Successful Special Events

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ISBN: 9780834209350 | 0834209357
Cover: Paperback
Copyright: 6/1/1997

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Special events can be the backbone of a nonprofit fund raising program; they're also very hard work. A successful and cost-effective event takes a great deal of planning, coordination, and effort. Successful Special Event: Planning, Hosting and Evaluating provides the guidance necessary to efficiently plan, implement, and evaluate such an event. You'll discover how to establish your primary goal, the importance of market identification, special event opportunity ratings, setting goals, and the barriers to planning a successful special event.

Preface

(2)

Acknowledgments

xiii

1 What Is a Special Event?

(12)

Fantasy Flight 1029

(2)

What Is a Special Event?

(1)

Fund Raising or Development?

(1)

Organizational Needs

(1)

Is a Special Event the Answer?

(1)

Your Mission

(1)

Types of Events

(1)

Events and Capital Campaigns

(1)

Event Definition

(1)

The Advantages of Special Events

(1)

Are There Disadvantages? Yes!

(3)

How Do You Decide?

(1)

Points to Ponder

(1)

Summary

(3)

2 Goals: What Should This Event Accomplish?

(12)

Visibility

(1)

Cultivation

(1)

Income

(1)

Solicitation of Event Prospects

(1)

The Important Element of First-Hand Experience

(1)

Market Identification

(1)

Opportunity Ratings

(2)

Setting Goals

(2)

Your Goals and Your Plan

(1)

Another Option

(2)

Points to Ponder

(1)

Summary

(3)

3 Where to Begin?

(12)

Evaluating Event Readiness

(3)

Your Event Program

(1)

Barriers to a Successful Event

(1)

Hiring a Special Events Planner

(1)

Collaborative Events

(4)

Event Policies

(1)

Points to Ponder

(1)

Summary

(1)

4 The Theme: What Will It Be?

(8)

The Building of an Event

(2)

What Was Learned?

(1)

Making It Work for Your Event

(1)

What About a Star Attraction?

(1)

Other Event Ideas

(1)

The Cultivation Event

(1)

Further Development Confirmation of the Selected Theme

(1)

Points to Ponder

(1)

Summary

(1)

5 The Site: Where Will It Be?

(12)

Questions Regarding the Site

(3)

Diagrams

(1)

Points to Ponder

(7)

Summary

(2)

6 The Timeline: What Should Be Done by When?

(10)

Timelines

(7)

Points to Ponder

(3)

7 How Much Will it Cost? How Much Can You Net?

(18)

Printing and Mailing

(1)

Environment and Decorations

(1)

Food and Beverage

(1)

Entertainment

(1)

Miscellaneous

(5)

Potential Income

(1)

Sponsorships

(5)

Return on Investment

(1)

How Many Guests Do You Need?

(1)

When Budgets Indicate That an Event Should Be Canceled

(4)

When a Special Event Is Not a Fund-Raising Event

(1)

Points to Ponder

(1)

Summary

(2)

8 Human Resources: How Many People Will You Need?

(8)

Tasks Requiring Volunteer Support

(3)

Summary

(5)

9 Who Should Be the Key Players?

(10)

Who Are the "Key" People and How Do You Reach Them?

(2)

How to Equip Your Volunteers

(1)

Involvement of Key Volunteers from the Start

(1)

The Fantasy Flight 1029 Volunteer Recruitment Experience

(1)

Recruitment of Hosts and Hostesses

(1)

What Benefits Accrue to Your Volunteers?

(2)

Honorary Chairs and Working Chairs

(1)

Committee Chairs

100

(1)

Training Volunteers

100

(1)

Problems with Volunteers

100

(1)

Points to Ponder

101

(1)

Summary

102

(1)

10 Who Will Do the Work and How Do You Keep Them Involved?

103

(8)

Attracting Working Committee Chairs

103

(1)

Job Descriptions

103

(1)

Cultivation Opportunities or Maintaining the Enthusiasm of the Entire Volunteer Structure

104

(2)

Training Volunteers

106

(4)

Points to Ponder

110

(1)

Summary

110

(1)

11 What About the Invitation? Who Should Receive It?

111

(26)

Invitation Design

111

(1)

Donated Printing

112

(2)

How Many to Print

114

(1)

Save-the-Date Cards

114

(1)

Copywriting

114

(1)

Help from the Post Office

115

(1)

Event Tickets and Seating

115

(1)

Establishing the Database/Constructing the List

115

(18)

When to Build Your Invitation List

133

(1)

Duplication and Other Problems

133

(1)

Orchestrating the Note Writing

133

(1)

Points to Ponder

133

(1)

Summary

134

(3)

12 What Goes in the Program?

137

(18)

Do You Want or Need a Program?

137

(1)

Selling Program Ads

138

(8)

The Program and the Timeline

146

(1)

Summary

146

(9)

13 What About Decor?

155

(4)

Possibilities for Decor

155

(1)

Design and the Budget

156

(1)

Installing Your Design

156

(1)

Time

156

(1)

Decorations Provide an Opportunity for Additional Income

157

(1)

Party Favors

157

(1)

Points to Ponder

157

(1)

Summary

158

(1)

14 What About Public Relations?

159

(20)

The Public Interest

159

(1)

Building Relationships

160

(1)

Who Should Speak for Your Event?

160

(1)

The Society Column

160

(1)

Ties to Community News or Trends

161

(1)

Talk Shows

161

(1)

Other Coverage

162

(1)

Media Sponsorships

162

(1)

For a Press Conference

163

(1)

Brainstorming Public Relations Ideas

163

(1)

Points to Ponder

163

(15)

Summary

178

(1)

15 How Do You Handle Logistics?

179

(16)

Event Management--Tools of the Trade

179

(1)

Practices That Prevent Problems

180

(1)

The Event Walk-Through

180

(2)

Organizing by Chart

182

(1)

Volunteer Instructions

182

(3)

The Logistics of Rentals

185

(1)

Points to Ponder

185

(9)

Summary

194

(1)

16 What About Legal and Insurance Requirements?

195

(6)

Insurance, Licenses, and Permits

195

(1)

Current IRS Regulations

196

(3)

Accounting Practices for Special Events

199

(1)

Special Event Policies

199

(1)

Points to Ponder

200

(1)

Summary

200

(1)

17 What Are the Checkpoints? How to Avoid Disaster

201

(14)

The Psychology of Special Events

201

(1)

The Three-Month Checkpoint

202

(1)

The One-Month Checkpoint

203

(1)

The Two-Week Checkpoint

204

(1)

One Week and Holding

204

(1)

The Week of the Event

204

(7)

Other Checklists

211

(1)

Summary

211

(4)

18 How Can You Enjoy a Worry-Free Event? A Word to the Wise!

215

(4)

Dressing for the Event

215

(1)

Arriving Early

215

(1)

Reviewing Lists

215

(1)

Greeting Volunteers and Guests

216

(1)

Encouraging Exploration

216

(1)

Taking Notes

216

(1)

Have Fun!

217

(1)

Points to Ponder

217

(1)

Summary

217

(2)

19 Where to End

219

(8)

Expressing Appreciation

219

(1)

Event Evaluation

220

(1)

The Final Report

220

(3)

The Future of Your Event

223

(1)

Does It Ever End?

223

(1)

Converting Attendees to Donors

223

(2)

Points to Ponder

225

(1)

Summary

226

(1)

Conclusion

226

(1)

Bibliography

227

(2)

Index

229

(4)

About the Authors

233

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Successful Special Events

Summary

Table of Contents

Supplemental Materials

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Supplemental Materials

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