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