Event Planning

A project for Jayme's Fund for Social Justice

Calling all professionals
Help us with this Event Planning project

Pro Bono Time

50–80 hours
over 1-3 months

Details

Jayme's Fund has held many concerts through the years that have been successful and enjoyed by the community. For our 10 year anniversary, we would like to plan a special event (not a concert) that will include as much of the community as possible; as well as raising much needed funds!
We have a teddy bear project going on right now that is generating alot of interest from the community. Perhaps a fundraising event could be designed around this theme. We look forward to working with an experienced event planner to share creative ideas and to utilize our community support in order to execute a successful and memorable fundraising event. We are looking to have this event sometime in the spring of 2013 and would like to have the event in New Hampshire.

Description

From the audience perspective, a successful event is like an exciting, well choreographed ballet: perfectly timed and seemingly effortless. And yet, behind the scenes it’s really a whirlwind: committee meetings, vendor negotiations, spreadsheets and mountains of detail. A seasoned event professional will tame the logistical beast, designing a seamless event flow and troubleshooting night of, leaving staff free to impress guests with your organization’s unique vision.

Deliverables

  • Implementation of a detailed event plan including helpful organizing spreadsheets and documents, as well as vendor recommendations.
  • Management of logistics in advance of the event.
  • On-site support and management during event.
  • Wrap-up meeting following the event to discuss what went well and what didn’t and offer recommendations for the next time.

  • Project steps

  • Organization gathers materials from past events and delivers to Professional in advance of first meeting.
  • Organization and Professional meet. Organization shares details of the event including budget, venue, logistics, purpose, desired number of attendees and goals.
  • Professional creates a logistics plan for Organization, including a detailed timeline for sending invitations, securing venue, hiring caterers, selecting menu, identifying event photographer/videographer (if applicable), choosing music, confirming AV requirements, and any other logistics identified during the initial meeting.
  • Professional provides feedback on the invitation prior to sending. Note: Organization is responsible for designing and invitations.
  • Professional and Organization discuss event agenda and layout, conducting a venue site visit to ensure seamless event flow.
  • Professional coordinates final logistics and creates an internal agenda for the event including volunteer staffing schedule and job descriptions, set-up and clean-up .
  • During event, Professional acts as Producer, managing all on-site needs and ensuring it all goes off without a hitch!
  • Following the event, Professional, Organization and Event Committee meet for a wrap up to discuss what went well, what didn’t and list recommendations for future events.
  • Organization completes Catchafire’s project survey within 30 days of success.
  • Prerequisites

    Professional

    • 2+ years of successful fundraising or promotional event planning experience.
    • Previous experience with logistics for large-scale events.
    • Geographic proximity to the organization, or willingness to travel.
    • References for two past events.

    Organization

    • A large-scale fundraising, donor cultivation or product launch event on the horizon.
    • A secured venue.
    • A planning committee and staff to support the event planner
    • Ample lead-time (2-3 months minimum) depending on the size of the event.
    Lindsay Durgin NOV 19, 2012 · 4:54 p.m.

    Does the event planner have to be local? I am interested in this project but I live in Boston.

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