Haven Lakes Jaycees
CHAIRMAN’S PLANNING GUIDE
Miss Teen 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 run a pageant for teen girls in our community.

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 Miss Teen Haven Lakes Pageant on September 14th at the Eagle Lake Auditorium for girls ages 13-18 to compete in. This is a 2 week long project that will giving these young contestants a chance to learn friendly competition, help improve their confidence and to make new friends with girls their own age. There will be 2 categories, a Junior Miss Teen and a Miss Teen. The Junior Miss will be girls age 13-15, and the Miss Teen will be for girls age 16-18. 

This project falls under the Community Area of Opportunity of the 2002 Haven Lakes Jaycees Chapter Plan:
Chapter Pinnacle Award Area:	Community Service/Human Services Project

The goals for this project are as follows:

GOAL A:	   To have 10 girls participate in Pageant.
GOAL B:	To have 10 Jaycees involved in the project

GOAL C:	To recruit 1 new member

GOAL D:	To involve 1 inactive member

GOAL E:	To publish the pageant in 1 local newspaper.

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	Pam Fitez
Address	1865 15th Court NW, Winter Haven, Fl 33881
Phone	863-325-8285
Duties:	Assist project chair, help manage project budget

Chairperson
Name	MaryAnn Strachan
Address	P.O. Box 10613, Winter Haven, Fl 33885
Phone	863-299-4461
Duties:	To oversee all project activities and committee members throughout the course of the project.
Co-chairperson 
Name	Barbara Petty
Address	5973 Foxhollow Dr. Winter Haven, Fl 33884
Phone	863-324-0400
Duties:	To assist project chairman in all project activities.

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 & Contestant Caregiver
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, to oversee all pageant contestants 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	Kathy Del Pozzo	9/14/02	Donated	
1	Digital Camera	Debbie Fischer	9/14/02	Donated	
11	Sign In Sheets	MaryAnn Strachan	9/14/02	Donated	
50/ea	Jaycee Tri-folds, Membership Apps and Surveys	Steve Wiseman	9/14/02	Donated	
15 	Newsletters	Melanie Del Pozzo	9/14/02	Donated	
1/set	Stage lights	Dan Maxson	9/14/02	Donated	
50	Programs	Kathy Del Pozzo	9/14/02	Donated	
20	Contestant Packages	Barbara Petty	9/14/02	Donated	
20 	Registration Forms 	Kathy Del Pozzo	8/15/02	Donated	
1	Helium Tank	Tom Rolstad	9/14/02	Donated	
50	Fliers	Debbie Fischer	8/15/02	Donated	
1	PSA	MaryAnn Strachan	8/12/02	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, Cardboard, Balloons, Run Way skirt, Candy bars, chips, soda (for refreshment table) 	Purchased	
Gary’s Harbor Side
Winter Haven, FL	Dinner for Girls	Purchased	
Brad & Fran Petty
Winter Haven, Fl 33884	Girls Pool Party	Donated	
Ruth’s Florist	Flowers for Girls, MC & Host	Purchased	

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

	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.
	
	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.

6.	Complete a Proposed Budget indicating all anticipated income and expense.
	Proposed Budget for Miss Teen 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, Newsletters	$15.00
Digital Camera	$50.00
Computer & Printer	$75.00
Registration Forms, Programs & Flier (copies)	$30.00
Contestant Packages	$20.00
Stage lights	$200.00
Helium Tank	$200.00
PSA	$0.00

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 	$50.00
Dinner For Girls	$200.00
Pool Party for Girls	$100.00
Flowers	$90.00

Additional proposed income (itemize below)
Ticket Sales 30@ 5.00 /ea	$150.00
Registration Fees 10 @ 45.00/ea	$450.00

TOTAL INCOME	$1960.00

         EXPENSES	Cost/Value
Chapter donated supplies (itemize below)
Sign In Sheets, Jaycee APP’s, Tri-folds, surveys, Newsletters	$15.00
Digital Camera	$50.00
Computer & Printer	$75.00
Registration Forms, Programs & Flier (copies)	$30.00
Contestant Packages	$20.00
Stage lights	$200.00
Helium Tank	$200.00
PSA	$0.00

Non-chapter donated supplies (itemize below)
Location	$75.00
Pool Party for Girls	$100.00

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 	$50.00
Dinner For Girls	$200.00
Flowers	$90.00

Miscellaneous (itemize below)
Ticket Sales 30@ 5.00 /ea	$150.00
Registration Fees 10 @ 45.00/ea	$450.00
Appropriation back to chapter	$200.00

TOTAL EXPENSES	$1960.00

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
08/05/02	Submit first seven questions for board approval
08/12/02	Submit to General Membership for approval.	
08/12/02	Submit PSA to local newspapers
08/15/02	Distribute Flyers around to local schools and businesses.
08/18/02	Hold 1st Committee Meeting.
03/27/02	Hold 2nd Committee Meeting
08/29/02	Hold First Meeting with Contestants.
09/01/02	Order Trophies and crowns that will be needed.
09/03/02	Hold 1st Rehearsal with girls.
09/05/02	Hold 2nd Rehearsal with contestants.
09/06/02	Order Flowers for Girls & Buttoners for MC & Host
09/07/02	Pool Party For Girls
09/08/02	Hold 3rd Rehearsal with Girls
09/09/02	Hold Judges Interview with girls.
09/11/02	Hold 4th Rehearsal with girls
09/12/02	Take girls to dinner at Harborside.
09/13/02	Hold Dress rehearsal
09/14/02	AM: Decorations
09/14/02	PM: Pageant
09/28/02	Complete CPG for Board Approval.
09/30/02	Submit final 10 questions for board approval.

IMPLEMENTATION AND EVALUATION

8.	Record any revision of the original plan.

Revision to Question 4 & 6: On 9/9/02 arrangements were made and Ruth’s Florist donated all the flowers for the pageant and we did not have to purchase them.

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 have 10 girls participate in pageant.
Result:	We had only 8 girls, missing our goal by 2.

Goal B:	To have 10 Jaycees involved in the project
Result:	We involved 20 Jaycees, exceeding our goal 10.

Goal C	To recruit 1 new member
Result:	We recruited 3 new members, exceeding our goal by 2.

Goal D	To involve 1 inactive member
Result:	We involved 6 inactive members, exceeding our goal by 5.

Goal E	To publish the pageant in 1 local newspaper 
Result:	We published the pageant in 2 local papers, exceeding our goal by 1.

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 by putting on this pageant for the teen girls of our community it opens up our chapter to potential new members (I.E. parents and family members of the girls), who are now more aware of what the Jaycees are. It also gives us extra help for future projects, by having our winners available to come and help with future projects. By recruiting 3 new members at this project, they are allow us to do bigger and better projects in the future. 

IMPACT ON THE COMMUNITY

The impact on the community was that the success of this pageant has established an annual “Miss Teen Haven Lakes pageant for teenage girls of the community to participate in, as we build our data base, and by word of mouth from the contestants we will be able to offer the same fun event for more girls in the coming years. This only strengthened the chapter’s relationship with The City of Eagle Lake. During the course of the pageant the girls were able to help us with our Troops Roadblock and were glad to be able to help such a good cause. It gave them and their parents a better understand of what the Jaycees do in the community. One girl even told her mother that helping the community was her favorite part of the pageant. This on proves that it is pageants like these that are helping us mold the leaders of tomorrow.