Beruflich Dokumente
Kultur Dokumente
Author: Dean Amory Copyright 2012, Edgard Adriaens, ISBN CODE: 978-1-291-14675-2 First Printing: October 2012 Published by Edgard Adriaens Dean_Amory@hotmail.com Cover design by Edgard Adriaens Book design by Edgard Adriaens All rights reserved. No part of this book may be reproduced in any form or by any electronic or mechanical means including information storage and retrieval systems, without permission in writing from the author. The only exception is by a reviewer, who may quote short excerpts in a review. Dean amory
INDEX
INDEX..............................................................................................................................................3 DECESIVE FACTORS FOR THE SUCCESS OF YOUR EVENT ...............................................4 PREPARATION...............................................................................................................................5 1.1. Decide on the goal for the event............................................................................................6 1.2. Determine the type of event you will organize. ....................................................................7 1.3. Practical and legal consequences of your choice. .................................................................9 1.4. Organize a Team..................................................................................................................10 1.5. Design a definitive plan for your event. ..............................................................................12 1.6. Date and Time .....................................................................................................................13 1.7. Location...............................................................................................................................14 1.8. Logistics. .............................................................................................................................15 1.9. Staffing or Volunteers. ........................................................................................................16 1.10. Risk assessment. ................................................................................................................17 1.11. Invitations. .........................................................................................................................21 1.12. Publicity and printing. .......................................................................................................22 1.13. Your Costs. ........................................................................................................................24 1.14. The Speaker .......................................................................................................................25 1.15. Entertainment. ...................................................................................................................26 WORK TO BE DONE 1 TO 2 WEEKS BEFORE THE EVENT .................................................27 WORK TO BE DONE 2 TO 3 DAYS BEFORE THE EVENT ....................................................28 THE DAY OF THE EVENT..........................................................................................................30 AFTER THE EVENT.....................................................................................................................34 Communication with Partners ....................................................................................................34 Report to the Public ....................................................................................................................35 Administration............................................................................................................................36 A SHANTY TOWN CALLED CLARA ZETKIN ........................................................................37 Sources: ..........................................................................................................................................39
PREPARATION
1.2.1. If you are looking for a smaller amount, try: A bake sale (cakes, cookies, waffles, pies, ) Selling fruits, flowers, calendars, candy or items for your home, Competition (singing contest, dancing competition, poetry reading, beauty pageant, race, chess, card games night, football knockout competition,), Garage sale (clothes, household items, toys, ), Craft fair (painting exhibition, home made cards, books, handwork, ) Car Wash (with extra services like vacuuming and waxing at additional cost), Auction, Raffle (Get the main price(s) for free from a local sponsor!), Eating at a restaurant that will donate a percentage (generally 20%) of the sales to your charity, Walk-a-thon Quiz-night Fashion show Cookery demonstration by a well known chef Hair and beauty hints and tips evening Dancing display by local dance school 7
In general: if third parties participate, a percentage of their sales should go to your charity (fashion show, sale of paintings, handwork, )
1.2.2. Larger amounts can use many different types of fundraising included into the bigger event. Try: Wine or food tasting event, Concert, Themed music night (e.g. classical, folk, ) Picnic and music in the grounds of a mansion or castle Fancy ball, traditional dance and food evening, Dinner and entertainment or a style show, Golf tournament. Art shows and dinner at your local art museum are some of the most favorite fund raisers. Silent auction Raffle Straight out donations or pledges.
Consider how many volunteers are required. For example, a straightforward auction or raffle only needs a handful of people to take money, and call out prizes. The numbers multiply exponentially if you're planning a gala with elaborate meals and drinks, which must be set up, serviced, and broken down again. Good team members with different skills are a necessity. They can help with everything from preparing schedules and budgets, to making invites and posters. They can help you get things done Before you set out to recruit team members, create a provisional budget and a provisional plan of the benefit informing them of what you are asking them for and providing them with a financial blueprint of the event. Recruit a committee of friends, coworkers and business acquaintances to handle the event. Create a committee that will lead the efforts for your fundraising benefit. Then determine the necessary subcommittees that will be responsible for certain areas of the whole plan - for example ticket sales, entertainment, gift solicitation and promotions. Decide how many people should be involved in each subcommittee. Don't be afraid to delegate authority. Choose a chair person to manage your event. This person will organize your benefit and be the main contact. A chair person is needed to guide the planning of this event and see it to fruition. Assign each person or group to a specific task. Allocate someone to collect entry forms, take responsibility for incoming money and payments due, bank money, send out information to participants, register participants, write out certificates, sign sponsor forms, send out letter of thanks, keep and analyze the budget, monitor and evaluate needs to be carried out, maintain press relations, etc While you're engaged in those tasks, start looking for volunteers, who can come from family members and friends. Corporate sponsors may be willing to support your event, especially if you can convince them that they can get good publicity, generate goodwill and associate with a worthy cause. Seek sponsors to help absorb the costs associated with the benefit, from door prizes to food and publicity, or huge overhead costs will eat up whatever funds you raise. Some sponsors will swap services in return for a plug. Follow up on that promise, if you plan on making it. Try to settle your committee, sponsor and venue lineup within the first couple of weeks of organizing. Schedule regular meetings to discuss the progress of the event. Expect weekly meetings with the core team to keep track of the planning, and head off any last-minute, sticky issues. Meeting periodically will allow the chair to confirm that everything is going to plan. Additionally, it will offer committee members an opportunity to get together and be updated on their peer committee progress Set up a time table and list when each item should be finished. 10
Prepare a list with all relevant mobile, phone numbers, emails ids of team members. Also, make a similar contact list for VIP, and supplier of any goods or services. Keep detailed records of every thing you do. After the event, make notes as to what worked well and what can be improved upon. This will be your guide for the next time. Sit down with your committee after the event to discuss what worked, or didn't. Even if the benefit was only a one-off, it never hurts to revisit things. You'll never know if you have to organize a similar event for someone else. Follow through with your sponsors, and don't be afraid to get their feedback, while you're at it. Thank your volunteers and sponsors by sending out cards, a summary letter, or special dinner. After all, you want to recognize people for the hard work and support they gave in making your event successful. Post the final details on your website, including how much money was raised, how the beneficiary fared, and - if you created an ongoing event - details that future volunteers and sponsors need to know in gearing up for next year.
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1.7. Location.
Unless your event occurs online, you'll need a venue to host it. The location is vital: your event will be weighed by the nature and prestige of your venue! The type of location depends on the goal and nature of the event. Selecting a well known, official hall (library, cultural center, school hall, ) has consequences which may prove to be an advantage or a disadvantage. Elements to consider are: How well-known is the location with the target audience? Is it accessible to everybody? (both young and old? Selecting a youth-club for instance, will primarily draw young people) Is it considered politically neutral ground? Logistics: presence of kitchen, bar, sound-system, didactic attributes (beamer, micros, ) Presence of a stage, sufficient chairs, tables, cutlery, How about power points, light and heating? What are the possibilities for (wall) decoration? Assistance available? (e.g. in case of problems with sound system, electricity, kitchen ) Presence of toilets & toilet-paper Presence of beverages permission to serve own cocktails or wine? Access to the location: when and where will you receive / return the key? Arrangements for cleaning and washing up
Make a shortlist of three or four choices The location should be handicap accessible. It should be easy to find and have easy access. - Include a map and directions with the invitations and all advertisements. Take in other factors that affect attendance such as proximity to public transportation and parking facilities. Visit the venue with your team members, look around the place including parking, toilets, green rooms, contact person, arrangements, various entrances and exits. Look for nearby places where you can take photocopy, make phone calls, buy any things in case of emergency. If the event is being held outdoors you should consider the possibility of bad weather: How will bad weather impact the activities planned? What may be the impact on the success of the event? What provisions are required to shelter the audience? Are the car park, footpaths, staging and other structures suitable for use in bad weather conditions?
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1.8. Logistics.
Gather items needed for the event. These items might include medals, games, mementos, prizes, or certificates. Make arrangements for photos, videos etc. Make arrangements for food and refreshments. This is also a good time to prepare for special accommodation such as for those who have disabilities etc. Check participants who are vegetarian. Make arrangements for chairs, tables, backdrops, microphones, speakers, computers, LCD projectors, podiums to be set up at the venue.
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You should: - Satisfactorily protect any generator and/ or electrical equipment, including switchgear, to prevent unauthorised access and/ or interference. - Protect all electrical equipment from inclement weather, using covers, enclosures or shelters. - Ensure cables are used which are of the correct rating for the load. There should be no damage to the cables and they must be the correct type of connectors which are suitable for external use (where necessary). - Securely fix cables, protect them against sharp edges or crushing by heavy loads and position them so as not to cause trip or other hazard (e.g. by covering with ramps or rubber mats). - Provide sufficient fixed sockets outlets so that flexible extension leads and multisocket outlets can be avoided. Fixed socket outlets can be either permanent or on properly mounted temporary distribution boards. Ideally, equipment should be located within 2m of a fixed socket outlet, to avoid the need for long trailing leads. - Ensure artificial light to all parts of an outdoor venue is adequate if there is not enough daylight. Consider also the lighting of the first aid post, information area/marquees, toilets and emergency entries and exits. First Aid management - Make sure that the basic services for first aid are always available. At smaller events a qualified first aider should be present and an area suitable for first aid treatment (a supply of water should be available). Ideally every event should have at least 2 first aiders. A voluntary first aid society may be asked to provide a First Aid Post staffed by qualified firstaiders. - Make sure first aid posts are clearly signposted and provided with easy access for the audience. Make sure that all persons assisting at the event know where the first aid post is and where appropriate know the identity of the first aiders. - Record all people seeking treatment. Welfare facilities It is appropriate to provide an adequate number and type of toilets for the number of people expected to attend the event including provision for people with disabilities. The table below shows a general guideline for music events. Country fairs, garden parties and other short duration events would warrant fewer facilities but events where there is a high fluid consumption or with camping would warrant more facilities. For events with a gate opening time of 6 hours or more 1 toilet per 100 females 1 toilet per 500 males plus 1 urinal per 150 males For events with a gate opening time of less than 6 hours duration 1 toilet per 150 females 1 toilet per 600 males plus 1 urinal per 175males You should - Ideally use toilets which are connected to mains services but temporary units may have to be provided. If nonmains units are to be used you must ensure safe and hygienic waste removal is arranged. - Consider the location, access, construction, type of temporary facilities, lighting and signage. - Provide handwashing facilities (no less than 1 per 10 toilets) with (warm) water, soap and hand drying facilities. Antiseptic hand wipes or antibacterial gel should be provided where warm water is not available. 18
- Regularly maintain, repair and service toilets through out the event to ensure that they are safe, clean and hygienic. - Ensure floors, ramps and steps of the units are stable and of a nonslip surface construction. - Provide a location where enquiries can be made about lost children, lost property and for information about the event. This could be the Control Room. - Provide drinking water within easy reach of the audience and all catering operations - Provide enough rubbish bins around the site at places where they will be most required - Make sure the bins are regularly emptied. Think about disposal methods and recycling. Food safety advice Any food (or drink) for sale or given out at your event must be safe. This means that it must comply with all relevant food hygiene and safety legislation. If you are preparing food for the event using volunteers you need to consider the following matters carefully: Origin of all foodstuffs Positioning of the food and the food outlet Design and construction of the facilities and equipment Cleanliness and repair of the above Washing facilities Temperature control Staffing including appropriate training Food safety practices and supervision Knowledge of the ingredients in food being served customers often ask to avoid problems from food allergies
Food outlets should be sited in areas where there is minimal risk of contamination of food, so ideally they need to be away from toilets and refuse storage areas. Ensure there are adequate arrangements for sufficient safe water and for refuse disposal.
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1.11. Invitations.
Who will you invite? If you haven't already, start a computerized worksheet list of possible donors with mailing information and a column to record donations. This can be used now and in the future. You can also purchase a mailing list from local business that deal with mass mailings. They can target a specific audience. Invite people from the national headquarters of your charity. Send a personalized invitation to corporation heads and local celebrities, or anyone that may be or has been a contributor. Always include the date and time for the RSVP, knowing that some people will be late in responding, plan accordingly.
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Prepare appropriate display materials, including flyers, handbills and posters, for your volunteers to pass out or put up two to three weeks before the event. Make sure they know where to legally stick flyers and posters. Slapping them on municipal property, such as utility poles, can result in fines. Interesting places are: shops, malls, bank agencies, meeting rooms of local organizations, libraries, town hall, service centers, cultural center, church porch, It may be a good idea to have your posters printed in two sizes : A4 or legal format posters can be put up at small shops and by individuals before the home window. A3 posters are better fit for shopping malls, bank agencies, message boards, etc
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Put up a website to inform as well as answer questions about the benefit. Include major sponsors, the event lineup and activities, and how the fundraising is coming along. For larger events, a well-placed series of flyers and online ads are a must.
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Plan the intervention carefully: you do not want the speaker to speak after the dinner As a rule, you require a personal contribution from the speaker: you do not want him to repeat a speech he gave some time ago for an other fundraising event or to talk about subjects not connected to your organization and its goals. Emphasize the agreed duration of the speech. If the speaker is asked to deliver an introductory speech only, his speech should not take longer than 15 minutes. It is important both for the speaker and for the organizer to have a clear view of the people who will assist. Take into consideration their age, social situation, educative level, knowledge, motivation, commitment and insight. How much do they know about the organization, about the project, about the subject of the speech? Which questions might they have? Why are they present? (night out, social gathering, exchange ideas, ) Are they expecting general information, practical guidelines, encouragement, ?
The speaker should possess the necessary qualities, experience and expertise to talk about the subject and build contact with the audience. Some speakers me be suitable for a young public, but less suitable for a more mature audience. He should speak from his personal conviction and should be unprejudiced and open to the public. His speech should be sufficiently interesting, intelligible and clear. It is an advantage if the speaker is known by the audience. Be careful how the speaker is introduced: Dont announce a confrontation, or debate unless the speaker agreed to bring his speech as such. Assure some kind of interaction from the part of the audience: the speech may raise questions with the audience. Some of these questions may be about your project or organization more than about the speech itself. Make sure a qualified moderator is appointed to assist the speaker and answer to these questions. 25
1.15. Entertainment.
Entertainment can be very expensive. Look for some local musicians or comedians who need more exposure. This would be a good way for them to get free advertising. You will not only be promoting the event with their names in every advertisement, when they perform at the event, the guests will hear how entertaining they can be. You could even have a mini battle of the bands or battle of the comedians. Pass out ballets and have the guests vote. Give an award to the winner.
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Reconfirm all staffing, equipment and service arrangements Ensure event staff have access to water and rest rooms Make arrangements for collecting fees, if necessary (staff, petty cash, security) Get supplies, exchange money, traffic cones, tape, tools, refreshments, Send out press release and contact local reporters at least one week before event Remind VIPs about the event Call the Speaker and performers for reconfirmation
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Prepare any products and equipment that should be transported to the venue and put them in marked boxes, ready for transportation. Hold a "tie down" meeting. Distribute a schedule of events to each committee member. Check assignments. Check whether everybody will be present in time for the event, otherwise make sure you get some more people to help you. Distribute identification badges. Check whether all invitations have been sent and responded to. Create a list of invitees. Check whether all activities are going on schedule. Check travel arrangements/maps/directions for participants. Collect enough money/cash for the event expenses from concerned persons. 28
Check whether participants kit is ready. This kit might include a bottle of water, snack bar, note paper, pen, brochure and any information they may need. It is also a good idea to include small mementos. Prepare minute to minute agenda for important activities. Make a checklist of the things to be taken to the venue. Answer any questions Go to the venue and check whether all things are ready. Get the keys, reconfirm contact data for assistance on the day of the event Check all equipment present (sound, beamer, .)
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Arrive early to the venue with your team members and volunteers, because there is still a lot to do before the actual event will start. Re-check for the electric reading and that all electronic equipment is in working order. Make sure the organizers are wearing a distinct badge or some other noticeable implement so that participants can find help if needed. Place signposts from the street to the entrance if necessary Put the Welcome Banners and other info in front of the building. Make a reception and registration counter. Inform the sponsors on where to put the stalls. (Make allocation of space earlier). Keep the microphones, and speakers ready. Put on music for an informal event. Make sure the host speaker has the schedule and resume of the chief guest ready. He/She should be well prepared. Make sure the host/anchor/Master of Ceremony is aware of the purpose of the event as well as the people who are organizing it. Make sure that speakers are aware of any time constraints. A lot of money may circulate during the event: make sure to timely empty the money cases and secure the money received. Welcome the delegates and others. Check for clear indication of cloak room, ticket desk, Take care of any special requests, especially those of the outstations and chief guest. Have a separate person to look after the needs of General Delegates (Non-VIPs) and for PR (Public Relations). Give directions to those who need them. Take photos of all important things especially sponsors banners, your banner, entrance, receptions etc. Take note of questions and observations Provide forms for feedback and follow-up Ensure all resources (food, water etc) are sufficient, otherwise work out your contingency plan. Take the feedback from participants. 30
Start at the posted time (+ max 15 academic minutes) If a pause is planned, limit it to about 15 minutes Also end at the posted time. Thank everybody for their participation. Do not start to summarize, evaluate or express your personal appreciation for the event. If there are announcements to be made, first inform the audience about the number of items, then state them briefly. Ending the event does not necessarily mean that the team should immediately start tearing down the decoration, dismantling whatever temporary constructions have been put in place and cleaning the local. This might on the contrary be the ideal moment for an informal chat, for a last visit to an information booth or to contact any interesting people that may still be around. However, do start cleaning up and shutting down in time. This may be the same day, of the next day, depending on the time of closing and of the arrangements made. Before leaving the venue, execute a general safety check. Make sure to check for correct shut off of water, gas and electricity supply and that all doors are closed correctly. Do not forget to also check any refrigerators or other equipment for correct closing or shut off. If the cleaning up takes place the next day, it might be a good idea to offer something to eat and/or drink to the team members. Return keys after the tearing down and cleaning has been completed. Before leaving the locals, check for forgotten items.
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Use the opportunity to help the public see how much waste was reused or recycled.
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Administration
Finalize and settle the accounts. Distribute any souvenirs or other publications to relevant people. Deliver the receipts to sponsors and others. Distribute the photos to those who require it and post the photos in your event website. Evaluate the feedback forms (or feedback from your website)
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Marlies grew up as the third of seven children in a deeply Catholic home in Terjoden, a small village near Aalst in Flanders, Belgium. After graduating as a nurse, she took short courses in all sorts of practical things. Whilst working as a nurse in a hospital in Aalst, she became friendly with a nun who had just returned home from Chile. Another sister, preparing to continue the sisters job at Hogar de Cristo, finally could not go. With her mind meanwhile turned to the sufferings and needs of the poor people in Chile, Marlies promised the sisters that she would go to Chile herself to help the people who most needed her help and assistance. A period of specialized courses and preparations followed. Then came a surprise telephone call from one Antonia Beentjens in Holland: Would she be interested in a joint trip to Chile? Six months later, the two girls found themselves lodged with two separate families in the suburbs of Santiago, to learn Spanish. Marlies and Anthonia were lodged in Maip, in a respectable suburb of Santiago. Yet, on the other side of the road was a campamento: a collection of about 400 shacks housing about 3.000 people. According to local gossip, the campamento was a hotbed of vice, drugs, violence, robbery and prostitution. The reality, such as Marlies and Anthonia observed it, was that these were families who had fled the poverty from other regions in Chile and were hoping to find work and build a decent living in Santiago. Soon, they started frequenting the people from the campamento. They immediately learned that the people from the campamento, though treating them with the greatest respect, were suspicious about their real intentions and afraid to talk about their problems. After all, this was 1978 and the country 37
was being ruled with iron hand by Pinochet. People especially poor people - were not allowed to organize, and the oppression and intimidation from army and police had left the people very conscious of their vulnerability and afraid of retaliations should they dare to break the law. There was something else hindering the relations between the people from the campamento and the two European girls. How can you help us? You dont even understand our reality they were told over and over again. At night, you go to sleep in a warm bed; during the week-ends, you eat at restaurants and watch movies at the cinema you dont know how it is to spend your days in mud and dirt, not being able to send your children to school, or to pay a doctor when they need one. With some trepidation, the two girls decided to built their own little cottage and settle down amongst the people of the slum. One day, no more than one day, that is how long it will take before you are raped and robbed, the good people of Maip warned them. I have been robbed, Marlies smiles: But never in Chile. Some years ago however, in Brussels, the radio was stolen from my car. To live with the people and be part of their life, was a first step. The second step was, to become aware of the problems. There was no shortage of these: poverty, unemployment, malnutrition, in some cases even bordering on starvation, especially in the children. In addition: widespread neurosis in the women and alcoholism in the men, both the fruit of frustration and despair. There were also the health problems related to living in conditions not worthy of man: skin diseases, respiratory problems, allergies, parasites, Step three was the most difficult: convince the people to organize. They will imprison us, they will raid our houses, shoot at us, The tragic truth was that, unless they organized, they would lose all they ever hoped to find in Santiago. Families would fall apart, people would die. Marlies and Antona convince them that there was no alternative to organizing. And so, they organized! The first initiatives concentrated on the children. First, a children restaurant was organized with leftovers from adjacent markets and food begged in shops. But soon, lack of space forced them to switch to a system of village kitchen in which teams of women prepared the meals, that were then taken home and eaten in family circle. Knitting-teams made the uniforms that allowed the children to go to school and the smartest youngsters helped the slow learners amongst younger children. Once started, the people were eager to learn and create opportunities: lessons in dressmaking, hair care and electricity were organized and the municipal authorities were contacted about items such as distribution of water and electricity, collection of household refuse and medical assistance.
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Sources:
http://www.wikihow.com/Organize-a-Benefit http://www.fundraiserhelp.com/organizing-charity-events.htm (Berwyn J. Kemp) http://www.ehow.com/how_2352019_organize-benefit.html http://www.citizenworks.org/tools/campus/tools-campus-fundraising.php http://www.ehow.com/list_6121858_top-10-fundraising-ideas.html http://ezinearticles.com/?How-to-Organize-a-Charity-Benefit&id=2781396 (Sharon Koss) http://www.mass.gov/dep/recycle/reduce/toolkit/rchecklist.pdf http://www.planetfriendly.net/promote.html http://www.wikihow.com/Organise-an-Event http://www.stoptb.org/assets/documents/getinvolved/resmob/tool2_eventplanning.pdf http://www.librarysupport.net/librarylovers/eventips.html http://www.dorsetforyou.com/media.jsp?mediaid=161009&filetype=pdf http://soschili.skynetblogs.be/ http://www.rayenmahuida.tk/ http://santaclara-cerronavia.skynetblogs.be/
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NOW, GO FOR IT !
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