2023
Treetops Planning Committee Boo Bash Report
Prepared by
Jessica Medeiros
Presented by Romina Silvaroli
Table Of Content The Origin Story What could you do at Boo Bash? The Boo Bash Sponsors Attendee Survey Feedback Financial Statements Final Thoughts
Treetops Planning Committee
The Origins of Boo Bash How it Started Boo Bash owes its origin to a simple call-to-action post on the Treetops Community's Facebook page on August 22, 2023. Within days, 15 women had come together to volunteer their time, plans were set in motion, and the event permit was approved by September 7, 2023. The ball had begun rolling on creating a completely NOT FOR PROFIT and FREE event for the residents of the Treetops Community. We extend our gratitude to our Sponsors, whose unwavering support and partnership played a pivotal role in making the event a resounding success. Thanks to the generosity of these incredible businesses, the Boo Bash Committee raised a total of $7150.00 in sponsorship and the donated raffle prizes (valued at over $2250.00) earned an additional $1372.00. 100% of all revenue generated was used in the making of this event and the goal of a zero balance ledger was achieved. The inaugural event drew more than 1000 attendees throughout the day, which was a remarkable achievement.
Treetops Planning Committee
What could you do at Boo Bash? Swag Bags
Food Trucks
The first 200 children to visit the Boo Bash Committee tent were gifted goodie bags containing treats and promotional material provided by participating sponsors.
Attendees could get food and refreshments from our 3 food trucks: Big Z’s on the Go, Century Delight Catering, & Funnel Cake Dream. Many food offerings were SOLD OUT by the end of the night!
Activities
Vendor Market
A diverse range of activities generously sponsored by local businesses and suitable for all age groups kept the community entertained, including an Escape Room, scavenger hunt, haunted gazebo, sensory bins, pumpkin golf, pumpkin decorating, sac races and so much more! Entertainment The day was filled with a range of entertainment, including a live band, musician, costume contests, and a magician.
The market featured 10 local small businesses for attendees to shop and discover.
Boo Bash Boo-nors Our Boo-nors generously donated $7150.00 to bring the event to life. Additionally, the raffle prizes were valued at $2250. This year we had: 26 Boo-nors (sponsors) 12 businesses donating to loot bags 26 donators to the raffle
What did Sponsorship look like for the Boo-nors: The Ultimate Boo-nor Naming rights for the event Inclusion of logo on all event materials (outdoor signs & front page of post cards) Vendor Space advertising Business Sponsor Magazine Feature The Fun Boo-nor Inclusion of logo on the activity sign at the event + second postcard invitation Sponsor Magazine Feature The Giving Boo-nor Inclusion of logo on the second postcard invitation Sponsor Magazine Feature The Helpful Boo-nor Inclusion of logo on the second postcard invitation Sponsor Magazine Feature
Treetops Planning Committee
It was heartwarming to see the community come together and support our event. The 12 businesses that contributed to the loot bags helped make the event extra special for all of our attendees. The 200 loot bags we were able to create this year were all given out within the first half hour of the event. The loot bags included treats for the children and promotional material for the parents from the donors. Because of the generosity of 26 businesses we had an assortment of raffle prizes. We are grateful to each and every business that contributed to our event's success. Every business/community member that donated to the Boo Bash financially or with their time was acknowledged in our Boo Bash Sponsor magazine.
Boo Bash Sponsor Magazine - Analytics
Treetops Planning Committee
How did Boo Bash give back? The Boo Bash required A LOT of man power. From door-to-door distribution of our event invitation, cleaning up the park BEFORE & AFTER the event and help the day of, we were able to provide 24 high school students an opportunity to earn community service hours towards their graduation requirements. It was heartwarming to see so many volunteers come together to make the Boo Bash a reality and we hope to continue this tradition for years to come. The event not only provided a fun and safe environment for high school students to enjoy but it also instilled in them the value of community service and gave them a sense of belonging in our neighbourhood. We look forward to seeing the positive impact our efforts will have on the community. After the event was wrapped up and our financials were reconciled we had $23.54 left in the Boo Bash Bank. In keeping with our NOT FOR PROFIT goal, we used this money to purchase canned foods for the Food Bank resulting in a zero balance ledger.
Treetops Planning Committee
Attendee Feedback Post event a survey was posted on Facebook and sent to our newsletter subscribers for feedback on Boo Bash from attendees. We have noted what the public would like to see for future events and will be implementing changes for next years Boo Bash!
Great job. We had so much fun.
❤️
THANK YOU!! what a wonderful afternoon =)
Treetops Planning Committee
Keep going! You throw a great gathering/party.
The park decor was amazing! You all did such a great job! Thank you all!
It was a great event, thanks so much for your time & dedication to make it happen!
Attendee Feedback
Treetops Planning Committee
Attendee Feedback
Treetops Planning Committee
Attendee Feedback: What would you Change? Change how the costume contests are run (judging and presentation of the participants) Volunteers and those working at the event should be better visible to help differentiate between volunteers/attendees I didn’t like that discount coupons were offered as “prizes”. I would suggest offering only actual items or fully paid certificates only in the future. Try to include activities for slightly older kids. The escape room was great but the Bash should include something for all ages. Also maybe more food trucks and OPP to interact with the youth community if available like the fire fighters. Needs to be more secure in the sense of having people that are not residents of treetops participate. It’ll be hard but I thinking maybe handing out waistbands Make sure there are enough goodie bags for the kids, we got there just before 3 and the bags were are already gone. More activities and more candy.
Timing - start earlier/end earlier
More activities for all ages (older kids/adults)
More food vendors
Treetops Planning Committee
LOVED THE ESCAPE ROOM BUT THE LINE UP… Multiple winners for prizes
More seating/tables if possible for eating/snacking.
Financial Statements 1 Sep - 24 Nov 23
Revenue (Sponsorships + Donations)
9,617.50
Expenses
9,617.50
The Boo Bash was an entirely Not for Profit Event. Every dollar that was raised via sponsorships, donations, and the raffle was used to bring the event to life. The following section will outline in detail the specific costs that went towards each piece of the event versus where the revenue came from. Firstly, a significant portion of the funds raised went towards securing the venue for the Boo Bash. This included the permit fee, as well as expenses related to decorating the park. Additionally, a portion of the funds went towards hiring various entertainers, such as the live band, the escape room, and the magician, to ensure that there was something for everyone at the event. Another important expense was marketing and promotion for the Boo Bash. This included everything from designing and printing flyers and outdoor signs. It was important to get the word out about the event to as many people as possible so that we could bring the entire community together. Overall, the Boo Bash was a huge success, thanks to the generosity of our sponsors and donors, as well as the hard work of our dedicated team of volunteers. We were able to create a fun and memorable event for the community. We can't wait to do it again next year!
Treetops Planning Committee
Revenue vs. Expenses Revenue $ 0.00
$ 2,000.00
$ 4,000.00
$ 6,000.00
Sponsorship
$ 7,150.00
Raffle Sales
$ 1,372.00
Donations
$ 595.00
Vendor Market
$ 500.00
Expenses $ 0.00
$ 1,000.00
$ 2,000.00
$ 3,000.00
Entertainment
$ 3,710.00
Overall Event Expenses
$ 2,442.51
Decorations
$ 1,999.47
Activities
$ 878.85
Printed Advertising
$ 552.57
Food Bank Canned Goods
$ 23.54
Bank Service Fees
$ 20.00 Square Service Charge (Returned Fee) - $ 9.44
Treetops Planning Committee
Final Thoughts The Boo Bash Committee was awarded a certificate of Congratulations by the Town of New Tecumseth for the Boo Bash Event. The success of Boo Bash set into motion some amazing things for 2024. Stay tuned for more details!
Romina Silvaroli - Organizer Andrea Singh - Volunteer lead Milissa Waterman - Decor lead Lauren Elisabeth - Activities Lead Jessica Medeiros - Graphics/Marketing Shabana Punsammy - Entertainment Lead Angela Barahona Anjali Sharma Brooke Posada Jameela Hussain Jennifer Ingwersen
Treetops Planning Committee
Michelle Ferreira Sabrina Silva Tanya Raven Tiphanie Wynters Volunteers