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Daytona Beach CSTS Recap And Archive:
Vital Information
Total Attendance: 81
Total Donation: $1461 USD
Details: Held on June 27th, 2009 at the OceanWalk Movies 10, located on A1A in Daytona Beach with screening taking place at 1pm.
Crew: Jennifer Berry, Jesse Cohn, Jamin Johnson, Diana Lopez, Sholem Palevsky
Vendor: Out to the Black Outfitters
Sponsors: Cow Lick's Homemade Ice Cream and Treats, OceanWalk Movies 10
Agenda
12:00 - Doors "Open"
1:00 - Screening
3:00 - Costume Contest & Raffle
5:00 - End of Day Tally
Sales
Tickets: 81 Total (50 presale or via PayPal) ~ $900
Add'l Raffle Tickets: 67 ~ $300
T-Shirts: 21 Ordered, all sold (13 Men's, 8 Women's) ~ $400
Men's T-Shirts Breakdown: 4 M, 3 L, 3 XL, 1 2XL, 1 3XL, 1 4XL
Women's T-Shirts Breakdown: 2 M, 5 XL, 1 2XL
Posters: 10 Ordered, all sold/gifted (5 of 24"x36", 5 of 11"x17") ~ $120
Patches: 10 Ordered, all sold/gifted ~ $20
Postcards: 2 Sets Ordered, both gifted ~ $X
Expenses
Decorations/Supplies: ~ $100
Estimated Swag Value (including global and donated items): ~ $700*
Rentals: ~ $500
Printing/Advertising: ~ $100
Hosting/Web Services: ~ $50
Donated Time/Services: ~ $1,200*
Summary
Can't Stop the Serenity is a screening-based charity event, spanning almost 6 months of events, 7 countries, and countless age groups. The primary goal of said charity event is to promote Equality Now, a US-based 501c3 Non-Profit Entity. Equality Now is a humanitarian effort to gain social, legal, economic and marital equality for women around the world. The following is a summation of an event held in Florida, more specifically, Daytona Beach.
Because of local conditions on the west coast of Florida, many attendees came over to either the Daytona or Fort Lauderdale events. Both were certified events as per the guidelines posted on the CSTS 2009 Global Forum. Fort Lauderdale had conducted event(s) prior to the CSTS 2009 season, and were veterans at the process. CSTS 2009 was the inaugural event for Daytona Beach. Both claimed a "profit": a donation that was sent directly to Equality Now. The combined donation of these two events totaled $3360.
The Daytona Beach event was led by the founder of the Daytona Beach Browncoats. With a "crew" of five, the staffing for the event itself was adequate, but more hands would have proved helpful.
Tickets and merchandise were sold via PayPal and were also available at the event. Even with lower prices available online, roughly 2/3 of ticket sales and 1/2 of merchandise sales were conducted in person. Cash was the only available tendering method during the event and the premises did have an ATM to facilitate this policy. It should be noted that the vendor for the event, Out to the Black Outfitters, was able to invoice via PayPal and took information for credit card sales.
With almost 9 months of planning preceeding the event, the final 3 weeks prior were the most vital to its success. Several other venues had fallen through, and the venue of OceanWalk Movies 10 was not solidified until only three months before the event itself. It was only because of immense cooperation and tolerance on the part of the OceanWalk staff that the event sailed effortlessly, even with technical difficulties. The crew was permitted to decorate the entryway to the theatre and the theatre itself. Using the top floor of a multiplex, the traffic was solely from the CSTS event. This simple placement allowed a huge amount of freedom when considering security, decor, ease-of-access, and other factors.
Using a karaoke machine microphone and speakers in lieu of more expensive sound equipment, the results were adequate given the stadium-style of the theatre itself. A portable microphone was attached onto the MC to facilitate the use of recording equipment and techs, donated by a member of the Browncoat organization. Two six-foot tables held vendor and DBB merchandise and were carted in the day of the event. The house bright lights were turned on preceeding and following the screening to give attendees better viewing of the merchandise, raffles, and costume contest. Also, the use of handheld walkie-talkies allowed members of the crew to communicate between levels: the use of such devices made coordination much easier, however more should have been available and ready instead of only 2 being present.
Aside from ticket and merchandise sales, the most noticeable fundraising occured during the "Trust a Browncoat" segment of the raffle. Brown paper bags were stuffed with swag and, according to value known only by the crew, were sold to the first bidder at predetermind amounts. Prizes included: t-shirts, global swag, dvds, blu-rays, ornaments, jewelry, maquettes, and other genre-relevent items.
Monies collected during the event were monitored by crew, counted by crew, and transported by crew to minimize possible theft. All funds were tallied, expenses withdrawn, and the final amount donated to Equality Now via Paypal within 1 week of the event.
* indicates merchandise/services that were all or mostly donated: these totals did not subtract from the overall donation and are for reference purposes only
_________________
Diana Lopez
2010 CSTS Global Communications Lead
2009 CSTS Global Administrative Lead
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