Tip # 1 Add a Subline Which Explains Purpose of Event Right under the Title. Note purpose of event is right under the title

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3 Harvey Owen

4 FIRST STEPS Set your primary and secondary goals Choose an event that is the best method of achieving your goal(s). Be prepared to promote the goal in everything you do written, oral and visual. Name the event Be clear, not clever.

5 Tip # 1 Add a Subline Which Explains Purpose of Event Right under the Title Note purpose of event is right under the title

6 How to Create a Useful Production Schedule Lists Deadline Assigned to Divide the list into those getting hand addressed, gift package and bulk mail 06/05/07 Done Hand Addressed Evelopes Hand address envelopes 06/05/07 Done Stuff Envelopes 06/05/07 Theresa Hand stamp envelopes 06/05/07 Theresa Gift Packages Assemble Gift Bags (Bow, invitation, special customized card, chocolates.) 06/05/07 Theresa Bulk Mail Create bulk mail list and send to Advanced Communications 06/15/07 Harv Get postal advance check 06/15/07 Aaron/Rich

7 Creating A Production Schedule Create four columns on your excel spread sheet Category Project Deadline Assigned to

8 Add Broad Categories of Projects Category Project Deadline Assigned to Promotion Decorations F&B

9 Write down individual projects/steps within category Category Project Deadline Assigned to Promotion Write copy Get piece produced by artist Print & Mail piece Decorations Find decorating chairman Establish decorating budget Layout initial decorating scheme

10 TIP # 2 -- Workout from promotion mailing date to complete to fill in dates for all activities Category Project Deadline Assigned to Promotion Write copy 4/1/2008 Get piece produced by artist 5/1/2008 Print & Mail piece 6/1/2008 Decorations Find decorating chairman 6/1/2006 Establish decorating budget 6/15/2008 Layout initial decorating scheme 7/1/2008 F&B Decide on menu theme 6/1/2006

11 Creating A Production Schedule Category Project Deadline Assigned to Promotion Write copy 4/1/2008 Anna Get piece produced by artist 5/1/2008 Anna Print & Mail piece 6/1/2008 Walt Decorations Find decorating chairman 6/1/2006 Harv Establish decorating budget 6/15/2008 Harv Layout initial decorating scheme 7/1/2008 Decorating Chair F&B

12 Tip # 2 Before ALL else, Write the Promotion First

13 Tip # 3 If You Need Help, Hire a Professional

14 Know your audience and direct your invitation to them.

15 Tip # 4 To Increase Response Rates Consider Creating a Tactile Invitation:

16 Use Every Available Promotion Tactic Snail Mail Printed promotion, Plus Customized letters blasts Your own website Facebook Inserts into other organization mailings Promos/inserts into other organization events Twitter for last minute

17 Put the important information on the front side: Name, purpose, location and date.

18 Create a catchy look and repeat it often in promotion & signage -- BRANDING

19 On the backside go into details

20 Make your RSVP card easy to use and very clear Ask for Addresses & Cell Phone Numbers Don t forget to ask for donations if they can t attend

21 Tip # 5 The Magic Is in the List ADDRESS FIRST Name LAST Name 1baldbeauty@comcast.net Barney Eptsein 5Fultons@comcast.net Julie Fulton a.j.hodges@att.net Amy Hodges aarons@localnet.com Aaron Shiley abarshinger@willowgables.com Ann Barshinger abmcg@verizon.net Ann McGrann abmcg@verizon.net Barney & Anne McGrann acedci@aol.com David Bird ackpilgrim@aol.com Katie Gallagher afackler@atthefulton.org Alan Fackler agardner@grglancaster.com Anne Gardner agarner@dejazzd.com A. Garner alascoskie@thefulton.org Anthony Lacoskie aglikaangel@yahoo.com Aglika Angel (pianist thru PAM) akf1991@aol.com Ronald Flick akihlstedt@comcast.net Andrea Kihlstedt aldamichael@aol.com Michael LaPensee alice.ey@ejbowmanhouse.com Alice & E.Y. Murphey allison.griffith@fandm.edu Allison Griffith

22 Tip # 6

23 Tip # 7 Invite guests as if you were inviting friends, neighbors and family to a party at your home.

24 Tip # 8 Create at Least Two Different Price Registration Offers: VIP and Regular

25 Tip # 9 Create as Large an Event Committee as You Can

26 Choose Your Vendors Early

27 Tip # 10 Have Your Highest Ranking Executive Greet Guests Coming & Going

28 How to Create a Realistic Event Budget Spring Fling Gala -- March 15, /8/2008 FIXED EXPENSES Notes Budget Forecast Promotion Print & Mail Invitation Logo, Invitation Artwork Trade for two tickets $0.00 Print/Mail Invitation, RSVP cards, 2 Envl. Print: 2,000 Mail 1,410 Invitations $1, Photography Kilt rental $35.00 Photography Traded for two tickets $35.00 Postage Expended by Harv In-House mailings/auction ackn & Thank yous $ Registration Acknowledgments Letter generated in-house $0.00 Ad in Show Program In-House Cost $0.00 Electronic Promotion $0.00 Pre-Invite, Committee, Auction alerts $0.00 Backstage Chat mailing $0.00 SUBTOTAL $1,470.00

29 Start with Five named columns CAT. PROJECT NOTES BUDGET SUBTTL

30 Add Five Major Categories CATEGORY PROJECT NOTES BUDGET SUBTOTALS FIXED EXPENSES VARIABLE EXPENSES INCOME EXPENSES PROFIT/LOSS

31 Add Subcategories Under the Major Categories CATEGORY PROJECT NOTES BUDGET SUBTOTALS FIXED EXPENSES PROMOTION DECORATIONS ENTERTAINMENT FOOD & BEVERAGE

32 Write in projects or steps within a project CATEGORY PROJECT NOTES BUDGET SUBTOTALS FIXED EXPENSES PROMOTION Print & Mail Invitation Logo, Invitation Artwork Print/Mail Invitation, RSVP cards, 2 Envl. Photography Kilt rental Photography Postage Expended

33 Add any notes that may pertain to the project or how you are arriving at the budget figure. CATEGORY PROJECT NOTES BUDGET SUBTOTAL FIXED EXPENSES PROMOTION Print & Mail Invitation Logo, Invitation Artwork Print/Mail Invitation, RSVP cards, 2 Envl. Trade for two tickets Print: 2,000 Mail 1,410 Invitations Photography Kilt rental Photography Traded for two tickets In-House

34 Estimate what this project will cost you. If you don t know, do research And make best guess. CATEGORY PROJECT NOTES BUDGET FIXED EXPENSES SUBTOT AL PROMOTION Print & Mail Invitation Logo, Invitation Artwork Trade for two tickets $0.00 Print/Mail Invitation, RSVP cards, 2 Envl. Print: 2,000 Mail 1,410 Invitations $1, Photography Kilt rental $35.00 Photography Traded for two tickets $35.00 Postage Expended by Harv In-House mailings/auction ackn & Thank yous $ Registration Acknowledgments Letter generated in-house $0.00

35 Subtotal your subcategory budget numbers. CATEGORY PROJECT NOTES BUDGET SUBTOTAL FIXED EXPENSES Notes Budget Forecast Promotion Print & Mail Invitation Logo, Invitation Artwork Trade for two tickets $0.00 Print/Mail Invitation, RSVP cards, 2 Envl. Print: 2,000 Mail 1,410 Invitations $1, Photography Kilt rental $35.00 Photography Traded for two tickets $35.00 Postage Expended by Harv In-House mailings/auction ackn & Thank yous $ Registration Acknowledgments Letter generated in-house $0.00 SUBTOTAL $1,470.00

36 Add all your subtotals to come to the Grand Total for Fixed Expenses CATEGORY PROJECT NOTES BUDGET SUBTOTALS Auction Auctioneer Expenses $ Auction Program (Printing) $ SUBTOTAL $ Misc. Liquor Lic. Extension $50.00 Directional Security (Students) 2 men for six hours; 1 man for 3 $15/hr. $ Student Labor Val & Brandon $ SUBTOTAL $ TOTAL FIXED EXPENSES $16,454.00

37 To arrive at Variable Expenses Per Person breakdown all costs which would vary based on number of attendees on a per person basis. CATEGORY PROJECT NOTES BUDGET VARIABLE PER PERSON EXPENSES Supplier Cost pp Rental Items on a per person basis Tableware (Plates, silveware, glassware) 3 plates; watergoblet; wine glass, 3 silverware $3.00 Linens Napkins $1.00 each $1.00 Table Linens for Dining $16 for linen for 72" table $1.60 Rental Furniture Dining Tables 72" rounds at $7.70 per table $0.77 Chairs White resin Rental at $2.50 per chair $2.50 Wait Service 1 waiter per 15 people $10.00 Food (dinner & hors d'oeuvres) Includes Dessert $17.50 COST PER PERSON $36.37

38 To arrive at your overall event income INCOME Price Per Unit Total Income No. of this Level Average Ticket PP $92.00 $22, Staff & Traded Comps $ Donations, Not Attending $ TOTAL INCOME $23,408.00

39 List all your major income categories: tickets, donations, sponsorships, ad sales, etc. INCOME Price Per Unit Total Income No. of this Level Average Ticket PP $92.00 $22, Staff & Traded Comps $ Donations, Not Attending $ TOTAL INCOME $23,408.00

40 Write down the unit price per category. Eg. $92. per attendee INCOME Price Per Unit Total Income No. of this Level Average Ticket PP $92.00 $22, $0.00 Staff & Traded Comps $ Donations, Not Attending $ TOTAL INCOME $23,408.00

41 Indicate here the numbers of attendees you realistically hope for in each category INCOME Price Per Unit Total Income No. at this Level Average Ticket PP $92.00 $22, Staff & Traded Comps $0.00 $ Donations, Not Attending $ TOTAL INCOME $23,408.00

42 These cells multiply the Price Per Unit column times No. at this Level Column. So, 249 registrants at $92. each brings an income of $22,908. INCOME Price Per Unit Total Income No. at this Level Average Ticket PP $92.00 $22, Staff & Traded Comps $0.00 $ Donations, Not Attending $ TOTAL INCOME $23,408.00

43 There will be some cells in which you must just guess the income such as donations. INCOME Price Per Unit Total Income No. of this Level Average Ticket PP $92.00 $22, Staff & Traded Comps Donations, Not Attending $ $0.00 $ TOTAL INCOME $23,408.00

44 Add all your income sources together to get your TOTAL INCOME. INCOME Price Per Unit Total Income No. of this Level Average Ticket PP $92.00 $22, Staff & Traded Comps $0.00 $ Donations, Not Attending $ TOTAL INCOME $23,408.00

45 To arrive at your TOTAL EXPENSES add your Fixed Expenses to the amount determined by the Variable costs times the number of total attendees comped and paid. EXPENSES Unit Cost Total Fixed Expenses Cost per person for Paids & Comps This line comes from your fixed expenses live above $13, This line comes from your variable cost per person line above. $9, TOTAL EXPENSES $23,402.03

46 To arrive at your PROFIT OR LOSS Subtract your EXPENSES from your INCOME INCOME Price Per Unit Total Income No. of this Level Average Ticket PP $92.00 $22, Staff & Traded Comps $ Donations, Not Attending $ TOTAL INCOME $23, EXPENSES Fixed Expenses $13, Cost per person for Paids & Comps $36 $9, TOTAL EXPENSES $23, PROFIT OR LOSS $5.97

47 Tip # 11 Consider Setting a Low Registration Fee and Passing the Hat for Donations

48 Tip # 12 Make a Good & Strong Initial Impression Wow em as they enter

49 Tip # 12 Make a Good & Strong Initial Impression Wow em as they enter Have high level greeters at the door

50 Tip # 12 Make a Good & Strong Initial Impression Wow em as they enter Have high level greeters at the door Make getting into the event (Registration) quick and easy

51 Tip # 12 Make a Good & Strong Initial Impression Wow em as they enter Have high level greeters at the door Make getting into the event (Registration) quick and easy Assign someone off the main registration line to handle problems

52 Tip # 12 Make a Good & Strong Initial Impression Wow em as they enter Have high level greeters at the door Make getting into the event (Registration) quick and easy Assign someone off the main registration line to handle problems Give them something to talk about

53 A Look at Some Trends Asian Influences

54 A Look at Some Trends Square/Rectangle Tables

55 Non-Floral Centerpieces

56 A Look at Some Trends Unusual Serving Vessels

57 Create the

58 Tip # 13 Consider a Text Message Campaign

59 TIP # 14 Two Magic Words: Plants

60 TIP # 14 Two Magic Words: Plants and Lighting

61 Leave em with SOMETHING

62 TIP # 15 Leave em with a SMILE

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64 Network with Other Planners for Ideas SHARE! SHARE!! SHARE!!! Harvey Owen

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