1. Benefitting Penn State Hershey Children’s Hospital
Hershey Park 5K
Benefitting Penn State Hershey Children’s Hospital
November 3, 2017

2. Project Overview
Description: The Hershey Park Charity 5K is a family-friendly run at Hershey Park (PA).
Objective: To conduct a charity run at Hershey Park on October 25, 2017, supported by the securing of sponsors and volunteers, and from which all proceeds will be donated to Penn State Hershey Children’s Hospital.

3. Scope Work Breakdown Structure Indentured List
Activity Number, Activity, Responsibility, Predecessor
Agreement with Hershey Park
1.1, Schedule meeting with Hershey Park, Tyler
1.2, Determine costs, Tyler, 1.1
1.3, Determine sponsorship agreement, Lydia, 1.1
1.4, Sign MOU, Ashlee, 1.2, 1.3
Route and Stations
2.1, Determine course of race, Audrey, 1.4
2.2, Map out race day stations, Audrey, 2.1
2.3, Purchase chip timing technology, Audrey, 1.4
Sponsorships
3.1, Brainstorm 50-75 potential sponsors, Lydia, 1.4
3.2, Pitch sponsorship opportunities, Lydia, 3.1
Event Marketing
4.1, Perform market research to determine media outlet, Lydia, 1.4
4.2, Build and launch website, Ashlee, 4.1
4.3, Design online banner advertisements, Lydia, 4.2
4.4, Design flyers, Lydia, 4.2
4.5, Launch social media accounts, Ashlee, 4.3
4.6, Secure media presence, Ashlee, 4.1, 4.2, 4.3, 4.4, 4.5
Volunteers 
5.1, Reach out to identified volunteer groups, Tyler, 1.4
5.2, Secure at least 40 volunteers, Tyler, 5.1
Pre-event Participant Registration
6.1, Launch registration tool via website, Ashlee, 4.4
6.2, Track number of registrants, Audrey, 6.1
6.3, Send confirmation upon registration, Audrey, 6.1
Branding Collateral
7.1, Design and order volunteer t-shirts, Lydia, 4.4, 4.5, 4.6
7.2, Design and order participant t-shirts, Lydia, 4.4, 4.5
7.3, Design and order event banners, Lydia, 4.4, 4.5
Food and Refreshments
8.1, Pick up food, refreshments, and gifts-in-kind, Tyler, 3.2, 6.2, 6.3
8.2, Purchase remaining food and refreshment needs, Tyler, 8.1
Event Day Registration
9.1, Provide onsite registration for those who did not register online, Lydia, 1.4, 5.2
Event
10.1, Check in all race participants, Audrey, 5.2, 6.2, 9.1
10.2, Provide chip timing technology to all participants, Audrey, 2.3, 5.2, 10.1
10.3, Provide shirts to all participants, Audrey, 5.2, 7.1, 7.2, 10.1
10.4, Line up participants, Lydia, 5.2, 10.1
10.5, Start Race, Lydia, 10.2, 10.3, 10.4
Event Food/Beverage 
11.1, Hand out water to participants at midway station, Tyler, 2.2, 8.2, 10.5
11.2, Hand out food and water at end of course station, Tyler, 2.2, 8.2, 10.5
11.3, Provide snacks for volunteers, Tyler, 8.2
Post Event
12.1, Hand out cash reward prizes for top three males and females, Lydia, 10.5
12.2, Present “big” check to Penn State Hershey Children’s Hospital, Lydia, 10.5, 12.1
12.3, Clean-up event and tear down stations, Audrey, 10.5, 11.1, 11.2, 11.3, 12.1, 12.2
12.4, Update website with race results, Ashlee, 10.5
12.5, Send thank yous to sponsors, send final check, Audrey, 3.2
12.6, Meet internally to discuss lessons learned, Ashlee, 12.3
12.7, Meet with Hershey Park to debrief, Tyler, 12.6
Work
Breakdown
Structure
Indentured
List

4. Schedule

5. Budget

7. Project Statistics Media Reach Logo Utilization 400 t-shirts
City (PA)
Web
Social Media TV
Radio
Print
PennLive.com
Mechanicsburg x
The Sun News
Hummelstown
Paxton Herald
Harrisburg
Lebanon Daily News
Lebanon
Patriot-News
WHTM-TV, ABC27
WGAL-TV, NBC8
York
WHKF, 99.3 FM
Logo Utilization
400 t-shirts
12 banners
450 flyers
845 unique website visitors
Banner advertisements
Social media accounts
Media coverage

8. Lessons Learned Shirt costs and design can be prohibitive.
Limit website features for ease of use and design.
Media presence is key for sponsorships.
All volunteers are different, delegate wisely.
Build slow momentum instead of relying on one big push.