Halloween Event Plan

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Event Name: Spooktacular Halloween Bash

Prepared by: [Your Name]

Date: October 31, 2050

Time: 6:00 PM - 10:00 PM

Location: Maple Grove Community Center, Main Hall

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Event Objectives

• Create a thrilling and family-friendly Halloween experience for the community.

• Encourage participation through interactive games, contests, and activities.

• Raise $2,000 for the local youth center through ticket sales and raffle drawings.

Target Audience

• Families with children (ages 5-12)

• Teens (ages 13-18)

• Adults (all ages welcome)

• Local businesses and community members

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Budget Overview

Item	Estimated Cost
Venue Rental	$300
Decorations (bats, spiders, pumpkins)	$200
Food and Drinks (candy, snacks, drinks)	$400
Entertainment (DJ, face painter)	$250
Prizes for Contests (gift cards, toys)	$150
Marketing and Promotions (flyers, ads)	$100
Miscellaneous (costume accessories, lighting)	$100
Total	$1,600

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Event Schedule

Time	Activity
6:00 PM	Doors Open, Welcome Drinks (Spooky Punch)
6:30 PM	Costume Contest Registration Opens
7:00 PM	Halloween Trivia Contest Begins
7:30 PM	Haunted House Tour and Trick-or-Treat Trail
8:30 PM	Spooky Dance Party with DJ Frankie Phantom
9:30 PM	Costume Contest Winners Announced
10:00 PM	Event Ends, Thank You Announcements

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Activities

Costume Contest

• Categories: Best Costume, Scariest Costume, Most Creative, Best Group Costume

• Prizes:

  • Best Costume: $50 Gift Card + Trophy

  • Scariest Costume: $30 Gift Card + Halloween-Themed Basket

  • Most Creative: $25 Gift Card + Certificate

  • Best Group Costume: Halloween Goodie Bag for Each Member

• Judges: Local business owners and teachers from Maple Elementary School.

Halloween Trivia Contest

• Teams: 2-4 people per team; questions range from easy (kids) to hard (adults).

• Prizes: 1st Place: $50 Amazon Gift Card; 2nd Place: Movie Night Basket

• Host: Local comedian, Tom the Terrifying

Haunted House Tour

• Details: A 10-minute haunted house experience located in the gymnasium, filled with spooky props and actors.

• Volunteers: High school theater club students as actors (ghosts, zombies, witches).

• Entrance Fee: $5 per person (proceeds go to charity).

Spooky Dance Party

• DJ: Frankie Phantom (local DJ known for Halloween mixes)

• Music: Mix of Halloween-themed classics (e.g., "Thriller," "Monster Mash") and popular hits.

• Lighting: Black lights, fog machine, strobe effects.

Trick-or-Treat Trail

• Details: Set up booths for kids to visit and collect candy from volunteers dressed as friendly characters.

• Stations: 10 different booths with candy, small toys, and Halloween-themed crafts.

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Marketing Plan

Social Media Campaign

• Platform: Facebook, Instagram, and Twitter.

• Content: Create daily countdown posts with sneak peeks of the haunted house, costume ideas, and event details.

• Hashtag: #MapleGroveHalloweenBash

Flyers

• Distribution: Hand out flyers at local schools, businesses, and community centers.

• Design: A bright and eye-catching flyer featuring spooky elements and key details (date, time, location).

Email Newsletter

• Recipient List: Community mailing list, local business subscribers.

• Content: Include a special offer for early-bird ticket purchasers (e.g., free haunted house entry).

Local Partnerships

• Sponsorship: Partner with local stores for prize donations in exchange for marketing exposure at the event (e.g., placing their logo on banners).

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Volunteer Roles

• Event Coordinator: Sarah H., manages the overall flow of the event and ensures all activities are on schedule.

• Setup Crew: Volunteers arrive at 3:00 PM to set up decorations, activity booths, and sound equipment.

• Registration Team: Anna B. and Mike T. handle ticket sales, check-in, and costume contest registrations.

• Activity Facilitators: Julia S. and Sam L. oversee the Haunted House, while Jess M. runs the Trivia Contest.

• Cleanup Crew: Volunteers begin cleanup at 10:00 PM, ensuring the venue is left in good condition.

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Risk Management

• Weather Contingency: Since most of the event will be indoors, there is no major risk. If the outdoor activities are affected by weather, we will move the Trick-or-Treat Trail inside.

• Safety Measures: A designated First Aid Station will be set up near the registration area, manned by two volunteers with basic first aid training.

• Crowd Control: Volunteers will help manage the flow of people into the Haunted House to avoid overcrowding.

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Follow-Up

• Thank You Notes: Send thank-you emails to volunteers, sponsors, and attendees within 48 hours of the event.

• Event Highlights: Post photos and a video recap on social media the day after the event.

• Survey: Distribute a short online survey asking attendees for feedback on their experience to improve next year’s event.

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