Spectacular Events on a

Shoestring Budget

Welcome!

W h a t ’sYo u r Ty p e ?

What Kind of Event Are you Planning?

• Fundraiser

• Awards Event

• Scholarships

• Other?

C a n I G e tYo u r N u m b e r ?

T h e Re a l i t y

• How much budget do we have to work with?

• What happened last year?

Profit or Loss?

C r e a t i v e D r i v e s t h e P r o g r a m

M a ke a W i s h ! … L i s t , t h a t i s !

What’s on Your Wish List?

• Make a list of all event items/elements

• What does your budget accommodate?

• What can you get for FREE?

• Cash, In- Kind, ½ & ½, both?

• Know your budget – Set Your Goals

Set your expenditure goal at 10% less

Set your sponsorship goal

Set your raffle item/silent auction goal

Set attendee goal

What is your objective? Why are you doing this?

U n d e r P r o m i s eO ve r D e l i ve r

B u d g e t T e m p l a t e

I f Yo u B u i l d I t ,T h e y W i l l C o m e !

Event

Logistics

Sponsors

Committee

H a ve a S o l i d P l a n

RESEARCHPrimary

• Ask others what they want to see

• Ask others what they like/dislike at events

Secondary • What’s already been done in the past?

• What worked? What didn’t?

• First event? Blank slate!

• Event logistics

• Vendors (local)

D e l e g a t e !

Create a Production Schedule

Include all major tasks: Secure Venue Caterer Logistics AV Music Photography Sponsorships Raffle Items/Silent Auction Items Centerpieces Specialty Items Etc….

Ke e p Yo u r F i n g e r

Monitor and Follow Your Program and Committee• Watch the schedule tasks

• Are the tasks being done?

• Are the tasks being done on time?

• Identify the challenges and have a plan to remedy

them

• Stay on top of your Committee Members

Hold them accountable

O n t h e P u l s e !

W h a t H a ve Yo u D o n e

Build a Sponsorship Program• Must be enticing for sponsors

• Titles of levels

Themed

Prestigious levels

In-kind levels

• Assign limits on sponsorship levels

• Get creative!

Lots of zero to no-cost ideas out there!

• More is better!

Fo r M e L a t e l y ?

S p o n s o r s h i p F o r m s

O h S p o n s o r s ! W h e r e A r t T h o u ?

Build A Matrix• Who sponsored over the last two years?

At What level?

• Awards

Who Submitted?

• Fundraiser

• What firms/individuals have a vested interest?

… O h S p o n s o r s ! W h e r e A r t T h o u ?

Build A Matrix (…cont.)• Look for new businesses in the area

Have them donate their services/product

Promote their business in exchange

• Word of Mouth

Name drop to entice potential sponsors or INCREASE

their sponsorship

• Phone Calls (first)

Follow up email (second)

I t ’ s A l wa y s B e t t e rW h e n I t ’ s F R E E !

In-Kind Sponsorships• Printing

• Social Media

• Photography

• DJ

• Graphic Design

• Audio/Visual

• Centerpieces/Decorations

• Photo Booth

S h o w M e t h eS i l e n t A u c t i o n / R a f f l e I t e m s !

Know Your Audience!• Silent Auction Items

Top notch, enticing enough to start a bidding

war

• Raffle (Opportunity) Items

Pre-cut tickets

Arms length

• From sponsors and/or donations

S t a r t t h e F u n , K e e p t h e F l o w

Incorporate Your Silent Auction/Raffle Items Into Your

Program

• Silent Auction Items

Announce who’s in the lead

Call out the top bidders who are battling

Encourage a “not-so-silent” auction

• Raffle (Opportunity) Items

Call out numbers before, during & before the end of

the program

Save big items for the end

G e t C r e a t i ve !

Event Collateral • Take the time to be creative! • Incorporate theme• Keep all event collateral consistent Save the Date Invitation E-blasts Sponsorship forms Event registration forms Poster boards Name tags Centerpiece placards Thank you cards

F U N ? B r i n g i t o n !What Kind of FUN Can You Bring?• Photo Booth/Green Screen• Photo Station• Candy Bar• Ice Cream Station• Hand-rolled Cigar Station• Pre-show entertainment

• Dancers• Live Band• Magician

The more FUN you make it, the more MEMORABLE your event will be and your sponsors will return next year!

S o c i a l M e d i a O u t r e a c h

• Identify best social media outlets

• Identify targeted audiences

• Develop a Social Media Campaign (SMC)

• Brand SMC with event design

• Create content for Social Media sites

• Launch Social Media Campaign

• Tweet & Facebook during your event

• Post pictures after the event

• Measure your SM efforts and results

Go to where your attendees live, work & play• Contests• Trivia• Testimonials

S o c i a l M e d i a O u t r e a c h

M e a s u r e T H I S !Measure Your Program At the Onset of Planning!

• What metrics do you have from the years past?

• Measure your program against past events

• Keep tabs of everything, especially the money!

• Archive everything!

Collateral

Matrices

Kudos emails

Planning items (agendas, emails, meetings)

D o Yo u Wa n t M o n e y,

Benefits of a Plan & Measuring Your Program

• It will show what's working and what’s not

• Having a plan and measuring your program will

guarantee success!

• A successful event will likely get your boss/Board to

increase your budget for next year!

• You will have an instant entry for a PRSA Award!

t h e A w a r d o r B O T H ?

A N D T H E W I N N E R I S … .

A N D T H E W I N N E R I S …

Contact Information:Noelle K. Afualo

Director of Public Relations(951) 972-2581

nafualo@simonwongeng.com

T H A N K YO U !