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Mastering Milestones, day of and post-event checklist with GFS Events

Auctria
January 23, 2024
92

Mastering Milestones, day of and post-event checklist with GFS Events

Mastering Milestones, day of and post-event checklist with GFS Events

Auctria

January 23, 2024
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Transcript

  1. MASTERING
    MILESTONES
    How to successfully check off your
    day-of and post-event to-do list
    PART 2
    Laura Drazdys
    Event Producer
    Alex Springberg
    Director of Business
    Development & Special Events

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  2. We can offer innovative ideas
    and fundraising solutions that
    can help your nonprofit
    achieve a fundraising goal
    that you thought was out of
    reach.
    GFS is a minority and woman
    owned business that
    specializes in creating and
    producing successful
    fundraising events.

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  3. GALAS AUCTIONS RACES
    TOURNAMENTS LUNCHEONS CONFERENCES AND
    COMMUNITY EVENTS

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  4. EVENT
    MANAGEMENT
    VENDOR
    COORDINATION
    SPONSORSHIP
    SUPPORT
    VOLUNTEER
    MANAGEMENT

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  5. OVERVIEW
    Day of Event Checklist
    1.
    Post Event Checklist
    2.

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  6. Check-in With Vendors
    Program Run Through
    Volunteers
    Auction Set Up
    Registration
    Enjoy the Moment
    Guest Check Out
    DAY OF
    EVENT

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  7. CHECK IN WITH VENDORS
    Day of Event
    Know the timing of everything
    Follow your Run of Show doc to
    stay on top of vendor arrivals
    Vendor Payments
    List of vendors:
    Venue
    Catering
    AV, Sound, Lights
    Photographer
    Entertainment
    Auctioneer/Emcee

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  8. VENUE
    Discuss room layout changes
    Voice any concerns
    Start a texting group chat with the venue rep
    Day of Event

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  9. Day of Event
    CATERING
    Meet about any last minute
    changes
    Confirm counts are correct
    Meal choice indicators
    Solidify bar set up and components
    Quality control taste test

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  10. AUDIO
    VISUAL,
    SOUND,
    AND
    LIGHTS
    Day of Event
    AV Run Through
    Check videos and
    slides in the room
    Pick light color

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  11. PHOTOGRAPHER
    Give copy of shot list
    Show them important
    spots in the room
    Ask if they have questions
    Day of Event

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  12. Meeting with other speakers
    Train recorder and spotter
    volunteers
    Confirm any last minute
    additions to the program
    AUCTIONEER/EMCEE
    Day of Event

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  13. ENTERTAINMENT
    Show them where to
    change/green room
    location
    Confirm start and end
    times
    Day of Event

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  14. PROGRAM RUN THROUGH
    Gather all speakers
    Check the sound
    Run the videos
    Go through slides
    Day of Event

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  15. VOLUNTEERS
    Volunteer meal in the
    volunteer room
    Post a copy of schedule
    Volunteer lead
    Host in-person volunteer
    trainings
    Day of Event

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  16. Set up auction tables
    Live Auction Displays
    Organize tangible items and certificates
    Supplies
    AUCTION SET UP
    Day of Event

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  17. REGISTRATION
    Right amount of people
    Keep line moving
    Solutions Table
    Day of Event

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  18. CHECKING GUESTS IN Day of Event
    Let packet runner know
    their bid number
    Ask for their credit card
    Fill out their contact
    information
    Check them in

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  19. EVENT TIME
    Enjoy the moment
    Connect with donors
    Day of Event

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  20. GUEST CHECK OUT Day of Event
    Smooth check out process
    Auction winner white board
    Volunteers hand guests tangible
    auction items and certificates
    Answer questions and requests
    Paying by check or donor
    advised fund
    Different credit card
    Guest gifts

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  21. Reconciliation
    Charging Cards
    Receipts
    Post-Event Guest
    Communication
    Debrief
    POST
    EVENT

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  22. DATA ENTRY
    Post Event

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  23. DATA ENTRY
    Go slow
    Divvy up the workload
    Double check as you go

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  24. DATA ENTRY - RAISE THE PADDLE
    Have a minimum of 3 recorder
    sheets you can reference
    Double check your entries as
    you go
    Record the audio of your Raise
    the Paddle

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  25. AUDITING Post Event
    Match your sheets to your
    entries
    Check names with bidder
    numbers
    Cross-check the totals on
    your sheets to your platform

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  26. DONOR FOLLOW UP
    Post Event
    Confirm preferred
    payment methods
    Personal outreach
    Avoid unnecessary
    refunds

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  27. CHARGE CARDS
    Post Event
    Double-check your charge
    list
    Utilize Batch Checkout

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  28. RECEIPTS Post Event
    Custom text box

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  29. RECEIPTS
    Post Event
    Calculate your fair
    market value
    Write a personal note
    Ask about matching
    opportunities

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  30. POST EVENT GUEST
    COMMUNICATION
    Connect with Your Donors
    Post Event

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  31. Volunteers
    Table Captains
    Board Members
    Vendors
    Post Event
    THANK YOUR TEAM

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  32. PULLING REPORTS Post Event
    All bidder income
    Outstanding accounts

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  33. DEBRIEF & CELEBRATE
    Post Event
    Look for opportunities for improvement
    Guest feedback
    Celebrate

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  34. SUMMARY
    Day-of Event checklist
    Data Reconciliation
    Post-Event Communication
    Reporting & Debrief

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  35. [email protected]
    425-985-0208
    www.gfsevents.org
    facebook.com/gfsevents
    instagram.com/gfsevents
    let's connect!
    linkedin.com/company/gfs-events
    Thank
    You!

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  36. RESOURCE
    PAGE
    Use these icons and
    illustrations in your Canva
    Presentation. Happy designing!

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  37. RESOURCE
    PAGE
    Find the magic and fun in
    presenting with Canva
    Presentations. Press the
    following keys while on
    Present mode!
    B
    for blur
    C
    for confetti
    D
    for a drumroll
    O
    for bubbles
    Q
    for quiet
    X
    #
    for to close
    Any number from 0-9 for a timer

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