Brief OutlineClient: Republic Tiger Sports

Contact: David Brazeal

Contact Number: (417) 766-6997

Event Date: October 18, 2013, 4:30-6:30 p.m.

Location: Heady BBQ restaurant and parking lot

Address: 573 Elm Street Republic, MO 65738

Phone Number: (417) 732-4227

Contact Name: Kevin or Patty Heady

Number of Attendants: Approximately 150

Sponsors: Heady BBQ, Joe Preston, O’Reilly Auto Parts, Republic School District, Republic Booster Club, Bouncers

The subsequent pages will provide an in-depth guide to the various aspects of the event.

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Client OverviewRepublic Tiger Sports is an online media organization that covers the athletic happenings of the Republic, Mo school district. The organization’s flagship website, republictigersports.com, has a current reach of 4,000 people. Owner and Republic resident, David Brazeal, established the company in 2009, and he operates it as a limited liability company. Republic Tiger Sports is supported through online advertisers, who are prominently featured on the website and other social media platforms, like Facebook. Corporate website links are included as part of the Republic Tiger Sports commercial advertising opportunity.

PurposeThe purpose of the TIGER TAILGATE project is to promote and increase word-of-mouth surrounding Republic Tiger Sports and its commercial sponsors. In addition, the tailgate event was intended to bolster school pride, team spirit and community interaction. Republic Tiger Sports has been hesitant to embark on such an event due to lack of resources and time. By conducting such an event, prior to a home football game (which has the highest attendance of all sporting events), Republic Tiger Sports had the opportunity to increase their exposure, while supporting the athletic base on which the organization was founded. This event is aimed at attracting students, as well as adult fans, that may or may not be familiar with Republic Tiger Sports.

Republic Tiger Sports is endorsed by the Republic School District and is featured as a link on the district website. This event brings together the school district, Republic Tiger Sports, commercial sponsors, students and fans with the common goal of supporting Tiger football. Social and traditional media will be used to promote the event throughout the community.

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LocationThe location for the Tiger Tailgate was Heady BBQ, located in Republic, Missouri (See Appendix A for map). This location was determined after Heady BBQ offered to act as a sponsor and provide food for the event. Heady BBQ is in close proximity to the football field (less than 1 mile), which was convenient for attendants. (See appendix A for map item)

Prior to determining that Heady BBQ would be the set location, there were other locations considered.

Republic Tiger Stadium parking lot- No cost for use- Walking distance from field- Amount of traffic could cause potential issues- Storage of food would be difficult- No close power source]- Liability concerns

Pinegar Chevrolet empty car lot- No cost for use- Directly off major highway which would cause the event to be

seen by more people- Less than 1 mile from field- Limited parking space- Storage of food would be difficult- No close power source- Liability concerns- Crossing highway would be problematic for students on foot

Auxiliary football field- No cost for use- Walking distance from field- Large amount of undefined parking space- Storage of food would be difficult- No close power source- Weather could effect the use (specifically rain)

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Date/ TimeDue to timing constraints, it was decided that the event would occur prior to the season’s final home football game of the season (October 18, 2013).

Football games draw the largest crowd and in return, would give Republic Tiger Sports the greatest opportunity for a large number of event attendants.

Weather was a major concern in planning a mid-October event. With inconsistent weather possibilities in mind, the event was held both indoors and outdoors.

The time for the event was 4:30- 6:30 p.m., which gave a window for fans to attend immediately before the game (starts at 7:00 p.m.) as well as a window for clean up of the site (6:30-7:00).

Earlier planning in future years may allow for other possible dates. First home football game

The first home football occurs in late August or early September and draws a very large crowd. The weather at this time is warm and, barring rain, would allow the event to occur completely outdoors.

Homecoming football gameBecause the date of homecoming changes each season, it is

unknown when exactly it would occur. Based on previous years, it occurs in early October. There is a possibility of cool, rainy weather at this time, but there is also the chance of warm weatherHomecoming traditionally draws large crowds due to extra promotion and on and off-site celebrations. An event, held at this time, would benefit from surrounding publicity hype and would likely fill a fan's expectation for added celebratory activities.

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Media and Public RelationsMultiple media channels were optimized in the promotion of Tiger Tailgate. They are as follows:

Social MediaDuring the ten days preceding the event, 1-2 posts per day were

dedicated specifically to the Tiger Tailgate on Facebook and Twitter. These posts provided details of the event and included the event flyer (Appendix B)

There was also an event created on Facebook titled Tiger Tailgate 2013. Because the event was created under the Republic Tiger Sports Facebook page, over 2,000 guests were invited. The event was also shared by twelve individuals, who invited numerous guests.Flyer Distribution

The event flyer was posted at various Republic businesses.  A map of the locations that the flyer was distributed can be seen in Appendix C. More than 100 flyers

With the assistance of Josey McPhail, Republic School's Communications Director, the flyer was posted to the Republic School District website. It was also included in the staff weekly email update.

Printing was provided, free of charge, by the Republic school district.

Flyers were distributed at the event as well, directing attendants to the social media platforms of Republic Tiger Sports (Appendix D).

Word of MouthMultiple stakeholders contributed to the word-of-mouth promotion

of Tiger Tailgate, including myself, David Brazeal, the Heady BBQ owners and others.  Through the joints efforts of David Brazeal and myself, there was a focused effort to inform others of the upcoming event.

Word-of-mouth was especially important when informing high school students of event activities specifically geared to them (activities will be discussed later). Efforts were especially geared to gaining attendance commitment from students who would be "painting up" for the game.  These students are spirit leaders that other students would likely follow.

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Food and BeverageThere was no cost for food and beverages. Food and beverage was provided by the following sponsors

Heady BBQHeady BBQ supplied the event with all food and soft drinks (a $250

value). They provided a variety of free appetizer items in the outdoor area of the event as well as soft drinks. If attendants decided that they wanted a larger meal, they would be seated indoors where they could order full meals for discounted prices. This was especially appealing to families and larger groups.

Free Appetizers:Fried Green BeansOnion RingsFried Mac N Cheese BallsVegetable Trays

Discounted Items:Brisket Sandwich and fries 5.00Pulled Pork Sandwich and fries 4.00Hotlink Sandwich and fries 3.00

Yocum AutomotoveYocum Automotive provided 100 bottles of water (a $100 value) to

be handed out during the tailgate. The bottles of water included an advertisement on the bottle as well as the contact information.

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Event ActivitiesThere were a variety of activities that occurred over the span of the event. The activities are as follows:

MusicJoe Preston, a local patron and business owner, provided music for

the event, free of charge (originally $150). This included set-up and break down from 4:30-6:30. Music was appropriate for all ages and was approved through the shopping center owner to be played outdoors. No city ordinance filings or requests were necessary. Equipment was stationed under Heady BBQ's shop-front awning.

Bounce HouseA bounce house was provided free of charge (originally $135) by

Bouncers for younger children in attendance. The bounce house was set up in the parking lot and an attendant was provided by Bouncers to ensure that event guests used the bounce house safely and correctly.

Face PaintingAnother activity that was geared mainly to younger children, but

used by guests of all ages, was face painting. The Republic Art Department sponsored the face painting. Students volunteered to paint faces during the event. The art department provided all paint and other items.

Student Section Painting StationThe student painting station was a popular draw for high school

students.  Each home game, male students paint their upper-body and faces to highlight their school spirit. This particular game was dedicated to breast cancer awareness, so students primarily used pink and black. The cost of the paint and brushes was paid for personally.

Photo BoothThe photo booth was intended for all attendees. This backdrop

design was decorated with balloons, streamers and ribbons to give a photo booth effect and allow large groups to take pictures. The cost of the photo booth was also paid for personally.

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Promotional GiveawayA promotional item was given to the first 100 individuals that

attended the event. The Tiger rally towel can be seen in Appendix E. Cost quotes for the rally towels were obtained through various businesses. Ultimately, Republic Booster Club sponsored 250 rally towels, of which 150 were distributed at the game.  The quotes as well as final costs can be seen below.

Printing was secured through Ozarks Screen Printing; with a price of $737.50 (including set up) for 250 rally towels. Cox Health was advertised on the rally towel, as it is a major yearly contributor to Republic Booster Club.

Quotes:

Custom Ink (online order)$2.80/ per towel250 towels totalOrange towel1 color text and (front

only)Free ShippingTotal: $700 (plus shipping)

Shirt Magic (online order)$3.00/ per towel250 towels totalOrange towel1 color text and (front

only)Free ShippingTotal: $750 (plus shipping)

Pumpers Prints It (Local Order)

$3.25/ per towel250 towels totalOrange towel1 color text and (front

only)Free ShippingTotal: $812.50

Ozarks Screen Printing (Local order)

$2.95/ per towel250 towels totalOrange towel1 color text and (front

only)Free ShippingTotal: $737.50

Creator Designs (Local order)$3.65/ per towel250 towels totalOrange towel1 color text and (front

only)Free ShippingTotal: $912.50

SponsorsHeady BBQ: Food, Drinks, and Location

Yocum Automotive: Water bottles 9

Joe Preston: Music

Republic School District: Printing costs and face-painting necessities

Republic Booster Club: Promotional giveaway (rally towels) costs

Bouncers: Bounce House and bounce house attendant

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BudgetPersonal Costs

Student Section Paint Supplies: $15.00Photo Booth Supplies: $25.00

Total: $40.00

Sponsorship Costs

Bounce House $135.00Music: $150.00Promotional Giveaway: $737.50Food and Soft Drinks: $250.00Water: $100.00

Total: $1,372.50

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Contact InformationThis includes the contact information of any sponsor or contact

used during the event planning.

David BrazealClient, Republic Tiger Sportsdavid@republictigersports.com417-766-6997

Kevin & Patty HeadyHeady BBQ417-732-4227

Josie McPhailRepublic Communications

Director Posters and printing417-732-3605

Sue SmithHead of Art Department417-732-3500

Todd WojciechowskiPresident of Booster Club417-732-4800twojciechowski@midmobank.com

Yocum AutomotiveAny manager417-732-7209

Joe PrestonMusic417-841-7652

Creator DesignsSales Manager: Aaron Layeraaron@creatordesigns.com417-890-8337

Pumpers Prints It417- 866-0002

Ozarks Screen Printing417-732-4449

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Schedule

Date Duties1-Oct (17 days before event) Begin poster design

1-Oct List possible businesses to sponsor event

1-Oct Determine promotional giveaway item

4-Oct Determine event location

4-Oct Begin speaking with prospective sponsors

7-Oct Poser is finalized and ready to be sent

8-Oct Have all sponsors and volunteers set

8-Oct Create Facebook invitation

8-Oct Begin posting event information to social media platforms

8-Oct Provide local businesses and schools with poster

9-Oct Determine all event activities

9-Oct Determine event set-up

9-Oct Create a list of any items that need to be purchased10-Oct (8 days before event) Order promotional giveaway item

13-Oct Purchase any necessary items

17-Oct Finalize all event activities, set-up, and take down

17-Oct Pick up any donation items

17-Oct Pick up promotional items

18-Oct Set up of the event (12:00- 3:30 p.m.)

18-Oct Event (4:30-6:30)

18-Oct Event take down (6:35- 7:30)

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Appendix A

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Appendix B

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Appendix C

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Appendix D

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Appendix E

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