Canes Community Events Event Planning & Logistics

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Briana Boone
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1 GUIDELINES Lng term planning is the critical fundatin fr all successful events. Canes Cmmunities are strngly encuraged t create an Annual Calendar f Canes Cmmunity Events that can be implemented at the beginning f the fiscal year (June). An Annual Calendar f Canes Cmmunity Events ensures that all Canes Cmmunity Executive Bard members are n the same page in terms f when events are scheduled t take place and that ample marketing and peratinal planning time-frames are prvided fr each event. Share yur Canes Cmmunity s Annual Calendar f Canes Cmmunity Events with yur UM Alumni Assciatin Reginal Engagement Staff Liaisn. Determine the purpse/gal fr each event. Examples f event gals include prmting a UM strategic initiative at the event, targeting the event t a specific type f cnstituency, etc. Use P.R.I.D.E. as a guide t plan a variety f different types f event. A cncerted effrt shuld be made t plan events that attract all segments f yur Canes Cmmunity s cnstituency, including yung alumni, alumni with children, lder alumni, nn-alumni sprts fans, and parents. *Please refer t the P.R.I.D.E. Prgramming Categries Sectin fr mre infrmatin. Knw yur cnstituency and match what type f events peple attend in yur gegraphic area. Remember, there is a lt f cmpetitin fr peple s time and interest. When planning an event it is imprtant t be sure that yu are ffering smething that yur cnstituency is interested in attending. Check dates fr pssible cnflicts with ther events. Yur Canes Cmmunity s UM Alumni Assciatin Alumni Reginal Engagement Staff Liaisn can help yu check fr ptential date cnflicts with ther University f Miami events in yur gegraphic area. Als pay clse attentin t the hliday seasns, religius hlidays, and peak vacatin times when scheduling events.

2 GUIDELINES (CONTINUED) Fr the majrity f yur Canes Cmmunity s events, yu will need t rely exclusively n lcal Canes Cmmunity Executive Bard members and/r vlunteers t staff yur events s it is imprtant t determine hw many vlunteers will be needed t plan and execute the event. Fr bigger events that require significant vlunteer staff resurces, it is critical t plan as much in advance in pssible t be able t effectively secure the necessary number f vlunteers. Canes Cmmunities are strngly encuraged t plan and execute events that have minimal assciated csts. Examples f this include hsting cmplimentary events that are cash bar with fd/drink specials and hsting events at lcatins that d nt require an event space payment. Remember that the biggest draw fr yur Canes Cmmunity s events is the pprtunity fr guests t netwrk and cnnect lcal University f Miami cnstituents and prviding this can be dne relatively cst free fr yur Canes Cmmunity with prper planning. When pssible, try t identify ways t leverage lcal cnstituents resurces and skillsets twards ptential event pprtunities. Examples f this include asking a prminent lcal cnstituent t speak at an event, and asking a lcal cnstituent with access t an event lcatin t dnate the space fr a Canes Cmmunity Event. *Please refer t the VIP Requests Sectin fr mre infrmatin abut the prtcl fr cntacting VIP/prminent cnstituents. Check with the lcal Chamber f Cmmerce, and Cnventin and Visitr s Bureau fr interesting lcatins and event ideas. These rganizatins ften publish guides that list activities and lcatins f interest.

3 CHOOSING A CANES COMMUNITY EVENT LOCATION GUIDELINES Canes Cmmunities are encuraged t take advantage f existing ffers (i.e. fd/drink specials) at lcal establishments t minimize verall event csts. Be sure t carefully determine all ptential csts invlved when using an event facility and ask fr a written cnfirmatin f all agreements. Canes Cmmunities are strngly encuraged t select event lcatins that have minimal assciated csts. Check t see if any f yur Canes Cmmunity s Executive Bard members have access t an event space, such as a private cuntry club r an event facility at their place f business. Cnsider using a facility which already has entertainment r a fcus/theme built int it, such as a winery, museum, aquarium, histric site, perfrming arts facility, etc. If the event invlves a speaker r a speaking prgram, be sure that the event facility has a rm r area that is private. Als, check t see if A/V equipment is prvided by the event facility. Canes Cmmunities are strictly prhibited frm selecting event lcatins that have discriminatry plicies r culd be ffensive t cnstituents. Examples f prhibited event lcatins include cuntry clubs with discriminatry membership plicies, and adult-themed establishments. Other factrs t cnsider when selecting an event lcatin include: Number f peple the event facility can accmmdate. Apprpriateness f layut fr the type f event. Prximity/cnvenience f lcatin t where yur target cnstituents live/wrk. Bad weather plan/alternate lcatin fr utdr events. Hurs the facility is available (including set-up and break-dwn). Adequate space t set up registratin/welcme tables. Adequate parking availability fr guests. Canes Cmmunities are encuraged t hst events that are smke-free, in accrdance with the University s designatin as a smke-free campus.

4 SUGGESTED EVENT PLANNING & LOGISTICS TIMELINE BEGINNING OF THE FISCAL YEAR (JUNE): Finalize Annual Calendar f Canes Cmmunity Events and ensure that event date (r apprximate event date) is listed n the calendar. Determine wh frm yur Canes Cmmunity Executive Bard will be the lead fr the event. SIX (6) TO EIGHT (8) WEEKS BEFORE EVENT DATE: Finalize and cnfirm as many key details as pssible fr the event. Key details include event lcatin, start/end time, tentative event schedule/agenda, fd/drink specials, registratin/ticket prices (if applicable), etc. Finalize marketing strategy fr the event. *Please refer t the Event Marketing Sectin fr mre infrmatin. Cmmunicate with yur Canes Cmmunity s UM Alumni Assciatin Reginal Engagement Team Staff Liaisn regarding any special requests fr yur event (i.e. event materials such as nametags, special event marketing, etc.) Imprtant: Special requests fr event supprt will be evaluated by the UM Alumni Assciatin Reginal Engagement Team n a case by case basis and requests will be fulfilled based n a number f factrs, including resurce availability. FOUR (4) TO SIX (6) WEEKS BEFORE EVENT DATE: Begin event marketing and cntinue marketing effrts fr at least fur (4) weeks prir t the event date with weekly s, scial media utreach, etc. *Please refer t the Event Marketing sectin fr mre infrmatin. Finalize event staffing needs and cnfirm availability f Canes Cmmunity Executive Bard members and vlunteers needed t staff event.

5 SUGGESTED EVENT PLANNING & LOGISTICS TIMELINE (CONTINUED) ONE WEEK BEFORE EVENT DATE: Crdinate with event lcatin t determine date/time when final guest cunt is due (if applicable). Finalize and cnfirm event lgistics with event lcatin (i.e. fd/beverage needs, A/V requirements, registratin set-up requirements, etc.). If pssible, try t schedule a walk-thrugh with yur cntact at the event lcatin. Finalize and cnfirm supplies needed fr event. Suggested event supplies include nametags, sign-in sheets, business card drp, signage, marketing brchures/cllateral, giveaway items, decrative items, ffice supplies, etc. Imprtant: If yu are hsting a paid event and will be taking walk-up rders, please be sure t have the necessary means t be able t accept payment at the event lcatin. Please nte that in accrdance with the UM Alumni Assciatin Cnstitutin and Bylaws, the UM Alumni Assciatin cannt prcess any type f payment cllected at a Canes Cmmunity-hsted event. Cnduct a pre-event briefing with all event vlunteers. This briefing can be dne in persn, via a cnference call r by . Be sure t cnfirm what time vlunteers shuld arrive at the event lcatin and als review their rles/respnsibilities.

6 SUGGESTED EVENT PLANNING & LOGISTICS TIMELINE (CONTINUED) DAY OF THE EVENT BEFORE EVENT BEGINS: Arrive at the event lcatin least ne hur befre the event start time. Set-up registratin/welcme table(s). Examples f items t put n registratin tables include nametags, sign-in sheets, R.S.V.P. reprts (if pre- R.S.V.P./registratin was used fr event), business card drp, ffice supplies (i.e. pens and sharpies), decrative items, etc. Cnduct a pre-event walk thrugh with vlunteers t ensure everyne knws the layut f the event space. DAY OF THE EVENT DURING THE EVENT: Stand (attentive, alert and friendly) at all times. - Greet guests with a smile. Prvide guests a space t sign-in and/r write their nametags. Be sure t cllect engagement infrmatin during the event. *Please refer t the Cnstituency Engagement Data Cllectin Sectin fr mre infrmatin. Ensure that fd/beverage is adequately and prmptly served. Trash and used silverware shuld be mved ut f guests way. If yu have a cell phne, have it within yur reach and turned n s yu can hear r feel it if smene needs t cntact yu fr an event-related issue. Be sure that the registratin/welcme area is staffed at all times. Designate an event vlunteer t take phts during the event. Be prepared t reslve any issue during the event. Be sure t knw hw t reach yur cntact at the event lcatin at all times. All event vlunteers shuld stay until the end f the event.

7 SUGGESTED EVENT PLANNING & LOGISTICS TIMELINE (CONTINUED) AFTER THE EVENT: Clean up event space and take everything yu brught with yu that is nt trash. Send a thank yu letter/ t event vlunteers, and event guest speakers (if applicable). Send a thank yu /event fllw-up t event guests via the Canes Cmmunity Mass System. Cmplete and submit Canes Cmmunity Event Wrap-Up Frm. LINK TO CANES COMMUNITY EVENT WRAP-UP FORM *Please refer t the Cnstituency Engagement Infrmatin Cllectin Sectin fr mre infrmatin. Cnduct a debriefing with event vlunteers t evaluate what went well with the event and what needs t be imprved upn fr future events. Uplad event phts n yur Canes Cmmunity s webpage and scial media utlets.

Consider your network. Before setting your project s fundraising goal, you need to consider your team s networks size and giving potential.

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