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WILL I REACH RWANDA?
By Eppie Shepherd
INITIAL IDEAS…
 To plan an event in order to raise money for my trip
  to Rwanda
 Improve upon previous events I had organised as
  an individual or as part of a team:-
       Friend’s surprise leaving disco 2003
       Dad’s Wedding September 2007
       Adult Prom April 2008
       School Prom June 2008
       Over 17s Club Night July 2008
PREVIOUS EVENTS…
WAYS THE ADULT PROM COULD HAVE BEEN
IMPROVED…


                            Preferably a
                           Saturday night




        Research target                        Cheaper tickets
           audience                              – no food



                            Ways to
                            improve
                             event

          More local                            More casual
           venue                                  theme




                                 Plan
                          earlier, advertise
                                more
IDEAS FOR EVENT TO RAISE MONEY FOR
RWANDA…

                                                                                                                                          First brainstormed
                                                                                                                                           ideas (March 2009)
                                                     Give it a good catchy name
                                                                                                                                           before deciding on a
            Local venue – Camberley
                      area
                                                                                               Theme – school/80s disco
                                                                                                                                           70s-90s adults only
                                                                                                                                           disco
                                                        Event
                                                                                                                                          Decided to plan for
                                                       to raise
                                                        money
                                                                                                                                           early September 2009
Sell merchandise at the event                                                                             Live band, DJ, good lighting




                                   Advertising –
                                                                           Cheaper ticket price - £7-12
                            Facebook, website, letters etc
RESEARCHING SUITABLE
VENUES, DJS, MERCHANDISING AND
ENTERTAINMENT…
   Researched using personal recommendations and search
    engines
   Emailed 44 venues, 8 DJs and 15 live bands
   Found that boats are out of my budget for this particular event
   Decided to visit Pine Ridge Golf Centre after receiving a
    suitable quote of £200 for a Friday evening and have confirmed
    to book their Baronial Hall
   After receiving quotes from live bands, I have decided not to
    hire one due to budget and risks
   Also received quotes from a few DJs including Amps’n’Decks
    who is being used for my Mum’s 40th birthday in May 2009.
    Have decided to hire him for my event also
   Dismissed the idea of merchandise as risk of not breaking even
WEBSITE…
 Named the event Dance4Rwanda
 Used www.webs.com to create website for event
WORKING OUT TICKET COSTS…
   Outgoing costs:
                                                                DJ - £200
                                                               Hall - £200
                            Décor (& other additional costs) approx. - £30
                                                     Total = approx. £430

- If 80 people attend would need tickets to be at least £5.50 to break
    even (430/80)…
- If £7 a ticket and sell 80 = £130 profit (7x80). 60 tickets to break even
    (430/7)
- If £8 a ticket and sell 80 = £210 profit (8x80). 54 tickets to break even
    (430/8)


   Decided to sell at £8 a ticket
ADVERTISEMENT AND PROMOTION…
   Created leaflets, tickets
    and posters
   Event page on Facebook
   Put posters in local
    newsagents, businesses
    and school newsletter
   Sent letter to school
    parents
   Sent leaflets to all of
    family, family friends, my
    own friend’s parents &
    work colleagues
   Numbered ticket list
RAFFLE AND AUCTION…
   Emailing and writing to hundreds of companies
   In total received donations for 13 companies
   Have 3 vouchers left over from Adult Prom
   Will contribute my own and family members’ auctions
   Received a grant of £250 through emailing about my
    raffle/auction
RAFFLE AND AUCTION PRIZES…

            •   3 x Birdworld vouchers – 2 children's free entry (separate prizes)
            •   2 tickets to see Hot Mikado at Guildford’s Yvonne Theatre
            •   £30 worth of Wagamama vouchers
  Raffle    •   A women’s polo shirt from Joules Clothing worth £25
            •   2 swim vouchers at the Arena
  prizes    •   £20 worth of Game vouchers
            •   Bottle of Champagne worth £30
            •   £40 meal at Estillo
            •   Personal yoga session at own home OR 4 yoga classes



            •   Three medik8 products (separate auctions)
            •   4 tickets to see Alan Ayckbourn’s Absurd Person Singular on opening night
            •   Voucher for one bag (TotesbyTomCat)
            •   Manhattan Beauty box worth £59.95
            •   Family portrait shoot worth £200 courtesy of Cherry Red Studios
 Auctions   •   3 suit hire vouchers courtesy of Hugh Harris (separate auctions)
            •   Months free membership to Foundation Fitness Club
            •   Pair of tickets to see the Nutcracker at the London Coliseum
            •   Personalised painting/drawing b Eppie Shepherd
            •   Piano tuning worth £35 by Alan Score
LAST MINUTE TASKS…
 Paying for venue
 Sending play list to DJ

 Newspaper reports

 Selling tickets

 Decorations and extras
DANCE4RWANDA PROFITS…
   From Event =

                       Approx 100 guests = £700 from tickets
                                               Auction = £470
                      Raffle and Donation pots approx. = £160
                                         -£430 outgoing costs
                                                 Total = £900



   Donations from others who couldn’t come = approx. £40
   Grant from The Really Useful Group = £250
   Approximate total raised from organising event = £1190
CONCLUSION OF FEEDBACK…
                            Suggested improvements
Highlights and strengths:
                            and weaknesses:

 Dancing with friends to    Additional
  class 70s-90s music         entertainment
 Ticket price               Increase ticket price

 Organisation               Promotion suggestions

 Attention to detail        Live auction

 Website                    DJ’s sound system

 Promotion                  Bar staff

 Silent auction             Providing food
“Very enjoyable evening, worth a night out!”




     “Very thorough and professional.”
Dance4Rwanda
RWANDA
The reason behind Dance4Rwanda
Dance4Rwanda
Dance4Rwanda
Dance4Rwanda
THANK YOU

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Dance4Rwanda

  • 1. WILL I REACH RWANDA? By Eppie Shepherd
  • 2. INITIAL IDEAS…  To plan an event in order to raise money for my trip to Rwanda  Improve upon previous events I had organised as an individual or as part of a team:-  Friend’s surprise leaving disco 2003  Dad’s Wedding September 2007  Adult Prom April 2008  School Prom June 2008  Over 17s Club Night July 2008
  • 4. WAYS THE ADULT PROM COULD HAVE BEEN IMPROVED… Preferably a Saturday night Research target Cheaper tickets audience – no food Ways to improve event More local More casual venue theme Plan earlier, advertise more
  • 5. IDEAS FOR EVENT TO RAISE MONEY FOR RWANDA…  First brainstormed ideas (March 2009) Give it a good catchy name before deciding on a Local venue – Camberley area Theme – school/80s disco 70s-90s adults only disco Event  Decided to plan for to raise money early September 2009 Sell merchandise at the event Live band, DJ, good lighting Advertising – Cheaper ticket price - £7-12 Facebook, website, letters etc
  • 6. RESEARCHING SUITABLE VENUES, DJS, MERCHANDISING AND ENTERTAINMENT…  Researched using personal recommendations and search engines  Emailed 44 venues, 8 DJs and 15 live bands  Found that boats are out of my budget for this particular event  Decided to visit Pine Ridge Golf Centre after receiving a suitable quote of £200 for a Friday evening and have confirmed to book their Baronial Hall  After receiving quotes from live bands, I have decided not to hire one due to budget and risks  Also received quotes from a few DJs including Amps’n’Decks who is being used for my Mum’s 40th birthday in May 2009. Have decided to hire him for my event also  Dismissed the idea of merchandise as risk of not breaking even
  • 7. WEBSITE…  Named the event Dance4Rwanda  Used www.webs.com to create website for event
  • 8. WORKING OUT TICKET COSTS…  Outgoing costs: DJ - £200 Hall - £200 Décor (& other additional costs) approx. - £30 Total = approx. £430 - If 80 people attend would need tickets to be at least £5.50 to break even (430/80)… - If £7 a ticket and sell 80 = £130 profit (7x80). 60 tickets to break even (430/7) - If £8 a ticket and sell 80 = £210 profit (8x80). 54 tickets to break even (430/8)  Decided to sell at £8 a ticket
  • 9. ADVERTISEMENT AND PROMOTION…  Created leaflets, tickets and posters  Event page on Facebook  Put posters in local newsagents, businesses and school newsletter  Sent letter to school parents  Sent leaflets to all of family, family friends, my own friend’s parents & work colleagues  Numbered ticket list
  • 10. RAFFLE AND AUCTION…  Emailing and writing to hundreds of companies  In total received donations for 13 companies  Have 3 vouchers left over from Adult Prom  Will contribute my own and family members’ auctions  Received a grant of £250 through emailing about my raffle/auction
  • 11. RAFFLE AND AUCTION PRIZES… • 3 x Birdworld vouchers – 2 children's free entry (separate prizes) • 2 tickets to see Hot Mikado at Guildford’s Yvonne Theatre • £30 worth of Wagamama vouchers Raffle • A women’s polo shirt from Joules Clothing worth £25 • 2 swim vouchers at the Arena prizes • £20 worth of Game vouchers • Bottle of Champagne worth £30 • £40 meal at Estillo • Personal yoga session at own home OR 4 yoga classes • Three medik8 products (separate auctions) • 4 tickets to see Alan Ayckbourn’s Absurd Person Singular on opening night • Voucher for one bag (TotesbyTomCat) • Manhattan Beauty box worth £59.95 • Family portrait shoot worth £200 courtesy of Cherry Red Studios Auctions • 3 suit hire vouchers courtesy of Hugh Harris (separate auctions) • Months free membership to Foundation Fitness Club • Pair of tickets to see the Nutcracker at the London Coliseum • Personalised painting/drawing b Eppie Shepherd • Piano tuning worth £35 by Alan Score
  • 12. LAST MINUTE TASKS…  Paying for venue  Sending play list to DJ  Newspaper reports  Selling tickets  Decorations and extras
  • 13. DANCE4RWANDA PROFITS…  From Event = Approx 100 guests = £700 from tickets Auction = £470 Raffle and Donation pots approx. = £160 -£430 outgoing costs Total = £900  Donations from others who couldn’t come = approx. £40  Grant from The Really Useful Group = £250  Approximate total raised from organising event = £1190
  • 14. CONCLUSION OF FEEDBACK… Suggested improvements Highlights and strengths: and weaknesses:  Dancing with friends to  Additional class 70s-90s music entertainment  Ticket price  Increase ticket price  Organisation  Promotion suggestions  Attention to detail  Live auction  Website  DJ’s sound system  Promotion  Bar staff  Silent auction  Providing food
  • 15. “Very enjoyable evening, worth a night out!” “Very thorough and professional.”
  • 17. RWANDA The reason behind Dance4Rwanda