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BLUE RIBBON FESTIVAL E V E N T P L A NS P R I N G 2 0 2 7
Strengths: Established relationships with schools, law enforcement, DHR, churches, and community organizations provide an existing network for promotion and support. Collaborations with local organizations can expand BBRCAC’s presence and reach. Rural communities encourage stronger, more meaningful community relationships. Access to free UWA student and Greek life volunteers. Weaknesses: Limited budget restricts BBRCAC’s ability to fund the festival independently. Heavy reliance on outside sponsorships and organizations creates financial uncertainty. Limited staff must balance event planning with existing services. Serving multiple rural counties makes outreach and participation more challenging. Outdoor venue creates a risk of weather-related disruptions. Community partnerships can offset our limited budget, help the festival grow, and strengthen local connections. Opportunities: Partnerships with UWA, local businesses, churches, schools, and organizations can increase publicity through social media and newsletters. The festival can increase recognition of BBRCAC’s prevention and education programs. A successful first festival could become an annual event, attracting recurring sponsors and donations. Partnering with UWA, local businesses, churches, schools, and community organizations can expand the festival’s reach by giving each partner a role in promoting it to new audiences. Threats: Inclement weather could force the event to be postponed or canceled. Sponsors, volunteers, staff, or funding may become unavailable. Limited name recognition outside the families and organizations BBRCAC serves could reduce attendance. Child Abuse Prevention Month can increase BBRCAC’s exposure and attendance, while UWA’s gym or Bell Conference Center provides an indoor backup for bad weather.Our primary market includes communities in Marengo, Greene, and Sumter Counties, particularly children (0–17) and families needing counseling or forensic services following abuse or mental health crises. We also aim to educate adults of all ages, including DHR, police departments, school staff, churches, and anyone who can report signs of child abuse, on abuse prevention and proper reporting protocols. BBRCAC is based in Demopolis, AL, and relies solely on donations, grants, and ANCAC funding. Blue Ribbon Fest will be held outdoors on the University of West Alabama campus in Livingston, AL, which has 7,167 students and 677 staff members. Livingston has approximately 3,196 residents. Because Livingston and the surrounding Black Belt communities are largely rural, schools, churches, businesses, and other organizations are central to daily life. This creates an opportunity to host a low- cost community event through partnerships without exhausting our annual $6,000 outreach budget.S I T U A T I O N A LA N A L Y S I S
S I T U A T I O N A LA S S E S S M E N TSegment Demographics Intrests/Psychographics Values Children/Teens 0-17; Students Fun, Food, and Activities Safety, Belonging, Support Parents/Families 25-55; Parents & Caregivers Family Activities, Free Food, Child- Safe Events Family, Protection & Community Involvement UWA Students/Staff Ages 18–50+; College Students, Faculty & Staff Volunteering, Events, Bringing Livingston Together, and School Pride Service & Education Community Locals & Orgs. 25–65+; Residents, Churches, & Businesses Community Events, Outreach, & Local Causes Community, Connection, Giving Back to Others Child Professionals 25–65+; Mandatory Reporters Child Welfare, Education, & Prevention Child Safety, Advocacy, Prevention Donors 30 - 65+; Individuals / Business Owners Philanthropy & Local Causes Giving, Community Impact, Supporting Children Population SegmentsTarget Market List: Parents & Families UWA Students & Staff Child Professionals Community Locals & Organizations /Businesses Donors and Sponsors(DHR, Law Enforcement, Teachers, Healthcare Workers, Counselors, etc.)
Main Goals Objectives Strategic Objectives How to Attain Increase Awareness Of Child Abuse - Reach at least 500 community members through outreach and promotions. - Share information about BBRCAC’s prevention, education, services, and programs (D2L). - Reach new audiences beyond families already connected to BBRCAC. - Promote the Blue Ribbon Festival through consistent social media posts, flyers, mailers, and emails. - Provide informational booths and take-home resources for adults and children. - Sign-up/attendance sheet with a drawing incentive. - Email and hand out sign-up forms sent to neighboring schools or businesses. - Fun games and activities that teach children about safe touch. Increase Event Participation - Secure 25 UWA volunteers. (CAB, Greek life, UWA staff) - Secure food donations & partnerships to feed attendees. - Attract at least 150 attendees to the first Blue Ribbon Festival. - Partner with UWA organizations, churches, schools, and local businesses. - Promote the event through partners’ social media and community networks. - Create a fun, family-friendly atmosphere. - Recruit volunteers through UWA and Greek organizations. - Ask the local churches & businesses to help sponsor or provide food. - Distribute flyers and promotional materials throughout the community. Build Community Relationships - Establish at least 10 new community connections. - Collect 15+ contacts for future communication and outreach. - Gain 50 new followers on social media - Encourage local businesses, churches, schools, and organizations to participate. - Use the festival as an opportunity for networking and community involvement. - Contact organizations before the event. - Provide opportunities for partners to have booths or contribute activities. - Collect contact information through sign-ups and follow- ups. Increase Donations & Fundraising - Secure 5 or more potential long-term donors. - Generate at least $750 worth of new donations and sponsors. - Offer free promos and other services to unwilling donors. - Create a donation-specific flyer - Promote donations in preparation for the event. - Distribute the donation flyer to potential donors and sponsors. - Share the flyer. - Recognize donors & sponsors through signage and socials.G O A L S &O B J E C T I V E S
Blue Ribbon Festival Description: The Blue Ribbon Festival is a free community fundraiser benefiting the Blackbelt Regional Child Advocacy Center during April’s Child Abuse Awareness Month. Held April 10, 2027, at UWA’s McConnell Field, the event will feature cornhole, a bounce house, face painting, and informational booths hosted by local organizations and community partners. Guests can wear blue to compete for the CAC Spirit prize. Free food will be provided, along with stands from The Dancing Rabbit and South Street Nutrition. A $5-per-entry raffle will offer sponsored gift cards and items from The Dancing Rabbit and Emily G & Co, plus a BBRCAC basket containing T-shirts, coloring books, squishies, and more. The festival offers families and community members a welcoming environment to support BBRCAC, learn about child abuse prevention, and access free resources. Rationale & Goals Raise funds and awareness for BBRCAC. Sell at least 250 raffle tickets to UWA staff, community members, event staff, partners, and stakeholders. Encourage community engagement through UWA and local organization partnerships. Target Market & Situational Analysis: Target markets remain consistent with those identified in the situational analysis. Tasks & Timelines: Secure sponsors and community partners by February 13, 2027. Confirm food vendors, activities, and raffle prizes by February 26, 2027. Begin advertising Blue Ribbon Fest by March 1, 2027. Secure UWA/Greek Life volunteers and participating organizations by March 19, 2027. Purchase supplies and finalize the event setup by April 2, 2027. Blue Ribbon Fest - April 10, 2027, at McConnell Field Proposed Budget: Bounce house rental (4–5 hours): $250 Outdoor games and activities: $350 Promotional materials (designed by me): $350 Decorations and raffle supplies: $250 Miscellaneous supplies: TBD Face painting: Donated by UWA Greek Life Food: Donated by local churches Tables and chairs: Provided by participating organizations Total: $1,200 Maximum: $2,000 (Provided by Executive Director Crystal Crawford)E V E N TP L A N Community locals Organizations and Churches Donors/sponsors Parents and families UWA students and staff Child professionals
Aesthetics: Colors: Blue and white to represent Child Abuse Awareness Month and BBRCAC. Music: Upbeat, family-friendly music played throughout the festival. Lighting: Natural outdoor lighting since the event will take place during the day at McConnell Field. Decorations: Blue ribbons, balloons, signs, etc. Attire: Attendees will be encouraged to wear as much blue as possible for the CAC Spirit Contest. Overall Mood: Fun, welcoming, family-friendly, and community-focused while still promoting child abuse awareness and prevention. Guests will enter the field from the sidewalk near the Math & Science building. At the entrance, they will find a raffle table where they can donate or purchase tickets, as well as view a display of possible prizes. Food provided by local churches will be available on the right. Dancing Rabbit and South Street Nutrition stands will be set up in a line next to the potluck. In the center near the walkway, Greek Life workers will offer free face painting, and the Awakening Snow Cone stand will welcome first-time visitors. On the left, guests can enjoy games such as cornhole, sack races, and a bouncy house. The back of the festival will feature tables with organizational information. Age-appropriate music will play from speakers located in the center of the event. Itinerary: 5:00 PM – BBRCAC staff arrive and begin setup. 5:30 PM – Vendors, organizations, and community partners arrive to set up tables. 6:00 PM – Volunteers arrive; staff complete final setup and give instructions. 6:15 PM – Music begins and the raffle/check-in table opens. 6:30 PM – Blue Ribbon Festival begins. 6:35 PM – Executive Director Crystal gives a brief introduction and announces the purpose of Blue Ribbon Fest. 6:45 PM – Games, face painting, bouncy house, food, networking, Dancing Rabbit Coffee, and Tiger Nutrition continue. 7:15 PM – Announcement reminding attendees about the $5 raffle and CAC Spirit Contest. 7:30 PM – CAC Spirit Contest judging for the attendee wearing the most blue. 7:35 PM – CAC Spirit winner announced and prize awarded. 7:40 PM – Closing message, thanks sponsors/partners, and reminds attendees about the raffle and BBRCAC's mission. 7:45 PM – Raffle drawing and winners announced. 8:00 PM – Activities, food, networking, and music continue. 8:20 PM – Final announcement that the festival will end in 10 minutes. 8:30 PM – Blue Ribbon Festival ends. 8:30–9:00 PM – Cleanup and breakdown.E V E N TS E T U P / I T I N E R A R Y
E V E N TF L O O R P L A N
Crystal Crawford (Executive Director) - Welcome and closing announcements. BBRCAC Staff - Event coordination, donation table, and info table tracking, and cleanup. UWA Greek Life/ Student Volunteers - Face painting, games, activities, and general event assistance. Church Volunteers - Provide and serve free food. Dancing Rabbit Staff - Operate coffee stand. South St. Nutrition - Operate energy drink stand. Community Organizations/ businesses - Staff their individual networking/information tables. Bouncy House Attendant - Supervises the bouncy house and helps maintain safety. (This could be student volunteers if needed, but someone should always be at the bouncy house) Event Photographer/ Social Media (me) - Takes photos and videos and documents the festival for a recap post.L I S T O F P E R S O N N E L
P R O M OT I O N / A DV E RT I S I N GBudget: $350 Event Flyer 50 copies - $50-60 + $25 design fee Sponsorship small mailer - 30 prints - $100 Extra social media promos 2-4 - $150 Total: $335 Description: To attract donors and attendees, we will distribute 50 flyers across Greene, Marengo, and Sumter Counties and send digital copies to schools, churches, and law enforcement offices for additional printing. Sponsorship mailers and social media promotions will help secure donations, advertise the raffle, and increase event attendance. Target Market/ Promo Strategies: Parents & Families: Facebook, Instagram, printed flyers in public places, and digital flyers sent to schools. UWA Students & Staff: Social media promotions and flyers distributed on campus. Child Professionals / Counties: Email digital flyers to DHR, law enforcement offices, and schools across all three counties for printing and distribution. Community Locals: Facebook, Instagram, and 50 printed flyers distributed throughout Greene, Marengo, and Sumter Counties. Organizations & Churches: Email digital flyers to community organizations and churches for sharing with members. Donors & Sponsors: Sent sponsorship mailers to 30 past and longtime partners, local businesses, and potential donors. Task and Timeline: Feb. 15 - Finalize and approve flyers/mailers for printing. Feb. 22 - Mail sponsorship materials to past partners and potential donors. Mar. 1 - Launch Facebook and Instagram promotions. Mar. 8 - Distribute 50 flyers across all three counties. Mar. 15 - Email flyers to DHR, law enforcement, schools, churches, and organizations. Apr. 1–9 - Increase social media promotions and post final reminders before the April 10 festival. Promotional/ Advertising Goal : Our promotional plan aims to raise awareness of Blue Ribbon Fest across Greene, Marengo, and Sumter Counties through social media, printed and digital flyers, and sponsorship mailers. We aim to attract at least 500 attendees, reach new audiences, strengthen community partnerships, and secure sponsorships and raffle donations to cover event expenses. These efforts will increase BBRCAC’s visibility, introduce families to our prevention programs and services, and build lasting community support.
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