FINAL PRESENTATION OF GROUP PROJECT Spring 2019, SEE600 021

1. TEDxJWU:
Planning for your Future
April 28, 2019
Angie Brady, Alexandria Scanlan, Britney Davis
Johnson & Wales University

2. EVENT INTRODUCTION
TEDxJWU
For this group project, we have decided to organize a TEDx talk on the campus of Johnson & Wales
University (JWU) in Providence, RI. College campus is all over the country host TEDx talks.
The very idea behind TED talks is “TED is devoted to spreading ideas, usually in the form of short,
powerful talks (18 minutes or less)” (TED.com, 2019).
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3. EVENT THEME
TEDxJWU
The theme of the TEDxJWU talk will be ‘Planning for Your Future.’ The idea is this series of speakers will
assist JWU students in thinking about, and preparing for their future.
Ideally, speakers would cover topics to include:
•Being fiscally responsible
•Cultivating your leadership style (perhaps learning what your personality type is)
•Growing your emotional intelligence
•What is work/life balance, a basic talk in adulting
•Handling social media as a responsible adult
•What is time management
•Being the change, you want to see in the world
Within the mix of the speakers, we also would like to involve one to two of JWU’s clubs to provide
performance-based presentations. Also, we would show the Simon Sinek “How Great Leaders Inspire
Action” TEDxPuget Sound from 2009.
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4. EVENT MISSION & PHILOSOPHY
TEDxJWU
The mission statement for this event will be in sync with the mission of the TED organization, which
states: “TED is a global community, welcoming people from every discipline and culture who seek a
deeper understanding of the world. We believe passionately in the power of ideas to change attitudes,
lives and, ultimately, the world” (TED.com, 2019).
TEDxJWU will encourage and educate our students to be socially responsible, active adults after
graduating from university. It also enables the ideas of leading students and young alumni to the
resources to continue educating themselves in all facets of life.
Our event philosophy will be to educate, prepare, cultivate, and inform the students attending the talk.
Bringing home the common theme that the ‘real world’ is much different from university life and giving
attendees the tools to be successful in your future.
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5. EVENT FIVE W’s
TEDxJWU
(4) The 'where' proved to be the trickiest part of this event, but
we feel that the Pepsi Forum Auditorium, located in Wales Hall
on campus, would be our ideal location. This would be an all-day
event starting at 9 am and concluding at 4 pm. Ticket pricing
would be around $25 and ideally would like to work with several
campus clubs and maybe do some give back, such as bringing
in four can-good items for a local food pantry. According to the
guidelines and rules of TED, this talk would be available for up to
100 attendees.
(1) Our 'who' will be the
students of JWU but would
also like to be inclusive to other
colleges nearby and young
alumni in the local community.
(2) We have stated our 'what,'
which is TEDxJWU: Planning
for Your Future.
(3) Our 'when' would be during
the spring semester, after spring
break. Commencement is just
around the corner and the topics
covered should be of great
interest to those getting ready to
don those caps and gowns.
(5) Why a TED talk? The
essence behind TED talks are
inclusive and cultivate ideas and
encourage you to think about
things that perhaps have not
crossed your mind.
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6. EVENT
DEMOGRAPHICS & PSYCOGRAPHICS
TEDxJWU
Those students preparing for graduation would be our focus, but honestly, all students at all
ages would be encouraged to attend. All races, genders, nationalities, young alumni still in the
area, and perhaps reaching out to other higher education institutions in the area would be our
targeted group.
This event is entirely inclusive.
The very spirit of TEDx events speaks to the psychographics of those we wish to attend.
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7. BUDGET
TEDxJWU 7
The budget is the backbone of any event.
It is what allows for an event to be put into production while calculating the return on investment
(ROI) needed to deem the event successful. There are different types of success for different event
types.
The TEDxJWU event will have a mixture of entertainment, speakers, food options, and fundraising
elements.

8. BUDGET: REVENUE
TEDxJWU 8
TedXJWU Budget
Revenues
Conference Registration
@ $25.00/attendee x 100
attendees
$2,500.00
Sponsorship – Monetary $6,000.00
Sponsorship – In-kind $2,000.00
T-shirt sales $2,700.00
Total Revenues $11,200.00 $2,000.00

9. BUDGET: EXPENSES
TEDxJWU 9
Total Expenses $10,092.33
Coffee/Tea & Beverages for
Attendees - 100 people
$317.36
Cookies/Small snacks for
attendees – 100 people
$76.48
Catering Lunch - 100 People $300.00
Banner $269.00
Posters (calls for applicants)
@ 37.00/each x 25 posters
$925.00
Posters (calls for attendees)
@ 37.00/each x 50 posters
$1,850.00
Conference Booklets x 100
attendees
$442.00
Audio Visual Assistance $2,000.00
Nametags $25.99
Speaker Gifts $175.00
Sponsor Packages $5.00
Attendee giveaway stainless
steel water bottle
$1,466.50
Advertising $200.00
Performers/Entertainment $0.00
Photography Services $540.00
Commemorative tshirt $1,500.00

10. BUDGET
TEDxJWU 10
Total Revenues $11,200.00
Total Expenses $10,092.33
1,107.67$

11. OPERATION SCHEDULE
TEDxJWU 11
We would start planning for an April event in November. Each month we would set goals to
accomplish certain tasks.
November
•Develop event goals and objectives and anticipated audience
•List potential venues
•Draft budget
•Secure speakers
•Engage with campus clubs for potential event performances
December
•Draft promotional materials
•Finalize venue selection
•Finalize ticket prices

12. OPERATION SCHEDULE
TEDxJWU 12
January
•Meet with chosen venue to confirm date, setup and breakdown of event
•Draft booklet for event
February
•Confirm speaking order; confirm topic, length of presentation, and AV requirements,
•Reserve caterer and confirm menu and delivery/set up info,
•Obtain script and outline from speakers,
•Set rehearsal schedule for entertainers and speakers
•Organize social media campaign schedule for the event (using hashtag, sponsor and organization logo,
visuals, speaker names, finalized program agenda, Registration link)
March
•Start posting and scheduling social media posts for event,
•Send conference program to printer,
•Hold several speaker practices and run-throughs

13. OPERATION SCHEDULE
TEDxJWU 13
April (Month of the Event):
•Send out press releases/media alerts to gain coverage of event
•Confirm AV & Tech set up for room
•Setting up sound checks
•Hold pre-con meeting with venue, volunteers involved in event
•Confirm with caterer
•Pick-up T-shirt order and event giveaway items
•Conduct final run-through at venue with speakers and performers

14. OPERATION SCHEDULE
TEDxJWU 14
• All committee members arrive at venue 2 hours before doors open; Event starts at 9am, Doors
open at 8am, Committee arrives at 7:00am.
• Pre-Con Binders: Have extra copies of all materials: schedule of events, agendas, cue sheets,
media releases, etc.
• Bring registration materials: guest lists, speaker lists, gifts, etc.
• Review any details and walk through the event with all staff
• Inform staff of locations of restrooms, elevators, emergency exits and accessible entrances
DAY OF THE EVENT:

15. EVENT SCHEDULE
TEDxJWU 15
8:00am – Doors Open, Great Guests, breakfast, direct to seats
9:00am – Welcome/Housekeeping/Acknowledge Sponsors
9:15am First Speaker (2 minute intro/18minute talk)
9:35am Second Speaker (2 minute intro/18minute talk)
9:55am First Performance
10:15am 15 minute break – networking/socializing
10:30am Third Speaker (2 minute intro/18minute talk)
10:50am Fourth Speaker (2 minute intro/18minute talk)
11:10am Second Performance
11:30am Break For Lunch
1:00pm Welcome Back from Lunch/ Acknowledge
Sponsors
1:05pm Video Simon Sinek (2 minute intro/18minute talk)
1:25pm Fifth Speaker (2 minute intro/18minute talk)
1:45pm Third Performance
2:00pm Sixth Speaker (2 minute intro/18minute talk)
2:20pm 15 minute break – networking/socializing
2:35pm Seventh Speaker (2 minute intro/18minute talk)
2:55pm Fourth Performance
3:15pm Seventh Speaker (2 minute intro/18minute talk)
3:35pm Wrap-up/ Survey/ Door Prizes
4:00pm Event done and all attendees out

16. RISK MANAGEMENT
TEDxJWU 16
Potential Hazard/Risk
To Whom: Event Staff
Venue Staff/Volunteers
Public/Attendees
Current risk
rating
( high,
medium, low)
Minimize risk by: Further action needed
Risk rating after
action taken
(high, medium, low)
Slips, trips, falls
All staff, volunteers and
public Medium
Keeping access areas clear at all times of water and if you
see something on the floor, pick it up/wipe it up
(1) Event organizer to walk site prior to event to ensure all
areas are clear of hazards; (2) have access to safety signs and
cones if needed. Low
Physical hazards
All staff, volunteers and
public Medium
Walk through prior to doors opening; Identifying hazards
before event
(1) Marshals and venue staff to review set-up and if possible
make changes; (2) if needed or signage/volunteers placed at
hazards for awareness Low
Injuries from heavy lifting All staff/volunteers Medium
Prior to event (in planning stages and requesting
volunteers), ensure that all volunteers/staff are able to pick
up at least 30-35 lbs. For those not able to lift, they are
placed in stations where no lifting is required. Identifying
objects which will be heavy to lift e.g. boxes of equipment.
Or label boxes "team lift"
(1) Staff to carry in pairs. (2) Only lift item if cleared by
staff; otherwise those staff are posted at sites where no lifting
is required; Low

17. RISK MANAGEMENT
TEDxJWU 17
Inclement Weather
conditions
(strong winds, power
outages, etc.)
All staff, volunteers and
public Medium
Ensuring adequate supply of water to prevent dehydration.
Also have back up generator onsite (check with venue to see
what they have available).
(1) All portable electrical equipment/tools, leads and power
boards
tested and tagged as required. (2) An extreme weather
contingency has been planned Low
Equipment & electrical
failure
All staff, volunteers and
public Medium
Ensuring all electrical equipment is in good state of repair;
Are back-ups needed?
(1) Work with venue and/or AV company to ensure all
equipment is fully operational for event; (2) Visually inspect
equipment on site;(3) Have spare batteries on site; Low
First Aid arrangements
All staff, volunteers and
public Medium
Ensuring the first aid post is clearly visible at the event,
and that some of the staff is CPR & First Aid Certified
(vetted during initial stages of event planning). (1) Trained first aid officers/staff/volunteers on site. Low
Attendees Public Medium
Assessing the site suitability for physically disabled
ensuring that ADA guidelines are in place.
(1) Advise staff, volunteers and attendees of areas with
ramps. Low

18. RISK MANAGEMENT
TEDxJWU 18
Fire Safety
All staff, volunteers and
public High
Identify fire risks and have fire escape route posted near
each exit and elevator; Have site map available for those
working the event and aware of what the procedures are in
case of fire. Use fencing to keep emergency access routes
clear.
(1) Review site-map and ensure all staff/volunteers of
evacuation procedures; (2) During the intro of the event,
review in case of an emergency, here are where the
emergency exits are located. Medium
Crowd control issues
All staff, volunteers and
public Medium
Setting up barriers and partitions prior to doors opening.
Use fencing to not only keep emergency access routes clear,
but also help direct foot traffic in and out of auditorium
Ensure all walkways are well-lit and signed;
(1) Occupancy limit for the venue has been checked and
verified prior to event and is appropriate for expected
number of attendees. Low
Active shooter
All staff, volunteers and
public High
Prior to event assess security risks and vulnerabilities. Set
up mass notification/communication, all staff/volunteers
should be armed with two-way radios and have established
channel and codes used during event, utilize campus
surveillance, and have trained personnel onsite
(1) Notify all staff and public of venue’s evacuation
procedure. (2) Local police have been informed of the event Medium

19. MARKETING & PUBLICITY
TEDxJWU 19
When people make decisions on experiences, buyers will more than likely consider an
event associated with a brand.
A brand is tried and true and has a built-in reputation, which is why we were drawn to the
idea of a TED Talk.
TED talks have a considerable following, and the executives behind TED have even
devised the tools for those wanting to organize local TEDx events so that each TEDx talk is
consistent in the delivery and execution of the event.

20. MARKETING & PUBLICITY
TEDxJWU 20
• Promotions and public relations are where you get your event out into the masses and as the
event organizer are telling the story of the event, making a compelling argument that this event is
not to be missed.
• Promotion and public relations go hand-in-hand. They rely on each other. Promotion is the
advocating of the event; public relations is the communication strategy to tell the story, pre-
event, during the event and post event.
• Promotion is getting butts in the seats.

21. MARKETING & PUBLICITY
TEDxJWU 21
Public Relations is the event organizer releasing the event details and framing the event as they
want it to be told as well as the result of the event and the result of the promotions that were
strategically placed into the community/marketplace.
You have heard the line “there is no such thing as bad PR.” Even if an event went in a direction
you were not expecting, and the story is still being told, people are still talking about your event. To
a certain degree, public relations is the image of the event.

22. MARKETING & PUBLICITY
TEDxJWU 22
This would be a digital ad -- a small digital ad,
which would be in the preferred size for digital
marketing; it would be used as a re-marketing
and re-targeting ad, as well as use as a geo-
fencing ad;
We can also use it for boosted/sponsored posts
on social media; when you "click" on the ad, it
would link you to the Eventbrite site that we have
the event listed where tickets could be
purchased.
The example of the eventbrite page I would like to
refer to is
https://www.eventbrite.com/e/tedxraleigh-2019-
tickets-50623352811 -- ideally this is what our
event page would look like for our event

23. MARKETING & PUBLICITY
TEDxJWU 23
This would be the poster that we
produce and budgeted for in our
budget. We would put these all over
campus, to ensure students faculty
and staff knew about the event.

24. Virtual Events
TEDxJWU 24
Due to the nature of TED Talks, they are destined to be successful virtually.
As a part of the planning process, we had to choose if we wanted to incorporate a virtual side event
along with the TEDxJWU event. The guidelines set by TEDx is that the attendees cannot exceed
100 people, a permit to have this event must be held by an individual who had been to a TED
conference in the past and the tickets had to be 25% less than what the general admission tickets
were (TEDx Rules).
We did not decide to add this to our event, but it shows that a virtual event component could have
been a possibility. Backing the point, that a virtual event is feasible when working on a TEDx event.
Though this would have been feasible, it would not have offered the same quality as the live event.

25. Virtual Events
TEDxJWU 25
As our timeline breaks down the event, you see that we have breakout sessions for people to get up
from their seats and network amongst each other. Through networking, the attendees will be able to
make stronger connections and possible meet people that will be able to help them through their
college career.
The whole purpose of the event is to help students prepare for the next steps in their life’s’ journey.
What better way to start this new journey than by meeting like-minded people through the event
breakouts?
This is one aspect that the virtual event would not have been able to offer the same experience. They
would still have breakout sessions, but the congregation area where most people would go during the
break would not be designated.
With less direction and space to network, this would cause the virtual attendees not to have as great
of an opportunity to practice their networking tactics.

26. REFERENCES
TEDxJWU 26
TEDx (2019). Retrieved from https://www.ted.com/participate/organize-a-local-tedx-event/before-
you-start/what-is-a-tedx-event
TEDxRules (2019). Retrieved from https://www.ted.com/participate/organize-a-local-tedx-
event/before-you-start/tedx-rules

27. THANK
YOU!
TEDxJWU 27