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Let's get your team organized..

Strategic Event Timeline and Duties

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One Year

 

  • SELECT EVENT CHAIR OR CO-CHAIRS -  ASSEMBLE HOST COMMITTEE AND HONORARY COMMITTEE

  • HOLD EVENT KICK-OFF MEETING TO ASSIGN COMMITTEE MEMBERS DUTIES.

  • DETERMINE EVENT DATE AND VENUE (IDENTIFY AV/ RENTAL NEEDS)

  • DETERMINE A BUDGET

  • DETERMINE COLORS/ DECOR

  • EVENT LAYOUT

  • BEGIN GATHERING SHOP THE VAULT COUTURE DESIGNER RE-SALE DONATIONS

  • IDENTIFY STORAGE FACILITY FOR ALL EVENT COMPONENTS

  • IDENTIFY POTENTIAL SPONSORS AND BEGIN SOLICITATION UTILIZING THE PROVIDED SPONSORSHIP MATERIALS

  • LINK COCKTAILS & COUTURE FOR A CAUSE TO CHARITY WEBSITE

  • SUBMIT EVENT INFORMATION TO COCKTAILS AND COUTURE FOR A CAUSE  WEBSITE.

  • ESTABLISH PR AND MARKETING PLAN (PRINT, SOCIAL MEDIA, WEBSITE, RADIO, TV)

  • UTILIZE COCKTAILS AND COUTURE PROMOTIONAL VIDEOS AND PROMOTIONAL MATERIALS.

  • DETERMINE THE NUMBER OF SILENT AND LIVE AUCTION ITEMS NEEDED. 

  • UTILIZE COCKTAILS AND COUTURE STAFF FOR CONSULTATION ABOUT PROCUREMENT AND AUCTION ITEMS.

  • REVIEW AND SELECT YOUR LADIES LEAVING LEGACIES RECIPIENT.

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Six Months

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  • SELECT CULINARY APPROACH IE. CATERER/ VENUE  :  SET UP TASTING AND FINALIZE CULINARY SELECTION

  • PROCURE BIO OF AWARD RECIPIENT, CREATE PRESS RELEASE AND SET UP DONATION SYSTEM TO HONOR AWARDEE.

  • PROCURE AUCTIONEER - PLACE DEPOSIT

  • PROCURE  CELEBRITY EMCEE

  • CONTINUE SPONSORSHIP PROCUREMENT

  • PROCURE PHOTOGRAPHER AND VIDEOGRAPY - PLACE DEPOSIT

  • PROCURE AV/ RENTAL

  • PROCURE STORE MERCHANDISING MATERIALS:  HANGARS, RACKS, BOUTIQUE PROPS

  • SAVE THE DATE CARDS AND E-BLAST DESIGNED  BY COCKTAILS & COUTURE STAFF/ PROOF & SEND BY CHARITY

  • IDENTIFY TABLE CAPTAINS AND GUEST LISTS FROM CHARITY PARTNER AND HOST COMMITTEE MEMBERS

  • DETERMINE REGISTRATION PROCESS AND PAYMENT SYSTEM FOR TICKET SALES AND DAY OF EVENT SALES

  • CONTINUE SOLICITING COUTURE RE-SALE VAULT ITEMS, SILENT AUCTION ITEMS, TABLE OF 10 ITEMS

  • BEGIN PROCUREMENT OF SWAG BAG ITEMS FROM EVENT SPONSORS

  • MEET WITH DECOR LEAD TO DETERMINE BUDGET AND DESIGN/ COLORS

  • DISCUSS SIGNAGE PLACEMENT

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Three Months

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  • SECURE RENTALS/ AV/ SHOW STAGING

  • FINALIZE SITE DECOR

  • FINALIZE PERFORMER(S)

  • BEGIN PRICING DONATED ITEMS FOR COUTURE RE-SALE VAULT

  • CONTINUE TO SECURE SPONSORS

  • BEGIN E- BLAST BI-WEEKLY CAMPAIGN

  • FINALIZE AND PROOF COCKTAILS & COUTURE CREATED INVITATION/ CHARITY TO MAIL TO GUESTS

  • SELL PROGRAM ADS

  • CONTINUE DESIGNER RE-SALE VAULT ITEMS, AUCTION ITEMS, AND SPONSORSHIPS

  • SOLICIT COCKTAIL MIXERS / VOLUNTEERS

  • IF DO IT YOURSELF TABLE OF 10 BEGIN  ITEM PROCUREMENT

  • PROCURE LEAVING LEGACY RECIPIENT AWARD FOR PRESENTATION

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One Month

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  • FINAL WALK THROUGH OF VENUE LAYOUT/ CONFIRM AV/ PRODUCTION  AND RENTALS

  • FINALIZE DECOR

  • FINALIZE COUTURE VAULT MERCHANDISING DECOR/ SUPPLIES/ HANGERS/ RACKS/ PROPS

  • FINALIZE DAY OF EVENT SALES PAYMENT SYSTEM

  • FINALIZE BAG CHECK ITEMS/ SYSTEM

  • FINALIZE SPONSORSHIPS FOR SIGNAGE/ PRINTED MATERIALS/ PRESS RELEASES

  • CREATE RUN OF SHOW AND EMCEE SCRIPT

  • CREATE EVENT MEDIA PROGRAM/ POWER POINT AND PROOF

  • CREATE EVENT PROGRAM/ PROOF/ FINALIZE AND PRINT

  • CREATE PRESS RELEASES

  • E-BLAST WEEKLY TO BOOST TICKET SALES (HIGHLIGHT EVENT COMPONENTS)

  • VOLUNTEER MEETING / ASSIGN DUTIES

  • ASSEMBLE SILENT AND LIVE AUCTION PROMOTIONAL MATERIALS

  • ASSEMBLE TABLE OF 10 RAFFLE MATERIALS

  • FINALIZE EVENT COMPONENT SIGNAGE NEEDS

  • ORGANIZE SILENT AND LIVE AUCTION ITEMS INTO LOTS/ ORGANIZE AUCTION  WINNER BOARD DISPLAY

  • GO LIVE WITH ONLINE AUCTIONS

  • FINALIZE SWAG BAG SPONSORSHIP AND INSERTED MATERIALS/ ORGANIZE ASSEMBLY

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One Week

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  • FINALIZE ALL COUNTS FOR VIP/ THEME TABLES

  • FINALIZE COUNT FOR CULINARY AND RENTAL NEEDS

  • IF NOT UTILIZING SMART PHONE AUCTION BIDDING PRINT BID SHEETS FOR SILENT AND LIVE AUCTION ITEMS

  • TEST PAYMENT SYSTEMS

  • FINALIZE SEATING ARRANGEMENTS

  • PROCURE TECHNOLOGY FOR YOUR DAY OF EVENT NEEDS

  • REVIEW FUND A NEED / CHARITY PROGRAM AND RUN OF SHOW

  • FINALIZE EVENT TIMELINE

  • FINALIZE LOAD IN AND TEAR DOWN VOLUNTEERS

  • FINALIZE SET UP VOLUNTEER ASSIGNMENTS / ARRIVAL TIMES

 

Day Before / or Day of Event

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  • PLACE SIGNAGE/ STEP AND REPEAT

  • SET UP LADIES ROOM "POWDER YOUR NOSE"

  • SET UP THEME TABLES AND PLACE PROGRAMS AND FAVORS

  • SET UP SILENT AUCTION AND TABLE OF TEN RAFFLE

  • SET UP COCKTAIL TASTING SIGNAGE AND STATIONS

  • SET UP RE-SALE COUTURE VAULT AND CHECKOUTS

  • SET UP BAG CHECK

  • SET UP REGISTRATION

  • SET UP SWAG BAG DELIVERY SYSTEM

  • SET UP STAGE / SOUND CHECK/ AWARD / SCRIPT AT PODIUM

  • DECOR PLACEMENT

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