Planning an Event from Start to Finish Stephanie Whitson, JMU OAR Ted and Megan Hogan, Charlotte Dukes

Overview Kick-Off and Initial Planning Engaging Volunteers Marketing your Event Fundraising Event Day Details Wrap-up

Kickoff and Initial Planning Start early!!! Hold a kickoff meeting with JMU OAR and key volunteers Set goals, objectives, and reasonable expectations Pick a location, date, and time; review the contract with OAR Create an initial budget Develop background materials (sponsorship packages, marketing plan, etc.) Set up online registration site

Engage Volunteers Form committees and assign responsibilities Marketing/recruiting participants Getting sponsors Providing on site support Working with your venue

Marketing your Event Try several approaches… Blast communications PLUS personal follow up Try Facebook, , placing ads, and recruiting contests Connect with other Alumni chapters Coordinate with Duke Club reps and groups in your area

Fundraising Just ask! Look to influential contacts in your chapter Sponsors are the key Free prizes Cash contributions Other options include: Mulligan sales Raffle Silent auction Live auction Registration profit margin “Play with a Coach” auction

Event Day Details Layout timeline in advance, be there early and plan for contingencies Develop a timeline for the day to ensure event stays on schedule and nothing is missed Arrive early to coordinate with venue staff and set-up as necessary Expect that things may not go 100% as planned - anticipate this and be flexible

Wrap-Up Post-Event “Marketing” Send thank you s and photos to participants Post photos on chapter website, Facebook Sponsorship Wrap-up Send personal thank you notes, photos, and/or results Keep the door open for next year Administrative Submit final expenses, P/L statement to OAR Prepare and submit Event Summary Form to OAR including best practices for future events