Hang all posters & promotional items

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1 Benefit concert 5 Week Planning Timeline 5 weeks before the concert Pick a location Pick a date Reserve venue Try to find one that will let you charge the cover for the night See if they will let you advertise all month in the venue Start looking for bands to play at the concert Decide on price of tickets Decide whether you want to make t-shirts to sell Make a checklist of what you ll need for event (equipment, food, T-shirts) Create list of different committees (day of event, promo, planning) with different tasks to distribute responsibilities 4 weeks before the concert Make a facebook event Decide on the bands that will play Decide on a t-shirt design and company (we will provide an optional design) Change your profile pictures on Facebook Make posters & any other promotional tools Make sure you have a Square Card Reader linked to our account Optional: Talk to restaurants/grocery stores about donating food for the event (we are a 501(c)(3), so they can donate to us with a tax write up) 3 weeks before the concert Print posters for promotion & hang up *do this as soon as you have the bands finalized Update Facebook event once bands are finalized /Talk to different clubs & organizations people are connected to Choose time/location for an interest meeting within 2 weeks after event & reserve room (just make sure you allot enough time for t-shirts purchased the day of the event to then be ordered and received by the date of the interest meeting) 2 weeks before the concert Hang all posters & promotional items

2 Talk to people in your classes & see if you can promote the event before class starts Reserve table/space to promote in main area of campus for the following week Week of the concert Days before Promote in main area of campus during lunch hours list-serves that people helping with the event are connected to Double check to make sure you have all things necessary for day of event (food, equipment, T-shirts, Uhuru Promotional Tools, table, posters, donation jars) Assign people to tasks at the event (collecting money/tickets/stamping hands, introducing Uhuru and talking about what the club/org. does in Kenya and on campus, introducing bands, run merchandise table) Remind people on Facebook, Twitter, other forms of social media Follow up with band, venue, etc. & decide on a time to meet for soundcheck and setup Get some sort of thank-you for the band Get change from the bank. day of Set up equipment/food/uhuru Gear (make sure you get to the site early, probably at least two hours) Have computers so every student can sign in as they enter the concert *We will have a form for students who want to enter in their and information to find out more info about Uhuru and/or future events Collect money and give them a ticket/band/mark their hand so that you will know they have paid Open the concert by welcoming everyone and talking about Uhuru for a bit. Then introduce the first band. You can do this in between each band and take just a few moments to explain what the benefit is for so that if people come in late they will get a chance to hear it as well. Give thank-you s to bands day after Send out an thanking everyone for attending and connecting them to Uhuru and how they can get involved (on campus, come to Kenya etc.) Invite them to the interest meeting on campus. Put a link for Facebook, Twitter, Stay Classy School page, etc. bands (see coordinating with bands below)

3 T-shirts note: Uhuru Child is not responsible for purchasing your T-shirts for this event. We will provide an optional design, if you would like to use it. You may also design your own shirt. Choose a design (or use the one provided by Uhuru Child) Find a company to use Figure out how far advance they will need the order to have the shirts on the day of the event Plan to have two round of orders Round 1: allow people to choose a T-shirt size when they register If they register in person, go ahead and use the Square Card Reader to pay for their shirts & add them to a google document If they register online, include a place with instructions for how to donate online via our fundraising page Have them you a copy of their electronic receipt before you add them to the google doc of people who have paid Round 2: allow people to buy a shirt the day of the event Have the Square Card Reader at the event and allow them to pay for their shirt that day You will need to get their names, sizes, and s Order these T-shirts the day after the event Once T-shirts come in, all students who bought a shirt the day of the event with a time/location to pick up shirt (probably best done at the interest meeting to get them to the meeting) Coordinating with BAnds Things to think about: Who will set up/take down equipment? Will you do a soundcheck before the event or in between each band? Who will do this? When do you need to get to the venue to do this? Does the location have a sound engineer? If not, who will run the sound equipment? Decide on the order of the bands. You probably want the most well-known/popular band to play last.

4 all the bands with information about the concert when they agree to play. Share with them price, location, date, posters, links to Facebook pages, etc. Encourage them to promote the concert as well. Tell them what equipment will be provided and what they will need to bring/how to prepare. Offer to promote the band on your facebook page/ask for their band websites. A week before the event let them know what time they need to arrive, when they will be playing and a schedule for the night (see example below). At the event, have a thank you card (you could make cookies or have a gift as well) to thank the bands for playing them after the event to thank them and let them know the details of the concert (how much was raised, how many people were there, etc.) Example Schedule: 6:30- Sound technician arrives; sound-check 8:00-8:10- Welcome everyone and explain Uhuru's mission 8:15-8:55 Set 1 8:55-9:00 Band number 2 set-up/introduce band and give a brief description of Uhuru 9:00-9:40 Set 2 9:40-9:45 Band number 3 set-up/introduce band and give a brief description of Uhuru 9:45-10:15 Set 3 10:15-10:20 Band number 3 set-up/introduce band and give a brief description of Uhuru 10:20-11:00 Set 4 11:00-11:05 Thank everyone for coming, announce how much was raised, etc. Checklist of things you might need for the event: Cash and cash box Info about Uhuru - fliers/pamphlets Promotional Items - T-shirts, other Uhuru gear Table for Uhuru Items and table for ticket sales (table cloth) Something to mark that they have paid (plastic bracelet, ticket stubs, permanent marker)

5 Laptop charged and ready with form created to take information, charger, extension cords Square for credit cards Thank you s for band Donation jars Cards with price of tickets, T-shirts, etc. Information on how to get involved - Could make cardboard posters saying Come to Kenya for example or have printed sheets explaining all the different ways

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