VIRTUAL EVENT IDEAS
In May 2020, NEWH, Inc. called out to chapter/regional boards to compile virtual events/ideas as a resource for all chapters/regions to benefit. See what chapters/regional groups have done to date, what’s in the works, and a brainstorm of ways to connect with members during this pandemic – includes virtual event ideas, ways to reach out and connect with members, community outreach ideas, etc.
Media Release Form – ask your Zoom event panelists/speakers to sign this consent form in order for you to be able to share your Zoom recording and post as an event recap on the NEWH website
What is the difference between a Program and a Fundraising Event?
What type event are you planning? Is it FUN event or a FUN party (golf, bowling, gala, party atmosphere, etc.)… NEWH doesn’t throw parties unless they are FUNdraisers. Are you having a speaker, a panel discussion, a tour – will industry members find your event informative and educational – if so, you are planning a Program. A FUNdraiser makes money for scholarship – optimally your proceeds should be a minimum of 40%. A program should cover its costs and maybe have proceeds of 5 – 10%. A FUNdraiser’s mission is to make money for Scholarship & Education; a program’s mission is to develop relationships and build membership in a more business type setting.
Happy Hour events are neither a program or a FUNdraiser, they are not required to have any proceeds, no speakers or tours are necessary. You have not contracted with a venue to provide a special room, etc. for a Happy Hour type event.
A handy tool, so you don’t forget to include all the items in developing your fundraising or programming budgets.
Analyze your income/expenses
You must file a Results of Activity within 45 days of each program
You must file a Results of Activity with 60 days of each fundraiser
Regional Groups: please be sure to complete a pre-budget for your event. This needs to be approved by the NEWH, Inc. office prior to any marketing/email broadcasts that are sent.
CERTIFICATE OF INSURANCE
Please contact Susan Huntington at the NEWH, Inc. office for a certificate of insurance. She will need this information:
Venue’s complete address
Venue contact’s name
Venue contact’s email address
Venue contact’s fax number
WAIVER OF LIABILITY AND HOLD HARMLESS AGREEMENT
Are you holding a special or unique event that may have any risk (hard hat tours, etc.)? Please use the attached waiver to indemnify NEWH.
WAIVER / ACKNOWLEDGEMENT OF DONATION (graphis) AGREEMENT
Are you having graphics created for an event? Ask the individual/firm to sign this agreement
COMMUNICATING WITH YOUR CHAPTER MEMBERSHIP
Reaching out to your chapter membership is important! Let Washington DC Metropolitan show you how they do it.
Remind membership about an important event.
When designing your event materials, please follow these NEWH logo/branding guidelines. If you have any questions on the logo policy, please contact the NEWH Inc. office.
Chapters are allowed to sign only non-recurring contracts. Multi-year contracts must be approved and signed by the NEWH Executive Director. Questions on contracts? Contact the NEWH, Inc. office at 800-593-6394
Important points to check when reviewing contracts
Find out 4 Dangerous Contract Clauses
Sponsorship Agreement Template
The Sponsorship Agreement template is a standard agreement and payment/invoice that can be tweaked for chapter events.
MS Word Document
Contribution Acknowledgement/Thank You Letter
Whether a big $$ sponsor or an auction donor, remember to thank your contributors! Graciousness to your sponsors will ensure they will contribute again. This letter meets the IRS requirements for all type of donors. Click here for thank you letter to sponsors. Click here for thank you letter to an auction donor.
Give your potential sponsors a heads-up for the year and send out a sponsorship menu with sponsor opportunities/benefits. Click here to see some samples from our chapters and regional groups.
Types of Sponsorship
What kind of sponsors are you looking for? click here for an explanation
Looking for sponsors outside of the box? click here for a Donation Letter template tailored to getting other local businesses involved
Showcase NEWH’s corporate partners at your event! Be sure you have the current corporate partner banner displayed – or display this PowerPoint in the background of your event that includes all of our CP logos! Need a PDF of the Corporate Partner logos? click here
EVENT BADGE TEMPLATES
EVENT SPONSORSHIP REQUEST LETTER
Need to solicit sponsorships? Here is a letter template to tweak for your needs.
EVENT INFORMATION FORM
Click here for a helpful list of event information to share with your marketing director (or whoever is responsible for social media posts). Give them all the information they need for successful social media marketing of your event!
FUNDS – WHAT’S REQUIRED AND DISTRIBUTION
Please see NEWH’s liquor policy for events.
PROGRAM SCRIPT (for Fundraisers, Programs, Speakers and TopID)
It is always a good idea to create a script for your event. A simple timeline of the evening, whose speaking and about what, etc.
RESULTS OF ACTIVITY REPORT
SETTING YOUR PLAN FOR THE YEAR
Here are some helpful hints for developing your annual program schedule
Planning a Program
You need to start planning large events 12 months out. Here is a list that will help you.
Need some ideas for student events? click here!
Interested in hosting a speed mentoring event for your students? Take a look at a few good tips given by the NEWH/North Central chapter.
Mentoring event samples:
NEWH/Dallas Chapter E3 – Student Mentoring event
What is E3? click here for a description of E3
What is BrandED? These small interactive seminars give designers, architects and purchasers an extraordinary business opportunity to learn about exclusive Brands and Brand strategies. Education is the cornerstone of NEWH and we hope you will join us as we enlighten, educate and share valuable insight to our membership and the industry at large. >read more
During Chapter Business Planning, at beginning of the year, Programming Director should consider reserving a date for a BrandED event. The Programming Director will plan or assign a Chair to plan BrandED event.
During Chapter Business Planning, at beginning of the year, Programming Director should reserve a date for a Mentorship event (Inc. strongly recommends this event happen at least once a year). The Programming Director will plan and/or find a Education/Mentorship Chair to plan Mentorship event.
QUARTERLY CONFERENCE CALLS/WEBINARS
Up to 2020, NEWH held quarterly webinars/calls for each discipline of the chapter boards. These calls were facilitated by the NEWH, Inc. VPs and NEWH, Inc. Directors. Board members received answers to questions, shared successes, and got ideas from other chapters on what worked for them! The minutes from these calls are a great resource for board members! Find calendar and minutes from past Programming/Fundraising calls posted here.