Event Guide
Getting Started Create a Timeline When coordinating an event it s important to stay organized! Creating a timeline will help you identify the various aspects of your event and keep you on track to make sure you complete them in a timely fashion. Your timeline should start about 2-3 months out from the date of your event when possible. Z When creating your timeline, start at the date of your event and work backwards Within your timeline you should include important dates to have items secured or tasks completed. Make goals for having these details secure: Z Recruit participants Z Print materials (invitations, flyers, posters, etc.) completed & printed Z Donations/In-Kinds Z Logistics Z Music Z Sound System Create a Committee Establishing a committee is a great way to get more people involved with the planning and execution of the event and split up the various tasks that need to be completed. Who to recruit: Active community members Friends Relatives Coworkers Classmates Faculty Subcommittees: Auctions/Basket Raffles Sponsorship Entertainment Guest Lists/Invitations Marketing (PR/Communications, Print Materials) Volunteers Post-Event Logistics 1 Z Microphone Z Tables, chairs, power, etc. Z Food/Supplies Z Volunteers including hairstylists Z Décor
Getting Started Building Your Audience Identifying who you would like to attend your event is important when starting your planning process. Z Decide who your target audience is Z Brainstorm advertising ideas based on your audience Z Create a social media and web presence Use the Bald for Bucks Logo As a sanctioned Bald for Bucks Event you have the ability to use the official Bald for Bucks logo in association with your event. Z Use it on flyers, posters, brochures, and more Z Give your guests a visual of where their donations are going Z Bring more credibility to your fundraiser with the Bald for Bucks logo. Z Remember to submit final drafts to your Bald for Bucks coordinator for proof and approval before you send them to print 2
Marketing Market Your Event Tell people how great your event is! 1st: Determine how you re going to reach your audience Z Who would you like to attend your event and who does your event appeal to? Z Consider your target audience s point of view with these questions when brainstorming how to market your event: What s in it for me? Why should I get involved or donate? How will this affect me in my life? How to engage your audience Z Generation Y (Born in the mid to late 1980s and 2000s) Word-of-mouth through social media is key for this demographic. Consider creating a Facebook event, using a hashtag and frequently posting to social media sites to grab Gen Y-ers. Create a website that houses information about your event. Include this link in all your social media posts. Z Generation X (Born in the 1960s to the early 1980s) This generation really enjoys peer-to-peer fundraising opportunities. They are social media savvy, but are not as dependent as their younger peers. Reach this audience through their workplaces, social media and by encouraging groups to get involved. Z Baby Boomer Generation (Born between 1946 and 1964) To get in touch with Boomers, use direct mail but don t be afraid to get in touch with them via email and social media. Data from Edge Research, May 2013 3
Marketing Be Creative Z Printed ways to advertise: Posters Flyers Save-the-dates Z Spread the word using your sponsors as advocates for your event. Ask them to: Post flyers for your event at their business Make posts on their social media sites about your event 2nd: Get the word out about your event Z Submit the event to online community event calendars. To name a few Z Create a news advisory to alert the media A news advisory is like an invitation, designed to attract media to attend an event. Include a description of the event, time, date, place and theme. Keep to one page Ask us for a sample to guide you in crafting your own Send to the local media: Z TV News: Channel 2: newsdesk@wgrz.com Channel 4: newsroom@wivb.com Z Print: Visit Buffalo Niagara website Buffalo.com Buffalo Spree Artvoice Channel 2 WGRZ Channel 2 s What 2 Do The Buffalo News: citydesk@buffnews.com Channel 4 WIVB Channel 7 WKBW Channel 9 Time Warner Cable News WBEN News radio 930AM STAR 102.5 KISS 98.5 Channel 7: news@wkbw.com Channel 9: buffalo@twcnews.com 4
Fundraising 101 Here are a few simple and fun ways to help ramp up your fundraising efforts while raising money for Roswell Park Cancer Institute. Pre-Event Fundraising Z Share your Story: Reach out to family, friends, coworkers, neighbors and anyone else you can think of. Explain why you are Goin Bald and how they can participate and help raise funds. Z Ask: There are many different ways to fundraise but the most important part is to ask. If you don t ever ask then you will never hear a yes. Create a list of everyone who you want to be a part of your event and start asking. Z Find the right fit: The event that you have planned should have a natural fit with people in your life or companies that you know. Be sure to put these audiences at the top of your list. Z Create different opportunities: People love to support a great cause but can t always do so in the same way. Be sure to create different fundraising opportunities and dollar thresholds so that everyone can get involved. Share your story! 5
Fundraising 101 Personal Webpage Fundraising Z Personalize your page: Update the story section to explain why you are Goin Bald. Add a before photo to show everyone the sacrifice you will be making by shaving your head. Z Send Emails: There are email templates that you can use to customize and send to your friends and family to fundraise. By sending emails from your personalized webpage you can track who you have sent emails to. Z Donation Tracking: The personalized website allows you to see who has made donations to your efforts. Event-Day Fundraising Your event day has arrived and you have worked tirelessly to get to this point. Don t forget that there is still an opportunity to raise much needed funds. Here are a few fun ideas on ways to raise money at your event. Z Admission Fee Charge a small fee to gain entrance to your event. Z Auctions & Raffles Get your participants and guests involved by hosting a silent auction, live auction, basket raffle, 50/50 split or any other auction or raffle you can think of. Z Food & Beverages Sell food and beverages for a reasonable price and raise funds for your event. Z General Donations Give people the opportunity to donate. Share your story and you might see more donations at your event. 6
Day of Event Staying Organized Z Arrive at the appropriate time to set up for your event. Z Create an event supply list. Don t forget: Permission forms, Pantene Beautiful Lengths forms, Ziplock baggies for hair, extension cords, brooms, dustpans, chairs, tables, trash cans, hairstylists and more. Z Have an event day checklist - include when key people should arrive and their phone numbers, when certain activities begin and end, and confirm everything as the event rolls on. Z Consider requesting talking points from your Bald for Bucks coordinator. Taking the time to say a few words about the cause and express your thanks to attendees is important to include as part of your event. Z Keep track of the guests who attend. Z Keep record of donations coming and who they are from Names and addresses are vital if donors would like a tax deduction, especially if they turn in cash. Z Checks may be made payable to Bald for Bucks. Volunteers Z Have a list of volunteer names and contact info if they need to be reached. Z If possible, assign tasks for each volunteer before your event. Have the list of their assignments with you on the day of your event. Z Come together for a group huddle with your volunteers before your event starts. Reminding them how vital they are to the success of the event, and how their hard work will benefit cancer patients is a great way to express your gratitude and get your volunteers excited for the day/evening. 7
Day of Event Take Great Photos Z Have an idea of what kinds of pictures you want before the event. Think about the way you want your event to be seen and how you can portray that in a picture. Make a list of important shots you need to have by the end of the event. Example: Take before and after pictures of your Bald participants. Z Capture the full story of the event - document the beginning, middle, and end of your event. When people look at your photo album, they ll have a good idea of what your event was like from start to finish. Z Get a variety of content and shots. Different people, different angles, different perspectives A wide array of content will make your event appear more fun, interesting and diverse. Z Is your event annual? Would you like it to be? Be sure to take pictures of the layout. This will help in your planning process for next year! Don t forget the camera! 8
Wrap-Up Z Conduct a wrap-up meeting with your committee members. Review how the event went and think of ways you could potentially improve in the future. Z Take notes! Bring those notes to your first planning meeting next year and reflect on them. This is a great way to develop your event into what you want it to be! Z Encourage those who couldn t attend the event but still wanted to donate to send in their contribution. Saying Thank You Expressing gratitude is a vital part of the wrap-up process. It is important to make guests and volunteers feel that their attendance was imperative to the success of the event. Additionally, this is a great way to remind them to join you at your event next year! Z Creative ways to say thanks: Handwritten note Z Bald for Bucks thank you notecards are available for you! Social media posts Plaques for top fundraisers Z Who to thank: Participants Committee members Sponsors Volunteers Donors Guests In-kind donors 9
Wrap-Up Turning in Your Donation Z Setup a check presentation Decide location: your organization? Invite key people from your event We encourage you to have your check presentation as close to your event date as possible Benefits: Z Learn directly where the money you raised will be going Z Photo opportunities with an oversized check Z Unable to schedule a check presentation? Here are some other options: Mail it in to: Roswell Park Alliance Foundation Attn: Bald for Bucks Elm & Carlton Streets Buffalo, NY 14263 Drop it off at: The Roswell Park Alliance Foundation 901 Washington Street Buffalo, NY 14203 10
Clipping, snipping, and shaving our way to cancer cures.