CREATE A-LIST EVENTS ON A SHOESTRING BUDGET A Step-by-Step Guide to Creating High Profile Events, Attracting Athletes, Celebrities and Sponsors on a Small Budget
Who I Is T This C Cour urse Fo For? • Non Profit Organizations • Faith Based Organizations • Small Business Owners • Beginners in Event Planning • Intermediate Experience in Event Planning • Anyone looking to put on a High Profile Event with a Small Budget can benefit from this Course. Create A-List Events on a Shoestring Budget 2
WH WHO A AM I I AND WH WHY SH SHOULD YOU L LIST STEN T TO M ME ? Create A-List Events on a Shoestring Budget 3
Vincent L L. Fe Fergus uson • Author • Speaker • Certified Personal Trainer • Creator of Children’s Choice Awards • Children’s Sports & Fitness Expo • Six Weeks to Fitness Challenge • Host of the Six Weeks to Fitness Podcast • President of Body Sculpt of New York, Inc. Create A-List Events on a Shoestring Budget 4
CHILDREN ’ S CH S CHOICE AWAR AWARDS DS The Children’s Choice Awards involved a balloting process where children throughout the New York tri-state area voted for whom they believe were their positive role models in Music, Sports, Film/TV, Fashion, Politics and Education. Create A-List Events on a Shoestring Budget 5
CHILDREN ’ S CH S SP SPORTS S & FI FITNESS SS EXPO The Expo gives young people an opportunity to participate in over 25 sports clinics, health screenings and nutrition workshops – free of charge. Through this event, children and their families are exposed to activities, programs and services that will help them to become more physically fit thereby reducing the risk of obesity in their lives. Create A-List Events on a Shoestring Budget 6
SI SIX W WEEKS T KS TO FI FITNESS SS PODCAST ST Each Month I interview fitness and nutrition experts, athletes, celebrities and entrepreneurs to discuss the importance for living a healthy lifestyle. Interviews can be listened to on iTunes, Stitcher Radio and www.6weekstofitness.com Create A-List Events on a Shoestring Budget 7
WHAT WHAT CAN AN YO YOU EX EXPEC ECT T TO TO LEARN IN THIS S COURSE SE? In this course you can expect to learn my methods for putting on high profile events, attracting athletes, celebrities and media with relatively small budgets and how these methods can be used by anyone once they know the formula. If you follow these steps, you will succeed. I personally GUARANTEE IT ! Create A-List Events on a Shoestring Budget 8
PLANNING Y YOUR E EVENT In this section I provide my definition of Event Planning and all of its various components from budgeting, establishing timelines, selecting and reserving the event sites, acquiring permits, providing meals and much more. Create A-List Events on a Shoestring Budget 9
STEP 1 : DEFI FINE YOUR TARGET AU AUDI DIEN ENCE This section of the course will discuss why I personally believe that the first thing you should do in planning your event is to determine your target audience. Create A-List Events on a Shoestring Budget 10
STEP 2 : DETERM DETERMIN INE E YO YOUR R OBJ OBJECTIVE What are your goals in putting on your event and what is the expected outcome? It’s extremely important to be able to answer these questions prior to putting on an event. This section of the course will discuss this topic in full detail. Create A-List Events on a Shoestring Budget 11
STEP 3 : NAME OF F EVENT Have you thought about an appropriate name for your event? In this section I guide you through the thought process for coming up with an appropriate name for your event. Create A-List Events on a Shoestring Budget 12
STEP 4 : SE SET A DATE FO FOR YOUR EVEN EVENT In this section of the course, I go into detail on what to consider prior to setting a date for your event and believe me, there is much to consider. This is a “Must Read’. Create A-List Events on a Shoestring Budget 13
STEP 5 : SE SET AN EVENT TIMELINE In this section of the course, not only do I discuss the importance of keeping track of what needs to be done, by whom and by what date, but I provide a sample of what an event timeline and checklist looks like so you can use or modify it to meet your needs. Create A-List Events on a Shoestring Budget 14
STEP 6 : SE SET AN EVENT BUDGET It is impossible to put on an event without having a budget to work with. In this section, I discuss the budget and what items to include in your budget. I also provide an “Event Budget Worksheet” for you to consider when planning your event. Create A-List Events on a Shoestring Budget 15
STEP 7: LO LOCATE ATE A A VEN VENUE In this section I discuss the importance of choosing the right venue and how the venue could possibly be your greatest expense. I also discuss the techniques and methods I use to reduce the cost of such an expense (see venue for my Expo to the right) and how it can work in your favor. This is a very important section. Create A-List Events on a Shoestring Budget 16
STEP 8: FU FUNDRAISI SING When you’re working with a small budget, it is extremely important that you exhaust all methods at your disposal to raise funds. In this section, I go into extensive detail on the different fundraising methods available such as crowdfunding, raffles and vendor participation. I also provide forms and sample letters that are sure to help with your fundraising goals. These methods are creative and will become useful as you begin to plan your fundraising strategies for your events, so be sure to read this section over and over. Create A-List Events on a Shoestring Budget 17
STEP 9: SO SOLICIT SP SPONSO SORSH SHIPS In this section, I dive deep into sponsorships: • Why Sponsorship is important • In-Kind and Financial Sponsors • How to pitch sponsors • Sponsorship Levels • How to prepare a Sponsorship Package; and more Create A-List Events on a Shoestring Budget 18
SO SOME PAST ST AND PRESE SENT SP SPONSO SORS Create A-List Events on a Shoestring Budget 19
STEP 10: OR ORGANIZE A A T TEAM This is one of the most important Steps in the course, why? Because it takes “teamwork to make your dream work”. In this section, I discuss how I select and build my core team of individuals to help carry out various assignments and tasks. Create A-List Events on a Shoestring Budget 20
STEP 11: VO VOLU LUNTEERS TEERS Volunteers are the life blood of any organization. In this section I discuss: • The importance of volunteers • Where and how to recruit volunteers? • Assignment of volunteers; • Creating a Volunteer Manual; and more Create A-List Events on a Shoestring Budget 21
Step 12: EVENT MARKE KETING AND PR PROMOTION What if you had an event and nobody came? In this Section, I cover how to promote and market your event to ensure that doesn’t happen, everything from collaborating with partners to flyer design and social media campaigns will be covered in this section. Create A-List Events on a Shoestring Budget 22
Step 13: EN ENTERTAIN TERTAINMEN ENT Entertainment is optional but if you are planning a high profile event you may consider having at least a DJ at your event to engage the crowd. In this Section, I discuss the various ways to secure a DJ for your event. Create A-List Events on a Shoestring Budget 23
STEP 14: ATTRACTING ATHLETES S AND CELEBRITIES CE In this Section, I discuss the methods and techniques I’ve used to attract ATHLETES and CELEBRITIES through the years, including letters I’ve written, the various ways in which to contact CELEBRTIES and more. Former NY Giants Running Back and 2017 winner of ABC-TV’S Dancing with the Stars, Rashad Jennings (right) Create A-List Events on a Shoestring Budget 24
STEP 15: PHO PHOTO TOGRA RAPHER/ PHER/ VIDEOGRA VIDEO RAPHER PHER There are many reasons why you must budget for a photographer at your event and in this section I discuss the many reasons why a professional photographer is needed and how it can increase your chances for long term success. I also discuss (i) how to choose a good photographer and reduce the cost; (ii) the importance of having a photography/video disclaimer at your event, and more. Create A-List Events on a Shoestring Budget 25
STEP 16: SE SECURITY Different types of events require different levels of security and if you are planning on having celebrities or professional athletes at your event, you will definitely need to have security personnel on the premises to manage the crowd. In this section, I discuss the amount of security personnel needed according to the size of your event; where to find security; payment for security; benefits of having security and other important issues involving security. Create A-List Events on a Shoestring Budget 26
CONCLUSI SION Congratulations on finishing this Introduction on “How To Create A-List Events on a Shoestring Budget”. This is just the beginning. Now you must study the e-book and/or audio program and answer the questions in the Workbook. I have also created a facebook group called “create A-List Events on a Shoestring Budget,” for my students to stay in contact with me and to ask questions and discuss ideas on event planning on a shoestring budget. Create A-List Events on a Shoestring Budget 27
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