Cultivation / Special Event Checklist

CULTIVATION EVENTS: THINGS TO CONSIDER

A CULTIVATION EVENT IS: 1. An event held for select individuals who are interested in the Affiliate; there is no charge to attend the event. 2. An opportunity to cultivate and identify the Affiliate’s next group of potential donors. 3. A chance to engage individuals and increase overall awareness of the Urban League. 4. A forum in which to educate individuals about the Affiliate’s plans, programs, etc. 5. An occasion to thank supporters of the movement.

STEP 1: DETERMINE WHY YOU ARE HAVING THE EVENT 1. Goals and objectives. 2. Introduce prospective donors to the Affiliate and its programs…No impromptu solicitations. 3. Purpose – thank donors for past support, introduce new organizational strategies and plan to fund those objectives, etc. 4. Messages – reliable, credible, lifesaving, etc. 5. Determine next step – face-to-face tailored briefing or solicitation meeting based on the interests of attendees: “we would like for you to open your calendar for a more detailed, personalized visit in the coming weeks and/or months.” 6. Budget – catering, decorations, equipment, etc. 7. Team – including staff and volunteers, to coordinate the event. 8. Timeline – consider working backwards to allow enough time for proper planning and execution.

WHO TO INVITE: 1. Identify “VIPs” you wish to invite to the event, such as CEO, Chairman, members of the Board of Directors, volunteer leaders, lead donors, committee members, opinion leaders, new prospects, etc. 2. Establish preliminary invitation list. Have a ratio of new prospects to existing donors. All should be within categories of giving. In addition, invitees should have a similarly- exemplified or -demonstrated capacity of giving at a comparable level.

Cultivation Events: Things to Consider Page 1 of 3 WHEN TO HOLD THE EVENT: 1. Check with your overall organizational calendar, Chamber of Commerce, other organizations and religious calendars to see if there are any conflicts around the time and date you want to host your event. 2. Ensure that the event is not held in close proximity to other events, such as the EOD.

WHERE TO HOLD THE EVENT: 1. Reserve location. Hosting an event at your facility is also a good option if it is a central location and promotes strong attendance for the event. In addition, your facility may also prove to be a good location if it allows the opportunity to showcase elements of your local programs and services. If you choose to do the event at your site, have staff available for tours. 2. Involve Board members. Board members can be asked to host events at their homes, places of business or social clubs.

WHAT IS CONVEYED: 1. Determine program – messages, speakers, activities, etc. 2. Coordinate and write speeches. Rehearse and brief speakers. Time event down to the minute. 3. Develop presentation materials. 4. Prepare posters (see section IVc for example), renderings, stories from the field, testimonials from clients, etc. 5. Announce a gift – A “surprise” gift maybe announced during the event. Make sure that the gift will motivate others (proportionate giving). The gift while a surprise to guests should not be a surprise to the hosting organization and its development staff. Be certain a signed pledge form is secured ahead of the “surprise” announcement. 6. Provide a copy of the final program to all venders, including venue managers, including caterers, photographers, etc. 7. Provide a “take away” that reinforces the message conveyed during the event. An example may include a book about the Urban League movement.

OVERALL LOGISTICS 1. Schedule bi-weekly to weekly to daily meetings leading up to the event date. Do a walk- through if possible. Schedule a debriefing date before the event for the next day or at least within the week. 2. Photographer/videographers – Suggest having a staff member accompany the photographer/ videographer to ensure you get the photographs you need. Point-out to the photographer and/or videographers what shots you need, such as influential people together – no more than five people to one photograph to maintain the personal nature of the event. Ensure the photograph will place people at the event. 3. Consideration of needs for special guests – pre-event area, special transportation. 4. Menu – provide choices and/or have a vegetarian option and a kosher option. 5. Parking – ensure that there is appropriate and convenient parking available for all attendees.

Cultivation Events: Things to Consider Page 2 of 3 6. Invitations and RSVP cards. 7. Hotel reservation, if necessary for out of town guests. 8. If the event is outside, arrange for a tent and a stage (if necessary and if desired). 9. Confirmation of audio / visual needs. 10. Determine and produce program/agenda and other materials for the event and for take- away. Remember: those invited, including prospects, will equate how effectively your Affiliate is managed based on how effectively the event is managed.

WORKING WITH LEADERSHIP VOLUNTEERS 1. Ask for assistance. Before sending the invitation or invitation letter, ask volunteers to call familiar guest to alert them to the invitation and receive a preliminary response. 2. Provide a script for volunteers. 3. If the guest is not able to make the event, ask if the organization can meet with the guest for a special briefing. 4. Assign leadership volunteers to guests. 5. Strategically place leadership volunteers at tables (sitting arrangements). Ensure organizational representation at each table. 6. Prepare background information on each guest at the tables for the leadership volunteer. See section IVb for template used during a cultivation event organized by Urban League of Palm Beach County. 7. Debrief each leadership volunteer before and after event. This will help to determine next steps.

TASKS POST-EVENT 1. Debrief staff and leadership volunteers. 2. Call event attendees as a follow-up to the event. 3. Send hand written thank you notes. 4. If VIP is involved, have VIP send thank you follow-up letter/notes. 5. For those who did not attend, send note requesting a personalized visit. 6. Begin to make follow-up appointments.

Cultivation Events: Things to Consider Page 3 of 3