week prior to event) we
will be testing the equipment at venue to ensure a smooth event.
Roles
Blake - Executive Producer (Create PRT Video, Organize films and lighting, Operate
video equipment during event)
Alan – Venue Supervisor (Create, PRT Slide show, Operate lighting equipment during
event)
Accountability
Communication was done over WebCT. Films were watched and approved in class.
Assessment
The event went very smoothly. I believe that it had a very professional look and feel for the
guests that attended. It was a great event because of the hard work put in by the team members of
all of the groups. We were fortunate to have a very dependable group to work with. The film to
promote PRT has been requested to be uploaded on to the department website for future use. The
event was successful and did a great job of promoting the parks recreation and tourism
department.
Event Plan - Audiovisual
Welcome Slide show playing as guests arrive, House Light and Stage Lights On
Host Starts, House lights dim
PRT Promotional film, Stage light dim, Volume up
Host speaks, Stage lights On, Volume down
DVD Change out
“Back Country Cross Country” by Kirk Nichols, Stage lights dim, Volume up
Host speaks, Stage lights On, Volume down
“Be Happy” 1:05 by Penn Eastburn, Stage lights dim, Volume up
Host speaks, Stage lights On, Volume down
“Unicycle Slick Rock” 6:26 by Nels Nichols, Stage lights dim, Volume up
Host speaks, Stage lights on, Volume down
“Suncrest Winter Outlaw” by Trevor Overden, Stage lights dim, Volume up
Host speaks, Stage lights On, Volume down
“Unicycle short video” 3:09 by Wil Nichols, Stage lights dim, Volume up
Host speaks, Stage lights On, Volume down
“NRA Biking” by Mike Ramsey, Stage lights dim, Volume up
Host speaks, Stage lights On, Volume down
“Tune In Tune Out” 3:10 by Penn Eastburn, Stage lights dim, Volume up
Host speaks, Stage lights On, Volume down
DVD Change out
“Flash Flood” by Dave Rankin, Stage lights dim, Volume up
Host speaks, Stage lights On, Volume down
“Wipe Out” by Andy Atwood, Stage lights dim, Volume up
Host speaks, Stage lights On, Volume down
“Sunday Brighton Shred” by Tom Wilson, Stage lights dim, Volume up
Host speaks, Stage lights On, Volume down
“Parkour” by Andrew Christensen, Stage lights dim, Volume up
Host speaks, Stage lights On, Volume down
“Cash Cam” by Alan Avedovech,stage lights dim, Volume up
Host speaks, Stage lights On, Volume down
“Solitude Back Country” by Alan Avedovech, Stage lights dim, Volume up
Host speaks, Stage lights On, Volume down
“Bloomington Yurt SB ’11” by Blake Hughes, Stage lights dim, Volume up
Host Concludes, Stage lights On, Volume down
Voting Slide show, Full House lights, Full Stage lights, Volume down
Finance
Team Members: Jared Bowling, Alan Avedovech, Blake Hughes, and Ben Schwartz
Goals and Objectives
This group will provide and maintain financial security and statements for our event.
Goals




Manage financial spreadsheets.
Evaluation of our efforts and organization during our planning (All).
Present funding proposal to RAPS.
Maintain department budgets.
Objectives



Develop initial budget.
Coordinate activities with other departments.
Maintain sponsorship worksheet.
Research Assignment
Financial Strategies:
https://www.sundance.org/ -This strategy allowed us to see how a successful film festival
looked like.
http://www.secinfo.com/d1R7k.bz.7.htm - This plan helped us look at how a local business runs
their finances.
http://inventors.about.com/od/entrepreneur/a/FinancialManage_2.htm - This plan provided us
with the idea to have a projected number for our budget and compare it to the actual.
Finance’s Timeline
January 27: Organized a rough draft of budget per group.
February 1: Listed possible donation sites/persons.

Called/followed up on sites/persons.
February 10: Separated ourselves from other lab groups.

Created name for event and changed donation forms.
February 15: Refined budget per group and established job names within finance group.
February 17: Spoke with Steve Bell about RAPS sponsor.

Established LLC account for money management.
February 22: Created goals and objectives for our group, rough and final drafts.
March 1: Created a budget tracker for each group to maintain monetary boundaries.
March 3: Called potential sponsorship/donation sites and persons.

Emailed donation forms to those interested.
March 8: Divided responsibilities among finance members.
March 10: Posted portfolio chapters on WebCT.
March 17: Reviewed budgets for each group to maintain spending boundaries.

Discussed responsibilities for night of event.
March 29: Film group (including Ops member) interviewed PRT professors.

video to show at event to promote PRT
March 31: Discussed deadline for donations and sponsorships.

Reviewed current donations, monetary and gift.
April 5: View video submissions and professor movie

Work on a detailed timeline and outline of the actual event- finalize
April 7: Developed in-kind donations receipt form.
April 12: Hand in Finance chapter for portfolio

Advertising push around campus
April 14: Event rehearsal at library.
April 18: Day of Event.
April 19: Post review and discussion of event.
April 21: Work on project portfolio and finalize.
April 26: No class.
May 5: Project due!!
Narrative
The main concern for the finance group was funding. We wanted to not rely on getting
funding from RAPS or ASUU to be profitable. To achieve this, we decided to push cash
sponsors and still attempt to get funding from RAPS. Any funds left at the end of the program
would then be returned to RAPS. We created a budget tracker to provide projected numbers,
actual numbers, and the difference with our request to RAPS and ASUU (see figure -1). The
initial budget was $567.00. This number was decided as a worst case of scenario and starting
point for the budget.
We came up with this number by receiving an estimated budget from each department in
our group. From there, the budget was updated with the actual cost of each predicted cost. This
allowed up to make sure that each department is following their budget and see when we reached
our breakeven point. After figuring out the bottom line, we made a list of potential sponsors.
Each person was assigned 2 or 3 sponsors and was given a deadline. This was done several times
throughout the semester, each getting better and better results. The sponsorship donation form
was created to keep track of who gave what (see figure -2).
After the first push of sponsors, we had a meeting with the professor in charge of RAPS
Steve Bell. He seemed very optimistic about us getting funding for our event. There were a few
issues that came up with submitting the bill and were finally submitted through ASUU directly
with RAPS sponsoring it. The bill was submitted with both lab classes on it. Initially we thought
that this would cause issues because each group is doing a different program. Both meetings
went great and we got approved for reimbursement.
The LLC account was opened for the purpose of receiving donated funds and managing
the budget proposed by the finance group. The account itself was established through Zion’s
bank as an online account for ease of access and deposit. The LLC transferred the personal
liability from the students themselves to the business account. The amount of funding projected
required such an account to maintain and manage monetary contributions received and
distributed.
Index (next page)
Figure A-1 : Budget
Figure A-2 : Sponsors and Donators
Figure A-2 : In-kind Donation Receipt
Project Budget
Projected
Actual
Difference
INCOME
RAPS
Sponsors & Donations
Income totals
100.00
200.00
300.00
516.00
335.00
851.00
416.00
135.00
551.00
12.00
150.00
25.00
100.00
287.00
12.00
48.25
20.00
0.00
80.25
0.00
101.75
5.00
100.00
206.75
100.00
0.00
100.00
0.00
0.00
0.00
100.00
0.00
100.00
100.00
0.00
100.00
78.00
0.00
78.00
22.00
0.00
22.00
50.00
80.00
50.00
180.00
50.00
80.00
0.00
130.00
0.00
0.00
50.00
50.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
667.00
288.25
378.75
300.00
667.00
851.00
288.25
551.00
378.75
EXPENSES
Marketing
Website
Printing
Supplies
Advertising(T-shirts, SWAG to hand out at booth)
Marketing totals
Evaluation
Programs/ Evaluation Forms
Evaluation totals
Finance
Account/Business set up
Finance totals
Operations
A/V Rental
A/V Personal@ $20/hr(From 5-8:30pm
Misc/Booth on site
Operations totals
Risk Management
Risk Management totals
Expense Totals
Totals
Income
Expenses
Sponsors and
Donations
Cash
Donations
Donor
Donation
Donation Level
Steve & Dawnetta Perry
$100.00
Level Three
Cutting Crew Salon
$50.00
Level Three
First Utah Bank
$50.00
Level Three
Fetal Fotos
$50.00
Level Three
Kent Williams
$40.00
Level Two
Innovative Solutions
$25.00
Level Two
Ride On Bike Tours
$20.00
Level One
In-Kind Donations
Park City Peaks Hotel
One Night Stay/Dinner for Two
Level Three
Little Caesars
350 Coupons
Level Three
TCBY
350 Frozen Yogurt Coupons
Level Three
Overland Canyon Tours
Two Free Tours
Level Three
Recreation Outlet
Hydration Pack
Level Three
University Values
Coupon Book/$40
Level Three
Salt Lake County
T-Shirt/Hats
Level Three
Red Robbin
Coupons
Level Two
The Point Bistro
$25 Gift Card
Level Two
Salt Lake County Parks & Rec
Callaway t-shirt/hat/lanyard combo
Level Two
In-Kind Donation Receipt
Donor Name
Address
City, State
Zip
Email
Date of Gift
.
Donated Items
This is your receipt for tax purposes.
Please describe the items, including their total estimated value; We
are not able to assign a monetary value to your donation.
Total Estimated Value
.
Staff Member
.
Thank You For Your Donations
To REC Your Life.
For more information about REC Your Life, visit www.crimsonfimfest.com
PRT U of U College of Health
1901 E South Campus Drive
Annex C Room 1085
Salt Lake City UT, 84112
ATTN: Callie Spenser
Tax ID: 27-5407207
Risk Management
The following pages serve as documentation of each step taken to ensure the safety of all
Crimson Film Fest attendees, participants, and employees.
Goals
Ensure the safety of our guests by establishing a sound evacuation plan, risk evaluations, and
actions to minimize any risk that we may encounter.
Objectives
o Make evacuation plan
o Establish seating
o Make and enforce security details
o Make complete risk evaluation
o Make emergency procedures
Timeline
We have spent an estimated 30 hours working on separate pieces of this program.
See Appendix 1 for a detailed calendar of the work done.
Structure
Department Leader: Andrew Christensen
Department Members: Ryan Matson and Ryan Wilson
Site and Facility Development
Salt Lake City Public Library
Designed by Mosle Safdie and Associates
Built in 2003
Address: 210 East 400 South, Salt Lake City
Website: http://www.slcpl.lib.ut.us/
See Appendix 2 for a map of the auditorium
Supervision
We will select 6 persons to be security guards. Their duties will be making sure that no one
brings in food or beverage, or any weapons. They will also help solve any disagreements and
help people with any emergencies. They will more so be ushers then security guards.
A list of the duties of the security can be found in appendix 3
Rules and Regulations
1. Submission deadline is April 12th 2011.
2. Length of film should not exceed 15 minutes.
3. Films submitted cannot contain inappropriate language, depictions of violence, nudity, sexual
activity, alcohol or drug use. Content in submitted films must be appropriate and reflect the
theme of extreme outdoor recreation. All submissions will be evaluated before being entered into
the contest.
4. Film material may include, but are not limited to the following outdoor activities:
Skiing, snowboarding, rock climbing, biking, hiking, 4 wheeling, kayaking, skateboarding,
skydiving, water sports, nature and wildlife films.
Safety and Inspection
On Wednesday April 14th I, Andrew Christensen, went to the Library and inspected the
Auditorium and found it to be in prime condition. It is safe, clean and ready to be used for our
event. There are no apparent signs of hazards or anything that seems to be out of place.
Incident Reporting
We have prepared an Incident Report form for anything that might happen while attending our
event. A copy can be found in Appendix 4
Emergency Personnel
Along with Salt Lake City public emergency personnel (accessible by calling 911), we also have
six staff members who are CPR/First Aid/AED certified and will be on site:
Alan Avedovech
Andrew Atwood
Kathryn Morris
Ashley Larson
Lisa Holgreen
David Rankin
Weather procedures
See Risk Management Plan section 4.4.
Venue
The event will be held at the Salt Lake City downtown library:
210 East 400 South
Salt Lake City, UT 84111
The library is easily accessible via the UTA Trax system. Take the University Trax line and exit
at the Library stop (225E. 400S.).
RISK MANAGEMENT’S TABLE OF CONTENTS
1.
INTRODUCTION .............................................................................................................
1.1
Purpose Of This Document ..............................................................................................................
1.2
Goals of Risk Management at The Crimson Film Fest ....................................................................
2.
CONTEXT AND BACKGROUND .................................................................................
2.1
What Is Risk Management? .............................................................................................................
2.2
What Benefits Will a Risk Management Plan Give The Crimson Film Fest? .................................
2.3
Background ......................................................................................................................................
3.
RISK MANAGEMENT AT The Crimson Film Fest .......................................................
3.1.
Overview of The Crimson Film Fest Risk Management Process ..................................................
3.2.
Risk Management Structure and Responsibilities...........................................................................
3.3
Implementation ................................................................................................................................
3.4
Deliverables......................................................................................................................................
4.
INITIAL RISK IDENTIFICATION AND RISK TREATMENT ....................................
4.1
Risk Criteria .....................................................................................................................................
4.2
Detailed Assessment of The Crimson Film Fest Risks ....................................................................
EXECUTIVE SUMMARY
Risk is inherent in everything The Crimson Film Fest does. In many of The Crimson Film Fest
activities, it is something that we currently manage and control in a variety of ways. However
we do not have a formalised, integrated and visible process to identify risk exposures across all
our activities and to provide us with an assurance that these exposures are adequately controlled
and any gaps are rectified.
Our aim is to achieve best practice in controlling all the risks to which The Crimson Film Fest is
exposed. We will achieve this by identifying our priority exposures, addressing these,
incorporating appropriate risk management strategies, risk improvements and contingency
planning into our business, monitoring and reviewing ongoing risk to account for changes in our
operations and to enable us to make well-informed decisions on risk controls.
As the first step of this process, this document outlines the framework for The Crimson Film Fest
risk management. Within this framework, training will provide appropriate tools and practices
for the effective management of risks. The next step will be to build on this framework to
further develop risk management plans for Business Units and contracted services. Our
challenge is to infuse risk management into our culture, for our event.
The Crimson Film Fest
RISK MANAGEMENT POLICY STATEMENT
1. The Crimson Film Fest is committed to the management of risk to continue to protect its:






Customers, clients and stakeholders
Employees, volunteers and their skills
Environment
Quality of service
Assets and intellectual property
Image and reputation
2.
Risk management is a key part of improving our business and services to be a leading
Organisation. Our aim is to achieve best practice in controlling all the risks to which our
business is exposed.
3.
To achieve this aim, risk management standards will be created, maintained and
continually improved. This will involve risk identification and risk evaluation linked to
practical and cost-effective risk control measures commensurate with our business.
4. Risk management is a continuous process demanding awareness and proactive action
from all The Crimson Film Festival employees and outsourced service providers to
reduce the possibility and impact of accidents and losses, whether caused by The
Crimson Film Fest or externally.
5. Risk Management is a core responsibility for all students. Suitable risk management
activities will be incorporated into our event planning, operations and the management of
our sponsors and service providers. The scope of this event will encompass:
 Developing risk management standards
6.
Our challenge for the future is to infuse risk management into our culture, our event
operations and those of our sponsors and service providers. Everyone’s involvement and
support is critical to an effective result.
Angel Kent
1.
INTRODUCTION
1.1
March 8, 2016
Purpose Of This Document
The purpose of this document is to set out a plan for ensuring that Risk Management is
considered and included in the event and operations of The Crimson Film Fest, and to provide
guidelines for its implementation.
1.2
Goals of Risk Management at The Crimson Film Fest
The goals behind introducing Risk Management into The Crimson Film Fest are threefold:
 To provide an assurance that The Crimson Film Fest has identified its highest-risk exposures
and has taken steps to properly manage these.
 To ensure that The Crimson Film Fest event planning processes include a focus on areas
where risk management is needed.
 To establish a process across The Crimson Film Fest that will integrate the various risk
control measures that The Crimson Film Fest already has.
2.
CONTEXT AND BACKGROUND
2.1
What Is Risk Management?
Risk is usually defined as an assessment of the possibility of some adverse event occurring and the likely
consequences of this event. Risk is inherent in the functions of the event of The Crimson Film Fest and
its service providers. As the consequences of an adverse event may include an inability to meet
stakeholder and customer requirements, financial loss, organisational or political embarrassment,
operational disruption, legal problems, and so forth, it is important that the event policies, procedures and
practices are in place to minimise The Crimson Film Fest exposure to risk.
Risk Management involves adopting and applying a systematic process to identify, analyse, assess,
control and monitor risk so that it is reduced and maintained within an acceptable level. Risk
Management is a business tool and a part of “good management” and good planning processes.
2.2
What Benefits Will a Risk Management Plan Give The Crimson Film Fest?
Risk Management will assist us to achieve The Crimson Film Fest event objectives by:

Integrating the various risk control measures that The Crimson Film Fest currently uses into one
holistic view of what The Crimson Film Fest is doing to minimise its risk exposures. This single
view will show priorities and any gaps that need to be addressed.

Implementing a visible, formalised and consistent process for managing The Crimson Film Fest
exposures to risk, thereby supporting continuous improvement in The Crimson Film Fest programs
and providing an assurance of more effective outcomes.

Incorporating identified risk management solutions into planning and administrative processes
resulting in more structured, accountable and effective event planning and project management;

Building on existing risk management strategies such as our administrative, engineering, contractual,
safety and quality management controls; and

Encouraging staff to think about risk, and risk management, in their day-to-day work; in program,
event management; and in forward planning activities.
Risk Management will be applied to all of The Crimson Film Fest event, including those
delivered on The Crimson Film Fest behalf by external service providers and project contractors.
This will help us to:

Ensure that the quality and reliability of services and other program outputs are of a very
high standard;

Ensure services meet requirements and are delivered within cost and schedule;

Protect staff, property, information and all other assets; and

Comply with all legal requirements relative to areas of risk.
2.3
Background
The Crimson Film Fest has exposure to a diverse range of risks. This exposure includes
professional risks, commercial risks, political risks, risks to our staff and service providers.
The Crimson Film Fest main risk mitigation strategies to date have included administrative,
contractual, technical, safety and management controls as a part of business and program
activities - for example:
Financial and personnel delegations and authorisations;
Reconciliations of data;
Detailed tender specifications, evaluations and selection of tenderers;
Detailed standards, engineering checks, tests and quality assurance;
Reporting, review and analysis; expert oversight and supervision of event planners;
Policy and procedure manuals and guidelines;
Training and development;
Safety for employees, event planners and the public using specific OHS tools;
Physical controls such as security systems and fire protection measures;
Contractual arrangements which include standard indemnities, insurances and the like;










The Crimson Film Fest now seeks to formalise existing event and event planners controls and
risk mitigation strategies, and relate them to our planning processes to develop a more rigorous,
measurable and integrated risk management framework across all programs and projects.
3.
RISK MANAGEMENT AT The Crimson Film Fest
3.1.
Overview of The Crimson Film Fest Risk Management Process
“Risk Management” is the discipline required to minimise the impact and cost to The Crimson Film Fest,
in dealing with risks to which we are exposed, in a manner consistent with achieving our event objectives.
The Crimson Film Fest “Risk Management Policy Statement” sets out our attitude to, and objectives for,
managing risk. It is the benchmark by which all decisions in the handling of risk will be tested.
The end result of risk management is to provide The Crimson Film Fest executive with a regular
profile report of the status of risks and risk controls across the Organization, and an
assessment/assurance report of its major risks. Figure 2 below illustrates.
Risk Management Plan &
Program
“Risk Register” &
Risk Treatment Action Plans
Organization
Risk Assurance &
RISK MANAGEMENT
OBJECTIVES
Performance reports
Figure 2. Desired outcomes of The Crimson Film Fest Risk Management
3.2.
Risk Management Structure and Responsibilities
All staff, are responsible for managing risk within their span of control, for promoting the
application of risk management by contractors, and assisting with the identification of global or
broadly based risks that could impact on The Crimson Film Fest as a whole.
Each Business Unit will appoint an officer to act as a focal point for communication and
coordination of risk assessment, awareness training and risk management assurance.
A Risk Management Steering Committee has been established by The Crimson Film Fest and
is responsible for:

Co-ordinating the regular formal updating of Business Unit and corporate Risk Registers and
Risk Treatment Action Plans and compiling a master set;

Maintaining corporate risk and risk control information;

Ensuring that all relevant risk areas are considered including those emanating from the
services of external providers and contractors;
This Steering Committee comprises representatives from The Crimson Film Fest business units.
The Committee will appoint an officer to guide and promote risk management throughout The
Crimson Film Fest event.
The Risk Management function is one directed by The Crimson Film Fest Staff, facilitated by
The Crimson Film Fest Risk Management Steering Committee and carried out by every staff
member in each area as a core activity.
3.3
Implementation
The Crimson Film Fest will achieve the above requirements by:

Developing suitable analysis and documentation of risks in project, program, Business Unit
and corporate activities, namely to:







Identify risks in the immediate work area and of wider Organisation impact;
Assess the probability of the risk eventuating;
Assess the likely impact on the work area and/or organisation if the risk occurs;
Determine an overall risk rating on the basis of probability and impact;
Record any existing controls or strategies which aim to reduce the risk;
Determine if the risk exposure is acceptable or not;
Determine further action plans and contingency plans to manage the risk where
appropriate.
Documentation of risks will form a Risk Register which is open to review and updating, and
provides a record should personnel change. Risk information will be filtered to focus on only
those risk exposures that are significant and relevant to providing assurance.

Requiring a documented Risk Register and a Risk Treatment Action Plan from staff for
service-critical projects. Risk management will be incorporated into all event plans.

Monitoring and reviewing risk in external services, and where appropriate, providing input to
staff risk management processes;

Periodically reviewing and updating the Risk Registers to account for changes in risks and
related issues;
3.4
Deliverables
(a)
At Program And Project Level
The deliverable from the risk management process applied at program level is a Risk Register
and a Risk Treatment Action Plan. The Risk Register documents the identification, analysis, and
assessment of risks and the Risk Treatment Action Plan summarises existing and proposed risk
controls and measures.
(b)
At Project Level
At Business Unit level, the risk management process comprises two deliverables also:

A Risk Register that summarises and tabulates the major risk exposures within the Project
Unit operations, and the major risks within those programs and projects which are identified
as significant or critical to service capability and Organisation objectives.
The Project Unit Risk Register need include only those risk exposures that have been rated
as greater than “moderate” or “high” and would have an impact on The Crimson Film Fest
as a whole (that is, an exception report).

(d)
A Risk Treatment Action Plan that summarises the current status of risk controls
across the Project Unit, and presents an action plan for those additional controls and risk
treatments which are needed.
Training
To ensure the successful implementation of risk management throughout The Crimson Film Fest,
appropriate training in risk management will be provided to staff and event coordinators.
Training content encompasses the risk management process, application of risk management
tools, assistance with identification and analysis of The Crimson Film Fest risk exposures, risk
profiling and assurance reporting.
4.
INITIAL RISK IDENTIFICATION AND RISK TREATMENT
4.1
Risk Criteria
The Crimson Film Fest sees five criteria for setting its risk management priorities, as follows.
Further risk identification, risk assessments and risk treatment need to be carried out bearing
these in mind.

Risks affecting The Crimson Film Fest reputation, ability to perform, or trust in The Crimson
Film Fest particularly in regard to the quality of policy advice.

Risks affecting The Crimson Film Fest management of and accountability for The Crimson
Film Fest performance, including its service delivery obligations, its regulatory framework
and event relationships.

Risks affecting The Crimson Film Fest performance against strategic priorities.

Risks affecting the integrity of The Crimson Film Fest decisions, processes and information.

Risks affecting the safety, security and health of The Crimson Film Fest personnel and
visitors to its premises.
4.2
Detailed Assessment of The Crimson Film Fest Risks
Emergency Natural Disaster. Ie: Flood, Fire, Tornado, etc.
Reference:
Initial
Organisation
assessment
Risk
Owner:
Andrew
Christensen
Due for review
by:
Consequences
Major
Likelihood
Risk with
Controls
Moderate
Unlikely
8
No
Risk with
Treatment
Moderate
Unlikely
2
Yes
Absolute Risk
Unlikely
Level of Risk
10
Accept Risk
Action: Flood or Fire. Evacuate building according to evacuation plan below.
Tornado or Earthquake. Stay in the auditorium until disaster passes. Andrew Christensen will
have participant fill our incident report
Person struck by car attending to event.
Reference:
Initial
Organisation
Assessment
Risk
Owner:
Andrew
Christensen
Due for
review by:
Consequences
Likelihood
Level of Risk
10
Accept Risk
Absolute Risk
Major
Unlikely
Risk with
Controls
Moderate
Unlikely
8
No
Risk with
Treatment
Moderate
Unlikely
6
Yes
Action: Emergency numbers known by all staff, call immediately. Alan Avedovech is CPR,
first aid and wilderness First responder certified. Also Andrew Christensen, Andrew Atwood,
Kathryn Morris, Ashley Larson, Lisa Holgreen, and David Rankin are all CPR, First Aid and
AED certified. One of these persons will be alerted to the situation and care for the person
until emergency personnel arrive. Andrew Christensen will have participant fill our incident
report.
Person Suffers Heart attack or any other serious medical problem
Reference:
Initial
Organisation
Risk
Owner:
Andrew
Christensen
Due for
review by:
Assessment
Consequences
Likelihood
Level of Risk
10
Accept Risk
Absolute Risk
Major
Unlikely
Risk with
Controls
Moderate
Unlikely
8
No
Risk with
Treatment
Moderate
Unlikely
6
Yes
Action: Emergency numbers known by all staff, call immediately. Alan Avedovech is CPR,
first aid and wilderness First responder certified. Also Andrew Christensen, Andrew Atwood,
Kathryn Morris, Ashley Larson, Lisa Holgreen, and David Rankin are all CPR, First Aid and
AED certified. One of these persons will be alerted to the situation and care for the person
until emergency personnel arrive. Andrew Christensen will have participant fill our incident
report.
Any person attending the event breaks bones.
Reference:
Initial
Organisation
Risk
Owner:
Andrew
Christensen
Due for
review by:
Assessment
Consequences
Likelihood
Level of Risk
4
Accept Risk
Absolute Risk
Major
Unlikely
Risk with
Controls
Moderate
Unlikely
4
No
Risk with
Treatment
Moderate
Unlikely
2
Yes
Action: Immobilize broken parts and transport to hospital for medical treatment. Alan
Avedovech is CPR, first aid and wilderness First responder certified. Also Andrew
Christensen, Andrew Atwood, Kathryn Morris, Ashley Larson, Lisa Holgreen, and David
Rankin are all CPR, First Aid and AED certified. One of these persons will be alerted to the
situation. Andrew Christensen will have participant fill our incident report.
Any person attending the event is cut or any other minor injury.
Reference:
Initial
Organisation
Assessment
Risk
Owner:
Andrew
Christensen
Due for
review by:
Consequences
Likelihood
Level of Risk
3
Accept Risk
Absolute Risk
Major
Unlikely
Risk with
Controls
Moderate
Unlikely
3
No
Risk with
Treatment
Moderate
Unlikely
2
Yes
Action: Onsite medical attention from a first aid kit will be given. Alan Avedovech is CPR,
first aid and wilderness First responder certified. Also Andrew Christensen, Andrew Atwood,
Kathryn Morris, Ashley Larson, Lisa Holgreen, and David Rankin are all CPR, First Aid and
AED certified. One of these persons will be alerted to the situation. Andrew Christensen will
have participant fill our incident report.
Lost of Stolen Property
Reference:
Initial
Organisation
Risk
Owner:
Andrew
Christensen
Due for
review by:
Assessment
Consequences
Likelihood
Level of Risk
3
Accept Risk
Absolute Risk
Major
Unlikely
Risk with
Controls
Moderate
Unlikely
3
No
Risk with
Treatment
Moderate
Unlikely
3
Yes
Action: Ushers in place to prevent such occurrences, in case of occurrence, known public
event and we will not be held liable. Andrew Christensen will have participant fill our
incident report, if property is found it will be returned. All leftover property turned into library
at end of event.
The Crimson Film Fest
RISK MANAGEMENT PLAN
Issue 1, April 2011
Evacuation Plan
The Auditorium has been divided up into 14 sections by row. A-M consists of the main
floor seating and lastly there are the balcony seats. Also, rows A-M are divided into 3 sections
namely sections 1, 2, and 3 from left to right looking from the back of the Auditorium. Row A
being the first row closest to the stage.
In case of an emergency Rows A, B, C, D, E, F, and G in Section 1 will exit the lower
door on the left near the stage, this will lead them out of the Auditorium and to an emergency
stair case leading out side of the library. Also Rows A, B, C, D, E, F, and G in the left half of
Section 2 will use the same exit.
Those in Rows A, B, C, D, E, F, and G in Section 3, as well as those in the right half of
Section 2 will use the exit door near the stage on the right side of the stage. This will lead them
to the same set of stairs leading outside of the library.
Those in Rows H, I, J, K, L, and M Section 1 and the left half of Section 2 as well as
those in the Left Balcony section will make there way to the back of the Auditorium and exit
through the left doors and then out the east side main doors of the library leading into the court
yard on the east side of the library.
Those in Rows H, I, J, K, L and M Section 3 and the right half of Section 3 as well as those in the
Right Balcony section will make there way to the back of the auditorium and exit through the right doors
and then out the east side main doors of the library leading into the court yard on the east side of the
library
Venue Map
Incident Report Form
Gambling in Utah
Gambling in the state of Utah is unlawful, as we see in the Utah Constitution.
ARTICLE VI. LEGISLATIVE DEPARTMENT s 27[Games of chance not authorized.]
The Legislature shall not authorize any game of chance, lottery or gift enterprise under
any pretense or for any purpose.
For our class project “Crimson Movie Festival Rec Your Life” we have decided to run a
raffle. However, upon further research it was found that a “raffle” for fundraising is illegal in
Utah. The gambling laws in Utah are rather strict.
76-10-1101. Definitions.
(1) (a) "Fringe gambling" means any gambling, lottery, or video gaming device which is:
(i) given, conducted, or offered for use or sale by a business in exchange for anything of
value; or (ii) given away incident to the purchase of other goods or services.
(b)
"Fringe gambling" does not include a gambling, lottery, video gaming device, or other
promotional activity which is clearly occasional and ancillary to the primary activity of
the business.
(2) (a) "Gambling" means risking anything of value for a return or risking anything of value
upon the outcome of a contest, game, gaming scheme, or gaming device when the return
or outcome: (i) is based upon an element of chance; and (ii) is in accord with an
agreement or understanding that someone will receive something of value in the event of a
certain outcome.
(b) "Gambling" includes a lottery and fringe gambling.
(c)
"Gambling" does not include: (i) a lawful business transaction; or (ii) playing an amusement
device that confers only an immediate and unrecorded right of replay not exchangeable for
value.
 "Lottery" means any scheme for the disposal or distribution of property by chance among
persons who have paid or promised to pay any valuable consideration for the chance of
obtaining property, or portion of it, or for any share or any interest in property, upon
any agreement, understanding, or expectation that it is to be distributed or disposed of by lot
or chance, whether called a lottery, raffle, or gift enterprise, or by whatever name it is
known.
We found that our raffle would be illegal under Utah code being defined as a lottery
under 76-10-1101 article (6). However, as it states in Article (1) (b) it is not counted as
gambling, or “fringe gambling” if the activity is clearly occasional and not part of the primary
activity of the business. Therefore, running a fund raising lottery for our event, as it is not the
purpose, nor mission, nor desirer of our business to provide continued “gambling activity” as
defined by Utah law, would not be illegal. About this time we decided to use the library as a
venue, and they informed us that we would not be able to run a raffle if we used their venue to
run our event unless we did it after library hours. This would cost us $500 dollars to rent the
space, when using it during library hours would be free. We decided to scratch the raffle and
make it a drawing only. No where in Utah law is giving away something of value with no
exchange of value between the two parties illegal. Seeing as this would make both standard
Birthday gifting, and Christmas illegal you can see why that is. Therefor we are running a free
drawing with no loss of value to those participating and no gain for the practitioners of the
drawing.
All Law information was obtained from http://www.gambling-law-us.com/State-Laws/Utah/
Management
Goal
To give support and leadership direction to our lab group, in order to plan and implement
a successful event.
Objectives
o
o
o
o
Structure
Provide a foundation and leadership regarding aspects of the event.
Encourage classmates to develop leadership roles.
Keep team focused on the task at hand in our lab classes.
Provide lab timelines and submission dates.
Department members


Timeline
Andy Atwood
Angel Kent
Mar 17, 2011
Contact career center at
Brainstorm invites to
Contact school districts for
UofU to advertise event to professional PRT individuals poster approval at local high
undecided prospective
schools
students
Spring Break
Sponsorships
Mar 29, 2011
Submissions push 9:401100am at Library and
Union building
Mar 31, 2011
Rough outline for day of
event
Apr 5, 2011
Back up plan in place
Apr 7, 2011
Watch submitted videos for
approval
Apr 12, 2011
Rough draft of chapter
outlines due
Apr 18, 2011
DAY OF EVENT!
Apr 19, 2011
Post event class review
Apr 21, 2011
Reflection for outline due
Lead team in follow up
Help team in making of PRT
phone calls to local schools
informative video
Watch submitted videos for
approval
Nail down final tasks for
event
Attend RAPS meeting at
7pm
Evaluation
The evaluation group was put in charge of developing a way to measure the success of
our event. Our group created and implemented a series of three different evaluation tools
to measure the outcome of our student-made film festival.
The evaluation members created a series of three different tools to see the outcome of the
overall event. We created voting cards to determine the winner in each category of the
film festival. Our group developed an evaluation form for the audience to fill out
reflecting on their experience at our event. Then we conducted an in-class evaluation to
see how the class as a whole, felt about their overall performance.
In all, a summary of the results, conclusions and recommendations for the next event is
detailed in the evaluation chapter.
What does success look like for our event?
Our event is both a celebration of the outdoors and an opportunity to educate others. We
aim for this event to be fun and engaging for the audience while promoting the Parks,
Recreation and Tourism Department (PRT) and the Recreation and Parks Society
(RAPS). By achieving the following criteria, our event will be successful:
High audience turnout, positive survey results, enough student-made recreation films to
keep the audience engaged and entertained, overall smooth operation of the event, staying
within our budget and meeting the mission of our event and individual group goals.
Goals
To measure and evaluate the overall success of the event by gathering data from both the
audience and the students who put on the event. We will analyze this data to make
recommendations for running the event in the future and to determine a winning student
film. We will also provide information about the night’s events through creating and
providing an event program for each audience member.
Objectives




Create an evaluation form for the audience to evaluate their overall experience
and to vote for their favorite student film in order to determine a winning film.
Create an evaluation tool to measure if the event itself was successful in reaching
our goals based on the overall mission and goals of the event.
Provide evaluation forms for each group within our class in order to gather input
on the success of the event and to determine if their individual group goals were
met.
Analyze the data for success and future suggestions for running this event.
Team Members: Jennie Williams, Esther Lacherre and Anastasia Putilina.
Supplies provided by evaluation group:
-Group member evaluation forms- 25 copies
-Event programs- 300
-Event evaluation form-100
-Voting cards- 150
-Raffle tickets-81, handed out
-Penciles-200
-Tally sheets-5
Timeline
March 17, 2011 – Outline of survey/evaluation method and questions.
March 31, 2011 – Finalize list of each group’s goals and objectives.
Mach 31, 2011 – Class finalized Philosophy, Mission, Vision and Values statement for the event.
April 5, 2011 – Rough draft of Program and Evaluation forms.
April 7, 2011 – Estimates for printing programs and evaluation forms.
April 12, 2011 – Final draft of Program and Evaluation forms, finalize our roles during event.
April 15, 2011 – Final Printing of Evaluation forms and Programs, voting boxes.
April 18, 2011- Day of event!!
April 19, 2011-Hand out in-class evaluation form. Review and crunch data from event evaluation
April 22, 2011- Review all evaluation forms collaborate and put into dialogue.
May 5, 2011- Final evaluation and portfolio due.
VOTING SHEET
VOTING SHEET
CATEGORY # 1
CATEGORY # 1
О VIDEO # 1: “BACK COUNTRY, CROSS COUNTRY
О VIDEO # 2: “BE HAPPY”
О VIDEO # 3: “UNICYCLE SLICK ROCK”
О VIDEO # 4: “SUNCREST WINTER OUTLAW”
О VIDEO # 5: “UNICYCLE SHORT VIDEO”
О VIDEO # 6: “NRA BIKING”
О VIDEO # 7: “TUNE IN, TUNE OUT”
CATEGORY # 2
О VIDEO # 1: “FLASH FLOOD”
О VIDEO # 2: “WIPE OUT”
О VIDEO # 3: “SUNDAY BRIGHTON SHRED”
О VIDEO # 4: “PARKOUR”
О VIDEO # 5: “CASH CAM”
О VIDEO # 6: “SOLITUDE BACK COUNTRY”
О VIDEO # 7: “BLOOMING YURT”
О VIDEO # 1: “BACK COUNTRY, CROSS COUNTRY
О VIDEO # 2: “BE HAPPY”
О VIDEO # 3: “UNICYCLE SLICK ROCK”
О VIDEO # 4: “SUNCREST WINTER OUTLAW”
О VIDEO # 5: “UNICYCLE SHORT VIDEO”
О VIDEO # 6: “NRA BIKING”
О VIDEO # 7: “TUNE IN, TUNE OUT”
CATEGORY # 2
О VIDEO # 1: “FLASH FLOOD”
О VIDEO # 2: “WIPE OUT”
О VIDEO # 3: “SUNDAY BRIGHTON SHRED”
О VIDEO # 4: “PARKOUR”
О VIDEO # 5: “CASH CAM”
О VIDEO # 6: “SOLITUDE BACK COUNTRY”
О VIDEO # 7: “BLOOMING YURT”
Quantitative analysis from the audience survey
Event Attendance: 81
Evaluation forms turned in: 48
Question #1: How did you hear about this event?
Facebook- 6
Flyer- 4
Website- 1
Friend- 25
Question #2: Accessibility of location.
Excellent- 24
Good- 10
Medium- 1
Question #3: Friendliness of staff.
Excellent- 41
Good- 7
Question #4: What was your favorite part of the event?
Movies- 22
Free stuff- 6
Other (MC, drawing, prizes, showing Utah’s beauty and recreation ideas) - 6
Question #5: Had you heard of the Parks, Recreation, and Tourism Department before this event?
Yes- 30
No- 18
Question #6: Had you heard of the Parks, Recreation, and Tourism Society before this event?
Yes- 26
No- 17
Question #7: Did you learn anything new about the PRT department and RAPS?
Yes-16
No- 39

If yes, what did you learn?
o Run by students
o Offers many different jobs in the field
o Many different majors
o What it is and what they do
o There is something called recreational therapy
o That RAPS arranges funding for students to attend education
o That is exists
o That it is student run and promotes education in PRT
o Types of careers you can get into with a PRT major
Question #8: How likely are you to come to this event again?
Definitely yes- 19
Probably yes- 12
I do not know- 15
Probably not- 4
Question # 9: Did you have fun?
Definitely yes- 22
Yes- 12
Somewhat- 14
No- 1
Comments/suggestions?
o
o
o
o
o
o
o
Shorten videos
Provide parking validations
Provide more advertising
Give away more stuff
More effort on film content of outside submissions
Shorten faculty member video and provide pictures of what they are talking about
“I could see there was a good amount of work that went into the event. Maybe more
storylines in the films- I do not know what the guidelines were.”
o Overexposure from the projector
Analyzing the audience evaluation forms we can conclude that the event went successfully. More
than a half of participants claimed they had fun and enjoyed the show. The accessibility of the
location and friendliness of the staff were both prime, which were goals for this event. Moreover, we
got really good feedback on “what we can do better,” which will definitely help us to run a better
event next time. Furthermore, the group did a good job of promoting the Parks, Recreation, and
Tourism Department and Recreation and Parks Society; because about forty percent of the audience
has not heard about these organizations before the event and thirty percent stated that they learned
something new about the PRT Department and RAPS.
Class Evaluation Results
The day after the Crimson Film Fest the evaluation group handed out the questionnaire in order to
evaluate the overall outcome of the members of the group. We distributed twenty one forms and asked
everyone to put the focus group name on it. The feedback provided was mostly similar however certain
answers differentiated accordingly to group focus.
Marketing Focus Group
Everyone on the marketing group had concerns about the number of guests who would actually come, but
conversely the group was pleasantly surprised by the amount of people at the event. Moreover, members
were worried about getting enough high-quality video submissions, which has also been met. As
mentioned by certain individuals, the group members were thoroughly impressed with the
professionalism and hard work of each one of them, which gave them confidence about the event running
perfectly.
If students were to run this event again, they would try harder to get the word out to a bigger audience
through news papers and radio stations, research more program outlines and put more thought into the
theme and overall marketing value. They would also search for more sponsors and donations, even
though the event had plenty of exciting prizes and giveaways. The last thing that students would have
changed was the length of submitted videos; some of them were too long.
o
The average time the group members spent working on marketing was three
to four hours per week.
o
The resources that helped students to implement their part of the project were
the internet, friends, own skills (graphic/web design), and the support and
advices from group members.
Every individual on the marketing group has improved their marketing, organizational and
communication skills. However, someone mentioned that it was hard to work with people with different
ideas and it was hard to have control over everything, which helped them to realize how important it is to
use positive thinking in order to succeed as a team.
Operations Focus Group
Operations basic expectations were to present the audience outdoor recreation themed videos and to run a
successful event; both these expectations were met. However, students expected to receive at least ten
non-class videos and to get at least a hundred guests in attendance; both of these expectations have not
been met, which did not prevent the event from being enjoyable and fun for the audience.
If students were to run the event like this again, they would have ran through the event at least one time
prior to the actual date and tested lighting and sound. In order to improve the quality of group’s work,
they would have researched more on timing. Another aspect to improve the overall success of the event is
working on getting sponsors earlier and to do more marketing. The last thing that students would have
done differently was separating from the other lab groups earlier in order to have more time for working
on Crimson Film Festival.
o
The average time that students have spent outside of the lass working on
excelling the project was twelve hours.
o
The basic resources that have been used were the internet, friends, group
members, and WebCT.
The operations group members learned how to work within a large group of people and communicate in
order to succeed as a team. The group also claimed that they had put more work into this project than they
expected they would.
Risk Management Focus Group
The risk management group members expected a good number of people to attend and most importantly,
they expected those people would be safe; both expectations have been successfully met.
If students were to host an event like this again, they would not plan on running it during the finals week
and would make sure that there were no other film festival going on at approximately the same time.
o
Students of this group have spent an average of three hours weekly working on
the risk management plan outside of the class.
Risk management students stated that hosting the event taught them that it is critical to always work hard
on everything that one is told to do. Also, the event gave students a good understanding of how to run
different events and some of them would apply the skills to their career as a coach or director of athletic
organizations.
Evaluation Focus Group
The evaluation group members expected more people to attend than it turned out to be. They also would
have liked more survey feedback and more non-student film submissions.
Some things that they would have done differently were marketing strategies and better preparation in
having the documents printed prior to the day of the event. The group believes that events like this need to
start being promoted much earlier and that the specific names of prizes and the amount of money
presented to the winner needed to be posted on the flyer.
o
The average time spent outside of the class working on the project was twenty
hours.
o
The resources that helped the group to succeed were the internet, professor’s
instructions, and books.
Working on the project helped the evaluation students to improve their communication skills and made
them believe that evaluation is one of the most important aspects of this and any program.
Finance & AV Focus Group
Students in this group expected the event to run successfully and claimed that the final turnout was much
better than expected.
If the students were to run an event like this again, they would work in smaller groups and would call for
submissions earlier.
o
The average time the AV students spent on this project outside of class was
roughly
o
The resources that students used in order to implement their part of the project
were the internet, previous knowledge, and the library.
Concepts that group members have acknowledged are how to produce an event from behind the scenes
and how to communicate within the team that is working toward one goal. One individual mentioned that
it is essential to have reliable teammates and take into consideration personal characteristics of those you
are working with.
Project Management Focus Group
Project management’s basic expectation for this project was to have a decent turnout at the event, and to
make sure that participants had a nice time. Both of these expectations had been met.
Students felt that supporting and helping out the marketing group would have helped get more guests to
come to the event. Suggestions were made that there should be more group meetings; this would ensure
that every student in the lab was on the same page. Stronger marketing was definitely the main aspect that
this group would work on more next time.
o
Team managers spent the most time working on the project outside of the class,
approximately forty hours.
o
The resources that helped them contribute to a successful event were mostly
instructors and previous experiences as managers, as well as, friends and family.
Evaluation students learned that it is essential to be optimistic, but realistic with our expectations of the
event throughout the entire course of the event.
Summary
The class evaluation form helped analyze each individual group’s work. The skills our class has gained
throughout the course of this semester have helped us to understand how to work together in groups and
use basic people skills. We learned how to apply our in-class situations to real world applications.
Students definitely have a much better understanding now of how to run a program for events like this.
Moreover, most of the members will use the knowledge gained from this experience in different fields of
Parks, Recreation and Tourism. The skills that have been improved upon are communication,
organization, marketing, and working together in a large team.
All in all, most every group’s goals and objectives had been met. This allows us to conclude that the
overall event was successful.