MASTERING MILESTONES- featuring GFS Events

How to successfully check off your pre-event to-do list

Transcript

1. MASTERING MILESTONES How to successfully check off your pre-event to-do list PART 1 OF 2 Laura Drazdys Fundraising & Special Events 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 Pre-event Checklist (6-8 Months Out) 1. Two Weeks Out 2. One Week Out 3.
6. Goals & Objectives Budget Timeline Permits Venue Vendors PRE-EVENT CHECKLIST
7. GOALS & OBJECTIVES Brainstorm your WHY First time event goals Additional goals Pre-Event
8. BUDGET Is this your first event? Figure out your revenue and then your net Work backwards for expenses based on net No more than 35% of a nonprofit’s event revenue should be spent on expenses Is this an established event? Plan for a 20% increase in revenue (minimum) Budget for everything Pre-Event
9. TIMELINE High level Add dates Assign tasks Be flexible Pre-Event
10. Raffle License Special Occasion License Insurance Coverage Varies from state to state PERMITS & LICENSES Pre-Event
11. VENUE Size Layout Cost Catering Hotel Block Accessibility Pre-Event
12. VENUE CONCESSIONS Entrées Corkage Fees Auction Item Parking/Valet Comped Room Pre-Event
13. CATERING Cost Diverse Choices Special Diets Allergies Delicious Pre-Event
14. Establish needs Determine budget Be aware of increased costs In-house vs. outsource AUDIO VISUAL, SOUND, AND LIGHTS Pre-Event
15. PHOTOGRAPHER Establish a Shot List What will you receive? Discuss when pictures will be ready to download Pre-Event
16. VIDEOGRAPHER Establish video needs 4-6 months before the event Pre-Event
17. ENTERTAINMENT DJ Band Universal Like-ability Creativity Cost Pre-Event
18. AUCTIONEER/EMCEE Set up one month meeting Create ROS meeting Rehearse with AV day of Pre-Event
19. VOLUNTEER DUTIES Determine needed tasks Create job descriptions Assign tasks to volunteers Pre-Event
20. Finalizing Guest Information Organize your Run of Show Create a Supply List TWO WEEKS AWAY
21. COLLECTING GUEST INFORMATION Finalizing Your Guest List Collecting Missing Guest Information Names Contact Information Meal Selection Deactivating/Activating tickets Two Weeks Away
22. COLLECTING GUEST INFORMATION USING AUCTRIA Push out your “Ticket Statement” email and connect with them individually Two Weeks Away
23. FINALIZE YOUR RUN OF SHOW & SCRIPT Make sure that all of your arrival times, pick up times, phone numbers, etc are on your Run of Show Go through in detail Two Weeks Away
24. SUPPLY LIST Create a shareable document that lists all collateral and supplies for the event with roles assigned Last minute ordering Two Weeks Away
25. Pre-event emails Seating Auction Prep Run of Show Meeting Volunteers and Staff ONE WEEK AWAY
26. EMAIL #1: PRE-REGISTER YOUR CREDIT CARD EMAIL One Week Away
27. EMAILS #2 & #3: KNOW BEFORE YOU GO EMAIL Include: Option to upload credit card info Parking information What to wear Contact information for questions Live Auction Preview One Week Away
28. SEATING In a spreadsheet: Create a draft seating template In Auctria: Seating Assignments Ticketing and Guest Counts One Week Away
29. AUCTION PREP Create tracking spreadsheets Tag tangibles and file certificates Organize and fluff auction items One Week Away
30. VOLUNTEERS & STAFF Hold a Training for Volunteers & Staff Before the event AND at the event Identify “Solutions” Team One Week Away
31. RUN OF SHOW MEETING Opportunity to finalize last-minute details Raise the Paddle strategy Dessert Dash Acknowledgement of guests One Week Away
32. SUMMARY Pre-Event Checklist Two-Weeks Out One-Week Out
33. Join us next week on Wednesday, January 24th for Mastering Milestones Part 2: How to successfully check off your day-of and post-event to-do list! Ease your stress with these vital tips from GFS Events to ensure your guests walk away happy! Learn tips and tricks for volunteer training, final event details, post- event communication, and data reconciliation. Laura Drazdys Fundraising & Special Events Producer Alex Springberg Director of Business Development & Special Events
34. 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!