Haven Lakes Jaycees

CHAIRMAN’S PLANNING GUIDE
Flash Party

PLANNING

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

The primary purpose of this project is give members enthusiasm to recruit new members. 

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 did this project last year, and had a blast. We had this on our calendar from the beginning of the year. The project is really simple, a photo scavenger hunt. 

This project falls under the Community Area of Opportunity of the 2003 Haven Lakes Jaycees Chapter Plan:
Chapter Pinnacle Award Area: Recruitment

The goals for this project are as follows:

GOAL A:	To have 10 Haven Lakes Jaycees in attendance

GOAL B:	To have 5 visiting Jaycees in attendance

GOAL C:	To have 3 perspective members attend.

	GOAL D: 	   To recruit 1 new member.

3.	What are the specific manpower assignments?

Chapter President
Name	Debbie Fischer
Address	2500 Hwy 92 W #33, Winter Haven Fl 33881
Phone	863-412-4351
Duties:	oversee chapter activities

Supervising Chapter Officer
Name	Melanie DelPozzo
Address	131 Tremont Dr. Winter Haven FL 33884
Phone	863-324-1518
Duties:	Assist project chair, help manage project budget

Chairperson
Name	Bobbi Clark		
Address	712 Ave E NE Winter Haven FL 33881
Phone	863-412-4226
Duties:	Write and wrap up the Chairman’s Planning Guide; Oversee all project activities

Committee Member
Name	Shannon Thomson
Address	1915 18th St NE #1 Winter Haven FL 33881
Phone	863-557-7239
Duties:	To assist project chairman in all project activities

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

Jaycee Resources:

QTY.	Item Needed	Person Responsible	Date Needed	Donated/ Purchased	
1	Scavenger List	Bobbi, Shannon	June 8	D	
1	Sign In Sheet	Bobbi	“	D	

Non-Jaycee Resources:
Name, address, phone	Items Needed	Donated/Purchased	
Wal * Mart
Cypress Gardens Blvd.	Disposable Cameras
Developing	
P	
Harbor Side
Winter Haven	Ending Location	
D	

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

	Potential Problem:	Not enough cameras
	Solution:	Have someone on standby to go get some more

	Potential Problem:	Not having enough cars/ drivers/ local “tour guides”
	Solution:	Activate phone tree.	

6.	Complete a Proposed Budget indicating all anticipated income and expense.

Proposed Budget for Flash Party

INCOME	Amount/Value

Appropriation from chapter	$0.00

Chapter donated supplies (itemize below)	0.00

Non-chapter donated supplies (itemize below)	0.00

Additional proposed income (itemize below)
Ticket sales/admission fees	60.00

TOTAL INCOME	$60.00

         EXPENSES	Cost/Value

Chapter donated supplies (itemize below)	0.00

Non-chapter donated supplies (itemize below)	0.00

Purchased supplies (itemize below)
Cameras	25.00
       Developing	35.00
Miscellaneous (itemize below)

TOTAL EXPENSES	$60.00

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
4 /28 / 03	Submit first seven questions for board approval.
5/5/03	Submit to General Membership for approval.
5/20/03	Committee Meeting	
5/25/03	Call Harbor Side to reserve tables
6/3/03	Judges Meeting- Finalize Scavenger List
6/7/03 	Get Cameras
6/8/03	Meet at Eagle Lake City Hall, and the fun begins

IMPLEMENTATION AND EVALUATION

8.	Record any revision of the original plan.

Revision to Question   7: We had to wait till the morning of the 8th to get the cameras.

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

	Provide cards with information about the chapter meeting times and places for the participants to hand out to the people that they run into.

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 Haven Lakes Jaycees in attendance
Result:	We had 15 including some that that we hadn’t seen in a while

Goal B	To have 5 visiting Jaycees in attendance
           Result:	We had 10 from different chapters across the state

Goal C	To have 3 perspective members attend
Result:	We had 1 guest, Keya Traylor

	Goal D	    To recruit 1 new member.
Result: 	We recruited Keya

IMPACT ON THE INDIVIDUAL: 
I had a blast chairing this project. We had a great time, and I feel it was extremely successful. We had a great turn out and a lot of fun.

IMPACT ON THE CHAPTER  
Our chapter had a great time and we activated several members that we hadn’t seen in a while.  Our chapter really needed a break from fund raising and projects that were more work than fun. We made great contacts with other chapters and just had a great time.

IMPACT ON THE COMMUNITY: 
We really got our name out. One group met the owners of the new steakhouse in town. They are now a perspective cooperate sponsor.