Day 5: Monday May 20th - 9am to 5pm
This week started off with a meeting first thing Monday morning. Stephanie and I sat with Ellen, Courtney and Laura (the two other development employees) to compile a list about everything left to do for Tribute to Women. The list, although lengthy, seemed manageable. Stephanie and I ended up with a quite a to do list for the week.
Some of this was finished on Wednesday as well. Stephanie also hired an interpreter for the event and made corrections in the script before sending it over to Jennifer Abney.
This week started off with a meeting first thing Monday morning. Stephanie and I sat with Ellen, Courtney and Laura (the two other development employees) to compile a list about everything left to do for Tribute to Women. The list, although lengthy, seemed manageable. Stephanie and I ended up with a quite a to do list for the week.
- I ordered signs for the venue (Welcome, Raffle, Registration ext.)
- Organized sponsors and their emails into a spreadsheet
- Delivered invites to the last few guests
- Chose the menu for lunch
- Created the PowerPoint to play during lunch (listing awardees, raffle prizes, and sponsors)
- Created table tents for all sponsors and tables bought
Some of this was finished on Wednesday as well. Stephanie also hired an interpreter for the event and made corrections in the script before sending it over to Jennifer Abney.
These are the table tents we created for TTW. We chose to use the three colors from the invitations and to create them for the seats at the dais as well.
Day 6: Wednesday May 22nd - 9am to 4pm.
On Wednesday we finished up to the to do list, but spent most of the day working on the table placements for sponsors. We had 60 tables of 10 seats, 29 with the best views, and 34 sponsors. It took us a few hours to place each sponsor based on their sponsorship level, what type of company they were, and what board member would be sitting close enough to welcome them. I learned quite a bit through this table placement process. We had to make sure there wasn't a bank next to another bank, similar types of law firms next to each other and even makes sure the two office supply companies tables were not too close .
Also on this day I learned a bit of general event fundraising advice.
Fun facts by Ellen
On Wednesday we finished up to the to do list, but spent most of the day working on the table placements for sponsors. We had 60 tables of 10 seats, 29 with the best views, and 34 sponsors. It took us a few hours to place each sponsor based on their sponsorship level, what type of company they were, and what board member would be sitting close enough to welcome them. I learned quite a bit through this table placement process. We had to make sure there wasn't a bank next to another bank, similar types of law firms next to each other and even makes sure the two office supply companies tables were not too close .
Also on this day I learned a bit of general event fundraising advice.
Fun facts by Ellen
- Determine an event focus: if your having a fundraiser (as apposed to a friend raiser) make sure you are going to make money.
- No tickets (just RSVP) allows for you to obtain everyone's email, address, name, and phone number at registration.
- Every check sent as a donation provides a name, address, and new donor information. Each should be copied and filed.
- Create a Who's Who list of the important people at each table. Give that information to the board members to have them work the room and make connections with new/potential donors.
- Key goals of a fundraising event: generating a prospect pool, creating visibility, and generating funds.
- When ordering programs order the number of guests, plus the number of sponsor requests sent out this year, plus a few extra for a cushion. You will want to send a program book from this year with the sponsorship request next year.
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