Jen Benson Development Director Stephanie Pravecek Special Events Coordinator Scenario 1 Your Chapter wants to hold an event to raise money for scholarships for your graduating seniors One of your board members has offered to host the event in his cool new party barn ID: 585779
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Slide1
How to put the SPECIAL in Special Events
Jen Benson, Development DirectorStephanie Pravecek, Special Events CoordinatorSlide2
Scenario #1
Your Chapter wants to hold an
event to raise money for scholarships for your graduating seniors. One of your board members has offered to host the event in his cool new “party barn.”
What do you need to do to pull this off? Consider
: Safety and Insurance, Event Logistics, Follow-Up
Safety and
Insurance
Confirm
date and location of event with TeamMates Central Office. See event request form. A waiver is not usually necessary but may be needed
.
If alcohol is being served, employ a third party vendor.
Depending on location:
Make a plan for inclement weather
Determine if maps/directional signage are necessary
Plan for safe parking and guest entry/exitSlide3
Scenario #1 – Cont’d
Event Logistics
Visit the “Barn Party Tool Kit” on the Coordinator’s Playbook.
Develop guest list, send invitations and RSVPs.
Decide on event agenda – who is speaking, when and for how long?
Secure necessary equipment – tables, chairs, microphone and speaker system, fans, etc.
Secure food and drink suppliers and servers. Plan for trash/clean up.
Prepare all materials needed for “the ask” – pledge cards, envelopes, pens, basket to collect envelopes, etc.
Follow-Up
Keep a running list of people to thank as you are planning the event.
Write thank you notes to the host(s) and all who attended.
Plan for guest follow up – perhaps board members will make follow up phone calls or send hand-written thank you notes.
Submit all donation information to the TeamMates Central Office for tax acknowledgement.
Don’t forget to tell the donors what you did with their money! Send info on scholarships awarded, graduating seniors, etc.Slide4
Scenario #2
Safety
Let TeamMates Central Office know that you are going to be participating
O
rder school busses to take participants
Know where medical kit/medical staff are
K
now medical needs to participants
Emergency contactsKnow the plan for inclement weatherEvent LogisticsPermission forms collected from all participantsCreate a plan for pick of drop off Distribute plan to all,Accountability 1:1Create emergency card badges for all menteesParticipate in calls from the TeamMates central officeFollow-upWrite Thank You’s to donorsThank mentors
Your chapter is getting ready to go to the Zoo/Spring Game.
What
do you need to do to prepare for this
?
Consider: Safety and Insurance, Event Logistics, Follow-UpSlide5
Scenario #3
Safety
TeamMates Central Office should be notified at least 90days in advance or in March with the activity report.
Have a medical kit
K
now
medical needs to
others
Emergency contacts, insurance coverageHave plan for inclement weatherOrder bussesEvent LogisticsContact place for ticketsPermission forms for every participantAccountability 1:1Distribute plan to all for arrival and departureOrder food if needed Follow-upKeep track of donors to thankThank mentors
Your chapter is preparing for a trip to a local sporting event/ activity.
What do you need to do to prepare for this? Consider: Safety and Insurance, Event Logistics, Follow-UpSlide6
Scenario #4
You’re at the Zoo/Spring Game and one of your mentees gets hurt & needs emergency medical attention. What process do you follow? Consider
:
Before, During,
and
After
Before
Know where there is a First Aid Kit/Medical Staff
Be aware of medical conditionsDuringContact Event staff at location for medicsCall 911 (depending on emergency)Contact TeamMates StaffAfterFile an incident Report and turn in to Jaci McKeeverNotify ParentsSlide7
Scenario #5
You’re at the Zoo/Spring Game and one of your mentees gets lost. What process do you follow
? Consider: Before, During, and After
Before
have a meeting spot if lost located
all parties have emergency contacts
All mentees wear
emergency contact
badgesDiscuss plan in place if someone was to get lost Duringhave someone at meeting spot location in case student is therealert TeamMates Staff/Event StaffBe on the look outAfterFile an incident report and turn into Jaci McKeeverNotify Parents