- 29 BAR EVENTS -

EVENT PROPOSAL

Agricultural Communicators
Professional Development Symposium

29 Bar Events Team:

Eden Miller, Kristen Larson,
Briana Harris, Hanna Hodges, Macaylah Faulkner
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TABLE OF CONTENTS

Executive Summary ---------------------------------------------------- 3

Event Goals -------------------------------------------------------------- 4

Event Audience --------------------------------------------------------- 4

Event Logistics ---------------------------------------------------------- 4-5

Event Theme ------------------------------------------------------------- 6

Event Decorations ------------------------------------------------------- 6-7

Risk Management ------------------------------------------------------- 7

Event Itinerary ----------------------------------------------------------- 8

Event Budget ------------------------------------------------------------ 9

Expenses ----------------------------------------------------------------- 9-10

Committee & Volunteer Structure ------------------------------------ 11

Project Management Timeline ---------------------------------------- 12

Communication & Marketing Plan ----------------------------------- 13

Registration Plan -------------------------------------------------------- 13-14

Sponsors ------------------------------------------------------------------ 14

Evaluation Plan ---------------------------------------------------------- 15-16

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EXECUTIVE SUMMARY

The University of Florida has asked 29 Bar Events to plan the First Annual Agricultural
Communicators Professional Development Symposium! This event will be held April 12 -13 of th th

2019 at the new University of Florida Beef Teaching Unit South in Gainesville, Florida.
Surrounded by cattle pastures, this venue was chosen for its different atmosphere than other
event spaces in order to facilitate the absorption of new content with some fresh air! The
atmosphere will be refreshing as attendees will receive some content outdoors in the cow pens
and be asked to perform parts of an activity outdoors as well.
The purpose of this event is to offer professional development sessions and networking
opportunities for those in the field of agricultural communications. This event will focus on
providing professional agricultural communicators with the knowledge and skills needed in
computer programs and social media outlets to enhance their potential in the workplace. The
University of Florida and 29 Bar Events hope that this event is successful and well-received in a
large enough capacity that would promote the desire for subsequent annual professional
development symposiums for this particular demographic and more.
The South Unit has a large classroom available for breakout sessions, a large breezeway
with a projector for presentations, and bleachers outside in the cow pens for teaching in a non-
traditional educational setting. The venue also has plenty of parking for attendees in a lot and in
an adjacent field. On-site restrooms are available in the breezeway and the venue is handicap
accessible.
The weekend of April 12 is also the University of Florida #WECHOMP Weekend where
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there will be numerous free collegiate sporting events to attend! This will be advertised to
potentials attendees as it would be a nice way to end their weekend in Gainesville attending a
college sports event.
In hopes of reproducing this event in the coming years, an evaluation card will be
distributed at the end of the symposium on Saturday to ensure we address any desired
improvements and keep positive aspects intact for future professional development events.

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GOALS

The main goal of our event is to educate professional agricultural communicators in content
development and marketing, utilizing time-appropriate technologies, forums, and resources to
aid in their growth as communicators.

Secondary objectives include:

•   Successfully developing functioning skills in Adobe Suite software, Photoshop
and Premiere.
•   Facilitating an open networking environment
•   Promoting the value of social media platforms within agricultural
communications

AUDIENCE

The professional development workshop is designed to help professional agricultural

communicators grow within their field of work.

LOGISTICS
SIZE
The Agricultural Communications Professional Development Event can accommodate
anywhere from 35-50 individuals this year. We will be using the Beef Teaching Unit South to
accommodate these people.
SITE
We decided to have the event in Gainesville because of the proximity to venues and since most
of the attendees are coming from Alachua County. It will take place at the newly renovated
Beef Teaching Unit. This will allow for the activities to be interactive with the cattle industry,
bringing the industry to life.
VENUE
Beef Teaching Unit South
3721 SW 23rd Street
Gainesville, FL 32608

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VENUE LAYOUT

HOTEL RESERVATION
We will reserve a block of hotel rooms for them to stay in. This hotel is a newly-constructed
facility right off of Archer Road and in walking distance of many establishments such as Texas
Roadhouse and Bento. The reviews are very positive and the prices are quite fair. Also, the
drive from this hotel to the Beef Unit is less than two miles and takes five minutes or less.
Fairfield Inn & Suites by Marriott Gainesville I-75
3877 SW 37 Blvd
Gainesville, FL 32608

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EVENT THEME
The event theme is “Florida Cattle and Citrus”. This will allow us to add color to our
centerpieces and highlight Florida commodities. Since the event is located at the Beef
Teaching Unit, we will be incorporating cattle into the activities, as well as the decorations.
Citrus will allow us to have color and highlight the commodity that needs help right now in
Florida. Our company name 29 Bar Events represents the Florida cattle aspect of this
theme. Each table will have photographs in picture stands of cattle on ranches around all
Florida.
The weekend activities including the University of Florida #WECHOMP Weekend free
sporting events also help to celebrate Florida. We will have Ms. Reba Mazak, Florida
Cattlewoman, as the keynote speaker on Friday morning. She will speak on the importance of
communicating about the agricultural industry. They will also enjoy a night at a local
Gainesville restaurant, where they will be served agricultural products from Florida.
EVENT DECORATIONS
•   Fresh From Florida citrus: lemons and oranges in vases
•   Tables with different images of cattle displayed
•   Examples:

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RISK MANAGEMENT
The risk management plan will consist of every individual signing a waiver because of
potential injuries when around cattle and a list of emergency contacts. The Beef Teaching Unit
is equipped with First-Aid kits for the group. Food allergies will be taken into consideration
when planning meals so that the necessary arrangements can be made. Attendees will be given
the opportunity to inform the event planners of any food allergies prior to the event in their
registration submissions. Emergency numbers will be on hand for any situations they are
needed, including the event directors’.
The event staff will also monitor the weather for the day of the sporting events and let the
participants know of any changes or cancellations.
EMERGENCY NUMBERS
Emergency Fire and Police Department number: 911
UF Police Department Non-Emergency Number: (352) 392-1111
Gainesville Police Department: (352) 393-7500
Alachua County Sheriff’s Department: (352) 955-1818

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ITINERARY
Friday, April 12, 2019

9:00 – 10:00am Check-in and light breakfast

10:00 – 10:30am Keynote Speaker- Ms. Reba Mazak

10:30am – 12:30pm General Seminar and Introduction

12:30 – 1:30pm Lunch

1:30 – 5:30pm Breakout sessions

5:30 – 5:45pm Sendoff / Dismissal

5:45 – 7:00pm Free Time- Attendees can use this time to check-in to their hotel

7:15pm Networking Social- The optional networking social will be held at Harry’s and each
attendee will receive one drink ticket, included in their registration.

v   Attendees have the option to stay overnight in the hotel and attend the
#WECHOMP Weekend sporting events on Saturday.

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EVENT BUDGET

ITEM COST ASSOCIATED

29 Bar Event $500.00

Venue - BTU South $200.00

Food/Beverages $435.00 (rest is sponsored or attendees’ responsibility)

Registration $10.00

Transportation $0.00

Speakers/Teachers $0.00 - Volunteers

Decorations $100.00

Takeaway Materials $0.00 - Sponsored

TOTAL $1,245.00

EXPENSES

ITEM EXPLANATION

29 Bar Events Fee This is a flat rate fee that we charge based on number of attendees to the
event- $10.00/ person, expecting 50 people.

Venue The University of Florida Beef Teaching Unit South will be available
for the $200.00 per day flat-rate meeting fee. The first day will be free
however as there is a “one free meeting per year per organization”
stipulation in place. The Unit has tables and chairs available that are set
up by their staff and included in the $200.00 fee. (The UF Animal
Sciences building on Shealy Drive has an ice machine to utilize for the
drinks so we don’t have to buy any.)

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Food/Beverages Combo Breakfast Platter 104 Count- $27.99 (2)

1-pound coffee- $6.92
Coffee-Mate Creamer- $2.98
Pure Cane Sugar- $7.12
Orange Juice- $4.88/ 89 oz. (3)
Boar’s Head Sub Selections Large- $69.99
Boar’s Head Wrap Variety Large- $69.99
Publix Deli Tender Sampler Medium- $42.99
Publix Deli Fresh Fruit Platter- $44.99
24 Count Coke/Diet Coke- $7.68 (2 each)
35 Count Water Bottles- $3.98 (2)
Gallon Sweet/Unsweet Tea- $2.89/gallon (3 sweet, 2 unsweet)
Disposable Plates- $8.00 (100)
Disposable Cups- $9.00 (100)
Plastic Cutlery- $10.00 (100)
Paper Napkins- $4.00 (200)
*The prices above break down food costs associated with brunch and
lunch options; Friday’s networking event will be underwritten by
Florida Farm Bureau, and there will be no cost associated.

Registration The registration will be completed through the University of Florida

College of Agricultural and Life Sciences (CALS) Events page, which
will be utilized at no cost to you. For day-of check-in we will have
nametag stickers and pens for attendees to fill out and wear.

Transportation Attendees should plan to drive themselves to the Beef Teaching Unit but
we will reserve university vans to shuttle them if/when the need arises.

Speakers/Teachers Professors from the University of Florida will be leading and instructing
the classes, so there are no out-of-pocket costs associated. Ms. Reba
Mazak is donating her time to come speak. We will be sure to include
them in the number of sponsored gifts Farm Credit will supply as a
“thank you” to them.

Decorations 29 Bar Events has decoration inventory available for use for an
additional $100. This includes vases for the citrus and picture stands for
the cattle photographs. They also have an ice cooler to use for the
drinks. The Fresh From Florida citrus is to be donated by A. Duda &
Sons, Inc. (DUDA) and placed in the vases. The cattle photographs are
going to be borrowed from Florida Cattlemen’s Association (FCA)
archives.

Takeaway Materials Farm Credit will be sponsoring RTIC tumblers with their logo on them
for all attendees, speakers, and teachers at this event.
Also, DUDA is sponsoring the materials necessary to assemble folders
of lecture content and resources for attendees to leave with notes on the
valuable information and contacts they acquired at the event.

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COMMITTEE & VOLUNTEER STRUCTURE

The committees will be selected based on the attendees’ preferences and schedules. Outlined
below are the committees and Event Director role need to effectively execute and coordinate the
event.
EVENT DIRECTOR
The event director is in charge of ensuring reservations are made and that all the details of each
committee are handled. The Event Director will also lead the feedback surveys and figure out
how to implicate their feedback in future years.
MARKETING/COMMUNICATION COMMITTEE
The Marketing/Communication Committee will make sure that emails are sent. They will also
send out all the information regarding registration to the agricultural communicators attending.
FOOD & ENTERTAINMENT COMMITTEE
The Food & Entertainment Committee will provide the food for the event. This includes
breakfast, lunch, and dinner for the event. They will also provide the attendees with the
schedules for the sporting events happening that day.
DESIGN & BRANDING COMMITTEE
Create a theme for the weekend and help to implement it throughout the week.
FINANCIAL & SPONSORSHIP
Recruit sponsors and community supporters to fund the professional development weekend.
CONTENT COMMITTEE
Put together professional development material for day of the event. Create itinerary for the day
of the event.
VOLUNTEERS

We will need four speakers to teach the information to the attendees. The speakers can be a
University of Florida professor of a technology course or a professional in the field of
agricultural communications. We will also need approximately five or more student volunteers
from the AEC 4036 advanced video productions class with proficient skills in Adobe Master
Suite editing software. The speakers will utilize these student volunteers within their sessions to
assist the attendees in order to keep the schedule on track. We will pull 3-4 additional event
volunteers from the Agricultural Communicators and Leaders of Tomorrow (ACLT) Club at the
University of Florida.

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PROJECT MANAGEMENT TIMELINE

Date/Deadline Task Committee

1/20/19 Reserve South Beef Teaching Unit Event Director

1/20/19 Create and send out invitations Marketing/Communication

Committee

1/20/19 Email Registration and RSVP info Marketing/Communication

Committee

2/28/19 Reserve food for event Food & Entertainment

Committee

2/28/19 Distribute sponsorship information Financial & Sponsorship

Committee

2/28/19 RSVPs due Marketing/Communication

Committee

2/28/19 Reserve hotel blocks Event Director

3/15/19 Create itinerary for weekend Content Committee

3/15/19 Contact UF faculty and ACLT students for Event Director

help

3/15/19 Figure out transportation around Gainesville Event Director

3/15/19 Process registration and Prepare meeting Content Committee

materials

3/15/19 Look into local restaurant and party room Food & Entertainment
reservations Committee

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COMMUNICATION & MARKETING PLAN

The event will be publicized to the of major agricultural companies with stake in agricultural
communications through email advertisements including the graphic shown below. A link to the
registration platform will be included so potential attendees have the necessary resources to
commit to the event all in one email. The emails will also include the #WECHOMP Weekend
flyer and website link for convenience and planning purposes.

REGISTRATION PLAN
This event will be pre-registration only. Registration for this event will open a little less than
three months before the event takes place to give ample time for attendee preparation.
Registration will be conducted through the College of Agricultural and Life Sciences (CALS)
Events page calendar, and an automatic cap will be set for 50. The cost of registration will be
$50.00 per attendee and can be paid through a link on the CALS Events page or via check in the
mail.

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An event waitlist will be utilized to fill spaces in case of last-minute cancellations. This will
eliminate waste-costs associated with the event. The CALS Events page will provide the initial
registration confirmation via phone notification and email. The secondary confirmation will be
sent directly to the registered individual via email by 29 Bar Events about 3 weeks out from the
event. The final confirmation will come in the form of both an email and a phone call the week
of the event. The link for the CALS Events page can be shared via any social media outlet or
email. The initial confirmation will provide the registered individual with all necessary contact
information. Additional follow-ups will include more detailed information as the event
approaches. In the email invitations, we will ask that attendees bring their own laptop computers
equipped with the appropriate software. Additionally, we are reserving a sufficient block of hotel
rooms at the new Fairfield Inn & Suites just minutes from the Beef Teaching Unit as most
Gainesville hotels will fill up for the #WECHOMP Weekend.
SPONSORS
•   Florida Farm Bureau is underwriting the networking social at Harry’s in downtown
Gainesville.
•   Farm Credit is sponsoring RTIC cups with their logo for all attendees, speakers, and
teachers at the event.
•   DUDA is sponsoring the takeaway materials and the citrus for decorations.

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EVALUATION PLAN
In order to gauge interest for future professional development events, we will distribute this
evaluation form at the end of the last educational session on Friday, April 12.

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