Client Portfolio
Boat Regatta
Winter 2014
Kelsey Hurst and Anna Schmidt
Comm 339, Events Management
Brother Hicks
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Table of Contents
1. Event Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
2. Event Vision Statement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
3. Event Timeline . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
4. Problem Scenarios with Problem Solutions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
5. Event Job Descriptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
6. Gantt Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
7. Volunteer Contact List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
8. Event Budget . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
9. Promotional Material Examples . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
10. Participant Evaluations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
11. Thank-you Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
12. Event Pictures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
2
Event Overview
We produced a new event for BYU-Idaho called the Boat Regatta. It’s an event where
students sign up as teams to create boats made out of card board and duct tape and then race
them across the gym pool in order to be judged and win prizes. This is the first time this type of
event has ever been done in the history of BYU-Idaho. We advertised for more than 2 weeks
through posters placed around campus and we had booths set up for 9 days where we could
directly talk to students about signing up and then passed out fliers with information. We also has a
TV set up with videos of boat regatta events at other schools along with an actual cardboard boat
to show students how they could construct their own boat.
About 7 teams ended up racing in BYU-Idaho’s first ever Boat Regatta March 29. We had 3
different heats where different students and their cardboard boats took turns racing across the
Hart gym pool. The winners of each heat went on to race in the final heat where the winner was
given a prize of t-shirts and gift cards for pizza. Second place winners received BYU-Idaho Activities
sport water bottles along with candy bars. Third place winners received little backpacks with candy.
We also had 2 special surprise prizes for the prettiest boat and best sinker. There were about 50
members in the audience and about 16-18 actual participants racing in pools. We had a drum line
made up of 11 people who volunteered to play in order to entertain everyone during the boat
regatta races. We had 2 volunteers who were judges and who scored and ranked the boat regatta
contestants. We also had a group of about 5 volunteers who helped us set up and signed
contestants in the day of the event.
Overall it was a very upbeat fun event where students could engage in healthy competition
and have a good laugh when cardboard boats finally sank. The drum line added a really fun element
and everyone who was there that day: our 50 audience members plus 40
participants/volunteers/drum line really enjoyed the boat regatta. Everyone is hoping that it will
become an annual event at BYU-Idaho.
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Event Vision Statement
Our event is for BYU-Idaho Recreational Sports and will be a Boat regatta where students
create a boat out of cardboard and duct tape and race in groups across the Hart pool in the
gym. We are doing this event to create a fun, safe, wholesome recreational activity where
students can engage in healthy, positive sportsmanship and create more School Spirit while
not taking away from academic studies. On the BYU-Idaho Recreational Sport their mission
statement says,” Welcome to Recreational Sports, BYU-Idaho's intramural program.
Recreational Sports is committed to providing a fun and safe environment. Participants can
enjoy multiple sports that differentiate each semester. Each sport plays once a week and
allows students to stay focused on their homework while getting socially involved through
our activities. Come Play.” Our Vision Statement is “On Saturday March 29 we will hold a
Boat Regatta Event where students can engage in a safe, fun activity by creating boats of
cardboard and duct tape and race them across the Hart gym in teams thus promoting
school spirit and positive sportsmanship.
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Event Timeline
February 1-28: Get event approval from RecSports, Hart pool, reserve time and date
March 1: Begin meetings with RecSports advertising, 1-2 times weekly
March 12: Put up posters, set up web banner, get on student news feed, reserve times and
dates for MC booth, set up Facebook page, put up rules
March 14: Flier classrooms of Engineering department and Physics department
March 17-27 (Week before and week of event): Booth at MC with fliers
March 29: Day of Regatta, have boats turned in at 10 a.m. and be judged, event is at 2 p.m.
April 2: Hand out Thank You’s, do event follow-ups
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Problem Scenarios with Problem Solutions
In case we are unable to get the Hart pool or the pool experiences issues, we will have a
second and third pool location in Rexburg & Idaho Falls, Idaho reserved for the Boat
Regatta race. We will constantly check with the Hart building to make sure the pool is still
in order and hopefully if there is an issue we will have the second pool standing by and be
able to notify the contestants right away with the change of location. If we end up not
having enough contestants registered to race than we will have about 4 boats already
constructed and invite audience members to quickly form teams to compete spur of the
moment. This way, we will be able to have at least a few “heats” or races so the event isn’t
too short. Another possible problem is the pool filters becoming clogged up from possible
debris and causing damage to the pool during the contest. In order to prevent this problem
we will have volunteers standing in the pool to assist with grabbing any possible debris and
thus preventing it from entering the pool filters. Another possible issue is pool safety. The
contestants will be in cardboard boats which could possibly sink and the contestants in the
boats could have swimming problems. The volunteers already in the pool will also help the
contestants in sinking boats and we will also require the contestants to wear life vests.
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Event Job Descriptions
Event Manager Anna Schmidt: Event coordinator, plan event, talk to RecSports, reserve
pool, help get approval, host meetings, reserve and run MC booth, organize volunteers,
plan prizes for winners,
Event Manager Kelsey Hurst: Event coordinator, plan event, talk to RecSports, get drum
line, reserve and run MC booth, help organize volunteers and judges,
Volunteers: Divided into different sections, any who don’t have a specific job help
wherever is needed, all will help with MC booth
Pool helps: Be in pool, aide any teams that are sinking, make sure that no cardboard falls
off boats, catch any cardboard or other floating things and immediately get them out pf the
pool
Pool Deck helps: Make sure everyone is safe on the pool deck, make sure that boats touch
the sides of the pool.
Drumline: Provide music before and after event, and during boat races
Ushers: Help public find seats, make sure teams are with their boats
Judges: Know judging criteria, determine winners
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Gantt Chart
Volunteer Contact List
Brett Hansen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . han08047@byui.edu
Dara Johnson . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . jon13022@byui.edu
Brodie Ruggles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . broruggles@yahoo.com
Tyler Griffitts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . gri12004@byui.edu
Chandler Roberson . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . chandlerroberson@gmail.com
Schai Richards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ric12008@byui.edu
Kat Fleming . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . fle07005@byui.edu
Sarah Jager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . gur09002@byui.edu
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Event Budget
Budget between $75.00$100.00
Items
Posters
Fliers
Total
Quantity
17
650
Price
$
1.50
$
0.10
Total
$ 25.50
$ 65.00
$ 90.50
Pool
Prizes
1
3
$
donated
$
$
-
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Promotional Material Examples
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Participant Evaluations
Our participants had an awesome time at the event! Lots of the participants came up and
told us thank you, that they had had a really fun time. Lots of people, whether it be from
the booth, or that actually participated in the event, asked if we were doing it again
because they couldn’t participate this time, but they definitely wanted to participate the
next time this event would take place. We got the winners interviewed, too, and they were
pleased because the work that they put into the boat paid off. If you look at the pictures on
page 23, you will see the second place team holding up their boat, proud that they made it
to the finish line. In the background to the right, you can see one of their team members
blowing a horn to signal their victory.
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Thank-you Note Recipients
Trent Tustian (RecSports Advisor)
Kjersti Shiffler (RecSports advertising)
Drum Line members
Volunteers for event: Kris, Tyler, Brodie, Kim, Jordan, Dara, Mark, Sarah
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Event Pictures
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16
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