Haven Lakes Jaycees
CHAIRMAN’S PLANNING GUIDE
Little Miss Haven Lakes Pageant

PLANNING

1.	PRIMARY PURPOSE. (What was the one reason you want to successfully run this project?)

The primary purpose of this project is to promote The Haven Lakes Jaycees in our community by running a pageant for young girls.

2.	Give a brief description of the proposed project and background information.  Follow this with a listing of the specific and measurable goals to be accomplished by this project.

We plan to hold a Little Miss Haven Lakes Pageant on April 6th at the Eagle Lake Auditorium for girls ages 10-12 to compete in. This will promote our chapter in the community, while giving these young contestants a chance to learn friendly competition.

This project falls under the Management Area of Opportunity of the 2002 Haven Lakes Jaycees Chapter Plan:
Chapter Pinnacle Award Area:	Public Relations/Public Relations Project.

The goals for this project are as follows:

GOAL A:	   To publish the pageant in 2 local newspapers.
GOAL B:	To involve 2 community leaders in our Pageant

GOAL C:	To have 10 girls participate in Pageant

GOAL D:	To have 10 Jaycees involved in the project

GOAL E:	To recruit 1 new member.

GOAL F:	To involve 1 inactive member.

3.	What are the specific manpower assignments?

Chapter President
Name	Steve Wiseman	
Address	106 6th Street JPV, Winter Haven Fl 33880
Phone	863-299-1986
Duties:	oversee chapter activities

Supervising Chapter Officer
Name	Debbie Fischer
Address	P.O. Box 622, Waverly Fl 33877
Phone	863-325-8285
Duties:	Assist project chair, help manage project budget

Chairperson
Name	Barbara Petty
Address	5973 Foxhollow Dr, Winter Haven, Fl 33884
Phone	863-324-0400
Duties:	To oversee all project activities and committee members throughout the course of the project.

Co-chairperson 
Name	Kathy Del Pozzo
Address	131 Tremont Dr. Winter Haven, Fl 33884
Phone	863-324-2524
Duties:	To assist project chairman in all project activities.

Committee Member – Contestant Caregiver
Name	Melanie Del Pozzo
Address	131 Tremont Dr. Winter Haven Fl 33884
Phone	863-324-1518
Duties:	To assist project chairman in all project activities. To oversee all pageant contestants

Committee Member – Contestant Caregiver
Name	Diann Wiseman
Address	106 6th Street JPV, Winter Haven Fl 33880
Phone	863-299-1986
Duties:	To assist project chairman in all project activities. To oversee all pageant contestants

Committee Member – Decorator
Name	Bobbi Clark
Address	200 Ave K Apt 128, Winter Haven Fl 33880
Phone	863-295-6505
Duties:	To assist project chairman in all project activities. In charge of decorating stage area, floor area, ordering flowers and any other duties need to by project chairperson.

Committee Member – Stage Hand
Name	Mike Arbogast
Address	200 Ave K Apt 128, Winter Haven Fl 33880
Phone	863-295-6505
Duties:	To assist project chairman in all project activities. To be in charge of stage construction, set up and tear down.

4.	What specific materials, supplies, and resources will be required?

Jaycee Resources:

QTY.	Item Needed	Person Responsible	Date Needed	Donated/ Purchased	
1 EA	Computer, Printer	Debbie Fischer	3/12/02	Donated	
1	Camera	Kathy Del Pozzo	3/24/02	Donated	
11	Sign In Sheets	Barbara Petty	1/26/02	Donated	
50	Jaycee Apps, Tri-folds & Community Surveys	Paul Wood	4/6/02	Donated	
15 	Newsletters	Melanie Del Pozzo	4/6/02	Donated	
1/set	Stage lights	Dan Maxson	4/6/02	Donated	
50	Pageant Program copies	Diann Wiseman	4/6/02	Donated	
20	Contestant Packages	Barbara Petty	4/6/02	Donated	
20 	Registration Forms 	Kathy Del Pozzo	3/12/02	Donated	

Non-Jaycee Resources:
Name, address, phone	Items Needed	Donated/Purchased	
City Of Eagle Lake
75 7th Street North
Eagle Lake, Fl 33839	Location	Donated	
Wal-Mart Store
422 Havendale Blvd
Auburndale, Fl 33823	Wood, Nails, Screws (to build stage), Cardboard, Balloons, Run Way skirt (Decorations), Candy bars, chips, soda (for refreshment table) 	Purchased	
Wal-Green’s 
Cypress Gardens Blvd
Winter Haven, Fl 33880	Film Developing	Purchased	
Tom’s Steakhouse

Winter Haven, FL	Dinner for Girls	Purchased	
Cypress Lanes Bowling Alley

Auburndale, Fl	Take girls Bowling	Purchased	

5.	Describe the potential problems and solutions to successfully complete this project.

	Potential Problem:	Lack of Publicity in the Community.
	Solution 1:	Make sure PSA get out in a timely manner and follow up with a phone call.
	Solution 2:	Distribute Flyers in Local schools and businesses.

	Potential Problem:	Lack of Contestant Participation..
	Solution 1:	Use good advertising to get the event out to the public more than a month before hand.
	Solution 2:	Plan a re-schedule date if there is not enough contestants.

      Potential Problem:		Loss of Location. 
	Solution:	Secure a backup location for use if needed.

	Potential Problem:	Lack of Jaycee involvement.
	Solution:	Utilize phone tree to make sure all members are aware of project, and to set up designated assignments to everyone who will participate.

6.	Complete a Proposed Budget indicating all anticipated income and expense.
	
Proposed Budget for Little Miss Haven Lakes Pageant

INCOME	Amount/Value

Appropriation from chapter	$200.00

Chapter donated supplies (itemize below)
Sign In Sheets, Jaycee APP’s, Tri-folds, surveys	$5.00
Camera	$25.00
Computer & Printer	$50.00
 Registration Forms (copies)	$10.00
Contestant Packages	$20.00
Stage lights	$200.00
Dinner For Girls	$150.00
Bowling For Girls	$100.00
Film Developing	$15.00

Non-chapter donated supplies (itemize below)
Location	$75.00
Wood	$15.00
Nails & Screws	$10.00
Cardboard Paper	$5.00
Balloons	$5.00
Run Way skirt	$20.00
Candy bars, chips, soda 	$30.00

Additional proposed income (itemize below)
Ticket Sales 30@ 5.00 /ea	$150.00
Registration Fees	$350.00

TOTAL INCOME	$1435.00

         EXPENSES	Cost/Value

Chapter donated supplies (itemize below)
Sign In Sheets, Jaycee APPs, Tri-folds, surveys	$5.00
Camera	$25.00
Computer & Printer	$50.00
 Registration Forms (copies)	$10.00
Contestant Packages	$20.00
Stage lights	$200.00

Non-chapter donated supplies (itemize below)
Location	$75.00

Purchased supplies (itemize below)
Wood	$15.00
Nails & Screws	$10.00
Cardboard Paper	$5.00
Balloons	$5.00
Run Way skirt	$20.00
Candy bars, chips, soda 	$30.00
Film Developing	$15.00
Dinner For Girls	$150.00
Bowling For Girls	$100.00

Miscellaneous (itemize below)
Ticket Sales 30@ $5.00 /ea	$150.00
Registration Fees 10 @ $35.00	$350.00
Appropriation back to chapter	$200.00

TOTAL EXPENSES	$1435.00

7.	List the specific steps to bring this project to a successful completion showing planned dates for each step.

Date	Projected Activity to Accomplish Planning
03/04/02	Submit first seven questions for board approval
03/06/02	Hold 1st Committee Meeting.
03/08/02	Submit PSA’s to local area publications.
03/11/02	Submit to General Membership for approval.	
03/12/02	Distribute Flyers around to local schools and businesses.
03/14/02	Hold 2nd Committee Meeting.
03/19/02	Hold 3rd Committee Meeting
03/24/02	Hold First Meeting with Contestants.
03/25/02	Order Trophies and crowns that will be needed.
03/26/02	Hold 1st Rehearsal with girls.
03/30/02	Take girls on Bowling social.
04/01/02	Order Flowers for Stage and for Contestants.
04/02/02	Hold 2nd Rehearsal with contestants.
04/02/02	Hold Judges Interview with girls.
04/04/02	Take girls to dinner at Tom’s Steakhouse.
04/05/02	Hold Dress rehearsal
04/06/02	Day of Pageant
04/12/02	Complete CPG for Board Approval.
05/06/02	Submit final 10 questions for board approval.

IMPLEMENTATION AND EVALUATION

8.	Record any revision of the original plan.

Revision to Question 4 & 6: On 4/4/02 when we took girls out for dinner, Tom’s Steakhouse wound up donating the whole dinner for the girls and the chapter did not have to purchase.
Revision to Question 7: Did not complete CPG until 4/20/02 instead of 4/12/02, was still able to submit to board on 5/6/02.

9.	What changes or recommendations do you have for a future chairman?

I would recommend that the girls must be sponsored by a community business rather than just allowing family sponsorship. This will invoke stronger community support.
I would also recommend that advertising for the project begin earlier, to allow at least 6 weeks prior to the beginning of the pageant. This will allow sufficient time for more contestants to enter pageant.

10.	Give specific and measurable results for each goal established. Describe the impact of this project on the chapter, individual members and the community. Evaluate your primary purpose.

Goal A:	To publish the pageant in 2 local newspapers.
Result:	We obtained publication in 2 local newspapers, meeting our goal.

Goal B:	To involve 2 community leader in our Pageant
Result:	We involved 4 community leaders, exceeding our goal 2.

Goal C	To have 10 girls participate in Pageant
Result:	We had 7 contestants, falling short of our goal by 3.

Goal D	To have 10 Jaycees involved in the project
Result:	We had 17 Jaycees help in this project, exceeding our goal by 7.

Goal E	To recruit 1 new member.
Result:	We recruited 1 new member, meeting goal

Goal F	To involve 1 inactive member.
Result:	We had 4 inactive members participate in this project, exceeding our goal by 3.

IMPACT ON THE INDIVIDUAL

The impact on the Individual was that putting on a pageant of this magnitude requires much planning, time management and organizational skills, thus teaching the Individual members (Chairman and Committee members) involved with this project to utilize and implement all of these skills leading to a successful project.

IMPACT ON THE CHAPTER

The impact on the chapter was that to promote your chapter is any chapter’s strongest recruitment tool. Any good public relations project done in the community will gain you new members as well as valuable contacts within the community.

IMPACT ON THE COMMUNITY

The impact on the community was that the success of this pageant has established an annual “Little Miss Haven Lakes pageant for the young girls of the community to participate in, as well as Community leaders and business to take part in. We involved 4 community leaders during the completion of this pageant, the Mayor of Eagle Lake, as well as the City Manager and a City Council Woman. This only strengthened the chapter’s relationship with The City of Eagle Lake. We also involved a local business owner who was so impressed with what our chapter was doing for the young girls of the community that he donated the entire dinner for all contestants and has already expressed in interest in helping us with future projects.