YSC In Living Pink

1
YSC In Living Pink

• Welcome to the Young Survival Coalition

2
Goals of presentation

• Learn the aspects of planning for how to run a
  successful In Living Pink event!

3
6 to 8 months prior

• In person meeting to help organize In Living Pink
  event brainstorming session
  
• Create preliminary budget
• Organize committee
• Venue, Catering, Bar, Decorations, Entertainment
• Invitations
• Press Relations
• Silent Auction and Goody Bags
• Sponsorship

4
Venue (6 to 8 months prior)

• Research, visit and meet with venue contacts
• Choose venues according to how many people you
  expect to attend
  
• Evaluate potential layout for each aspect of the
  evening
  

5
Venue setup and Decorations (6 to 8 months prior)

• Venue layout and set up
• Check in
• Coat check
• Silent Auction area
• Food setup and guest tables
• YSC information table
• YSC merchandise table
• Decorations dependent upon venue
• Centerpieces
• Balloons, streamers
• Tablecloths, paper products

6
Catering and Bar (6 to 8 months prior)

• Research estimates for
• food
• alcohol and non-alcoholic beverages, ice, bins
  for cooling drinks
  
• paper products, table rentals and linens (if
  needed)
  
• garbage cans and trash bags, serving staff and
  bouncer (if needed)
  
• Work with local vendors for service donation

7
Event Schedule and Entertainment (6 to 8 months
prior)

• Entertainment
• DJ
• Live band
• Live auction
• Event Schedule
• Welcome including introduction to the YSC,
  affiliate achievements, explanation of where
  event proceeds will go
  
• Guest speaker
• Timeline estimate

8
Invitations (6 to 8 months prior)

• Start compiling the guest list
• Begin with constituent and YSC local contact
  lists
  
• Ask members to submit invite lists of family,
  friends, co-workers, etc.
  
• Expect 20-25 of those to attend
• Theme design for Save the Date, Invitations,
  Programs, Signs
  
• Decide where responses and donations will be
  sent
  

9
Press Relations (6 to 8 months prior)

• Coordinate list of local print and television
  reporters including names from health, lifestyle,
  society and metro area events sections
  
• Develop and compile a press kit including
  information on the YSC, your affiliate, local
  events and achievements
  
• Ask for members to volunteer to speak with the
  press if necessary
  
• Prep them with YSC 101 training

10
Silent Auction (6 to 8 months prior)

• Develop letter and donation form
• Begin soliciting donations from area businesses
• Restaurants
• Clothing boutiques
• Salons/spas
• Theatres
• Jewelers
• Local sports teams
• Hotels
• For repeat events, mail out to year priors
  donors
  
• Decide on designated item collection point

11
Goody Bags (6 to 8 months prior)

• Develop letter and donation form
• Begin soliciting donations from local businesses
• Gift certificates
• Coupons ( off sale)
• Candy
• Samples including makeup, perfume, lotion
• Food or snack samples
• YSC brochures, newsletters, fact sheets
• Goody bags are optional depending on the donation
  response received

12
Sponsorship (6 to 8 months prior)

• Begin soliciting sponsorship monies from area
  merchants and companies as means of underwriting
  the event
  
• Develop letter and sponsorship form
• For repeat events, mail out to year priors
  donors
  
• Sponsors may donate lump sum amounts toward the
  event or underwrite specific aspects (i.e.,
  printing, food, entertainment)

13
4 months prior

• Monthly conference calls/meetings with committee
  to ascertain progress with assigned roles
  
• Contract for selected venue must be signed (if
  not done already). Find out when deposit is due
  many venues will allow you to put down a
  deposit, then pay balance on the day of the
  event.
• Remember that all contracts need to go to YSC
  national to be reviewed and signed, so allow
  enough time for this
  
• Entertainment should be selected and confirmed.
  Early confirmation should give you ample time in
  case of cancellation for replacement.

14
3 months prior

• Start to generate excitement for event
• Finish compilation of database
• Mail out save the dates
• Reach out to other organizations
• Organize files for tracking
• Contracts RSVPs donations sponsorship
• Major push for sponsorship
• Silent Auction (as items are received)
• Complete donation sheets for each item
• Log donations into master Excel file or database

15
2 months prior

• Confirm venue specifics
• Rentals for tables, linens
• Decorations planned and purchased
• Catering/Alcohol
• Bartenders
• Invitations
• Print invitations, response cards, envelopes
• Invite list completion
• Print mailing labels
• Order YSC materials from NYC
• Brochures, Newsletters
• Tshirts for volunteers, event staff, bartenders

16
2 months prior

• Silent auction
• Major push for items
• Arrange for manual swipe machines for check in
  and auction check out
  
• Items collected at designated location and
  logged
  
• Compile list of donors for post event thank you
  letters and list for following year

17
1 month prior

• Weekly conference calls
• Responses and donations
• Track via excel spreadsheet or database
• Log and process deposits and credit card
  transactions
  
• Media push to local press
• Reminders
• Friends and family to RSVP
• Sponsorship monies
• Donors for additional silent auction items
• Volunteers for check in, silent auction, bar,
  servers, bouncer, goody bag detail and clean up
  

18
Less than 1 month to ILP

• Silent Auction
• Pair items to make complete auction lots
• Assign name, auction number and complete ID
  sheet
  
• Bag and tag items
• Use ID sheets to draft program insert with item
  summary for night of event
  
• Draft program and signage
• Stuff goody bags

19
Less than 1 month to ILP

• Check in table
• Print master list
• Divide into several stations for quick check in
• Set up night of registration with payment
  capabilities
  
• Merchandise table
• Sort merchandise and inventory
• Create price list, order forms, inventory
  tracking
  
• Set up with payment capabilities

20
Week of ILP

• Silent Auction
• Create bid sheets for each item
• Create winning bid sheets for each item
• Set up checkout bins with supplies
• Assign each guest a bid number
• Print programs and auction item list assemble
• Print signs
• Meeting with volunteers for evening run through
  and review of responsibilities
  

21
Night of In Living Pink

• Event chairs
• Oversee the evening with team leaders for each
  area
  
• Keep to timeline
• HAVE FUN!

22
Post Auction Activities (within two weeks)

• Review each transaction to insure accuracy
• Cross check winning bid sheets and payment
  sheets
  
• Double check math
• Sort payments into cash, checks, credit cards for
  processing and deposit
  
• Cross reference subtotals by method of payment to
  grand total to insure YSC was fully paid
  
• Follow up with anyone whose payment info is
  incomplete

23
Acknowledgements (within 1 month)

• Create letters for
• Item donations (Silent Auction and Goody Bags)
• Sponsorship
• Service donations
• Cash donations
• Create historical records for future years
  reference

24
Celebrate!

• Wrap up get together for committee and volunteers
  to celebrate your success!