Transcript Planning, Funding and Promoting Successful Events

Where to Start?
 Superfund Proposal Process
 Creating a proposal & budget
 Fundraising ideas
 Event Planning Essentials
 Evaluations
 Publicity
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Transition meeting
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Transfer of documents & binders
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Recruit Committee members
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Categorize tasks and assign committee roles
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Set weekly meetings with members
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Set date & time for event (Events Scheduling)
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Brainstorm ideas with committee members
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List the components of your program
› Food
› Entertainment
› Decorations
› Publicity
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You can use this list to assign roles to committee
members
Identify items that need funding, either from
Superfund or from Fundraisers
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Find information about Superfund
› Informational Packet
 available in UC 100
 Includes step-by-step instructions for submitting
Superfund proposals
› Set up a meeting with Superfund Chair or
Superfund advisor
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Log on to Orgsync to look at the
proposal form
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Timeline – the deadline for Superfund is AT
LEAST 6 academic weeks prior to your event
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Recommendation: submit proposal 12 weeks in
advance for proposals over $5000
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Essentials
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PROPOSAL (event program)
CALENDAR GUIDE
BUDGET
SUPPORTING DOCUMENTS
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Event title, date, time, location (must be on campus)
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Proposed Artist/Talent/Speaker
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Event Goals (how will you achieve them?)
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Collaboration
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Publicity
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Audience
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Expected Attendance (compare to previous attendance)
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Plans to evaluate the event
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Community Involvement
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ASUSF Mission
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Start out with a big checklist
› Things we need to complete
› Who is in charge of the tasks?
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Convert checklist into a calendar guide to
help you keep track of deadlines
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In this calendar, outline dates & tasks
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Help keep your organization working
efficiently and orderly
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Excel File (template available)
› http://www.usfca.edu/asusf/senate/Funding.html
› Request via-email ([email protected])
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Items to include
› Revenues (ticket sales, fundraisers, donations)
› Expenses
 Food
 Entertainment
 Publicity
 Miscellaneous
› Calculate amount of grant or loan you are
requesting from Superfund
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Give accurate facts & figures (use
market research and include sources)
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USF Preferred Vendors
› Bon Appetit - Food
 if prefer outside vendor, must be approved by
Bon Appetit
 50% off Authorization Form available in UC 115
 Meet with Bon Appetit to draft up menu &
finalize quote
 Research online for menu items
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USF Preferred Vendors
› Ashbury Images - T-shirts
› Copy Mill - Posters & flyers
 $0.65 per 11x17 poster
 $0.33 per 8.5 x 11 flyer = 4 handouts
› Bookstore
 Balloons: $1 per balloon
 Gift items such as USF Gear of Apple products
› Office Depot – (Office Supplies)
 Purchase Requisition  SLE
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Entertainment
› Confirm date and time with artiest/speaker
› Try to get the lowest quote
› DJ? Contact campus preferred DJs for availability ($40/hr)
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Decorations
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What decorations will you need?
Look online for quotes (local vendor or online vendor? Shipping?)
Balloons  Bookstore
Past year’s decorations?
Publicity
› Follow Copy Mill’s estimates for posters & flyers
› Any other publicity ideas?
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Show Fundraising efforts
Flexi Donations (form available in UC 115)
 Bake Sale (Dorms, Harney Plaza etc.)
› Use bake sale to ask for flexi donations
› Need approval (Hall Directors/Bon Appetit)
 Garage Sale
 Off-campus events as Fundraisers
› Poleng
› Restaurant Fundraisers (CPK, Chevys)
› Must include statement in advertisement
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“The views presented therein do not necessarily reflect the position of the University
of San Francisco.”
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Donation Letters/Sponsorship Letters (include thank
yous in programs)
Donations from Departments on campus
Donations for Raffle tickets
Collaboration with other organizations
Board Games Tournament (Rockband/Guitar Hero
Tournament)
More ideas:
http://www.fundraiserinsight.org/ideas/
Fundraising Form:
http://www.usfca.edu/sle/clubs/Fundraising%20Pro
posal%20Form.pdf
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Steven Cheung
[email protected]
916 224 9176
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Sky Madden
[email protected]
908 625 1476
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Renae Santa Cruz
[email protected]
619 865 0161
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Ravi Sandhu
[email protected]
559-836-1092
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The standard hourly rate will be $40.00/ hour .
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Finalize Superfund materials and submit via-Orgsync
6 weeks deadline (No exceptions)
Meet one-on-one with Superfund Chair
Revise budget and turn in via-email
Present to Superfund Committee
› Mondays 12:00 – 1:20 pm
Receive Award letter
Meet with Darren Pierre to go over expenses from
award letter
› (may be able to make account transfers or P-card
purchases to alleviate out of pocket costs)
Publicity Requirements
Contact sheet
 Checklist(s)
 Floor Plan
 Event Agenda
 Responsibilities Chart (Name, Title,
Responsibilities)
 Schedule/Calendar
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Make sure you have volunteers
Have documents ready (checklists, event
agendas, contact info)
Take pictures at Event
Evaluate the event with committee members
Fill out evaluation form for Superfund on
Orgsync (within five business days)
Reimbursements (Petty Cash & Expense
Reports)
AGENDA
Design Services
- Graphics Center
On-campus Media Outlets
- USFtv
- The Foghorn
- USFconnect
- OrgSync
- Facebook
GRAPHICS CENTER
Location: UC 100, to the left, behind the front desk
Ordering Timeline:
- Orders must be placed 3-4 weeks prior to the event
- Only two proofs will be created for changes & then one final proof
- First proof will take up to 8 working days
Timeline
Week 1: Request for order
Week 2: Initial proof will be created
Changes will be made in a couple of working days (half-way
through week 2) & second proof will be available
Week 3: Changes will be made, if needed, for the final proof
Final proof created days after
GRAPHICS CENTER
GC owns posting boards around campus. To use these spaces, posters
must be approved and posted by GC only.
Posting Rules & Procedures:
Posting on boards occur every Tuesday and Thursday. Give
posters to GC the day before postings by 5pm.
Posting service is free for all USF affiliated groups.
There is a 75-amount maximum of posters you can drop off to
GC: 25 will be posted by GC, 50 will be posted in the dorms.
Posters will remain on boards up to two weeks or until the event
has passed.
Posters do not have to be designed by GC to be posted onto their
boards, but they do need to be approved by GC.
FOGHORN
http://foghorn.usfca.edu
USF’s own weekly newspaper, published every Thursday
Advertisements
Post an ad on the Foghorn, either full page, half page, or quarter
size. Contact Foghorn a couple of weeks before you want your ad
published to see if there is any more space available in the issue
you want to advertise in.
Ad images must be submitted to the Foghorn one week before the
issue is printed.
Rates for ads are available here:
http://foghorn.usfca.edu/advertise/
USFtv
http://www.usftv.org
Posters:
You can have your posters/still images show on USFtv’s
channel (35) and on the flatscreens in the Caf and Outtakes.
Submit your images three weeks prior to the event
You can also write a blurb about your event that USFtv will include
in the ticker
Commercials:
You and USFtv can film a commercial for your event that will run
during their programming
Contact USFtv at least five weeks in advance
USFconnect
USFconnect Announcement
You can announce your event on USFconnect’s homepage. To do so, just
email your headline and announcement to [email protected]. This is
a great way to reach the entire student body that logs onto USFconnect to
check their emails, etc.
USFcalendar
http://usfcalendar.usfca.edu
Event on USFcalendar
A new initiative by Student Leadership & Engagement (SLE), you can
access the USFcalendar by clicking the “USFcalendar” tab.
To post an event on this calendar, click on “Post Event/Request Room”
in the menu.
ORGSYNC
Your club or organization has an OrgSync account if you are recognized
and registered with SLE
Available in USFconnect, under “Get Involved” tab
OrgSync Calendar
Add an event on OrgSync’s calendar. It will be available to the
public and anyone who logs onto OrgSync will be able to see the
event.
Click on “Tools” in the sidebar and then “Events.” Click “New
Event” that is located on the upper right corner. Fill out the
information, and afterwards make sure you checked “Public,” so
that it will show for all of OrgSync to see.
FACEBOOK
Create an Event page
It is crucial to have an event page for your event on
Facebook. It is the simplest, most cost-effective way to reach
hundreds of people and notify them about your event
After you have created your event, have your friends, committee
members, those who are helping you plan your event forward the
event to all of their friends.
Click “invite guests” on the right sidebar. If the event is only open
to USF, filter your friendslist to the USF network. Press “select all,”
then “invite guests.”
Remember, if you are inviting a large amount of people, the
invitation will not arrive in your friends’ facebooks until hours later.
FACEBOOK
Tips
Change the name of your event – after it has already
been created and guests have been invited. Doing so will send a
notification of the name change to guests and remind them that
the event is still occurring
Message guests a couple of days before the event as a reminder
that they have RSVP’d
Those who click “yes” to attend do not always attend, so do not
count on those numbers. Have guests message you on Facebook
or email you if they are actually attending so that you can get a
real head count