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Plan your Eat So They Can event effectively with this comprehensive guide. From defining your goals to post-event tasks, this guide covers budgeting, fundraising ideas, sponsorship tips, venue considerations, advertising strategies, catering suggestions, timeline creation, and day-of event management.
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Planning your Event! Eat So They Can 2012
What is Eat So They Can? ESTC is GVN Foundation’s largest annual fundraiser and is in its sixth year. GVN Foundation is a non-profit organization with UN consultative status. ESTC is a global dinner party which takes place on the weekend of October 20-21 to raise money for vulnerable women and children around the world.
Define your goal • What is your event about? • What do you want your end result to be? • Is it realistic? • Who is your audience/clientele? • Can you do it all on your own or do you need help?
Type of Event • Deciding the type of event you are going to hold defines the answers to the rest of the questions in this presentation. • Chose your target age group or population. • Details need to be appropriate to your audience: • Time, Day, Dress, Food and Drink, Activities, Entertainment, Prizes, Location.
Budget • Set your budget right at the beginning • Stay organised • Keep track of all expenditures • Keep all receipts • A spreadsheet is a great way to stay on top of everything!
When working out costs for your event: • Make sure the cost is appropriate to your audience • Work out how much of your entry/ticket costs go directly towards to cause • Is it a great deal? • Don’t be afraid to ask for a better deal from venues and suppliers!
Other ways to raise funds • Once you have decided on the type of event you are running, here are some other options for raising more funds! • Raffles – donations of prizes • Games • Heads or tails, Coin closest to the bottle, Challenges, Trivia competitions, Board games. • Auctions
Sponsorship • Sponsorship is a great way to support your event! • Sponsorship can be in the way of funds, goods and services and donated prizes. • Develop a sponsorship plan; what is “in it” for the sponsors • Advertising, promotion at event, tickets, logo on promotional materials, space at venue
Is/Are your sponsor(s) appropriate to the cause? • Too many sponsors? • Don’t make promises you can’t keep • Give them some info about ESTC and the work that they do • A thank you after the event is super important!
Your Venue • Is your venue easily accessible? • Disabled access? • Decorations – It is easy to make somewhere look stunning for not much money! • What does the venue provide in the package/hire cost? • Catering and Bar • Extra costs
Advertising & Promotion • Free advertising options are out there! • Facebook and Twitter • Community Notice Boards and Newsletters • Shop windows • Letterbox drops • Newspaper coverage • Press Releases
If purchasing advertising: • Make sure the form of media you are using is reaching your target audience • Negotiate with the provider – pay for advertising space in return for free promotion as well i.e. – newspaper articles, on air mentions, photographs
Eat So They Can! • Catering is a big part of your event! • Do you need to provide options for dietary requirements? • Is food appropriate for your event – cocktail, sit down meal, buffet. • If they offer you a taste test, go for it!
Timeline • Have a timeline of how you want your event to run. • Give this timeline to: • MC or Guest Speakers • Entertainment • Venue operators • Security
On the day! • Relax! Everything will be fine! • Wear comfortable clothes and shoes when setting up – you will be on your feet and you may get dirty! • Drink lots of water, especially if you are going to enjoy a few drinks that night! • Keep a folder with all details with you at all times – quotes, contact details and contracts.
Make sure all details have been covered. • Check all sound and audiovisual equipment twice. Once when it is all set up, and once just before your guests arrive. • Don’t try to do it all yourself – ask for help if you need it! • Have a contingency plan! • Stick to your timeline as much as possible, if you need to change it, make sure everyone it affects knows!
After your event • Find out how much you have raised for ESTC! • If you can give a rough estimate during your event, this can be very exciting, people love to know how much they have helped out the cause! • Send out thank you notes within a couple of weeks. • Give yourself a pat on the back! You did it!
Email us at: info@eatsotheycan.org Questions or comments?