Event Planning Timeline Outline & Tips

Transcription

1 Page 1 of 8 Event Planning Timeline Outline & Tips CATEGORY SUB-CATEGORY TASK MONTHS Reserve date and location. 14 DAYS Finance Create detailed event budget, get input from Committee members, and other key individuals. Reflect any significant changes. Use prior year's actual as starting point. Continually update and refer to budget during planning process. 13 General Decide "basics" including costs, hours of operation, new ideas, etc 13 Marketing Print Develop print schedule for all local and regional publications. Reference this list throughout the planning period to ensure timely posting and ad submission. 12 Marketing Web Post to appropriate horizontal websites e.g. Myspace, FaceBook, YouTube, backfence, Craigslist etc. Post to appropriate and available geographical web sites e.g. local Chamber of Commerce, local newspaper, City or municipality, downtown redevelopment, Visitor & Tourism (state and local). Vertical web sites e.g. musical genre (Blues, Jazz, etc.), running web sites, etc.. Get posted on Sponsor web sites! 12 Marketing Print Develop or re-design logo. Update position statement or marketing slogan and/or "theme." 12 General Prices & fees need to be finalized. Festival admission charge? Children free? Beer/Wine/Merchandise prices? Vendor fees? 12 Sponsors Marketing Print/Electronic Obtain cash and in-kind corporate sponsorship. Present each sponsor with a proposal containing "activated" and creative promotional elements. Schedule meetings with media for potential sponsorship and/or ad space Revised Nov Created by EventZone *applies only if festival charges admission

2 Page 2 of 8 CATEGORY SUB-CATEGORY TASK Volunteers Volunteers Marketing Committee Committee Music (& Other) contracts Sound/Lighting Music Other Insurance Web A committee needs to be formed and should consist of individuals who are knowledgeable in the theme and/or music, events and festival production, or are interested in contributing to the community. Select a committee member to head-up areas including, VA ABC Management, Parade (2), Volunteers, Producer (Stage/Music), Admissions, Vendors, publicity, etc Obtain all contracts ASAP. Review for accuracy. Make any needed changes and send back to agent/mgr. Obtain signed copy. Review Technical Rider with Producer, backline requirements and hospitality needs. Obtain copies of all band's stage plots to asses sound needs. Begin bidding process for Sound and Lighting for festival entertainment and review stand during parade. Arrange entertainment lengths. line-up and set changes based on set Secure all entertainment such as bands, dancers, strolling performers, etc Purchase liability and alcohol liability insurance and obtain certificate of coverage. Make lots of copies. A website needs to be developed that will offer all general and detailed event info, volunteer/vendors/ sign-up, parking, directions, ticket information, dates (use year), times, entertainment, etc. Update continually. MONTHS DAYS Marketing Public Relations Send press release to local media announcing the new event. Throughout the planning period, periodically send new press releases with updates, human interest stories, etc to continue exposure and editorial leading up to the event. 10 Marketing Media Confirm TV and Radio sponsors. 9 Marketing Approach other events and organizations to possibly crosspromote at each other's events. 9 Revised Nov Created by EventZone *applies only if festival charges admission

3 Page 3 of 8 CATEGORY SUB-CATEGORY TASK Food & Beverage Food Vendors Send "save the date" mailing to potential food vendors. 9 MONTHS DAYS Banners Make space reservations or complete any necessary permits involved with hanging a banner or signage. 9 Merchandise Crafters Send "save the date" mailing to potential crafters. 9 Marketing Print Contact regional billboard company to discuss rates and coverage area. Ask about in-kind sponsorship. 6 Marketing Print Contact public transit system to discuss bus advertising. 6 Contract Riders Begin securing all needed back-line requirements (organs, drum kits, etc ) 6 Music (& Other) riders Re examine entertainers' contract riders. Begin to make arrangements to fulfill all requirements. Finance Find location to serve as a bank that is close to festival site but secure. 6 Security Hire security. 6 Order radios. 6 Volunteers Send mass "save the date" mailing/ . 6 Merchandise Crafters Send registration form to potential crafters. Set deadline. 6 Food & Beverage Alcohol Arrange a TIPS training course to train ABC Managers. 6 6 Food & Beverage Food Vendors Send application mailing to potential food vendors. 6 Marketing MCs Music (& Other) riders Print Confirm MC's. Schedule either radio or TV sponsor personalities (or hire.) Secure hotel rooms for all artists (hopefully through a hotel sponsor.) Pay careful attention to any special requests. Get confirmation numbers and pass on to agent/mgr. ASAP Order all print materials, including informational posters, commemorative posters (?), postcards and/or flyers, brochures, etc... Marketing Radio Approach radio to discuss live, on-air time. 3 Banners Order banner(s) to hang over street, or in other large area Revised Nov Created by EventZone *applies only if festival charges admission

4 Page 4 of 8 CATEGORY SUB-CATEGORY TASK Finance Permitting Recruit financial staffing company or trusted volunteers to work finance and handle money. Complete assembly permit and submit, with certificate of insurance and map, for approval. MONTHS 3 3 DAYS Permitting; alcohol Complete state alcohol permit application and submit with map, security plan, and (when possible) approved city alcohol permit. 3 Security Hire off duty police or private security for festival/event. 3 Order porta-poties, dumpster (if needed), trash boxes and liners, hand washing stations, and grease trap. 3 If needed, line up golf cart. 3 Recruit loading, set-up and break-down help from area groups, high school clubs, inmates, etc 3 Develop map of festival lay-out illustrating all main areas of the festival including: food & beverage locations, handicapped access and seating, stage(s), parking, potties, vendors, etc... Give to committee and post on website. Add details as event gets closer. 3 Merchandise Order T-shirts (to sell and for volunteers.) 3 Merchandise Order party favors - hats, beads, etc 3 Volunteers Send recruiting mail/ w/ sign-up instructions. 3 Food & Beverage Alcohol Order beer and set up truck arrival time. 2 Food & Beverage Alcohol Order wine and set up delivery time. 2 Marketing Research PSA possibilities with local media and organizations. 2 Marketing Confirm photographer (either professional or volunteer). 2 Marketing Media Provide info for "spot" production. 2 Permitting; alcohol Complete city alcohol permit application and submit for approval. 2 Insurance If needed, purchase weather insurance policy. 2 Create or order (or print) all needed signage and banners. 2 Revised Nov Created by EventZone *applies only if festival charges admission

5 Page 5 of 8 CATEGORY SUB-CATEGORY TASK MONTHS DAYS Permitting; Dept.. Health Submit necessary paperwork to Health Dept.. notifying them of the event and information regarding attending food vendors. 2 Food & Beverage Soft drinks Order drinks and confirm time of delivery. 2 Food & Beverage Order ice truck or cooler and arrange delivery time. 2 Food & Beverage Alcohol Secure ABC manager shifts. 1 Marketing* Radio Provide station with tickets to give away on-air. 1 Marketing* Develop and distribute coupons for the downtown community, student discounts, etc 1 Sound/Lighting Asses all logistical needs for sound from sound company as well as any special need from band (drum risers, etc ) and secure. 1 Food & Beverage Secure commercial coffee maker and supplies. 1 Trash Arrange trash pickup. 1 Trash Arrange recycling kiosks at event. 1 Arrange on-site electrician. 1 Arrange any required rentals (tents, tables, chairs, etc ) and set up time. 1 Sponsors Sponsors Sponsors* Contact sponsors reminding them to get their banners made or ready (provide dimensions as needed). Also remind them to provide pre-recorded announcements. Confirm what sponsors will be displaying at the festival and their logistical needs. Complimentary tickets and all other promised supplies, as well as posters and other publicity materials, need to be delivered to all sponsors. Volunteers Make free drink, etc coupons for volunteers. 1 Volunteers Develop detailed volunteer instructions for all volunteer areas Revised Nov Created by EventZone *applies only if festival charges admission

6 CATEGORY SUB-CATEGORY TASK MONTHS DAYS Music Write welcome letter to all performers. 14 Music riders Confirm back-line arrangements and delivery. 14 Music (& Other) Arrange any required transportation. riders 14 Music(& Other) Begin fulfilling meal riders. Make arrangements to either provide riders required meals or secure a buy-out. 14 Insurance Re-confirm receipt of weather insurance policy. 14 Permitting; alcohol Follow up on all permits and confirm receipt. 14 Purchase decorating supplies. 14 Merchandise Make signage with prices of merchandise. 14 Sponsors Collect all sponsor banners. 14 Sponsors Deliver all comp. tickets, etc 14 Volunteers Send confirmation letter/ with shift times, job details, etc 14 Page 6 of 8 Develop a "to buy" list: coffee mixers, decorations, liquor, etc 14 MCs Music (& Other) riders / finance Music (& Other) riders/backstage Develop a logistics supply list: zip ties, trash cans/boxes, trash liners, tents, tables, chairs, weights or stakes for tents, tent sides, extension cords, barricades, barrels for Pepsi, lights (bulb, stand, Christmas, clamp). Develop talking points and stage announcements for MCs acknowledging sponsors, volunteers, etc. Also produce CD of prerecorded announcements to air at event (confirm sound crew will have CD player). Arrange artist payments with finance mgr. Make sure all payments are in desired form (cash vs. check) and are at venue to give to artist. Make sure to have each artist fill out all tax information prior to payment. Secure all required backstage supplies including food, drink, towels, coffee and coffee maker, etc Revised Nov Created by EventZone *applies only if festival charges admission

7 Page 7 of 8 CATEGORY SUB-CATEGORY TASK Music (& Other) backstage Prepare packets for each band/artist with any required passes, tickets, wristband, welcome letter and optional gifts. Give to stage mgr. for distribution. MONTHS DAYS 7 Food & Beverage Alcohol Fax copy of ABC license to wine and beer distributor. 7 Food & Beverage Alcohol Purchase liquor and supplies. 7 Finance Gather all money supplies including cash boxes, etc 7 Permitting; Health Prepare supplies for any needed Health Dept.. requirements such 7 Dept.. as hand washing stations, tarps, etc Make All Access Passes for committee members, stage hands, etc On committee's, add a contact cell phone list on the back. 7 Develop a set-up plan for volunteers to reference morning of. 7 Develop an in-office supply list : ABC License, markers, tape, pens, scissors, cash boxes, zip ties, bottle openers, napkins, paper towels, safety pins, caution tape, beer tickets, t-shirts and merchandise, ticket boxes, hand stamps, wristbands, decorations, pool noodles, staple gun and staples, cups for wine and Irish Coffee, first aid kit, water key, credit card machines, other important keys, marshal ribbons, volunteer coupons, release forms, radios, band and committee packets. 7 Volunteers Sponsors* Committee Develop packets for each committee member including a radio, T- shirt, AA pass, map of lay-out, and any supplies relevant to their area. "Comp" list needs to be developed and give to admission gates for free admission. Finance Be sure to have all needed checks including all pipe and regular bands, beer, and wine distributor. 1 Finance Get starting cash from bank Revised Nov Created by EventZone *applies only if festival charges admission

8 Page 8 of 8 CATEGORY SUB-CATEGORY TASK Volunteers* Music riders Volunteer list needs to be developed and given to admission gates for free admission. Pick up all backstage food (deli trays, coffee, etc ) MONTHS DAYS 1 day of Food & Beverage Food Vendors Obtain certificates of insurance (and unpaid fees) from all vendors prior to event start. day of Erect signage at shuttle stops for parade participants. day of Volunteers* Be sure to provide admissions gates with examples of all comp tickets, coupons, etc day of Food & Beverage If NOT having ice truck or cooler, pick up bags of ice. day of Merchandise Backstage Have stage manager get posters signed by bands to sell. day of Volunteers Make all volunteers sign check-in list; minors must sign release form. Give volunteers all coupons, t-shirts, area instructions, etc day of Volunteers* Upon check in, all volunteers need to be stamped for admission. day of Sponsors Return all sponsor banners. post Sponsors Send thank-you's. post Volunteers Committee Organize an appreciation party for committee and "key" volunteers. Send thank you notes. post Revised Nov Created by EventZone *applies only if festival charges admission

9 SAMPLE TIMELINE Days from Event TASKS 360 Select Tournament Date Select Course and Negotiate Contract Person Responsible Due Date Date Done 330 Finalize Tournament Logo/Brand Identity 270 Send out "Save the Date" to Players, Sponsors, Volunteers Identify Committees for Your Event Solicit Committee Members Develop Tournament Budget and Objectives Determine Committee Meeting Dates and Location Post Event in GolfDigestPlanner.com National Golf Event Database 240 Develop Agendas for Committee Meetings Hold Scheduled Committee Meeting Develop Sponsor Packages 1st Round Phone Calls to Sponsors - Begin 210 Develop Agendas for Committee Meetings Hold Scheduled Committee Meeting YTD Budget Review 2nd Round Phone Calls to Sponsors Begin to Solicit Items for Auction and Raffle 180 Develop Agendas for Committee Meetings Hold Scheduled Committee Meeting Review Expense and Revenue Projections vs. Objectives Develop Press Release and Media List for PR Solicit a Hole-in-One Sponsor and Purchase Hole-in-One Package Contract a Photographer or Find a Volunteer to Take Photos Continue to Solicit Auction and Raffle Items 150 Develop Agendas for Committee Meetings Open Website for registration - support with blast Hold Scheduled Committee Meetings YTD Budget Review Send Solicit letters/invites to celebrities & dignitaries Order Photography Plaques (or when Sponsor confirms) Solicit Donation of Sponsor/Players Gifts or Establish Gift Budget Invoice Sponsors YTD, send confirmation letter, req. logos/ads

10 120 Develop Agendas for Committee Meetings Hold Scheduled Committee Meetings Committee Golf Course Finalize Details with Golf Course YTD Budget Review Layout Event Program for Sponsors to Display Advertisements Order Arrival Gifts (or when Committee decides) Order Sponsor Gifts (or when Committee decides) Invoice Sponsors YTD, send confirmation letter, req. logos/ads 90 Develop Agendas for Committee Meetings Hold Scheduled Committee Meetings YTD Budget Review Finalize Event Program - Confirm Sponsor Ads Finalize Thank You cards Invoice Sponsors YTD, send confirmation letter, req. logos/ads 60 Develop Agendas for Committee Meetings Hold Sponsor Lunch with Potential Sponsors Invited Hold Scheduled Committee Meetings YTD Budget Review Discuss volunteer assignments Order Signage - Banners, Hole Signs, Golf Cart Signs, etc. Confirm Signage Inventory, Assign sponsor holes Confirm Photography & Plaques Order Awards Confirm celebrity emcee 30 Hold Scheduled Committee Meetings Finalize Event Program and Event Day Printed Materials Confirm Arrival Gift delivery Confirm Sponsor Gift delivery Event - radios, volunteer name tags, Finalize Award program (script) and send to emcee Develop Agendas for Committee Meetings Send out event reminder with dates, directions to everyone Committee Meeting YTD Budget Review Review all print materials Review all gifts/prizes Design player information sheets Finalize pairings/player roster Arrange HIO vehicles Design / print bid sheets Finalize pairings/player roster Arrange HIO vehicles Design / print bid sheets

11 Design / print bid sheets 7 days Send pairings / player roster to Golf Course Send out reminder to Players, Sponsors, Volunteers 1 day Deliver all signs, gift, prizes and awards to the course Event Day After Event Set up Welcome Banner and Directional Signs Hold Volunteer Meeting Set up Registration, Mulligan and Raffle ticket sale area Meet with employees to go over event agenda Set up all signage Set-up arrival gift area Set-up silent auction area with items & bid sheets Confirm carts have sponsor signs, itinerary cards, etc. Check all sponsor signs on course Check contest holes Assign Photographer Location Raffle volunteers Scoreboards Set-up awards table and prizes Assist with awards ceremony Silent Auction Close Out Review all cost from the golf course Finalize any auction item collections/deliveries Sign Contract & Deposit with Golf Course for next year Final Committee Meeting - Debriefing Deliver Sponsor Thank You Gifts Send Thank You and Survey to Players and Volunteers Summarize Financial Results

12 Sample Event Timeline Silent Auction Four-six months before event Assigned To Completetion Date Select chairman, steering committee Recruit subcommittee members Set event budget Set and confirm date, time and place Determine goal of event and event name Decide on event logo Begin work on promotional materials Four months before event Assigned To Completetion Date Approach corporate and media sponsors Confirm sponsors Three months before event Assigned To Completetion Date Prepare media materials, PSAs, posters, brochures, banners, etc. Reserve equipment rentals, confirm facility fees and permits Design invitations Recruit local celebrity as honorary event spokesman Two months before event Assigned To Completetion Date Distribute PSA's to radio and TV stations Recruit entertainment Confirm food Distribute invitations Begin recruiting volunteers for day of event Six weeks before event Assigned To Completetion Date Order prizes for goody bags or have them donated Send out invitations to event Continue recruiting volunteers for day of event One month before event Assigned To Completetion Date Begin running promotional articles and PSA's Set up intervies for newspapers, TV and radio Prepare signage

13 Reconfirm ALL commitments Make a dry run through of event Two - three weeks before event Assigned To Completetion Date Submit newspapers community events and advertisements One week before event Assigned To Completetion Date Confact media for day of event coverage Put together registration packets Pick up goody bag items Day of event Assigned To Completetion Date See Volunteer Task List: Day of Event One week after event Assigned To Completetion Date Mail thank you letters to sponsors, volunteers, and community partners Communicate final event participation count and amount of money raised to all sponsors Secure committee feedback and suggestion for next event Organize event binder for next year including suggestions and feedback

14 Fundraising and Development Special Events Timeline 12 months before event: Appoint Event Chair(s) Determine the purpose of your event. (Fundraiser or donor development) Establish a theme for the event Establish the BUDGET: expenses and revenue Your event can be priced to attract fewer people at a higher price, or more people at a lower price. Sometimes exposing the organization to a broader group of people is more important than reminding your loyal patrons how wonderful you are. Be sure to consider these costs: Venue & service Labor Publishing costs Special equipment Decorations Acknowledgment Event chairs determine and appoint Key Committee Chairs: Corporate Relations/Sponsorships Chair (immediately) Volunteer Coordinator Chair (no later than 9 months before event) Media & Public Relations Chair (no later than 7 months before event) Event Chair(s) - Appointing specific committee chairs helps distribute the work However, event chairs guide the overall purpose and vision of the event and cannot avoid working closely with each chair. o o o Schedule timeline: Create a timeline highlighting the important aspects of the event Determine absolute deadlines and plan accordingly to achieve them. (Example: If reservations must be received by Nov. 24, the invitation must be mailed 4 to S weeks earlier. Furthermore, the invitation needs to be to the printer 2 weeks before that, and design time can take up to 3 weeks. So far, this is 9 to 10 weeks out from date event) Determine guest list. (This will influence price per person costs.) Be sure your guest list comprises appropriate people that will realize the purpose of your event. (Example: the more ritzy the event, the more affluent the guests.) Start spreadsheet tracking: formal names, addresses, and phone numbers. This is the start of your guest list. Use names from the organization's general patron list Determine Where and When Establish location, time & date (this is vital to the planning) Book venue: make deposits and sign contracts if necessary TCA Tool-kit 55

15 Fundraising and Development 9 months before event Initial committee meetings begin o Appoint last Committee Chairs Committee Chair Invitation Committee Chair Decorations Committee Chair Auction Committee Chair Menu Committee Chair /Program Committee Chair Individual committees begin to plan the details of each area and adhere to budget constraints determined by Event Chair(s) Committee Determine flow and timing of event Determine volunteers needed Brainstorm ideas for new and unique experiences Invitation Committee Determine style (in-house? paper choice? professional print job?) Choose design Identify printer Choose and order paper. Be sure paper to be used will allow for the desired effect. Determine whether you will mail invitations first class or bulk Decorations Committee Begin to determine theme Start cost evaluations Auction Committee Identify financial goal Determine milestones for success (Set realistic goals and evaluate them regularly.) Get lists of past merchant donors Divide list among committee Design a solicitation mailing for auction donations If goal is large: Include: Letter, Brochure, Return envelope Determine postage needs Be sure to use a clean address list If goal is modest: Identify desired items and donors Divide solicitations among committee members based on their personal relationships Start asking Menu Committee Start brainstorming on menu ideas. Work with caterer on costs Some caterers may invite you to taste a sample of the menu options to help with your decisions TCA Tool-kit 56

16 Fundraising and Development /Program Committee Determine amount of time available for entertainment before or during the event. Determine use of band o Identify band o Check availability o Book ASAP (Some bands require a deposit) Speaker/Auctioneer/Master of Ceremonies o Identify personality o Check availability o Book ASAP o Start drafting script Event chair finalizes all deadlines in each committee and recruits volunteers for their committee. Corporate Relations/Sponsorships Chair o Begin sponsorship solicitations Mail packets and meet potential sponsors in person Get high powered, influential people involved in the ask Follow-up bi-weekly until you get an answer If corporations are uninterested in sponsoring the event at-large, ask them to commit to purchase a table at the event or several tickets 7 to 6 months before the event Event Chair(s) o Begin monthly meetings for all Committee Chairs (Keep this a standing date to insure attendance.) o Each committee reports progress and expresses needs o Reconcile Budget Go over budget with the Committee Chairs keeping close tabs on what each Committee spends Corporate Relations/Sponsorships Chair o Continue with sponsorship solicitations and table/ticket sales o Start to collect sponsor logos for use in P.R. and signage o Ask sponsors to participate in volunteering for event Media & Public Relations Chair o Write press releases Continue to hold monthly committee meetings Include Date, Time, Location, name of organization holding event, volunteer groups involved, purpose of event, celebrities involved, contact information, sponsors Working with the Auction Committee Chair actively solicit large auction donations o Items such as cars, trips, art, etc. usually require formal requests TCA Tool-kit 57

17 Fundraising and Development 5 months before the event Event Chair(s) o Start early ticket sales with board members and high end donors- use their names on the invitation later (be sure to get their permission) Send letter with benefits of early purchase if necessary If you plan to list on invitation, be sure to list a deadline for printing purposes o Continue to hold monthly committee meetings Go over budget with the Committee Chairs keeping close tabs on what each Committee spends Media & Public Relation Chair o Fax press releases to all newspapers, radio stations & T.V. stations Corporate Relations/Sponsorships Chair o Mail second invoices to corporate sponsors (if necessary) Invitation Committee Chair Plan invite to drop in the mail 4-S weeks before the event o Begin working with invitation design Choose and order paper (be sure paper to be used will allow for the desired effect) If you are using bulk mail be wary of busy mailing times: Christmas, Mother's Day, Valentine's Day; this could slow down your mailing Including a return envelope will make the RSVP process easier for guests, but will increase expense of invitation. Mailing envelope should have a "return service requested" statement. This will be more expensive, but all erroneous addresses will be returned to organization for correction. Don't forget to use your organization's logo if possible 4 months before event Event Chair(s) o Begin cleaning up mailing list for invitations o Visit event venue o Continue holding monthly committee meetings o Go over budget with the Committee Chairs keeping close tabs on what each Committee spends Corporate Relations/Sponsorship Chair o Report your progress to sponsors Decoration Committee Chair o Order necessary decorations o Finalize decoration details with Event Chair Order necessary party favors Auction Committee Chair o Start collecting donated auction items o Keep an excel spread sheet going with all collected items and information o Make sure to keep all props to return to the donors TCA Tool-kit 58

18 Fundraising and Development 3 months before event Event Chair(s) o Start bi-weekly Committee meetings o Go over budget with the Committee Chairs keeping close tabs on what each Committee spends Media & Public Relation Chair o Fax second round of press releases o Report progress to sponsors Include any new/ early ticket or table buyers Committee Chair o Get volunteers committed for the day of the event o Clarify any parking issues that might be attached to using the venue Invitation Committee Chair o Finalize invitation designs- last chance for early sponsor opportunities and tickets purchases! Send to printer within two weeks Allow one week for proofing and approval by committee and organization Start early label printing if necessary Auction Committee Chair o Continue to collect the auction items Determine biding procedure for larger items: Live - be sure to book an auctioneer Sealed - start promoting items to guests o Send out booklet of items collected before the event Silent - Generate bid sheets and determine minimum bids on all items Menu Committee Chair o Begin to focus on menu options Work closely with caterer Don't forget to consider special dietary needs of guests Make menu match the season Set up time for tasting of the menu if necessary /Program Committee Chair o Final considerations Sound systems Transporting heavy objects Get all information to the invitation committee for publication TCA Tool-kit 59

19 Fundraising and Development 2 months before the event Event Chair(s) o Continue with bi-weekly committee meetings o Go over budget with the Committee Chairs keeping close tabs on what each Committee spends Invitation Committee Chair o Get invitation volunteers together to assemble o Check on available postage first class bulk o Mail invitations /Program Committee o Confirm entertainment 1 month to 2 weeks before the event Event Chair o Begin collecting reservations o Seat guests according to their priority. This can be determined by donation level, profile in the community, etc. o Final arrangements made and approved for decorations o Reconcile budget o Volunteer coordinator should meet with each committee chair to determine needs o Reconcile Budget Corporate Relations/ Sponsorship Chair o Start to design signs for sponsors Be sure to use the most updated logo o Report progress to sponsors Media & Public Relations Chair o Send another round of press releases Be sure to get local society reporters to cover the event (you may need to comp their tickets) Decorations Committee Chair o Order flowers o Make sure decorations have been finalized Auction Committee Chair o Continue to collect auction items o Print all necessary bid sheets for the auction o Mail mini-auction booklet to confirmed guests to promote items (if budget allows) Menu Committee Chair o Confirm menus with the caters Be sure all rentals have been requested Make sure all beverages are set including non-alcoholic beverages TCA Tool-kit 60

20 Fundraising and Development The week of the event Event Chair o Fill empty seats with potential donors/sponsors, dedicated committee members or staff from the organization o Finalize the seating chart o Call each committee chair to check status Committee Chair o Confirm volunteers - tell them where to be and when Decoration Committee Chair o Coordinate final plan to deliver decorations Auction Committee Chair o Account for all auction items and bid sheets Menu Committee Chair o Confirm catering /program Committee Chair o Confirm entertainment o Confirm arrival times Emcee Volunteers Day before the event Event Chair o Print out guest list in alphabetical order for the check-in volunteers o Generate checks for entertainment and caterer if required Media & Public Relations Chair o Deliver signage to event site (any other items that can be delivered early should arrive in the late afternoon) /Program Committee Chair o Be sure all necessary sound equipment is delivered early on the day of the event in case of problems Day of the event All Event & Committee Chairs o Arrive for set up o Work in shifts o Be sure all aspects are in place before leaving to get ready o Return to the event (dressed for the evening) 45 minutes before guests arrive Committee Chair o Have volunteer coordinator lead his/her troops o Keep timeline close at hand all evening to check the status Decoration Committee Chair o Check the quality of the decorations Menu Committee Chair o Walk through event one final time with the caterer /Program Committee Chair o Have feature entertainment and speakers in place 20 minutes before you need them TCA Tool-kit 61

21 Fundraising and Development Post-event follow up Take time to evaluate your event especially if you plan to repeat it! Don't forget one of the most important aspects of your event: saying "Thank you" to everyone that participated in the event. Event Chair o Reconcile budget Collect any outstanding money or pledges Mail or deliver all expenses from event o Send thank you notes to all committee members o Send a report to all sponsors with a thank you Consider having a follow-up thank you party for everyone who participated o Send follow-up communications to all special guests encouraging them to continue to support the organization o Collect all articles and press clippings o Meet with individual committees 2 to 5 days after the event for evaluation Discuss all successes and challenges of event Offer suggestions to remedy problems Offer explanations as to why certain things did and did not work Evaluate whether the event served its purpose Decide whether you would do the event again o Save all notes and compile a notebook for reference to future chairs Include all budget to actual information Include receipts Include planning notes from each committee chair Include all press releases Include sample letters sent to sponsors Include sample invitations Include guest lists From Ballet Austin Tool-kit TCA Tool-kit 62