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Special Events Assessment for Non-Profit Organizations
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Expert Events will work with your staff to perform an assessment of special events procedures at your organization. The plan will include a detailed analysis of current procedures and recommendations for streamlining and/or changes based on efficiency, delivery of service and budget.
We will research the current practices, evaluate communications and data systems for efficiency and efficacy, and provide a spreadsheet to display this data. The Plan will also include two new models for conducting special event planning and production. We will make recommendations in the following areas:
I. Small/routine events held at your site, to include booking of space, utilization of on-site services, if applicable (catering, buildings and grounds, marketing and communications, security, etc.), communications between on- and off-site suppliers (catering, AV production, publications, etc), creation and maintenance of budgets, communication vehicles (invitations, mailing lists, RSVP process), coordinating with PR and media relations, on-site staffing, development of timelines and scripts, and on-site management, evaluation procedures
2. Large in-house events: all of the above, plus the extended use of outside services that might include communication vehicles and other support materials (posters, displays, DVD), relationship building with outside vendors such as speakers bureaus, entertainment companies, transportations services, audio visual services, recommendations on contract negotiation for hotel room blocks or airline/train services for selected speakers, etc.
3. Off-site events: all of the above, plus evaluation of current procedures and recommendations for contract negotiation for site rental and/or site-related vendor fees and all vendor outside services to include budgeting and billing, insurance, etc.
The Strategic Plan can be produced on the following schedule:
Conduct information sessions with your leadership to explore the current practice, working through several models of events across all divisions/locations. (Two to four days on-site with follow up over the following three weeks)
Produce spreadsheet of current practice to include evaluation of effectiveness, efficiency, and recommendations for correcting/improving/reevaluating/changing. (two to three weeks)
Production of full strategic plan with recommendations for staffing, outsourcing, streamlining, budgeting (two to three weeks including a final visit to your headquarters for presentation)
The fee for this service is based on the size of the organization and number of weeks required for completion and can be negotiated following an overview meeting.
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Expert Events, LLC
123 S. Broad Street, Suite 2035 305 7th Avenue, Suite 1101
Philadelphia, PA 19109 New York, NY 10001
Phone: 215-546-9422 Phone: 212-229-1341
Fax:
215-546-9437
sharon@expertevents.com
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