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Event Planning Dawn L. Tripp, York County Triad, Inc., Chairman Elaine Anderson, Orange County Virginia TRIAD Coordinator Jennifer Aulgur , Director – Triad & Citizen Outreach, Office of the Virginia Attorney General, Richmond, VA. Themes Developing Time-Lines Advertising Donations

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Event Planning Dawn L. Tripp, York County Triad, Inc., ChairmanElaine Anderson, Orange County Virginia TRIAD Coordinator Jennifer Aulgur, Director – Triad & Citizen Outreach, Office of the Virginia Attorney General, Richmond, VA

Themes

Developing Time-Lines

Advertising

Donations

Budgeting

Partnering with others


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Themes

  • Senior Appreciation Day

  • Holiday Party

  • Medication Drop-offs

  • Luncheon

  • Spring Tea

  • Pot Lucks

  • Fundraisers


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*Developing a Time-Line

  • Donation Letters

  • Advertising

  • Publications

  • Day of Event

    *All of these are a sub category that can be discussed more as time permits


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Budgeting

  • Venue

  • Meals

  • Decorations

  • Supplies

  • Entertainment

  • If outdoors, sanitation needs


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Partnering with Other Groups

  • Civic organizations

  • Religious Groups

  • Military

  • Other Non-Profits

  • Elderly Service Agencies


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Time Lines Sub categories

  • Donation Letters

    • Should be on letterhead

    • State name and purpose of organization

    • What the Event is, date and time

    • What donation is to be used for

    • Contact person, title, w/ address and phone number

    • Have an RSVP deadline

    • If specific needs are requested, what they are

      • ie… food item, t-shirts, paper goods, water etc


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Donations

  • Where to Look

    Local Businesses

    National Chains

    Organizations

    Banks

    Public requests

    Municipal Budgets

    Fundraisers *

    * Needs to have a separate timeline developed

    Consider the source of the donation and what their timeline needs to be.


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Acknowledgements

  • How to THANK the Donors

    • Plaques

    • Thank You Letters or cards

    • Challenge Coins

    • Certificate of Appreciation

    • If present at Event- Public Acknowledgement

    • List them on publications

    • Place their logo on Event T-Shirts

      * If you are Non-profit be sure to include the EIN when appropriate for the tax deduction and the value of the donation or services.


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Notifications byAdvertisement or publications

  • Local Media

  • Internet Sites

  • Community Calendars

  • Senior News Columns

  • Posters

  • PSA’s

  • Local newsletters

  • Local Access TV


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Day of the EventScheduling

Set up time

Be sure you have more than enough time allocated plus a little extra for the unexpected.

*May even need to start the day or two before.

Event Itinerary

Welcome

Acknowledgements

House keeping rules

Maine Event

Closing remarks

Take Down and Clean-Up


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