This document provides information about event management for a chamber of commerce. It includes sections on budgeting, sponsorship, logistics, and marketing. The budgeting section outlines the process for developing an event budget 6 months in advance, including estimating costs, registration pricing, and sponsorship levels. The sponsorship section discusses proposals and guides. The logistics section lists the chamber's signature and program events and provides a 6-12 month planning timeline. It also includes checklists for presenters. The marketing section emphasizes developing a timeline and having fun. The document provides a comprehensive overview of planning and executing chamber events.
5. BUDGET
Budgeting Process
Start the process early - 6 months prior to the fiscal year start
Start with wish list
Compile event DetailCosts, EstimateStaffTime andAny Desired Profit
Do NotOverlook LesserCost Items (such asCenterpieceAllowance)
Discuss registration and sponsor pricing
Work together to determine number of sponsors needed at each level (Based on History)
Develop sponsor target list –White Board (Darren’sIdea)
Modify the wish list if necessary
Adopt budget
6.
7.
8. BUDGET
Monitoring and AdjustmentProcess
At the point marketing the event registration and sponsorship monitoring begins.
Create analysis worksheet.
Prior to the event there is a guarantee that one of three things will happen:
Craig will say “I have an idea” orTracy will have an idea to enhance the experience.
Registration #’s are not coming in as budgeted.
Registrations and or Sponsorships are exploding.
9.
10.
11. BUDGET
Monitoring and AdjustmentProcess
At the point marketing the event registration and sponsorship monitoring begins.
Create analysis worksheet.
Prior to the event there is a guarantee that one of three things will happen:
Craig will say “I have an idea” orTracy will have an idea to enhance the experience.
Registration #’s are not coming in as budgeted.
Registrations and or Sponsorships are exploding.
17. 14 Signature Events/Year
One Each Month
Annual Meeting
Business After Hours (every othermonth)
Voices ofVision annual speakersseries
State of the Cities
Economic OutlookForum
ChamberChoiceAwards
Corporate Cup (planned byYPN)
ChamberChallengeGolfOuting
MilitaryAppreciation Night @ theRedHawks
State ofTechnology
36 Program Events/Year
Three Each Month
Eggs & Issues
BusinessTraining
WomenConnect
19. 6 to 12 Months Prior - January, February, March, April
Complete
Staff Assignment Date
Prepare budget and business plan Jim and Tracy
Schedule 'whiteboard meetings' and finalize sponsorshipstrategy Craig, Darren, Jim, Tracy
Secure Presenting Sponsor Craig and Darren
Reserve venue Tracy
Book event production company Tracy
Book photographer Tracy
Select LegacyLeader Legacy Leader TaskForce
6 to 4 Months Prior - May
Complete
Staff Assignment Date
Internal meeting to begin discussion of event format -Year in Review Video/Legacy Leader Video/Other videos?
Craig, Jim, Tracy, Amanda,
Tyler, Darin
Meet with Communications Team to discuss and determine branding Tracy, Amanda, Tyler, Darin
Meet with event production Company to discuss event format, staging possibilities Craig, Jim, Tracy
Continue to secure sponsorships to meet budgetgoal Craig, Darren
Meet with Communications Team to build marketing timeline Amanda, Tyler, Darin, Tracy
3 Months Prior - June
Complete
Staff Assignment Date
Set up event inChamberMaster Julie
Get event onwebsite Amanda, Tyler
Obtain quotes for event program and tickets Amanda, Jules
Fulfilling sponsor benefits Amanda
Continue to secure sponsorships to meet budgetgoal Craig, Darren
Send email to BOD and Committee Chairs to attend event - RSVP Tracy
Gather Chamber committee accomplishments from staff liaisons for The Bridge and event script Amanda
Begin coordinating Legacy Leadervideo Amanda
Begin coordinating Year in Reviewvideo Communication Team
20. New New
Meeting Items•
lew
Tod ay Next 7
Days
Go To r.
Day
MonJth S
chedule
• View
Work Week
Week
Arrange r.
Open Calendar
Calendar • Groups •
Manage Calendars
E-mail Share Publish Calendar
Calendar Calendar Online • Permissions
Share Find
!search Calendar (Ctrl+E)► May 2018
Sunday Mond ay Tuesday Wednesday Thursd ay Friday Saturd ay
,r 29 30
---,May 1
FRANKHOMEPAGE BANNER
FRANKSOCIALMEDIA
10: 00am Ri bbon Cuttin
2 3 4 5
PROMOVIDEOFORFRANKIN
10:00am 11:00am Even t Team M,
"'
7
9:00 am STAFF
10:00am 11:00am Event Team M,
3:00pm 3:30pm ChamberCho i,
14
9:00am STAFF
10:00am 11:00am Event Team M,
21
9:00am STAFF
10:00am 11:00am Event Team M,
28
OFFICECLOSED
9:00am STAFF
7 30am 9 OOam Eggs &Issues,
8
11 30am 1 OOpm Business Tram
2:00pm
4:00pm
2:30pm Board Retrea.t
5:00pm Ribbon Cuttin
15
CCAAwardsCompleted
Charly Bday
FOLLOW UP WITHMAXWELLS
10:00am10: 30amBoard Retreat
3:30pm 4:30pm Ab agn ale fo ll <
29
10:45am 11:45am Infinit e
11:00am 12:00pm Annual Reviev
Set up for roundtable with Hoe
8:30am 9:30am Annual Reviev
10:00am 11:00am Annual CEO fv
10:00am 10:15am Ho liday Inn -1
9
P 6:30 MPsingers l10:00am 11:00am Ribbon Cutt in
11:30am 12:00pm ChamberCho i,
2:30pm 3:30pm Ground Break
16
ICh amb e Bo ar d Soci l 5:30 to 7
3:45pm
4:00pm
4:15pm
4:00pm
5:00pm
5:00pm
Ribbon
Ribbon
Ribbon
Cutt in
Cutt in
Cutt in
11:00amREVISEDDATE10:00 am
2:00pm
3:00pm
3:00pm
4:00pm
Ribbon Cutt in
Hoe ven FarmI
10
I LEADERSHIP
make coffee for militaryappreci
SENDLISTTOMICROSOFT
10:00am 11:00am Ribbon Cutt in
Chamber Boar
17
7:3Qam
8:00am
3:30pm
3:00 pm
8:30am
4:30pm
Chamber Boar
Ribbon Cuttin
22 23
11:00am 12:00pm Annua l Reviev
1: 30pm 2:30pm Annual Reviev
8:30am 9:30am
11:30am 1:OOpm
REVISEDDATE
Business Train
24
10:00am 11:00am RedHa wks, Fa
3 OOpm 7 OOpm Corporate CuI
9:0Q.am 10:0Q.amSponsorsh ip r
10:00am 11:00am " 'TIME CHAN,
10:30am 11:30am Annua l CEOrv
12:30pm 1:30pm Tommie
11 12
9:0Q.am 10:0Q.amSponsorsh ip r
12:00pm 1:30pm ChamberChoi,
12 OOpm130pm ChamberCho 1•
18 19
9:0Q.am 10:0Q.amSponsorsh ip r
11:OOam12: 00pmRedhawks me
11:OOam12: 00pmRi bbonCutti n
25 26
9:00 am 10:00amChamberChoi•
9:0Q.am 10:0Q.amSponsorsh ip r
10:00am 11:00am Ground Break 3: 00pm 4:00pm Ribbon Cuttin 11:30am 12:30pm Annua l Revi ev 10:00am 11:00am Annua l Reviev
10:30am 11:30am Annua l Reviev 3 30pm
5
OOpm Women Conn 1:00pm 2:00pm REVISED DATE 10:00am 11:00am Annua l Reviev
30
9:00am 10:00am Annua l Reviev
10:30am 11:30am Annua l Reviev
2:00pm 3:00pm Annua l Revi ev
3:00pm 4:00pm Annua l Revi ev
31
8:30am
1:00pm
2:30pm
3:00pm
9:30am
2:00pm
3:30pm
4:00pm
Annua l Revi ev
.. DATECHAN<
Jun1 2
MANSPONSORSTOKATIE MFl
41. Memorable Events
Speaker Selection
Develop a relationship with a great speakers bureau.
Talk to your members – they may have hidden gems of
talent within their organizations.
Ask sponsors for suggestions.
Asking members if they’ve been to conferences and have
heard a great speaker.
Talk to otherChambers.
42. THE C H A M B E R
WOMEN CONNECT
Prese nter Checklist
Th ank you fot speakingat out Wlomen Co nn ect session! Please comp lete the following checklist and send back to
the event coo tdin atot at the follo'ein.gem ailadcL:ess: btehd ed@fmwfchun ber.com
T o ensui:e th at th e equipment you t equi.te fot youi: ptesen tation is available pto pedy ptepated and positio ned w he::e
youneedit whenyou needit please teviiro• this document and indicate any equipment o t s1,-,p.pod:thatyou t equi.te. Ah o please
ptovide any speci:il needs o t t st s on the bo ttom of this foan .
P r·ese.nter N ame
Pr·ese.nter O ffice Phone
N umber
T itle of P r·ese.ntation
P r·ese.nter Cell Phone
N um ber
Date of Pr·ese.ntation Pr·ese.nter Em ail
Pr·ese.ntation Le ng th Location of Pr·ese.ntation
AV T echni cian Room
!AUDIO PREFERENCES
l'licr·ophone (Check all that app ly an d in di cate how m any if mor·e th an one is nee ded)
□ Podium
D li..celessLan.lie.te
DVi<elm Hui dHeld
D Oht et (Plu seSpe::ify) ' - - - - - - - - - - - - - - - - - - - - - - - - '
O t u S i r e
oundfrom Compute.t
DSound fr om DVD P ia.yet
D Soundftom CDPiayet
D So undftomVi d eoT, pe;:(:P_:_l::u=seS:,.p::e:::if:y)::---=== = = = = = = = = = = = = = = = =
D Othet (PleaseSpecify)
Do you stayon the stage o t to:un into th e a ence?
!VISUAL PREFERENCES
Video So ur ces
,1 2 I Words: 387 I ($, I
OTHER
D Vill you btittgyout O,";n comp ute.t? If yes, what bo .nd/ model
D Vill you need us to ptot'ide acompute.t? If yes, what bo .nd/mod
LJ Table on Stage If yes, what sizeand hot'.;many
'-------------------
□ Podi um D Dty Et:a$eBoatd
D If you han ha.ndouu, w-illThe Cha.mbe.t offi ce need to make copi.es?
D .,,ce you ailotv'-ingtiine fot Q &A at the ai d of yout pte$al.tation? D
.,,ce you ailotv'-ingtiine fot Q &A at the ai d of yout pte$al.tation?
r7 Any othe.taccommodations needed?'- - - - - - - - - - - - - - - - - - - - - - - -'
D HO".;wo uld you like to be i.nttod:uced..._ ,
Import t t o N o t :
T h e f llwoing items ar·e due to The Chamber thr·ee business days befor·eyour pr·ese.ntation.
D Electt onic Copy ofyout Handout
D PO".e;.tPoint Pte$al.tation
Ani-al rime on day of presentation to set up and do a run-throug his 2.:30 p,m,
Thankyou fot youtcoopa:ationi.n 6.llingout dUsPte$al.tet Checklist form. le ategi:ate:fulyou accepted out i.nl"itation to b
aspe:ake.tfo t out Vom ai. Connect $et!.es.Asyo ut contactpetson,I lookfot watd toworlcin, g .-,ithyou to ai.sut e a successfu
pte$al.tation. You ate welcome to contact m,e .-,ith anyquestions ot concet.ns.