1. August 1, 2011 - Performance Kwahadi Dancers
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1. August 1, 2011 - Performance Kwahadi Dancers
from Scouter Herb Ripley (hripley@ns.aliantzinc.ca)
I would like to thank those that have already stepped forward and offered to volunteer to help make the planned visit and performance of the Kwahadi Dancers (www.kwahadi.com) a great success. However there is still a great need for additional help as we move forward. Time is short and any assistance you may be able to offer would be greatly appreciated.
Last week I had the opportunity to meet with Steve Kent on his visit to NS Council. I filled him in on this opportunity and he was very supportive of it going ahead as he, like I, see it as a great opportunity to showcase scouting in our area and to raise our profile.
In my last email I outlined the probable sub-committee structure to pull this event off and would like to provide a bit more detail on what is required.
Food - Don Sanford, Don MacMillan and Mary MacMillan have volunteered to assist in this area. All told there will be a need to feed 60+ people 3 sit down meals plus prepare a bagged lunch. This group will be responsible for creating the menu, sourcing the required food supplies as well as preparation. An additional 2-3 volunteers would be great to give them a hand. If this is an area to can help out in please contact Don at donsanford@eastlink.ca (and cc myself) to let him know.
Venue - Other than myself, no one has come forward yet to help out. If you wish to do so please send me an email indicating your interest. This group will be tasked with the performance related tasks, developing the program, involving perhaps First Nations groups, inviting special guests, etc, etc, I am guessing needing 3-4 volunteers for this
Sightseeing - No names have come forward here either but would appreciate getting 3-4 volunteers here. The tentative plan is to bus the visitors to Citadel Hill for a tour of that property. Following this they would do a walking tour down to the waterfront where they would visit the Museum of the Atlantic. Following the museum they would take a ferry ride across the harbour and would re-board their bus for the trip back to Camp Harris. All told we likely will just have about a 5 hour window to accomplish this. I foresee breaking the 60 visitors into groups of 15-20 each accompanied by a Scouter from our area. So our need is a minimum 3-4 volunteers here.
Sponsorship - While we might be able to make this effort a financial success without sponsorship support, it would be very helpful if we will be able to obtain perhaps 2-3 sponsors who will contribute financially. To give everyone a sense of the $$ involved here, we are facing an approximate cost of perhaps as high as $5,000. This would be broken down into food costs, venue rental costs, sightseeing costs plus a contribution to the costs being incurred by the visitors to travel to Halifax. Really need probably 1-2 volunteers to tackle this
Ticket Sales - This is a key area to the hopefully successful effort we are undertaking. I am anticipating right now that we will need to sell our tickets at a $10 fee per attendee. I have a short list of venues and am anticipating that we will have a potential space capacity of between 1,000 - 1,400. The quick math is that if we sell out all tickets that we will gross between $10,000 - $14,000. What I would like to do is set up the tickets so that 50% of the ticket sales gross goes to the costs of organizing the event with the remaining 50% being divided among the Areas selling tickets (based on percentage of tickets sold). So a potential pot of $5,000 - 7,000 to split between the Areas. Any excess funds from the portion used to cover the fixed costs will be donated to the Council Scholarship fund. It is very important that we get tickets prepared and notices circulated advising of this event and start promoting it wherever/however we can. What I am hopeful of doing is using the Council office as the central point for ticket sales as they can coordinate sending tickets out, accepting credit cards for payment, etc, etc So there is a real pressing need for 2-3 volunteers to take on the ticket coordination role which will include designing the tickets, getting them printed and put in the hands of Council staff.
Publicity - Another key area to making this a success. We need to have as much public awareness of this event as we possibly can. I envision us getting a local radio station to "sponsor" us via free air time to promote the event. Also this group will need to make sure local scouting is aware of this opportunity and promote it wherever possible. I am hoping that Peter Koskolos will head this group in his capacity as head of the Council Publicity committee and that he will need perhaps 2-3 additional people to assist him.
I am hoping that we can get more volunteers over the next few days and that we then will schedule a series of conference calls to get each sub-group up and running with their tasks.
Please don't hesitate to pass this email along to anyone you know
that might be a potential volunteer.
YIS
Herb
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