Haas Retreat 2006 Building An Annual Calendar And Event Planning

Haas Retreat Haas Retreat 20062006

Building An Annual CalendarBuilding An Annual Calendar

And Event PlanningAnd Event Planning

Why Build an Annual Why Build an Annual CalendarCalendar

1.1. Great view of holes in your plans – both by Great view of holes in your plans – both by theme and time periodtheme and time period

2.2. Allows enough time to address holesAllows enough time to address holes3.3. Creates a outline for each board meetingCreates a outline for each board meeting4.4. People work towards deadlines and planning People work towards deadlines and planning

ahead helps establishes deadlinesahead helps establishes deadlines5.5. Allow sufficient time for milestones or sponsor Allow sufficient time for milestones or sponsor

and partners contactsand partners contacts6.6. Event co-promotion: web, acveta, email and at Event co-promotion: web, acveta, email and at

eventsevents7.7. Identify areas where alumni office assistance is Identify areas where alumni office assistance is

needed so they have enough time to assistneeded so they have enough time to assist8.8. Allow time Avoid event fatigue – helps avoid a Allow time Avoid event fatigue – helps avoid a

calendar of all the same types of activities or calendar of all the same types of activities or too many close togethertoo many close together

Balance Activities TypesBalance Activities Types Cash Generating Events Cash Generating Events Professional SpeakersProfessional Speakers Wine & Food EventsWine & Food Events Money Losers Money Losers Bar NightsBar Nights Dean’s / Professor visitsDean’s / Professor visits CAL and Other Joint EventsCAL and Other Joint Events Outdoor/ Family eventsOutdoor/ Family events Sports/ School SpiritSports/ School Spirit

Balance The YearBalance The Year

Free or low-cost activities and higher Free or low-cost activities and higher ticket eventsticket events

Look at holidays to avoidLook at holidays to avoid Avoid conflict with Major sports Avoid conflict with Major sports

events - Or make them an event events - Or make them an event itselfitself

Talk to potential event partners Talk to potential event partners months ahead months ahead

Our Annual CalendarOur Annual Calendar Scary Scary when Emptywhen Empty

JanJan FebFeb MarMar AprilApril

MayMay JuneJune JulyJuly AugAug

SeptSept OctOct NovNovTailgate & Game

Holiday PartyCAL EVENT

DecDec

Our Annual Calendar Our Annual Calendar in in the worksthe works

JanJan FebFeb

Professional Professional EventEvent

MarMar

Wine DinnerWine DinnerAprilApril

MayMay JuneJune JulyJuly AugAug

SeptSept OctOct NovNovTailgate & Game


DecDec

Our Annual Calendar Our Annual Calendar Annual EventsAnnual Events

JanJan FebFeb


MarMar


MayMay JuneJune

Welcome Welcome JulyJuly

GolfGolfAugAug

Summer BBQSummer BBQ

SeptSept OctOct NovNovTailgate & Tailgate & GameGame


DecDec

Our Annual Calendar Our Annual Calendar Partner EventsPartner Events

JanJan

Bar night Bar night with HAAS with HAAS MBA’SMBA’S

FebFeb


MarMar


CAL EventCAL Event

MayMay

Bar NightBar NightJuneJune

Welcome Welcome

CAL Event CAL Event

JulyJuly

GolfGolfAugAug


SeptSept OctOct NovNovTailgate & Tailgate & GameGame

Holiday PartyHoliday Party

CAL EVENTCAL EVENT

DecDec

Our Annual Calendar Our Annual Calendar fill fill the holesthe holes

JanJan

Bar night Bar night with HAAS with HAAS MBA’SMBA’S

FebFeb


MarMar


CAL EventCAL Event

Bar NightBar Night

MayMay

Bar NightBar NightJuneJune

Welcome Welcome

CAL EventCAL Event

JulyJuly

GolfGolfAugAug


SeptSept


Leadership Leadership DinnerDinner

OctOct

Wine Dinner?Wine Dinner?

NovNovTailgate & Tailgate & GameGame

Holiday PartyHoliday Party

CAL EVENTCAL EVENT

DecDec

Choosing Speakers and Choosing Speakers and TopicsTopics

Review History of Successful EventsReview History of Successful Events Look at other HAAS chaptersLook at other HAAS chapters Speak to other Alumni OrganizationsSpeak to other Alumni Organizations What Topics are Hot in the News?What Topics are Hot in the News? Talk to Alumni Office About Available Talk to Alumni Office About Available

Professors or Alumni (road trip for Professors or Alumni (road trip for prior successes)prior successes)

Before Proceeding Make sure you Before Proceeding Make sure you have enough interest on your Boardhave enough interest on your Board

Event BudgetsEvent Budgets Determine Profit goalsDetermine Profit goals

Make Money or Break Even or Spend Make Money or Break Even or Spend Excess ReservesExcess Reserves

Look at Variable Costs Separately Look at Variable Costs Separately from Fixed Costsfrom Fixed Costs Per person food and drink, parking, Per person food and drink, parking,

name tags, acveta fees, etcname tags, acveta fees, etc Venue, speaker gifts, A/V, comps, etcVenue, speaker gifts, A/V, comps, etc

Budget for Sponsor donationsBudget for Sponsor donations Estimate Attendance and set priceEstimate Attendance and set price

Partnering With Other Partnering With Other OrganizationsOrganizations

Partner with CAL Alumni, Boalt Partner with CAL Alumni, Boalt Alumni, or UC AlumniAlumni, or UC Alumni

Partnering with other Business Partnering with other Business SchoolsSchools

Partnering with Professional Partnering with Professional organization and associationsorganization and associations

Sample Event Plan – New Sample Event Plan – New Student/ Recent Grad Student/ Recent Grad

ReceptionsReceptions Event HistoryEvent History BudgetBudget Geography Geography Secure Sponsorships (N/A for this Secure Sponsorships (N/A for this

event)event) Calendar Constraints Calendar Constraints Promotional TimelinePromotional Timeline Responsibilities Responsibilities

– – New Student/ Recent Grad New Student/ Recent Grad Reception Reception Event HistoryEvent History

Annual attendance from 43-90 peopleAnnual attendance from 43-90 people Budget of up to $300-400 for FBTT Budget of up to $300-400 for FBTT (food (food

beverage tax and tip)beverage tax and tip)

We pay for food and 1We pay for food and 1stst drink / pitchers drink / pitchers Prior YearsPrior Years

2001 June 272001 June 27thth El Torito Grill Beverly Hills El Torito Grill Beverly Hills 2002 June 192002 June 19thth El Torito Grill Beverly Hills El Torito Grill Beverly Hills 2003 June 182003 June 18thth Q’s Brentwood Q’s Brentwood 2004 June 232004 June 23rdrd Madame Wu’s Fairfax Madame Wu’s Fairfax 2005 June 292005 June 29thth H. Hamlet Brentwood H. Hamlet Brentwood 2006 2006 ????

Shift in DemographicsShift in Demographics

Alumni are Alumni are mostly 310,213, mostly 310,213, & 323& 323

New admits are New admits are mostly 626 with mostly 626 with many 909, 714 & many 909, 714 & 949949

New Student/ Recent Grad New Student/ Recent Grad Receptions Calendar Receptions Calendar

ConstraintsConstraints Commencement UG’s Commencement UG’s May 14May 14/ MBA’s / MBA’s May 21May 21 LA Alumni Board meeting June 14LA Alumni Board meeting June 14thth Alumni Annual Retreat June 23-25Alumni Annual Retreat June 23-25 Cal So UG transfer Orientation June 29Cal So UG transfer Orientation June 29thth

UG summer school Session begins July 6UG summer school Session begins July 6thth

Alumni Office Request for as late as date a Alumni Office Request for as late as date a possible to allow for promotionspossible to allow for promotions

Potential dates for New Student Potential dates for New Student EventEvent

SUNSUN MONMON TUESTUES WEDWED THUTHU FRIFRI SATSAT

May 21May 21 May 22May 22

May 23May 23 May 24May 24 May 25May 25 May 26May 26 May 27May 27

May 28May 28 May 29May 29 May 30May 30 May 31May 31 June1June1 June 2June 2 June 3June 3

June 4June 4 June 5June 5 June 6June 6 June 7June 7 June 8June 8 June 9June 9 June 10June 10

June 11June 11 June 12June 12 June 13June 13 June 14June 14B Meeting

June15June15 June 16June 16 June 17June 17

June 18June 18 June 19June 19 June 20June 20 June June 2121

June 22June 22 June 23June 23 June 23June 23

June 24June 24 June 26June 26 June 27June 27 June 28June 28 June 29June 29

Cal so Cal so June 30June 30 July1July1







June 11June 11 June 12June 12 June 13June 13 June 14June 14B












CAL CAL

June 11June 11 June 12June 12 June 13June 13 June 14June 14BoardMeeting






New Student/ Recent Grad New Student/ Recent Grad Receptions -Ideal TimelineReceptions -Ideal Timeline

Feb Finalize date and locationFeb Finalize date and location March Invitations with HAAS Acceptance LettersMarch Invitations with HAAS Acceptance Letters Apr Apr

Deadline for article in Haas Week newspaperDeadline for article in Haas Week newspaper Website with all locations and dates across the countryWebsite with all locations and dates across the country Begin 1 line mention of event in emails for other Begin 1 line mention of event in emails for other

eventsevents May May

Begin email campaign of single event emailsBegin email campaign of single event emails Assign phone call invitesAssign phone call invites

JuneJune Complete Phone calls 3-7 days before eventComplete Phone calls 3-7 days before event Final Email RemindersFinal Email Reminders Registration Confirmation RemindersRegistration Confirmation Reminders

Event Responsibilities - Event Responsibilities - IdealIdeal

Event Champion – overseas all aspectsEvent Champion – overseas all aspects VP Event Logistics – contracts with venueVP Event Logistics – contracts with venue VP Communications – PromotionsVP Communications – Promotions President – general remarks to the group President – general remarks to the group

(and trivia game)(and trivia game) Secretary – Name Tags/ Acteva Secretary – Name Tags/ Acteva

registrationregistration Membership/ Outreach – handles Membership/ Outreach – handles

distribution of phone treedistribution of phone tree

Venue Selection BasicsVenue Selection Basics Geography – the right part of your Geography – the right part of your

promotional regionpromotional region Easy Freeway accessEasy Freeway access Parking ConstraintsParking Constraints Room Sizes/ Configurations (70%/150%)Room Sizes/ Configurations (70%/150%) Ambient NoiseAmbient Noise Where are Other Groups Holding Events?Where are Other Groups Holding Events? Everyone in our chapter suggests venues, Everyone in our chapter suggests venues,

but unless there is a personal relationship but unless there is a personal relationship negotiations are handled by 1 person.negotiations are handled by 1 person.

Venue Selection: Venue Selection: Sell the Sell the idea of working with HAASidea of working with HAAS

Quality group of potential clients with high Quality group of potential clients with high disposable incomesdisposable incomes

Emails, web page, etc will be in front of Emails, web page, etc will be in front of thousands of peoplethousands of people

Venue listed as an event sponsor and include Venue listed as an event sponsor and include their logo and a few lines of text describing the their logo and a few lines of text describing the placeplace

We are coming on a slow night and represent We are coming on a slow night and represent incremental profit, even if our margin will be incremental profit, even if our margin will be lower than their normal or averagelower than their normal or average

Every venue has a different Every venue has a different negotiations strategy, but negotiations strategy, but

generally:generally: Hungry venues negotiate more than Hungry venues negotiate more than

city hot-spots. Choose places that city hot-spots. Choose places that appreciate your business appreciate your business

Downtown lunch spots at Dinner, Downtown lunch spots at Dinner, New Hotels, Weeknight at New Hotels, Weeknight at RestaurantsRestaurants

Private Clubs, Banks, Book stores, Private Clubs, Banks, Book stores, Wine stores, Party spaces, Gyms & Wine stores, Party spaces, Gyms & dance studiosdance studios


generally:generally: Room rental fees can be waivedRoom rental fees can be waived Audio visual equipment must be specified Audio visual equipment must be specified

BEFORE contract negotiations are BEFORE contract negotiations are complete or the venue will gouge you. complete or the venue will gouge you. Many add tax and tip to these fees as well. Many add tax and tip to these fees as well. Some charge a plug fee or set up fee for Some charge a plug fee or set up fee for outside A/V equipment. This can be outside A/V equipment. This can be waived if negotiated prior to contract waived if negotiated prior to contract signingsigning


generally:generally: Food prices are negotiable & menus can Food prices are negotiable & menus can

be altered to fit the budget. Pasta & be altered to fit the budget. Pasta & antipasto buffets cost less than seafood. If antipasto buffets cost less than seafood. If you do not see a menu that fits your you do not see a menu that fits your budget – tell the venue what you would budget – tell the venue what you would like to spend & eatlike to spend & eat

Prices should either be clearly indicated as Prices should either be clearly indicated as inclusive – meaning tax & tip are included, inclusive – meaning tax & tip are included, or ++ (plus plus) meaning you have to or ++ (plus plus) meaning you have to add tax and tip to the quoted priceadd tax and tip to the quoted price


generally:generally: Tips should Tips should notnot be negotiated – even be negotiated – even

when the amounts are too high. If when the amounts are too high. If you get the venue to reduce the tip you get the venue to reduce the tip they cut the amount from the portion they cut the amount from the portion the staff keeps, and service levels the staff keeps, and service levels plummetplummet


generally:generally: Dessert prices – offer to bring in Dessert prices – offer to bring in

dessert and pay a plate fee. It is dessert and pay a plate fee. It is often less money than buying a often less money than buying a house made dessert. Plate fees are house made dessert. Plate fees are negotiable and can be waivednegotiable and can be waived


generally:generally: Drink: We know that our events average Drink: We know that our events average

between 1.1 - 1.3 drinks per person, between 1.1 - 1.3 drinks per person, because after each event we review the because after each event we review the bar totalsbar totals

We want to know this even if we are not We want to know this even if we are not paying the bar tab ourselves – because we paying the bar tab ourselves – because we can tell a venue to expect this amount of can tell a venue to expect this amount of revenue. Hotels generally require a bar revenue. Hotels generally require a bar guarantee for each bartender or each bar guarantee for each bartender or each bar set up. This is part of their profit for the set up. This is part of their profit for the event, and should be taken into account event, and should be taken into account for negotiations and or costsfor negotiations and or costs


generally:generally: Outside wine and corkage fees – Outside wine and corkage fees –

negotiable especially when you are negotiable especially when you are spending enough on the meal. For spending enough on the meal. For our annual wine maker dinner the our annual wine maker dinner the corkage is waved because we corkage is waved because we purchase 60-85 multi course dinners purchase 60-85 multi course dinners on a weeknight when they are quiet.on a weeknight when they are quiet.


generally:generally: Deposits: We never put down a non-Deposits: We never put down a non-

refundable deposit before people are refundable deposit before people are signed up for an event.signed up for an event. Excuses – can you resend the contract – Excuses – can you resend the contract –

I have misplaced itI have misplaced it Our board meeting is next week – we’ll Our board meeting is next week – we’ll

get approval thenget approval then

Annual Plan and Event planningAnnual Plan and Event planning

Q & AQ & A

Documents

Haas Retreat 2006 Building An Annual Calendar And Event Planning