A Blue Affair -...

May 2013

A Blue Affair

Program Description

and Planning Guide

for Autism Speaks Local

Special Events

2 | P a g e

A Blue Affair This guide has been developed to provide detailed information for those markets

considering or have decided to implement A Blue Affair event. This guide is

intended to provide direction and guidance on how to conduct the event (gala

and/or Chef’s event). The information contained herein will be updated periodically

to provide best practices and state of the art information.

Your first step is to determine whether or not your market should consider

implementing A Blue Affair. The “Purpose, Population, Objectives and Cost

Overview” information below and the “A Blue Affair Assessment Criteria and

Questions” on Page 5 will help you do just that.

Purpose, Population, Objectives and Cost Overview

The purpose of A Blue Affair is to provide a major fundraising event for local

markets (opposite the walk) that will reach significant community groups

(corporate, medical and social) that may not be involved in local walk events.

The goals of A Blue Affair are to enhance revenue, promote the mission of Autism

Speaks and motivate organizations and people to become engaged in that mission

on an on-going basis.

Target Population

A Blue Affair is geared toward upper income donors and corporations that have

the interest and funds to participate in a social and networking event.

Cost Overview

A Blue Affair can sometimes be a slightly higher cost event but expenses should

not exceed 25% of total event revenue. Present a draft financial plan to your Senior

Regional Director to further assess if this type of event is right for your market.

5 Key Elements for Success

The success of A Blue Affair event rests on 5 Key Elements:

1. Volunteer Development

2. Financial Plan

3. Sponsorship

4. Table Sales

5. Auctions and Fund the Mission

3 | P a g e

Table of Contents:

A Blue Affair Assessment Criteria and Questions ....................... Page 5

Sample Implementation Plan and Timeline ............................... Page 6

Successful AS Events and Contacts ......................................... Page 11

Volunteer Development

Event Committee Structure and Responsibilities ........................ Page 12

Building the Committee ......................................................... Page 13

Identifying and Selecting the Committee Chairs ........................ Page 13

A Blue Affair Committee Position Descriptions ........................... Page 14

Event Chair Position Description .............................................. Page 14

Chef Chair Position Description ............................................... Page 16

Sponsorship Chair Position Description .................................... Page 18

Table Sales Chair Position Description ...................................... Page 19

Auction Chair Position Description ........................................... Page 20

Fund the Mission Chair Position Description .............................. Page 21

Publicity and Promotions Chair Position Description ................... Page 22

Logistics Chair Position Description .......................................... Page 23

Managing the Committee ....................................................... Page 24

Committee Recruitment Events ............................................... Page 24

Financial Plan

Establishing and Managing the Event Financial Plan ................... Page 27

Expense Planning .................................................................. Page 28

Sample Expense Tracking Form .............................................. Page 29

Sample Working Budget ......................................................... Page 30

Sponsorship

Sponsorship Target ............................................................... Page 31

Sponsorship Planning ............................................................ Page 31

Sponsorship Pricing ............................................................... Page 32

Sponsorship Solicitation ......................................................... Page 34

Sponsorship Confirmations ..................................................... Page 34

Possible Sponsorship Benefits ................................................. Page 35

Sample Sponsorship Opportunities .......................................... Page 36

Sample Sponsorship Cover Letter ............................................ Page 40

4 | P a g e

Table Sales ....................................................................... Page 41

Selling Tables ....................................................................... Page 42

Ticket Sales .......................................................................... Page 42

Auctions and Fund the Mission ...................................... Page 43

Auction Revenue Goal Setting ................................................. Page 43

Types of Auctions .................................................................. Page 43

Live Auction ......................................................................... Page 44

Live Auction Bell Curve .......................................................... Page 46

Auctioneer ........................................................................... Page 48

Sample Auction Donation Form ............................................... Page 49

Fund the Mission ................................................................... Page 50

Sample Fund the Mission Script for the Auctioneer .................... Page 53

Optional Fund the Mission Card ............................................... Page 54

Silent Auction ....................................................................... Page 55

Sample Silent Auction Bid Sheet ............................................. Page 58

Program Advertising Opportunities .......................................... Page 59

Charitable Contribution Tax Implications .................................. Page 60

Night of Activities .................................................................. Page 61

Room Layout Options ............................................................ Page 61

Registration .......................................................................... Page 63

Sample Night of Agenda ........................................................ Page 64

Sample Detailed Night of Event Timeline .................................. Page 65

Sample Night of Event Script .................................................. Page 67

Night of Volunteers ............................................................... Page 72

Auction Check-Out ................................................................ Page 73

Sample Check-Out and Credit Card Form ................................. Page 74

Publicity ............................................................................... Page 75

Sample Invitation .................................................................. Page 75

Summary of the 5 Key Elements ............................................. Page 76

Risks and Watch-Outs............................................................ Page 80

Adaptations for Chef’s Event ................................................... Page 81

5 | P a g e

A Blue Affair Assessment Criteria and Questions

As with any major initiative, discussion about initiating A Blue Affair should occur

with key volunteers and with the AS Senior Regional Director prior to

implementation. To assess if A Blue Affair is a program that will add value in a

given market, discuss and score the following success factors and questions with

the local committee.

Success Factor Key Question Score (H,M,L)

1. Is there an established

committee for this event?

Is there an appropriate amount of key volunteers to implement event? Score: High: Existing committee with strong, engaged and appropriate

number of volunteers Medium: Existing committee, but engagement and commitment is

mediocre Low: No existing committee

2. Large Potential Target

Population

How large and involved are the social, business and medical communities? Score: High: Large, easily identifiable population in the area Medium: Large but scattered population Low: Minimal potential population in the area

3. What is the degree of

interest expressed for a

program of this type?

Is there a demand for this program? Score: High: Interest has been expressed from multiple sources Medium: Interest has been expressed from 1-2 specific sources Low: No interest has been expressed

4. Is there a potential event chair who would be a significant leader from within the social, medical or business communities?

Is the committee or Board willing to assist in building an outreach list? Score: High: Strong leaders are identified and interested Medium: Strong leaders are identified but interest is unknown Low: No leaders identified

5. Can multiple fundraising

channels be implemented

to reach the event target?

Can multiple channels be managed efficiently to achieve the revenue goal? Score: High: Strong expertise exists to manage multiple channels Medium: Limited expertise in multiple channels Low: Expertise in only 1 channel

6. Is there sufficient staff time

to oversee the event?

Am I willing to invest time and resources to build future volunteers and leadership? High: Sufficient staff time to oversee event and mentor

volunteers (12 months for planning) Medium: Sufficient time to oversee event – no mentoring (6 to 9

months for planning) Low: Lack of time to adequately oversee event

Scores of Highs and Mediums Market is a good candidate for A Blue Affair

Scores of Mediums and Lows Market is not a good candidate for A Blue Affair

Where scores vary, discussion with volunteer leader to assess support is advised.

6 | P a g e

Sample A Blue Affair Implementation Plan and Timeline

Timing Task Date Due

9-12

months

Establish a committee

Recruit and select chairperson/chair couple

Recruit honorary chairs

Review and revise position descriptions

Recruit sub-committee heads

Develop invitation/mailing list

Determine budget

Select venue

Set goals and outline strategies with volunteers, including:

Volunteer Involvement

Committee Recruitment

Publicity/Promotions

Logistics

Sponsorship

Begin to recruit sponsors (send sponsorship letters and fact sheets, using sponsorship chair’s stationery)

Determine local media opportunities

Email and Mail save the date cards, if date and venue selected

Sell tables

Order Event Insurance as soon as event date and venue confirmed

8 months

Update Committee Member Roster

Invite all committee members to 1st committee meeting

First committee meeting handouts:

Roster

Sponsorship Package

Timeline

Budget

Fact Sheet

Committee responsibilities/position descriptions

Sign-up sheet for committees

Basket wish list (develop after reviewing last year’s auction results)

Sponsor Packet

Meeting Dates

Mission Statement

7 | P a g e

Request sheet for names to add to mailing list

Auction Item Procurement Forms

Tax letter

Meet with graphics/signage chair and develop timeline for printing needs (if items and services can be donated locally)

Send event date to all community calendars

Begin developing publicity/media package

Recruit emcee

Deliver Chef Packets (evaluation of prior Chefs Auction, request to participate in next event, promotional materials)

Chairpersons assign sub-committees their duties

Begin to procure auction items

Deliver sponsorship proposals

Meet with potential media partners to secure support

Secure professional auctioneer

Deliver chefs gifts and request to participate in next event (Chef Gala only)

Continue to sell tables

7 months

Hold committee meeting to discuss sub-committee progress

Review and encourage additions to mailing list

Discuss sponsorship and auction list suggestions – include basket production items

Discuss attendance gift – should be part of sponsorship package

Discuss ideas for chef appreciation gifts (Chef Gala only)

Remind committee members to work on baskets; circulate basket wish list

Sell sponsorships

Continue procuring auction items

Begin work on printed materials


CHEF GALA ONLY:

Hold 1st Kitchen Cabinet Meeting

Encourage discussion of past successes and future suggestions

Ask for help with vendor sponsorships

Ask for ideas for out-of-town chef donations, i.e. signed

cookbook, signed chef hat, dinners out

Ask for names for invitation list

Suggest inclusion of Chefs Auction event information in their newsletter/table tents, etc.

8 | P a g e

6 months

Host committee meetings for updated reports

Secure vendor sponsorships


Email and Mail save the date cards, if not previously mailed

Select printing and paper companies (if printing donated locally)

Continue to sell tables and sponsorships

5 months

Host committee meeting for updated status reports

Review decoration and signage needs

Print envelopes for invitations

Encourage additions to mailing/invitation list and finalize mailing

list

Secure pre-publicity photos


Continue to sell sponsorships


Schedule visits with chefs to discuss contracts and obtain photos for program (Chef’s Event only)

4 Months

Host committee meeting for updated reports


Follow up with sponsor lists

Identify gifts

Begin print production for invitations and programs

Make valet arrangements


3 Months


All printed materials to printer

Committee members/volunteers to work on auction baskets

Secure volunteer workers

Continue follow up calls to sponsors and auction donors


Schedule decorations committee meeting

Confirm details with site for event

Order invitations

Follow up on media calls

Collect signed contracts and take photos of participating chefs

(Chef’s Event only)

9 | P a g e

2 Months



Make follow up phone calls to media

Make follow up phone calls to sponsors and auction donors

Review Program Layout and begin program design

Encourage committee members to write personal notes/invitations – target guests who have attended in the past and missed last year

Email and Mail out invitations

1 Month


Finalize print program

Send out press releases

Meet with emcee and auctioneer to finalize scripts

Finalize auction packages

Mail auction preview to committee, high bidders and sponsors

Begin collecting baskets from committee members

Train volunteers for registration, check out and auction sponsors

Arrange for pickup of auction items, if necessary

Continue basket production of auction items

Ensure all printed materials (programs, bid numbers, fund the

mission cards, etc.) are being produced

Create room layout

Create seating chart


Schedule thank you/wrap up meeting

2 weeks

Finish basket and balloon production

Finish decorations

Send teaser/sneak preview letter and tax letter to all reserved guests

Finalize all logistics with venue, chefs, etc.

Assign liaison to escort attending media

Day of

Bring supplies (scissors, tape, glue, ribbon)

Deliver decorations, baskets and balloons to site

Write menus on plates or tables (Chef’s Event only)

Station people at arrival doors to greet and direct guests

Label tables

10 | P a g e

Post

Event

Host committee meeting for wrap-up & evaluation

Follow up with sponsors

Send out post-event press releases

Prepare and send out thank you notes to sponsors, in-kind donations, volunteers and top bidders

Prepare notes/notebook for next year’s committee and finalize

budget

Hold a thank you wrap-up meeting

11 | P a g e

Successful AS Events and Contacts

Location Contact

A Blue Affair and Chef’s Gala, New York City - National Elizabeth Bobek

St. Louis Gala Angela Dettmers

A Blue Affair, National Capital Chapter Ann Gibbons

Blue Tie Ball, Southern California Chapter Matthew Asner

12 | P a g e

Volunteer Development:

Event Committee Structure and Responsibilities

The Event committee leadership and structure are critical to success. Recruiting a

large number of the right individuals as committee members, each of who are

actively involved, is one of the 5 Key Elements of Special Events.

A committed and capable volunteer structure must be in place to manage every

income-generating aspect of the event. The entire committee should be involved in

some form of raising revenue and focused on high-potential revenue generating

opportunities.

Committee Member General Responsibilities:

Regularly attend committee meetings

Submit at least ten names for invitation list

Buy or sell a table

Participate in one or more subcommittees

Provide at least two items (either purchased or solicited from a third party)

to create unique silent auction baskets

Encourage friends/business associates to attend event

The typical event structure includes:

A Blue Affair Event Chair

Sponsorship

Chair*

Table Sales

Chair*

Auction

Chair**

Fund the

Mission Chair**

Publicity & Promotions

Chair

Logistics

Chair

Chef

Chair (Chef

Event Only)

*These two positions can be combined, if needed.

**These two positions can be combined, if needed.

13 | P a g e

Building the Committee Event committees need a combination of stability and new blood each year. New committee members are recruited to:

Re-energize existing committee Drive additional revenue

Spread the mission of Autism Speaks

Success Begins with Committee

The first step in planning your event is to form an event committee of people with

various positions, titles, and connection in the community. Let each committee

member know up front what you expect from them. For example, a condition of

serving on the committee might be to buy or sell at least one table. Lay out

additional expectations, like attending occasional meetings and sending invitations

with personal notes to friends and colleagues.

The more committee members, the more contacts you will have in the community

to help with Sponsorship, Table Sales, Auction Procurement, Logistics and Planning,

and Publicity and Promotion. The more committee members, the more hands there

are available to get the work done.

Building the Right Committee is KEY to the success of any event, but it is VITAL to

the success of planning a Special Event. It is critical that you choose the Right

Chairperson.

Identifying and Selecting the Committee Chairs

After the Event Chair is selected, the AS staff person and Event chair should meet

to discuss the committee structure and review the responsibilities of each

committee. Also a list of potential candidates should be developed from both the

Event chair’s contacts and the AS staff member’s contacts and knowledge of

volunteers.

Identify the best candidates for each committee. The Event chair will contact each

candidate to discuss with them the Event and the committee the person is being

asked to chair. At that time the committee chair’s responsibilities will be discussed

to insure a full understanding of what the position entails.

After the committee chairs have been selected and accepted the positions, a

meeting is held with the Event Chair, the committee chairs and the AS staff person.

14 | P a g e

A Blue Affair Committee Position Descriptions

Event Chair

Position Requirements: A high profile, socially and/or community connected

individual with a strong desire to support Autism Speaks and its mission. This person must be able to make the time commitment to the project, have strong

interpersonal and management skills, and be a member of the event target market. Position Purpose: Serves as the chief volunteer leader and spokesperson for A

Blue Affair event and is responsible for the overall success of the event, with direct responsibility for establishing goals, managing the financial plan (budget),

recruiting capable volunteers for the committee and presiding at the committee meetings. The Event Chair works in conjunction with the AS staff and event committees to raise the targeted event funds. (Consider recruiting co-chairs to

share responsibilities.)

Position Responsibilities:

1. Commit $XXX in sponsorship through a combination of your own company, new

sponsorship, table sales and/or Fund the Mission

2. Work with Autism Speaks to secure support from sponsors/table purchasers

3. Make significant personal revenue commitment

4. Recruit, orient and mentor chairs for each event committee with each chair

responsible for attaining specific fundraising goals

5. Recruit, orient and mentor an event co-chair who will take on the Event Chair role

the following year

6. Assist, if appropriate, in recruiting Honoree(s)

7. Establish clear expectations and committee member accountability from the start

8. Provide timelines and position descriptions to volunteer committee members

9. Strive for minimal turnover (10-20%) on your committee each year

10. Host a recruitment event in partnership with other event committee chairs designed

to enlist new committee members who represent the social, medical and business

communities

11. Set up and lead monthly meetings with AS staff and committee chairs to monitor

financial and event progress against goals: status reports to be e-mailed to all event

committee chairs and AS staff after each meeting

12. Work with Autism Speaks to secure 60% of revenue goal ($xxx,xxx) prior to night of

event through sponsorship and table sales

15 | P a g e

Benefits of Serving as Event Chair:

1. Community recognition as a leader with Autism Speaks

2. Impact on employees in seeing leadership support area which impacts many of them

3. Positioning in all marketing and external media events

4. Strengthen local community ties and involvement

5. Enhance your own company branding and corporate citizenship

16 | P a g e

Chef Chair (for Chef’s Event Only)

Position Requirements: A high profile, socially connected individual in the

culinary community with a strong desire to support Autism Speaks and its mission.

This person must be able to make the time commitment to the project, have strong

interpersonal and management skills, and be a member of the event target market.

Position Purpose: Responsible for overseeing all culinary aspects of the A Blue

Affair event. The Chef Committee chair works closely with the Event Chair, Autism

Speaks staff and Chef Committee members to achieve committee goals.


1. Recruit local chefs to participate in event by donating their talent, time & food

2. Recruit, orient and lead the Chef Committee volunteer members representing the

culinary community

Committee members could include:

Local chefs

Restaurant owners

Liquor distributors

3. Work with AS staff partner to create a list of “target” chefs to invite to participate in

event. Collect the proper contact information (address, phone number & email, as

well as contact information for assistant or manager if applicable)

4. Work with AS staff partner to draft an outreach letter to be sent to chefs, outlining

the details of the event as well as what their specific role and expectations would be

5. Assist AS staff partner with follow up with chefs. If they know the Chef Chair, they

may be more likely to respond to him/her vs. an AS employee

6. Finalize list of all participating chefs & maintain communication about event regularly

7. Assist in the collection of pertinent information from chefs (photos for event journal if

applicable, menus, etc.)

8. Hold a pre-event walk thru of venue (if possible) or conference call to run through all

of the details with participating chefs. Load in/out times, run of show, equipment

they will be given, equipment they need to bring, etc.

9. Follow up to pre-event walk thru/meeting with a pre-event information packet

detailing all aspects of event pertinent to chefs

17 | P a g e

10. Assist AS staff partner in soliciting participating chefs and chefs that could not

participate for auction items (gift certificates to restaurants, special chef table

reservation, in home dinners, etc.)

11. Work with Chef Committee on securing liquor donations

12. Work with Chef Committee on securing food purveyors to help off-set cost of food for

chefs

13. Attend monthly committee chair meetings with AS staff partner and committee

chairs to share status reports

14. Attend A Blue Affair event

18 | P a g e

Sponsorship Chair* (Can be combined with Table Sales Chair, if needed)

Position Requirements: A high profile, socially and/or community connected

individual with a strong desire to support Autism Speaks and its mission. This

person must be able to make the time commitment to the project, have strong

interpersonal and management skills, and be a member of the event target market.

Position Purpose: Responsible for overseeing the planning and activities

necessary to achieve and/or exceed the sponsorship revenue goals for A Blue

Affair event. The Sponsorship Committee chair works closely with the Event Chair,

Autism Speaks staff and Sponsorship Committee members to achieve committee

goals.


1. Accomplishment of event sponsorship revenue target (75% of A Blue Affair revenue

target)

2. 50% of sponsorships to come from top three sponsorship levels

3. 100% of sponsorships to be confirmed two weeks prior to the event

4. Make significant personal revenue commitment

5. Recruit, orient and lead the sponsorship committee volunteer members

6. Provide prospect list to Event Manager

7. With assistance from Event Manager, follow up with potential sponsors

8. Hold each committee member accountable for delivering a defined sponsorship

financial objective

9. Insure each volunteer committee member presents sponsorship opportunities to local

businesses, in conjunction with the Sponsorship Chair or Event Chair, and in

accordance with Autism Speaks guidelines

10. Assist in hosting a recruitment event (in partnership with other standing event chair

leadership) designed to enlist committee members

11. Conduct regular monthly subcommittee meetings with Sponsorship committee

members and AS staff partner to monitor sponsorship and revenue progress and to

plan next steps




19 | P a g e

Table Sales Chair* (Can be combined with Sponsorship Chair, if needed)

Position Requirements: A high profile, socially connected individual with a

strong desire to support Autism Speaks and its mission. This person must be able

to make the time commitment to the project, have strong interpersonal and

management skills, and be a member of the event target market.

Position Purpose: Responsible for overseeing the planning and activities

necessary to achieve and/or exceed the table sales revenue goals for A Blue Affair

event. The Table Sales Committee Chair works closely with the Event Chair, Autism

Speaks staff and Table Sales Committee members to achieve committee goals. It is

important to note that TICKET sales should NEVER be part of the Financial Plan. The

goal is to sell Sponsorships and Tables, NOT tickets. That doesn’t mean that tickets

won’t be available for the event.


1. Accomplishment of Table Sales revenue target

2. Make personal revenue (give or get) commitment

3. Recruit, orient and lead the Table Sales Committee volunteer members (5-7

members) representing the corporate, medical and social communities

4. Hold each committee member accountable for delivering a defined financial objective

from table sales

5. Insure each volunteer committee member presents table sales opportunities to local

businesses, in conjunction with the Table Sales chair or Event chair, and in



leadership) designed to enlist committee members (25+ needed from small markets

and 50+ for medium to large markets)

7. Conduct regular monthly subcommittee meetings with Table Sales committee

members and AS staff partner to monitor table sales, revenue progress and to plan

next steps

8. Coordinate with the Sponsorship chair to insure all Table “asks” are made in

conjunction with sponsorship “asks’




20 | P a g e

Auction Chair** (Can be combined with Fund the Mission Chair, if needed)

Position Requirements: A high profile, socially connected individual with a strong desire to support Autism Speaks and its mission. This person must be able to make the time commitment to the project, have strong interpersonal and management

skills, and be a member of the event target market.

Position Purpose: Responsible for overseeing the planning and activities necessary to achieve and/or exceed the auction revenue goals for A Blue Affair event. The Auction Committee chair works closely with the Event Chair, Autism

Speaks staff and Auction Committee members to achieve committee goals.


1. Solicitation of appropriate auction items which will produce 25% of the total event

revenue

2. Make personal revenue (give or get) commitment (For this position, the personal

revenue commitment can be achieved through donation of auction items)

3. Recruit, orient and lead the Auction Committee volunteer members representing the

corporate, medical and social communities

Committee members will include:

Auction procurement (15-20 volunteers)

Auction set-up (10 volunteers)

4. Secure donated professional Auctioneer

5. Recruit, orient and lead the Night of Volunteers for Silent and Live Auction Check-out

6. Develop a comprehensive “Wish List” of baskets and other items AND who is working

to secure those items, along with tracking the Fair Market Value (FMV) and sell price

night of

7. Insure each volunteer committee member presents auction item opportunities to

local businesses, in conjunction with the auction chair or Event chair, and in


8. Secure auction items and gift certificates

9. Pick up donations that have been offered by businesses or individuals or arrange for

them to be mailed to the Autism Speaks office

10. Organize received donations into themed baskets

11. Deliver baskets to venue on event day

12. Coordinate event day setup of silent auction tables




21 | P a g e

Fund the Mission Chair** (Can be combined with Auction Chair, if needed)

Position Requirements: A high profile, socially connected individual with a strong desire to support Autism Speaks and its mission. This person must be able to make

the time commitment to the project, have strong interpersonal and management skills, and be a member of the event target market.

Position Purpose: Responsible for overseeing the planning and activities necessary to achieve and/or exceed the Fund the Mission revenue goals for A Blue

Affair event. The Fund the Mission Committee chair works closely with the Event Chair, Autism Speaks staff and Fund the Mission Committee members to achieve

committee goals.


1. Commit a personal Fund the Mission amount at one of the top two levels


3. Raise 15% of the total revenue goal through Fund the Mission

4. Recruit, orient and lead the Fund the Mission Committee volunteers (7-10 members)

representing the corporate, medical and social communities

5. Secure two lead gifts at the top two levels (i.e. – two $10,000 donors and two $5,000

donors)

6. Hold each committee member accountable to secure new donors (individual, family

and foundation gifts) to achieve goal

7. Choose the Fund the Mission Ambassador Family for video (3-4 minute video; 30-45

seconds of speaking; 1-2 minutes of speaking)

8. Work with Event chair and staff partner to renew and upgrade previous years’ donors

no later than 4 months pre-event

9. Develop with staff partner a quarterly cultivation plan and overall recognition plan for

all Fund the Mission donors


leadership designed to enlist committee members (25+ needed from small markets

and 50+ for medium to large markets)

11. Conduct regular monthly subcommittee meetings with Fund the Mission committee

members and AS staff partner to monitor Fund the Mission revenue progress and to

plan next steps (15% of goal to be achieved pre-event)

12. Attend monthly committee chair meetings with AS staff partner and committee chairs

to share status reports


14. Follow up on all outstanding pledges

22 | P a g e

Publicity and Promotions Chair

Position Requirements: A high profile, socially connected individual with a strong

desire to support Autism Speaks and its mission. This person must be able to make

the time commitment to the project, have strong interpersonal and management

skills, and strong public relations and publicity skills.

Position Purpose: Responsible for planning and implementing publicity and

promotions plan to support A Blue Affair Event and to position it in the market

place.



2. Recruit, orient and lead the Publicity and Promotion Committee volunteer members

representing the corporate, medical and social communities

3. Develop and communicate to all committees a publicity plan supporting A Blue

Affair event

4. Secure Media Sponsor or Support

5. Identify opportunities for sponsorships, table sales, auction items and Fund the

Mission and coordinates with the appropriate committees to insure follow through

6. Conduct follow-up event publicity

7. Identify media outlets to solicit pre-event, on-site and post-event publicity

8. Help promote PR on site at event

9. Help recruit photographer


11. Work with Autism Speaks staff on the following:

Edit invitation list for spelling and updated address information

Design and create invitations, if graphic designer donating services locally (if not,

work with template for A Blue Affair invite)

Coordinate volunteers to label, stamp and stuff invitation mailings

Design and create an organized and comprehensive program that provides all

information on the evening’s festivities and Autism Speaks’ mission, including

acknowledgement of all event participants, contributors and honorees

Work with Co-chairs to develop timeline for printing deadlines

23 | P a g e

Logistics Chair

Position Requirements: A high profile, socially connected individual with a strong

desire to support Autism Speaks and its mission. This person must be able to make

the time commitment to the project, have strong interpersonal and management

skills, and strong organization skills.

Position Purpose: Responsible for planning and executing the logistical plan to

insure A Blue Affair event is conducted in an efficient and effective manner.

Coordinates and manages volunteers for Registration, Auction Solicitation, Basket

Production, and Decorations. The Logistics Committee is CRITICAL to ensuring our

guests have the best possible event experience.



2. Work with Autism Speaks Staff to:

Organize Event Setup and Registration Packets

Manage the Physical Layout for the Event

Assist in stuffing Registration Packets (week of Event)

Develop the Decorations

Secure Entertainment

Handle Night of Event Details including:

o Audio/Visual needs

o Decorations and signage

o Room layout and set up

o Parking details, such as directional signage and valet parking, if necessary

o Participate in Day of Event setup

o Proper Check-In items at Registration Tables (pens, lists of participants, etc.)

o Ensure name cards are in order on registration table

o Plan and coordinate all setup/teardown of arrangements including:

Table Centerpieces

Silent Auction Setup

Event Signage

3. Work with Autism Speaks Staff to Recruit and Train the Night of Volunteer force to

staff a variety of functions including:

Monitoring and closing the silent auction

Spotters for the live auction, including Fund the Mission

Managing registration and payment centers

Setting up the staging, lighting and A/V equipment

Selling raffle/drawing tickets (if applicable)

Staffing the coat check if not staffed by venue

24 | P a g e

Managing the Committee

It’s important in building your committee that you establish clear expectations and

accountability from the start and that your event chair does the same for the rest of

the committee.

The Staff partner will work closely with the event chair to provide timelines,

position descriptions, train and communicate to the volunteers and build the

committee to strive for minimal annual turnover to eliminate the need to “start

over” year after year.

Keep your meetings task oriented and always begin with a Mission moment to

remind everyone the reason for the event and why we’re raising money.

Committee Recruitment Events

Hosting a Committee Recruitment Event is ONE WAY of recruiting volunteers to

serve on your Special Events Committee. It can be helpful in attracting committee

members to new events or as a means of revitalizing existing event committees

that may have become stagnant.

Be careful not to get “caught up” in the Committee Recruitment Event. It can be

easy to let this “event” overshadow the more important work that needs to be done

and DOES NOT replace the targeted recruitment of committee members to key

roles.

Select the venue for the committee recruitment party. The recruitment party may

take many forms; morning coffee, luncheon, picnic, or cocktail reception so be sure

to choose a venue that meets the needs of the Recruitment Event.

Invitation letters are sent to potential candidates to attend a committee recruitment

party of the A Blue Affair event. Send at least 150 invitations to:

Past committee members for the last 5 years

AS Chapter Board and/or Walk committee members Friends of the event and committee chairs Newspaper Society section

Local Society magazines Junior League members

Newcomers Club Go to Yahoo and enter welcome wagons, newcomers and the name of the

state to find if there is one in the area

25 | P a g e

Send out invitations 3-4 weeks before the reception. Include a quick fax response or e-mail address to ask if the person will be able to attend the reception:

Yes, I will attend No, I cannot attend but will serve on the committee I am unable to help this year

Start follow-up phone calls the following week for any person for whom a response was not received. Everyone should be contacted to insure they received the

invitation and to ask if they will be able to attend the reception. If a message is left, keep calling until contact is made.

On the day of:

Give out (prepare beforehand) packets of materials about Autism Speaks and

the A Blue Affair event for guests to take home

Decorate the meeting room with Autism Speaks promotional materials and

posters

Prepare a response card where guests can indicate on which committee they

wish to serve

Prepare a meeting agenda (sample on next page):

26 | P a g e

Agenda for Recruitment Event

Meet and Greet

Welcome from Event Chair

Purpose o To recruit committee members o Great event; Great mission

o Need your help to make it even better o Introduce Presenting Sponsors

Provide Overview of Autism Speaks

o Explain mission and goals o Introduce speaker

Overview A Blue Affair event o The Purpose o The Goal

o Explain the event

Overview the Committees o Explain committees and responsibilities

o Introduce committee chairs

o Explain where committee sign-up tables are located

o Next Steps - committee chair will set up first meeting and notify

members

Acknowledgements

o Thanks sponsors who attended o Thank all for attending

Allow for Questions

Hold a Committee Orientation breakfast the morning following the committee recruitment party for key volunteers who could not attend. Be sure to send a personal note to everyone who attended the recruitment event.

27 | P a g e

Financial Plan:

Establishing and Managing the Event Financial Plan

Total Event Revenue

Pre-Event

Night of

Pre Event Revenue

Night of Revenue

Live auction

Silent auction

Fund the Mission

Sponsorship

Table Sales

75%

25%

60% 25%

15%

75%

25%

28 | P a g e

Expense Planning

Managing the event financial plan is one of the 5 Key Elements of Special Events.

As a rule of thumb, the event expenses should be NO MORE THAN 25% of the

total event revenue.

Expenses affect the overall program spending ratio for the organization and are

important to maintaining our standing as a fiscally responsible non-profit

organization. You can maximize your revenues by minimizing your expenses.

We encourage you to approach your event with the goal of securing in-kind

donations for everything possible.

Some items that are critical to the event may not be able to be secured through an

in-kind donation such as:

• A/V Equipment • Auctioneer

These types of expenses are not only critical to your guests’ satisfaction, but also to

the financial success of your event.

Minimize Expenses

There are several ways to minimize expenses. The first and most successful way is

to make sure you are recruiting enough of the RIGHT committee members. These

individuals will give you access to goods and services. For example, you may be to

recruit the owner of a local printing company to secure your print materials are

covered in-kind.

Get creative and ask the local venue for contacts that may be able to donate the

A/V equipment. If it’s determined that an expense needs to be incurred, take the

time to get competitive bids. Some of the most common expenses incurred are

listed here as well as some expenses for which you should never pay.

Common Expenses Incurred Do Not Pay For

Venue Auction Items

Audio/Visual Needs Entertainment

Awards (committee, sponsors, chefs) Alcoholic Beverages for Guests

Printing, signage

Postage

29 | P a g e

As always, there are exceptions to any rule. The most important thing you need to

do with respect to expense management is to talk with your supervisor and/or

Senior Regional Director. All expenses should be approved before being spent!

Sample Expense Tracking Form

Company Category AS Expense Donated

Tiffany & Co. Awards $0.00 $1,200.00

Pete Diaz A/V $11,230.00 Carlos Echevarria Piano Tuner $110.00 Francisco Paz Pianist $500.00 Staff Expenses Katy Formella $562.07 Charity Auction

Pro Auction Program $210.00 Flowers/Décor Décor $0.00 $4,000.00

The FIT Band $0.00 $3,000.00

Photographers $0.00 $3,000.00

Big Red Q Invitations-Printing $540.00

Big Red Q Program $1,423.00 Media Univision TV $0.00

Miami Herald $0.00

Social Miami $0.00 $10,000.00

Coke donation Give away $0.00 $800.00

Wine

$0.00 $3,500.00

Bacardi Liquor $0.00 $35,000.00

The Westin Colonnade based on 230 people Hotel $18,347.27 $8,482.50

SEI Wireless walkie talkie $115.00 Tips

$100.00

FedEx CD

$35.95 Lianne Draping $750.00 Grand Totals

$33,923.29 $68,982.50

30 | P a g e

Sample Working Budget

Budget Report # 1 Estimated Working Budget

Date: October 9, 2011 Puzzle Pieces of Our Community October 14, 2011

Income

Item Quantity Per Unit Projected Actual Pledged Notes

Tickets: Individual Tickets @ $250 each $150.00 $150.00 $0.00

Presenting Sponsorship 1 $25,000.00 $25,000.00 $0.00

Benefactor Sponsorship 2 $15,000.00 $30,000.00 $20,000.00

Patron Sponsorship 6 $10,000.00 $60,000.00 $30,000.00 $0.00

Supporter Sponsorship 2 $5,000.00 $10,000.00 $7,000.00 $0.00

Friend Sponsorship 1 $3,500.00 $3,500.00 $2,500.00 $0.00

Underwriting Opportunities 0 $2,500.00 $0.00 $0.00 $0.00

Silent Auction average price 65 $300.00 $19,500.00 Average retail price used for calculation - several items

Live Auction - Only Fund the Cure 1 $15,000.00 way above average!

Program Ads 2 $1,500.00

Other: $0.00

Total Income: $164,650.00 $59,500.00 $0.00

Expenditures

Item Quantity Per Unit Projected Actual Pledged Notes

Equipment rental (tables, chairs, lounge furniture)* 230 $3.63 $834.90 $690.00 Cost $3.00 + 21% service charge

Sound and Lighting equipment* 1 $14,500 $0.00

Food & Beverages:

Food Cost 230 per $98.90 per person) 230 $98.90 $22,747.00 $22,747.00

Corkage 230 $10.00 $2,300.00 $2,300.00

Complimentary Tickets,etc.:

Top Teams 30 $0.00 $0.00

Staff 20 $0.00 $0.00

Vendors 10 $0.00 $0.00

Required Comps per Sponsorship $0.00 $0.00

$0.00

Printing & Graphics:

Invitations* 250 $2.78 $695.00 $695.00

Program 250 $4.40 $1,100.00

Place cards (to include Bid Numbers) 230 $0.00

Reproduction/Copying $0.00

$0.00

Publicity:

Social Media $0.00

Media $0.00

$0.00

Postage:

Donor Solicitation & Thanks $0.00

Sponsorship Solicitation & Thanks $0.00

Volunteer Correspondence $0.00

Miscellaneous:

Entertainment 4 $0.00 $0.00 4 = Emcee, Band, Singer, Pianist - no charge

Security $0.00

Decorations $0.00

Flowers 25 $40.00 $1,000.00 $1,000.00

Parking 0 $0.00 $0.00

Total Expenditures: $28,676.90 $27,432.00

Total Net Profit (Loss): $ 135,973.10 $ 32,068.00 $0.00

In Kind Donations Estimated Total Value:

31 | P a g e

Sponsorship

Sponsorships are another one of the 5 Key Elements of Special Events – START

EARLY!

Sponsorship Target

Sponsorship income should be 75% or greater of the gross budget

Sponsorship does not include table sales; however a table may be included as a benefit in a sponsorship package

Sponsorship should have a maximum of 5-7 levels 50% of Sponsorship Goal should come from the top 3 levels 50% of Total Sponsorship should be committed 5 months pre-event

100% of Total Sponsorship is committed 30 days prior to the event Utilize a 4:1 ratio for sponsorship renewals and prospects (meaning if you

have a sponsorship goal of $100,000, you should plan for $400,000 in asks)

Sponsorship Planning

With the Event Chair and Sponsorship Committee Chair, determine:

Total Number of Sponsors you had at Each Level Last Year

Sponsor Level $ Amount Number Sold At

This Level

Sub Total

Presenting $25,000 1 $25,000

Diamond $15,000 0

Platinum $10,000 4 $40,000

Gold $8,500 4 $34,000

Silver $5,000 8 $40,000

Bronze $2,500 14 $35,000

Crystal $1,000 27 $27,000

Total 58 $201,000

32 | P a g e

Numbers for each sponsorship level you need to sell this year to reach goal

Sponsor Level $ Amount Number Sold At

This Level

Sub Total

Presenting $25,000 1 $25,000

Diamond $15,000 1 $15,000

Platinum $10,000 6 $60,000

Gold $8,500 4 $34,000

Silver $5,000 10 $50,000

Bronze $2,500 20 $50,000

Crystal $1,000 35 $35,000

Total 77 $269,000

Compare your total $ in sponsorships to your net revenue goal. Will this amount

allow you to meet or exceed your goal? Ask for more than you will need so that

you can cushion for sponsors that do not renew

Share this plan with the sponsorship committee chair and make specific

assignments to committee members based on this blueprint

Sponsorship Pricing

When Pricing Sponsorship Levels, consider: Tangible Assets

Displays, promotional spots, events program or auction advertising, identification on invitations

Intangible Assets

Prestige of Autism Speaks; association with AS Logo; exposure to customer

contacts at event

Reach/Impact

Scope of event; cost to sponsor similar events in the same market

Price Adjusters

Desirability of event to sponsor; impact of sponsor on co-sponsor sales; degree of

“sponsor clutter” (the number of different sponsors listed on one piece - the higher

the number of sponsors, the less value received by the sponsor), networking

opportunities with other sponsors

33 | P a g e

Sponsorship Pricing

Sponsor Categories Sponsor Price

Major Sponsor 8%-10% of net goal

Associate Sponsor 4%-7% of net goal

Contributing Sponsor 1%-3% of net goal

Example: For a $50,000 event:

Gold Sponsor (Major Sponsor Category) - $5,000 (10%) Silver Sponsor (Associate Sponsor Category) - $3,500 (7%)

Bronze Sponsor (Contributing Sponsor Category) – $1,500 (3%) For this particular event, the Premier, Presenting or Platinum Sponsor Level could be $10,000

Sponsorship Prospecting

Pipeline Keep the pipeline full

Prioritize

Identify key prospects

Potential relationships Existing relationships

Plan Develop a Sponsorship Prospect Action Plan

Penetrate Get the meeting… the goal of prospecting is to get in the door

34 | P a g e

Sponsorship Solicitation

Sponsorship solicitation/asks should begin immediately. Experience shows that

the earlier the ask occurs, the more likely you are to achieve or exceed the

event goal

Conduct face to face solicitation for the top 3 with personalized packages

Utilize the 4:1 ratio when building the sponsorship pipeline

Example: If the sponsorship goal is $100,000, we need to plan $400,000 in asks

Possible prospects can include: o Insurance companies

o Wealth management firms o Financial planners

o Food distributors o Restaurant supply companies

Sponsorship Confirmations

There should be at least 2 major sponsors confirmed at one of the top

sponsorship levels four months prior to the event

100% of sponsorship donations should be confirmed two weeks prior to events

35 | P a g e

Possible Sponsorship Benefits

Sponsorship Level Presenting Platinum Diamond Gold Patrons Party Sponsor

Event Goal: $250K $50-75K $25-35K $15-20K $7.5-10K

Included in Presenting

package - if sold

separately - $15K

Event goal: $100K-$249K $25-$30K $15-25K $7.5-10K $5K

Event Goal: $50K-$99K $15-$20K $10-15K $7.5-10K $3.5-5K

Event Goal: Under K49K $7.5-10K $7.5K $5k $3.5K

Benefits

Media

Logo Inclusion in TV Spots X

Name mention in Radio spots X X

Logo inclusion in print media X

Logo inclusion in billboards X X

Press release with CEO quotes X

Name included in event press release X X

Pre-Event

Inclusion in event e-mails

Two to include company name, tagline and link to

website X

One to include company name, tagline and link to

website X

One to include link to website X X

Included in Newsletter sent to event data base X X X X

One to include CEO spotlight X

One to include company ad X

Logo X X Name only Name only

Participation in Patrons Party

Company logo on event invitation X Name only X

10 invitations X X X X X

Opportunity for company representative to welcome

attendees X X

Onsite signage X X

Location of choice X X

Opportunity to provide take-home favor X X

Review door hanger with company logo X Name only X

Name on auction preview book X X X X

Prominent Logo Recognition on the Event Literature

Save the Date Cards X X

Event Invitations X X Name only

Custom Opportunities

Sponsor specific press release X X X X X

250-1000 pieces of AS literature for use in company X 500 250

Volunteer leadership Opportunities X X X X X

Day of Event

20 invitation (2 tables of 10) X X

10 invitations (1 table of 10) X X

Access to VIP area X

Personal Table Host X X

Onsite signage X X X

Full page ad (inside front cover) in event program X

Full page ad in event program X

Half page ad in event program X

Quarter page ad in event program X

Half page company profile in event program X

Media interviews and photos (where available) X

CEO/Executive to welcome /address attendees X

Name recognition from stage X X X

Name recognition on PowerPoint presentations X X X X

Company favor on table X

Company favor distributed at end of event X

Reserved or valet parking X X

Post Events

Post event press release X X

Name recognition in final event e-mail X X X

Recognition in final event newsletter X X

Sponsor benefit summary 60 days post event X X X X

Sponsors' Benefit

36 | P a g e

Puzzle Pieces of Our Community

Sponsorship Opportunities

Friday, October 14, 2011 Westin Colonnade

180 Aragon Avenue, Coral Gables, FL

Presenting Sponsor $50,000 Category exclusivity for 2011 Inaugural Autism Speaks Puzzle Pieces of Our Community Event

Right of first refusal for the 2012 event

Access for six (6) to VIP Cocktail with Senator Marco Rubio.

Two (2) tables of ten (10) or twelve (12) for company's chosen guests

VIP time with Honorees: CBS4, Univision, Baptist Health and Greenburg Traurig

Speaking opportunity at the event (5 minute maximum)

Presentation of an Honoree award

Feature Company story on Puzzle Pieces of Our Community website

Recognition, logo and live link on event website ensuring our visitors and your potential customers access to your company

Multiple features and live link on all Miami Chapter sites to include web, Facebook (8,450 likes) and Twitter (787 followers) on a daily basis

Prominent logo placement on the Step & Repeat

Recognition as Sponsor at appropriate locations throughout the event

Company logo on jumbo screens throughout the evening

Inside front cover full page advertisement in the event program

Press release, including sponsorship announcement

Company logo to be placed on all emails pertaining to the event

Prominent logo placement on event invitations, tickets and programs

Use of event logo in any/all pre-approved marketing material

Sponsor location may serve as distribution point for event information

Feature story in Miami Chapter Autism Speaks Newsletter

Opportunity to promote company involvement with Autism Speaks

Logo/Name to be placed prominently on table

Post event CD for continued marketing support

37 | P a g e




180 Aragon Avenue. Coral Gables, FL

Benefactor Table Sponsor $25,000 Opportunity for involvement in 2011 Inaugural Autism Speaks Puzzle Pieces of Our Community Event

Access for four (4) to VIP Cocktail with Senator Marco Rubio

One table of ten (10) or twelve (12) for company's chosen guests


Presentation of an Honoree award

Recognition as sponsor at appropriate locations throughout the event


Inside back cover full page advertisement in the event program

Multiple features and live link on all Miami Chapter sites to include web, Facebook, and Twitter on a daily basis

Logo Placement on Step & Repeat

Company logo to be placed on several emails pertaining to the event

Company logo placement on event invitations and programs


Sponsor location may serve as distribution point for event information

Mention in Miami Chapter Autism Speaks Newsletter




Patron Table Sponsor $15,000 Opportunity for involvement in 2011 Inaugural Autism Speaks Puzzle Pieces of Our Community Event

Access for two (2) to VIP Cocktail with Senator Marco Rubio



Full Page advertisement in event program

Logo placement on Step & Repeat

Logo placement at appropriate locations throughout the event


Multiple features and live link on all Miami Chapter sites to include web, Facebook and Twitter on a daily basis

Logo to be placed on several emails pertaining to the event

Logo placement on event invitations and programs


Logo/Name to be placed prominently on table Post event CD for continued marketing support

38 | P a g e





Supporter Table Sponsor $10,000

Opportunity for involvement in 2011 Inaugural Autism Speaks Puzzle Pieces of the Community Event

If available, opportunity to purchase ticket(s) for VIP Cocktail with Senator Marco Rubio



One half page ad in the event program

Multiple features on all Miami Chapter sites to include web, Facebook and Twitter on a weekly basis


Use of event logo for any/all pre-approved marketing material




Friend Table Sponsor $5000 Opportunity for involvement in 2011 Inaugural Autism Speaks Puzzle Pieces of Our Community Event

If available, opportunity to purchase ticket(s) for VIP Cocktail with Senator Marco Rubio



Mention of support in the event program



Mention of support in Miami Chapter Autism Speaks Newsletter



Family Table Sponsor $3500

Opportunity for involvement in 2011 Inaugural Autism Speaks Puzzle Pieces of Our Community Event

One table of ten (10) for chosen guests

Mention of support in the event program


Opportunity to promote involvement with Autism Speaks

Mention of support in Miami Chapter Autism Speaks Newsletter

Name to be placed prominently on table

39 | P a g e

NAME:________________________________________ TITLE:________________________

COMPANY:__________________________________________________________________

ADDRESS:___________________________________________________________________

CITY:_________________________________________ STATE:_________ ZIP:____________

PHONE:____________________________________FAX:_____________________________

E-MAIL: ____________________________________________________________________

______ Our check is enclosed ______ Please invoice me

Credit Card Number:_________________________________Expiration Date:___________ Circle One: Master Card, VISA, AMEX CID#:___________________

Signature:__________________________________________________________________

To ensure your company logo is included on event day materials, please mail or fax this form to the address below by Friday,

October 7, 2011. Sponsors wanting this benefit must submit electronic logos in .EPS format at a minimal 300 dpi at actual size, color and black and white. If logo is not received Friday, October 7, 2011 sponsor will be recognized in text.

Please make all checks payable to AUTISM SPEAKS Federal Tax-Exempt I.D. Number: 20-2329938

AUTISM SPEAKS, SABADELL FINANCIAL CENTER

1111 BRICKELL AVENUE, SUITE 2801 – MIAMI, FL 33131 ATTN: LOURDES FOLGOSA

PHONE: (305) 968-1799 E-MAIL: [email protected] VISIT US AT: http://events.autismspeaks.org/puzzlepieces





Sponsorship Packages

□ Presenting Sponsor

□ Benefactor Table Sponsor

□ Patron Table Sponsor

$50,000

$25,000

$15,000

□ Supporter Table Sponsor □ Friend Table Sponsor

□ Family Table Sponsor

$10,000

$ 5,000

$ 3,500

mailto:[email protected]

http://events.autismspeaks.org/puzzlepieces

40 | P a g e

Sample Sponsorship Cover Letter

Date

(Include Business Information and Salutation)

On behalf of Autism Speaks I thank you for your interest in our inaugural fundraising event, “Puzzle Pieces of Our

Community”. Puzzle Pieces of Our Community recognizes outstanding individuals and corporations for their

exemplary leadership and commitment to the Autism Community.

Our mission at Autism Speaks is to change the future for all who struggle with autism spectrum disorders. We are

dedicated to funding global biomedical research into the causes, prevention, treatments, and a cure for autism;

increasing public awareness about autism and its effects on individuals, families and society and to bringing hope

to all who deal with the hardships of this disorder.

These goals can only be accomplished by working together within the community to find the missing pieces of the

puzzle. Your support will be essential in positively changing the future of all those who suffer with autism.

Autism affects 1 out of every 88 children in the United States and 1 out of 54 boys, making it the fastest growing

serious developmental disability in the United States. It is our objective to find the answers to stop what has

rapidly become an epidemic. More children will be diagnosed with autism this year than AIDS, diabetes and

pediatric cancer combined.

Senator Marco Rubio is this year’s featured honoree and has graciously agreed to be our Keynote Speaker. This

inaugural event “Puzzle Pieces of Our Community” will also honor Baptist Health South Florida, Greenberg Traurig,

CBS4 and Univision for their continuous commitment and leadership to improve the lives of people with autism

and their families.

We hope you will join us for this special evening that will include dinner, auction and entertainment, on Friday,

October 14, 2011 at the Westin Colonnade, 180 Aragon Ave, Coral Gables, Florida.

Please review the attached sponsorship opportunities, one of which we know will be of interest to you. If you have

any additional questions, please feel free to contact me at INSERT PHONE NUMBER.

I thank you in advance for your consideration and I hope that together we may find the missing pieces to the

puzzle.

Sincerely yours,

41 | P a g e

Table Sales

Purpose: Table Sales is one of the 5 Key Elements of Special Events.

It is important to note that TICKET sales should NEVER be part of the Financial

Plan. The goal is to sell Sponsorships and Tables, NOT tickets. That doesn’t mean

that tickets won’t be available for the event.

Table Sales vs. Corporate Sponsorship

Generally your lowest level of sponsorship will be your corporate tables. These

tables generally have a “premium” attached – the cost of tickets plus an additional

monetary contribution.

Example: A table of 10 is $1,000 or $100 per person. A Corporate Table may sell for $2,500.

Corporate Tables should have VERY limited benefits attached – possibly limited to

name recognition in the event program. BE CAREFUL – this is NOT a major

sponsorship.

VERY IMPORTANT – The cost of the table and/or sponsorship only gets them in

the door. This is a FUNDRAISING event – not just a party for the attendees. We

want a room filled with people who will spend to support our mission.

• Table = 10 tickets with no benefits • Corporate Tables = 10 tickets + benefits

Determining the Number of Tables

Determining the number of tables to sell is dependent upon the number of guests

expected. Be sure your venue can accommodate your needs. A good rule thumb is

10 people to a table.

42 | P a g e

Selling Tables

The most important committee responsibility is to generate support for the event

and for our organization. After committee members commit to sponsoring their own

table, they should help you solicit their contacts (friends and colleagues). Staff

members will help with this process by generating all letters, envelopes, and

completing the mailings. Volunteers (committee members) should be asked for a

list of people to send invitations to, and encouraged to write personal notes on the

invitation itself or on a cover letter. They should also be asked to make pre and

post-invitation phone calls to encourage participation from their list.

Invitations themselves actually generate very few sponsors. Prior to the invitations

going out, is when sponsorship solicitation actually occurs. Try having a pre-

invitation, sponsorship form and cover letter for committee members to send to

their contacts. These forms only include the top two levels of sponsorship.

Committee members should be sending follow up emails and making follow up calls

to their contacts.

Ticket Sales

As stated earlier, the primary focus should be on selling TABLES, NOT TICKETS.

However, there will be a limited amount of tickets available. Sometimes the

question is asked, “Should we lower the ticket price to our event?” The answer

should be absolutely NOT!

There are two primary reasons: First, by lowering ticket prices (and sponsorship

levels,) you are leaving money on the table. There are people who have the ability

to continue to pay the regular ticket price (or sponsorship level). Second, you are

lowering expectations for subsequent years.

Consider increasing table prices if they are selling out each year.

Remember to research other events in the community to

ensure we are competitive and not “underselling” our event.

43 | P a g e

Auctions and Fund the Mission

The Live and Silent Auctions are another one of the 5 Key Elements of Special

Events. The Live Auction is a major source of revenue for A Blue Affair event. In

large markets, guests will spend significantly on Live and Silent Auctions. Both

events generate revenue the Night of Event.

Auction Revenue Goal Setting

Auction Goal should equal 25% or more of the event’s Net Goal. 60% of the

evening’s revenue generally comes from the live auction

Live Auction Goal should be 75% of the Total Auction Goal

Silent Auction Goal should be 25% of the Total Auction Goal

Fund the Mission Package Goal should be 25% of the Total Auction Goal

Types of Auctions

Live Auction

Fund the Mission

Silent Auction

At every Autism Speaks Special Event, it is important to plan for each type of

auction to maximize revenue. Each type of auction will be further explained in the

following pages.

44 | P a g e

Live Auction

Item Procurement Guidelines

You can expect a yield of 75% or more of the actual value of the items. For

example, if you need to net $30,000 for your live auction, then you need to secure

at least $40,000 worth of items.

Number of Items Needed

Establish a goal for a number of items that will make the bidding competitive. Don’t

have so many items that everyone can easily win something. Competition over an

item raises the total revenue.

The optimum live auction will have a minimum of 4 and a maximum of 8 items.

Items should be unique and may include:

o Travel/weekend packages

o Food o “Priceless” packages

o Lunch with a prominent CEO o Sports lessons from professional teams or athletes o Box seats for a sporting event

o At home dinner package with a local celebrity o Local celebrity visiting child’s school

o One year lease of a vehicle

Conducting the Live Auction Seating

Seat guests who have bid on top packages in previous events and top sponsors near the front of the room. This will make them feel appreciated and help get the

bidding started. (Also refer to Room Layout information and “Prime V” information)

Timeline

The auction timeline is critical for success! Flow should be around 2-3 minutes per item.

The live auction should begin 1 to 1 1/2 hours into the event. This will give guests time

to eat and not leave the event early.

Take into account the number of items to estimate the amount of time for the auction.

Consult with the auctioneer when making this decision.

Print the beginning time for the auction in the catalog and adhere to the

timetable.

If the crowd seems ready a few minutes early, get started! Likewise, if they are still

eating and do not seem ready, announce that the auction will begin in a few minutes.

45 | P a g e

Placement of Items for Bid

The first item should be tangible, highly visible with universal appeal that everyone can

bid on

Merchandise sells best early in the auction

Experiences sell best middle to end of the auction

Avoid placing similar items back to back

Increase value on items as you build toward the “premier” items in the middle

Build momentum by avoiding jumping back and forth from lower to higher prices

The most expensive package should be right before the Fund the Mission

The last auction package should be fun and visual, perhaps a one of a kind experience to

keep guests in the room until the end

46 | P a g e

Placement of Items Using the Live Auction Bell Curve

Once you’ve gathered your auction items, review them according to their value and

begin to prepare your program. If you are working with a professional auctioneer,

they can help you create the program, placing the items in an order that will bring

the greatest revenue for the special event. If you do not have the benefit of a

professional, the Bell Curve diagram will help you place your items in the best order

to raise the most money.

The first half of the Live Auction should include tangible items. These can be pieces

of artwork, electronics, a signed memorabilia item, and themed baskets. These are

items that bidders can instantly see the value of, and where they will practice their

bidding. Start with the smaller valued items and allow the bidders to work their way

up to the higher ticket items. This represents the first portion of the bell, where you

47 | P a g e

steadily start to climb to the top of the bell where the highest valued items will be

placed.

Place the Fund the Mission package immediately following the “premiere ticket

item”. This is the moment in the Live Auction that is often referred to as “Raise the

Paddle” as all guests are capable of participating. Why place the best packages

here? At this point, your audience is still with you and getting quite used to the

bidding feel and the higher dollar amounts.

After Fund the Mission, you will start to work your way down to the smaller

amounts at the end of your catalog. Place your intangible items, such as personal

chef sessions, special experiences, tickets to a sports package, trips, hotel stays,

and lunch with local celebrities here. These are items that have great value, but

cannot easily be seen or touched at the event making it harder for guests to

identify with its value. These particular items will not do as well at the beginning of

the evening until the higher bids have been called out for the tangible items. Since

the higher dollar amounts are still in the minds of the bidders, it will make it easier

for them to associate a high value to intangible items such as trips and experiences.

This is not a steep slope to the top of a mountain! You want to leave plenty of

wonderful, high valued items after the premiere items for everyone to bid on,

particularly those who did not win one of the highest valued items.

By using this strategy, your items will bring in higher bids than if you were to place

the items in the program randomly. To recap, start with the tangible items such as

themed baskets to help gather the attention of the bidders and give them practice

in bidding as they aim for the premiere items and then move into the “experience”

items. The excitement is maintained throughout the auction, and the items are

instantly given more exposure and intrinsic value through the Bell Curve placement.

Tips:

Do not place similar items one after another in the catalog, such as having

two dinners in a row, or two trips in a row.

Be mindful not to bounce around the monetary values too much. You want to

aim for the steady, graceful arc in the rise and fall of the bell which will allow

48 | P a g e

bidders to gently increase their bids toward the middle of the program and

then slowly decrease their bids afterwards.

Auctioneer

A professional auctioneer is critical to the success of the auction. They will be

instrumental in helping to maximize revenue through the order of the items. In

addition they will be able to work and rally the crowd and provide an enthusiastic

start to the auction. As a result, the auctioneer should understand the full

parameters of the auction and be comfortable with Fund the Mission.

Cost is a consideration in selecting and working with a professional auctioneer. It’s

generally difficult to get these services donated but if possible, find an auctioneer

that does not require a percent of sales and therefore keeps costs to a minimum. In

any case, a good auctioneer can bring in added revenue which, in most cases,

justifies the fee.

Tips:

Use a local celebrity as an emcee but not as auctioneer

Look for an auctioneer with charisma who can hold the audience’s attention

Don’t spend no more than 2-3 minutes per item

Consider Using Bidder Numbers:

Provide everyone with a bid number

The bigger, bolder and darker the bid number, the better

Use 3-digit bid numbers, if possible

Spotters should be located so they can clearly see and locate bidders

49 | P a g e

Sample Auction Donation Form

Name of Event Date of Event

Location of Event

Donor Name (as it should appear in print)

Contact Name/Title

Address City State Zip

Daytime Phone Number Fax Number

Mobile Telephone Number Email Address-primary source of contact for event unless otherwise requested

Please provide a description of the items you’d like to donate along with any restrictions that apply

Item 1 $ Retail Value

Description

Description

Restrictions (valid dates, black-out periods, number of people in party, beverage, tax & gratuities included/not included)

Item 2 $ Retail Value

Description

Description

Restrictions (valid dates, black-out periods, number of people in party, beverage, tax & gratuities included/not included)

Gift Certificate Information

My donation is a gift certificate Gift Certificate Value: ____________ Expires On: ____________

Gift Certificate Enclosed I will forward my certificate by 9/12/2011 Generate a gift certificate for me

Donor Signature _________________________________________________Date _____________

Please send donations by ENTER DATE to: Enter Local Autism Speaks

Contact Name and Mailing Address Here

Please show my

donation as anonymous

○ ○ ○ ○

○

50 | P a g e

Fund the Mission

Fund the Mission is one of the major objectives for A Blue Affair, and combined

with Auctions, is one of the 5 Key Elements to Special Events. It is the opportunity

to allow guests to understand the significance of the Autism Speaks’ mission and to

support our mission in a financial manner. Rather than being a last minute “added”

component to an entertainment event, Fund the Mission should be well planned and

motivational.

Revenue Target

The short term goal for Fund the Mission is to raise as much revenue as the live

auction

The long term goal for Fund the Mission should be a minimum of 15% of total

revenue

30% of Fund the Mission revenue should be received prior to the event

This element has the biggest potential for revenue

Fund the Mission Strategy

Increase level of participation of those already participating in Fund the Mission

Before the Event

Recruit the very best mission speaker possible o Person should be motivational

o Discuss the type of presentation desired Simple

Short (2-3 minutes) Emotional (not medical)

Convey a sense of urgency Convey a sense of hope

o AS staff person should work with the person on their speech to insure maximum success

Read their script Provide suggestions Time their speech (should be between 2-3 minutes)

Know exactly what the speaker will say and shape the presentation for maximum effectiveness

51 | P a g e

Secure at least one lead bid at each of the top levels. When you solicit bids,

start at one level higher than you have a confirmed bid for in case there are

bidders in the room who would want to do more. Confirmed bids or donations

will insure the Fund the Mission donations start on a successful note.

Treat the Fund the Mission like an auction package. Give Fund the Mission its

own page in the program, and if possible, a full 2 page spread with the “Mission

Family” that will speak at the event on one side and FTM levels and information

on the other side.

Pre-assign bidder numbers and give them out at registration.

Do a dress rehearsal with the family the day of the event. Insure they know how

to get on stage, are familiar with the level of lighting during their presentation

and how the sound system works.

During the Event

While the family speaks, have the lights dimmed and possibly a spotlight on the

speaker

At the end of the speech, the speaker should bring his or her child to the stage

(if possible)

Keep the speakers on the stage during the bidding. Do not let your speakers

know about the previously confirmed bids – their natural excitement and

surprise can help with additional bidding

Announce the names of the bidder as you go for the top 2-3 levels. This can be

done by the emcee referring to a bidder number list and/or asking the person to

stand. However, do not let this slow down the auctioneer

Work with your venue to insure all service stops during Fund the Mission so the

clanking of glassware is minimized and the names of the highest bidders can be

heard

Have three people recording the bids

52 | P a g e

Critical People

“Mission Family” – tells their personal story about their mission experience

Professional auctioneer – makes “the asks” at different levels (highest to

lowest). Prepare the auctioneer in advance. Ask him or her to say each number

(one, two, three – not one twenty three). Be certain the auctioneer is clear

about his role. The auctioneer can make or break this event

Emcee – not necessary but can help the auctioneer by announcing names of the

bidders if you choose to do that

Long Term Strategies

Increase the number of participants (ultimately, you want 100% of attendees

giving to Fund the Mission

Increase the levels of participation

Secure a matching gift. Be strategic – maybe move your largest pre-secured gift

as a matching gift of one of the lower level gifts to better leverage the gift

Secure matching gifts from companies who have a matching gift program

Auction Line-Up

The first several packages need to be high end, perhaps merchandise your

audience likes. This will get the momentum going

Just before the middle sell the BEST package

Fund the Mission goes immediately after the best package because the bidding

is high and the momentum is in full swing

53 | P a g e

Sample Fund the Mission Script for the Auctioneer

Auctioneer or Emcee announces this package by saying:

“Ladies and Gentlemen we have come to a very important part of tonight’s program.”

At this point you want total silence:

Auctioneer does not proceed until crowd is quiet. (May use dimming of the lighting

to get crowd’s attention.)

Instruct the wait staff to stops clearing dishes.

Auctioneer or emcee then says a little something about the guest speaker:

Example: “Mrs. ___ is the mother of twin boys both diagnosed with autism, she’s here tonight to share her personal story with us.”

Family spokesperson tells their story. Be sure you have read the story and know

exactly what the speaker is going to say. Pictures projected on the screens

throughout the room can help tell the story.

At the conclusion of the story the auctioneer or emcee thanks the speaker for

sharing their story and says:

“This is your chance to help Autism Speaks continue its very important mission in impacting

the lives of people with autism. This is not an auction item you bring home. It’s a 100% tax

deductible gift from your heart to help others.”

Auctioneer says: “Who would like to make a 100% tax deductible gift in the amount of $5,000?”

Then the auctioneer reads the bid numbers that are raised, reading them in a cadence that is easy for recorders to write down.

At the end of each level the auctioneer says:

“Thank you very much for you generosity” or

“Thank you very much for supporting the mission of Autism Speaks”

The auctioneer then moves to the next level saying:

“Who would make a 100% tax deductible donation in the amount of $2,500?”

Auctioneer continues in this manner and toward the end adds: “Now, for the rest of the guests in the room, please feel free to make any donation amount

possible. No amount is too small!”

At the conclusion of the Fund the Mission auction package, the auctioneer thanks everyone for their generosity and says later in the program he will announce how much was raised.

54 | P a g e

Optional Fund the Mission Card

A “Fund the Mission” card should be used in a conducive venue, such as a sit-down

dinner. “Fund the Mission” cards are placed in the center of tables with payment

and donation information on one side and Autism Speaks mission on the other.

“Fund the Mission” cards should be used to complement that “Live Auction” portion

of “Fund the Mission”, not replace it. Adjust the auctioneer script to include

information about the card

55 | P a g e

Silent Auction

Item Procurement Guidelines

You can expect a yield of 50% or more of the actual value of the items. For

example, if you need to net $15,000 on your silent auction, then you need to

secure at least $30,000 worth of items.

Number of Items Needed

Establish a goal for a number of items that will make the bidding competitive. Don’t

have so many items that everyone can easily win something. Competition over an

item raises the total revenue.

Understand that only a little over 25% of attendees will “shop” a silent auction. A

good “rule of thumb” to remember: the number of items should be equal to or less

than half the number of buying units.

Example: 200 guests = 100 buying units = 50 silent auction items

Possible Silent Auction Items

Gift Certificates Electronics Sports Related Vacation Packages

iTunes/Apple iPod Tickets to Games Cabins

Lowes/Home Depot Headphones Equipment Ski Vacations

Target DVD Players Fitness Hotels

Crate & Barrel Video Cameras Autographed Items Limousines

Book Stores Laptops Golf Packages Time Shares

Restaurants Printers Gym Packages

Flower Shops Software

Movie Theaters

For the Home Event Tickets Kids Luxury items

Small Appliances Museum Toys Jewelry

Gardening Tools Symphony Video Games Spa Certificates

Entertaining Book Collections Haircuts, Manicures

Tools Dry Cleaning

Artwork Photography

Services

56 | P a g e

Conducting the Silent Auction

Remember it is quality, not quantity that matters. Be sure to have at least two

silent auction closings.

Quality of Silent Auction Items

High Quality items are required

Items should be valued at $50 or more in small markets and $100 and more in

medium to large markets

This is not the place to get rid of everything that has been donated! Some

donated items may not work well as silent auction items

Expect 50% of retail value (although this may vary based on the economic

situation)

Absolutely no consignment or used items

Display

Group sections to make it fun and easy to find a category (sports, rest and

relaxation…)

Include a super silent section (most expensive and fewer items). These items

should be placed in a prominent location for optimum viewing

Do not crowd

o Leave adequate space for guests to circulate

o Leave 2 feet between items

o Every item and bid sheet is in its own clipboard and pen

Color code sections (if using sections)

Use balloons, table cloths, ribbon, etc. to help designate the color of the section

57 | P a g e

Timing

Start time

Start bidding at approximately 1/3 of Fair Market Value

Signage

Place signs saying when each section closes

Closing

Consider staggered closings of different sections about 10-15 minutes apart

Bid Sheets

Include title and a brief description of item

State any restrictions

Clearly and prominently print “Minimum Opening Bid”

“Buy It Now” price (optional)

Pen attached or near each bid sheet (always have extra pens available)

Make display certificates for each certificate item

Every auction item has a display

Print minimum bid amounts on bid sheet

Use large font

58 | P a g e

Sample Bid Sheet

59 | P a g e

Program Advertising Opportunities

Special events often put together an event program to highlight their sponsors,

special guests, schedule of events and auction item descriptions. For smaller

organizations, companies and individuals who wish to support Autism Speaks

outside of the sponsorship level, the Program Ad Sales provides another

opportunity to add additional revenue to your event.

Sample Program Advertising Opportunities

60 | P a g e

Charitable Contribution Tax Implications

The tax deduction status varies depending on the type of fundraising and benefit

received. It is critical that both Autism Speaks and the contributor understand the

tax deduction implications of their contribution. Listed below are guidelines to

consider when discussing tax deductible gifts:

Type of Contribution Tax Deduction Status Explanation

Meals and Entertainment Fee is charged for the meal at a higher price than the meal would

normally cost

Tax deduction is allowed for the charge above the fair

market value of the meal and/or entertainment

Fair market value of the meal and entertainment is to be

determined by the AS staff person based on data provided by the hotel or banquet facility.

Fund the Mission

Cash gift to Autism Speaks 100% tax deductible Same guidelines for contributions to Walk Now for Autism Speaks

Auction

Donation of goods or services for auction

100% tax deductible for fair market value. No deduction is permitted for personal services, e.g. golf lessons.

Donor determines and is responsible for defining fair market value. Autism Speaks responsible for determining if market value is reasonable. If value is significant (>$10,000), an independent appraisal is

required.

Person bids on and wins an auction item during a live or

silent auction

Winning bidder is permitted a tax deduction for the amount

paid over and above the assigned market value. Checks or credit card payments should be made out to Autism Speaks. If made out to the auction house, winner does not receive tax

deduction; auction house does, when proceeds are transferred to AS.

In effect the deductible portion of the winning bid is only the

amount in excess of what the winner would have paid had the item been purchased in the open market.

Any questions on tax deductions should be raised and clarified prior to the event.

Questions should be presented for guidance to the Chief Financial Officer of Autism

Speaks.

61 | P a g e

Night of Activities

Room Layout Options

Work closely with venue management and explain night of event. Go over your

stage, table and chair requirements so the venue can determine the correct space

for the event as these items require a lot of space. Here are some other items to

consider when planning:

Allow for maximum space anywhere guest lines may form, such as

registration, bars, sampling tables, and silent auction areas

Silent Auction area aisles should be wide enough to allow guests to pass each

other comfortably and view items

Place Silent Auction tables in middle of activity for the highest visibility, close

to a bar

There should be a natural traffic flow pattern so guests will not have to go

out of their way to visit tables

Room layout will require that you give consideration to where key guests will

be seated

Print the room layout in poster size. Place “post-it” notes with sponsor/table

names to ensure everyone is placed in proper areas. The visual poster makes

this process very easy

Determine your “Prime V” seating area (see charts on next page). The Prime

V seating area is where you will assign seating for top bidders who will

generate revenue, table sponsors and committee members. This location

puts them squarely in the site line of the auctioneer.

o Corporate sponsors are outside the V but are placed on the first two rows of

tables. (Sponsors whose tables are not filled with active bidders are placed

outside the V, unless active bidders are anticipated or known to be at the table)

o For rooms seated in-the-round, key guests are seated in the front two rows

62 | P a g e

Layout below is for Chef’s Event:

Chef Stations

63 | P a g e

Registration

Registration must be quick, seamless, organized and efficient

Have volunteer greeters to explain the process and guide guests to the

registration area

Registration should be run by trained volunteers, and overseen by staff

Guests will receive their bid number, table number and be encouraged to swipe

their credit cards, if applicable

Materials Needed:

o Two large boxes to house supplies o File folders to house guest registration information

Bid numbers (3 big, dark, bold numbers)

Program

Business card with bid number and table number printed on it

Pre-addressed envelopes (for Express pay)

Map of venue (if needed)

o Seating charts – several copies for volunteers and staff

o Sticker/stamp for Express check or Auction pay o Guest lists (one with each table number and bid number on it)

o Pens

Don’t limit your registration to an alphabetical process as this makes lines

develop quickly. Guests should be able to go to anyone at the registration table

and get their bid information

The following two examples demonstrate how setup can be accomplished (Both

options allow volunteers to access registration/bid packets for any guest.)

64 | P a g e

Registration Set Up

Sample Night of Agenda

Week Day Activity Flow Time

Doors Open, VIP & General Reception Begins 6:30 PM

Introductions & Welcome 7:00 PM

Dinner/Tasting 7:35 PM

Silent Auction Closes ***

Live Auction Begins 8:45 PM

Fund the Mission 8:55 PM

Live Auction Closes 9:00 PM

Dessert 9:05 PM

Dancing, Entertainment 9:25 PM

Note: Start times can be changed to reflect a later start time

***Determine with Event Committee and Auction Chair the best timing

for Silent Auction Closing

Example A

Example B

65 | P a g e

Sample Detailed Night of Event Timeline

Roll Cues Time Event People Questions

12:00 PM Set up -- auction organization; center pieces put together

1:00 PM Auction setup in main area

3:30 PM Sound check & AV Run Through Paulina

4:00 PM Script run through

4:45 PM Staff and volunteer meeting

5:00 PM Senator Rubio's security check

5:00 PM

Cross check table signage, number of seats and placement Lula, Daniela

5:30 PM Band Sound Check

do they have equipment that they need to set up prior to the dinner?

6:00 PM Reception Entertainment Arrives

6:00 PM Registration Set Katy, Joany, 3 volunteers

6:00 PM Silent Auction Helpers finish set in auction area

6:30 PM

Photographer arrives; run through list of photo needs

6:50 PM Entertainment begins Pianist

7:00 PM VIP Reception Begins

7:00 PM General reception begins

7:05 PM Senator Rubio arrives and is escorted to VIP Reception

Lights up Chimes ring 7:45 PM Begin moving VIPs to dinner

7:50 PM Ring bells for dinner at General Reception

Lights dim 8:05 PM Lights dimmed

8:05 PM Emcee to stage for welcome

8:05 PM Senator Rubio is escorted to stage area

podium mic up 8:10 PM Introduction of Keynote speaks

Who needs to introduce the senator

8:15 PM Keynote Speaker Senator Marco Rubio

8:35 PM Thank you to Senator Rubio; enjoy dinner

Who needs to do this -- is it the co-chairs?

8:35 PM Senator Rubio Departs

lights up 8:35 PM Course 1 Served

8:55 PM

Auctioneer to stage - introduces self; announces silent auction will close in 5 minutes; live auction will begin in 20 minutes

8:55 PM Course 1 clearing begins

9:00 PM Silent Auction closed; highlight and circle winning bidder

Joany, Katy, and 3/4 volunteers

9:00 PM Silent Auction sheets & items pulled from floor to registration


9:02 PM MISSION PRESENTATION

9:05 PM Course 2 service begins

9:05 PM Live auction spotters to ballroom

66 | P a g e

Wireless mic hot 9:15 PM Live Auction #1 Spotters

9:18 PM Live Auction #2 Spotters


lights dim 9:24 PM Lights dimmed Spotters

9:25 PM MISSION PRESENTATION

9:25 PM All servers off floor

9:28 PM FUND THE MISSION Spotters

do you want a video or personal story about mission?

Podium mic hot 9:28 PM Fund the Mission Bidding

Wireless mic hot 9:30 PM One minute warning for FTM bids

lights up 9:31 PM

Fund the mission bidding ends - Spotters to collect totals from their tables Spotters

9:33 PM FTM Bidding "competition" Spotters



9:40 PM Course 2 clearing begins

podium mic hot 9:45 PM Recognition Program begins

9:50 PM Course 3 service begins (dessert)

10:15 PM

Emcee to stage to thank everyone for attending and to enjoy the band, pick up auction items


10:30 PM Late Night Party Begins!

11:30 PM Band thanks guests for attending

11:59 PM Break down/load out

67 | P a g e

Sample Night of Event Script

8:15 Tico Gutierrez

Daniela Foley AV - Logo

Good evening, I’m Tico Gutierrez, Chair of our Inaugural Puzzle Pieces of our Community.

And I’m Daniela Foley, Auction Chair for tonight. Thank you So much for joining us.

Meteorologist Lissette Gonzalez has served as the morning and noon weather anchor for CBS4 News since 2007. Born and raised in Miami, Lissette is happy to be back home now in South Florida. Prior to joining CBS4, Lissette served as the evening Weather Anchor for KTLA’s Prime News in Los Angeles. Lissette has hosted and reported for such nationally syndicated shows as “EXTRA,” “Extra en Espanol,” and “Livin’ Large.” Lissette is a former Miss Miami, Miss Florida and was named second runner up to Miss America in 1998. Last year Lissette completed her Meteorology degree at Mississippi State University.

Ladies and gentleman, join us in welcoming our Mistress of Ceremonies, Lissette Gonzalez.

8:17 Lissette Gonzalez AV - Logo

Good Evening. I'm delighted to serve as the Mistress of Ceremonies for tonight's Puzzle Pieces of our Community, benefitting Autism Speaks. Puzzle Pieces of Our Community recognizes outstanding individuals and corporations for their exemplary leadership and commitment to the Autism Community.

We have a lot going on this evening – presentations to 5 honorees who have made on impact on the autism community; the opportunity to hear from one of those honorees, United State Senator Marco Rubio; a fabulous live and silent auction; a great dinner and a fun dance band to culminate our evening.

So, let’s get our evening underway. I’m delighted to introduce to you Mark Roithmayr, President of Autism Speaks. In 2005, Mark became Autism Speaks' first full-time president. In his first two years he helped merge three organizations; Autism Coalition for Research and Education, National Alliance for Autism Research and Cure Autism Now into Autism Speaks. Today Autism Speaks is North America’s largest autism science and advocacy organization, raising $58 million annually to fund programs in research, awareness, advocacy and family services. Among the top accomplishments in his tenure include committing over $160 million to scientific research and passing autism insurance reform in 28 states.

8:18 Mark Roithmayr AV - Logo

On behalf of our co-founders, Bob and Suzanne Wright, I’m delighted to welcome you to this evening’s event. Bob and Suzanne could not be here this evening, but they’ve sent a brief note I’d like to share with you.

Dear Autism Speaks Supporters, We are sorry we are unable to join you tonight for this event. Each of you has been an invaluable asset to Autism Speaks and the autism community, and we truly can’t thank you enough. Tonight celebrates your time, commitment and dedication to our families and individuals who are searching for

solutions to the autism puzzle and who are in need of resources and support.

At a time when 1 in 110 children and a staggering 1 in 70 boys is being diagnosed with autism, America cannot afford to stand still. Even with the kind of progress we have been making, we still have further to go to find the answers. Thank you for joining us in this extremely urgent cause.

Suzanne and Bob Wright

68 | P a g e

Dim Lights Roll Video

Tonight is a great evening and I offer many thanks Tico Gutierrez, event chair and the entire committee for your tireless dedication to planning this inaugural event!

It’s so good to see so many of our top Walk Now For Autism Speaks teams here tonight. Your continued support is making a huge impact.

And to the 2011 honorees-- Baptist Health South Florida, CBS 4, Greenberg Traurig, and Univision– THANK YOU for your support and dedication to individuals with autism.

As many of you are aware, just a couple weeks ago on September 30, President Obama signed the Combating Autism Reauthorization Act – I’d like to share with you now the Wrights reaction right after the signing took place.

CARA VIDEO ROLLS 00:02:00

It is my distinct pleasure to be here tonight to introduce a member of your community who is also a great leader for the entire autism community. As you all know, Senator Rubio was born in Miami and has spent most of his adult life serving this community. I am thrilled to join you tonight to honor him for the contributions he has made not only here in Miami, but across Florida and, now, across the country to autism families. From 2000-2008, Senator Rubio served in the Florida House of Representatives. During this period, he served as Majority Whip, Majority Leader and Speaker of the House. As Speaker, Senator Rubio recognized that there was a significant gap in the coverage of health care needs for children with autism. On the floor of the House, Senator Rubio said, “I think we have to take a step forward.” His fellow representatives agreed, and autism legislation unanimously passed, alleviating a great burden for families in addressing the health care needs of their children. Of course, Senator Rubio was elected to the United States Senate last November. During his relatively short time in Washington, he has proven already that he intends to continue his efforts in addressing the public health crisis that is autism. Senator Rubio was an early co-sponsor of the Combating Autism Reauthorization Act, which extended the landmark autism law that was scheduled to sunset on September 30 of this year – meaning several key components of the federal autism effort would have stopped.

We thank Senator Rubio for the tremendous leadership he has shown over many years now and for demonstrating his unwavering commitment to our community as he has continued his service in Washington. Please join me in thanking and welcoming Senator Marco Rubio.

HAND SENATOR RUBIO HIS AWARD

8:23 Senator Marco Rubio

8:43 Lissette Gonzalez

Thank you Senator Rubio for all of your support for our community and particularly for all of the families affected by autism. We so much appreciate you joining us this evening. In a few minutes, we’ll start the live auction so make sure to check the program and the screen for a preview of the items. We also have the great silent auction going on so make sure to bid often! The silent auction will close as dessert is

69 | P a g e

Start showing live auction photos

being served. It’s time to enjoy some of the wonderful cuisine prepared for us this evening by the chefs of the Colonnade. I’ll be back on stage in a few minutes to get our auction underway.

9:20 Lissette Gonzalez (performance intro) AV - Logo

Sofia Aprano , who has autism, is an 11 year old 6th

grader at Glades Middle School. She has a very active and supportive family. She was born and raised in Miami. She is very smart and likes to read and work on the computer. Angie Chirino was the one to one teacher for Sofia for four years at Blue Lakes Elementary. Working with Sofia, Angie discovered Sofia’s singing talent.

Sofia is joining us tonight to share her talent for singing with all of us. Join me in welcoming Sofia.

9:26 Jimmy Morales Fund the Mission

WOW what a talented young lady! I’m Jimmy Morales, co-chair of the Miami board.

It’s been said that when you meet one person with autism, you’ve only met one person with autism…each individual is unique with how autism has impacted them and each individual is unique with the talents and potential they possess.

This is why this mission is so important. With earlier diagnosis and early intervention, we are making a difference.

Ladies and Gentleman, we have come to a very important part of tonight’s program. This is your chance to help Autism Speaks continue its important mission to provide research, awareness and compassion. This is not an auction item you bring home…it’s a 100% tax deductible gift from your heart.

How many of you would like to Fund The Mission?? Raise your hand and our spotters will bring you a card so that you give your support.

We need your support to continue to develop new family services such as our recently launched tool kits….Grandparents Guide to Autism; Back to School IEP Guide.

We need your support to continue to fund research to help solve this puzzle of autism.

Wait about 1 ½ minutes for donors to fill our cards Thank you very much for your generosity. Now Daniela Foley, Auction Chair, and Tico Gutierrez will join me on stage for our great live auction.

9:28 Daniela Foley

As a parent of a child on the spectrum, I’m so pleased to be here tonight and to get the live auction started.

9:29 Daniela Foley and Tico Gutierrez Live Auction # 1 showing live auction photo

Description: A private Frank Lloyd Wright inspired home in Stowe, Vermont. 4 bedrooms, 3 bathrooms and a sauna. Enjoy a one week stay on 5 acres surrounded by woods with a creek running through the property. Thank you to Ralph and Michelle Cruz for donating this incredible home. Value: $5,500 Tico serves as auctioneer

Let’s get the bidding started. Who will open the bidding at $1500? Once bid is received start at $200 increments, so go to $1700.

Do I hear $1700? And so on until you get to a point that you award the winning bidder. At this point, make sure you point to and acknowledge the winning bidder and amount twice so that the spotters know the amount and who won.

70 | P a g e

9:32 Daniela Foley and Tico Gutierrez Live Auction # 2 showing live auction photo

Description: Private Luxury Suite for the Florida Panthers Hockey Game for 20+ people on DECEMBER 16

th against Calgary Flames. A great opportunity for

gathering friends, valued clients or employees for some fun! You will enjoy closed circuit TV, private restrooms and the service of personal suite attendants; donated through the generosity of BDO. Value: $2,500 Tico serves as auctioneer

Let’s get the bidding started. Who will open the bidding at $500. Once bid is received start at $100 increments, so go to $600. And so on until you get to a point that you award the winning bidder. At this point, make sure you point to and acknowledge the winning bidder and amount twice so that the spotters know the amount and who won.

9:35 Daniela Foley and Tico Gutierrez Live Auction # 3 Lissette Gonzalez showing live auction photo

Description: Charlie Chaplin and Fatty Arbuckle by acclaimed impressionist painter Mindy Linkous (Link-us). Mindy’s trademark bold stroke black and white with a shock of color makes her work immediately recognizable by her fans and collectors around the world. Value: $8,000 Tico serves as auctioneer

Let’s get the bidding started. Who will open the bidding at $3,000. Once bid is received start at $200 increments. And so on until you get to a point that you award the winning bidder. At this point, make sure you point to and acknowledge the winning bidder and amount twice so that the spotters know the amount and who won.

Congratulations to all of our live auction winners!

And a very special thank you to all of you who supported our Fund this Mission this evening.

Just a reminder to check your silent auction bid several times before the bidding closes as dessert is served. The night is just beginning as we still have our honorees to award and a fantastic band preparing to have you dance the night away. Tonight, we are honoring four organizations that have made an impact by the way they have shown exemplary leadership and commitment to the Autism Community. Join me in welcoming Tico Guitterez, this evening’s event chair, and Miami Board Co-Chairs Albert Lopez and Jimmy Morales to help us begin our recognition.

Tico, Albert and Jimmy to the stage

9:42 Lissette Gonzalez Baptist Hospital Recognition

Baptist Health South Florida is the largest faith-based, not-for-profit health care organization in the region. As part of Baptist Health, The South Miami Hospital's Child Development Center has provided diagnostic and early intervention services to help children with autism achieve their full capabilities in all areas of development. As a result of the comprehensive services offered to these children, the Center has become an icon for the Miami families dealing with autism.

Join me in a round of applause for Baptist Health as Wayne Brackin comes on stage to accept their award. Wayne Brackin for Baptist Health accepts award from Tico, Albert and Jimmy and give 30 second remarks

9:45 Lissette Gonzalez CBS 4 Recognition

CBS 4 has been at the forefront in creating awareness about autism and increasing social consciousness among the community as it pertains to this serious issue affecting so many families, while cultivating compassion and bringing hope to a community in desperate need of resources and information

71 | P a g e

on this national health crisis.

I’m proud to be a part of CBS 4 and ask Nelly Rubio to join us on stage to accept the award on behalf of the station. Nelly Rubio for CBS 4 accepts award from Tico, Albert and Jimmy and give 30 second remarks

9:48 Lissette Gonzalez Greenberg Traurig Recognition

Greenberg Traurig in an international law firm with 30 locations worldwide. Locally, they have been at the forefront of supporting the Miami Walk Now for Autism Speaks since 2000. The fun filled day is shared by thousands of people, students and service providers. Greenberg Traurig’s support for the Walk has been instrumental in making it a day of hope for our families. Patty Menendez Cambo, a long time Autism Speaks and Walk Now for Autism Speaks supporter, has been a valuable leader both personally and with the efforts of Greenberg Traurig.

Patty Menendez Cambo, and Cesar Alverez, Executive Chairman of Greenberg Traurig will accept the award. Patricia Menendez Cambo for Greenberg Traurig accepts award from Tico, Albert and Jimmy and give 30 second remarks

9:51 Lissette Gonzalez Univision Recognition

The autism community has come to recognize Univision at the forefront for increasing social consciousness among the Spanish speaking population as it pertains to autism. Univision has been instrumental in cultivating compassion and bringing hope to a minority in need of resources and information on this national health crisis. Alina Mayo-Azza will accept the award for Univision Miami. Alina Mayo-Azze accepts award from Tico, Albert and Jimmy and give 30 second remarks

9:54 Lissette Gonzalez closing

Congratulations and THANK YOU to all of our 2011 honorees. A couple of reminders:

The silent auction will close when dessert is served. Winners will be posted on an easel in the auction area. Check for your bidder number. Then go to checkout to pay for and collect your items. Remember that the puzzle piece pin you received is not only for you to wear tonight. Wear it often to let people know you are a supporter of Autism Speaks.

Thank you so much for allowing me the opportunity to spend this evening with you.

Join me in welcoming Lula Folgosa, Executive Director of the Miami Autism Speaks, to the stage to wrap up our official evening program.

9:55 Lula Folgosa

The evening as been incredible so far and we’re not done yet! Dessert is about to be served and in just a few minutes our band, The Fit, will get us ready to dance the night away. I want to thank several incredible supporters for this evening…First, our Mistress of Ceremony Lissette Gonzalez; world re-known pianist and friend of Autism Speaks, Francisco Paz, who shared his amazing talent with us this evening; Senator Rubio; our Board of Directors and event committee who worked so hard to make this night so amazing; and most importantly, all of you for joining us at our inaugural Puzzle Pieces of our Community. Now enjoy the company around you, the band, the dessert and the rest of your evening! This is just the beginning.

72 | P a g e

Night of Volunteers

Volunteers are essential to the success of the evening. Recruit more volunteers

than you think you will need. Do not assume volunteers know what to do.

Pre-train volunteers prior to the event, if possible

Do a “walk-through” 2 weeks prior to the event at the venue

Distribute a fact sheet concerning time and location of activities

Make decision about feeding volunteers and let them know prior to event

Clarify what volunteers should wear – be specific

Explain the night of agenda to them and tell them when they can expect to

finish

Have one of the chairs speak to the volunteers

Give each volunteer a specific assignment for the night of event as well as a job

description:

Greeter

Registration

Silent auction

Auction close-out

Runners

Models

Have a specific place and time for volunteers to report in on the night of the event.

At check-in, re-distribute the job descriptions that pertains to the duties they will

perform that evening.

Have a thank you party the night of the event for the volunteers. Thank them

profusely.

73 | P a g e

Auction Check-Out

Pay for auction items

o Guests who did not provide credit card information upon registration must

proceed to check-out

o Collect all bid information from each auction event, if applicable, and total

on the event check-out form (Guests may request a copy of check-out form

as a receipt, and if time allows provide one, or ask to mail a receipt)

o Guests receive their auction items after payment

Pick up auction items

o Use bid sheet to identify winning bidder

o NO WAITING IN LINES!

For processing purposes remove the white copy and file in the express bidders

manila envelope (Located in the registration box)

74 | P a g e

Sample Check-Out Form

75 | P a g e

Publicity

Sample Invitation

Local promotion of the event in print & radio can be helpful

Post the event on all online calendar listing sites such as bizbash,

charityhappenings, eventbrite, sheckys, etc. It helps make the event searchable.

76 | P a g e

Summary of the 5 Key Elements and What Works

1. Volunteer Development

Recruit a high impact event committee chair from corporate America or a person

in society with high level contact at least 9 months prior to the event. Event and

committee chairs should personally secure sponsorship dollars and be provided

with a revenue goal to achieve. Recruit a committee that will fill the room with

the right people to help achieve/surpass the event goal.

Hold a committee recruitment event. This is a great way to refresh committees

– consider holding a committee recruitment event once every 3 years versus

every year.

Committee leadership and members should represent a cross section of Social,

Medical and Business Communities. Key Standing Committee Chairs should be

recruited and in place at last 6 months prior to the event and prior to the

recruitment event.

Sponsorship Chair commits to raising 15% of gross dollars through corporate

sponsorship.

Recruit the right volunteers. Some people from Walk Committee might be right

to move up to the Special Event committee, but not all. Keep all committee

members engaged, communicate with them often and build relationships.

Provide them with clear expectations from the start. Give chairs ownership of

the event. Ask them to run committee meetings from a staff-prepared agenda.

Following committee meetings, provide all members action item emails to help

hold them accountable.

2. Financial Plan

No more than 25% of gross revenue

3. Sponsorship

Having the Event Chair and a Sponsorship Chair will maximize opportunity and

revenue. Board Engagement (if applicable) is vital to sell the event for you.

Try approaching your Walk sponsors to commit to higher levels and commit to

both Walk and Special Events. (Be careful not to pull support away from Walk.

The key is to have sponsors support both.) Use your local business journals and

77 | P a g e

try cold calling to introduce yourself. Look for sponsors that will fit the

demographics of the event. Special events attract sponsors such as food

distribution companies; liquor/wine distributors and financial planners/wealth

advisors.

Sponsorship should have a maximum of 5 - 7 levels with attractive benefits.

NOTE: Table Sales are not considered Sponsorship. However a table may be

include as a benefit in a sponsorship package. The cost of the table would be

deducted from the total sponsorship goal for accounting purposes.

Will represent a minimum of 60% of the overall gross event revenue 100% of sponsorships confirmed two weeks prior to the event

4. Table Sales

Generating support for the event and for your organization is the most

important committee responsibility. After committee members commit to

sponsoring their own table, they should help you solicit their contacts (friends

and colleagues). It is important to note that TICKET sales should NEVER be part of the

Financial Plan. The goal is to sell Sponsorships and Tables, NOT tickets. And remember,

we want to sell the tables to the right people – fill the room with those that will spend a

lot of money.

Some events have asked each committee member to sign a “contract” to hold

them accountable to ensure they knew the expectations up front.

Communicate and follow up with table sponsors. Many times sponsors will

purchase a table and decide not to fill their seats. Keep pushing for table sales

all the way up until the very last minute.

78 | P a g e

5. Auction and Fund the Mission

Represents a minimum of 20% of the overall gross revenue

Live auction will bring in 70% of the Fair Market Value of auction items

Silent auction will bring in 50% of Fair Market Value of auction items

Fund the Mission represents a minimum of 20% of the overall gross event

revenue

30% of Fund the Mission revenue goal must be secured prior to the event

date

Be sure to have diverse and appealing packages for both men and women

Having less is more and helps drive the price of the packages and bidding

up

Section guests into Silent Auction area with drinks to encourage bidding –

don’t allow access to dinner section until specified time

Staff and volunteers should invite guests to visit the Silent Auction area if

they happen to see them off in a corner or seated at a table

Clearly state closing times of Silent Auction

Plan on having more volunteers than you think you need

Don’t spread the Silent Auction Items out too far – have a more central

location

Be sure to have experiences and trips for Live Auction

Airlines are generous in giving round-trip tickets if approached at least 9

months in advance. Visit the individual airline’s Corporate Giving site

Successful Live Auctions had as few as 3 items and as many as 12 items,

not including the Fund the Mission piece

A professional auctioneer is key and vital to success

Get the attention of the audience. Make sure they are seated, especially

during the Live Auction and Fund the Mission pieces

Reach out to your colleagues and friends in the different regions of the

organization and swap items of interest

It’s important to have a family for the “passion piece” for guests to

support

Consider getting a video production company to donate services and

interview families to produce and share video at event. A video is better

than a scripted live-family at an event

Ensure that the professional auctioneer keeps the pace moving and is

knowledgeable about the Fund the Mission piece

Pre-securing Fund the Mission donors helps drive donations the night of

event

Train the “room” on the Fund the Mission piece – the first year may be

more difficult if the audience is not comfortable, so don’t eliminate it in

subsequent years

79 | P a g e

Know your target audience and what interests them to pull on their heart-

strings

Have Fund the Mission cards available to guests who are not comfortable

making live bids

Add Fund the Mission cards to swag bags to help secure donations post

event

80 | P a g e

Risks and Watch-outs

Questions to Ask

Are my tables full with community leaders?

Do I have enough people and the “right” people attending?

Do I have sufficient Fair Market Value for the Live Auction?

Do I have sufficient Fair Market Value for the Silent Auction?

Have I pre-sold at least 25% of my Fair Market Value?

Has the event been promoted in order to give the sponsors good coverage?

Factors That Diminish Success

Not having clearly defined revenue goals

Failure to plan sufficiently

Lack of promotion and publicity

Not enough people attending the event

Slow check-in and check-out

Insufficient numbers of trained volunteers

Poor lighting and sound system

Not obtaining a trained auctioneer

Not enough fair market value in auction items

Small bid numbers

Poor sequencing of auction items

Situations that do not get resolved quickly, staff and volunteer leaders need

to make timely and effective decisions

Opening the bank too early for guest to check-out

Same thing year after year

Too many Silent Auction items

81 | P a g e

Adaptations for Chef’s Event

Event Concept

A Culinary “Tasting Event” is made up of multiple chefs who come together at

one event and each represent their restaurant by showcasing a signature menu

item or two in bulk preparation.

One example is Chef Ken Oringer from Boston, MA, who hosts an annual “Mad

Burger Bash,” where he invites chefs from around the Boston area to one of his

restaurants (which is located in a hotel) to make their signature burgers. Guests

buy tickets and get to sample burgers from top chefs in Boston, and rate which

burger they like the best. The chefs love participating because the execution is

simple, it’s for a good cause, and they want to win the competition.

Liquor distributors can also be solicited to display at their own “stations” pouring

wine, beer, etc.

Guests meander throughout the room and taste dishes from each

chef/restaurant.

Tasting events are typically held in large, open spaces such as hotel ballrooms,

and chefs have their own “stations” around the perimeter of the room.

If all of the food is donated by the chefs, and liquor is provided by in-kind donors,

costs can be minimal outside of rental, audio visual and décor needs.

Markets with Existing Events

New York City – Autism Speaks to Wall Street: Celebrity Chef Gala

Boston – Ken Oringer’s Mad Burger Bash

St. Louis – Annual Chef’s Gala

82 | P a g e

83 | P a g e

CHEF BIOGRAPHY

Please answer all 10 questions and fax to Autism Speaks at:

Name of Restaurant:_____________________ Name of Chef: ________________________________

1. Favorite domestic restaurant (other than yours)? ___________________________________

2. Tell us about your family: ______________________________________________________

______________________________________________________________________________

3. What is the culinary creation you are most proud of? ________________________________

_____________________________________________________________________________

4. What’s your favorite comfort food? _______________________________________________

5. What do you cook at home that you do not cook at your restaurant? ___________________

_____________________________________________________________________________

6. If you were not in the restaurant business, what would you do? _______________________

_____________________________________________________________________________

7. What was your biggest mistake when you were a brand new chef? ____________________

____________________________________________________________________________

8. Which herbs do you love best and use often? _____________________________________

____________________________________________________________________________

9. What is new at your restaurant? _________________________________________________

_____________________________________________________________________________

10. What advice would you give to aspiring chefs? _____________________________________

_____________________________________________________________________________

_____________________________________________________________________________

Autism Speaks Chefs Gala Attn: Mandi Cawthon

1121 Olivette Executive Parkway, St. Louis, MO 63132 314-989-1003

84 | P a g e

85 | P a g e

Cities w/ Participating Chefs

Atlanta, GA – Shaun Doty

Philadelphia, PA – Marc Vetri

Boston, MA – Ken Oringer & Jamie Bissonnette

Warren, NJ – Anthony Bucco

Madison, WI – Tory Miller

San Francisco, CA – Chris Cosentino

St. Louis, MO -

Restaurants That Previously Participated in Light It Up Blue

Abe & Arthurs Restaurant – New York, NY Boqueria - New York, NY BLT Prime, BLT Fish, BLT Burger, BLT Steak - New York, NY

Copeland Restaurant - New York, NY Coppa – Boston, MA

Corton – New York, NY Cucina & Co. at Rockefeller Center - New York, NY Danny’s Organic Marketplace & Catering – Brunswick, OH

Gabriel’s Bar & Restaurant - New York, NY L'Etoile – Madison, WI

Mas(farmhouse) - New York, NY Restaurant Aureole - New York, NY Rock Center Café - New York, NY

Salumeria Rosi - New York, NY The Oak Room at the Plaza Hotel - New York, NY

The Sea Grill - New York, NY The River Café - New York, NY Toro – Boston, MA

UpRoot Restaurant – Warren, NJ

Date post:	21-Mar-2018
Category:	Documents
Upload:	vuongkhuong
View:	216 times
Download:	4 times

A Blue Affair -...

Documents