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Event Management

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Tracy Powell, Director of Events and Programs at the Fargo Moorhead West Fargo Chamber of Commerce shares her insights into event management. Learn the basic steps that go into planning and running a successful event including budgeting, sponsorships, staging, and marketing.

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Event Management

  1. 1. EVENT MANAGEMENT DarrenDunlop BusinessDevelopmentManager @FMWFDarren ddunlop@fmwfchamber.com JimParsons VPofFinance/Operations @FMWFJim jparsons@fmwfchamber.com TracyPowell DirectorofEvents&Programs @FMWFTracyP tpowell@fmwfchamber.com
  2. 2. EVENT MANAGEMENT Budget Sponsorship Logistics Marketing
  3. 3. BUDGET
  4. 4. BUDGET Budgeting Process  Start the process early - 6 months prior to the fiscal year start  Start with wish list  Compile event DetailCosts, EstimateStaffTime andAny Desired Profit  Do NotOverlook LesserCost Items (such asCenterpieceAllowance)  Discuss registration and sponsor pricing  Work together to determine number of sponsors needed at each level (Based on History)  Develop sponsor target list –White Board (Darren’sIdea)  Modify the wish list if necessary  Adopt budget
  5. 5. BUDGET Monitoring and AdjustmentProcess  At the point marketing the event registration and sponsorship monitoring begins.  Create analysis worksheet.  Prior to the event there is a guarantee that one of three things will happen:  Craig will say “I have an idea” orTracy will have an idea to enhance the experience.  Registration #’s are not coming in as budgeted.  Registrations and or Sponsorships are exploding.
  6. 6. BUDGET Monitoring and AdjustmentProcess  At the point marketing the event registration and sponsorship monitoring begins.  Create analysis worksheet.  Prior to the event there is a guarantee that one of three things will happen:  Craig will say “I have an idea” orTracy will have an idea to enhance the experience.  Registration #’s are not coming in as budgeted.  Registrations and or Sponsorships are exploding.
  7. 7. SPONSORSHIP
  8. 8. Sponsorship Proposals
  9. 9. Sponsorship Guide
  10. 10. EVENT LOGISTICS
  11. 11. 3,910,000,000 results
  12. 12. 14 Signature Events/Year One Each Month Annual Meeting Business After Hours (every othermonth) Voices ofVision annual speakersseries State of the Cities Economic OutlookForum ChamberChoiceAwards Corporate Cup (planned byYPN) ChamberChallengeGolfOuting MilitaryAppreciation Night @ theRedHawks State ofTechnology 36 Program Events/Year Three Each Month Eggs & Issues BusinessTraining WomenConnect
  13. 13. EVENT LOGISTICS
  14. 14. 6 to 12 Months Prior - January, February, March, April Complete Staff Assignment Date Prepare budget and business plan Jim and Tracy Schedule 'whiteboard meetings' and finalize sponsorshipstrategy Craig, Darren, Jim, Tracy Secure Presenting Sponsor Craig and Darren Reserve venue Tracy Book event production company Tracy Book photographer Tracy Select LegacyLeader Legacy Leader TaskForce 6 to 4 Months Prior - May Complete Staff Assignment Date Internal meeting to begin discussion of event format -Year in Review Video/Legacy Leader Video/Other videos? Craig, Jim, Tracy, Amanda, Tyler, Darin Meet with Communications Team to discuss and determine branding Tracy, Amanda, Tyler, Darin Meet with event production Company to discuss event format, staging possibilities Craig, Jim, Tracy Continue to secure sponsorships to meet budgetgoal Craig, Darren Meet with Communications Team to build marketing timeline Amanda, Tyler, Darin, Tracy 3 Months Prior - June Complete Staff Assignment Date Set up event inChamberMaster Julie Get event onwebsite Amanda, Tyler Obtain quotes for event program and tickets Amanda, Jules Fulfilling sponsor benefits Amanda Continue to secure sponsorships to meet budgetgoal Craig, Darren Send email to BOD and Committee Chairs to attend event - RSVP Tracy Gather Chamber committee accomplishments from staff liaisons for The Bridge and event script Amanda Begin coordinating Legacy Leadervideo Amanda Begin coordinating Year in Reviewvideo Communication Team
  15. 15. New New Meeting Items• lew Tod ay Next 7 Days Go To r. Day MonJth S chedule • View Work Week Week Arrange r. Open Calendar Calendar • Groups • Manage Calendars E-mail Share Publish Calendar Calendar Calendar Online • Permissions Share Find !search Calendar (Ctrl+E)► May 2018 Sunday Mond ay Tuesday Wednesday Thursd ay Friday Saturd ay ,r 29 30 ---,May 1 FRANKHOMEPAGE BANNER FRANKSOCIALMEDIA 10: 00am Ri bbon Cuttin 2 3 4 5 PROMOVIDEOFORFRANKIN 10:00am 11:00am Even t Team M, "' 7 9:00 am STAFF 10:00am 11:00am Event Team M, 3:00pm 3:30pm ChamberCho i, 14 9:00am STAFF 10:00am 11:00am Event Team M, 21 9:00am STAFF 10:00am 11:00am Event Team M, 28 OFFICECLOSED 9:00am STAFF 7 30am 9 OOam Eggs &Issues, 8 11 30am 1 OOpm Business Tram 2:00pm 4:00pm 2:30pm Board Retrea.t 5:00pm Ribbon Cuttin 15 CCAAwardsCompleted Charly Bday FOLLOW UP WITHMAXWELLS 10:00am10: 30amBoard Retreat 3:30pm 4:30pm Ab agn ale fo ll < 29 10:45am 11:45am Infinit e 11:00am 12:00pm Annual Reviev Set up for roundtable with Hoe 8:30am 9:30am Annual Reviev 10:00am 11:00am Annual CEO fv 10:00am 10:15am Ho liday Inn -1 9 P 6:30 MPsingers l10:00am 11:00am Ribbon Cutt in 11:30am 12:00pm ChamberCho i, 2:30pm 3:30pm Ground Break 16 ICh amb e Bo ar d Soci l 5:30 to 7 3:45pm 4:00pm 4:15pm 4:00pm 5:00pm 5:00pm Ribbon Ribbon Ribbon Cutt in Cutt in Cutt in 11:00amREVISEDDATE10:00 am 2:00pm 3:00pm 3:00pm 4:00pm Ribbon Cutt in Hoe ven FarmI 10 I LEADERSHIP make coffee for militaryappreci SENDLISTTOMICROSOFT 10:00am 11:00am Ribbon Cutt in Chamber Boar 17 7:3Qam 8:00am 3:30pm 3:00 pm 8:30am 4:30pm Chamber Boar Ribbon Cuttin 22 23 11:00am 12:00pm Annua l Reviev 1: 30pm 2:30pm Annual Reviev 8:30am 9:30am 11:30am 1:OOpm REVISEDDATE Business Train 24 10:00am 11:00am RedHa wks, Fa 3 OOpm 7 OOpm Corporate CuI 9:0Q.am 10:0Q.amSponsorsh ip r 10:00am 11:00am " 'TIME CHAN, 10:30am 11:30am Annua l CEOrv 12:30pm 1:30pm Tommie 11 12 9:0Q.am 10:0Q.amSponsorsh ip r 12:00pm 1:30pm ChamberChoi, 12 OOpm130pm ChamberCho 1• 18 19 9:0Q.am 10:0Q.amSponsorsh ip r 11:OOam12: 00pmRedhawks me 11:OOam12: 00pmRi bbonCutti n 25 26 9:00 am 10:00amChamberChoi• 9:0Q.am 10:0Q.amSponsorsh ip r 10:00am 11:00am Ground Break 3: 00pm 4:00pm Ribbon Cuttin 11:30am 12:30pm Annua l Revi ev 10:00am 11:00am Annua l Reviev 10:30am 11:30am Annua l Reviev 3 30pm 5 OOpm Women Conn 1:00pm 2:00pm REVISED DATE 10:00am 11:00am Annua l Reviev 30 9:00am 10:00am Annua l Reviev 10:30am 11:30am Annua l Reviev 2:00pm 3:00pm Annua l Revi ev 3:00pm 4:00pm Annua l Revi ev 31 8:30am 1:00pm 2:30pm 3:00pm 9:30am 2:00pm 3:30pm 4:00pm Annua l Revi ev .. DATECHAN< Jun1 2 MANSPONSORSTOKATIE MFl
  16. 16. EVENT LOGISTICS
  17. 17. Memorable Events Details can distinguish outstanding events from merely average ones.
  18. 18. Memorable Events Pipe and Drape
  19. 19. Memorable Events Staging
  20. 20. Memorable Events Staging
  21. 21. Memorable Events Staging
  22. 22. Memorable Events Staging
  23. 23. Memorable Events Staging
  24. 24. Memorable Events Staging
  25. 25. Memorable Events Staging
  26. 26. Memorable Events Decor
  27. 27. Memorable Events Decor
  28. 28. Memorable Events Decor
  29. 29. Memorable Events
  30. 30. Memorable Events
  31. 31. Memorable Events
  32. 32. Memorable Events Audience Engagement
  33. 33. Memorable Events Audience Engagement
  34. 34. Memorable Events Speaker Selection  Develop a relationship with a great speakers bureau.  Talk to your members – they may have hidden gems of talent within their organizations.  Ask sponsors for suggestions.  Asking members if they’ve been to conferences and have heard a great speaker.  Talk to otherChambers.
  35. 35. THE C H A M B E R WOMEN CONNECT Prese nter Checklist Th ank you fot speakingat out Wlomen Co nn ect session! Please comp lete the following checklist and send back to the event coo tdin atot at the follo'ein.gem ailadcL:ess: btehd ed@fmwfchun ber.com T o ensui:e th at th e equipment you t equi.te fot youi: ptesen tation is available pto pedy ptepated and positio ned w he::e youneedit whenyou needit please teviiro• this document and indicate any equipment o t s1,-,p.pod:thatyou t equi.te. Ah o please ptovide any speci:il needs o t t st s on the bo ttom of this foan . P r·ese.nter N ame Pr·ese.nter O ffice Phone N umber T itle of P r·ese.ntation P r·ese.nter Cell Phone N um ber Date of Pr·ese.ntation Pr·ese.nter Em ail Pr·ese.ntation Le ng th Location of Pr·ese.ntation AV T echni cian Room !AUDIO PREFERENCES l'licr·ophone (Check all that app ly an d in di cate how m any if mor·e th an one is nee ded) □ Podium D li..celessLan.lie.te DVi<elm Hui dHeld D Oht et (Plu seSpe::ify) ' - - - - - - - - - - - - - - - - - - - - - - - - ' O t u S i r e oundfrom Compute.t DSound fr om DVD P ia.yet D Soundftom CDPiayet D So undftomVi d eoT, pe;:(:P_:_l::u=seS:,.p::e:::if:y)::---=== = = = = = = = = = = = = = = = = D Othet (PleaseSpecify) Do you stayon the stage o t to:un into th e a ence? !VISUAL PREFERENCES Video So ur ces ,1 2 I Words: 387 I ($, I OTHER D Vill you btittgyout O,";n comp ute.t? If yes, what bo .nd/ model D Vill you need us to ptot'ide acompute.t? If yes, what bo .nd/mod LJ Table on Stage If yes, what sizeand hot'.;many '------------------- □ Podi um D Dty Et:a$eBoatd D If you han ha.ndouu, w-illThe Cha.mbe.t offi ce need to make copi.es? D .,,ce you ailotv'-ingtiine fot Q &A at the ai d of yout pte$al.tation? D .,,ce you ailotv'-ingtiine fot Q &A at the ai d of yout pte$al.tation? r7 Any othe.taccommodations needed?'- - - - - - - - - - - - - - - - - - - - - - - -' D HO".;wo uld you like to be i.nttod:uced..._ , Import t t o N o t : T h e f llwoing items ar·e due to The Chamber thr·ee business days befor·eyour pr·ese.ntation. D Electt onic Copy ofyout Handout D PO".e;.tPoint Pte$al.tation Ani-al rime on day of presentation to set up and do a run-throug his 2.:30 p,m, Thankyou fot youtcoopa:ationi.n 6.llingout dUsPte$al.tet Checklist form. le ategi:ate:fulyou accepted out i.nl"itation to b aspe:ake.tfo t out Vom ai. Connect $et!.es.Asyo ut contactpetson,I lookfot watd toworlcin, g .-,ithyou to ai.sut e a successfu pte$al.tation. You ate welcome to contact m,e .-,ith anyquestions ot concet.ns.
  36. 36. Marketing Timeline
  37. 37. Marketing
  38. 38. Marketing
  39. 39. Don’t forget to have fun!
  40. 40. EVENT MANAGEMENT DarrenDunlop BusinessDevelopmentManager @FMWFDarren ddunlop@fmwfchamber.com JimParsons VPofFinance/Operations @FMWFJim jparsons@fmwfchamber.com TracyPowell DirectorofEvents&Programs @FMWFTracyP tpowell@fmwfchamber.com

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