Recreate Recess Special Event Program Plan Portfolio Final Portfolio December 13, 2011

Table of Contents
Mission, Vision, Values......3 Needs Assessment......4 Goals and Objectives....6 Logic Model....7 Team Chart............9 Program Description.......10 Sponsors and Donors..11 Marketing Plan.12 Submission and Release Form ..21

Financial Plan...27 Operation Plan.....32 Request for Certificate of Insurance..41

Risk Management Plan53 Facilitation and Management.59 Evaluation Plan and Final Evaluation Data..72

Mission, Vision, Values

"I believe that recreation is of and for all people and that, therefore, the purpose of my profession should be to administer recreation as a public trust, so as to multiply the opportunities for happiness regardless of age, race, sex, creed, or condition of life." (Anonymous) Mission Recreate Recess strives to create opportunities that promote community awareness, involvement, and empowerment for people of all abilities through a recreational approach. Vision Our vision is to provide a visual display of art that showcases recreation in its many forms, created by members of the community with a broad range of abilities or different ability. We will accomplish this by joining in part with the Salt Lake Gallery Stroll to create an art gallery event held at a Trolley Square venue location. Values Event Values: Diversity Acceptance Active Living Creativity Sustainability Education Recognition for PRT department Team Values: Courteousness Honesty Respect Hard Work Accountability Productive Interaction Attentiveness

Needs Assessment
The Abilities Art Festival has been around since 2003 and has been promoting diversity, inclusiveness, and the impact that art can have on communities (1). The art showcased is art created by artists with disabilities. This art show travels the world to educate communities and nations of the power that people have based on their ability. They have mediums of all types, from paint and paper, to a stage and bodies. Dismissing stigmas based on a persons ability allows communities to include all, and look at people based on what they can do as opposed to what they cannot do. We want to take this a bit farther and not only take art from people with different abilities, from all ages, and socio-economic statuses as well. Our art will have a common theme; recreation. We want people who see this art to understand that no matter their background, no matter their ability, they can recreate and be part of a larger and more actively engaged and healthy community. Art is our means to breaking down invisible barriers.

Based on the lack of community that is plaguing our society for example, neighborhoods where residents do not know each other, community centers going un-used, and groups that cannot entice memberships (1), an obesity epidemic where 1 in 3 children are considered overweight or obese (2), and a serious decrease in the healthy act of recreation because individuals lives are over scheduled so as to not leave time for recreation, we have decided to Recreate Recess. The pursuit of getting every person recreating is a great undertaking, but the need to do so is alarmingly high.

Not only does our health depend on recreation but so does the health of our family and friends. Healthy communities make healthy decisions. In our media we keep hearing about preventative health measures, we dont think that you can get more preventative than participating in recreation. Recreation engages the mind, body, and spirit.

We have been alarmed by the lack of community involvement within our own state. It seems to us as though people just do not want to get to know each other. Recreation brings people together and breaks down walls. For an example look at what the Olympic Games does for the world every four years. Nations put wars on hold so they can support their athletes, bonds are made, and understanding of similarities become clear, we are all people.

By having people take a minute to create art that represents or showcases their recreation, we believe that we will be able to facilitate a better sense of community, and encourage healthy lifestyles. People who look at recreation are more likely to think about recreation and ultimately will get involved in recreation first hand. When watching a person recreating most people have a desire to recreate as well. When seeing a person that does not fit the norm for a certain type of recreation, it sparks an interest and gets us thinking as to why we would not be able to do the same thing. Senior citizens break-dancing may seem far-fetched but they are out there doing it because it makes them feel good. It also makes a statement that a person is only limited by the limitations that they put on themselves. Works Cited: 1. Putnam, R. D. (2000). Bowling Alone. New York: Simon Schuster . 2. Abilities Art Festival (n.d.). Abilities Art Festival . Retrieved November 14, 2011, from http://www.abilitiesartfestival.org 5

Recreate Recess Group Goals and Objectives

Goals To create an art show that is part of the Salt Lake Gallery Stroll To have involvement from a wide range of elementary schools, programs, nursing homes, and private submitters To have the artists display their meaning of recreation in their art submissions To have people come and appreciate the art of these talented submitters

Objectives Through our art show on December 2, we will try to raise awareness that recreation is possible for people with all different types of abilities and disabilities To encourage active living through the art portraying recreation in many facets To motivate participants, submitters, and guests to recreate in their daily lives

By creating art, we hope that the submitters or artists will focus on a recreational activity that they enjoy participating in, and potentially perform it more often to sustain a life of active living. Another hope is that individuals with a disability can expand their knowledge of different recreational activities created for different disabilities at all levels, and gain a sense of empowerment from being able to showcase their abilities to the attendees of our event. Also, we hope that the attendees may be inspired and interested in gaining more knowledge of the strengths of individuals in our community with disability. And optimistically, promote awareness or equality for individuals who are different then themselves, and to not view someone with a different ability then ones, as not so different. 6

Logic Model and Explanation

Resources
In order to accomplish our set of activities we will need the following:

Activities
In obtaining our resources we will accomplish the following activities:

Outputs
We expect that once accomplished these activities will produce the following evidence or service delivery:

Outcomes
We expect that when accomplished these outputs will lead to the following outcomes: 1. By having multiple art submissions and displaying them nicely in an appropriate venue, we will provide a positive experience to both participants and attendees of the art show. 2. Through the artwork provided by participants of varying abilities we will demonstrate a new form of recreation to other participants and attendees. 3. Through the experience of creating and/or viewing different modes of recreation as represented in the artwork both participants and attendees will have an increased desire to recreate with their family.

Impacts
We expect that when accomplished these outcomes will lead to the following impacts:

1. Art work 2.Participants 3. Funding 4. Equipment 5. Venue 6. TR group members

1. Planning and preparation for participants. We will meet with potential organizations to explain our program and invite them to participate. We will then set up artwork pick up times for those organizations that agree to participate. We will prep the artwork as needed such as matting and planning displaying methods, as well as labeling with submission form information. 2. Will determine what funding will be needed by finding a venue and establishing cost of the venue. Estimating cost of displaying artwork such as matting cost and display materials cost. Cost of printing flyers, submission forms and refreshments.

1. By meeting with potential organizations and promoting our program we will receive 150 art submissions and display 75 of those live at the art show. Some submissions will be displayed electronically via projector. 2. By securing a venue location that is accessible for all abilities, as well as promoting the art show through social media, flyers and personal contact with the participating organizations we will have 200 attendees for the art show.

1. Through the art submissions we will bring a greater awareness of the diversity of abilities and mode of recreation. 2. Through the experience of creating artwork that represents recreation and the experience of viewing the displayed artwork we will see an increased interest in active living in the participants and attendees. 3. By bringing new ideas of available recreation and demonstrating recreation through varying ability levels we will see an increase in enjoyment of recreation of families and community.

Team Organizational Chart

Bret Farrer McKell Mouritsen

Team Leaders

Marketing Team

Bryan Boothe Whitney Matagi Katie Thorup Nicki Bailey

Financial Team

Devin Hardman Chad Hill

Operations Team

Liz Pickard Hayli Burnham Massiel Tinoco

Risk Management Team

Courtney Langille Stacie Negus

Facilitation Team

Amy McBride Kailtlin Westbroek Jamie Nickell

Evaluation Team

Miquelle Bagley Heather Anderson Rachael Jensen Lydia Brown

Program Description In coordination with the Salt Lake Gallery Stroll, we proudly present Recreate Recess, Whether you 9 or 90! This event will take place Friday, December 2nd in the Historic Trolley Square Gallery. Participants are encouraged to submit artwork and creative interpretations of recreation to be selected for display in the gallery venue. Once selected, the artwork will be displayed during the December Gallery Stroll to be viewed by the community.

The Salt Lake Gallery Stroll is a non-profit organization that hosts a monthly art event the first Friday of each month. They seek to remove intellectual, social and physical barriers to the enjoyment and understanding of visual art and encourage awareness of Salt Lake Citys diverse visual art community. In this partnership we create a special night of celebration!

To see a detailed description of our plan, design, and organization please refer to the following documents in our portfolio. A complete visual and informational layout will guide you along our program planning. Each subgroup will describe their duties in the programs description. We hope you enjoy!

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Sponsors and Private Donors

Dawn Cater Over the Counter Caf Profiles Art and Frame Copperview Recreation Center Rodizio Grill Cotton Sox Photography Karen Paisley Brent Burnham Kristina Robb

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Marketing Plan

Marketing Team Goal Our goal as a marketing team is to meet the demands of our Target Market by efficient and effective marketing. Marketing Team Objectives Our marketing group is committed to being environmentally sustainable throughout the entire project. Having minimal flyers and posters, we are pooling resources together to keep the marketing budget as close to free as possible. We would like to utilize all of the group members connections, as well as electronic media such as Facebook, Gallery page, Parent Email System, PRT Website, and Google groups, and our groups non-profit status to help us achieve our goal. Our ultimate objective is to successfully put on art show showcasing art from all genders, race, ability, social status, and age. We encourage everyone to maximize the benefits from recreation!

Target Market: Submitter location sites Our Target Market is Whittier Elementary School, Carmen B. Pingree School for Children with Autism, Riverview Junior High School, and Hartvigsen School for Children with Special Needs; as well as Silverado Senior Living, Salt Lake Veterans Nursing Home, and Special Needs Mutual.

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Each members duties are as follows Bryan: Katie: Whitney: Work on the flyers for both age ranges 13 Work on flyers for both age ranges Work on instructions for participants Print flyers Work on the logo and slogan Contact Hartvigsen School for Children with Special Needs Create the Facebook page and Event page Email all the instructors about how to access our Facebook and Event page. Work on our "class presentation" for Monday the 21st Write the Marketing plan Work on flyers for both age ranges Print flyers to pass out to submitter locations Work on the logo and slogan Create a timeline Set a budget for marketing group Contact Whittier Elementary School Collect submissions from designated site

Work on logo and slogan Contact the Salt Lake Veterans Home and schedule a meeting with their recreation advisor

Nicki:

Visit the Salt Lake Veterans Home Collect the submissions Submit event to the PRT calendar Email FOX 13 for possible entry on event list

Work on flyers for both age ranges Work on instructions for participants Print flyers Work on logo and slogan Hand write all of our class notes and important details Design event banner Compile all the information of the marketing process for Special Event Program Plan Portfolio

Day of Event At 3:00 pm on the day of our event, the marketing team is split up doing different jobs. Whitney will be putting hooks on the art, Bryan is helping set up the slideshow, music, and hanging the banner, and Katie and Nicki are setting up the PRT booth and signs.

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At 5:45 the whole team convenes back and prepares for the gallery opening. The event is going to start promptly at 6:00 pm, and end at 9:00 pm. Then the doors are closed and the last patrons have left, clean up begins.

Resources: We are choosing to use Nikes marketing plan. The marketing plan is efficient and concise, making it easy to follow. "Marketing Plan of Nike | Marketing Mixx." True Mix of Marketing Articles. N.p., n.d. Web. 26 Oct. 2011. <http:// marketingmixx.com/ marketing-plan-2/164-marketing-planof-nike.html>.

Electronic Media We are using a Facebook Page as a main source of contact with potential guests. o As of November 19, there are 39 Attending via Facebook o Actual attendance is 220.

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Fox 13 TV On November 18, Whitney contacts Fox 13 news via email to determine if they can promote our event. Logo As a group we want a logo that can exude our mission and complement our name. In class, all group members decided on the logo that we use for all of our forms, etc., below are our rough drafts for logos. Logo Rough Drafts Fox is not showing up to our event, but we are on their events page.

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Final Logo

Banner The Banner is designed in Microsoft Paint by Nicki. Devin and Chad are having it made into a big poster and posting it on the venues window. Flyers We are using two different flyers for this event which we posted at the submitter sites and on campus. Figure 1 is aimed at younger participants only, and figure 2 is appealing to all ages of participants. 17

Figure 1 Get up and Play is a flyer appealing to younger participants.

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Figure 2 Recreating is a flyer that is appealing to both older and younger participants.

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Instruction Form

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Submission and Release Form

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Actual Submitter Location Sites Place Whittier Elementary School 801-481-4846 Bryan Boothe Kendall Salt Lake Veterans Home Silverado Senior Living 801-308-8138 Massiel

Phone Who Contact

801-584-1900 Whitney, Bret, Lydia, Liz Amy Kroger (Recreation) Nov. 8 In person Yes

Nov. 8 Date In person Contact Type Participating Yes

Nov. 7 Phone Yes

Place

Copperview Recreation Center 801-559-1500 Kaitlin Nov. 18 In person Yes

Phone Who Contact Date Contact Type Participating

Riverview Jr. High School Hartvigsen School for Children w/ Special Needs 801-616-9433 385-646-4585 Devin Alicia Nov. 8 Phone No Amy Cynthia Nov. 8 Phone No

Place

Pingree School for Children w/ Autism 801-581-0194 Amy Cathy Kim Nov. 8 In person Yes

Midway Elementary School 435-654-0472 Hayli Kristy Bordy Nov. 12 In person Yes

Heber Valley Elementary School 435-654-0112 Hayli Lane Larsen Nov. 12 In person Yes

Phone Who Contact Date Contact Type Participating

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Slogan We have decided on Recreate Recess- Whether you are 9 or 90! Potential event names- ReCreation, Expose Your Ability, Expose Your Recreation, REC Your Life, reCREATE RECess, RECREATE RECESS Whether You Are 9 or 90!, Artsy Fartsy, Check yourself before you REC yourself Contingency Plan If not enough entries are submitted the Marketing team as well as members from other groups have decided to take pictures of Copperview Recreation Centers wheelchair Rugby and wheelchair Basketball teams. Timeline

Nov. 1st:
o o o o o o o

Set Budget Banner/Canvas - $10.00 Flyers - $10.00 Submission forms free to print Marketing Plan Goals and Objectives Have written instructions for all participants/involved how, what, when, where, submission dates everything

Have Operations set up meeting times

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Nov 2nd:
o o

Spread word to the Schools and Nursing Homes Get in contact with Venue Provider (also for possible marketing strategies)

Nov 4th:
o o o

Have logo and slogan Flyers ready Have electronic media up and running like Facebook event page and Facebook group page

Contact schools and nursing homes via phone and distribute information:

Distributed submission forms and collected art submissions

Salt Lake Veterans Home- Whitney, Lydia, Bret, Liz Salt Lake Veterans Home 700 Foothill Boulevard SLC, UT 84113 Phone: 801-584-1900 Silverado Senior Living- Massiel Silverado Senior Living Assisted Living 1430 E. 4500 S. SLC, UT 84117 Phone: 801-308-8198

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Whittier Elementary School- Bryan Whittier Elementary School 1600 S. 300 E. SLC, UT 84115 801-481-4846 Contacted Kendall Pingree School for Children with Autism- Amy Not Involved as a school or classroom Individual submitters: Nikki Kim and Nathan Kerr Hartvigsen School for Children with Special Needs- Not involved 350 Baird Ave SLC, UT 385-646-4585

Nov 7th:
o

Parent Email System if possible

Nov 9th:
o

Visitation of Schools and Nursing homes (ask if possible incentive for children participating)

Distribute flyers

Nov 23rd:
o

Submissions due and collected by Bryan, Amy, Liz, Whitney, Massiel, Hayli, and Devin at submitter location sites.

Nov 25th
o

Banner is made

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Dec 2nd:
o

Day of event: 6pm 9pm Trolley Square and Salt Lake Gallery Stroll

Binding

We have decided to bind our final SEPPP Portfolio in either a book or in another professional manner.

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Financial Plan

Financial Team Goal Create a financial report of expenses and donations that result in the success of Recreate Recess- Whether you are 9 or 90. Financial Team Objectives Create an Income statement or Ledger for the whole group process. Collect all donations and expenses. Make sure all groups have created a budget for their plans. Make sure all the sponsors are recognized at the event.

Devin and Chad are in charge of the financial aspect of this program. They are responsible for the budget, ledger/income statement, recognizing the sponsors for our event, and documenting monies based on receipt collections as well as items being donated.

We have a zero-based budget to go off of, so our main objective is collecting donations. We are setting up an anonymous donation plan where each class member can donate without biased feelings from other group members. We will record all donations, big or small, including physical materials that each individual provides. We are avoiding asking businesses for money since the red tape is very strict and difficult to navigate through when it comes to handling money and/or donating to charities.

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The money donated for this event is paying for matting materials, hanging supplies, binding of the portfolio, printing flyers, developing pictures, and general expenses. All of the expenses are being recorded in the ledger, totaled up at the end of the event, and included all of the data in the final report.

Donations List

Recreate Recess Donation List

Donors PRT Department Trolley Square- Dawn Kater Thorup Tutoring College of Health office Brent Burnham Nate Bricker Over the Counter Cafe Bret Amy and Stacie Stacie and Chad Stacie Liz, Hayli, Callie, Mary, Karen Liz Donations PRT brochures Gallery Stroll Venue and chairs Craft Supplies, printing, and office space for matting Printing of surveys for participants Button maker and buttons Thank You Sponsors poster printing Whipped cream and sprinkles for hot cocoa Hot chocolate and Christmas lights Vacuums, rags, dusters, cleaner, scissors, tape Lights and easels Matte board, sports equipment for display Proof of insurance Wire, cups, drink containers, nails, hammers, 28

Rodizio Grill Hayli Heather Lydia Kaitlin Nicki

Hot water for hot chocolate Clips, projector, frame, Velcro Card stock Ladders Photos and studio light stands Coolers for hot cocoa

Recreate Recess Donation Forms

Donation Form
Name:

Company: Amount Donated: Item Donated: Logo included in slideshow presentation? Please email your logo to: Y lchill50@yahoo.com N $

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Financial Budget

Art Show Budget/Ledger

Projected Money Donations 200 Actual 100

Expenses Banner Black Poster Board and Glue dots Developing pictures Printing Flyers Art show book Portfolio 50 20 20 10 10 18.56 30 20 14 7.44

Total

100

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Operation Plan

Operations team goal The operations groups goal is to provide guidance and strategy for Recreate RecessWhether You Are 9 or 90, an art gallery to be held in Trolley Square as part of Salt Lake Gallery Stroll. Operations team objectives Venue: In order to host an event, one needs a suitable venue. As the operations group, one has to do research to find and book a venue. Getting insurance for the venue is critical and takes a lot of time and effort. Below is how to book a venue and how to get insurance.

Contact Christina with the Salt Lake Gallery Stroll (801-870-0956, info@gallerystroll.org).
o

Will be given a list of possible contacts for venue spacing.

Contact Trolley Square for a venue as part of the Salt Lake Citys Art Gallery Stroll
o

Speak to Dawn Katter, the property manager (dawnk&unicoprop.com, 801-5219878).

o o

Set up walk through and meeting on November 4th. The empty store will be donated by Trolley Square for the December 2nd Gallery Stroll.

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Trolley Square: Level 2 Floor Plan

(See page 69 for gallery venue site floor plan and layout.)

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Salt Lake Gallery Stroll Listing Screenshot

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Get an insurance liability waiver and lease agreement.

o o

Contact Callie, Karen, Mary, and Dawn via e-mail. Receive lease agreement (as seen below) from Dawn Katter in order to apply for the insurance for the venue.

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Fill out a Government Entity Amendment (as seen below) that states that our program, as part of the University of Utah, is a government entity.

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After returning the contract addendum to Dawn, fill out a certificate of liability insurance (as seen below) in order to use the venue.

Drop off all three forms to Dawn on November 11th.

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Chosen Venue: Historic Trolley Square The location we chose is at the Historic Trolley Square, it is a 2nd level big store front that we will transform into a gallery. It is located on the second level, north of the Trolley Wing Company, at the south end of the building, near the escalators and the bridge to the parking lot.

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Parking Information

Address: 600 South 700 East Salt Lake City, Utah 84102

Hours: MondaySaturday 10:00 am9:00 pm Sunday Noon5:00 pm

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Participants and Submitter Location Sites The operations group has to ensure that a sufficient amount of participants are found and contacted and to find participants recreating that are willing to have their pictures taken. List of participants and examples of artwork: o Whittier Elementary School

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o Silverado Senior Living

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o Salt Lake Veterans Home

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o Clearfield Aquatics Center: wheelchair basketball tournament

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o Heber Valley Elementary and Midway Elementary Schools

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o Individual submitters

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Timeline Gather flyers, submission forms, and directions from the marketing and risk management groups. November 7, 2011 o Everyone is calling and setting up appointments to meet with participating locations o Assigned individuals are attending appointments to drop off flyers, submission forms, and directions to participating locations. November 21 & 22, 2011 o Bryan is picking up submissions from Whittier Elementary School o Amy is picking up submissions at Hartvigsen School for children w/ Special Needs o Liz is picking up submissions from The Salt Lake Veterans Home o Massiel is picking up submissions from Silverado Senior Living Home November 27, 2011 o The whole group is sending all personal pictures to Hayli via email to collect for the projection slideshow. November 29, 2011- from 9:00 am-3:00 pm o The group is bringing all of the collected submissions to Thorup Tutoring Center for matting, sorting, labeling, printing, and button making. The finished art is given to Amy to bring on the day of the event.

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Find volunteers to go to Copperview Recreation Center before November 21, 2011 to take pictures of participants recreating

Supplies The operations group is in charge of gathering supplies for the art gallery. The following are supplies needed for the event: Hot chocolate stand o Containers/coolers for hot chocolate to be made and kept in o Mixing tools o Whipped cream and sprinkles donated by OTC o Tables o Table cloth and sign o Napkins and cups Hanging of art o Binder clips o Wire o Light poles/studio light tripods o Nails o Hammers o Cardstock and matte board o Extra poster board o Tape o Scissors

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o Sticky dots o Velcro o Command strips o Markers o Lighting o Ladders Electronic displays brought by Hayli o Large picture frame and screen o Projector and stand Photo book of Artwork put together by Stacie o Photos o Binding

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Risk Management Plan

Risk Management Team Goal To ensure the safety of the guests, participants, staff and property throughout the preparation for and entirety of the planned Recreate Recess event. Risk Management Team Objectives To complete a risk assessment for the entire project. Establish risk management policies and procedures. Complete or obtain a safety assessment of the event venue. Obtain a map and emergency plan for the event venue. Produce an entry form to release copyrights and liabilities for all art submissions. Create an incident report form for use in case of any accident or injury. Identify and verify training for personnel to be used in case of injury/emergency. Ensure adequate supervision throughout the evening of the event.

As an organizing body, Recreate Recess recognizes the need for and has the desire to operate in a way that ensures the safety of the guests, participants, staff and property throughout the preparation for and entirety of the planned art walk event.

The role of risk management is to ensure that risk is anticipated and then eliminated or minimized to the extent possible. This policy statement establishes a plan to manage risk and to 53

set out procedures for response to events outlined in the risk assessment.

All risk management activity will be set in the context of the overall mission, vision and values of Recreate Recess. The risk management team also strives at all times to operate in compliance with local, state, and federal laws and regulations.

Timeline To be completed by Friday November 11th: o submission and release of information form complete risk assessment To be completed by Friday November 18th: o policies and procedures for risk management o staff description created and staff identified o site and facility information o staff confirmed and training verified To be completed by Friday November 25th: o final emergency plan To be completed by Friday December 2nd: o review policies and procedures before the event To be completed by Friday December 9th: o evaluation of risk management for the entire event

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Risk Assessment and Control Measures An initial risk assessment must be completed early on to identify risks and determine the best possible controls to be put in place. Risk management policies and procedures must then be established and available to all of the group/staff.

The greatest risk identified for this event is property damage and liability. The risk management team will work with the operations team, course instructors and University of Utah authorities to secure the needed insurance policies. (See insurance information on page 41)

To comply with federal copyright regulations a submission form will be created and then completed for each art entry. This form will grant Recreate Recess exclusive permission to display, copy, sell, publish, and create derivative works from any work submitted for the event. It will also include a statement confirming that the artwork submitted is original and permission has been obtained to publish the image of any person included in a photography entry. Permission will be gained to publish participants names and pictures in promotional materials, digital media, internet publication or other works created in relation to the event. (See submission/release form on page 21)

In order to eliminate risks of monetary loss the financial team will closely monitor donations and keep accurate records of spending by the entire group. The financial team will also review records after the event in order to identify and report any financial loss. (See the Financial section of this document for more information on page 27)

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Before the evening of the event staff with first-aid training, staff with food handlers permits and locations of the nearest AEDs will be identified. An evacuation procedure will also be established and an emergency plan obtained from the venue authorities. The facilitation team will establish a schedule so that adequate staff supervision is provided throughout the evening. (See Facilitation section of this document for more information on page 73)

In speaking with representatives from the event venue it has been determined that in the case of a medical incident, missing person, fight between guests, property damage by guest, natural disaster, random shooter, or any other emergency situation occurring during the event the following procedure will be followed: Those closest to the situation and best qualified to help will provide immediate help as reasonably as possible. Contact will be made to the venues security department by a member of the risk management team and to emergency medical services if it is deemed necessary. Forms to provide documentation of the incident and liability coverage for those involved will be provided by the appropriate agency. In the case of a fire or other event requiring evacuation of the venue there is only one possible exit. The remaining fire exit has been blocked and will not be available for use. Under these circumstances all staff will help to safely evacuate all guests under the direction of the venues security team.

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The risk management team members will keep the following phone numbers on hand throughout the evening of the event in the case of an emergency. Trolley Square Property Manager, Dawn Kater: 801-521-9877 EMERGENCY: 9-1-1 Salt Lake City Police Department: 801-799-3000 Salt Lake City Fire Department: 801-799-3473

At the conclusion of the event the risk management team will evaluate the provisions and procedures in place and provide recommendations for any possible improvements.

Risk Assessment Possible Risk

(listed in order of likelihood)

Preventative Measures - Assessment of venue areas - reduction of possible risk areas (sharp edges, steps, hot liquids, etc.) - signs posted for safety precautions - first aid/CPR trained personnel at event - first aid kit is on site at all times - aware of possibility - first aid/CPR/AED trained personnel at event - trained personnel aware of AED locations - first aid kit is on site at all times - Emergency resources information

Procedures to Respond to Event - First staff member aware of need notifies closest trained personnel - trained personnel attends to incident according training - EMS activated, if necessary - First staff member aware of need notifies closest trained personnel - trained personnel attends to incident according training - EMS alerted - alert risk management 57

Minor Medical Incident (cut, scrape, minor burn, broken bone)

Major Medical Incident (heart attack, stroke, loss of consciousness)

Missing Person

available - Staff supervise patrons to make sure children are not left unattended - Staff observe patrons behavior and report questionable behavior

team - event team search of immediate area - if person is not found, contact authorities with detailed description of missing person and last known location - First aid/CPR/AED trained personnel alerted to medical needs - Emergency Resources( Police, Fire Department, Rescue) contacted -Evacuation plan implemented -First aid/CPR/AED trained personnel alerted to medical needs -Staff direct patrons to appropriate use of evacuation plan -Emergency resources are activated -Staff alert risk management team - Risk team leaders contact appropriate authorities( police, mall security) - Financial team reviews records to identify all financial loss -loss is reported to appropriate groups

Natural Disaster(fire, flood, - First aid/CPR/AED trained earthquake, tornado) personnel present at event - first aid kit is available on site at all times - Emergency contact information available - Evacuation plan is readily available and known to staff Random Shooter in Venue -Evacuation plan is readily available and known to staff - Emergency contact information available

Lost/ Stolen/ Damaged Property

-Staff are supervising event with regards to making sure patrons do not leave property unattended -Staff stop unsafe behavior to prevent property damage - Financial team monitors donations and accounts closely and keeps accurate records of spending

Financial loss

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Facilitation and Management Plan

Facilitation Team Goals To have a smooth running event, Recreate Recess, as part of the Salt Lake Gallery Stroll held every first Friday of the month, an art show featuring our selected participants to promote awareness for ability and recreation Whether youre 9 or 90. To provide a show that is free to all including participants, friends, and the public or gallery art strollers. To have a full day of group cooperative effort for the art show including: arrival, set up of materials, booths, stations, and signs, and clean up. Facilitation Team Objectives Assigned people to arrive at 12:30 pm on Friday the 2nd of December, at Trolley Square gallery space. To begin sorting through all supplies, art, and station items, and give out job duties according to prepared assignment sheet/task list. As more group members arrive according to time schedule, make sure they get their assigned jobs completed. Effectively make sure group members are adhering to rotations on task list, while also making sure event is running smoothly and watching for contingency opportunities. At end of event, all of group begins take down, clean up, and pack up, leaving gallery 59

as it was before the show at roughly 9:30 pm.

Timeline Three weeks before the event on November 11, 2011 the facilitation group will talk to Rick Gill about getting PRT department handouts and other information. We will let the financial group know about possible budget needs such as money for matte board, prints, and hanging supplies. We will also make a list of job duties before the event and also for the day of the show. We will divide out as individuals: Kaitlin, Amy, and Jamie, the portions of facilitation jobs that will need to take place during this time period. Kaitlin will take on the creative aspect, coming up with ideas of space, supply needs, and visual options for space, walls, and hanging for the art in the show. Amy and Jamie will put on paper ideas for time schedule and tasks for draft assignments and interaction portions with the operations team. Two weeks before the event on November 18, 2011, the facilitation team will work with operations to decide on name tags for the event. The name tags will be buttons that were donated by Brent Burnham. The facilitation team and operations team will also solidify specific the dates for who will pick up submissions and where to pick them up on November 21 and 22, 2011. As a group we will meet to collect and matte the art on Tuesday November 29, 2011 at Thorup 60

Tutoring Center. All members of the group will submit recreational photographs for to Hayli via email by Sunday November 27, 2011 for the slide show. The facilitation group will gather everyones preferences for the time schedule. We will sort out job duties and make time slots for them on the schedule. We will communicate supply needs with operations for the following week when as an entire group we matte the art. The week of the event, starting on Tuesday November 29, 2011; facilitation, operations, finance, and marketing will get together at Thorup Tutoring with all the art submissions, and supplies such as button maker, printing needs and files, matte board, poster board, card stock, sticky dots, glue sticks, paper cutters, scissors, boxes, and computers. We will sort the art, cut poster board, matte, glue, and label all of the art submissions that have been received. Hayli will collect all of the photos that have been received through email onto a flash drive, and choose a few for Kaitlin to print. Liz also will give Kaitlin photo prints from the VA group home for enlarging and finishing, in order to hang up in the show. Bryan will design and make the button name tags, which will be given to Amy for handing out on the day of. The financial group will give Kaitlin funds for printing, and facilitation will take all of the art to prepare for the day of the event.

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Day of event plan Recreate Recess art show on Friday December 2nd from 6:00 to 9:00 pm Facilitation itemization of duties: 12:30 pm meet at venue: Kaitlin, Jamie, Amy, Hayli, Massiel, Nicki, Rachael, Katie, Chad, Courtney, Bret, Mckell, and Whitney will arrive at the Trolley Square event location. Bring in and organize: o Supplies for hanging the art such as scissors, wire, clips, tape, glue, Velcro, wire cutters, nails, hammers, and Command strips o Lamp and Christmas lighting

o Projector, table, and framed projector screen o Ladders and easels o The large banner, signs, and posters o Speakers and iPod o All of the art and name labels o Recreation objects to be displayed Vacuum, dust, clean windows and showcase with glass cleaner.

1:00-5:00 pm set up: Kaitlin, Jamie, Amy, Katie, Chad, Hayli, Massiel, Nicki, Courtney, Bret, Mckell, and Whitney will divide out into groups on task list and set up assigned wall portions with art.

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o Along the brick walls, we will attach nails and string the wire in 4 strands for strength, then clip the art onto the wire with binder clips, and attach name labels onto the art. o Along the solid cream colored walls, we will attach the art with Velcro and attach the name below on the wall. o In the window sills, we will string giant poster photos as well as our banner. Set up the iPod and speakers behind the counter with the PRT handouts along the south wall. Lighting o Lamp lighting is set up in the corner by the projector. o Christmas lights to be strung from rafters, using ladders, attaching with zip ties and plugged into sockets near the rafters. o Studio light tripods for hanging a few art pieces. Set up projector for slide show on small table along east wall with cords in non obtrusive locations, hang the framed projector screen, and set up folding chairs to watch the slideshow. 2:00-3:00 pm set up: Miquelle, Lydia, Bryan, and Devin arrive to set up counter station and signs along the south wall. o Arrange hot chocolate sign and surveys. o Thank You sign by the front entrance door on an easel.

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o The direction signs for our event are located near the stairs and walkways of the building.

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Liz arrives with hot chocolate supplies like coolers and cups to be set up on counter space near entrance of venue.

Everyone takes a last once over check to make sure everything is in order. The group will gather together for a group talk for the event plan and tasks list. Make hot chocolate in coolers with water donated by Rodizio Grill.

6:00 pm event begins: Our event begins and everyone goes to their assigned areas as specified on the task list.

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Task list in detail 6:00-6:45 pm: Amy, Stacie, and Nicki are tending to the hot chocolate station and ensuring surveys are taken and put into survey box located under the counter. Jamie and Rachael are at the PRT booth passing out handouts. Everyone else is in groups of 2-3 by separate walls, mingling, answering questions, and talking about the art. 6:45-7:30 pm: Miquelle, Massiel, and Whitney are rotating into the hot chocolate and survey station. Chad and Courtney will rotate into the PRT booth area. Again everyone else will disburse into wall designations.

7:30-8:15 pm: Hayli, Kaitlin, and Liz will be at the hot chocolate station. Heather and Mckell will be at the PRT booth. Everyone at different walls.

8:15-9:00 pm: Lydia, Bret, and Devins rotation for hot chocolate. Bryan and Katie are at the PRT booth. Everyone else is rotating wall areas and beginning to pick up trash.

9:00 pm end of event:

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Last rotation individuals begin to break down stations: hot chocolate, PRT booth, and surveys.

Everyone else takes down art, hanging supplies, banners, signs, posters, lighting, projector, and speakers.

Pack up and sort all supplies, art, banners, sign, ladders, vacuums, lighting, projector, and iPod set up.

Pick up trash, empty trash can and give back to Rachael, and take it out to appropriate receptacle.

We will vacuum and dust again. Alert the security guards at Trolley Square that our event is over so they can turn off the lights, return borrowed fold-up chairs, and lock the doors.

We will make sure when we leave the gallery is as we found it. Amy will take all art to give back to submitters.

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Venue Layout and Plan

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Day of Event Contact List Amy Bret Bryan Chad Courtney Devin Hayli Heather Jamie Kaitlin (801) 859-2413 (801) 494-3206 (316)208-9283 (801) 964-2893 (801) 244-6377 (801) 808-3826 (435)671-8802 (801) 837-0642 (801) 694-1543 (801) 719-9653 Katie Liz Lydia Massiel Mckell Miquelle Nicki Rachael Stacie Whitney (801) 554-8786 (801) 448-2731 (801) 842-3210 (801)792-4614 (435) 830-6332 (415) 531-0335 (435) 705-3560 (801) 834-8866 (801) 473-3303 (801) 680-4174

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Day of Event Task List 12:30 Kaitlin, Jamie, Amy, Hayli, Massiel, Nicki, Rachael, Katie, Courtney, Bret, Mckell, Whitney Kaitlin, Jamie, Amy, Katie, Chad, Whitney: WALLS Hayli, Massiel, Nicki, Courtney, Bret, Mckell: WALLS 2-3:00 4:30 5:306:00 Miquelle, Lydia, Bryan, Devin arrive: COUNTER Heather, Stacie, Liz and Chad arrives; DOORS OPEN &EVERYONE Meet at venue, bring in all supplies, lights, speakers, and art, sweep, dust, organize hanging attachments Takes a portion of art to dedicated area & lights iPod and speaker set up by the counter Hang portion of art in areas, and set up projector for slide show Set up hot cocoa station, surveys, & Thank You sign Set up directional signs Once over to finalize layout and art, group talk, & disburse into assigned areas

1-5:00

*Breaks taken as needed Amy, Stacie, & Nicki 6-6:45 Jamie & Rachael Everyone else 6:45-7:30 Miquelle, Massiel, & Whitney Chad & Courtney; everyone else 7:30-8:15 Hayli, Kaitlin, & Liz Heather & Mckell; everyone else 8:15-9:00 Lydia, Bret, & Devin Bryan & Katie Everyone else Everyone 9:0010:00

Hot chocolate station & surveys PRT booth Groups of 2-3 by separate walls & mingle Rotate to hot chocolate & surveys Rotate PRT booth; rotate walls Rotate to hot chocolate station & surveys Rotate PRT booth; rotate walls Rotate to hot chocolate & surveys Rotate to PRT booth Rotate walls and begin trash pick up Last rotation will break down stations, take down: art, signs, posters, lighting, dust, overall clean up: sweep, trash taken out, etc

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Evaluation

Evaluation Team Goals and objectives It is the goals and objectives of the evaluation team to create a group survey that will measure the TR groups overall result in meeting the mission, vision and values created for Recreate Recess; Whether Youre 9 or 90 and the attitudes of each of the group members with regard to the process of programming this event. We will also create attendee surveys to measure the overall success of the event from the perspective of those who attend the art show.

Introduction The evaluation team will analyze both the therapeutic recreation group process of design and implementation of the art show Recreate Recess- Whether Youre 9 or 90 and the final event success. We will use various analysis tools, such as Likert scale evaluation, to create a group survey in order to determine if each subgroup met their goals and objectives as well as a survey that will be distributed to attendees of the art show to evaluate the overall success of the event. The evaluation team will then analyze both qualitative and quantitative data and present those data to the group.

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Timeline November 4, 2011: Finish gathering goals and objectives from all of the subgroups. Fine tune groups goals and objectives for the event Three weeks prior to the art show: Begin designing surveys that will measure success of the event and group success

Two weeks prior to the art show: Present the rough draft of surveys

One week prior to art show: Print and plan distribution of the attendee surveys

Day of the art show: Distribute and collect the art show attendee surveys at the event Compile data collected from the art show attendees

Week after the art show: Distribute and collect the TR group surveys Compile the data from the TR group surveys Analyze all data from both the attendee surveys and TR group surveys and create visual representation of those data results Resources: W.K. Kellogg Foundation. (2004). Logic Model Development Guide. Battle Creek: W.K. Kellogg Foundation. Henderson, K.A. & Bialeschki, M.D. (2010). Evaluating Leisure Services, Making Enlightened Decisions (3rd edition). State College: Venture Publishing, Inc.

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Analysis of TR group After compiling the data from the TR group survey both a qualitative and quantitative analysis was performed. There were both positive and negative feelings from the group with regard to the process of planning the art show. Most people felt that the TR group worked well together and that everyone pulled their weight with regard to planning and implementation responsibilities. The overall feeling from the group was that the event was a success. There was some frustration with regard to the short amount of time we had to pull the event together. There was also a feeling of frustration with the process of working with a large group expressed by many of the group members. It was felt that communication could have been better and leadership could have been stronger. Another recurring comment was that the theme of the event was not represented clear enough at the event or through the artwork collected. Below is a visual representation of both the qualitative data and the quantitative data obtained from the group survey (Shown on page 81).

Analysis of art show After compiling the data from the art show attendees both a qualitative and quantitative analyses were performed. The overall comments from the attendee surveys were positive in nature and expressed gratitude for the groups creation of the event. Most attendees noted that they enjoyed the art and the experience. There were a few suggestions to better describe the purpose of the event and to have better signage for finding the venue once inside of the building. (See below for Qualitative and quantitative data from the event.)

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Qualitative data from TR group survey

Response Theme Frustration

Quote I was frustrated by the way communication was handled with such a large group. The event turned out better than expected. We received a lot of art from different types of groups. Everyone worked well together. It was difficult in such a large group to feel like your ideas were being appreciated. Only have one leader. Leadership should have taken better control over group discussion to keep them focused.

Event success

Group participation Communication

Leadership

Quantitative data from TR group survey Process: Question#1 (Average-3.55), 5(4.38), 6(3.33), 7 (3.77) Artwork: # 2 (3.55), 3 (3.72), 4(3.5) Venue/Event: #8(4.72), 9(4.88), 13(4.66) Mission, Vision, Values, Overall Experience: #10(4.16), 12(4.38), 11(4.5), 14(4.83) (See next page for charts)

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Process
Workload Distribution Flyers/Marketing Equipment Gather Artwork 0 1 2 3 4 5 Process

Artwork
Fit Theme Varied Abilities Varied Age Groups 0 1 2 3 4 5 Artwork

Event
Effect Community Positive Environment Accessible 0 1 2 3 4 5 Event

Success
Enjoyable Overall Values Vision Mission 0 1 2 3 4 5

Success

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Qualitative data from art show attendee survey

Response Theme Event experience Art enjoyment

Quote Wonderful way to spend a Friday night. I was very impressed with the artwork quality as well as the presentation. Enjoyable evening and eye opening. The students were excited and passionate About their project. Well done! I did not understand the purpose of the Exhibit until I asked the staff to explain it. Perhaps a large interpretive sign Summing up how the art was created?

Staff

Event explanation

Overall Participant Survey Results

5 Average of Answer 4.8 4.6 4.4 4.2 4 3.8 1 2 3 Question Number 4 5

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Venue was easily accessible

Likert Scale Numbers 5 4 3 2 1 0 20 40 60 80 100 120

Number of Respondant Answers

Staff was friendly

5 Likert Scale Numbers 4 3 2 1 0 50 100 150

Number of Respondant Answers

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Artwork changed my thinking about how people recreate

Likert Scale Numbers 5 4 3 2 1 0 20 40 60 80

Number of Respondant Answers

Artwork was displayed in an asthetically pleasing way

5 Likert Scale Numbers 4 3 2 1 0 20 40 60 80 100 120

Number of Respondant Answers

79

Event was enjoyable overall

5 Likert Scale Numbers 4 3 2 1 0 20 40 60 80 100 120 140

Number of Respondant Answers

Participants Response to Open Ended Question

8

Constructive Criticism Positive Feedback

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TR Group Project Assessment

Please answer the following questions on a scale of 1-5 where

1= Strongly Disagree 2= Disagree 3= Undecided 4= Agree 5= Strongly Agree

1. The process of gathering artwork was simple. 1 2 3 4 5

2. The artwork received depicted recreation for a variety of age groups. 1 2 3 4 5

3. The artwork received depicted recreation for a variety of abilities. 1 2 3 4 5

4. The artwork submitted reflected the intended theme of the event. 1 2 3 4 5

5. The equipment available was sufficient for the programs needs. 1 2 3 4 5

6. The flyers were an effective marketing tool. 1 2 3 4 5

7. The division of work in the group was equal. 1 2 3 4 5

8. The venue was accessible for all abilities. 1 2 3 4 5

9. The environment at the event was positive. 1 2 3 4 5 81

10. The mission of the group was accomplished. 1 2 3 4 5

11. The values of the group were accomplished. 1 2 3 4 5

12. The vision of the group was accomplished. 1 2 3 4 5

13. I believe the event had a positive effect on the community. 1 2 3 4 5

14. The overall experience was enjoyable. 1 2 3 4 5

15. Please describe your overall experience with planning this program. Include positive and negative experiences.

16. Is there anything you would do differently?

Subgroup Survey Questions #2

Please answer the following questions on a scale of 1-5 where 1=Strongly Disagree 2=Disagree 3=Undecided 4=Agree 5=Strongly Agree

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Marketing 1. The methods of the marketing team were sustainable throughout program implementation. 1 2 3 4 5

2. The marketing strategies encouraged people to maximize benefits from recreation. 1 2 3 4 5

3. The marketing strategies were effective in reaching the target audience. 1 2 3 4 5

4. The marketing group successfully included input from all groups regarding major decisions. 1 2 3 4 5 5. The groups budget was accurate for their needs. 1 2 3 4 5

Financial 1. The financial group successfully included input from all groups regarding major decisions. 1 2 3 4 5

2. Was an income statement/ledger created?

3. Were all donations and expenses collected and recorded?

4. Were all sponsors recognized at the event?

Facilitation 1. Everyone arrived at their assigned times to set up for the event on the day of the event. 1 2 3 4 5

2. The facilitation group handled the supplies in an organized fashion. 1 2 3 4 5

3. Job duties were given out according to the assignment sheet/task list. 83

4. Group members adhered to rotations on the task list. 1 2 3 4 5

5. The facilitation group watched for contingency opportunities during the event. 1 2 3 4 5

6. After the event, the gallery was cleaned up in an organized fashion. 1 2 3 4 5

7. When the group left the venue, the gallery was left as it was before the show. 1 2 3 4 5

Risk Management 1. A thorough risk management plan was put in place. 1 2 3 4 5

2. Staff was trained on emergency procedures. 1 2 3 4 5

3. Adequate supervision was in place throughout the event. 1 2 3 4 5

4. An emergency plan for the event venue was obtained. 1 2 3 4 5

5. A safety assessment was completed for the event venue. 1 2 3 4 5

Operations 1. A timeline was established for the event programming. 1 2 3 4 5

2. Operations kept continual contact with other groups. 1 2 3 4 5

3. The theme of the program was well advertised. 84

4. The group mission, vision and values were related to the participants. 1 2 3 4 5

Leaders 1. Communication between groups was easily facilitated. 1 2 3 4 5

2. Work was equally distributed. 1 2 3 4 5

3. Planning was well managed. 1 2 3 4 5

Evaluation 1. Event evaluation forms were prepared for the event. 1 2 3 4 5

2. Group evaluation forms were distributed to all group members. 1 2 3 4 5

3. Effective evaluation tools were utilized. 1 2 3 4 5

4. Information from the evaluation forms was easy to interpret. 1 2 3 4 5

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