The Gala Project

 The purpose of this event is to bring people together who share a love of coffee, to gain knowledge of it
and to provide an outlet for people to develop their creativity by learning how to craft drinks themselves.
This event will enable others to distress and enjoy each other’s company through a common love of
coffee.

Prioritized Goals :
 To get people from the target audience to come, coffee experts, messiah students, faculty and staff,
friends and family and baristas
 To teach people how to make specialty hand crafted drinks, with whatever tools they have in their
kitchen/ or dorm room
 To learn from experts about the history of coffee, benefits of coffee, and how to make coffee
 To simply relax and enjoy each other’s company through bonding over coffee
 To create and stimulate an environment that enables people to express their creativity and ideas with
each other

Expected Outcomes
 People will come away from this event with a more broad understanding and knowledge of the benefits
of coffee
 People will learn how to make coffee with whatever tools are available around them
 Those attending the event will be able to explain and share their knowledge with others
 Attendees will be able to express their creativity through the outlet of coffee
 Guests will be able to create hand crafted drinks with everyday kitchen materials in their own home
 People will come away from the event feeling more relaxed and optimistic about life in general
 People will gain a better understanding of what good coffee tastes like and how to make it
 Attendees will be able to build on the ideas presented to them

 Theme: Midsummer Night’s Dream Shakespeare Theme.

 Poetry will be recited, and ideas will be discussed
 Discussion of particular ideas and topics
 Topic Ideas: health and society, art and history, how coffee affects our work ethic,
 Do it Yourself Dorm Room Latte
 This event will attempt to create a Shakesperean environment that will take people back in time under
twinkly lights with the aroma of coffee and midsummer’s night air
 The theme will allow people to enter into a different world where they can escape reality, relax and
enjoy time with friends and family while drinking quality coffee drinks
 Music will be folksy background music so that it does not overpower the discussion
Situational Analysis
 Time : July 31, 2018
 Money
 Personell \
Set Up and Tear Down Crew for Sound Equipment and Tables
Messiah Caterers for food set up
Baristas for Coffee set up
Friends and Family Volunteers
 Space
Boyer Patio

Round Tables and Long Tables for food and coffee

Space for the band or singers
Lights and sound equipment (speakers, cords, etc.)

 Suppliers
-Starbucks Coffee
-Will provide coffee for the tasting, party favors, and coffee materials for the demonstration
-Will provide baristas for DIY dorm room latte demonstration
-Will provide Coffee Master (i.e Coffee expert in Starbucks terms) to administer tasting, and to lead the
benefits of coffee discussion
 Delegation and Direction

 Target Audience:
 Students and Faculty and Administration of Messiah College, baristas, and coffee experts, and business
owners in the local areas of Mechanicsburg, Dillsburg, Camp Hill and Harrisburg, Friends and Family
outside the Messiah community

 Date: Mid to late summer (end of July ideally) so that the weather will be nice enough to host outside
and will go along with the Midsummer Night’s Dream Theme

 Logistical Details
 Purpose: To design and execute an event that will run smoothly, and bring people together who share a
common love of coffee in a specific and timely manner.
 Goals
 To delegate tasks in a way that will make the schedule flow from one part to the next
 To design a team of responsible people that will interact well with others and will move the event
forward
 To make sure that all the equipment and teams of people arrive in a timely fashion
 To ensure the safety of all personnel involved in organizing the event
Measurable and Specific Objectives
 To have all the necessary parts of the event ready to go 15 minutes before the start time
(Coffee materials, demonstration tables, baristas, food, band, evaluation form)
 To meet 5 times prior to the event as a team to finalize the details
Strategies and Tactics
 Keeping to the schedule and creating a checklist to stay organized
 Utilizing good communication in order to stay on task as a team
 Decorating the event space in a way that best fits the theme

Research
 Talking to local coffee shop owners/ managers about how they would run an event like this
 Assess event needs by going to the event space
 Brainstorm potential event pitfalls
 Create a backup plan if anything goes wrong

Venue:
 Outside Option: Boyer Patio
 Indoor Option: Boyer Atrium

What’s happening: An end of summer soiree to celebrate a shared love and common need for coffee with
an educational purpose

Decor
 Twinkly lights, or Chinese Lanterns, and tea light candles (if allowed )
 Table Clothes, flowers, center pieces
 Marked off area for performers (since there’s no stage in Boyer Patio)
 Nice mugs for coffee
 Coffee materials (milk steamer, espresso machine, spoons, syrups)
 Round Tables and Chairs for about sixty people
 Sound Equipment for the band, place to set up
 Long Table For Food
 Separate Tables for demonstration area

Food: Heavy Appetizers

Deserts, scones, muffins and pastries, coffee cake, fruit and cheese
Drinks: Coffee (handcrafted specialty drinks made by the barista), lemonade, seltzer, water
Entertainment/ program details:
 live music, coffee house style
 recitation/ theatrical performances to add ambiance
 In between the demonstration and the talk their will be time for discussion of appointed topics
 DIY latte demonstrations (how to make it in your dorm)
 Coffee Expert Talk and Discussion on the benefits of coffee (interactive)
 Each participant will have the chance to make their own latte and do latte art

Takeaways/ favors/ mementos :

Party Favor Package Including:
 mugs from a local coffee shop
 packet of information about the health benefits of coffee
 latte art stencils
 recipe booklet
- 8 oz bag of coffee from a local coffee shop

Head of Food and Beverage

 Baristas- will make and serve special, hand crafted drinks
 The barista’s will be the ones giving the demonstrations
 Coffee experts-will give a talk about the history and benefits of coffee
 Experts will monitor a Q and A time
 Experts will administer a coffee tasting

Entertainment
 Coffee Experts
 Poetry reciters
 Actors
 Band
 Latte Art Demonstrations
 Discussions
 Creating the drinks

Set Up And Tear Down

 Messiah Catering
 -Set up/ tear down team (Campus Events, SAB?)
Timeline
Date: July 31

Set Up Time 5pm Lights/ Tables

Barista and Coffee 5:30pm
Expert Arrival
Coffee Set up/ 6pm
arrival of
equipment
Sound Check 6:15 pm
Food Set Up 6:30
Coffee Talk to 8:00pm
begin the event
Band starts 8:00pm
playing
Food Served 8:30pm
Discussions/ Poetry 8:45pm
Recitations begin
At the same time
Coffee Tasting 9pm

Mingling 9pm-9:30
+Discussion
9:30-9:45
Closing Talk /
Wrap Up
Logistics Time Line

Meet as a team to outline logistics July 1rst

Book venue through Messiah July 5th
Book the band : Noah Perrin and Richard July 10th
Presner
Send out Flyers and Invitations by mail and email July 15th
Write Donation Letter July 15th
Get needed supplies July 20th
Print Evaluations July 25th
Event Date July 31
Budget

Beverages (Water, $50

Lemonade, Juice,
Soda)
Appetizers (light $150
Sandwhiches, K-
bobs, veggie platte,
chips and dip)
Deserts (coffee $150
cake, muffins, etc)
2 Barista’s and 1 40 dollars an hour = 240 for the night
Coffee Experts each
Coffee materials 200
(rented espresso
machine, cups,
stirrers, pitchers,
espresso, milk,
syrups)
Take Aways 200
-mugs, 8 oz. coffee
bag, recipe
booklet, latte art
Stensils

Band 100 for the night

Total Budget 890 forthenight
Invitation Flyer
Link to Event Page: https://www.facebook.com/events/529022860640940/
Evaluation Plan:

I will make time for guests to fill out a short survey to get event feed back at the end of the event. I will use the
Event Feedback Survey from google forms, it’s a very easy 7 question survey that asks a few general and
specific questions and it has a one to five rating system. This will be a very good way to gage how satisfied
guests were with this event .

Evaluation and feedback will also come from the social media event page created on facebook. By reading
through people’s comments I will be able to gage the event satisfaction based on their enthusiasm.

During the event : I’m going to do my best to talk to as many people at the event as possible to try and get an
estimate of how engaged people are with the event. I will have an evaluation table next to the take aways table
so people will actually have to fill out the survey before they can get their party favor as motivation to fill out
the form.

Survey
https://docs.google.com/forms/u/0/d/1cizqGdeiIPYAbtH78wY_2OvKl-Vyn5MBt8Dst4Wn6jg/edit