FUNDRAISER EVENT
Hotel Bouganvilla,
THIS IS A WORKING DOCUMENT. COMMENTS, IDEAS, SUGGESTIONS ARE
GREATLY WELCOME, ENCOURAGED AND NEEDED!
Strategic Plan
Preparation, Presentation
and Networking
Objectives:
(a) Finalize Documents for Presentation of UWC National Committee of Costa
Rica (i.e. Executive Summary, Flyer, RSVP card, Letter to Partners, Letter to
Sponsors, Letter to Diplomatic Missions, Letter to Media, Press Release)
(b) Divide Responsibilities
Focus Groups
PLEASE,
INFORM ASAP WHO IS IN WHICH FOCUS GROUP
Partners
-
Prepare a list of
organizations and institutions you wish to invite and identify names of
directors, chairs, etc. by
-
Tailor your letters and
send
-
Since we are not yet sure
whether we will have dinner or just cocktails, we should try to insert a clause
about a “complimentary fee”. I think for dinner we could charge anything up to
8,000 colones. For a simple cocktail, we may need to
be happy with up to 2,000 colones. Any ideas how to
do this? I would suggest we mention that there will be a small complimentary
fee only and then inform them of the actual amount on July 30, when we send out
reminders and RSVP cards
-
Always copy the entire UWC
National Committee so that everyone knows who has and who has not been
approached
Media
-
Prepare a list of media
groups you wish to invite and identify names of journalists you wish to be
present at the event
-
Make a phone call first if
you are unsure about who to contact
-
Immediately follow up by
sending your letter and request confirmation of receipt
-
Initiate conversation with
the aim to obtain a promise that the reporter will indeed show up on
-
Prepare a Press Release,
which you will send shortly before the event itself will take place. To learn
about how to write a press release, visit the following websites:
http://www.stetson.edu/~rhansen/prguide.html
http://pandecta.com/write_press_release.html
http://www.pertinent.com/articles/publicity/index.asp
-
Always copy the entire UWC
National Committee so that everyone knows who has and who has not been
approached
Sponsors
-
Identify what sponsorship
we need (i.e. hotel, catering, transportation)
-
Develop a list of potential
sponsors
-
Approach each sponsor
individually and make sure that your letter is tailored to the individual
interests of individual company
-
Whenever you have a number
of interesting facts to communicate (i.e. the Dutch ambassador confirmed his
attendance and so did the regional representative of UNESCO), you should “milk”
both prospective and confirmed sponsors. Just sort of inform them of our
progress and let them know we really appreciate their support, because without
them, we would not be able to do this.
Diplomatic Missions
-
Feel free to “walk up” to an
embassy only if you know you know someone personally
-
Otherwise, send letters
together with flyers and RSVP cards
-
Follow up within 2-3 days
to inquire whether anyone from the embassy will attend
-
Make sure to always
communicate your results to the Logistics Group. Especially with embassies,
positive information is something that should be always communicated to the
outside world asap.
Logistics
-
Keep track of all
communications
-
This can be done by
creating a simple excel file, where you register every single letter, email,
fax or phone call made
-
If anyone in other focus
groups has any doubts about what has been communicated to whom, the Logistics
Group should always have the answer
-
Make sure that all
equipment needed to carry out the event (i.e. sufficient amount of
chairs/tables, sound system, LCD projector, laptop for PowerPoint presentation,
VCR) is on site.
Timeline:
(a)
(b)
(c) Monday, June 21 –
(d)
(e)
(f)
(g)