Event Planning Exam Study Guide 2

Road Races
fun, funds, fitness, community

Color Runs
colored corn starch

Foam Run
Color then foam inflatable

Slime Runs
Need new clothes after, donate shoes after instead of cleaning

Glow Runs
glasses, bracelets, necklaces, night & no clock to time runners

Turkey Trot
started in Buffalo NY in 1894

Halloween Hustle
requires costumes

Santa Runs
dress as santa

Frostbite run
on NYE

Jingle Bell Runs
wears bells on clothes

Zombie
Don't let them get your flag. Need Funky Makeup

Superhero Runs
runners dress as superheros

Oneonta Benefited
Catskill area hospice

Spartan Run
serious contests/tough

Warrior Dash
mud pits

Tough Mudder
Difficult/uphill/sparks

For muddy runs you need:
a lot of shower facilities, liability waivers

Food Runs
The NY hot dog challenge, Marathon de Medoc

iron man run
swim, bike, run

Bay to Breakers
12k through San Francisco, oldest annual run in the world

Other Crazy Runs
Nude run of Finland, Celebrate America Undie Run, NYC midnight run, Rock n Roll run, Empire State Building Run up

400m runs
4-5 year olds

800m runs
6-7 year olds

1 mile run
great for 8-12 year olds

5k runs
most popular --> add a walk option

10k
more than casual runners

15k
serious runners

1/2 marathon, full, tri or Ultra
Big Time Planning and training

What should you add to make other people want to participate?
Walk Option

The Team
form a team of about 5-6 Go-Getters

The Cause
For profit or for charity?
-Most involved will expect to be payed
-Volunteers and Donors may help
-Businesses may support

The Hook- why will people want to participate?
Fun, charity, fitness, prizes, something different to do

Permits and insurance
Lots of legal requirements
-Insurance always
-Everybody is named: county, businesses, NYS DOT, Towns, Villages
-Can work through Charity's insurances
-Save money by working with a large corporation

Permits needed
Alcohol service,
special use permit, entertainment, caterer service

Forms From
EMS, Insurance, Race map, traffic control, contacts, lead time to submit, production schedule,

Submit Paperwork early
some entities only meet 1x a month

Number 1 essential service to have at runs
EMS

Free Publicity?
work with charities

Registration and Marketing
Radio, newspaper, posters, tv/news, Web, paper registration, web registration

Press Kits
partner with charity can earn free publicity,
create a media list,
look at who the media is, what they cover, story format and structure,
(ex: race= sports/community)
TV, newspaper, features, community, sports, preferred contact method, story format instructions (find out how they want it)
bloggers, websites that cover your community

The Pitch
meeting with media by email, phone, letters.
-brief statement with compelling reason to cover story
This is a teaser statement --> offer a follow up
press release --> all info they need

The Follow Up
about 2 weeks

Be Prepared for when they contact you
avoid being misquoted --> write down what you want to say and email/mail it to them
-be truthful always
-have you message ready
-be confident
-use positive words and phrases
-understand the questions before answering
-no 'no comment' or 'I don't know'
-take caution with the press

know your 5 Ws
who, what, when, where, why.
-create a tag line--> quick to remember and gets point accross

press Release
logo, event name, key messages, tag line, quick phrase that explains cause, event, when, where, goodies, register, cost, sponsors

Registration Information
name, address, gender, DOB, phone, participation type (run/walk/distance), shirt size, other items? donate extra funds?
emergency contacts, liability waiver

Web Sites
Race date, start location, time, fees, map description, timing? non certified course? T-shirt, age, division, sponsors and logos, on site registration --> pick up packet, other information

Liability Waiver
protect yourself, your sponsors, your venues. Required as part of NYS DOT

Volunteers and Race Supplies
keep your sanity on race day, thank volunteers, give them shirt and food, have something for them to do

Supplies
signage and direction, parking signs and orange vests, Radios at each station, cash box, canopies and table, bibs and pins, forms and pens, PA and horn, Start line, finish line, trash, cups, water, snacks, clock, prizes, bathrooms, cones + signage every 1/4 mile H2O, turns and caution

Vounteers
before, during, after
marketing, sponsors, donations, set-up, parking, tabling, traffic control, lead, and chase cars, cheering, awards, photographs, post results, thank you cards to sponsors

4 steps to working w volunteers
1. welcome them with instructions
2. training
3. support and resources
4. thank them

sponsorships
offer a way to bring event dreams to life. This is an OPEN SECRET

Who + what =
Success

who
know who can help your market outreach efforts, who can say YES to your sponsorship proposal

what
know about your event, know about sponsorship possibilities, pitching and servicing sponsorships, about the market (Mark's) needs and wants.

know your event intimately

Companies get a better outreach by being a part of an event
better than paying for advertisments

4 parts of building an effective network
1. get information about them
2. give information about you
3. Build a common bond or connection
4. Strengthen the bridge by :
-helping them achieve goals
-recognize contributions
-channeling good things their way
-following up with them.

cause marketing
a business links their products/service/brand with a cause

cause sponsorship
a business contributes to a cause to highlight the link

Corporate Philanthropy
business supper for community needs and employee volunteerism as part of their marketing mix.

Development
how a cause builds public understanding of its mission and needs

Fund development
how a cause generates funding to pursue its mission

Individual Giving
the easiest way to give but smaller amounts

Foundations giving
provide support for multiple initiatives but not usually for events

Corporate giving
comes in two forms: sponsorships and philanthropy

sponsorship giving from corporate
monies from the marketing budget

philanthropy giving from corporate
could come from corporate foundation or philanthropic budget or discretionary funds

Why do people give
they believe in the cause, the cause is fiscally responsible, the cause is very effective, there is an urgent need, because they WERE ASKED, and bc they have some connection/relationship with the person asking

people give because they were asked
most critical reason.

Sponsorships
cash or in-kind contribution in return for access to the exploitation commercial potential of the event

- Expects Return on event

Sponsorships offer
a way to reach new clients, new way of reaching existing ones, way to build brand awareness, way to promote sales, opportunities for market research, opportunities for market sampling

Donorship
cash or in-kind contribution with an expectation of effective use but not any return

Sponsored events
sports, festivals, cultural events, meetings, conferences, trade shows, expos, civic, entertainment, and cause-related events

Donor/benefactor events
reunions, social events, fund raising events, life cycle events

Preparing to fund raise
determine resources, do you have a budget? takes money to make money, what are your people resources, what are your current fundraising practices, what is your house list?

house list?
active vs. lapsed?
RFM profile

RFM profile
Recently frequency monetary vaule

active list
immediate

lapsed
call/not given in a while

define your mission
what your organization is striving to accomplish
create a short message that everyone uses

Determine in bounds and out of bounds candidates and requirements
dont lose control to a sponsor--> they cant take over your event.
no competing companies

Fund raising activities
visibility, cultivation, friend-raising,

visibility
whats your message? whats your medium? whats your target?

cultivation
acquiring a prospect/name generation for house list. keep your eye focused on sponsor/donor need/interest

friend-raising
involving donor prospects in organizational activities. campus inviting former students to come back and speak to current students

income
you miss targets that dont exist, develop a budget to cover fundraising costs, event costs, and provide cause funds.
cash and in kind contributions, design/production by artist, Audio/visual services, food and beverage, printing, transportation, or other services

cash or inkind contributions
monetary value vs. goods and services rather than a monetary value.

crafting the sponsorship deal
many levels of sponsorship. naming rights, (biggest sponsorship $$), host part of the event, support, tiered (gold, silver, bronze) in-kind

options for deals
logo placement in program, ads, and on takeaways,
product demonstration and showcase, sales, sampling, couponing, product testing, customer research, pre or post activities, b2b marketing/entertainment, private receptions, meet and greet with celebrities, access to exclusive areas, custom merchandise and souvenirs.

The Ask
potential sponsors are everywhere
look for a good fit
ask many for small donations or few for large
have the right person ask
craft your ask to meet their need

craft your ask to meet their need
positive PR, new to area, new products, increased sales and proftis

walk the talk
people follow your lead, actions speak louder than words, say something and do it. behave/dress they ways you want others to

Be positive
be 'can-do'
don't say 'not a problem' say 'happy to help'

be professional
handshaking, sit straight up, look into eyes

be kind and caring
have the power to make peoples days

be the leader you would want to follow
key

Servant leader believes
if you are not serving the guest then your job is to serve someone who is
support others efforts

take full responsibility for the service you provide
don't explain, don't blame
you are responsible for your success
own both
learn from both
build from both

7 habits of highly effective people
be proactive
begin with the end in mind
put first things first
think win-win
seek first to understand, then to be understood
synergize
sharpen the saw

the mission statement
identifies your goal and motivates your team to accomplish it
your business north start
road map--> helps you reach the stars

Mission statement
purpose, culture, value system

why are we in this business?
people-pleasing business
no people, no business

people
client + staff = focal points

Build your own business based on
your education, training and experiences

Winning your first client
network / advertise

network
your previous positions, press the flesh

four steps of networking
learn about them
tell about you
find connection
build the bridge

advertise
web and other media
you + your events are the best marketing methods

most effective method =
word of mouth

caring for your clientele
make them feel welcome
make them comfortable
don't make them wait
give them something to look through
offer a treat--> we are hospitality
make them feel important
know their name when they arrive
remember the facts
face-to-face meetings when possible
avoid distractions
make/keep promises
make them feel appreciated
thank you cards
be flexible and meet requests
perform well
ask for feedback
thank- using mail card

make them feel welcome
offer a beverage
pleasant hello
greet
scents in your office
train staff to greet nicely

positive regard
all things possible can make a negative a positive

Retain your clients
don't get complacent
don't get a big head.
clients aren't the problem
be available
be patient
be caring

service recovery
problems happening
handle them as professional
sit to discuss
empathize with the client
seek to solve the problem

LAST
Listen
Apologize
Solve
Thank

3 A method
Acknowledge
Apologize
Act
Thank

Staying positive #1
personal power
focus on the good things
write down positives weekly
slow down occasionally to savor
thank someone
cut yourself some slack for occasional mistakes

staying positive #2
Banish negativity
don't exaggerate problems
distract yourself if your overwhelmed
celebrate when things go well
if you feel bad you're capable of less
'fear is the mind killer. i will face my fear. I will permit to pass through me. Only I will remain' - Frank Herbert 'Dune'

Staying positive #3
Become positive
connect with others
help someone else
physical activity and healthy eating
find what centers and strengthens you

summation
we need clients - more than they need us

create a special relationship of service
be a solver not a whiner
care for your clients and they will care for you

DISC Model
of human behavior

Dominance
just the facts, gives orders

Influencers
believe in the story and the relationship

Steadiness
worker bees, told doing well, told what to do, feel supported

compliance
wants to know the rules so they can follow them, likes being told they're doing well

Adapt your behavior to fit theirs
makes working and interacting more successful

Identify behavior styles
look at how they behave
listen to them
talkative/outgoing? (I)
quiet/detail oriented (S)
decisive leader? (D)
Steady/hardworking (C)

we tend to work well with people like us

Dominance characteristics
competitive, forceful, determined, goal-oriented, ambitious
love to win-hate to lose
very frank, bossy, pushy
all about results, getting job done fast
may run people the wrong way
impatient, not concerned with feelings,
great to have on a team but cannot be the whole team

Influencers characteristics
talkative, social, enthusiastic, magnetic, polished, friendly, love meeting new people
small talk before business
people are at the center - not decisions or results
many interests that may distract
have fun but may not see results
use relationships to draw people in
usually work in sales, marketing, networking

Steadiness characteristics
patient, stable, consistent, dependable, passive, loyal,
most common behavior style
follow orders, dont rock the boat
go along to get along
not bored with routine, repetitive work
foot soldiers of the working world
not assertive, not agents of change
afraid of being wrong

compliance characteristics
careful, exacting, neat, systematic, perfectionists, conservative
content with routine work
strong desire for accuracy and precision
rule followers, seek authority figures
take time to gather info before decision
risk avoidance
often bankers, accountants, scientists, engineers

Putting D to work
give concise, specific direction them let them go to work
provide constructive feedback that builds skills
rewards with titles, bonuses, recognition

putting I to work
be warm and friendly, engage in conversation,
keep them in the loop, tell them what they do well then what they need to build
reward with social recognition

putting S to work
layout specific directions, help them step by step until they are comfortable
correct with reassurance, emphasize what they are doing right then supportively help them improve
reward in private with sincerity

putting c to work
direct, clear guidelines and deadlines, avoid criticism, clearly cover issues, provide progress reports and deadlines so they can stay on track
reward by focusing on their work excellence

Selling to D
be confident
focus on event facts and get them to the point fast
find a way for them to win in disagreements
be friendly but strong

selling to I
allow for discussion, listen to their stories
focus on event experience
have fun and 'jump' to close when ready
follow up after the 'sale', maintain relationship

selling to S
give facts
focus on confidence in you
assure they made the right decision
build trust to close and follow up to reassure

selling to C
be direct and friendly but not too personal
focus on meticulous facts and detail
give info, but give space to think, then close, do not touch.

understanding people
DISC can help you understand and lead your people, and it can help you sell to clients

how to gain customer trust?
make and keep promises

Street events
action, sales, community

Juried events
better art shows
artists submit their work images
qualified judges pick
winning artists are invited
awards and $: best show, honor, excellence
quality, unique and individual art
no manufactured art or junk

snommegang
plastic cups
security
safety
tickets
comfort
trashcans
food? no because then they are supporting the local businesses near by

taste of the catskills
becoming really popular
looking for local participants
showcases the areas great foods/wines/crafts
music
fireworks
ends with a large dinner that hosts locally owned food

chili competitions and BBQ cookoffs
for fun or for serious
international chili society
judges and characteristics looking for
must contain meat
homemade salsa
no beans/pasta
no precooked ingredients

people choice chili competition
must have beans and is judged by attendees

setting up a chili fundraiser: step 1 - Team
marketing
activities
design
food

setting up a chili fundraiser: step 2 Determine goal
need set size

setting up a chili fundraiser: step 3 location
need all off site attributions

setting up a chili fundraiser: step 4 legal
DOT permission
licensing permits

setting up a chili fundraiser: step 5 design
prizes, food, crafts, music

setting up a chili fundraiser: step 6 MONEY
sponsors and ticket sales = $$

German heritage
all sorts of food: gravy
traditional music
parade w traditional attire, music, practices
dances
for all people to learn
drinking contest = traditional beer size is 33 ounces (1 litr)

Italian heritage
parade, vendors, decor, outfits, traditions,
pizza eating contest

korean festival
musicians, trad. outfits, music, foods, speakers, wedding
kimchi eating contest

festival favorites
traditional dress, parades, lots of food, vendors, music, dignitaries and speakers, dance, eating contests

pumpkin fest
fall festival
vendors,
contests, carving, crafts, apple cider, kids dress up, pie eating contests

christmas tree lightings
santas, cards, foods, candy canes, snacks, unique gifts, help needy children, holiday food drives, great variety of vendors for gift shoppers

July 4th
hot air balloon
childrens parade, BBQ flavors, music = bluegrass, country
horseshoe competitions, outdoor games, patriotic desserts, pie eating contests, campfires, fireworks, crafts sales

grand and glorious garage sales
community sales
1. can decide on 1 place or multiple (homes)
2. get lots of participants
3. organize and communicate ahead
4. advertise w. signs and ads
5. balloons and directions
6. be ready early
7. donate, dispose left overs,
8. spend your earnings

Madison-Bouckville NY antique week
huge, marketing to vendors and attendees, signage and directions, parking, maps or venders and locations, porta-johns, security, booth watchers, food and beverage centers

booth watchers
workers/volunteers patrolling to see if someone needs a break from their booth for a few minutes.

farmers markets
fresh foods, veggies, jams, fruites
flowers, herbs, back goods, cheeses, meats, crafts, and handmade goods, soaps, jewelry, candy

nature walks
reengage with nature, a great way to:
get people outside, build fitness, see natures beuty

organizing a nature walk
1. have knowledagble guide
2. plan the trail and walk it --> how challenging?
3. identify views and speaking landmarks
4. market event
5. asses physical limitations
6. introduce and build unity
7. First aid/gather supplies
8. engage people, ask Qs
9. watch for stragglers
10. allow time for photos
11. ask their favorite parts, what they learned...etc

Progressive Dinners
usually put on by churches or communities
meeting and spending time together
meals in different areas/homes
travel from house to house
soup, salad, entre, desert, drinks

steps to organize a Progressive dinner
1. select 3-4 hosts
2. build menu
3. determine charge
4. guest list (6-12)
5. market/send out invites
6. follow up w hosts
7. have fun