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Celebrate the Children

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by

Victoria DiPierro

on 10 December 2014

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Transcript of Celebrate the Children

Celebrate the Children
Rent room for 5 hours
5:00pm/ Volunteers arrive
Participants set up tables
Rex rehearses speech
6:00pm/ Guests arrive
Browse through all the tables
Vote on tables
6:45-6:55pm/ Guests find their seats
7:00pm/ Rex gives speech
7:35pm/ Dinner is served (slide show going on)
8:15-8:30pm/ After dinner is cleaned up and desert is already served, announce the contest winners
8:45-9:00pm/ Thank you for coming and donating to the organization & audience leaves
9:00-10:00pm/ Disassemble holiday tables & cleanup

Non profit organization
Dedicated to protecting, respecting, and healing the children of abuse and neglect
USF Child Protection Team
Holiday Tables
Risk Management
Safety at the venue and emergency response plans:
Marriott staff trained
Proper food handling and spill cleanup:
Marriott staff is trained
Technological difficulties and stage safety:
guest speaker will have a run through at 5:00pm
Guests tripping up or down the stage while retrieving prizes:
volunteer worker in front of the stage (on the ground) to deliver prizes
Decline in disposable income:
adjust ticket prices
SWOT
S:
Volunteers committed & unique event

W:
Coordinating schedules for meetings & lack of experience in event planning

O:
Raise awareness & gain long-term donors

T:
Poor reception of concept & not having enough people to decorate tables
Marketing
Participants can either "purchase" a table or seat
Includes dinner, speaker, and prizes
Gives participants chance to get inspiration for holidays
Mary Lee's House
Venue
The Tampa Marriott Westshore Ballroom
Ballroom can be sized specifically for event
Located in well known area
Plenty of parking
Includes necessary features (See "Staging")
Marriott includes set-up in fees
Audience will be comfortable
Compatible with theme
Set menu with table service
Copyrights: Idlewild Special Events Ministry; Nancy Reed
Key Features:

Unique dinning & learning experience
Opportunity to meet others
Show off decorating skills
Get holiday inspiration
Help within the community
Target audience:

Women
Creative minds
Marketing Plan:
Legal Compliance
Saturday
November 7, 2015
Marriott
Music copyrights
Capacity
Federal Equal Employment Opportunity Law
Food Safety
Coordinators
Keep record of expenses & revenue
Properly donating funds
Written contract
Protocol
Dress code:
semi-casual
Seating:
open seating at assigned tables
Guests will find this information on the website
Staging
Financial Management
True Colors
Additional Revenue
Wish List:
Mary Lee's and Children's Advocacy Center wish list items.

Ornaments:
Mary Lee's children will be participating in holiday spirit by creating Christmas ornaments that will be sold at the dinner party for $2.
General Information
Classification:
Minor Event
Event Type:
Fundraising
Event Size:
350 People & 35 Tables
Contracts/Agencies:
Marriott, Mary Lee's House, & Gift Card Donors
Planning
Mission:
To raise awareness of what Mary Lee’s House does for victims of child abuse and to create a holiday and birthday celebration fund for the children; while coming together in a social environment to showcase participants' decorating skills.

Vision:
We hope to fill every seat at every table to bring in as much money to donate as possible. We hope our audience leaves our event with more awareness on the subject of child abuse and services provided by Mary Lee’s House; while also benefiting from new holiday decorating inspirations.
But what's the
purpose
?
Measurable outcomes:
Money Raised (Revenue)
Awareness Raised (Survey)
S.M.A.R.T. outcome:
Specific
Measurable
Achievable
Realistic
Time Deadline
Check out our website!
How does the
theme
of holiday tables tie into what Mary Lee's House does?
Promotion
Advertising Approach
Audience
This event welcomes all guests of all ages. We'll get to the target audience a little bit later!
Feasibility
You're probably thinking, "Is this a good idea?" and "Will this attract an audience?"
Staffing
Volunteers from Mary Lee's

Hosts
Contest Coordinator
Guest speaker: Rex Farrior III Chairman, Mary Lee's House Board
Marriott staff

Set-up
Servers
Staffing Plan
Leadership
Operations & Logistics
Safety & Security
Communication Plan:

Walkie talkies are used by the Marriott staff members
Cell phones will be used by our team members
Smaller venue
Ensure full battery/chargers

Emergency Plans:
We will use the Marriott’s approved emergency exit plan
We will go over it with volunteers during meeting
Ensure exit signs are visible during event
Monitoring, Control, & Evaluation
How will we evaluate our event?
Email - link to post-event survey
Age range, gender, how they heard about the event, etc.
Money raised
Breakeven point

What approaches did we utilize?
We used the book as a resource
Google Docs & Prezi
Met up, Delegated, Met up
Screen
A.V. Support
Lighting
Sound
Capacity
Emergency Access
The Financial Management section helps to prove these components.
Venue
Stage
Podium
Microphone
Tables
Chairs
Projector
Volunteers given objective and general outline of event
Meeting one week prior to event
Educate staff on how to answer guests' questions
Brief staff before event to let them know if any details have changes
Performance standards: amount of money, wish list items, & survey
We will show you how this event is financially viable in the Financial Management section
Success Criteria:
Attendance
Money raised
Wish list items collected
Awareness
Print Sample: craft stores and community centers
Social Media: Facebook, Twitter, & Instagram
Event Website
Advertising on New Magic 94.9
http://eventman.weebly.com/
Kareem: Blue
Victoria: Gold
Sarah: Blue

Kareem's compassionate values and family spirit attitude was extremely useful and pleasant to work with. Victoria's optimism and detailed approach was a huge credit towards this project and its beauty. Sarah's enthusiasm and unstructured approach was a great help with thinking outside of the box. Together we each brought something to the table, and were able to work and communicate well in order to come up with this fun, creative event.
Full transcript