MECHANICS OF A BGB

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MECHANICS OF A BGB

• A successful BGB takes passion, desire, planning,
  understanding, teamwork, elbow grease,
  coordination and commitment!

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Mechanics of a BGB

• The first place to start is with the long term
  plans. 6 14 months in advance make sure you
• Picked a date and have a venue contract.
• Selected meals and made long term plans.

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Mechanics of a BGB

• Organize the core committee
• Elect Chapter Chair, Finance Chair, Merchandise
  Chair, PR Chair and Ticket Chair

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Mechanics of a BGB

• Presuming you have the long term plans in place,
  this discussion will focus on guiding you on how
  to have the best possible event.

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MECHANICS OF A BGB

• WHAT DO YOU WANT FROM YOUR BGB ?????
• Seriously

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MECHANICS OF A BGB

• If you want to take your event to the next level,
  TUNE IN !!!
• If you just want to put a band-aid on a problem,
  save yourself the hour and go visit the exhibits.

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Mechanics of a BGB

• IDENTIFY YOUR TARGET
• Outstanding Volunteer Award??
• 20 Improvement in Net/Gross?
• Total 60 Net/Gross?

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Mechanics of a BGB

• IDENTIFY YOUR TARGET
• More Attendees?
• Facility Limit?
• Demographic Limit?

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Mechanics of a BGB

• IDENTIFY YOUR TARGET
• One of the TOP THREE Awards?
• Most Sponsor Members?
• Most Improved?
• Million Dollar Club?

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MECHANICS OF A BGB

• YOU ARE GOING TO MEET THAT GOAL !!!!!
• Heres how

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Mechanics of BGB

• Timeline and Strategies
• 5 years Create a concept plan
• 2 years Decide on schedules
• 1 year Firmly fix the details

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MECHANICS OF A BGB

• Timeline and Strategies
• Always have an agenda for committee meetings and
  stick to it
• Review timelines at each meeting
• Decide who is going to do what action item

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Mechanics of BGB

• Timeline and Strategies
• Document and circulate meeting minutes
• Know your local area! You cant get blood from a
  stone, but you can help water run downhill. Focus
  on and maximize the local flavor to make your
  event SPECIAL.

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MECHANICS OF A BGB

• THREE MONTHS OUT
• Set a budget based on your event goal
• Select merchandise within budget
• Solicit donations
• Select featured items hunts, guns, games

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Mechanics of BGB

• TWO MONTHS OUT
• Mail Invitations
• Advertise your featured items
• Include special raffles/promotions with tickets
  in your ticket application. This is free money!

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MECHANICS OF A BGB

• ONE MONTH OUT
• Pickup Donations
• Assign merchandise to event functions based on
  the budget
• Sell out !
• 200.

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Mechanics of BGB

• Week of the banquet
• Label all merchandise by function
• Complete tent cards and receipts
• Prepare thank you cards/certificates

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Mechanics of BGB

• Week of the banquet
• Prepare member packets
• Pick up all remaining donations
• Plan for banquet set up and times
• Final contact w/facility and caterers

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Mechanics of BGB

• Week of the banquet
• Prepare timeline for entire banquet and give to
  all members to review
• Confirm all volunteer help and any special set
  ups
• Finish program, get it printed and picked up

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MECHANICS OF A BGB

• Week of the banquet
• Identify any problems or event misfires. Discuss
  how to handle, so everyone knows ahead of time

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Mechanics of BGB

• Day of banquet
• Begin setup 6-8 hours prior
• Ensure member packets have arrived
• Follow your budget ! What are the final
  attendance numbers? Adjust merchandise up or DOWN
  based on attendees.

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MECHANICS OF A BGB

• Day of banquet
• Fill out S.A. preprinted bid sheets
• Fill out L.A forms
• Fill out any/all firearms paperwork
• Only use Bidder number for all games
• Confirm all supplies are available
• Buckets for raffles, cards for games, etc.

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Mechanics of BGB

• Day of banquet
• Check live auction PowerPoint and projector for
  compatibility
• Prepare materials for the auctioneer item
  description, FMV, cost, any minimum bids
• Check the sound system !

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Mechanics of a BGB

• During the banquet
• Timelines
• Celebrate mission
• PPT presentations
• Recognize the committee, HPs and life members
• Use time during dinner wisely

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Mechanics of BGB

• At the banquet (Silent Auction)
• Bid Sheets (set bid increments)
• Extra sheet for bid winners
• Poster printed
• Extra pens and room by items for bid sheets
• Dont crowd the items

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Mechanics of BGB

• At the banquet (Games and Raffles)
• Individual buckets for each item
• Always draw for items very publically. Involve
  attendees, confirm ticket/winner before moving on

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MECHANICS OF A BGB

• At the banquet (Games and Raffles)
• Move quickly, but never before last item winner
  is confirmed
• Never have slack/down time, keep enthusiasm up by
  giving stuff away
• Save the best for last Games, then General, then
  Silent, then Bonus, then Upper Tier

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Mechanics of BGB

• At the banquet (Live Auction)
• Use a professional auctioneer
• Give him the info to succeed
• 15-30 items, 50/50 mix of big small
• Mix them up, but the 1st is most important

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Mechanics of BGB

• At the banquet (Live Auction)
• DO NOT EVER interrupt the live auction
• Use enthusiastic spotters
• Sell only in the order in the program

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Mechanics of BGB

• At the banquet (Other considerations)
• Consider the culture of your attendees and set
  number of games and raffles accordingly
• Always have a good quality general raffle
• Dont set minimum bids on silent auction

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Mechanics of BGB

• At the banquet (Other Considerations)
• Number of guns
• Corporate tables
• Raffle girls
• Always think about perception

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Mechanics of BGB

• At the banquet (Tips)
• Games raffle tickets
• Announcing winners
• Big things for the end
• Pulling silent auction bid forms

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Mechanics of BGB

• At the banquet (Tips)
• Pay before pickup
• Well run cashier table
• Thank your attendees

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Mechanics of BGB

• After the banquet
• Clean up
• Get your results
• Celebrate!

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Mechanics of BGB

• After the banquet
• Mail or hand deliver those thank you notes
• Personally thank your donors
• Get an ad in the newspaper thanking donors and
  the members for attending

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Mechanics of BGB

• After the banquet
• Wrap-up meeting
• Invite new volunteers
• Plan for next year
• Reserve facility

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Mechanics of a BGB

• What next?
• Follow-up raffle
• Volunteer raffle
• Communicate with your state chairs and regional
  directors

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Mechanics of a BGB