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Slide 1: [Print in Landscape Mode] (2009) Manhattan Beach Parks and Recreation VIP Program Planning Form Al-Oboudi & Fulthorp Utilize this programming tool to help you better formulate a specific purpose for your program development. The form can be used in two strategic ways: 1) to align your current programs with our Department’s Vision, Insight, Planning Framework (VIP) in order to help you better communicate the department’s impact on community goals to decision makers; 2) as an “end-in-mind” programming tool to help focus your programming efforts towards a specific purpose that can also be better communicated to decision makers. VISION INSIGHT PLANNING (VIP) & PURPOSE DRIVEN PROGRAMMING (PDP) FORM AND METHOD OF PROGRAMMING DEVELOPED AND CREATED BY MR. IDRIS JASSIM AL-OBOUDI AND DR. KEITH FULTHORP IN 2004. BASED ON MANUALS AND WORKSHOPS BY MR. AL-OBOUDI’S “BLUE PRINT 1987: Planning / Implementing and Evaluation of Special Events” & THE CPRS VIP PLAN 2000. Please embed word documents / PDF doc/ Photos/ Other files in the areas they apply. Program Title: Brief Description: Program Status: Program Targets (Describe) Annual Program Community Goal New Program Other (Explain) Community Wide Benefit Individual Benefits Current Community Issue Data that drove decision to address community goal/issue/benefit: Brand Promise Targeted: A well balanced program seeks to link brand promise to VIP Mission Area Targeted: A well-balanced program seeks program implementation. List Brand Promise Targeted in numerical order knowing that you will emphasize top 2 targeted in your program implementation & evaluations. Describe and provide plan that emphasizes top 2 lead Brand Promise to be accomplished. Remember you will communicating this information back to leadership & stakeholders: These are the six Maine External Brand Message Concepts areas: Play, Nature, Exercise, Positive Spaces, Gathering Places, and Forever. Please note that these areas can be used singularly or in combination in all PR. What Additional Brand Messages can be identified based upon how this program made life better? to accomplish all the VIP Missions. List VIP Missions in numerical order knowing that you will emphasize top 2 missions in your marketing and evaluations. Describe and provide plan that emphasizes top 2 lead missions to be accomplished. Remember you will communicating this information back to leadership & Stakeholders: VIP Strategy Utilized: A well-balanced program seeks to implement all VIP Strategies. List VIP Strategies in numerical order knowing that you will emphasize top 3 strategies in your program implementation & evaluations. Describe and provide plan that emphasizes top 3 strategies to be utilized. Remember you will communicating this information back to leadership & Stakeholders: Access to the serenity and inspiration of Nature Outdoor space to play and exercise Facilities for self-directed and organized recreation Activities that facilitate social connections, human Strengthen Community Image and sense of place Support Economic Development Strengthen Safety and Security Promote Health and Wellness Foster Human Development Increase Cultural Unity Protect Environmental Resources Communicating the Vision Forming Partnerships Expanding Professional Competencies Strengthen the P&R Ethic Demonstrating Results
Slide 2: PDP Planning Form development, the arts, and life long learning Positive alternatives for youth which help lower crime and mischief. Brand Promise Target Description: Facilitate Community Problem Solving Provide Recreational experiences VIP Mission Target Description: Al-Oboudi & Fulthorp (2009) Documenting Best Practices Impacting Public Policy Expanding Resources VIP Strategy Use Description: Staff Utilized/Assigned to Program: Rec Services Program Staff Facility Staff Staff Assigned Task(s) Sports & Aquatics Cultural Arts Contractors Volunteers Other: (Explain) Due Date Status Program delivery method: Special Event Class Workshop Marketing Strategy Council/Commission Report Program Timeline: 6 Months in Advance Staff Training Meeting Other (Explain) Month of Event Planning Timeline: One Year In Advance Planning Tasks: Reservations Required: Venders Needed: Marketing Required: Supplies & Equipment: Staff/Volunteer Training: Event Timeline: (embed event planning checklists) Day Before: Day Of: 3 Months in Advance Day After: 2
Slide 3: PDP Planning Form Al-Oboudi & Fulthorp (2009) Program Evaluation Methods: Survey (embed survey) Interviews (embed interview questions) Observation Staff Evaluation Other (Explain): What participant changes will you measure? Knowledge Attitudes Skills Aspirations Other (Explain): How will you measure if/how Targeted Brand Promises are/will be accomplished? 1. 2. 3. 4. Evaluation Timeline Customer Pre/Post Survey Customer Interview Questions Observation Protocol Staff Performance Evaluation Staff Event Evaluation Data Collection/Analysis Intended Program Outcomes: 1. 2. 3. 4. Due Dates: Tasks (embed task information) Targeted Demographics: Expected Attendance: Program Life Cycle Audit: (If NEW program, skip this section): Pre-Event Based on Last Evaluation (©Rossman & Schlatter, 2008) Place an “X” where you believe the program is currently located on the Life Cycle 3
Slide 4: PDP Planning Form V O L U M E Introduction Growth Maturation Saturation Al-Oboudi & Fulthorp (2009) Decline Time Program Stage Indicators- Use to Identify Life Cycle Stage and Develop Potential Interventions/ Program Termination Decisions Introduction Growth Maturation Saturation Decline 1. Staffing Costs are High 1. Enrollment, service 1. Revenue increases slow 1. Revenue Declines 1. Staff hours increase; 2. Attendance and Service Hours hours, and attendance 2. Average cost per 2. Average cost per staff/participant ratios are Low increase substantially participant decreases participant increases increase 3. Program enrollment is one half 2. Average cost per 3. Enrollments begin to 3. No new participants 2. Revenue decreases or below capacity participant decreases decline 4. Staff/participant ratios significantly 4. Average cost per participant is 3. Revenue increases increase 3. Attendance drops high 4. Enrollment is at 75 % of dramatically (below 25% capacity of capacity) Program Life Cycle Audit Results Action plan to move program into maturation/saturation: 1. 2. 3. 4. If program was is in “decline,” at last event: develop action plan to revitalize program: Changes in Product: Changes in Price: Changes in Promotion: Changes in Place: 4
Slide 5: PDP Planning Form Al-Oboudi & Fulthorp (2009) Positioning Efforts (embed related files) 1. What niche does this program fill within your community? 2. How does this program live your organization’s brand? (Parks Make Life Better- what will different/better about your community because of this program?) 3. How will this program communicate your organizational “brand promise?” Access to the serenity and inspiration of nature Outdoor space to play and exercise Facilities for self-directed and organized recreation Positive alternatives for youth which help lower crime and mischief Activities that facilitate social connections, human development, the Arts, and life long learning Planning Reminders: Remember to look at Last Years Recommendations/ last Year Planning information, Binder & Evaluation/ Planning meetings Tasks assignments and time lines / Planning Budget with Projected Revenue and Expenditures / Deposit of Funds / Receipts / Vendors list / Site map / Location amenities/ Event Map / Back up location Set up map / Directions to location / Location Information/ / Rain Date/ Plan of walking the Site / Special Contracts list/ Vendor list and information/ Refund / Registration Total info / Parking / Electrical / PA / Trash Pick up / Cleaning Before and After Event / Safety &Security Needs, PD & Fire / Public Work Help needed / Special Printing Needs / Special PR & Marketing Needs Photo, Web, Press Release , Product, & Video Needs / Invite of Special Guest / Proclamations etc/ Awards / Volunteers / 5
Slide 6: PDP Planning Form Al-Oboudi & Fulthorp (2009) Plan for use of resources to be utilized If any category does not apply please write “N/A”: * List all items in this area of planning and embed all Word Documents/ communication / PDF / JPEG/ Photos/ etc to have a complete understanding of event plan in the areas listed. Budget Items 1. STAFFING a. Coordinator’s time: # of hours b. Coordinator’s Cost: # of staff c. # of Staff: d. # of Hours: Total e. Cost of Staff: Total Notes / Attachments Projected Costs 2. FACILITIES rental of meeting/reception rooms rental of a. Chairs b. Tables c. Props e. Lectern 6
Slide 7: PDP Planning Form Al-Oboudi & Fulthorp (2009) f. Tent/canopy g. Lighting h. Special electrical hookups I. Set-up charges j. Clean-up charges 3. FOOD SERVICE Number of people / cost pre person for : a. Coffee b. Luncheon/dinner c. Cocktails d. Other beverages e. Linens EQUIPMENT RENTAL a. Flooring/carpeting b. Risers c. Ropes/stanchions d. Desks/tools e. Portable toilets f. Booths g. Backdrop h. Trash containers I. Fencing 4. 5. 6. DECORATIONS a. Flowers b. Table decorations c. Extra plants d. Candles e. Direction signs f. Ribbons/balloons g. Food service linens DESIGN & PRINTING a. Fee for design concept b. Invitations 7
Slide 8: PDP Planning Form Al-Oboudi & Fulthorp (2009) c. d. e. f. g. 7. Programs/flyers/posters Tickets Maps Place cards / name Other printed materials POSTAGE & SHIPPING a. Postage for invitations b. Bulk mailing c. Mailing house charges d. Shipping RECOGNITION ITEMS a. Awards, plaques b. Engraving c. Calligraphy d. Framing e. Give-a-ways 8. 9. MISCELLANEOUS a. Gifts b. Mementos c. Insurance d. First aid station e. Water hookups SUMMARY of Key planning items: 8
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