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PROGRAMS COMMITTEE:

PROGRAMS COMMITTEE:. YP CHAPTER EVENT STANDARDS & PROTOCOLS. AGENDA. Purpose Process Conception Proposal Infrastructure Execution Review Event Examples Peer-to-Peer: Questions. PURPOSE. To help YP Chapters consistently produce programs & events that:

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PROGRAMS COMMITTEE:

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  1. PROGRAMS COMMITTEE: YP CHAPTER EVENT STANDARDS & PROTOCOLS

  2. AGENDA • Purpose • Process • Conception • Proposal • Infrastructure • Execution • Review • Event Examples • Peer-to-Peer: • Questions

  3. PURPOSE To help YP Chapters consistently produce programs & events that: • Focus on one or more components of the Empowerment agenda • Supports the local affiliate strategic goals • Supports the YP Mission • Increase profitability in events & visibility of the chapter • Recruit & Retain members & donors

  4. PROGRAM/EVENT PROCESS

  5. CONCEPTION • WHAT type of program/event is it? • WHEN will it take place? • WHERE do you want to host it? • HOW will it be paid for? • WHO will it benefit? • WHY are we doing this?

  6. CONCEPTION • Every program or event should be done in a standard proposal • Every decision making level should recommend yes or no and send for final level approval • Every decision maker should be able to review proposal with minimal questions • Every proposal is not good for the chapter.

  7. PROGRAM/EVENT PROPOSAL

  8. PROGRAM/EVENT PROPOSAL

  9. WHO’S ON FIRST? • WHO’S DOING WHAT? • WHEN IS IT SUPPOSE TO BEGIN? END? • HOW MUCH IS IT GOING TO COST? • HOW MUCH MANPOWER IS NEEDED? • WHO APPROVED THIS? WHEN? • DOES THIS CONFLICT WITH MY LOCAL AFFILIATE PROGRAM OR EVENT?

  10. INFRASTRUCTURE

  11. INFRASTRUCTURE-GOVERNANCE LOCAL URBAN LEAGUE AFFILIATE

  12. EXECUTION-COMMITTEE • Establish event/program committee • Event/Program Chair • Event/Program Co-chair • Marketing/PR Liaison • Logistics Liaison • Volunteer Coordinator • Finance/Budget Liaison • YP Chapter Executive Board

  13. EXECUTION-NEEDS • Identify potential needs of event/program • Budget • Event Agenda • Event Timeline • Guest Speaker(s) • Food • Alcohol • Tickets/Registration • Décor/Props • Giveaways

  14. EXECUTION-WOW FACTOR • Value Added Event/Program Ideas • Special Guests • What’s unique and specific to this event • Giveaways • Momentum for next event/program • “Motown Test” If I had my last dollar, would I buy a ticket to this event or spend it on something else?

  15. EXECUTION-BUDGET

  16. EXECUTION-MARKETING • Be sure to cover the marketing basics: • Press Releases • Chapter Website/General Body Meetings • Social Media • Flyers/ Promotional Material • Media Outlets: Local Papers, City Websites, Local Listservs, Radio Stations, Local TV • Local Community Organizations • Affiliate Board & Staff • Geographically Close YP Chapters • Note: Remember to personally invite your own networks

  17. EXECUTION-SPONSORSHIP • If sponsorships are required: • Identify potential sponsors • Develop a sponsorship proposal • Develop a timeline and process for contacting sponsors • REMEMBER: • Discuss your event plan with your CEO • Ask your CEO to include the program/event with proposals they may already be preparing • Not all Sponsorships = Money; In-kind donations go a long way!

  18. REVIEW • Metrics • Did you complete the program? • What was the overall impact? • Did it start on time? End on time? • Did you accomplish your goals? • Over budget/Under budget? • Number of participants • Number of YP Members • Would you repeat the program in the future? • Attendee feedback?

  19. PEER-TO-PEER CHAPTER:  Urban League of Central Carolinas Young Professionals EVENT:  ULCC Leadership Awards, Presented by the Young Professionals Auxiliary PURPOSE:  The event recognizes and honors the accomplishments of Charlotte leaders, under the age of 40, in the areas of leadership in their careers and in their philanthropic endeavors. DATE:  January 22, 2010 ATTENDANCE:  250 COST:   $35 in advance $45 at the door REVENUE/LOSS: $4,200+

  20. PEER-TO-PEER CHAPTER: NORTHERN VIRGINIA URBAN LEAGUE YPN EVENT: PURPOSE: DATE: ATTENDANCE: COST: REVENUE/LOSS:

  21. LESSONS LEARNED • LESSONS LEARNED: • Ensure your Affiliate leadership is on-board and supports the event.  This leadership includes the CEO, BOD and Chair of BOD. • Begin pursuing sponsorships early.  Even if all the logistics are not set, begin approaching corporations and telling them about the purpose of the event. • Secure as much pro-bono support for the event as possible.  Event managers, photographers, videographers, public relations specialists, caterers, sound technicians, DJ's, graphics consultants are all examples of professionals that may lend their services for free in exchange for promotion or advertisements at the event. • Operate at a profit during the entire planning process.  Ensure that the sponsorships received and proceeds from tickets sold exceed the expenses at every step of the planning process.  This step ensures the YP's are not a financial burden to the Affiliate at any time during the planning process. • Ensure your "VIP" or "Special" guest list for the event includes other YP leaders in the community, ie. politicians, media personalities, business leaders, NULYP leaders. • Ensure the media is aware of the event.  In the weeks leading up to the event, ensure the press releases are in every publication to which your demographic has access.

  22. DOs and DON’Ts • DOs • Talk to your CEO • Communicate Event/Program Objectives with YP Executive Board • Set a budget • Know your audience (demographic and behavioral stats) • Plan ahead. Document Everything! • Maximize the opportunity, but remember the overall event/program purpose. • DON’Ts • Don’t forget to inform your CEO! • Don’t try to plan or execute the event/ program with no governance or support structure. • If the event/program does not fit into your empowerment focus or mission, drop it and move on!

  23. QUESTIONS

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