Steal This Idea: Mini Event Cheat Sheet

Recently, we had the pleasure of stepping in for the inimitable Rhiannon O’Leary at Opportunity Fund for their fall fundraiser while she enjoyed new motherhood. 

Opportunity Fund’s mission is to “advance the economic well-being of working people by helping them earn, save and invest in their future.”  Their event, an evening with Michael Lewis discussing income inequality, drew hundreds of donors and friends to Sharon Heights Country Club in Menlo Park.

Rhiannon was totally on top of her transition plan, and her event planning style complements ours (we’re all in “the more details, the better” camp).

THOUGH SHE BE BUT LITTLE, SHE IS FIERCE

During a transition meeting weeks ago, Rhiannon shared her typical event documents, and one is a simple card she gives everyone on her staff. She designed it as a Word Doc, a simple table she can print and cut up into pieces, and it includes a super shortened version of the schedule for the evening.

That way, when the entire staff is in suits and cocktail dresses, with a drink in hand, they can pull this out of their pocket. Or they can stick it behind their nametag in its sleeve and refer to it.

Our client, AppDirect recently hosted their annual conference and each attendee’s nametag was the conference agenda, which we LOVE.  Maggie snapped a picture of her nametag to share.  

So easy, free, and so helpful. We will be stealing these ideas and you should too!

OTHER WAYS TO BE LITTLE AND FIERCE

Here are some other ideas for small-but-mighty reference guides:

o   Print conference schedules on the back of nametags

o   Print banquet table floor plans with table numbers and tape to the back of volunteer clipboards

o   Tape floor plans to the back of clipboards for staff giving directions. Then they can just flip it over and use it to guide guests. (Maggie’s favorite — I find evidence of her handiwork on piles of clipboards as I unload them in storage!)

o   When multiple sessions take place in one room over the course of a day, you often have one easel and multiple signs to swap on that easel.  Write the sign order and time in a sharpie on the back of one of the posters, or tape a schedule to it.

o   Print names of top speakers alongside the times of day they are needed and give to volunteers to “be on the lookout” (that’s a BOLO, if you watch crime dramas, btw)

o   Print a mini “lookbook” of thumbnail photos and names of top investors/donors/VIPs for your biz dev team to carry.

o   Provide a mini set of crucial radio protocol for volunteers, especially urgent v. emergency procedures.

DID YOU LIKE THIS ARTICLE? HERE ARE SOME OTHERS YOU MIGHT FIND USEFUL

The Formula for Nametag Success

The 10-Minute Rule

Effective Meetings for Event Planning Decisions

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