Cirque du Freaks’
Wacky Olympics

Task: You are coordinating an all-day outdoor “Wacky Olympics” offsite team-building event for 100 employees of a corporation, including ten track and field events, a catered luncheon under a tent, refreshments, hospitality areas for persons accompanying the attendees, and a means of displaying corporate branding images. (Page 92, # 2)

Figure 1Cirque du Freaks portrait. Courtesy of Coney Island Freak Show
Introduction
The event is a Cirque du Freaks’ themed Wacky Olympics, Luncheon and Freak Show. The purpose of this event is to provide a fun and uninhibited platform to help rekindle team workmanship and communication amongst the co-workers and departments at Team Corporation. The executives at Team Corporation have hired Me & My Artsy Friends Events to put together an unique team building event on May 21, 2011 at 8:00 am until 4:00 pm. One hundred employees from different departments will be participating in competitive wacky sport events dressed as sideshow characters. The Wacky Olympics will be 10 track and field events that will help teams to strategize and work harmoniously to reach the finish line. After the days sport events, teams will be served a three course exotic comfort food luncheon that will reflect the whimsical day. The luncheon will feature exotic Cirque du Freaks side show attractions like fire eaters and contortionists as well as a freaky circus décor. The side show characters will be walking throughout the tent expressing their talents as the attendees dine. Just before the party starts, the teams must present their prepared skits during the Freak Show.
Stakeholders
This event celebrates two different stakeholders: Corporate Executives and Staff. The clients are looking to hold a one day off site team building event aimed to improve staff communications and staff cross organizational relationship. We will attempt to achieve these goals by providing constructed teams with interactive sport-like competitive activities that will help build team character, sportsmanship, and cohesiveness.
Event Theme The theme chosen for this corporate team building was a “Wacky Olympics”; however, we wanted to add a humbling aspect to even out the playing fields between the teams and build character amongst the fellow co-workers: Cirque du Freaks. Cirque du Freaks represents an eclectic group of individuals working together utilizing their unique attributes to put on an amazing show. The Cirque du Freaks mantra also describes a well developed teamwork based work environment where communication is the key to success. This is the core of the Client’s goal for this event.
Cirque du Freaks’ Wacky Olympics The Wacky Olympics was chosen to provide an avenue for team building activities. Its fun, creative and the activities takes team work to reach the goals or complete the tasks. Through the high adrenaline sport activities and brain teasing activities, we will create an atmosphere of optimum solidarity. These are transferable skills that prove itself on the job. Each team will be dressed as a Cirque du Freak character. This strategy was applied to allow every employee to start on the same level. The teams are comprised of Middle management, lower management and hourly employees. The Wacky Olympics will be held in the Fairgrounds. The atmosphere is like a circus/carnival fair. We will have your typical carnival games and concession stands. There will be a Ringmaster that will announce all of the events and activities.
Cirque du Freaks’ Luncheon and Show The Cirque du Freaks’ Luncheon and Freak Show will be held under the big tent. The theme for the luncheon is that of a wacky circus or Cirque du Freaks’. The Cirque du Freaks theme will be carried through throughout the event, from the exotic menu to the authentic Freak Show to walking Cirque du Freaks’ artists. With an atmosphere that of a big tent circus, attendees will be entertained by the sounds of a real carnival/circus. Fire Eaters and contortionists will be walking around greeting attendees.
Location Analysis
Location
The fairgrounds are located near the center of town, just blocks from the Corporate Office. The fact that the event location is near the office will lend itself to participants familiar with the area and there is a high possibility that everyone will arrival on time (which is key to the timing of the scheduled events).
Surround Vicinity The location selected is in the heart of the city. We are only a mere two blocks from the corporate office. Although we will be located in such a high trafficked area, the fairground is off set from the street and is located behind the tent. There are many amenities surrounding the event location. There is a grocery store and hardware store within a mile just in case any additional supplies are needed.
Accessibility
The event location is easily accessible by cars. Public transportation is located two blocks west of the venue.
Property Description The Tent is 60 x 130 ft. We will hold the Cirque du Freaks’ Awards Luncheon and Show inside the Tent. The tent has a storage room and a fitting room. We will turn the storage room into a male fitting room and the vacant fitting room will be for the female. Other than the few rooms designated on the perimeter of the tent, the area is void. There are limited parking spaces available at the tent. We will provide valet parking and have the valets park VIP’s at the event and other employees at the Corporate Office. The stage is position in the center of the East wall. We will set up a bar next to the stage for the open bar/networking hour.
Property Amenities The best part of the property is that the fairground is directly behind (approximately 50 yards) the tent site. The property has a small fully equipped kitchen, so the caterers will prepare most of the food at their headquarters and do finally touches onsite. There is enough electricity and outlet to accommodate enough lighting, sound equipment, and entertainment for up to ten hours.
Function Space Both the tent and the fairground are equally functional to carry out the objectives of this event. The fairground will be converted into an authentic antique styled carnival fully equipped with historical games and attractions like the strength meter and guess your weight (think Coney Island or Barnum and Bailey). The attractions and games will be set up on the perimeter of the fairground with the Olympic field in the middle. Hospitality tents will be stationed throughout the fairgrounds. The hospitality tents will be adorned with the signage of the Corporation’s and Sponsor’s logos. Each hospitality tent will be equipped with tables and chairs for families to sit down for eating and relaxing. Next to each hospitality tent we will have a concession stand stocked with popcorn, sodas and hotdogs. Figure 2 Photo of a Circus Tent concession stand. Courtesy of Burguess Amusements. http://www.burgessamusements.com/carnivalgamerentals.asp

Catering Both the Luncheon and the Wacky Olympics will be catered. In regards to the Luncheon, the caterers will be stationed in the makeshift kitchen/prep area, which will be located near the exit. The catering and waiting staff will be set up in the kitchen located near the back exit. The kitchen is fully equipped to handle any requests from the caterers.
Kitchen
The kitchen is located near the exit at the back of the venue. Being near the exit will make it easy for deliveries and kitchen traffic. Here the caterers will be able to serve both the luncheon and the outdoor fare.
Equipment
We will rent tents and carnival games from Burguess Amusements. Some of the games that will be featured are: Ring shot Cork Gun Gallery, Skeeball and the Bottle Drop.

Figure 3 Carnival games. Courtesy of Burguess Amusement. (http://www.burgessamusements.com/).

X Air Conditioning X Generators □ Carpeting
X Audio Visual Equip X Lighting □ Foggers
X Chairs X Portable Bars X Carnival Games
□ Dance Floors X Portable Toilets X Concession Stands
X Fencing and Barricades X Stages X Hospitality Tents
X Fun Food Machines X Tables

Services The event location has its own valet service. We will use the waste management service from Big Tent Venue. It is all included in the rental price. The site has three stationary bathrooms. We will rent two additional port a potty to accommodate the estimated 175 guests.
Personnel
The wait staff will be hired by the catering company. We will use the valet staff of the venue. In regards to the personnel of the carnival games, Burguess Amusements have their own staff in which we will use. Circo Rose Entertainment will supply the entertainment for the Cirque du Freaks’ Freak Show and they will also deliver the invites and host the workshop. All personnel from each company are unionized.
Since there is an outdoor component to this event, we will hire a security company to maintain the peace and keep outsider at bay.
Risk Management
We will have a Private EMT on staff for any sports related accidents during the Wacky Olympics or fire eating mishaps during the Freak Show. We will have on hand a generator for any electrical failures. The fact that the event location is in a central location, we have a number of vendors on standby for in unforeseen mishap.

Figure 4: Site Plan Diagram. Courtesy of Big Tent Venues, Inc. http://bigtentvenue.multiply.com/photos/album/3/BIG_TENT_VENUE_DETAILS
Anticipation
We will build up the anticipation for the event weeks ahead. We will hand deliver the invitations with characters from the Cirque du Freaks to heads of each department. During the delivery, department heads will chose from a hat a Cirque du Freaks character. Guests will be asked to dress like their chosen character and prepare a skit, based on their circus performer’s talent (i.e. The fat lady with the beard lifts weights etc.), for the entertainment portion of the event, which is a Barnum and Bailey-esque Circus of Freaks Freak Show. Also, the invitation will
As an extra treat to prepare attendees for their Freak Show performances, have arrange a tour and workshop at with Circo Rose Entertainment. Circo Rose Entertainment is based out of Chicago. They have agreed to give workshop on glass walking, magic illusions and other freak show attractions.
Pre-Arrival
This section describes the scope of work on the day of the event. It detail when the task will happen, who is responsible for doing the task, what the actual task is and where the task will be performed.

BA – Burguess Amusement TF- Twisted Food Company
TC – Team Corporation CRE-Circo Rose Entertainment
BTV – Big Tent Venue BMP- Balloon Magic Party
MMAF-Me & My Artsy Friends Events DP – Dahlgren Photography When? Who? What? Where?
05h00 BTV Olympic Field Set @Fairgrounds
05h00 CRE/BTV Sounds System Set @Fairgrounds
05h00 TF Caterers Arrive @Big Tent
05h00 BA Concession Stands & Games Set @Fairgrounds
05h30 BTV/BMP Big Tent Set (Décor, Tables & Chairs) @Big Tent
05h30 TF Food Prep (concession stands ) @Kitchen/Big Tent
06h00 BTV/MMAF/TC Registration Table Set @Fairgrounds Entrance
06h30 BTV Registration Hospitality Tent Set @Fairgrounds Entrance
06h30 BTV Valet Post Set @Big Tent Side Entrance (closest to Fairgrounds)
07h00 CRE Arrival of Entertainment @Big Tent
07h30 CRE Ring Master (greeter) in Position @Registration
07h30 TF Lunch Set @Big Tent
07h30 TC/MMAF Registration Opens @Fairgrounds
07h30 BA/TF Carnival/Concession Stands Open @Fairgrounds (perimeter)
08h00 TC/MMAF Teams are organized @Registration Hospitality Tent
When? Who? What? Where?
08h00 CRE Families Escorted to Hospitality Tents by Freak Show performers @Fairgrounds
09h00 TC/CRE Opening Ceremony/Entertainment @Fairgrounds
09h15 CRE/MMAF/TC Wacky Olympics Begins @Field at the Fairgrounds
11h30 BTV Disc Jockey (DJ)Set @Big Tent
11h30 DP Photo Station Set @Big Tent
11h30 CRE/TC Wacky Olympics Awards Ceremony @ Fairgrounds
12h00 DP Photo Station Ready @Big Tent
12h00 BTV Families Depart @Fairgrounds
12h00 BTV DJ begins playing music @Big Tent Stage
12h30 CRE Ring Master leads guests under the Big Tent @Big Tent
12h30 BA/BTV Strike Concession/Games Stands @Fairgrounds
01h00 ALL Lunch Begins @Big Tent
01h00 CRE Cirque du Freaks’ walking entertainment throughout luncheon @Big Tent
01h30 CRE/TC Talent Show Begins @ Big Tent Stage
02h00 TC/MMAF Swag Bag Set @Photo Station
02h30 BTV Bar Set @Big Tent
02h30 CRE/MMAF/TC Awards Ceremony @Big Tent Stage
03h00 DP Photo/DVD Memorabilia Production Begins @Admin Office of Big Tent
03h00 MMAF/TC Swag Bags Production Begins @Admin Office of Big Tent
03h00 BTV/TC Pre Happy Hour/Open Bar Begins/Networking @Big Tent
04h00 BTV/MMAF Guest Departs /Swag bags Distribution Portal\@Big Tent
04h00 ALL Strike Lunch @Big Tent

Arrival
Guests are expected to arrive in their private vehicles; carpooling or mass transit is encouraged. Minimal parking is available directly outside the venue/fairgrounds; these parking spaces will be reserved for VIPs. To maximize the space a professional valet service will be hired to assure space is available for each guest. Upon arrival attendees will be greeted by the Cirque du Freaks Ringmaster and assistant. The assistant will be passing out programs detailing events with times and a map of the fairgrounds. Registration will be stationed directly outside the fairgrounds entrance.
Registration starts at 7:30 am and ends at 10:30 am. Teams are encouraged to sign in together, so a hospitality station will be set up for members waiting for teammates. However, if this is not feasible, teams will be directed to their hospitality tent on the Fairgrounds. Spectators and Participants will be escorted to their respective teams’ hospitality tent. Each spectator tent will be equipped with typical outdoor snacks and potato chips.
The fluidity of registration will prelude the momentum for the rest of the team building events to come. It will be the team leaders’ job to assure that each member is there on time, properly dressed in their character and prepared to participate in the day’s activities.
During registration, there will be a Team Corporation staff member there to collect entrance fees for guests of the invited attendees. The fees are as follows: Adults $10, Senior Citizen $7 and Kids $5. Figure 5Site Plan Diagram, Courtesy of Big Tent Venues http://bigtentvenue.multiply.com/photos/album/3/BIG_TENT_VENUE_DETAILS
Atmosphere

This event has two parts: The Cirque du Freaks Wacky Olympics and Cirque du Freaks’ Luncheon and Show. Both are geared towards building team camaraderie and communication.
Cirque du Freaks’ Wacky Olympics
The Wacky Olympics will be held outdoors in the fairgrounds. The fairgrounds will be decorated like an outdoor carnival/circus. There will be carnival games and food for both the attendees and their families to enjoy. The fairgrounds have electricity for the Ringmaster’s microphone and the games; however, we will bring a backup generator for any mishaps.
Just like other carnivals we will have kids running from game to game eating funnel cakes and cheering their parent on in the Wacky Olympics.
Cirque du Freaks’ Luncheon and Show
The Cirque du Freaks’ Luncheon and Show will be the definitive circus themed party. We will move the party from outdoors to inside the tent. The décor will not be subtle but obnoxiously obvious. Under the big tent there will be controlled chaos. There will be drapes hanging all around the top of the tent. We will have swings with performing contortionists doing their aerial feats. Freak show dressed characters will be bearing exotic dressed fare to each guess as they are entertained by fire eaters and snake charmers.
Appetite
The luncheon menu chosen to accompany the Cirque du Freaks theme is Exotic Comfort Food. The menu will compliment the elements of the electrically eccentric of the characters of the Circus of Freaks. The luncheon will only be for the employees. We have chosen Twisted Food Caters out of Chicago, IL. Twisted Food is known throughout the region for its unique food and waiting service. We have asked Twisted Food to have their wait staff dressed as carnival characters to keep in theme. The luncheon will be a three course meal. The menu will have a little bit of everything for everybody. There will be vegetarian dishes as well as seafood. To add a special personalized touch, we will have the attendees choose their three courses from a pre selected menu. The attendees will have one week after receiving their invitations to choose their meal or one will be chosen for them.
Pre selected menu:
First Course Choices:
- Twisted salad, arugula and mixed greens tossed with toasted pecans, Gorgonzola, and dried cranberries finished with a house balsamic vinaigrette
- Carolina egg roll, filled with pulled pork and roasted corn and steamed Napa cabbage with white BBQ sauce
- Grilled Texas Pete chicken wings, a buffalo style wing marinated for 24 hours in tarragon buttermilk brine
Second Course Choices:
- Grilled asparagus then tossed with a wasabi miso dressing
- Blue crab cakes pan seared and finished with a shallot red pepper coulisse
- Pan fried Cornish hen with white BBQ sauce
Third Course Choices:
- Cheese cake Chicago-style, with a Tootsie Roll drizzle the last of Chicago’s great candies!
- Choc-O-lotto cake, a tall tower of chocolate cake double layered for twice the fun
- Key lime pie, made from scratch with a tried and true house recipe and summer favorite

The set up for the luncheon will be 10 tables of 10 attendees. Each table top will be decorated in festive reds, blues and yellow depicting a circus like décor. The dance floor will be set up directly in front of the stage with the tables surrounding. This will give room for all of the after lunch festive as well as the walking around circus performers.
Each table top will be decorated with a Merry-go-Round motif taking the circus theme to an entirely different level. Each team will occupy one table. Each seat will be personalized for each attendee. This will assist with the delivering of the special pre chosen menu. Twisted Food will supply the food for both the carnival and the luncheon. They will hire the wait staff to serve the food.

Figure 6Site Plan Diagram. Courtesy of Big Event Venues, Inc.
Activities
The Cirque du Freaks’ Wacky Olympics will be comprised of ten team building events that are geared towards inspiring team communications in effort to effectively completing a task. Each department will have chosen a Cirque du Freak character to portray while competing in the different challenges.
The event will be M.C’d by the Cirque du Freaks’ Ring Master. He will precede over the field and track events of the Wacky Olympics, while the freak show performers provide light entertainment. There will be ten participating teams made of ten employees. Each team will take on the persona of a freak show character.
Cirque du Freaks’ Wacky Olympics
The Cirque du Freaks’ Wacky Olympics will have 10 field and track events. Each event is geared towards building relationships between co-workers as they work through communication gaps to win different physical activities.
• Agility Obstacle Course - A series of three hysterical-to-watch challenges that test superheroes’ balance and coordination.
• Brain Drain – One participant from each team dons a brain shower cap, which is covered in shaving cream. Teammates toss brain food onto the cap from a distance to see how many stick to the cap in the time allotted.
• Costume Quick Change – The whistle blows and participants race to get out of their three-piece suits and into their superhero costumes.
• Dynamic Duos – Teammates pair up, working together to walk on team skis.
• Gravity Attack – Participants don Velcro-covered booties to race on a carpeted track that tries its best to hold them back.
• Lightning Bolts – “Lightning bolts” fly through the air as participants try to fling them through targets.
• RingMaster Slang – A few participants from each team rush to a pile of Ping Pong balls that have letters of the alphabet written on them. Using Ping Pong paddles, they bounce the balls back to their teammates who use them to make interlocking superhero-themed words, Scrabble-style.
• Tower Of Confusion – Each team has a Giant Jenga tower - which will be the first to fall?
Figure 7 Ideas taken from Wildly Different Events, http://www.wildlydifferent.com/wacky-olympics.php
Each winning team for each event will be awarded different prizes during the awards ceremony. Prizes range from 4 course dinners to theatre tickets. The real prize is the sense of camaraderie the teams take home after working really hard to win different Olympic categories.
Cirque du Freaks’ Luncheon and Show
The Luncheon will be an extraordinary event. The tent will be dressed in a timeless circus/carnival décor equipped with the quirky sounds of the carnival. The Ring Master of the Cirque du Freaks will guide attendees to their seats while adding an element of mystic and wonder to the atmosphere.
The food is an exotic comfort food. The food will be served by carnival dressed waiters. Fire Eaters, Contortionists, and Snake Eaters will be walking around the event giving guests up close and personal entertainment.
The main attraction of the Luncheon is the Employee Talent Show/Freak Show. Each team was charged with putting together a five minute skit for the show. The talent show is not only to showcase the teams creativeness, but also how the team were able to overcome their different oddities and work together to produce a skit for the enjoyment of the entire company.
After the talent show, we will reward the team who use the newly inherit skills they learned as Freaks Show performers. Prizes will be VIP tickets to an special Cirque du Freaks’ Performance and Party. Figure 8 Freak Show Characters. Courtesy of Coney Island Freak Show, http://www.coneyisland.com/sideshow.shtml
Amenities

Figure 9Figure 7Photo of Backdrop for Photo Ops, http://dreamworldbackdrops.com/backdrop_detail.htm?bid=US0230XX

We don’t want our guest to leave without a memorabilia of this wacky and freaky day. Each attendee will take a photo in front of the Cirque du Freaks backdrop to be put into swag bag; along with a video of their performance at the Freak Show.
The photo station will be set up in the Administrative Office located near the entrance of the Big Tent. Inside of the Administrative Office, we will have an instant photo printer and a multi DVD copier machine onsite to quickly produce their rendition of Cirque du Freaks attendees. Photos will begin as early as the third course and continue until the last attendee leaves. Swag bags will be distributed as the attendees’ leaves.

After Event
When? Who? What? Where?
04h00 BTV/TF Strike Lunch @Big Tent
04h00 BTV Clean Crew Begins @Big Tent
04h00 DP Strike Photo Station @Big Tent
04h30 BTV Strike Table & Chairs @Big Tent
04h30 BTV Strike DJ Station @Big Tent
05h00 ALL Load Trucks @Big Tent Final Report
Below you will find a sample questions of the Event Evaluation, where we will comprise information to complete our final report to the client.
Event Date:____________ Event Location:_________ Start Time:_____________ End Time:______________ Event Budget:___________ Estimated Attendance:____ Number Attended:______

How much was spent per person?

Was the amount spent compared to the number attending worth the effort? Please explain why?

What were the problems that you had to overcome during the event?

How would you rate the various vendors? Would you use them again?

What would you change about the event? The planning?

What was the goal of the event?

Was the goal achieved? Budget
Event Budget for Cirque du Freak Wacky Olympics and Luncheon
Expenses
Estimated Actual
Total Expenses $19,550.00 $19,450.00 Estimated Actual Estimated Actual
Site Refreshments
Room and hall fees $2,500.00 $2,000.00 Caterers $4,000.00 $4,200.00
Site staff/Valets $1,000.00 $1,200.00 Drinks $1,000.00 $1,000.00
Sound Equipment $350.00 $300.00 Linens $300.00 $300.00
Tables and chairs $300.00 $300.00 Staff and gratuities $500.00 $500.00
Totals $4,150.00 $3,800.00 Totals $5,800.00 $6,000.00 Decorations Rentals
Flowers $200.00 $300.00 Carnival Games $2,000.00 $2,000.00
Table Top Décor $1,000.00 $1,000.00 Carnival Concession Stands $500.00 $500.00
Lighting $500.00 $500.00
Balloons $300.00 $300.00 Hotel
Paper supplies Other
Totals $2,000.00 $2,100.00 Totals $2,500.00 $2,500.00 Entertainment Prizes
Cirque du Freak Performers $3,000.00 $3,000.00 Plaques and Small Prizes $400.00 $400.00
Disc Jockey $200.00 $200.00 Gifts $500.00 $500.00
Photography $300.00 $300.00 Totals $900.00 $900.00
Totals $3,500.00 $3,500.00 Miscellaneous
Telephone
Transportation
DVD Copier $400.00 $350.00
Photo Printer $300.00 $300.00
Totals $700.00 $650.00

The financial analysis of the event budget shows that the bulk of the funds went towards catering. This is to be expected. We went over our budget because some of the attendees changed their order the day of the event, which caused a spike in the cost. The executives at Team Corporation weren’t looking for a profit. This event was booth a training team building exercise as well as an employee appreciation. Each vendor will be paid at the end of the day. I will have pre written checks ready for disbursement.
Me & My Artsy Friends’ fee was not included in the event budget. We will be submitting an invoice to the accounting department separately. Below you will find a copy of said invoice. 2333 N.Michigan Ave Phone: (312) 555-0190
Suite #3 Fax: (312) 555-0191
Chicago, IL E-mail: latarchecollins@yahoo.com Statement Statement #: 7 Bill To: Hilly Johnson
Date: October 18, 2010 Team Corporation
Customer ID: TC1 5554 N. Damen Ave. Suite #4 Chicago, IL Date Type Invoice # Description Amount Payment Balance
10/17/2010 Event Planning 7 Cirque du Freaks Wacky Olympics/Luncheon $ 2,000.00 $ 1,250.00 $ 750.00 Total $ 750.00
Reminder: Please include the statement number on your check.
Terms: Balance due in 30 days. REMITTANCE
Customer Name: Enter customer name
Customer ID: TC1
Statement #: 7
Date: October 18, 2010
Amount Due: $750.00

Reference

Sharma, Himanshu. (2007). Event Evaluation. http://www.eventeducation.com/event-evaluation.php
Silvers, Julia Rutherford, CSEP. 2004. Professional Event Coodination. Hoboken, NJ. John Wiley & Sons, Inc.

Vendors:
Photography: http://www.dahlgrenstudio.com/
Catering: http://www.twistedfood.com/index.html
Game Rental: http://www.burgessamusements.com/
Venue Rental: http://bigtentvenue.multiply.com/photos/album/3/BIG_TENT_VENUE_DETAILS
Side Show: http://bigtentvenue.multiply.com/photos/album/3/BIG_TENT_VENUE_DETAILS