Contour Studios Long Island

Presents

“Pointe Towards the Future”

Eglevsky Ballet Company
Relaunch

Project Plan

Created by: Nicole Metthe

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TABLE OF CONTENTS:

Project Introduction / Problem Statement…………………… 3

Mission, Goals, and Objectives……………………………… 4

Project Requirements………………………………………… 5
Work Requirements, Deliverables, Resources

Work Breakdown…………………………………………….. 5

Job Assignments……………………………………………... 7

Budget / Contributors………………………………………… 8

Schedules……………………………………………………… 9

Evaluation / Exit Criteria………...…………………………... 11

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INTRODUCTION

EVENT: “Pointe Towards the Future” Eglevsky Ballet Company Relaunch

EVENT DATE: March 24th, 2017

EVENT TIME: 7:00pm

EVENT SUMMARY: Eglevsky Ballet students and professional ballet dancers/choreographers,

who are close friends of Eglevsky Ballet Company, will perform a short showcase for invited

guests to promote the ballet school. The event, “Pointe Towards the Future,” will start at 7:00pm

on March 24th, 2017, at the Eglevsky Ballet Company in Bethpage, NY. Guests will enjoy a

cocktail hour with passed appetizers and drinks, and have an opportunity to take photos in front

of the studio’s custom step-and-repeat with the Eglevsky logo. Guests will then enjoy an hour of

ballet demonstration and a look at the studio’s upcoming season. The night will close with

passed pastries around 9:30pm.

TOTAL BUDGET: $1,804.70

PROJECT TEAM MEMBERS:

NAME POSITION CONTACT

M. B. Curry Executive Artistic Director Email: xxx@xxx.com
J. Melaniff Assistant Executive Director Email: xxx@xxx.com
N. Metthe Project Manager Email: xxx@xxx.com
L. Gorski Staff Member Email: xxx@xxx.com
R. Singh Staff Member Email: xxx@xxx.com
M. Scheumer Staff Member Email: xxx@xxx.com
J. Palazato Staff Member Email: xxx@xxx.com
K. Rivera Staff Member Email: xxx@xxx.com
C. Beaudrie Staff Member Email: xxx@xxx.com

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PROBLEM STATEMENT:
Eglevsky Ballet Company is in need for more exposure to the school. Nestled in
Bethpage, NY, in the heart of Long Island, NY, lies the only professional ballet school in the
area, yet very few of Long Island’s patrons know that it is there. The not-for-profit is host to
approximately 250 students, however there is much room for more. Eglevsky Ballet Company
wants to reach all corners of Long Island to increase registration, support, and awareness to a
school that teaches the professional techniques of ballet starting at an early age.

MISSION, GOALS, and OBJECTIVES:

MISSION STATEMENT:
“Pointe Towards the Future,” will bring exposure to Long Island’s hidden gem and only
professional ballet school, Eglevsky Ballet Company, to educate young dancers in professional
ballet training in Long Island, NY.
PROJECT GOALS:
 To promote the ballet school and the skillset of its students
 To educate the audience about the types of dance lessons the school offers
 To attract more people to Eglevsky Ballet Company in the future, building the number of
students in the school.
OBJECTIVES:
 To perform 4 dance demonstrations including a piece from Eglevsky Ballet’s
performance of The Nutcracker.
 To bring in professional ballet dancers and choreographers who have worked with
Eglevsky Ballet Company in the past.
 To feed guests with passed appetizers and beverages.
 To inform guests of the upcoming season at Eglevsky Ballet Company.

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PROJECT REQUIREMENTS
WORK REQUIREMENTS:  Projector and Screen
 Photography Equipment/Step and
 Choreographers and Dancers
Repeat
 Music/prerecorded video clips
 Set Up/Break Down RESOURCES:
DELIVERABLES:  Eglevsky Studio Event Space
 Dancers/Choreographers
 Invitations/Programs
 Photographer
 Tables/Chairs
 Set Up/Break Down Volunteers
 Food/Drinks
 Passed Appetizers Volunteers
 Linen for tables

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WORK BREAKDOWN – POINTE TOWARDS
THE FUTURE
 EVENT CONCEPT
o Decide on type of event – 1 hr.
o Name event – 1 hr.
o Decide what event will consist of – 1 hr.
o Create Time Line and Project Plan – 5 hrs.
o Create Schedule for Rehearsals/Event Requirements – 4 hrs.
 BUDGET
o Create Budget – 3 hrs.
o Present Budget to Board and make edits – 3 hrs.
 GUEST LIST
o Put together list of invites – 6 hrs.
o Finalize Guest List – 3 hrs.
 PERFORMERS
o Reach out to select performers/choreographers – 2 days
o Set up transportation of visiting performers/choreographers – 2 hrs.
 LITERATURE
o Design Event Invitation – 2 hrs.
o Send Invitation to be Printed – 1 hr.
o Design Event Program – 2 hrs.
o Send Programs to be Printed – 1 hr.
 FOOD/DRINK
o Decide on Food and Drink for event – 4 hrs.
o Place order for food – 1 hr.
o Pick up food and drinks – 2 hrs.
 FURNITURE/PTG
o Request quote from PTG for cocktail table rental – 1 hr.
o Schedule drop off/pick up of tables – 1 hr.
o Count chairs at studio – 1 hr.
o Count Tables for food/drink – 1 hr.
 SET UP/BREAK DOWN
o Decorate studio – 1 hr.
o Set up tables and chairs in main lobby and studio – 3 hrs.
o Place food/drink in designated areas – 1 hr.
 o Place program on each seat – 1 hr.
o Set up warm up space for dancers and post performance schedule – 1 hr.
 SOUND/VISUALS
o Decide on musical selections for Eglevsky student performance – 1 hr.
o Request copy of music (MP3) from visiting performers – 2 hrs.
o Ask contact for screen and projector – 1 hr.
o Schedule drop off/pick up of screen and projector – 1 hr.

JOB ASSIGNMENTS
JOB MB J.M N.M L.G. R.S. M.S J.P. K.R C.B
C . . . . .
Master of
Ceremonies
X
Invites/Programs
X X
Project Manager
X
PTG
X
Photography
X
Food/Drinks
X
Reception/Phones
X X
Transport for
dancers
X
Food/Drinks
X X
“Stage Manager”
X
Decorations
X X X
Performance
Selections
X
Set up/Break
down
X X X X X
Sound
System/Projector
X X

EVENT BUDGET

Event Name Estimated Actual

Pointe Towards the Future Relaunch Budget $2,762 $1804.70

Equipment Budget Estimated Actual

Cocktail Table Rental (10) $100 $84
Step and Repeat with Stand $700 $560
Projector and Screen Rental $250 $0
Total Equipment Budget $1050 $644
Entertainment Budget Estimated Actual
Travel Expenses for $150 $108
Performers
Musician Costs $300 $0
Total Entertainment Budget $450 $108

Food and Décor Budget Estimated Actual

Food $300 $325
Beverages $150 $50
Black Round Tablecloths $110 $45
Star-Shaped Glass Dishes $30 $10
Centerpieces $200 $150
Total Food and Décor Budget $790 $580

Stationary and Mailing Estimated Actual

Budget
300 Forever Stamps $137 $137
300 Printed Invitations $90 $90
3- 100 Pack Envelopes $65 $65.70
200 Printed Programs $90 $90
200 Eglevsky Season $90 $90
Programs
Total Stationary and Mailing $472 $472.70
Budget

SCHEDULE
January 2017

Sun Mon Tue Wed Thu Fri Sat

1 2 3 4 5 6 7

Conce Discu Sched Finalize

pt ss ule Budget
Idea Budg Dancer
et s
 8 9 10 11 12 13 14

Create Design Space

invite invites Rehear
list sal
15 16 17 18 19 20 21

Invitatio Space
ns Rehear
come in sal
22 23 24 25 26 27 28

Finaliz Print Pick up Pack Drop of Space

e Label forever Invitatio Invites Rehear
Invite s for stamp ns to Post sal
List Invite s Office
s
29 30 31

February 2017

Sun Mon Tue Wed Thu Fri Sat

1 2 3 4

Call List Schedule

PTG possible M.S.
for food/dri Photograp
Table nk hy
s choices
5 6 7 8 9 10 11

12 13 14 15 16 17 18

Follow Follo Follo Follow Follow up

up on w up w up up on on RSVPs
RSVPs on on RSVPs
RSVP RSVP
s s
19 20 21 22 23 24 25
 Follow Follo Follo Follow Follow up
up on w up w up up on on RSVPs
RSVPs on on RSVPs
RSVP RSVP
s s
26 27 28

Finali
ze
Guest
List!

March 2017

Sun Mon Tue Wed Thu Fri Sat

1 2 3 4

5 6 7 8 9 10 11

Place
food
order
12 13 14 15 16 17 18

Finalize Progra Create Create Final

Performan ms work event Dress
ce Deliver breakdo sched Rehear
Schedule ed wn ule sal
sheet
19 20 21 22 23 24 25

Progra PTG Pick Studio Point PTG

ms Cut tables up cleaning e Tables
delivered drinks and start Towar returne
for set up ds the d
cocktai Futur
l hour e
@7pm
26 27 28 29 30 31

Evaluati
on at
board
meeting
EVALUATION
An evaluation will take place among myself, the Executive Director, the Assistant Director, and
the rest of the Board Members. The following questions will be presented:
 Did we meet our objective net income of bringing more exposure to Eglevsky Ballet
Company?
 Did we reach our goal of having 80-100 guests? Were any of these guests important
members of the community? Did anyone who could not make it send acknowledgement
about the event?
 Were people happy with the event? How do we know? Will they attend an Eglevsky
event in the future?
 Did anyone offer to make donations or help with an upcoming Eglevsky Ballet event?
 Did we save money from our initial budget?

EXIT CRITERIA
Event project will be complete after:
 All work requirements and deliverables have been accomplished.
 Evaluation questions have been reviewed and evaluated between project manager,
directors, and board members.
 Cocktail tables have been returned to PTG