OUR EVENTS workflow

Set goals for 

• # of attendees 

• $ raised

• any other outcomes (i.e. getting audience interaction)

Emails

Social media posts

Ads?

Street Team

(note that these aspects of the event may be covered by subcommittees if the event is part of a fundraising campaign)

Whether you need a liquor permit is a determination may help you decide where to host the event. If you host the event at a bar or other business that has their liquor license, you have less to worry about. But, if the venue you have in mind doesn't, you may need liquor or other permitting.

Without a permit, we cannot sell alcoholic beverages, we can only give them away and accept donations at the event. With a permit, we can sell alcohol.

Also, consider the following:

• Location

• Alcohol sales

• Can we get it for free or discount?

• A/V capabilities

• Capacity

• Do planned activities fit in the space?

• livestreaming?

  • • If we are livestreaming: get embed links and put on our site (on live blog?)

    • note: livestreaming an event is complex technologically and while we have most of the equipment to do it, we prefer to choose a venue with those capabilities to make our lives easier and maximize quality

LIQUOR PERMIT

This determination may help you decide where to host the event. If you host the event at a bar or other business that has their liquor license, you have less to worry about. But, if the venue you have in mind doesn't, you may need liquor or other permitting.

Without a permit, we cannot sell alcoholic beverages, we can only give them away and accept donations at the event. With a permit, we can sell alcohol.

As a 501c3 nonprofit, we can get an F2 Liquor Permit every 30 calendar days. The application must be filed 30 days prior to the event date, however:

PRO TIP

• Submit the app as early as possible, as some properties are "dry" and there's no way of knowing when you apply. For example, The U is on dry property, so only an F permit could be applied for (beer sales only) rather than the F2 permit

The application process is as follows:

• Fill out an F2 permit application (except for where your signature goes) and print it

• Fill out a check for $150 to the Ohio Division of Liquor Control for the application fee

• Contact the property owner or manager where event will be held and ask them to come by and get their signature for the application (page 4)

• Contact CPD special events at 6146454375 and confirm their current process for signing off on F2 permits.

  • • It used to be in person at CPD HQ, but during/after COVID, they have you email the application (filled out and with property owner signature) to Specialevents@columbuspolice.org and they send that page back

• Visit your bank or somewhere else to get a notary to sign off

• Place the completed application and check into an envelope and visit or send certified mail to:

  • • Ohio Department of Commerce Division oof Liquor Control

    • 6606 Tussing Road

    • Reynoldsburg, OH 43068

SOUND PERMIT

If the event will be exceptionally loud, you may need to apply for a sound permit.

CLOSURE PERMIT

If the event will span multiple consecutive properties and require road closures or other traffic considerations, you may need to apply for a sound permit.

Here are materials which can be sent to potential sponsors for things like venue space, alcohol, refreshments, cups, etc.

• TEMPLATE: letter/email for sponsors

• sponsor levels (linked in the letter/email)

• audience info (linked in the letter/email)

Add events to the following event sites:

• Our site!

  • • can promo via a ticker/banner on site is possible at matternews.org via Quintype! Contact Cassie or Jae about this.

• Eventbrite

  • • Notes: if donation-based event, create 2 types of tickets: free and donation

    • Make the ticket period go past the event date so people an still donate via it later

    • DETAILS TO INCLUDE

      • • Accessibility of property

Create tracking links on Eventbrite that help us track where our registrations are coming from, such as people and platforms.

• Instagram

• Twitter

• Facebook

• Website (once we have event page)

• Email

• Marisa

• Cassie

• Phil

• Ohio Event Finder

• Columbus Navigator

• Columbus Underground

  1. 1. 1. 1. 1. 1. 1. 1. And be sure to send the tracking links to the appropriate parties, pin to the campaign's Slack channel, and such.

• Facebook

• Ohio Event Finder

  • • adding events to this site auto adds them to:

      • • experienceccolumbus.com, artsinohio.com, and columbusmakesart.com

      • Note: insert tracking link you made in Eventbrite as the URL

• Columbus Navigator

  • • note: choose the free option when checking out

    • Note: insert tracking link you made in Eventbrite as the URL

• Columbus Underground

  • • Note: insert tracking link you made in Eventbrite as the URL

• 614 Startups

  • • note: scroll to bottom of events page for form

    • Note: insert tracking link you made in Eventbrite as the URL

    • Note: last time i tried this site it didnt seem to accept events anymore? check

Have leadership invite network

signage:

• schedule

• drink menu

• donate link

• event hashtag

• event participants (list of speakers, performers, etc.)

note: assign a photographer/videographer

see past volunteer schedules here

front sign in sheet for emails

cash donations log

volunteer instructions (copy + update for current event)

signage (see past ones in Canva!! can edit those):

• schedule 

• drink menu

• donate link

• event hashtag

• event participants (list of speakers, performers, etc.)

Add people from sign in sheet to our email list

See template here

Send to all attendees, sponsors, volunteers, speakers, panelists, and performers.

for attendees, send via:

• eventbrite email

• regular email

• social post

• put survey in Linktree

*note: the survey will be able to be filled out for 1 month after the events. In Airtable planning base, it has a "Recent events" view that has all events from the past month and those are the ones available on the survey.

NOTE: follow up with people who got video/photo of the event and ask for footage. Offer to meet up to physically transfer if the photographer prefers. Once you have footage, save it in the Drive and share it with the social media lead

it's nice to leave google, Facebook, etc. reviews for the vendors, sponsors, collaborators we work with