YSC In Living Pink: YSC In Living Pink Welcome to the Young Survival Coalition


Goals of presentation: Goals of presentation Learn the aspects of planning for how to run a successful In Living Pink event!


6 to 8 months prior : 6 to 8 months prior In person meeting to help organize In Living Pink event – brainstorming session Create preliminary budget Organize committee Venue, Catering, Bar, Decorations, Entertainment Invitations Press Relations Silent Auction and Goody Bags Sponsorship


Venue (6 to 8 months prior): Venue (6 to 8 months prior) Research, visit and meet with venue contacts Choose venues according to how many people you expect to attend Evaluate potential layout for each aspect of the evening


Venue setup and Decorations (6 to 8 months prior): Venue setup and Decorations (6 to 8 months prior) Venue layout and set up Check in Coat check Silent Auction area Food setup and guest tables YSC information table YSC merchandise table Decorations dependent upon venue Centerpieces Balloons, streamers Tablecloths, paper products


Catering and Bar (6 to 8 months prior): Catering and Bar (6 to 8 months prior) Research estimates for: food alcohol and non-alcoholic beverages, ice, bins for cooling drinks paper products, table rentals and linens (if needed) garbage cans and trash bags, serving staff and bouncer (if needed) Work with local vendors for service donation


Event Schedule and Entertainment (6 to 8 months prior): Event Schedule and Entertainment (6 to 8 months prior) Entertainment DJ Live band Live auction Event Schedule Welcome including introduction to the YSC, affiliate achievements, explanation of where event proceeds will go Guest speaker Timeline estimate


Invitations (6 to 8 months prior): Invitations (6 to 8 months prior) Start compiling the guest list Begin with constituent and YSC local contact lists Ask members to submit invite lists of family, friends, co-workers, etc. Expect 20-25% of those to attend Theme design for Save the Date, Invitations, Programs, Signs Decide where responses and donations will be sent


Press Relations (6 to 8 months prior): Press Relations (6 to 8 months prior) Coordinate list of local print and television reporters including names from health, lifestyle, society and metro area events sections Develop and compile a press kit including information on the YSC, your affiliate, local events and achievements Ask for members to volunteer to speak with the press if necessary Prep them with YSC 101 training


Silent Auction (6 to 8 months prior): Silent Auction (6 to 8 months prior) Develop letter and donation form Begin soliciting donations from area businesses Restaurants Clothing boutiques Salons/spas Theatres Jewelers Local sports teams Hotels For repeat events, mail out to year prior’s donors Decide on designated item collection point


Goody Bags (6 to 8 months prior): Goody Bags (6 to 8 months prior) Develop letter and donation form Begin soliciting donations from local businesses Gift certificates Coupons (% off sale) Candy Samples including makeup, perfume, lotion Food or snack samples YSC brochures, newsletters, fact sheets Goody bags are optional depending on the donation response received


Sponsorship (6 to 8 months prior): Sponsorship (6 to 8 months prior) Begin soliciting sponsorship monies from area merchants and companies as means of underwriting the event Develop letter and sponsorship form For repeat events, mail out to year prior’s donors Sponsors may donate lump sum amounts toward the event or underwrite specific aspects (i.e., printing, food, entertainment)


4 months prior: 4 months prior Monthly conference calls/meetings with committee to ascertain progress with assigned roles Contract for selected venue must be signed (if not done already). Find out when deposit is due – many venues will allow you to put down a deposit, then pay balance on the day of the event. Remember that all contracts need to go to YSC national to be reviewed and signed, so allow enough time for this Entertainment should be selected and confirmed. Early confirmation should give you ample time in case of cancellation for replacement.


3 months prior: 3 months prior Start to generate excitement for event: Finish compilation of database Mail out save the dates Reach out to other organizations Organize files for tracking Contracts; RSVPs; donations; sponsorship Major push for sponsorship Silent Auction (as items are received) Complete donation sheets for each item Log donations into master Excel file or database


2 months prior: 2 months prior Confirm venue specifics Rentals for tables, linens Decorations planned and purchased Catering/Alcohol Bartenders Invitations Print invitations, response cards, envelopes Invite list completion Print mailing labels Order YSC materials from NYC Brochures, Newsletters Tshirts for volunteers, event staff, bartenders


2 months prior: 2 months prior Silent auction Major push for items Arrange for manual swipe machines for check in and auction check out Items collected at designated location and logged Compile list of donors for post event thank you letters and list for following year


1 month prior: 1 month prior Weekly conference calls Responses and donations Track via excel spreadsheet or database Log and process deposits and credit card transactions Media push to local press Reminders Friends and family to RSVP Sponsorship monies Donors for additional silent auction items Volunteers for check in, silent auction, bar, servers, bouncer, goody bag detail and clean up


Less than 1 month to ILP: Less than 1 month to ILP Silent Auction Pair items to make complete auction lots Assign name, auction number and complete ID sheet Bag and tag items Use ID sheets to draft program insert with item summary for night of event Draft program and signage Stuff goody bags


Less than 1 month to ILP: Less than 1 month to ILP Check in table Print master list Divide into several stations for quick check in Set up ‘night of’ registration with payment capabilities Merchandise table Sort merchandise and inventory Create price list, order forms, inventory tracking Set up with payment capabilities


Week of ILP: Week of ILP Silent Auction Create bid sheets for each item Create winning bid sheets for each item Set up checkout bins with supplies Assign each guest a bid number Print programs and auction item list – assemble Print signs Meeting with volunteers for evening run through and review of responsibilities


Night of In Living Pink: Night of In Living Pink Event chairs Oversee the evening with team leaders for each area Keep to timeline HAVE FUN!


Post Auction Activities (within two weeks): Post Auction Activities (within two weeks) Review each transaction to insure accuracy Cross check winning bid sheets and payment sheets Double check math Sort payments into cash, checks, credit cards for processing and deposit Cross reference subtotals by method of payment to grand total to insure YSC was fully paid Follow up with anyone whose payment info is incomplete


Acknowledgements (within 1 month): Acknowledgements (within 1 month) Create letters for Item donations (Silent Auction and Goody Bags) Sponsorship Service donations Cash donations Create historical records for future year’s reference


Celebrate!: Celebrate! Wrap up get together for committee and volunteers to celebrate your success!