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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
Themes • Senior Appreciation Day • Holiday Party • Medication Drop-offs • Luncheon • Spring Tea • Pot Lucks • Fundraisers
*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 • Venue • Meals • Decorations • Supplies • Entertainment • If outdoors, sanitation needs
Partnering with Other Groups • Civic organizations • Religious Groups • Military • Other Non-Profits • Elderly Service Agencies
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 • 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 • 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 byAdvertisement or publications • Local Media • Internet Sites • Community Calendars • Senior News Columns • Posters • PSA’s • Local newsletters • Local Access TV
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