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

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

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
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.
3. GALAS AUCTIONS RACES TOURNAMENTS LUNCHEONS CONFERENCES AND COMMUNITY EVENTS
4. EVENT MANAGEMENT VENDOR COORDINATION SPONSORSHIP SUPPORT VOLUNTEER MANAGEMENT
5. OVERVIEW Day of Event Checklist 1. Post Event Checklist 2.
6. Check-in With Vendors Program Run Through Volunteers Auction Set Up Registration Enjoy the Moment Guest Check Out DAY OF EVENT
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
8. VENUE Discuss room layout changes Voice any concerns Start a texting group chat with the venue rep Day of Event
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
10. AUDIO VISUAL, SOUND, AND LIGHTS Day of Event AV Run Through Check videos and slides in the room Pick light color
11. PHOTOGRAPHER Give copy of shot list Show them important spots in the room Ask if they have questions Day of Event
12. Meeting with other speakers Train recorder and spotter volunteers Confirm any last minute additions to the program AUCTIONEER/EMCEE Day of Event
13. ENTERTAINMENT Show them where to change/green room location Confirm start and end times Day of Event
14. PROGRAM RUN THROUGH Gather all speakers Check the sound Run the videos Go through slides Day of Event
15. VOLUNTEERS Volunteer meal in the volunteer room Post a copy of schedule Volunteer lead Host in-person volunteer trainings Day of Event
16. Set up auction tables Live Auction Displays Organize tangible items and certificates Supplies AUCTION SET UP Day of Event
17. REGISTRATION Right amount of people Keep line moving Solutions Table Day of Event
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
19. EVENT TIME Enjoy the moment Connect with donors Day of Event
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
21. Reconciliation Charging Cards Receipts Post-Event Guest Communication Debrief POST EVENT
22. DATA ENTRY Post Event
23. DATA ENTRY Go slow Divvy up the workload Double check as you go
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
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
26. DONOR FOLLOW UP Post Event Confirm preferred payment methods Personal outreach Avoid unnecessary refunds
27. CHARGE CARDS Post Event Double-check your charge list Utilize Batch Checkout
28. RECEIPTS Post Event Custom text box
29. RECEIPTS Post Event Calculate your fair market value Write a personal note Ask about matching opportunities
30. POST EVENT GUEST COMMUNICATION Connect with Your Donors Post Event
31. Volunteers Table Captains Board Members Vendors Post Event THANK YOUR TEAM
32. PULLING REPORTS Post Event All bidder income Outstanding accounts
33. DEBRIEF & CELEBRATE Post Event Look for opportunities for improvement Guest feedback Celebrate
34. SUMMARY Day-of Event checklist Data Reconciliation Post-Event Communication Reporting & Debrief
35. info@gfsevents.org 425-985-0208 www.gfsevents.org facebook.com/gfsevents instagram.com/gfsevents let's connect! linkedin.com/company/gfs-events Thank You!
36. RESOURCE PAGE Use these icons and illustrations in your Canva Presentation. Happy designing!
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