Halloween Event Plan

Halloween Event Plan

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

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

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

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

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.

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).

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.

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.

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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