Event Planning Dawn L. Tripp, York County Triad, Inc., Chairman Elaine Anderson, Orange County Virginia TRIAD Coordinator Jennifer Aulgur, Director – Triad & Citizen Outreach, Office of the Virginia Attorney General, Richmond, VA Themes Developing Time-Lines Advertising Donations Budgeting Partnering with others

Themes Senior Appreciation Day Holiday Party Medication Drop-offs Luncheon Spring Tea Pot Lucks Fundraisers

* Developing a Time-Line Donation Letters Advertising Publications Day of Event *All of these are a sub category that can be discussed more as time permits

Budgeting Venue Meals Decorations Supplies Entertainment If outdoors, sanitation needs

Partnering with Other Groups Civic organizations Religious Groups Military Other Non-Profits Elderly Service Agencies

Time Lines Sub categories Donation Letters –Should be on letterhead –State name and purpose of organization –What the Event is, date and time –What donation is to be used for –Contact person, title, w/ address and phone number –Have an RSVP deadline –If specific needs are requested, what they are ie… food item, t-shirts, paper goods, water etc

Donations Where to Look Local Businesses National Chains Organizations Banks Public requests Municipal Budgets Fundraisers * * Needs to have a separate timeline developed Consider the source of the donation and what their timeline needs to be.

Acknowledgements How to THANK the Donors –Plaques –Thank You Letters or cards –Challenge Coins –Certificate of Appreciation –If present at Event- Public Acknowledgement –List them on publications –Place their logo on Event T-Shirts * If you are Non-profit be sure to include the EIN when appropriate for the tax deduction and the value of the donation or services.

Notifications by Advertisement or publications Local Media Internet Sites Community Calendars Senior News Columns Posters PSA’s Local newsletters Local Access TV

Day of the Event Scheduling Set up time Be sure you have more than enough time allocated plus a little extra for the unexpected. *May even need to start the day or two before. Event Itinerary Welcome Acknowledgements House keeping rules Maine Event Closing remarks Take Down and Clean-Up