affordable special events data tracking and analysis
DESCRIPTION
Special events can be complex and in the process of planning a perfect event, details can be missed. Using data to track the ways in which people participated in the event can help you determine what worked, what didn't work and what people are responding to about your event.TRANSCRIPT
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Affordable Special Events Data Tracking and Analysis
Cheri Weissman
October 22, 2013
Use Twitter Hashtag #4Glearn
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www.cjwconsulting.com
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Today’s Speaker & Host
Cheri Weissman President
CJW Consulting & Services, Inc. Assisting with chat questions: Jamie Maloney, Nonprofit Webinars
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Presented by Cheri Weissman
CJW Consulting & Services, Inc. 8331 Central Ave.
Morton Grove, IL 60053 800/977-6377
In what ways did the constituent participate in the event? Buy ticket(s) to attend
How many?
Buy table(s) How many?
Sponsorship Levels?
Underwriting Buy a raffle ticket
How many? Package purchase
(i.e., buy individual ticket for $25, get 5 for $100)
Auction Contribution Donor sends an in-kind gift to be included in the auction
Auction Purchase Donor pays to acquire auction item
Number of attendees When you are registering attendees, are you tracking
the exact number of people you are expecting? You need to know that registering one record in your
database will only count for one event registration
You will need a field for total number of attendees OR register each attendee individually
Meal Choices If you are offering meal choices, it is advisable to
record who wants what to eat Keep in mind that you can use this information to offer
the right meal choice for next year’s event
Seating Preferences
People who want to sit with friends/family
People who need/want to sit close to where the action is
Notable Attendees
Speakers
Media
Volunteers/Coordinators
Table Hosts
Dignitaries
Payment Information
People who pledge or pay after the event
Knowing who is coming as a guest of the organization (Complimentary attendance)
Sending out payment reminders
Include anything they need to pay for
Expenses
It’s likely that your accounting office is tracking this but if you want to determine the NET proceeds of the event, record expenses
In what ways did the constituent participate in the event? Individual golfer(s) to attend
How many?
Foursome(s) How many?
Sponsorship Levels?
Underwriting Ancillary Participation
Mulligans Closest to Pin Lunch Dinner
Auction Contribution Donor sends an in-kind gift to be included in the auction
Auction Purchase Donor pays to acquire auction item
Number of attendees
When you are registering golfers, are you tracking the exact number of people you are expecting?
You will need a field for total number of attendees OR register each attendee individually
Meal Choices
If you are offering meal choices, it is advisable to record who wants what to eat
Keep in mind that you can use this information to offer the right meal choice for next year’s event
Seating Preferences
People who want to golf together
Notable Attendees
Speakers
Media
Volunteers/Coordinators
Dignitaries
If your database allows you the right level of detail, you’re golden
If not, create manual/external tracking mechanisms that get you where you need to be
Excel (see examples)
