Special Events

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Special Events

• Tips and Traps

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Special eventswhy?

• Generate
• Image
• Credibility
• Educate public
• New volunteers
• New market
• Diversify funds
• Fun!!!

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W-5S

• Who?
• What?
• Where?
• When?
• Why ?
• How?

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Why do Special events fail?

• Costs are too high
• Prices are too low
• Not enough tickets sold
• Expectations are unrealistic

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The seven Ps

• Proper pre planning prevents piss poor
  performance Dave Gilmore

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Develop strategies for success

• Is the event important enough?
• Full support
• Match event to purpose/mission
• Select chair/committee
• Checklists

• Develop master plan/timelines
• Budget
• Marketing/media
• Regular meetings
• Contingency plan
• Wrap up lessons learned

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The Tipping Point Malcolm Gladwell

• Connectors Social glue they spread the message
• Mavens Provide the message
• Salespeople Skills to persuade people cant
  resist
• Strong chair
• Stronger plan
• Measurable timelines
• Volunteers!!!!!!

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• BE A GODDESS COMMITTEE 2006
• Chairperson
• Event Sponsors
• Beverage Coordinator
• Booth Sponsorship Coordinators
• Catering Coordinator
• Decorating Coordinator
• Entertainment Coordinator
• Fashion Show Coordinator

• Logistics Coordinator
• Media Marketing Coordinators
• Silent Auction Coordinator
• United Way Staff
• United Way Special Events Chair
• Volunteer Coordinator
• Wellness Area Coordinator

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Committee Structure

• The Be a Goddess Committee is responsible for
  planning and implementing the event from start to
  finish. Volunteers are the backbone of Be a
  Goddess and they play an essential role in making
  this event a success. It is important to get
  volunteers involved, keep them informed and
  recognize them for their efforts. People
  volunteer for a variety of reasons the number
  one reason people volunteer is because they are
  asked.
• Committee volunteers are best recruited on a
  person-to-person basis. A personal approach works
  best with friends, referrals, or last years
  volunteers. You may wish to invite specific
  volunteers to handle a certain task or position.
  It is important to let the volunteer know exactly
  what is expected of them. It is the
  responsibility of each committee member to
  supervise and organize volunteers in their area
  of responsibility and to liaise with the
  Volunteer Coordinator.

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Chairperson

• General Duties
• Event Director
• Recruits Executive Committee
• Specifics
• The Chairperson is responsible for overseeing the
  Be a Goddess event, The goal is to recruit and
  coordinate an effective, dedicated team that
  consists of core members and subcommittees.
• Works with staff partners from Star 93.3,
  Peterborough This Week and United Way to recruit
  Committee members.
• Together with staff partners meets with and
  confirms event facility.
• Establishes and monitors goals and timelines for
  the committee in conjunction with staff partners.
• Conduct monthly meetings with the Committee to
  identify courses of action and oversees all
  aspects of the event. May wish to consider
  bi-monthly meetings as the event approaches.
• Acts as event spokesperson with regards to media
  interviews, negotiations, and meetings.
• Responsible to send thank yous to committee
  volunteers.
• Assists in the recruitment of volunteers.
• All expenditures must be approved by the
  Committee prior to purchase.

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Marketing

• Start early
• Do your research
• Get professional help IN KIND

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Media/Marketing Coordinator

• General Duties
• Performer / Musicians Liaison Star 93.3
• Electronics / sounds systems / logistics - Star
  93.3
• Photo coordination - Peterborough This Week
• Specifics
• Event Marketing - designs and develops all radio
  and print advertising in accordance with the
  agreed upon commitments.
• Develops all print materials including posters,
  tickets and flyers.
• Emcees the event including the Fashion Show.
• Peterborough This Week provides a photographer
  for guest pictures at the event and coordinates
  picture development.
• Provide the Event and Volunteer committees with
  the names and contact information of all Media
  Marketing volunteers.
• Responsible to send thank you letters to all
  Media Marketing volunteers.
• All expenditures must be approved by the
  Committee prior to purchase.
• It is the responsibility of each committee member
  to supervise and organize volunteers in their
  area of responsibility and to liaise with the
  Volunteer Coordinator.
• Please note ALL VOLUNTEERS are asked to check in
  with their COORDINATOR BEFORE THEY BEGIN THEIR
  TASKS.

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Silent Auction Coordinator

• General Duties
• Solicitation and organization of auction items
  and auction.
• Specifics
• Recruits a team of Volunteers to assist with the
  solicitation and pick-up of auction items.
• Organizes auction categories and decides on the
  best procedure to coordinate the auction with
  other activities.
• Works with Gift Prize and Booth Committees to
  determine a list of Businesses to approach for
  auction items to ensure that the same businesses
  are NOT being solicited by more than one
  committee.
• Confirms in writing with the businesses/organizati
  ons the details of their gift and any applicable
  details.
• Records the contact information of all
  businesses/organizations and contributions to the
  event.
• Determines the number of volunteers needed along
  with tasks and responsibilities.
• Provide the Event and Volunteer committees with
  the names and contact information of all Silent
  Auction volunteers and item donors.
• Responsible to send thank you letters to all
  Silent Auction volunteers and item donors.
• All expenditures must be approved by the
  Committee prior to purchase.

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• Remember
• the 7 effective Ps to success!!!

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Budget
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Financial blueprint

• Specific
• Revenue opportunities
• i.e. sponsorship ticket sales, donations booth
  sales etc.
• Expenses
• Printing , permits, insurance, speakers, food,
  supplies, security etc

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Evaluation

• Take time right after the event while it is fresh
• Did the event fulfill its goals and objectives?
• Which venders will be used again?
• What was missing from the checklist?
• Attendance, could it be improved?
• Informal and formal feedback?
• Is it worth doing again?
• And lastly.

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• Thank you, thank you and thank you, to ALL who
  made the event possible..
• be hearty in your approbation and lavish in your
  praise and..
• Celebrate!!!!