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

High profile events

Maximize event budgets in a tight

economy

Basics of Event Success

How do you dig?

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

“ 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#: 400/ $224.12 per person Event Goals:

• 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

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 INVITATIONS Invite Pieces SH Press $ 4,500.00 $ 4,801.03 Sound for Invites Clever Sound Promotions $ 2,500.00 $ 2,437.50 POSTAGE Quantity = 1274 SH Post Office $ 1,300.00 $ 1,108.38 DECORATIONS Event décor Daryll and Co. $ 21,324.00 GOBO Production Resource Group $ 417.00 FOOD Seated Dinner ARAMARK $ 13,946.00 Cast Dinner ARAMARK $ 562.50 Pizza for Cast ARAMARK $ 268.50 BEVERAGES Beer & Wine ARAMARK $ 4,375.00

BEVERAGES

Beer & Wine ARAMARK $ 4,375.00

LINEN

put in overall décor

ENTERTAINMENT

Dancers SHSU Theatre and Dance $ 3,375.00

FlutterFeti Parti Line Factory $ 187.25

Voice Over Moffet Productions $ 100.00

Musicians SHSU School of Music $ 4,000.00

Dancer Outfits Target $ 296.91

Sound & Visual AVPG $ 22,179.00

GIFTS

Star Paperweights Cooperstepp $ 3,689.50

Walk of Fame Stars Entertainment Souveniers $ 3,227.79

Ron Mafrige Gift PromoWorld $ 159.50

OTHER

Ballooon Drop Almost Anything Goes $ 480.00

Nitrogen AOC $ 64.00

Students Tshirts CC Creations $ 881.40

Coliseum Rental Coliseum $ 1,657.50

Rope for Balloon Drop Walker County Hardware $ 112.00

TOTAL $ 89,649.76

COST PER PERSON $ 224.12

BUDGET DIFFERENCE ($4,649.76)

Event: President’s Retirement

Party

Budget: $85,000/

Location: Coliseum - Huntsville,

Texas

Guest#: 400 Event Goals:

• 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

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

• Ambience - Beautiful day COST Savings:

• 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

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

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

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

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

Event Goals:

• Thank donors who have given to the

campaign

• Encourage others to give to the

current campaign

• Announce total raised to date

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

Cost Savings:

• Sparkling cider, no liquor

• In-house AV, rentals, catering

• Marching band entertained

WOW Factors:

• Tree

• Signing & raising of the beam

• Encompassed staff, students,

faculty and donors

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

Budget: $230 per person

Location: Boar’s Head Inn in

Charlottesville, Virginia

Guest #: 400

Event Goals:

• Thank the president and

his wife

Cost Savings:

• Internal venue willing to go

over the top

WOW factors:

• Sailing motif

• Program of speakers and

presenters

• Nautical symbols used on

wait staff name tags, in

restrooms, printed

materials, etc.

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

EVENTS are interactive and

experimental….they are a marketing tool!

EVENTS set the tone for the entire

campaign.

EVENTS put the fun in fundraising.

EVENTS set the tone for your

INSTITUTION!!!!!

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

Development Phase

o Develop Event Design

o Compliancy

o Develop Budget (the real blue print!)

“ Failure to plan, is planning to fail”

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

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

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

space)

o Response to and documentation of incidents and changes

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)

So let’s go on a treasure

hunt….

START

DIGGING!

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

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!

To be successful, the first thing to do is to

fall in love with your work….. Sister Mary Lauretta