Hot Rodeo Team Vision for 2011
TO VOLUNTEER PLEASE CONTACT
I. Mission Statement is to produce a better event than 2009 where the Hot Rodeo TEAM works together to accomplish Teamwork, Planning, Structure, Growth and the Best Damn Hot Rodeo ever. Together Everyone Achieves More Promote the Western Heritage and Lifestyle within the Palm Springs community through the Hot Rodeo, Dancing and Rodeo Production.
II. Objectives
A. Man Power - recruit more people to help in the production of this year’s rodeo.
B. Successfully put on a rodeo both in production and financial.
C. Build Bridges – with as many local gay originations as possible
D. Financially we need to have $15,000 dollars in the bank after our rodeo along with several multi-year sponsorship contracts in place.
E. Perception should be a great rodeo event that is fun to attend.
III. Goals
GrowthContinue to Develop: timelines to accomplish all tasks, job descriptions so that everyone knows what is expected of him or her, policies and procedures so that everyone spends less time trying to figure out what they are doing.
a. Timelines
(1) Rodeo Timeline - Done
(2) Week of Rodeo Timeline - Done
b. Job Descriptions
(1) VP of Rodeo Operations
(2) Rodeo Director
(3) Assistant Rodeo Director – Done
(4) Awards Coordinator – Done
(5) Barn Manager
(6) Box Office Manager
(7) Buckle Coordinator - Done
(8) Contestant Coordinator – Done
(9) Grand Entry Coordinator
(10) Hotel Director - Done
(11) Logistics Coordinator
(12) Media Coordinator
(13) Merchandise Coordinator
(14) Program Coordinator
(15) Promotion Director
(16) Security Coordinator
(17) Treasurer
(18) Vendor Coordinator – Done
(19) Volunteer Director - Done
2. Expanding the experience of:
a. Fun by ensuring everyone has fun from the production team to the contestants, volunteers and spectators.
b. Sponsorship by putting future contract into place.
c. Man power by recruiting more people to do all of the jobs and to help in doing the recruiting will be having the timelines and job descriptions done.
d. Teamwork by developing togetherness and communication to put on the best rodeo event.
e. Finding a new hotel venue where we can be more finically successful and run a better event.
f. Marketing by exploring new idea’s such as:
(1) New people
(2) Billboard Advertising
(3) Radio Advertising
(4) New Philosophies
(I) Together Everyone Achieves More
(II) Fun
(III) Positive Attitudes
(IV) Winning Attitudes
(5) Advertising, promoting and selling to new markets
3. Entertainment by:
a. Encouraging existing ideas such as communication - the Saturday night dance at Club W.
b. Ensuring the spectators are amused and interested while at the rodeo.
(1) By amusing the crowd between events.
(2) By keeping the energy level high during the rodeo.
B. Planning is a major factor in the success of an event:
1. Data must be gathered and factors considered before an event plan can be constructed.
2. When putting this plan together explore new options and concepts for possible implementation.
3. By utilizing all resources, a better event can be planned
4. Preparing a timeline:
(1) Will keep us on track for a triumphant event.
(2)Reduce stress and crisis management. Man power will help this.
(3) Will need to include:
(I) Help prepare for The 2011 rodeo
(II) Starting the 2012 rodeo event by March 2011.
5. Find staff who can reach outside of themselves, there environment and look for other way to effectively accomplish our mission.
6. Constantly review and evaluate the plan for effectiveness for future rodeo events.
C. Directors and Coordinators selection process will evaluate the people for the job who can productively complete the mission and who will be accountable and responsible for the job they are doing. When selecting people we will be looking for those persons, who can bring new ideas, work, communicate and have fun with the team.
D. Budget goals are:
1. To plan a rodeo event within our financial means.
2. To ensure all directors and coordinators stay within their budgets.
3. Make certain the Hot Rodeo Team understands what the cost will be for not staying within their budgets.
4. To make certain checks and balances are in place for ensuring we stay within our budget.
5. To solicit sponsorships, encourage fundraising projects and increase gate attendance.
E. Event:
1. Fun and Entertaining
a. This event will focus on the rodeo
b. Because the event will be well planned, everyone will enjoy himself or herself.
c. Because of changes within the Vendor area expecting more selection and happier vendors
d. Per the Palm Springs Chapter Bylaws we will try and establish a Western Heritage Collection of memorabilia for exhibit for the purpose of educating the public of the important heritage we share.
2. Will be Fun and with new energy
a. Because it will be well attended because of a new marketing plan.
b. Because the staff will have done their jobs prior to the rodeo weekend.
c. Because the Team will work together with a sense of camaraderie, desiring to be at the event because they know they are producing the best event.
F. Structure of the Rodeo
1. Origination Chart
2. Rodeo Timeline
3. Week of Rodeo Timeline
4. Check Request
5. Grounds Layout
6. Rodeo Contact List
7. Job Descriptions
8. Bylaws link http://palmspringsrodeo.org/html/bylaws.html
9. Standing Rules link http://palmspringsrodeo.org/html/standingrules.html
