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Charity & Event Chairs
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We include our "best of the best" ideas below so that you have absolutely all the tools you need for ultimate success. The event chair oversees the committees. Become familiar with each committee’s tasks, which you may alter for your specific
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| Committee Descriptions |
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Charity Staff & Event Chair(s) The Charity staff oversee the entire event. The charity is the "board," with the final word on all matters, and assigns committee chairs to manage much of the event. Additionally they recruit event chairs, and committees (with the event chairs).
Event chairs are “CEOs." They help build-out the team, manage it and ultimately report to the charity.
Having more than one Event Chair (i.e. "co-chairs") helps divide the workload. It also lets co-chairs focus on areas based on their abilities and personality, for example a "connector" co-chair interacts with people, while an "operations specialist" co-chair focuses on logistics, etc. Some events even have three co-chairs.
Auction Chair(s) seek donations for live and silent auction lots, as well as Key-to-the-Closet. Find a good "multi-tasker." A person with community connections and a well-rounded rolodex will shine here and contribute significantly to the bottom line. This chair also oversees coordinators.
Culinary Chair(s) guarantee guests are well-fed with a variety of options. Foodies apply here. Whether recruiting restaurants, hiring caterers or using a venue's kitchen, we all know food can make or break an event.
Entertainment Chair(s) manage the music, emcee, program contents, any speakers, step & repeat, photo booth fun, best dressed, Best in Shoe, and anything else you want to add.
Fashion Show Chair(s) manage all components of the show -- from the fashion partner(s) that provide clothing for the models -- staging and music. Many locations choose to outsource the fashion show to a department store or professional stylist. If this is your path, you only need one fashion show chair. If you’re producing the show yourself, this chair needs coordinators to oversee the various components, as noted in the org chart. The fashion show is simply too large to be produced by one person. For this chair we suggest a fashionable, organized person with a sense of the theatrical.
Host Committee Chair(s) recruit the host committee, who lend their names to the event and help build the mailing list. This really needs to be a well-connected, well-liked individual who knows socially-influential people.
Marketing, Communications & Promotions Chair(s) collaborate with PR to create a marketing strategy for your community; work with WW&S on communications calendar, manage printed material; works with chairs on budget; works with wine & fashion retail partners, and wine societies to promote event; assures that everyone associated with the event has the information needed to sell tickets; works with models, board and committee to fill tables; finds creative ways to sell tickets (like hair salons, doctors offices, etc.), makes follow-up calls to key individuals for ticket sales, assures that every ticket sells.
Marketplace Chair(s) secure the local and national fashion partners & retailers, and manage their communications and logistics. In making selections, it’s almost like you’re a buyer for a store. They work with the marketing team to make sure partners are promoting the event. They ensure that on the day of event, they staff sufficient volunteers for a smooth load in/load out. Two chairs are recommended, get a “connector” and a “detail diva.”
PR/Social Media Chair(s) manage event public relations. Ideally this person has connections in local media/knows local bloggers/etc. and is savvy with Facebook and Twitter for pre-event buzz, which increase ticket sales.
Shoe Guys Chair(s) recruit and manage the 20+ Shoe Guys. These men are not just a pretty face -- they are charismatic, civic-minded members of your community who can add value to your event. On event day, the chair(s) ensure that the men arrive on time, dress appropriately, and understand their role. Most chairs consider this a very fun job, and it requires someone outgoing and unafraid to recruit charming men.
Sponsorship Chair(s) create partnerships and win-wins. They are business-development savvy, outgoing people with community connections. They know how to sell potential sponsors on the WW&S opportunity for business promotion. They view sales as partnerships, created to benefit the sponsor, the event, and ultimately the cause, and enjoy connecting these components together.
Swag Bag Chair(s) solicit donations for guests' gift bags, i.e. swag bags. Gifts may be from sponsors, event participants, or local businesses. They manage the collection of donations, bag assembly, timely delivery to the event, and delivery at the event.
Venue/Logistics Chair manages the decor, as well as logistical nuts and bolts of the event: rentals, lighting, sound system, etc. - basically all site pre-event and event day minutiae. They put out fires on event day. Ideal candidates possess a sense of style and organization skills and stay cool under pressure. They recruit assistants, including a decor coordinator with fabulous ideas for unique, eye-catching visuals.
Vintner Chair communicates any brand preferences to WW&S, coordinates partnership with a wine shop to promote event & take orders at event. They communicate winery needs to the venue chair for rentals, ensure all wine deliveries happen smoothly, greet wineries when they arrive and help tend to their needs. If you’re having vintner dinners, this job also organizes vintner concierges & wine delivery. This person knows the difference between a chardonnay and a sauvignon blanc and is a detail-oriented person.
Volunteer Chair(s) collect all names of potential volunteers, contact them, and assign them to committees, where individual committee chairs manage them. This role needs someone who manages others well in a high-stress situation. We suggest a detail-oriented ninja master of the spreadsheet, who's great with following up.
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| Business Plans & Budgets |
What is the financial goal for your event? • First, you need to figure out how much $$$ you need to make. • Then you must weigh how much you're getting (or intend to get) from sponsors against your event expenses. • For ideas on how to raise money through sponsored programs at your event, look at this this page: • Look through these event business plans & budgets to better understand this process:
Business Plans: With WW&S, put together a business plan for your event. View & download editable example here: Event Business Plan Palm Springs 2015 Budgets: With WW&S, put together a budget for your event. See examples here: Event Budget Template |
| Charity Reminder |
Remind people whenever possible (in PR & marketing collateral, speeches, sponsor asks, and on signs at your event) |
| Choose a Graphics Package |
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View examples and download fonts here: Fonts |
| Venue Selection |
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The event chair chooses the venue, along with the charity & venue chair. Some interesting past ideas: • Luxury Car Dealership: Enlist a gorgeous luxury car dealership. Move the cars out of the main showroom. • Estates on the Market: Find a real estate company that wants to showcase a private estate. You gain Also see the Venue Committee Page for more details. |
| Timelines & Schedules |
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Look at these timelines to understand which committee is responsible for what & when during your planning phase,
Day of Event Timeline Samples (2 samples) • Hold a day-of pre-event meeting with committee chairs • Make sure your chairs are managing their areas on event day. Event Schedule: Event with a Live Auction & Fashion Show Marketplace 2 Hours
The Program: "Run of Show" w/ Auction & Fashion Show
Suggested song selections, your DJ may have better choices that are more contemporary Download suggested Run of Show songs
(Music – Hey Soul Sister, Train) 2 mins Emcee welcomes everyone (Music – Boogie Shoes) 5 mins Best in Shoe awards (Music – Hot Stuff, Donna Summer) 3 – 5 mins Intro Shoe Guys who deliver goody bags (Music – Brand New Day) 2 – 3 mins Mission Communication by ED or some other compelling speaker or video
(Music – Let Yourself Go) 15 mins Intro auctioneer, last call for raffle tickets, auction (5 lots at 3 mins/ea) (Everlasting Love, Carl Carlton or Brand New Day, Sting) 5 mins Cash Call 18 mins Fashion Show (Music – Material Girl) 2 mins Key to the Closet drawing (Music – Raise Your Glass) 2 mins Thank you for coming (Music – continue Raise Your Glass followed by Blurred Lines)
57 – 62 mins Total Running Time
→ Fund a Cause: If you don’t do this in the right way it can cost you 10K Occurs 1/2 to 2/3 into the auction, not at the end because audience loses enthusiasm or at the start because they’re not warmed up. Tie the "fund a cause" to concrete outcomes e.g. $10K gets x number of kids out of foster care. → A "Heartfelt Story": 3 Minutes Max. This immediately precedes "Fund a Cause."
The Program: "Run of Show" w/out Auction & Fashion Show
• If there's NO live auction & fashion show: Event runs no longer than 2.5 hours |
View an example program script here: Program Script Sample
Purposes: • Emotionally tugs at audience heartstrings, reminding them of the mission, so that they spend money during the auction - Winery acknowledgement: Gather all winery partners in advance. Line them up alphabetically by brand
- Shoe guys: Do something fun to introduce the shoe guys by name and perhaps profession.
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| Photography |
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| Check-In |
You never get a second chance to make a first impression! Hence, guest check-in should be extremely friendly and run smoothly. And while you’re at it, make it fun. Can you add some décor and whimsical elements? Shoe Guys? Signage? Music? Greeters? Décor? • Have greeters - shoe guys, your event chair, and/or committee members--greeting guests as they arrive. • Designate an area for "Information" with a volunteer to answer questions or manage any challenging check-ins. • Have roaming volunteers greet guests in line and direct them to open check-in spots or the appropriate check-in • Make sure all check-in table volunteers inform guests of restroom location. • Hand out the wine glasses to guests as they check-in or come in. The Venue Comittee is in charge of renting
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Market VIP Tickets VIP tickets are the overall purview of Charity & Event Chair. You work with your Outreach (marketing, promotions, PR) to find great ways to promote these tickets. The VIP tickets are a major marketing incentive. You charge more for VIP tickets, and also sell more VIP tickets. At the Napa Valley event, for two years, they sold 2/3 VIP tickets ($250) and 1/3 general admission ($150). Call the VIP tickets something cute like "Platinum Pump" tickets. Work with your to promote these tickets.
Benefits to Market:
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| Entertainment Ideas |
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Please see our Entertainment page
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The Early Birds • Have greeters who engage guests after check-in. This might be the committee members who stay
Timelines Long-term Event Timeline Business Plans (editable) WWS Business Plan 2012 Denver CASA Budgets Revenue Generating Programs One Sheet The Speaking Program:
Fonts: WW&S Logo: Graphics Packages, Invitation Samples, Etc.
Mission Reminders
Photography
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