This project is in progress
Matched with Jody R
Matched with
Jody R.

Event Concept & Plan

Help James Prendergast Library think through their event concept and plan to ensure their event is a smashing success.
James Prendergast Library
Jamestown, NY, USA

Posted July 31st

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Project Details

What We Need
  • 3-5 one hour calls with an events professional covering topics like concept, general structure, logistics, and target attendees
  • A written summary of topics discussed, including event concept and theme, general plan, estimated budget (optional), and articulated goals (feel free to use this template as a starting point)
  • Note: This project does not include on-site event coordination or support on the day of the event
Additional Details

We have an annual fundraiser every May (since 2008) called "Run for Literacy." This 5K race fundraiser is extremely staff intensive and is not cost effective for the library. Our library has very low staffing levels currently - since 2012, we have reduced staff by 60%. We need a fundraiser that can replace this large event and be cost effective, manageable and successful. 2018 Race expenses: $2,278; Income: $5,565.00; Profit: $3,286.37 (The race expenses DO NOT include staff time).

What We Have In Place
  • We currently have a fundraising budget, which should make it easy for you to get started. We also have a dedicated, hard-working staff, and the ability to provide any other information you need.
How This Will Help
This project will save us $1,792 , allowing us to put those funds towards more materials and needed community services since we could have more material money and free up staff time for more programs.

The race has been a fundraiser since 2008. We need to replace this staff intensive fundraiser so we can focus on having staff provide needed services. Fundraising is 12% of our budget. Our community is used to this fundraiser, and it mainly serves as good public relations so we need to replace it with something that will also create good "feel happy" PR.

Project Plan

Prep: Information Sharing & Goal Setting
  • Professional connects with Volunteer Manager for brainstorming/overview session, to discuss goals, general concept and existing resources, including context about past events, if applicable
  • Volunteer Manager introduces staff and/or volunteers available to help with event planning and execution
  • Professional and Volunteer Manager outline next steps and timeline for sessions
Milestone 1: Strategy Sessions
  • Up to 6 calls with Professional, event point person, and/or others involved in strategy & decision-making
  • Professional drafts or gives feedback on event management timeline, identifying roles and responsibilities and, if applicable, general day-of-event schedule based on shared materials
  • [Suggested Session] Discussion of goals and concept
  • [Suggested Session] Development of general budget and timeline
  • [Suggested Session] Sourcing and identification of vendors and attendees
Milestone 2: Next Steps
  • Professional provides Volunteer Manager with summary of sessions and suggestions for how to update as project evolves
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About The Org

James Prendergast Library
Our Mission

Responsibly empowering lifelong learning for the residents of the City of Jamestown

What We Do

The primary purpose of the Prendergast Library is to provide resources, services, and programs to meet the needs of individuals and groups for education, information and personal development including recreation and leisure. The Library serves as a community hub - we welcome and serve all members of the public.

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