Define sponsorship levels
Create sponsorship packets
Recruit sponsors
Collect payment
Collect Banners
Distribute sponsor benefit packets
Coordinate logos for website and print
Bring, help hang, re-collect banners
Return banners
Invite to Heroes event
5-30 minutes - Before
1-4 hours - Before
3-6 hours - Before
1-2 hours - Before
2-4 hours - Before
2-3 hours - Before
1-2 hours - Before
2-3 hours - Day of
1-2 hours - After
30-60 minutes - After
Before - 10-21 hours
Day of - 2-3 hours
After - 2-4 hours
Total Commitment: 14-29 hours
Press releases: date set, bands, tickets on sale
Facebook: create event, invite people, ads?
Email marketing
Design print materials
Printing and pick up / delivery of print materials
Tshirts: create, order and deliver
Lanyards
Poster posting: Loveland, Fort Collins
Media Sponsor relations
Adwords?
Call for Bands
Coordinate Photography for day-of
Liner notes for MC
Hire a promoter?
3-5 hours - Before
1-2 hours - Before
4-8 hours - Before
3-6 hours - Before
1-2 hours - Before
1-3 hours - Before
1-2 hours - Before
5-10 hours - Before
2-4 hours - Before
2-4 hours - Before
1-2 hours - Before
30-60 minutes - Before
30-60 minutes - Before
???
Before / Total Commitment - 25-52 hours
Acquire Liquor License
Post Liquor License
PD Noice Ord Variance
Coordinate Fencing
Coordinate Security
Aquire wrist bands
Install fencing
Brief Security
2-4 hours - Before
30-60 minutes - Before
1-2 hours - Before
1-2 hours - Before
1-2 hours - Before
30-60 minutes - Before
1-2 hours - Day of
30-60 minutes - Day of
Before - 6 -12 hours
Day of - 1.5-3 hours
Total Commitment: 7.5- 15 hours
Review submissions
Communicate selected / rejected
Get stage plots
Send load-in day-of instructions
Create and distribute band packets
Encourage ticket sales
Coordinate with media sponsor
Payment
Greeting day of
Bring bands food / bev on request
Send "thank you" afterwards
2-4 hours - Before
1-2 hours - Before
30-60 minutes - Before
30-60 minutes - Before
1-2 hours - Before
1-2 hours - Before
2-4 hours - Before
30-60 minutes - Day of
30-60 minutes - Day of
1-2 hours - Day of
1-2 hours - Day of
Before - 7-16 hours
Day of - 2-4 hours
After - 1-2 hours
Total Commitment: 9-20 hours
tracked ticket sales count as "vote" for winner, pay extra to winning band
Ticket sales - 10 each
Other club visits and promotion
Coordinate volunteering day of
Raffle ticket sales - 25 each
Shuttle chaperones
4-8 hours - Before
4-8 hours - Before
2-4 hours - Before
1-2 hours - Before
1-2 hours - Before
Before / Total Commitment - 12-24 hours
goal is to have each member sell $500 (10 tickets or 25 raffle tickets or combo there of)
Locate and secure prizes
Distribute and control physical tickets
2-6 hours - Before
30-60 minutes
Before / Total Commitment - 2.5-7 hours
Hire catering
Ice
Dessert
Coordinate beer pick up
Coordinate with caterer details and #s
Coordinate food pick up and delivery to site
Coordinate beer return
Coordinate food / incidentials returns
30-60 minutes - Before
30-60 minutes - Before
1-2 hours - Before
1-2 hours - Before
30-60 minutes - Before
30-60 minutes - Before
1-2 hours - After
30-60 minutes - After
Before: 4-8
After: 1.5-3
Total Commitment - 5.5-11hours
Checks - bands, flexx, catering, etc
Giveaway purchases
Invoice service
1-2 hours - Before
30-60 minutes - Before
1-2 hours - After
Before: 1.5-3
After: 1-2
Total Commitment - 2.5-5 hours
Coordinate Gator
ATM
Venue Coordinate
Secure tents / delivery / pick up
Stage light control
coordinate food oversight
coordinate beer pouring
coordinate beer pouring
coordinate welcome tent / wrist bands
coordinate voting buckets
Debrief and AAR
5-30 minutes- Before
1-2 hours - Before
1-2 hours - Before
1-2 hours - Before
5-30 minutes- Day of
5-30 minutes- Day of
5-30 minutes- Day of
5-30 minutes- Day of
5-30 minutes- Day of
5-30 minutes- Day of
2-4 hours - After
Before - 2.5-5 hours
Day of - 1-3 hours
After - 2-4 hours
Total Commitment: 5.5-12
1-2 hours - Before
After / Total Commitment: 4-8 hours
2-4 hours - After
2-4 hours - Day of