Make and Take Special Events


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  • -have fun-create memories-sense of communityQuestion from Zach: Hey Eileen—do you really use public officials at all your events?Zach—mute by hitting *6
  • Make and Take Special Events

    1. 1. STRUT YOUR STUFF WITH CPRS  CPRS Conference Program Committee will offer a Showcase Show & Tell highlighting a few events or programs at the Ontario Conference.  Interested in participating in this Show & Tell? Planning to attend the Annual Conference & Expo? Presentations will only take a few minutes to describe the uniqueness of the event.  Send your description to by the end of the 2013 year to be considered by the planning team. Please confirm--be sure we received your submittal! 1
    2. 2. Make and Take Event Planning ~LESSONS LEARNED FROM A LIFETIME OF PLANNING EVENTS LARGE AND SMALL 2 Desktop Education for Parks and Recreation
    3. 3. DESKTOP EDUCATION FOR PARKS AND RECREATION WELCOME AND SIGN-IN  Please sign in with: Your Agency Name and the number of people watching/attending the webinar from your agency today  What is the name of the person who will be inputting answers into the webinar application  3
    4. 4. SPEAKER INTRO 4
    5. 5. Small Group Discussion WEBINAR ATTENDEES LETS MAKE A LIST OF RESOURCES USING OUR 1 minute to discuss and share Make and Take Section #1 (page 3) Please list your agency name in the chat box and type in one or two of your favorite agency special events. Think broadly because it might be the teen job fair or a summer concert series. 5
    6. 6. Small Group Discussion 1 minute to discuss and share Make and Take Section #2 (page 3) What agencies do you admire for having dedicated general fund and sponsorship resources for a special event that brings a multitude of residents together? Please name the agency and name the event. 6
    7. 7. Small Group Discussion Make and Take Section #3 (page 3) What are your concerns in regards to the future of special events for your agency? 7
    8. 8. TALKING ABOUT CONCERNS What if scenario…. You are interviewing for the job of “special events manager.” What are the most important questions you think should be asked by the interview panel? 8
    9. 9. HOW ABOUT THESE?  What is the largest event (based on budget or number of attendees) you have ever planned or assisted with planning?  Tell me about a time when you had to deal with a difficult client. What was the result?  Describe a time when you had difficulty staying within the budget for an event.  Tell me about a time when you had to manage multiple events at once. How did you organize yourself, your team and the tasks to complete both events successfully? Source: 9
    10. 10. Small Group Discussion 1-2 minutes to discuss and share Make and Take Section #4 (page 4) Imagine I am the City Manager’s office asking you to host an event; what kinds of questions would you ask me? 10
    11. 11. DECISION MAKER EXPECTATIONS How will you develop relationships with vendors in a new city?  Do you think being an independent worker or a team player is more important as an event planner?  How do you assess the success of each of your events?  What items would you put into a vendor agreement?  Get help from the contracting webinar (Thanks Craig Bronzan) 11
    12. 12. EXPECTATIONS ARE COMPETENCIES 2014 Conference Program Committee served as a Focus Group and offered the following competencies to be the five most important competencies wanted by public official decision-makers. Do you Agree or Disagree and what would you change knowing today’s workplace issues?      Financial management Resourceful/resource development Community knowledge People-orientation/customer service Communication **Refer to the list of competencies from our Succession planning webinar, end of Make and Take Handouts (Thanks Mike Shellito) 12
    13. 13. Special Event Business Plans 13
    14. 14. WHY COMPLETE A BUSINESS PLAN We’ve designed the Business Plan Outline in this webinar from a model taught by Penny Reeh, CEO, Texas Chamber of Commerce. Penny tells us these reasons are usually the basis for completing a special event business plan:  To define and direct any needed change  To guide growth  To manage priorities  To assess staffing/volunteer needs  To assign responsibilities  To track progress  To clarify allocation of resources 14  Source:
    15. 15. LET’S INTRODUCE YOU TO THE BUSINESS PLAN OUTLINE Page 6 of your Make and Take is where you want to begin ~Event Profile Section 15
    16. 16. EVENT PROFILE OVERVIEW      & EVALUATION PLAN The Event Profile describes the event and its sponsoring organization, including historical data, purpose, theme and current status. What is the desired outcome and what do you want your guests to take away from this experience? What is the long-term value of the activity to the public agency? Purpose and Theme of the Event --What is the primary purpose of the event? Is there a specific theme? Why does the organization produce the event? How does the event benefit the organization and any other relevant stakeholders? Relevant Local Trends/Issues --List any social or political issues that do or can affect your event. Key Audiences --List all individuals and groups that should be included in the evaluation process. Evaluation Procedure --Describe the systems and processes that will be used to seek constructive evaluation following the event. 16
    17. 17. EVENT PROFILE & EVALUATION – PURPOSE Audience Participation Events -- attracting people. Examples are dances, decorator showcases, art appraisals, celebrity cook-offs  Merchandise Events are those that feature the sale of products or services. Examples are antique shows, flea markets, book and plant sales, arts and crafts fairs  Food and Drink Events -- feature a meal or have special food served. Examples include wine-andfood events, luncheons with fashion shows, events featuring ethnic food  17
    18. 18. EVENT PROFILE - PURPOSE Entertainment Events feature a band or comedian. Examples include Summer Concert Series.  Athletic Events feature marathons and 5 or 10K runs.  Holiday and Special Occasion Events are held to celebrate the season.  18
    19. 19. Chat Box Discussion The next part of the Event profile is to provide a theme. Type in your chat box the themes you have heard about for any type of event including private events like weddings or family reunions.  What themes have you or could you use for a pumpkin festival? 19
    20. 20. EVENTS – STARTING WITH WHAT WE DON’T WANT What are some things you don’t want at your event? 20
    21. 21. MANAGEMENT PLAN – VENDORS CAN MAKE OR YOUR EVENT! Make and Take page 6 Ask trusted friends and industry colleagues for recommendations. Contact a professional association affiliated with the industry in which you need to find a vendor. Resource Ideas:  Great Pumpkin Commonwealth  CPRS  North American Fire Arts Association  Association of Concert Bands 21
    22. 22. LOGISTICAL PLAN OVERVIEW – PAGES 7-8 OF MAKE AND TAKE Operational needs -- site plan, setup, take down, maintenance, equipment, etc.  Site Plan (Include a scale drawing of your grounds layout and relevant narrative.)  Paid Staff (List all paid staff positions with a brief description of their responsibilities and interaction with volunteers.)  Volunteer Needs (Create an inventory of volunteer staffing needs and list of required volunteer skills. Describe the organization’s plan for volunteer recruitment and retention.)  Event Setup and Take Down (Outline timeline, required staff, volunteers, service providers and equipment needed to set-up and tear-down the event.) 22
    23. 23. LOGISTICAL PLAN – SITE PLAN Scale drawing of your grounds layout 23
    24. 24. LOGISTICAL PLAN - PAID STAFF SECTION #5, PAGE 4 OF MAKE AND TAKE List of all paid staff positions with description of responsibilities and interaction with volunteers. 24
    25. 25. LOGISTICAL PLAN - VOLUNTEER NEEDS Inventory of volunteer staffing needs and list of required volunteer skills.  Example Volunteer Website 25
    26. 26. LOGISTICAL PLAN – EVENT SETUP AND TEAR DOWN MAKE AND TAKE SECTION #6 PAGE 4 Timeline, required staff, volunteers, service providers and equipment needed to set-up and tear-down the event. 26
    27. 27. LETS MOVE TO COMMUNITY RELATIONS SECTION OF THE BUSINESS PLAN Make and Take page 5, Section 7, 8, 9  Community Relations Section of the Business Plan on Make and Take Pages 8-10  27
    28. 28. Chat Box Discussion What are 3 things you want to be sure happens to attendees at your events? 28
    29. 29. COMMUNITY RELATIONS SECTION What are 3 things you want to be sure happens to attendees at your events? 29
    30. 30. COMMUNITY RELATIONS SECTION – PUBLIC OFFICIALS What are 3 things you want to be sure happens to public officials at your events? 30
    31. 31. COMMUNITY RELATIONS PLAN OVERVIEW This section should include a strategy for keeping all key stakeholders informed and in support of the event.    If you anticipate a role for the City Manager/Board of Directors/Commissioners, be prepared to discuss what their role would be and the implications of including or not including them. Community Involvement/Communication Plan-Outline specific strategies to invite community participation in your event. Think in terms of year-round involvement to keep interest high. Mitigation of Undesirable Effects --Describe efforts the event will make to reduce the adverse effects of traffic congestion, street closures, restriction of public venues, limited access to businesses, noise and feelings of local displacement. 31
    32. 32. INVOLVING OTHERS Speakers/Performers Speakers and their message represent the content of your event and thus should be tied closely to its success. Craft talking points for the Mayor, City Manager, Board President, Sponsors.  Example: How about including a Celebrity, athlete or outside presenter who can tie past success’ with your agency’s mission and vision? Seek out a community member who can help you with this in advance, someone who might know the celebrity or athlete and can secure their participation, even help write their presentation. 32
    33. 33. COMMUNITY RELATIONS PLAN Community Involvement/Communication Plan This Section can:  Outline specific strategies to invite community participation in your event.  Include year-round involvement to keep interest high. 33
    34. 34. COMMUNITY RELATIONS STRATEGIES Strategy #1: Write the script and send it to the Mayor and any other public officials that may fill in for the Mayor. Strategy #2: Send Outlook event invitations to all decision-makers & stakeholders. Strategy #3: Train staff to be on the “look out” for dignitaries at all events to be sure they are placed at reserved seating. Strategy #4: Event Emcee’s (no matter how small the event) always announce a special thank you to the agency for supporting the program and ask the person to wave. 34
    35. 35. WHAT IS THE ROLE FOR PUBLIC OFFICIALS MAKE AND TAKE SECTION 7, PAGE 5 Stakeholders are invited to every event regardless of the size, date or location. Introduce stakeholders (on stage) as agency ambassadors. Ambassador talking points are crafted for them using phrasing from the Parks Make Life Better branding messages. For example:  Ambassador Talking Point #1: You and friends, neighbors or family are here together for an experience that allows you to share good times. We are glad you have joined us.  Ambassador Talking Point #2: I am so pleased you are here. Attending cultural events provides firsthand the diverse offerings of culture and artistic expression found in our community. 35
    36. 36. COMMUNITY RELATIONS PLAN -DEPARTMENT MASCOTS Are using mascots really that effective? (Andre Pichly told us Mascot “Mooie’s” Facebook page was a great social media strategy for West Sacramento community involvement) City of Oceanside’s mascot example: 36
    37. 37. SPECIFIC STRATEGIES TO INVITE COMMUNITY PARTICIPATION IN THE EVENT. MAKE AND TAKE SECTION 8, PAGE 5  Offer a Parks & Recreation Info Night inviting 30 prominent community members using personal contact (letter and phone calls.) Present the department highlights, services being done by the park & recreation department, use video and different staff members for variety.  Offer a free luncheon to 100 invited companies that pay the highest sales tax in the City, show a short video, and then ask for their support as either volunteers, cash contributions or “in-kind” donations. 37
    38. 38. SPECIFIC STRATEGIES TO INVITE COMMUNITY PARTICIPATION IN THE EVENT MAKE AND TAKE SECTION 8, PAGE 5  After checking into the benefits and legal requirements of a 501 c 3 (including attorney/risk management approval) create a Friends Group.  Friends Group creates a board position that coordinates a “Friend Raiser” and seeks corporate sponsorships.  Friends Group does the ask! People give to people was learned in our webinar on Foundations (thanks Rosemary Cameron). Friends Group receives cash donations, in-kind donations and volunteer hours to help with Friend’s specific events and with the Recreation Department events. 38
    39. 39. Small Group Discussion 1 minute to discuss and share Make and Take Section #9 (page 5) Events involve people, weather and technology; three things that have a mind of their own.  When things do not go as planned, how can you fix them? 39
    40. 40. COMMUNITY RELATIONS PLAN - MITIGATION OF UNDESIRABLE EFFECTS Efforts the event will make to reduce the adverse effects of traffic congestion, street closures, restriction of public venues, limited access to businesses, noise and feelings of local displacement. Oceanside’s practice: Special Event Manager meets with Police Department, Public Works, Transportation and the Downtown Business Association monthly to pro-actively troubleshoot any community impact. 40
    41. 41. UNDESIRABLE EFFECTS OF THE EVENT-SOME IDEAS  Strategy #1 Include an activity (like a scavenger hunt or poker run) that will steer people into the business to discover a hidden treasure.  Strategy #2 Because Friends Group are in competition with other Friends Groups (RE Friends of the Library who make thousands of dollars on used paper backs), include them in your event, perhaps by allowing them to sell “opportunity tickets.” 41
    42. 42. GOOD LUCK WITH YOUR NEXT EVENT! Competencies in the chat box the most valuable thing  Please type Discussed Today:  Community Building/Relationship Building learned today.  Work-Life Balance  Management Strategies to make the most of what our What ideas do you have presenters shared  Problem-Solving today? 42
    43. 43. EVENT PLANNING RESOURCES     Production & Entertainment: ent/a/15-Creative-Elements-Of-Event-Planning.htm Quick tips: qt/planner_tips.htm Interactivity: /Interactive-Conference-Ideas-To-Engage-YourAudience.htm Content: a/Conference-Content-That-Attracts-MoreAttendees.htm 43
    44. 44. CONTACT INFORMATION  Zach Jones, Recreation Manager, Cosumnes Community Services District,  Eileen Turk, Recreation Director, City of Oceanside,  Leslie Fritz, Director of Education, California Park & Recreation Society, 44
    45. 45. NEXT MONTH…    2014 Webinar Series Begins with a Bang! Jane Adams, Executive Director, CPRS What is your WHY?    Have you registered? You won’t want to miss this very special webinar OR the other workshops in the 2014 line-up.      Connecting to your purpose Agency and Personal Effectiveness Leadership Managing Millenials Sponsorship Elevating Staff Morale and much, much more! If you haven’t registered yet, and DO want to reserve your spot, type – YES, I WANT TO REGISTER FOR 2014 in your chat box and we’ll help you reserve your seat. WE WILL SELL OUT! 45
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