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Affordable Special Events Data Tracking and Analysis
 

Affordable Special Events Data Tracking and Analysis

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Special events can be complex and in the process of planning a perfect event, details can be missed. Using data to track the ways in which people participated in the event can help you determine what ...

Special events can be complex and in the process of planning a perfect event, details can be missed. Using data to track the ways in which people participated in the event can help you determine what worked, what didn't work and what people are responding to about your event.

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    Affordable Special Events Data Tracking and Analysis Affordable Special Events Data Tracking and Analysis Presentation Transcript

    • Affordable Special Events Data Tracking and Analysis Cheri Weissman October 22, 2013 Use Twitter Hashtag #4Glearn Part Of: Sponsored by:
    • Protecting and Preserving the Institutional Memories of Nonprofits Since 1993 Part Of: www.cjwconsulting.com (866) 598-0430 info@cjwconsulting.com Sponsored by:
    • Coming Soon Part Of: Sponsored by:
    • Today’s Speaker & Host Cheri Weissman Assisting with chat questions: Jamie Maloney, Nonprofit Webinars Part Of: President CJW Consulting & Services, Inc. Sponsored by:
    • Presented by Cheri Weissman CJW Consulting & Services, Inc. 8331 Central Ave. Morton Grove, IL 60053 800/977-6377 cheri@cjwconsulting.com
    •  In what ways did the constituent participate in the event?  Buy ticket(s) to attend  How many?  Buy table(s)  How many?  Sponsorship  Levels?   Underwriting Buy a raffle ticket  How many?  Package purchase  (i.e., buy individual ticket for $25, get 5 for $100)  Auction Contribution  Donor sends an in-kind gift to be included in the auction  Auction Purchase  Donor pays to acquire auction item
    •  Number of attendees  When you are registering attendees, are you tracking the exact number of people you are expecting?  You need to know that registering one record in your database will only count for one event registration  You will need a field for total number of attendees OR register each attendee individually  Meal Choices  If you are offering meal choices, it is advisable to record who wants what to eat  Keep in mind that you can use this information to offer the right meal choice for next year’s event
    •  Seating Preferences    People who want to sit with friends/family People who need/want to sit close to where the action is Notable Attendees      Speakers Media Volunteers/Coordinators Table Hosts Dignitaries
    •  Payment Information    People who pledge or pay after the event Knowing who is coming as a guest of the organization (Complimentary attendance) Sending out payment reminders  Include anything they need to pay for  Expenses  It’s likely that your accounting office is tracking this but if you want to determine the NET proceeds of the event, record expenses
    •  In what ways did the constituent participate in the event?  Individual golfer(s) to attend  How many?  Foursome(s)  How many?  Sponsorship  Levels?   Underwriting Ancillary Participation      Mulligans Closest to Pin Lunch Dinner Auction Contribution  Donor sends an in-kind gift to be included in the auction  Auction Purchase  Donor pays to acquire auction item
    •  Number of attendees  When you are registering golfers, are you tracking the exact number of people you are expecting?  You will need a field for total number of attendees OR register each attendee individually  Meal Choices  If you are offering meal choices, it is advisable to record who wants what to eat  Keep in mind that you can use this information to offer the right meal choice for next year’s event
    •  Seating Preferences   People who want to golf together Notable Attendees     Speakers Media Volunteers/Coordinators Dignitaries
    •   If your database allows you the right level of detail, you’re golden If not, create manual/external tracking mechanisms that get you where you need to be  Excel (see examples)
    •  Contact me!    Cheri Weissman 800/977-6377 cheri@cjwconsulting.com