!

"#$#%&'#
Presented by Tim Adkins
Saturday June 21, 2014
5:00 p.m. - 9:00 p.m.
Ambient Plus Studio
585 Wells St. SW Unit A
Atlanta, GA 30312
Budget
tem Details Cost Notes
Venue, security, parking
Ambient Plus Studio - 585 Wells St. SW Unit A
Atlanta, GA 30312 $5000
ncludes: All day access, gated parking lot with attendant, security guard,
cleaning deposit, kitchen, restrooms, trahs haul, (14) 60" round tables (20) 72"
rectangle, chairs, set up, tear down, and rehearsal set up.
Catering Palookaville - Food ($22/person) $2500
House made pimento cheese with chips or lima bean hummus with pita, mixed
green salad with dressing, (2) of the following: Cold anti-pasta platter featuring
house made pickled veggies and cured meats, Fried skewer cheese curds,
Artisan pigs in a blanket or Roasted Seasonal Vegetables, Selection of bread.
Sweetwater Brewery ($20/person) $2500 Beer and Wine
Marketing Various $500
Custom invitations, unique welcome packets, Linkedn Sponsored posts, custom
bev naps - feedback page during Xcelerate.
Signage and decor $500
Various on site marketing displays including (4) 18"x24" signs displaying call to
actions for feedback AND post Xcelerate marketing, table centerpieces (DY),
miscellenious things, etc...
Entertainment Photographer $500 Bruno Postigo Photography
DJ w/PA + Production $500 DJ XtenSive
Total $12000
Sponsor Price Levels [Examples] deally tied to Points of Light and/or Civic Accelerator
Presenting: PayPal Giving Fund -$7000
Food: Target -$2500 Cash +gift cards
Drink: MillerCoors Co. -$2500 Cash +gift cards
Networking Event: Google -$3000
Sell out - Total -$15000
Total Budget $12000
Points of Light Budget $5000
Sponsors Budget Cover $7000 Assuming we only sell half
Profit $3000 Sell out of inventory ($15,000)
Key Questions mpact of Xcelerate?
This could easily be a $50,000+ event based on several key questions. 'm
thinking on the smaller end based on my experience with non-profits and event
budgets. What has been the budget, if any, in the past?
What resources and services does Points of Light
currently have or have access to?
Projector and appropriate hook ups, marketing materials, access to graphic
design and/or digital assets for social media, tables and chairs, in house
photographer/videographer, etc...
Are we flying in teams? There is no airfare or hotel stays included in current budget
How many attendees anticipated or desired?
estimated 100-120 guests. Considering RSVP and invite exclusive rather than
any walk up
Assuming free event for attendees?
Current budget is based on $0 ticket cost - could change significantlly with a
ticket price.
On site donations?
Do we want to accept or require teams have on site donations available for
Xcelerate attendees through Square or like service?
Volunteers?
didn't account for any labor outside of what's included in the venue rental for
labor, assuming we have access to volunteers.
Awards and/or Prizes?
The only prizes accounted for were included in the sponsorship proposals for
incentivizing those to participate in presentation feedback.
Run of Show
Date Time Event Notes Comments
5/30/2014 5:00 PM All Major Sponsorship Confirmed - Presenting, Food, Drink, Networking Hour mportant Dates Prior to Event
5/30/2014 3:00 PM Press releae and ALL Marketing materials distrubited/finalized mportant Dates Prior to Event
6/13/2014 5:00 PM Final Presentation Slides Due, Volunteers Finalized and Confirmed mportant Dates Prior to Event
6/18/2014 5:00 PM Slides all working correctly, ready for presenting - Final Event Ready mportant Dates Prior to Event
6/21/2014 Xcelerate
11:00 AM Volunteers and Organizers Arrive - Set Up
3:00 PM Caterers and Entertainment Arrive - Set Up Food, drinks, ice, DJ
4:00 PM Photographer Arrives - Set Up
5:00 PM Doors Open
5:00 PM - 5:45 PM Registration
5:00 PM - 8:00 PM Food and Drink Buffet
Bev naps featuring event and feedback
options - QR Code to mobile friendly mini
site
(4) 18x24 Signs with Feedback nfo
throughout event
5:50 - 6:00 PM MC - Brief on Civic Accelerator, overview of evening, sponsor thank you's and Keynote ntro
6:00 - 6:20 PM Keynote - Headline Sponsor or Civic Accelerator Alumn
6:30 PM Presentations begin - MC introduce first presenter - Team 1
MC Thanks and introduces each team
before and after
During down time of est. .30 - 2 minutes
pending presentations, screen plays
arrangement of live tweets.
6:35: PM Team 2
6:40 PM Team 3
6:45 PM Team 4
6:50 PM Team 5
6:55 PM Team 6
7:00 PM Team 7
7:05-7:20 PM ntermission - Special Message from Sponsor - Networking Session Reminder
After Sponsor Message - Canned music
and live tweets on the screen during
intermission
7:25 PM Team 8
7:30 PM Team 9
7:35 PM Team 10
7:40 PM Team 11
7:45 PM Team 12
7:50 PM Team 13
7:55 PM Team 14
8:00 PM Team 15
8:05: PM MC - Thank you's, Open Networking Session
8:15-9:15 PM Networking - Food and Drink Buffet + Dessert and Coffee (Starbucks)
Photographer focus on group shots, event
atmosphere
9:15 PM MC Make Final Closing Announcements, Thank You's
9:30 PM Conclusion of Event
9:30-10:00 PM Gather belongings, final sweep through
6/23/2014 10:00 AM - 12:00 PM Recap and Review of Event - Debrief, Nominate Awards - Most mproved, Best in Show, etc... mportant Post Event Dates
6/23/2014 1:00-3:00 PM
Post Event Marketing: Thank you emails to attendees, press release, blog post recapping
event, sharing photos via social media, etc.. mportant Post Event Dates
Engagement
Prior to Xcelerate During Xcelerate Post Xcelerate
Event Mini Site
Updated Mini Site - Live polling, data
collection, etc...
Final Annoncements via Press Release
and Blog
Custom Mail nvitations #CivicXcelerate - live feed Social Media and Photo Gallery
Strategic Social Media Campaign Beverage napkins with QR code Thank You Email
Press Release and Blog n venue signage Event Highlight Email to Network
nternal Communications with Network Volunteers
Follow Up with Winners from
#CivicXcelerate
Community Outreach to
Sponsors/Attendees Networking Hour
Having an Awesome Event!
*'d want Xcelerate to be an event
talked about all year. Something that
can be used as a recruiting and
marketing tool for the Civic ncubator. t
should be fresh, fun and unique.
Attendees and teams alike should have
a similar feeling they get at a TEDx
event or at sxsw - obviously not that
scale, but rather something inspiring.