On My Honor I Promise To.. Steal all ideas and claim them as my own Vow to use each idea to make lots of money Use the ideas to enhance my career and

Size: px

Start display at page:

Download "On My Honor I Promise To.. Steal all ideas and claim them as my own Vow to use each idea to make lots of money Use the ideas to enhance my career and"

Ferdinand Wesley Cole
6 years ago
Views:

3 On My Honor I Promise To.. Steal all ideas and claim them as my own Vow to use each idea to make lots of money Use the ideas to enhance my career and institution

4 High profile events Maximize event budgets in a tight economy Basics of Event Success How do you dig?

5 Milestone Anniversaries Presidential Inaugurations Public Launch of Campaign or Celebration School/Building Opening or Dedication Campus Visit by High Level Official Opening or Closing Event

6 A committee is a cul-de-sac down which ideas are lured and then quietly strangled. Sir Barnett Cock, c.1907

Event: Capital Campaign Celebration Budget: $85,000 Location: Coliseum - Huntsville, Texas Guest#: Event Goals: 400/ $224.

Singing invitation Commemorative song Personal Thank You from students Started off with a party Branding Toast Voice over as

7 Event: Capital Campaign Celebration Budget: $85,000 Location: Coliseum - Huntsville, Texas Guest#: Event Goals: 400/ $ per person Announce the total raised Thank donors Create a 5 Star event WOW Factors: Student entertainment Balloon drop Singing invitation Commemorative song Personal Thank You from students Started off with a party Branding Toast Voice over as the emcee COST Savings: Commemorative gift to couples Outsource all décor and linen to one company Cut back on portion sizes Campus Resources

9 INVITATIONS POSTAGE DECORATIONS FOOD BEVERAGES EVENT BUDGET - EXPENSE Event Name: Capital Campaign Date: 20-Jul-10 Time : 6:00 PM Location: Coliesum # Guests 400 Budget: $85,000 Description Vendor Quoted Cost Actual Cost Invite Pieces SH Press $ 4, $ 4, Sound for Invites Clever Sound Promotions $ 2, $ 2, Quantity = 1274 SH Post Office $ 1, $ 1, Event décor Daryll and Co. $ 21, GOBO Production Resource Group $ Seated Dinner ARAMARK $ 13, Cast Dinner ARAMARK $ Pizza for Cast ARAMARK $ Beer & Wine ARAMARK $ 4,375.00

10 BEVERAGES Beer & Wine ARAMARK $ 4, LINEN put in overall décor ENTERTAINMENT Dancers SHSU Theatre and Dance $ 3, FlutterFeti Parti Line Factory $ Voice Over Moffet Productions $ Musicians SHSU School of Music $ 4, Dancer Outfits Target $ Sound & Visual AVPG $ 22, GIFTS Star Paperweights Cooperstepp $ 3, Walk of Fame Stars Entertainment Souveniers $ 3, Ron Mafrige Gift PromoWorld $ OTHER Ballooon Drop Almost Anything Goes $ Nitrogen AOC $ Students Tshirts CC Creations $ Coliseum Rental Coliseum $ 1, Rope for Balloon Drop Walker County Hardware $ TOTAL $ 89, COST PER PERSON $ BUDGET DIFFERENCE ($4,649.76)

Event: President s Retirement Party Budget: $85,000/ Location:

the President and his wife Showcase accomplishments WOW

institution- scholarship and treasure chest Themed

Savings: In-house presentation Outsource all décor and linen

11 Event: President s Retirement Party Budget: $85,000/ Location: Coliseum - Huntsville, Texas Guest#: Event Goals: 400 Honor the President and his wife Showcase accomplishments WOW Factors: Feature Dan Rather (alumnus) Gift from the institution- scholarship and treasure chest Themed entertainment Transformation of the Coliseum Quotes COST Savings: In-house presentation Outsource all décor and linen to one company Selective invitation list In conjunction with Board Meeting Paperless Save the Date

home of Sam Houston Used Margaret Houston s silverware for dessert Menu from the Houston family collection

12 Event: President s Cabinet Dinner Budget: $1,085/ $98 per person Location: Museum Grounds - Huntsville, TX Guest#: 11 Event Goals: Casual end of the year dinner to thank the vice president s WOW Factors: In actual home of Sam Houston Used Margaret Houston s silverware for dessert Menu from the Houston family collection of recipes COST Ambience Savings: - Beautiful day No rentals Flowers from the garden Paperless Invitation

Event: Academic Awards Dinner Budget: $22,000/ $157 per person Location: Ballroom - Huntsville, Texas Guest#:140 Event Goals: Honor faculty that have received awards or that are retiring or being

13 Event: Academic Awards Dinner Budget: $22,000/ $157 per person Location: Ballroom - Huntsville, Texas Guest#:140 Event Goals: Honor faculty that have received awards or that are retiring or being promoted 5 Star Evening WOW Factors: Use of lighting Unique Room Layout Event theme was based on a quote Invitation Overall Ambience Music COST Savings: Outsource décor and linen to the same company Served beer & wine only The purpose of education is to turn mirrors into windows Sydney Harris

14 Event: Regional Campaign Celebration reception) Budget: $45,000/ $150 per person Location: Virginia History Museum in Richmond, Virginia Guest #: 300 Event Goals: Thank donors who have given to the campaign Encourage others to give to the current campaign Announce total raised to date WOW Factors: Student entertainment School song Videos Cost Savings: UVA staff photographers Commemorative gift Cut back on premium liquor

15 Event: Regional Campaign Celebration (reception and sit-down dinner) Budget: $45,000/ $375 per person Location: Mansion on Turtle Creek in Dallas, Texas Guest #: 120 Event Goals: Thank donors who have given to the campaign Encourage others to give to the current campaign Announce total raised to date WOW Factors: Venue Commemorative song Speakers Cost Savings: Commemorative gift Cut back on premium liquor In-house design and printing of invitation, programs, menu cards

16 Event: Band Rehearsal Hall Topping Out Party Budget: $18 per person Location: At the building site on the University of Virginia grounds Guest #: 300+ Event Goals: Thank the donors, volunteers, and students. Celebrate a new building on the arts grounds WOW Factors: Tree Signing & raising of the beam Encompassed staff, students, faculty and donors Cost Savings: Sparkling cider, no liquor In-house AV, rentals, catering Marching band entertained

17 Event: Student, faculty and staff farewell party for the president Budget: $123,500/ $19 per person Location: On the historic Lawn on the grounds of the University of Virginia Guest #: 6,500 Event Goals: Thank the president and his wife Engage the entire university community WOW factors: Student performers Local talent Photo cake Fun Cost Savings: Internal vendors Student entertainers

18 Budget: $230 per person Location: Boar s Head Inn in Charlottesville, Virginia Guest #: 400 Event Goals: Thank the president and his wife WOW factors: Sailing motif Program of speakers and presenters Nautical symbols used on wait staff name tags, in restrooms, printed materials, etc. Cost Savings: Internal venue willing to go over the top

19 Pick one thing to splurge on Create a focal point be unique Select a venue with a wow factor Downsize from premium liquor to call brands or beer and wine only. - Signature drink. Use less expensive liquor or beer and wine - Age of audience can affect choice of beverage Utilize and know your campus resources USE THEM! - In-house graphic designers - Photographers and AV personnel - Student entertainers Reconsider your menu items and decrease your portion size. Presentation is the key. Passed hors d oeuvres or stationed

20 EVENTS set the tone for your EVENTS are interactive and experimental.they are a marketing tool! EVENTS set the tone for the entire campaign. EVENTS put the fun in fundraising.

21 Development Phase o Who? What? When? Where? Why? o Determine purpose of event and prioritize goals and objectives o Identify strengths, weaknesses, opportunities and threats o Identify event element requirements & site requirements o Is there a need for ancillary programs (mini events) o Develop the marketing plan. (Sponsorship program, promotional strategy, direct sales strategy, public relations) o Protocol and ceremony needs and develop plans required (government officials) o Risk Assessment

22 Development Phase o Develop Event Design o Compliancy o Develop Budget (the real blue print!) Failure to plan, is planning to fail

23 Pre-Production Phase ore-assess available resources ocreate timelines, production schedule and calendar o Develop site plan o Develop event evaluation criteria o Review and comprehend vendor proposals o Create event management structure/ Staffing o Oversee communication with all parties o Show or Event Flow

24 Pre-Production o Site and Services (parking, capacity, power) oentertainment/presentation (scripting, rehearsals) ofood & Beverage otechnical production (AV, lighting, sound, tech rehearsal) orentals and Décor (delivery & set-up) orisk Management/ Contingency Plans oguest Services (handicap accessibility) ocollateral Material (signage, invitations, gifts) o Pre-production meetings or participant orientations

25 Production o Implement production schedule o Employ communication systems (methods of communication and protocol) o Implement risk monitoring and control systems as needed (contingency and response plans, and safety procedures) o Coordinate load-in; load-out o Ensure conceptual and contractual compliance of event o Conduct pre- and post-inspection of event (security, health, safety) o Establish behind-the-scenes locations (green room/rehearsal

26 Post Production Determine return on investment (ROI) (internal and external stakeholders and measurable objectives) Analyze and evaluate entire event management process Audit and reconcile finances and present final budget (final invoices/billing, financial reports, and profit and loss) Archive information (legal documentation, media documentation and samples) Ensure full compliance with contractual obligations (equipment return and payment schedules)

27 So let s go on a treasure hunt. START

28 o Pay attention to the details o Ask for help o Hire professionals o Have site visits and rehearsals o Keep everyone informed o Know emergency procedures o Know what your guests want o Don t let events be controlled by the opinion of 1 o Use your school song, colors, and other traditions o Plan for the unplanned o Learn from each event

29 Blogs Florists Web sites Photography Web sites Attend Conferences ISES & NACE Bizbash.com Your Peers Pick up the phone and call who is sitting next to you at this conference!

30 To be successful, the first thing to do is to fall in love with your work.. Sister Mary Lauretta

RENTAL OF THE NATIONAL MUSEUM OF THE AMERICAN INDIAN, MALL MUSEUM POLICY

SMITHSONIAN DIRECTIVE 401, March 1, 2019, RENTAL OF THE NATIONAL MUSEUM OF THE AMERICAN INDIAN, MALL MUSEUM POLICY 1. PURPOSE This document establishes rental and federal use policies applicable to the