Event Team Presentation March 11, 2011 Leads: Jessica & Amy Members: PJ & Carly

Agenda Event Team Journey Our Team Vision Event components and flow Input Needed: – Venue – Award Winner Introductions Event Needs Strategy/Next Steps

Event Team Journey

Our Team Jessica LEAN Consulting Experience Intense Organization Outreach Fundraising Amy Corporate and Non-Profit Event Development Experience Event sizes ranging from 200 to 1000 Budget management from $2,000 to $75,000 Day of coordination and execution Outreach - Fundraising PJ Positive attitude Program Flow experience Artistic direction Carly Event Coordination experience Opus Prize – 2,500 person award ceremony On-Campus conferences/events Outreach - Fundraising

Vision Defining great leadership Uplifting great leaders in our community Sharing compelling leadership experience to enable leadership growth Establishing and growing a reputable leadership program that educate leaders of tomorrow Empowering leaders for a just and humane world Represent the GLFC/RWLA – inclusive/participative in planning process Tone: celebratory, professional, intimate, inspirational

Event Components: Venue & Program Flow

Campion Ballroom Diagram w/ 430 seat set-up

Event Location Pigott Auditorium Pros – Seats target capacity – 400 – Connection with Albers – Location Continuity with 2010 – Large stage – Professional Cons – No private reception area Boeing Room (80 capacity) Pigott Atrium Reception prep takes cohort members away from award experience – Not intimate – No reception entertainment Campion Ballroom Pros – Flexibility to accommodate capacity changes – Contained (ceremony & reception in one place) – Formal, celebratory, intimate – Close to Parking (Murphy) – Most sought after location for formal events on campus – Reception entertainment Cons – Not Albers – Requires location update on collateral and website – 12x12 video screen, opportunity to rent additional screens incur add’l $150 cost.

Program Flow Pre-Ceremony Reception (6:00-6:30 pm) Live music (tentative) Photo slideshow (tentative) Poster displays Beverages & light appetizers Award Ceremony (6:30 – 7:30 pm) Welcome (Fr. Steve?) MC (TBD?) Trailer video 3 finalist videos 8 or so different speakers Reception (7:30 – 9:00 pm) Appetizers/Beverages Live music (tentative) Photo slideshow (tentative) Poster displays

Award Winner Introductions Cohort members Pros – Direct connection to GLFC – Enhance personal GLFC experience – Personal and GLFC visibility – More control – Consistency with 2010 Cons – Lack of personal connection with nominees (potentially less impactful for audience) – May need to be based on public speaking ability verses desire Other Pros – Personal connection to winner (potentially more impactful for audience) – More meaningful and personal for award winner to hear from someone they lead – Something new Cons – Less control – Will this already be in the videos?

Event Needs Catering (SU and alcohol) Facilitating vendors (wine/beer) Vendor setup/needs Reminder calls to vendors and participants – directions, parking, deliveries, etc. Photographer Programs Award Plaques Decorations (table center pieces) Flowers Table runners Draping over divider walls Balloons Other Day of coordinator Volunteer coordinator Places to store items (banners, trophies) Greeters/Ushers Transportation/parking Signage Set up and clean up/take down Flow and timing (time out schedule of events) Speakers w/speeches – coach on writing and help practice – set up a timeline PowerPoint of pictures and quotes Dry runs – video, presentations Video Ambiance development Music Promotional items for award recipients (table) Set up calendars – liaison to finalists and speakers Liaisons for nominee and guests now through event Outreach for attendance Appreciation – sponsor acknowledgement, donors, etc. Thank you gifts/notes Reception Attendee Engagement Event Coordination Nominee Coordination Programming Stewardship /Outreach Day-Of Logistics Vendors

Strategy Define success: – 100% participation – Cohort Engagement Input on decisions Program execution (event needs) – Event team cannot be successful without the support and trust of the cohort How do we move forward? – What are concerns/fears? – How do you want to engage? – How can we best work with other teams?