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?