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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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themes developing time lines advertising donations budgeting partnering with others
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

themes
Themes
  • Senior Appreciation Day
  • Holiday Party
  • Medication Drop-offs
  • Luncheon
  • Spring Tea
  • Pot Lucks
  • Fundraisers
developing a time line
*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

budgeting
Budgeting
  • Venue
  • Meals
  • Decorations
  • Supplies
  • Entertainment
  • If outdoors, sanitation needs
partnering with other groups
Partnering with Other Groups
  • Civic organizations
  • Religious Groups
  • Military
  • Other Non-Profits
  • Elderly Service Agencies
time lines sub categories
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
donations
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.

acknowledgements
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.

notifications by advertisement or publications
Notifications byAdvertisement or publications
  • Local Media
  • Internet Sites
  • Community Calendars
  • Senior News Columns
  • Posters
  • PSA’s
  • Local newsletters
  • Local Access TV
day of the event scheduling
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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