Most Influential HR Leaders Leading the Corporate World, 2024 (Final file).pdf
Make and Take Special Events
1. STRUT YOUR STUFF WITH CPRS
CPRS Conference Program Committee will offer a
Showcase Show & Tell highlighting a few events or
programs at the Ontario Conference.
Interested in participating in this Show & Tell?
Planning to attend the Annual Conference & Expo?
Presentations will only take a few minutes to
describe the uniqueness of the event.
Send your description to training@cprs.org by
the end of the 2013 year to be considered by the
planning team. Please confirm--be sure we
received your submittal!
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2. Make and Take
Event Planning
~LESSONS LEARNED FROM A LIFETIME
OF PLANNING EVENTS LARGE AND
SMALL
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Desktop Education for Parks and Recreation
3. DESKTOP EDUCATION FOR PARKS AND RECREATION
WELCOME AND SIGN-IN
Please sign in with:
Your Agency Name and the number of people
watching/attending the webinar from your agency today
What is the name of the person who will be inputting
answers into the webinar application
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5. Small Group Discussion
WEBINAR ATTENDEES
LETS MAKE A LIST OF RESOURCES USING OUR
1 minute to discuss and share
Make and Take Section #1 (page 3)
Please list your agency name in the chat box and type in
one or two of your favorite agency special events.
Think broadly because it might be the teen job fair or a
summer concert series.
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6. Small Group Discussion
1 minute to discuss and share
Make and Take Section #2 (page 3)
What agencies do you admire for having dedicated general
fund and sponsorship resources for a special event that
brings a multitude of residents together?
Please name the agency and name the event.
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7. Small Group Discussion
Make and Take Section #3 (page 3)
What are your concerns in regards to the future of special
events for your agency?
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8. TALKING ABOUT CONCERNS
What if scenario….
You are interviewing for the job of “special events
manager.” What are the most important questions
you think should be asked by the interview panel?
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9. HOW ABOUT THESE?
What is the largest event (based on budget or number of
attendees) you have ever planned or assisted with
planning?
Tell me about a time when you had to deal with a difficult
client. What was the result?
Describe a time when you had difficulty staying within
the budget for an event.
Tell me about a time when you had to manage multiple
events at once. How did you organize yourself, your
team and the tasks to complete both events
successfully?
Source: http://jobsearch.about.com/od/job-specific/a/event-planner-interviewquestions.htm
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10. Small Group Discussion
1-2 minutes to discuss and share
Make and Take Section #4 (page 4)
Imagine I am the City Manager’s office asking you to host
an event; what kinds of questions would you ask me?
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11. DECISION MAKER EXPECTATIONS
How will you develop relationships with vendors in
a new city?
Do you think being an independent worker or a
team player is more important as an event planner?
How do you assess the success of each of your
events?
What items would you put into a vendor
agreement?
Get help from the contracting webinar (Thanks Craig Bronzan)
http://www.rocketlawyer.com/document/food-service-contract.rl
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12. EXPECTATIONS ARE COMPETENCIES
2014 Conference Program Committee served as a Focus
Group and offered the following competencies to be the
five most important competencies wanted by public
official decision-makers.
Do you Agree or Disagree and what would you change
knowing today’s workplace issues?
Financial management
Resourceful/resource development
Community knowledge
People-orientation/customer service
Communication
**Refer to the list of competencies from our Succession planning
webinar, end of Make and Take Handouts (Thanks Mike
Shellito)
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14. WHY COMPLETE A BUSINESS PLAN
We’ve designed the Business Plan Outline in this webinar from a
model taught by Penny Reeh, CEO, Texas Chamber of
Commerce.
Penny tells us these reasons are usually the basis for
completing a special event business plan:
To define and direct any needed change
To guide growth
To manage priorities
To assess staffing/volunteer needs
To assign responsibilities
To track progress
To clarify allocation of resources
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Source: http://www.slideshare.net/pennyreeh
15. LET’S INTRODUCE YOU TO THE BUSINESS
PLAN OUTLINE
Page
6 of your Make and Take
is where you want to begin
~Event Profile Section
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16. EVENT PROFILE
OVERVIEW
& EVALUATION PLAN
The Event Profile describes the event and its sponsoring
organization, including historical data, purpose, theme and
current status. What is the desired outcome and what do you
want your guests to take away from this experience? What is
the long-term value of the activity to the public agency?
Purpose and Theme of the Event --What is the primary
purpose of the event? Is there a specific theme? Why does
the organization produce the event? How does the event
benefit the organization and any other relevant stakeholders?
Relevant Local Trends/Issues --List any social or political
issues that do or can affect your event.
Key Audiences --List all individuals and groups that should
be included in the evaluation process.
Evaluation Procedure --Describe the systems and processes
that will be used to seek constructive evaluation following the
event.
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17. EVENT PROFILE
& EVALUATION –
PURPOSE
Audience Participation Events -- attracting people.
Examples are dances, decorator showcases, art
appraisals, celebrity cook-offs
Merchandise Events are those that feature the sale
of products or services. Examples are antique
shows, flea markets, book and plant sales, arts and
crafts fairs
Food and Drink Events -- feature a meal or have
special food served. Examples include wine-andfood events, luncheons with fashion shows, events
featuring ethnic food
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18. EVENT PROFILE
- PURPOSE
Entertainment Events feature a band or comedian.
Examples include Summer Concert Series.
Athletic Events feature marathons and 5 or 10K
runs.
Holiday and Special Occasion Events are held to
celebrate the season.
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19. Chat Box Discussion
The next part of the Event profile is to provide a theme.
Type in your chat box the themes you have heard about for
any type of event including private events like weddings
or family reunions.
What themes have you or could you
use for a pumpkin festival?
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20. EVENTS – STARTING WITH WHAT WE DON’T
WANT
What are some things you don’t want at your
event?
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21. MANAGEMENT PLAN – VENDORS CAN MAKE
OR
YOUR EVENT!
Make and Take page 6
Ask trusted friends and industry colleagues for
recommendations.
Contact a professional association affiliated with the
industry in which you need to find a vendor.
Resource Ideas:
Great Pumpkin Commonwealth
www.greatpumpkincommonwealth.com
CPRS www.cprs.org
North American Fire Arts Association www.nafaa.org
Association of Concert Bands www.acbands.org/
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22. LOGISTICAL PLAN OVERVIEW
– PAGES 7-8 OF MAKE AND TAKE
Operational needs -- site plan, setup, take
down, maintenance, equipment, etc.
Site Plan (Include a scale drawing of your grounds
layout and relevant narrative.)
Paid Staff (List all paid staff positions with a brief
description of their responsibilities and interaction with
volunteers.)
Volunteer Needs (Create an inventory of volunteer
staffing needs and list of required volunteer
skills. Describe the organization’s plan for volunteer
recruitment and retention.)
Event Setup and Take Down (Outline
timeline, required staff, volunteers, service providers and
equipment needed to set-up and tear-down the event.)
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24. LOGISTICAL PLAN - PAID STAFF
SECTION #5, PAGE 4 OF MAKE AND TAKE
List of all paid staff positions with description of
responsibilities and interaction with volunteers.
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25. LOGISTICAL PLAN - VOLUNTEER NEEDS
Inventory of volunteer staffing needs and list of
required volunteer skills.
Example Volunteer Website
http://www.yourcsd.com/community/volunteer.aspx
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26. LOGISTICAL PLAN – EVENT SETUP AND TEAR
DOWN
MAKE AND TAKE SECTION
#6 PAGE 4
Timeline, required staff, volunteers, service providers and equipment
needed to set-up and tear-down the event.
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27. LETS MOVE TO COMMUNITY RELATIONS
SECTION OF THE BUSINESS PLAN
Make and Take page 5, Section 7, 8, 9
Community Relations Section of the Business Plan
on Make and Take Pages 8-10
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28. Chat Box Discussion
What are 3 things you want to be sure happens to
attendees at your events?
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30. COMMUNITY RELATIONS SECTION – PUBLIC
OFFICIALS
What are 3 things you want to be sure
happens to public officials at your
events?
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31. COMMUNITY RELATIONS PLAN OVERVIEW
This section should include a strategy for keeping all key
stakeholders informed and in support of the event.
If you anticipate a role for the City Manager/Board of
Directors/Commissioners, be prepared to discuss what
their role would be and the implications of including or
not including them.
Community Involvement/Communication Plan-Outline specific strategies to invite community
participation in your event. Think in terms of year-round
involvement to keep interest high.
Mitigation of Undesirable Effects --Describe efforts
the event will make to reduce the adverse effects of
traffic congestion, street closures, restriction of public
venues, limited access to businesses, noise and
feelings of local displacement.
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32. INVOLVING OTHERS
Speakers/Performers
Speakers and their message represent the content
of your event and thus should be tied closely to its
success. Craft talking points for the Mayor, City
Manager, Board President, Sponsors.
Example: How about including a Celebrity, athlete or outside
presenter who can tie past success’ with your agency’s mission and
vision? Seek out a community member who can help you with this in
advance, someone who might know the celebrity or athlete and can
secure their participation, even help write their presentation.
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33. COMMUNITY RELATIONS PLAN
Community Involvement/Communication Plan
This Section can:
Outline specific strategies to invite community
participation in your event.
Include year-round involvement to keep interest
high.
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34. COMMUNITY RELATIONS STRATEGIES
Strategy #1: Write the script and send it to the Mayor
and any other public officials that may fill in for the
Mayor.
Strategy #2: Send Outlook event invitations to all
decision-makers & stakeholders.
Strategy #3: Train staff to be on the “look out” for
dignitaries at all events to be sure they are placed
at reserved seating.
Strategy #4: Event Emcee’s (no matter how small the
event) always announce a special thank you to the
agency for supporting the program and ask the
person to wave.
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35. WHAT IS THE ROLE FOR PUBLIC OFFICIALS
MAKE AND TAKE SECTION 7, PAGE 5
Stakeholders are invited to every event regardless of the size,
date or location. Introduce stakeholders (on stage) as agency
ambassadors. Ambassador talking points are crafted for them
using phrasing from the Parks Make Life Better branding
messages. For example:
Ambassador Talking Point #1: You and friends, neighbors or
family are here together for an experience that allows you to
share good times. We are glad you have joined us.
Ambassador Talking Point #2: I am so pleased you are here.
Attending cultural events provides firsthand the diverse
offerings of culture and artistic expression found in our
community.
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36. COMMUNITY RELATIONS PLAN -DEPARTMENT MASCOTS
Are using mascots really that effective?
(Andre Pichly told us Mascot “Mooie’s” Facebook
page was a great social media strategy for West
Sacramento community involvement)
City of Oceanside’s mascot
example:
https://www.facebook.com/photo.php?v=476049969176710
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37. SPECIFIC STRATEGIES TO INVITE COMMUNITY
PARTICIPATION IN THE EVENT.
MAKE AND TAKE SECTION 8, PAGE 5
Offer a Parks & Recreation Info Night inviting 30
prominent community members using personal
contact (letter and phone calls.) Present the
department highlights, services being done by the
park & recreation department, use video and
different staff members for variety.
Offer a free luncheon to 100 invited companies that
pay the highest sales tax in the City, show a short
video, and then ask for their support as either
volunteers, cash contributions or “in-kind”
donations.
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38. SPECIFIC STRATEGIES TO INVITE COMMUNITY
PARTICIPATION IN THE EVENT
MAKE AND TAKE SECTION 8, PAGE 5
After checking into the benefits and legal requirements
of a 501 c 3 (including attorney/risk management
approval) create a Friends Group.
Friends Group creates a board position that coordinates
a “Friend Raiser” and seeks corporate sponsorships.
Friends Group does the ask! People give to people was
learned in our webinar on Foundations (thanks
Rosemary Cameron). Friends Group receives cash
donations, in-kind donations and volunteer hours to help
with Friend’s specific events and with the Recreation
Department events.
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39. Small Group Discussion
1 minute to discuss and share
Make and Take Section #9 (page 5)
Events involve people, weather and technology; three
things that have a mind of their own.
When things do not go as planned, how can you fix
them?
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40. COMMUNITY RELATIONS PLAN - MITIGATION OF
UNDESIRABLE EFFECTS
Efforts the event will make to reduce the adverse effects of traffic
congestion, street closures, restriction of public
venues, limited access to businesses, noise and feelings of
local displacement.
Oceanside’s practice: Special Event Manager meets
with Police Department, Public
Works, Transportation and the Downtown Business
Association monthly to pro-actively troubleshoot
any community impact.
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41. UNDESIRABLE EFFECTS OF THE EVENT-SOME
IDEAS
Strategy #1 Include an activity (like a scavenger
hunt or poker run) that will steer people into the
business to discover a hidden treasure.
Strategy #2 Because Friends Group are in
competition with other Friends Groups (RE Friends
of the Library who make thousands of dollars on
used paper backs), include them in your event,
perhaps by allowing them to sell “opportunity
tickets.”
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42. GOOD LUCK WITH YOUR NEXT EVENT!
Competencies in the chat box the most valuable thing
Please type Discussed Today:
Community Building/Relationship Building
learned today.
Work-Life Balance
Management Strategies to make the most of what our
What ideas do you have
presenters shared
Problem-Solving today?
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44. CONTACT INFORMATION
Zach Jones, Recreation Manager, Cosumnes
Community Services District,
zachjones@csdparks.com
Eileen Turk, Recreation Director, City of Oceanside,
eturk@ci.oceanside.ca.us
Leslie Fritz, Director of Education, California Park &
Recreation Society, leslie@cprs.org
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45. NEXT MONTH…
2014 Webinar Series Begins with a Bang!
Jane Adams, Executive Director, CPRS
What is your WHY?
Have you registered? You won’t want to miss this very
special webinar OR the other workshops in the 2014
line-up.
Connecting to your purpose
Agency and Personal Effectiveness
Leadership
Managing Millenials
Sponsorship
Elevating Staff Morale and much, much more!
If you haven’t registered yet, and DO want to reserve
your spot, type – YES, I WANT TO REGISTER FOR
2014 in your chat box and we’ll help you reserve your
seat. WE WILL SELL OUT!
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46. HAVE A SAFE AND HAPPY HOLIDAY SEASON
Thank
YOU!
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Editor's Notes
-have fun-create memories-sense of communityQuestion from Zach: Hey Eileen—do you really use public officials at all your events?Zach—mute by hitting *6
