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Event Concept & Plan

Help WORDS BEATS & LIFE think through their event concept and plan to ensure their event is a smashing success.
WORDS BEATS & LIFE
Washington, DC, USA
WORDS BEATS & LIFE
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WORDS BEATS & LIFE
Washington, DC, USA

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Arts & culture
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Event planning

Posted May 30th

Event Concept & Plan

Project details

What we need
  • 3-5 one hour calls with an events professional covering topics like concept, general structure, logistics, and target attendees
  • A written summary of topics discussed, including event concept and theme, general plan, estimated budget (optional), and articulated goals (feel free to use this template as a starting point)
  • Note: This project does not include on-site event coordination or support on the day of the event
Additional details

We are looking for an outside event planner to assist with the planning and strategy of a 5k event in the DC-area that will double as a fundraising event from corporate sponsorships. We are looking for someone to assist with developing a marketing strategy, the play-by-play of the event, and creating a process for identifying sponsors for the event. The event is scheduled for February 2024.

What we have in place
  • We currently have Draft marketing materials, which should make it easy for you to get started. We also have a development and marketing team, and the ability to provide any other information you need.
How this will help
This project will save us $3,002 , allowing us to invest in staff capacity.

Assistance planning this event will help bring awareness to the mission and programs of our organization and bring in additional dollars that will help us serve more youth.

Project plan

P
Prep: Information Sharing & Goal Setting
  • Professional connects with Volunteer Manager for brainstorming/overview session, to discuss goals, general concept and existing resources, including context about past events, if applicable
  • Volunteer Manager introduces staff and/or volunteers available to help with event planning and execution
  • Professional and Volunteer Manager outline next steps and timeline for sessions
1
Milestone 1: Strategy Sessions
  • Up to 6 calls with Professional, event point person, and/or others involved in strategy & decision-making
  • Professional drafts or gives feedback on event management timeline, identifying roles and responsibilities and, if applicable, general day-of-event schedule based on shared materials
  • [Suggested Session] Discussion of goals and concept
  • [Suggested Session] Development of general budget and timeline
  • [Suggested Session] Sourcing and identification of vendors and attendees
2
Milestone 2: Next Steps
  • Professional provides Volunteer Manager with summary of sessions and suggestions for how to update as project evolves
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About the org

WORDS BEATS & LIFE
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Causes
Arts & culture Education Youth development
Posted by
Jaylen D
Jaylen D.

Development Associate

Our mission

The mission of Words Beats & Life (WBL) is to transform individual lives and communities through Hip-Hop culture in all its forms. As a set of cultural practices and art forms with a global reach, Hip-Hop has demonstrated its power to transform the lives of young people around the world and right here in the nation's capital.

What we do

WBL is an unapologetic advocate for the transformative power of Hip-Hop culture in all its forms, empowering young artists to relentlessly create and refine systems that demonstrate positive change through our individual and collective brilliance. We embrace the sacred nature of our work and our roles as keepers and innovators of our culture. We create arts-based educational experiences that equip youth, arts managers, teaching artists, and scholars to move from theory to practice. We harness the power of the imagination to reshape the lives and communities we serve.

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