Chairman’s Planning Guide Project: Trivia Night PLANNING 1. PRIMARY PURPOSE. (WHAT IS THE ONE REASON YOU WANT TO SUCCESSFULLY RUN THIS PROJECT?) The primary purpose of this project is to raise money for the chapter’s general operating expenses. 2. GIVE A BRIEF DESCRIPTION OF THE PROPOSED PROJECT AND BACKGROUND INFORMATION. FOLLOW THIS WITH A LIST OF THE SPECIFIC AND MEASURABLE GOALS TO BE ACCOMPLISHED BY THIS PROJECT. (EXAMPLE: TO INVOLVE 25 JAYCEES.) Trivia Night consists of teams of 8 people per table answering trivia questions as a team. There are 10 categories with 10 questions in each category. The questions will be written by the Jaycees. At the end of the 10th category, the team with the most right answers is awarded prizes for each member of the team. These prizes will be mostly gift certificates and other merchandise donated by local merchants. The idea for this project was suggested by a former Jaycee who has run this project for his church. This project will assist in attaining the goal “To conduct at least 7 Ways & Means projects” in the Financial Management Pinnacle Area, under the Management Development Area, as outlined in the 1995-1996 Chapter Planning Guide for the West St. Louis County Jaycees. This Pinnacle Area corresponds to the CPG Category of Chapter Management. Goals: A. To involve 10 Jaycees. B. To have 80 people pay to attend. C. To make at least $500 from this project. 3. WHAT ARE THE SPECIFIC MANPOWER ASSIGNMENTS? (SHOW NAMES AND DUTIES.) A. President: Name: Debbie Vonk Duties: 1. To insure that the goals established in the chapter plan are accomplished. 2. To serve as an ex-officio member of the planning committee. B. Programming Vice President: Name: Brian Cox Duties: 1. To assist the chairman in any way necessary for successful completion of this project. 2. To make sure the Chairman’s Planning Guide is completed for the project. 3. To handle any required training of committee members. C. Project Chairman: Name: Wendy Graser Duties: 1. To complete the Chairman’s Planning Guide. 2. To coordinate and promote the project. 3. To obtain a location for the project. 4. To coordinate people to write questions. 5. To obtain local publicity and advertising about the event. D. Finance Sub-Chairman: Name: Wendy Graser Duties: 1. To handle all financial matters concerning this project, including handling any monetary income and payment of any bills. E. Manpower - at least 10 members will be needed for the following tasks: ? Write questions and answers. ? Stuff envelopes. ? Obtain refreshments. ? Set up tables and put materials on each table. ? Register people at the door. ? Judges for answer sheets. ? Master of Ceremonies. ? Scorekeeper. 4. WHAT SPECIFIC MATERIALS, SUPPLIES, AND RESOURCES WILL BE REQUIRED? Items to be provided by the Chapter: A. Chapter Plan B. Chapter Newsletter C. Chapter Roster D. Past Chapter CPG E. Chairman’s Planning Guide form and guidelines F. Meeting Agendas and Minutes G. Chapter General Membership Meetings H. Chapter Board of Directors Meetings Items to be provided by Chapter Members: A. Item: Chart paper, markers, ruler, pencils, posterboard, pencil sharpener, copies, envelopes. Responsible Member: Wendy Graser Date Needed: day of project B. Item: Pads of paper, flyers for upcoming projects, raffle tickets Responsible Member: Lori Vincent Date Needed: day of project C. Item: soda Responsible Member: all attending members Date Needed: day of project D. Item: Trivia Questions with answers Responsible Members: Tim & Lori Vincent, Debbie Vonk, Brian Cox, Eric Vonk Date Needed: 1 week before the project Items to be provided by non-Jaycee resources: A. Item: location for the project Supplier: Ballwin Recreation Center Address: 333 Holloway Rd., Ballwin MO 63011 Contact Person: Linda Bruer Responsible Member: Debbie Vonk Date Needed: day of project Donation or Purchase: purchase B. Item: Refreshments Supplier: Shop and Save Address: Ellisville, MO 63021 Contact Person: none Responsible Member: Stacey Rawls Date Needed: day of project Donation or Purchase: purchase C. Item: Copies of flyers Supplier: Kinko’s Address: Manchester MO 63011 Contact Person: none Responsible Member: Brian Cox Date Needed: at least 1 month before project Donation or Purchase: purchase D. Item: Prizes Supplier: various local merchants Responsible Member: Brian Cox Date Needed: day of project Donation or Purchase: donation 5. DESCRIBE THE POTENTIAL PROBLEMS AND SOLUTIONS TO SUCCESSFULLY COMPLETE THIS PROJECT. Problem: To many people show up. Solution: Ask people to pre-register to avoid being turned away at the door. If too many people, we will not be able to let them participate. Problem: Not enough people show up. Solution: Put out flyers at other trivia nights hosted by other groups. Advertise in the local newspaper and on the radio. Problem: Answer to a question might be disputed. Solution: Have people writing the questions double-check their sources. Have source materials on hand. Put notice on the rules sheet that ‘decision of judges is final’. 6. COMPLETE A PROPOSED BUDGET INDICATING ALL ANTICIPATED INCOME AND EXPENSE. (NOTE: INCOME SHOULD EQUAL EXPENSE.) Income: Appropriation from the chapter $ 260 Registration Fees $ 800 Donations (list): writing materials $ 100 soda $ 25 prizes $ 500 Total Income $ 1685 Expense: Return of Appropriation from the chapter $ 260 Value of Donations (list): writing materials $ 100 soda $ 25 prizes $ 500 Refreshments $ 25 Hall Rental $ 200 Return to Chapter (Profit) $ 575 Total Expense $ 1685 7. LIST THE SPECIFIC STEPS TO BRING THIS PROJECT TO A SUCCESSFUL COMPLETION SHOWING PLANNED DATES FOR EACH STEP. Date Step to be taken 12/07/95 Approve as part of the Chapter Planning Guide. 12/07/95 Get approval from the Board of Directors. 12/07/95 Get approval from the Chapter. 12/12/95 Planning Meeting 12/12/95 Accept Chairmanship 12/12/95 Complete the first nine questions of the CPG. 01/16/96 Reserve the Rec Center. 01/30/96 Publicize in local newspaper. 02/01/96 Hand out flyers. 02/02/96 Put registration flyer in newsletter. 02/17/96 Visit another Trivia Night. 02/19/96 Obtain all donations. 02/26/96 Write Questions. 03/06/96 Distribute flyers while visiting other chapters. 03/06/96 Make copies of all materials and stuff envelopes. 03/08/96 Purchase refreshments. 03/09/96 Anticipated date of project. 03/21/96 Final report to the chapter. 04/04/96 Complete the CPG. IMPLEMENTATION AND EVALUATION 8. RECORD ANY REVISION OF THE ORIGINAL PLAN. Date: 02/19/96 Revision: Because we didn’t obtain as many donations as we needed, two members went door- to-door asking local merchants for donations. Date: 03/01/96 Revision: One of the members was not able to write questions. Another member took over and wrote questions for that category. 9. WHAT CHANGES OR RECOMMENDATIONS DO YOU HAVE FOR A FUTURE CHAIRMAN? ? Better publicity. We only had 4 tables of people, which means we didn’t make as much as we wanted to. Maybe try flyers at schools, day-cares, other Trivia Nights, etc. Also try to get other Jaycee chapters to send a table or two. ? Some of the questions were too hard. Make sure that everyone writing questions has sample questions from previous Trivia Night so they have a good idea of type and difficulty level. ? Better prizes. Start looking for donations much earlier, or target restaurants and hotels exclusively. Or give cash prizes instead of gift certificates; however, this requires a larger attendance. 10. GIVE SPECIFIC AND MEASURABLE RESULTS FOR EACH GOAL ESTABLISHED. DESCRIBE THE IMPACT OF THIS PROJECT ON THE CHAPTER, INDIVIDUAL MEMBERS, AND THE COMMUNITY. Goal Results: A. To involve 10 Jaycees. This goal was exceeded. Nine people worked at Trivia Night, and two others were involved in writing questions, for eleven total. B. To have 80 people pay to attend. This goal was not met. 38 people attended. C. To make at least $500 from this project. This goal was not met. We made $154.39. Project Impact: This project involved 11 Jaycees, which is 18% of our chapter, and 38 non-Jaycees Benefit to the Individual: The individual benefits by learning more about financial management skills. This was also educational for the people writing questions. We learned about various sources of information, such as CD-ROM Encyclopedias and the Internet. Benefit to the Chapter: The chapter benefits by having more funds available for general operating expenses. This money provides start up funds for charitable projects, donations to charity, and community betterment. Benefit to the Community: The community benefits because the chapter has more funds available to donate to charity or to use as start up for community betterment projects such as Easter Egg Hunts, or building bleachers for a local park. West St. Louis County Jaycees - Chairman’s Planning Guide Page 1