1. PAINLESS & EFFECTIVE EVENT PLANNING Let’s Get This Party Started! Presented by: Nancye Bailey Carolina Event Consultants

2. We should have an event!

3. Visions Dancing In Your Head… Never Been Done Before Ideas Frolicking Guests Tons of Money Little Planning Time Engaged Staff and Board

4. Without careful planning you will… Wind up with a big headache and no positive outcomes

5. WHAT IT TAKES TO MAKE A GREAT EVENT HAPPEN

6. Before You Book a Caterer or Hotel… Questions to Ask ■Why do we want to have an event? ■How do events fit into our larger development strategy? ■What are our desired outcomes? ■Are we planning a one-off or an annual event?

7. Set Goals ■Raising funds ■Raising awareness ■Launching a new program ■Increasing community engagement ■Increasing membership or donor base ■Honor key supporters ■Present awards ■Thank key allies ■Generate press Identify the most important goals for your event, and then prioritize. Setting goals early and with input from key players will help you plan the most appropriate and effective event to get the job done.

8. MYTH: Event planning is easy and fun!

9. Evaluate Resources ■Time ■Money ■Volunteer and board support ■Community and business support Good, cheap, fast: Pick two!

10. Time ■A successful event requires time from your staff, board and volunteers ■A timeline and task sheet are critical to your success ■Evaluate what funds you can direct toward an event ■Create a realistic, detailed budget and carefully manage it Money Events, like home renovations, always take more time and money than originally budgeted.

11. Volunteer and Board Support ■Talk to your board and volunteers and ask them how they see themselves contributing to the event ■Board and volunteer engagement is critical to a successful event ■Reach out to local businesses for support ■Back up your request with well-produced materials about the event, your organization and a description of the benefits they will receive in exchange for a donation ■Consider “out of the box” ways businesses can support you Community and Business Support If you don’t ask, you don’t get

12. Manage Expectations ■Revisit your goals and resources so that you can remain grounded and realistic ■Create a plan for an event that invigorates, instead of exhausts, your staff, board and volunteers ■Be sure to manage expectations for board and committee members as well as key players ■Brainstorming is a great process, but you don’t have to say yes to every idea It’s easy for board and committee members to dream and talk big because they get to walk away and leave the work to the staff/consultant

13. Creating a Budget ■Envision all aspect of your event ■Account for every component that has a cost associated with it ■Think through how you are going to raise money ■Be realistic You must create a budget based on reality – both on the income and expense side.

14. Expenses and In-Kind ■Catering (tax and service charge too) ■Venue ■Rentals ■Design marketing materials ■Printing ■Mailing ■A/V ■Insurance ■Permits ■Décor ■Valet ■Security ■Event Consultant ■Additional day of staff ■Travel ■Entertainment Even if you can secure an item in-kind you still need to include them in your budget Keep careful track of every expense, no matter how small.

15. Income ■Ticket sales ■Table sales ■Sponsorship ■Exhibitors ■Ad sales ■Cash donations ■Fund-A-Need ■In-kind donations ■Live auction ■Silent auction ■Raffle or door prize ■Book sales ■Merchandise sales Draft your income structure – stay grounded in reality.

16. More about Income ■Analyze your member and donor base to evaluate its giving potential in each area –If your largest donor last year was $5,000, how can you justify anticipating selling a table for $25,000 ■A respectable ratio for fundraising is 2-to-1: For every $2 you raise, you only spend $1 ■Starting off with a small fundraiser is fine! You don’t have to go big from the get go ■Brainstorm with key players, board members and committee to identify potential funders for each line item and include them on your budget worksheet The key to event-based fundraising success is ensuring that everyone if on the same page regarding who is in charge of what.

17. Risk Management ■Scenarios to consider: –Event income or registration does not meeting goals, fundraising or otherwise –Natural disasters –Key team member or event planner leaving the project –Keynote speaker falling through Always come up with a Plan B and hope you never have to use it.

18. Event Committees ■Pros –Increased involvement from your supporters and broader circle –Many hands make light work –Potential resources, including access to donors, in-kind donations, speakers, and vendors –Increased breadth and depth of outreach ■Cons –Committees require management and oversight –“Too many cooks in the kitchen” potential –Increased number of stakeholders has the potential to slow decision-making Not every event needs a committee

19. Creating and Managing a Timeline ■A good timeline is detailed, comprehensive, and indicates clear responsibilities ■It also includes due dates, who is responsible for what and status updates ■For a timeline to be effective, you must review, update and revise it frequently ■A timeline is a living document that evolves throughout your event ■A timeline will help your successor immensely A well thought-out, comprehensive timeline is an event planner’s best friend.

20. 5 RULES FOR A GREAT EVENT

21. Rule #1 No Assumptions A beautifully executed event is a well-oiled machine where all of the parts work independently, but as one. Be crystal clear on how the event day will flow: What role will key players have? What time will vendors arrive?.

22. Rule #2 Start The Day with Nothing Left to Do When you begin event day, there should be nothing on your list that could have been done the day, week or month before. It’s better to bring in volunteers in the days before an event to help stuff, collate, assemble, etc. than to wait until event day.

23. Rule #3 The Curtain Rule In front of the curtain: When guests are present At the registration table Backstage with MC Behind the curtain: Make shift office Private corner

24. Rule #4 Remember You Are Part of a Team All team members need to be briefed, trained and managed throughout the process. For team to function seamlessly, each part needs to work independently, but be comfortable with the other key players.

25. Rule #5 Don’t Expect Perfection, but Do Expect Perfect Troubleshooting Because of the live, one-time nature of events, you should anticipate glitches. As much as you have planned, prepped, and prepared, something will not go as you hoped or expected.

26. EVALUATING YOUR EVENT

27. Debrief ■Who do you invite to a debrief? –Development staff –Executive director –Event consultant –Event chairs –Event committees Schedule a debrief within two weeks of the conclusion of the event. Successful debriefs are ones in which those present feel safe, comfortable and been involved in the event in some meaningful way.

28. Sample Debrief Agenda ■Welcome ■Celebrating our success ■What worked and what needs improvement: –Planning process –Committee –Program –Logistics –Food/Bev –Staff/Volunteers ■Next steps Circulate clear and concise minutes from the debrief. Use those notes when you start the next planning cycle.

29. EVENT IDEAS

30. Why Re-invent the Wheel? ■The event wheel has been invented, and the more you learn from anecdotal evidence and examples, the more successful you will be ■Spend time researching successful events in OTHER STATES that are similar to your idea

31. Event Ideas to Consider ■Several small events to raise money for the same purpose: –EX: CCCF Wine Dinners ■Fund-A-Need –HHES Auction ■Giving Day –Midlands Gives ■Nonevents –People pay to stay home

32. Q&A