Event Team PresentationMarch 11, 2011
Leads: Jessica & AmyMembers: PJ & Carly
Agenda
• Event Team Journey• Our Team• Vision• Event components and flow
Input Needed:– Venue– Award Winner Introductions
• Event Needs• Strategy/Next Steps
Event Team Journey
Our Team
Jessica•LEAN Consulting Experience• Intense organization and retention skills•Outreach Fundraising
Amy•Corporate and Non-Profit Event Development Experience•Event sizes ranging from 200 to 1000•Budget management from $2,000 to $75,000
•Day of coordination and execution•Outreach - Fundraising
PJ•Positive attitude•Program Flow experience•Artistic direction
Carly•Event Coordination experience•Opus Prize – 2,500 person award ceremony
•On-Campus conferences/events•Outreach - Fundraising
Vision• Defining great leadership• Uplifting great leaders in our community• Sharing compelling leadership experience
to enable leadership growth• Establishing and growing a reputable
leadership program that educate leaders of tomorrow• Empowering leaders for a just and
humane world• Represent the GLFC/RWLA –
inclusive/participative in planning process
Tone: celebratory, professional, intimate, inspirational
Event Components:Venue & Program Flow
Campion Ballroom Diagramw/ 430 seat set-up
Event Location
Pigott AuditoriumPros
– Seats target capacity – 400– Connection with Albers– Location Continuity with 2010– Large stage– Professional
Cons– No private reception area
• Boeing Room (80 capacity)• Pigott Atrium • Reception prep takes cohort
members away from award experience
– Not intimate– No reception entertainment
Campion BallroomPros
– Flexibility to accommodate capacity changes
– Contained (ceremony & reception in one place)
– Formal, celebratory, intimate– Close to Parking (Murphy)– Most sought after location for formal
events on campus– Reception entertainment
Cons– Not Albers– Requires location update on collateral
and website– 12x12 video screen, opportunity to rent
additional screens incur add’l $150 cost.
Program FlowPre-Ceremony Reception (6:00-6:30 pm)
Live music (tentative)Photo slideshow (tentative)
Poster displaysBeverages & light appetizers
Award Ceremony (6:30 – 7:30 pm)
Welcome (Fr. Steve?)MC (TBD?)
Trailer video3 finalist videos
8 or so different speakers
Reception (7:30 – 9:00 pm)
Appetizers/BeveragesLive music (tentative)
Photo slideshow (tentative)Poster displays
Award Winner Introductions
Cohort membersPros
– Direct connection to GLFC– Enhance personal GLFC experience– Personal and GLFC visibility– More control – Consistency with 2010
• Cons– Lack of personal connection with
nominees (potentially less impactful for audience)
– May need to be based on public speaking ability verses desire
Other Pros
– Personal connection to winner (potentially more impactful for audience)
– More meaningful and personal for award winner to hear from someone they lead
– Something new
• Cons– Less control– Will this already be in the videos?
Event Needs•Catering (SU and alcohol)•Facilitating vendors (wine/beer)•Vendor setup/needs•Reminder calls to vendors and participants – directions, parking, deliveries, etc.
•Photographer•Programs•Award Plaques•Decorations (table center pieces) •Flowers•Table runners•Draping over divider walls•Balloons •Other
•Day of coordinator•Volunteer coordinator•Places to store items (banners, trophies)•Greeters/Ushers•Transportation/parking•Signage•Set up and clean up/take down
•Flow and timing (time out schedule of events)
•Speakers w/speeches – coach on writing and help practice – set up a timeline
•PowerPoint of pictures and quotes•Dry runs – video, presentations•Video•Ambiance development•Music
•Promotional items for award recipients (table)
•Set up calendars – liaison to finalists and speakers
•Liaisons for nominee and guests now through event
•Outreach for attendance•Appreciation – sponsor acknowledgement, donors, etc.
•Thank you gifts/notes•Reception Attendee Engagement
Event Coordina
tion
Nominee Coordina
tion
Programming
Stewardship
/Outreach
Day-OfLogistics
Vendors
Strategy• Define success:– 100% participation – Cohort Engagement
• Input on decisions• Program execution (event needs)
– Event team cannot be successful without the support and trust of the cohort
• How do we move forward?– What are concerns/fears?– How do you want to engage?– How can we best work with other teams?