OUR IDEA TO EVENT OPERATING MODEL
PROGRAMMING
PROGRAMMING
ENGAGEMENT AND OUTCOMES
MARKETING AND COMMUNICATION
P1 - Develop Big Idea Date/Calendar Room
P4 - Evaluate and Close Out Post-Event Survey Debrief/reporting Clean up Glo’s and GROWS Financial reconciliation Reversion Follow up docs Deliverables
E1 - Conduct EO Info Session and Orientation Collaborate with other departments E2 - Develop E&O Event Plan Draft event specific communications Registration Reminders Confirmations Instructions E3 - Manage and share calendar Ensure calendar compliance and accuracy to assist stakeholders in understanding and using RICE resources E4 - Recruit and engage stakeholders Ensure stakeholders are aware
M1 - Plan event space needs Understanding nature of event (impact/goal) Fill out creative brief Person that is curating event Develop Event Outline/Intake form (Event originator completes) Event Approval form (MarComms/Submission), Approve event for space plan - Marlon Event Approval form M2 - Plan event communication needs Send communication via email w/24 hours (copy Engagement) Marlon, Jas T Confirm event is calendared to master calendar, team is added (Jasmine T) Complete MRF (provide MarComms w/ all pertinent info to move task forward. Adhere to MarComms SOP) Link brief to form (Event originator) M3 - Manage and execute event communication Approve event via Teams tasks - MarComms SB Cancellations included - OR - Approval of graphics/templates provided by MarComms (Ash/LC) Delegate tasks (flyers, emails, texts, etc.) (MarComms SB) Outline comms strategy for event in Teams task - MarComms SB
MRF (Events Planner)
P2 - Develop Pre-Event Plan Check calendar Accommodations Communication/Jay EA, Interdepartmental, Dev/ Engage/Marketing Tech sheet Agenda
OPERATIONS AND ADMIN
Email Holds Volunteers Media Role assignments Clean up/set up Materials needed
A1 - Keep critical operations associates informed with understanding and info Event Information Confirm participation and availability
P3 - Plan and Prepare for Event Approval Date Room Event planner (case by case) Attendees MRF - Marketing Food
A2 - Payment Needs
Provide direction to guests and stakeholders (Jasmine) Capture and share leadership Insight CEO/COO (Raquel and Maria) Assure White glove treatment and involvement (board members, partners, VIPs) Have financial plan vetted, approved and documented for timely payment Provide 30-day heads up to all involved
of and can sign up for participatory events Approve Stakeholder Event Approval Tribe Leader Event
E5 - Collect Data Attendance Impact Outcome
Presentation Run of show Host Surveys Lesson Plan Outline Expense form/Budget Security Parking/Shuttle
DEVELOPMENT
Inviting donors including Russell Family members to event Where necessary, find a sponsor for an event
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