J_charity Ball Tasks 2008
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Section J Charity Ball 2008: Event Planning current as of 3/31/07 DUE
TASK
Ongoing
NAME
BUDGET MANAGEMENT Revenue 12-Mar Allotted amount Sponsors Ticket Sales Expenses Refreshments Venue Transportation Other: Paddles, Printing
Ameya
DONATIONS COMMITTEE Draft/Send letter to contacts (Could just be sectionmates and profs) 12-Mar Set up Poll where people can submit the Donation OPEN 3/13-4/20 Tax-deduction policies-be aware Follow up call to contacts (profs etc) 20-Apr Finalize donations/ CLOSE POLL - Poll should say how person wants to transfer gifts Create forms to record gift/buyer/amount/transfer logistics 13-May Send Thank Yous to Donors 13-May Notify donors who bought their gift-and next steps for transfer where appropriate Logistics for transferring donation to buyer (workout process before)
Alexandra
GENERAL OPERATIONS/LOGISTICS PRE-EVENT 29-Mar Announce Charities 26-Mar RFP/Submit Pitch Form to Abail 28-Mar Section Pitches (LUNCH) 29-Mar Contact Charity, work out logistics Print Program/ Donation Items
Ameya/Nga
13-Mar 13-Mar 13-Mar
3/12-3/16
4/10-4/13 5-May 7-May EVENT
10/18/2008
Alexandra
Jimmy
Communications Section Announcement- save the date e-mail Presentation/Announcement to Class OPEN POLL FOR VOLUNTEERS 3/13-3/26
Nga All Nga
Solicit sponsors
JoJo
Venue, Time (work out payment, capacity) Food ($/person, menu options) Beverage (Cost/drink, Open/Cash Bar?, Which drinks) Determine seating, setup (need stage?)
Ameya/Nga
Ticket Sales Determine Price Ticket Sales (set up paypal account) Print Tickets (maybe done by Communications) Issue Tickets Setup Media/Equipment Requirements ( Stage, Projector, Music, Lights, Mic, Speakers) Other: Program Distribution, Decorations Ushers? Ticket Collection Drink Tickets
STATUS
x x x
Ameya Jimmy Nga See "Help at Event" List
Page 1/2
Section J Charity Ball 2008: Event Planning
EVENT
10/18/2008
Transportation to and from venue Times/Schedule Cost/Capacity
Ameya/Nga
PROGRAM Script Event Decide on Entertainment, EmCees, Which Auctions to make silent or live Recruit entertainment Musiclist-Volunteer DJ! Record Sales Collect payment at event or post (via paypal etc)
Jesse
Make auction paddles?
Jimmy
BREAKDOWN
All
POST-EVENT Transfer of payment to charity
Ameya
Page 2/2
TASK
Ongoing
NAME
BUDGET MANAGEMENT Revenue 12-Mar Allotted amount Sponsors Ticket Sales Expenses Refreshments Venue Transportation Other: Paddles, Printing
Ameya
DONATIONS COMMITTEE Draft/Send letter to contacts (Could just be sectionmates and profs) 12-Mar Set up Poll where people can submit the Donation OPEN 3/13-4/20 Tax-deduction policies-be aware Follow up call to contacts (profs etc) 20-Apr Finalize donations/ CLOSE POLL - Poll should say how person wants to transfer gifts Create forms to record gift/buyer/amount/transfer logistics 13-May Send Thank Yous to Donors 13-May Notify donors who bought their gift-and next steps for transfer where appropriate Logistics for transferring donation to buyer (workout process before)
Alexandra
GENERAL OPERATIONS/LOGISTICS PRE-EVENT 29-Mar Announce Charities 26-Mar RFP/Submit Pitch Form to Abail 28-Mar Section Pitches (LUNCH) 29-Mar Contact Charity, work out logistics Print Program/ Donation Items
Ameya/Nga
13-Mar 13-Mar 13-Mar
3/12-3/16
4/10-4/13 5-May 7-May EVENT
10/18/2008
Alexandra
Jimmy
Communications Section Announcement- save the date e-mail Presentation/Announcement to Class OPEN POLL FOR VOLUNTEERS 3/13-3/26
Nga All Nga
Solicit sponsors
JoJo
Venue, Time (work out payment, capacity) Food ($/person, menu options) Beverage (Cost/drink, Open/Cash Bar?, Which drinks) Determine seating, setup (need stage?)
Ameya/Nga
Ticket Sales Determine Price Ticket Sales (set up paypal account) Print Tickets (maybe done by Communications) Issue Tickets Setup Media/Equipment Requirements ( Stage, Projector, Music, Lights, Mic, Speakers) Other: Program Distribution, Decorations Ushers? Ticket Collection Drink Tickets
STATUS
x x x
Ameya Jimmy Nga See "Help at Event" List
Page 1/2
Section J Charity Ball 2008: Event Planning
EVENT
10/18/2008
Transportation to and from venue Times/Schedule Cost/Capacity
Ameya/Nga
PROGRAM Script Event Decide on Entertainment, EmCees, Which Auctions to make silent or live Recruit entertainment Musiclist-Volunteer DJ! Record Sales Collect payment at event or post (via paypal etc)
Jesse
Make auction paddles?
Jimmy
BREAKDOWN
All
POST-EVENT Transfer of payment to charity
Ameya
Page 2/2
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