ENGAGE
EVENT PROPOSAL
Event date: Sunday 14th December 2025 (11am - 3pm)
Location:
The Growforward Project
Chelfham, Barnstaple, Devon, EX32 7LA
⏱Avg. Reading Time: 10 min
This event proposal is a detailed plan that outlines our event concept, objectives, actions and outcomes, budget, venue, schedule, marketing plan and more.
It's our pitch to potential clients or stakeholders about why our event idea should be selected and supported.
Natasha Vigille
Founder/Event Coordinator
Facilitator/Drum Instructor
MEET THE TEAM
Get ready to experience a vibrant celebration of music and interactive creativity at 'Engage' a FREE community wellnes event.
Immerse yourself in workshops and activities that inspire and connect. Join us for an unforgettable event filled with rhythm, fun, and community engagement. Don't miss out on this unique opportunity to celebrate in the spirit of creative freedom!
Hi there,
Who are we?
At it's core, we are Djembe Devon, renowned for our interactive Djembe drumming workshops, passionate about promoting drumming for community mental health and wellbeing and advocates for the community.
Our mission is to inspire creativity, build connections, and promote cultural appreciation through immersive experiences. We invite you to join us on this thrilling journey to enhance our community and honour the unifying power of music and collaboration!
Our expertise
-
Event management
-
Workshop facilitation
-
Logistic arrangements and planning
-
Coordination of speakers and entertainment
-
Vendor management
-
Problem solving
2024
founded
10+
events
100+
workshops
EVENT OVERVIEW
THE DATE
December 2025
THE EVENT
Engage, an interactive creative arts wellness event that invites the community to dive into a rich tapestry of cultural arts and creativity. This exhilarating event highlights the positive impact of communal activities on mental and emotional wellbeing, making it a perfect gathering for individuals of all ages. Attendees can look forward to interactive workshops and activities and inspiring arts & craft stalls. Experience a day filled with joy, connection, vibration and creativity at Engage!
BUDGET
£500
PROPOSED VENUE
THE GROWFORWARD PROJECT
A not-for-profit endeavour to transform a former boarding school into a community-enhancing hospitality, heritage, & wellbeing destination, set in a stunning landscape.
A rural setting with iconic backdrop, perfect for fostering an innovative and collaborative community atmosphere.
Parking: Free, onsite parking.
GUESTS EXPECTED
50+
EVENT GUIDELINES
-
Innovative Workshops: Attendees encouraged to participate in facilitated, interactive wellness workshops, such as Djembe drum circles.
-
Interactive Activities: Attendees are encouraged to engage in interactive live sessions, designed for social connection.
-
Event Enhancements:
Enhance community spirit and engagement with music, food and enticing craft stalls, creating a vibrant yet intimate festive atmosphere. -
Target Audience:
Local community
Creative individuals Community-oriented people.
Main goal of the event
The main goal of Engage is to celebrate and promote social creative activity...
To inspire, engage and entertain a target audience of community, creative minds and community orientated people across the generations by setting the stage for a diverse range of workshops and arts of the highest quality.
Raising awareness of cultural art forms and building community pride and social cohesion through an increase of community participation. Educating audiences and offering a wide range of experiences to inspire them whilst contributing to the local economy by supporting local and Grassroots artists, practitioners and promoting community causes.
This vision is not just about providing a service; it's about building a community!
Objectives
-
To organise a FREE community wellness event with an aim of it becoming a repeated footprint.
-
To promote and support communities to participate in Arts, Cultural and Heritage activities and to make use of this medium as a tool to promote social inclusion and community cohesion.
-
To promote Cultural Diversity as an integral part of Devon's identity.
-
To collaborate with other organisations and individuals to build and develop creative talent within the region.
Action & Outcomes
Actions for Engage wellness event include incorporating physical interactive activities like Djembe drumming or yoga, and mental wellness sessions that attendees can use beyond the event such as mindfulness and stress management workshops to promote physical health and reduce stress.
-
Skill-building: Include sessions that teach practical skills for maintaining mental and physical health, such as understanding self-care strategies or learning how to handle stress.
-
Nature and environment: Choose a venue with natural light and outdoor spaces or organise activities that involve local green spaces or cultural attractions.
-
Gather feedback: Use anonymous surveys before/after the event to tailor activities to attendee needs and gauge effectiveness afterwards.
-
Expert partnerships: Collaborate with wellness professionals to deliver high-quality and expert-led content.
The outcomes of these actions are improved attendee engagement, better networking, higher morale, and a greater sense of personal wellbeing for participants, leading to increased loyalty for future events.
-
Improved engagement and morale: Attendees who feel cared for are more likely to engage with the event content, leading to a more successful and positive experience for everyone.
-
Enhanced networking: Utilising group chats prior to the vent... A comfortable and positive environment makes attendees more open and more likely to connect with each other.
-
Increased resilience and focus: The event can help reset and re-energise attendees, making them more focused and ready to return to their daily responsibilities.
-
Greater loyalty: A positive experience encourages attendees to return for future events.
-
Lasting impact: Participants take away practical skills and knowledge that they can implement in their daily lives to improve their own wellbeing.
-
A healthier work-life balance: The event provides a reminder and the tools to help attendees create and maintain a better balance between their professional and personal lives.
Our timeframe
-
Aug: Establish event’s vision and objectives and apply for community funding
-
Sept: Develop a project/event management plan
-
Oct: Select the ideal venue
-
Nov: Secure facilitators, practitioners and volunteers
-
Nov: Create a marketing and promotion plan and launch
-
Nov: Fine tune the event execution plan
-
Dec: Execute and manage the event
-
Dec (Post event): Evaluate and Reflect
-
Dec (Post event): Set goals for next event
ITINERARY (Subject to change)
We aim to facilitate a successful one-day wellness event, balancing movement, mindfulness, nourishment, and reflection, while allowing ample time for rest and optional activities.
Key Considerations for Planning
Flexibility: Do not over-schedule...
The benefits come from listening to needs in the moment, not adhering strictly to a rigid plan.
Variety: Combine physical activities with mental and emotional practices to cater to different aspects of wellness.
Nourishment: Ensure all meals and snacks are healthy, balanced and cater to dietary requirements.
Environment: Choose a serene location and minimize distractions (encourage a tech detox) to allow participants to fully immerse themselves in the experience.
Personalisation: Allow for individual choice where possible, such as a quiet space or different massage types.
Time
Activity
Description
11am
Open Event
Welcome attendees: Meet & greet/Networking opportunities.
Attendees start the day with browsing the various arts & crafts/practitioner stations and connect with their surroundings.
Arts & Crafts/Practitioner Stations: All day!
Interim event enhancement & revenue support.
11am - 11:25am
Handpan Sound Bath
Daz Steel Dimensions: Setting the frequency!
Attendees are invited to enjoy a healthy handpan sound bath, offering numerous benefits, including reduced stress and anxiety, improved mental clarity and a deeper meditative state by using the instrument's unique frequencies and vibrations to promote relaxation and emotional release. This is also a good time for initial self-reflection.
11:25am - 11:30am
Introductions
Tasha: Welcome and a brief overview of the event's purpose.
Introduction to the next speaker, highlighting their relevant qualifications, achievements, and why their topic is important to the audience.
11:30am - 12pm
JD Talk
Jonathan Davis: How to recover from a seemingly hopeless state of mind and body.
A short introductory interactive workshop presented by Jonathan Davis who is over 20 years clean and sober, having followed a few basic steps.
The workshop consists of a framework and interaction which will answer some of the following:
1. Do I qualify?
2. What’s in it for me?
3. Is it free?
4. Can I give it to someone else?
5. What will change?
Come prepared... The only thing you must bring is you with an open mind and willingness to change!
12pm - 12:45pm
Djembe Drum Circle
Tasha Djembe Devon: Interactive Djembe drum circle.
Promoting community mental health and wellbeing, Djembe drumming offers significant benefits for trauma recovery by providing a non-verbal way to process emotions, reduce stress, and create a sense of connection and safety. Group drumming specifically fosters a sense of community, belonging and shared experience in a non-judgmental environment.
12:45pm - 1pm
Downtime
Optional Activities
Daz Steel Dimensions: Resetting the frequency!
Offer free time for attendees to relax, explore the stalls and network. The key is flexibility to allow for personal needs.
1pm - 1:30pm
Manual Therapy Session
Julien Barker BSc DC MRCC MMCA: Chiropractor
Talk about how the nervous system affects healing and how to promote it's function.
Demonstration on how adjustments change the nervous
system and the programs running in the brain.
Spinal Screenings - Quick chat and check of spine - 5-10 mins per person. (Practitioner station)
1:30pm - 2pm
Wellness Session: TBC
Stress management, or nutrition workshop.
A group session, including activities such as chair massages, guided stretches, tapping, or team-building activities, aimed to promote relaxation, stress reduction and building overall well-being... To be confirmed!
2:15pm - 2:45pm
Closing Circle
Tasha: Spill the beans - Open conversations.
End the event with a reflective closing circle, allowing attendees to consolidate their day's experience.
2:45pm - 3pm
Event Close
Daz Steel Dimensions: Sound Ceremony.
Create immersive, healing vibrations that promote deep relaxation and a meditative state, bringing a sense of closure and tranquility to attendees after a day of activities.
BUDGET
The event budget of £500 is made up of the following:
-
£250 Awarded by the Flourishing Culture Grant by North Devon District Council (subject to the conditions.)
-
£250 Sponsored by Djembe Devon Limited (event organisers.)
Djembe Devon will also absorb/sponsor event costs where possible, including but not limited to:
-
Production expenses: PA System, Staging & Lighting
-
Practitioners/Facilitators
-
Marketing and publicity: Website, Social Media Marketing, Promotion, Branding, Banners etc.
-
Pre-production expenses: Liability Coverage, Permits, Licenses
REVENUE STREAMS
Income streams include but is not limited to:
-
Donations
-
Sponsorship
-
Grants
-
Merchandise sales
-
Vendor concessions
MARKETING PLAN
Our marketing plan aims to provide realistic goals, clear objectives, targeted promotion, and leveraging both online and offline channels.
We endeavour to soft launch on Monday 10th November 2025.
Event Definition and Goals
Event Goals:
-
Get 50 RSVP's for the event (4 weeks)
-
Generate 50 new email leads (4 weeks)
-
Raise awareness for mental health
Identify Target Audience:
-
Determine who would benefit most (e.g., busy professionals, new mothers, wellness enthusiasts) and tailor our messaging to their specific needs and pain points.
Establish a Unique Selling Proposition (USP):
-
Clearly articulate the unique value and transformative experience our event offers. Use compelling language, e.g., "De-stress and rejuvenate" or "Find clarity and purpose."
Branding & Theme:
-
Create a memorable event name, theme, and consistent visual elements (logo, colour scheme, calming or active imagery) that reflect the wellness focus.
Marketing Channels and Tactics
Online:
-
Social Media: Use platforms like Facebook and Instagram to visually showcase the event. Use a catchy event hashtag, and encourage attendees to share their excitement.
-
Email Marketing: Leverage our existing email lists with personalised messages, and timely reminders.
-
Content Marketing: Create valuable content (posts, reels, videos, infographics) related to wellness to generate interest and position ourselves as an expert.
-
Event Website/Page: Create a dedicated, easy-to-use page with all essential details (date, time, location, agenda, pricing, facilitator info) and a clear call-to-action ("Register Now").
Offline/Partnerships
-
Local Promotion: Place physical flyers and posters in relevant locations like libraries, gyms, yoga studios, GP surgeries, health food stores, and community centers.
-
Collaborations: Partner with local wellness professionals, businesses, or influencers for cross-promotion. They can help expand your reach to their established audiences.
-
PR & Media Outreach: Pitch your event to local media outlets and health/wellness publications to generate press coverage.
Execution and Timelines (We have a 4 week marketing schedule)
-
Build Buzz Early: Start marketing at least 2-3 months in advance to build momentum.
-
Create Urgency: time-limited offers or highlight limited availability ("Only 10 spots left!") to encourage prompt sign-ups.
-
Drip-Feed Content: Share snippets, facilitator highlights, and testimonials consistently across platforms leading up to the event date.
Measurement and Analysis
-
Track KPIs: Continuously monitor key performance indicators such as click-through rates (CTR), conversion rates, and ticket RSVP's to gauge success.
-
Testing: Experiment with different headlines and visuals to see what resonates best with our audience.
-
Gather Feedback: During/after the event, send a follow-up survey to attendees to gather feedback and testimonials for future promotions.
-
Post-Event Engagement: Keep the conversation going after the event by sharing highlights, thank-you notes, and teasers for future events to foster a community and ensure long-term engagement.
Looking forward to potentially collaborating...
Let's meet, engage and create more memorable events together!
Thank you,
Natasha Vigille: Founder/Event Coordinator/Facilitator/Drum Instructor