Kids Creative is looking to for help planning a small event/house party to recruit major donors for our Fall Gala at the Waldorf-Astoria, a large collaborative event run by Youth, I.N.C. (www.youthinc-usa.org). As part of the Gala, we are challenged to engage individual donors as Event Co-Chairs and to set and meet an ambitious fundraising goal. By hosting this small house party, we can engage people early for our November event and ensure that our fundraising goal for the year is met. We also hope to complete this project with a plan for running successful fundraising events in the future.

Money raised through these events are put towards our summer camp scholarship fund and expanding our capacity to reach more youth throughout New York City.

Event planning helps an organization coordinate all the moving pieces of a major event, including venue and logistics, invitations, evening program and entertainment, caterers, sponsors, ticketing, and gift bags/auctions/raffles. Whether a large fundraiser or a smaller gathering of supporters, events require a lot of planning, and someone must manage all the logistics needed to pull off a successful event.

Implementation of a detailed event plan including:

• Management of logistics in advance of the event
• On-site support and management during event
• Wrap-up meeting upon completion of the event to offer recommendations for future events

1. The professional and the organization meet to assess goals and details of the event including the budget, logistics, date, purpose, and desired number of invitees.

2. The organization gathers materials from past events to deliver to professional. The organization introduces the professional to the event committee, if applicable.

3. The professional creates a logistics plan for the organization, including a timeline for securing the venue, caterers, refreshments, event photographer/videographer (if applicable), music, AV requirements, and any other logistics identified at the initial meeting.

4. The professional works with the organization to determine information to be included in the event invite (the organization will be responsible for designing invitation, if desired).

5. The professional and the organization discuss the event agenda and entertainment needs for the event.

6. The organization works with the professional to finalize guest list for event.

7. The professional works with the event committee to make sure members are providing all support required of the professional as agreed to during initial meeting.

8. Working with the organization and event committee, the professional coordinates the final logistics and creates an internal agenda for the event including venue details, event volunteer staffing schedule, and set-up and clean-up needs.

9. During event, the professional manages all on-site needs as determined in the plan and agreed to with the organization.

10. Upon conclusion of the event, the professional conducts wrap-up meeting with the organization to make recommendations for future events.

Professional

• At least 2 years of relevant event planning experience
• Previous experience managing overall planning of large-scale events
• Geographic proximity to the organization, or willingness to travel
• Ability to provide references for two past events is a plus

Organization

• Planning committee in place and general idea of event purpose and timing
• Appropriate lead time before event (2-3 months) depending on the size