The Easy Button for Event Prep: Implementing a Proactive Event Briefing Process

1. The Easy Button for Event Prep: Implementing a Proactive Event Briefing Process James Hess, Prospect Development Manager Jane Owsley, Assistant Director, Data Quality University of Cincinnati Foundation

2. About the UC Foundation • Support both UC & UC Health • 67 Development Officers • Raised $136M in 2018 • Utilize Blackbaud CRM • Team Structure • Who has access?

3. Event Prep - The Evolution • Dark Ages • Industrial Revolution • Present Time • Tomorrow-land Advancement Writing - The Process Logistics & Application Good to Know Constituent Note Writing Challenge

4. Guiding Principles • Automated • Accurate • Impactful

5. The Dark Ages • Each event briefing report created from scratch, even if guests were frequent event attendees • All information manually entered into Word • Attendee list only included names, no IDs or other identifying details • Attendee list sent last minute, typically the day before an event • Information included varied based on who completed the research

6. Industrial Revolution

7. Industrial Revolution • Event briefing report now created in CRM! • Push of a button report generated for each registered Event • Key fields from record now automated into report • Focused our data on impact

8. Industrial Revolution

9. Industrial Revolution

10. Present Time • Removed less-impactful information • Improved education, capacity, and giving details • Added PDF editor tool • Incorporated automated GOOD TO KNOW Constituent Note!

11. Industrial Revolution

12. Tomorrow-land • Good to Know detail no longer current • Presidential strategies for event not highlighted in report • Details for internal employees not needed • Only top Committee involvement reflected (Board of Trustees, Bicentennial)

13. But How???

15. Good to Know Constituent Note • Goal: to provide leadership an accurate and concise story of event attendees. • Content Checklist / Order • Length: 3-7 sentences • Previous interactions with leadership: very brief description of prior contact • Career description: describe type of profession and/or industry that has lead career path • Internal involvement: how are they engaged with your organization? • Current external involvement: community/civic, Board Leadership, and awards • Additional bio information: family details, interests and passions

16. Writing Challenge

17. Writing Challenge #1 • Previous interactions with leadership • Career description • Internal involvement • Current external involvement • Additional bio information Sam is Director of Sustainability, for Voorpret North America, a Dutch family company. He is former President of Voorpret North America, and, for over 20 years was CEO of Smith Equipment Company. He sold Smith Equipment to Voorpret Holdings B.V., a Dutch company active in the selling, leasing, and distribution of automobiles, tires, building materials, valves, and construction equipment, in 2005. Sam’s recent gifts have supported programs to benefit first generation students, the Neuroscience Institute’s Sunflower Revolution Event, university libraries, and Athletics. Sam is the Chair of the University’s Board. Sam’s community involvement includes being a member of the Ohio River Way, Inc., The Montana Nature Conservancy, The Queen City Club, and as an Executive Board member of the Cincinnati Regional Business Committee (CRBC). His brother, William “Bill” Smith, is a US Senator. Sam lives with his wife, Jan, in Cincinnati. They have three children.

18. Writing Challenge #1 • Previous interactions with leadership • Career description • Internal involvement • Current external involvement • Additional bio information Sam is Dir. of Sustainability (and former President) of Voorpret North America, a Dutch family company involved in the sell, lease, and distribution of automobiles/tires, building materials, and construction equipment. For 20 years prior, he was CEO of Smith Equipment Co. until he sold it to Voorpret in 2005. Sam is Chair of UC’s Board and supports many UC initiatives – 1st Gen students, neuroscience, libraries, and Athletics. He is member of numerous external boards which support nature conservation and local business (on Cincinnati Regional Business Committee Ex. Bd). His brother, Bill Smith, is a US Senator. He and his wife Jan live in Cincinnati and have three children.

19. Writing Challenge #2 • Previous interactions with leadership • Career description • Internal involvement • Current external involvement • Additional bio information Mary remembers how difficult it was to afford college, and is happy to be a "first-generation" philanthropist. She previously served as the Director for the Crafts with Conviction Program with Crayons to Computers. Mary is a registered nurse with the Christ Hospital Network. Mary and Allen reside in the Blue Ash/Evendale area and have three adult children, Corrie Marie, Greg, and Gracie, none attended UC. The couple established the Mary and Allen Roberts Scholarship Fund for nurses pursuing advanced degrees and make annual gifts to the fund. The couple sat at the Foundation President’s table at the College of Nursing Benefactor Event 11/13/18. Mary is an active leader in the College of Nursing Alumni Association and has volunteered at numerous mentoring events with students.

20. Writing Challenge #2 • Previous interactions with leadership • Career description • Internal involvement • Current external involvement • Additional bio information In Nov. 2018, Mary and spouse Allen sat with the Foundation President at the College of Nursing Benefactor Event. She is a registered nurse with the Christ Hospital Network and prior Director for Crafts with Conviction Program with Crayons to Computers. The couple established the Mary and Allen Roberts Scholarship Fund for nurses pursuing advanced degrees and make annual gifts to the fund. Mary is an active College of Nursing Alumni Association leader, volunteering often at mentoring events. She remembers how difficult it was to afford college, and is happy to be a "first-generation" philanthropist. She and Allen reside in Blue Ash/Evendale and have three adult children, Corrie Marie, Greg, and Gracie.

21. Writing Challenge *Extra Credit • Content Checklist / Order • Length: 3-7 sentences • Previous interactions with leadership: very brief description of prior contact • Career description: describe type of profession and/or industry that has lead career path • Internal involvement: how are they engaged with your organization? • Current external involvement: community/civic, Board Leadership, and awards • Additional bio information: family details, interests and passions

22. Thank you!