Building a Succesful Event: Special Events 101 presented by Ann Andrusyszyn, C.F.R.E.

1. Building a Succesful Event: Special Events 101 presented by Ann Andrusyszyn, C.F.R.E. OLA SuperConference 2010 Special Event Basics OLA SuperConference2010

2. BLUEPRINT FOR SUCCESS Design Plan Implement Construct Inspect Special Event Basics OLA SuperConference 2010

3. SO YOU’RE PLANNING AN EVENTWHY THIS EVENT? You hear about a great event and decide to try it out at your organization You repeat the same event year after year, not because it has been a great success but because it has become “sacred” and no one dare change it A strong personality on the board suggests it Another group has had a successful event, so you assume it will work for you It’s in your strategic plan Special Event Basics OLA SuperConference 2010

4. WHAT IS THE PURPOSE? • To raise money • To generate donor prospects or volunteers • To increase public awareness • To reach a different constituency • To bring attention to your mission or cause e.g. campaign kick-off • Some combination of all of the above Special Event Basics OLA SuperConference 2010

5. SOME EVENTS RAISE MORE MONEY BUT LESS AWARENESS More “exclusive” Less individuals in attendance Higher individual cost to attend Lower administrative and advertising expenses More donor prospects More exclusivity for sponsors Attendees have greater loyalty to the organisation Special Event Basics OLA SuperConference 2010

6. SOME EVENTS RAISE AWARENESS BUT LESS MONEY Wider appeal Fewer donor prospects Often require a bigger investment of time, people and money Larger attendance Higher visibility Higher admin and advertising costs Attendees have less loyalty to the organisation Special Event Basics OLA SuperConference 2010

7. CHOOSING THE RIGHT EVENT • Audiences • List all possible groups of people you would like to have at your event • Assets • What does your event offer to your audience and participants? • Vision • What is the highest expectation for the event? • Promise • What will each event participant actually take away from the event experience? Special Event Basics OLA SuperConference 2010

8. CHOOSING THE RIGHT EVENT • Differentiators • What makes your event so special/different? • Competitors • Is there any direct competitive activity for your event? • Brand • What is the essence of your event - these few words sum up the optimal experience for your event - oftentimes, event titles come from your brand • Is it even the right thing for us to do? Use the “READY FOR EVENT” CHECKLIST(handout) or make an EVENT COMPARISON CHART* Special Event Basics OLA SuperConference 2010

9. Event Comparison Chart - sample Special Event Basics OLA SuperConference 2010

10. SWOT ANALYSIS STRENGTHS WEAKNESSES OPPORTUNITIES THREATS Special Event Basics OLA SuperConference 2010

11. TIMING Investigate what other community events are taking place around the date/time you are considering You may be competing for the same audience, volunteers and donors Develop an Event Schedule Planner* or a Critical Path Always have a Plan B Special Event Basics OLA SuperConference 2010

12. Event Schedule Planner - sample Special Event Basics OLA SuperConference 2010

13. SITE SELECTION • Site Matrix* • Site Plan* • Permits • Traffic Patterns • Availability of electricity/ water supply/ restrooms • Furniture/equipment needs • Area for tent(s) • Other events sharing the venue at the same time • City/ Police Clearances/ parking/ security Special Event Basics OLA SuperConference 2010

14. Site Selection Matrix - sample Special Event Basics OLA SuperConference 2010

15. Site Plan - sample Special Event Basics OLA SuperConference 2010

16. EVENT COMMITTEE, BOARD & STAFF • Recruit a strong committee • Include and inform board members • Include and inform staff members • Develop Committee Duties (handout)for committee members • Develop a training program for committee members • Keep minutes of meetings with action notes for follow-up Special Event Basics OLA SuperConference 2010

17. FINANCES • Budget • Invoice Procedures • Petty Cash • Special Bank Accounts • System of Receipts • Vendor Policies Special Event Basics OLA SuperConference 2010

18. PREPARING THE BUDGET How much money do you want to raise? What should be in the budget? Expenses should not exceed approximately 30% of revenue Budget Planning Checklist (handout) Examples of event budgets can be found online Special Event Basics OLA SuperConference 2010

19. SPONSORSHIP Cash In Kind Underwriting Difference between a sponsorship and a donation What’s in it for you? What’s in it for them? Contract - verbal vs. written Special Event Basics OLA SuperConference 2010

20. MARKETING AND PROMOTION Marketing Plan Communications Plan Design of Brochures, Posters, Sponsor Packages Signage Preparation of Mailing Lists/Email Lists Printing Postage Filing system to track responses, contributions and reservations Special Event Basics OLA SuperConference 2010

21. EQUIPMENT • Logos, Banners, Signage • Decorations (Creative, Reusable, Purposeful) • Display & Exhibit Equipment • Tables & Chairs • Transportation • Merchandise (if you choose to distribute or sell) • Informational Handouts (Brochures, One Pagers, CDs) • Lighting • Sound • Audiovisual Equipment • Electrical outlets/cords • Generators • Phones, Faxes and Computers for onsite production needs Special Event Basics OLA SuperConference 2010

22. FINE DETAILS • Invite speakers • Working agenda • Print programme for event • Speaking notes, speeches • Award Certificates or Plaques • Brochures • Invitations • Posters • Seating charts, name cards • Media, Slideshow & Displays • Music Special Event Basics OLA SuperConference 2010

23. VOLUNTEERS Consider all positions required Develop an organisational chart* Develop a job description(handout) for each position Develop training session Look after them at the event Develop recognition plan Special Event Basics OLA SuperConference 2010

24. Organisational Chart - sample Special Event Basics OLA SuperConference 2010

25. SAFETY St. Johns Ambulance Fire Prevention measures Event Insurance Event Waiver(handout) for volunteers and for participants If event is physical in nature, ensure there is water on hand for everyone Site locate for hydro, gas, water, etc. Special Event Basics OLA SuperConference 2010

26. FOOD Simcoe Health Unit Special Event Permit, if food is being cooked on site by your organization Provide or sell to your participants Volunteers should be fed and should have a full meal if they are there longer than4 hours Event dependent Special Event Basics OLA SuperConference 2010

27. AFTER EVENT • RECOGNITION • EVALUATION • COMMITTEE DEBRIEF • WRAP UP REPORT Special Event Basics OLA SuperConference 2010

28. RECOGNITON • Who should be recognized? • Volunteers • Sponsors • Staff • Long time supporters • How should they be recognized? • Formal vs. Informal • Who does the recognition? • Staff Member • Board Member • Committee Chair • Is recognition included in your budget? • When should you do recognition? Special Event Basics OLA SuperConference 2010

29. EVALUATION • Feedback • Volunteer Survey(handout) • Participant survey • Fiscal • Number of Participants • Sponsor Revenue • Income • Expenses • Balance Budget • Other • # of spectators • Media Coverage Special Event Basics OLA SuperConference 2010

30. COMMITTEE DEBRIEF • Should be done as soon as possible after the event • Should be constructive criticism • As the event organizer, stay calm and don’t take it personally • Encourage input from all members • Keep notes and action items • Follow-up on recommendations Special Event Basics OLA SuperConference 2010

31. WRAP-UP REPORT Items to include: • Background • Committee • Results • Sponsorship • Number of Participants • Revenue sources • Recommendations • Closing Remarks • Attachments • SWOT Analysis • Financial Results Special Event Basics OLA SuperConference 2010

32. WEBLINKS Special Events: Why go to all the trouble? Carolyn Rickey http://www.charityvillage.ca/cv/research/rfmk38.html Event organizer's checklist for designing sponsorships with confidence Pat Kahnert http://www.charityvillage.ca/cv/research/rfmk40.html Effective event tools and tips Paulette Vinette http://www.charityvillage.ca/cv/research/revnt1.html Planning Special Events: Blueprint For Success Debora Meskauskas http://www.librarysupport.net/librarylovers/eventips.html Your Organization's Next Special Event: "Fund-Raiser" Or "Friend-Raiser?" Tony Poderis http://www.raise-funds.com/112601forum.html Special Event Basics OLA SuperConference 2010

33. Additional Resources Microsoft Office Online Some simple templates for event planning, correspondence, etc. inthe “Templates” section http://office.microsoft.com/en-us/templates/CT062100681033.aspx Check your local Public Library for event planning books Charity Village http://www.charityvillage.ca Association of Fundraising Professionals – Greater Toronto Chapter http://www.afptoronto.org Sessions at AFP Congress, through the Greater Toronto Chapter of AFP http://afptoronto.org/index.php/congress Event Planning online course, through Charity Village http://www.charityvillage.ca/cv/learn/cvcevents.html Special Event Basics OLA SuperConference 2010

34. Seven Stages of a project~ anonymous ~ Phase 1: Uncritical acceptance Phase 2: Wild enthusiasm Phase 3: Dejected disillusionment Phase 4: Total confusion Phase 5: Search for the guilty Phase 6: Punishment of the innocent Phase 7: Promotion of non-participants Special Event Basics OLA SuperConference 2010

35. WRAP UP Many aspects to running a successful event Make sure you research all aspects before deciding to go ahead ROI - Return on Investment has to be worth all the time and effort The “after” actions are as important as the planning Good luck! Special Event Basics OLA SuperConference 2010

36. Thank you for your time Questions? Comments? Ann Andrusyszyn Barrie Public Library (705) 728-1010 ext. 7040 aandrusyszyn@barrie.ca Special Event Basics OLA SuperConference 2010