Champion of the Year Look Book

Look Book

Champion of the Year is a signature event for Best Buddies and the Champion of the Year Gala event is an essential fundraising event. The Champion of the Year Look Book provides an overview of the elements of a Champion of the Year Gala.

Th i s C h a m p i o n o f t h e Ye a r L o o k B o o k is a resource for staff to understand the national standards and best practices to host a successful Champion of the Year Gala.

Champion of the Year Theme Catalogue Event Space Event Décor

Champion of the Year Resources

Volunteer Support and Responsibilities

Champion of the Year Resources

COY Gala Show Flow & Auction

Folder icon COY Logos and Brand Guidelines

Champion & Sponsor Recognition

Champion Event Photo Guide.pdf

Event Check-out Process

Click titles to go to each chapter

Table of Contents

Champion of the Year Event Look Book

Gala Theme Catalogue

Follow the steps below to add a theme to your Champion of the Year Event: • Submit a ticket to the Graphics Team • Provide details on the theme and assets you need • The Graphics team will provide assets for COY themed event

Breakdown of Theme Cost Below:

Masquerade Theme

Champion of the Year Invite Theme Folder All invites in this folder have been catagorized by common themes throughout the years, These themes can be replicated to suite any state gala theme and can also be used as a reference or inspiration.

Gatsby Theme

Gala Theme Examples

General/Standard Formal Theme

Champion of the Year Gala Venue Selection Recommendations The selection of the Champion of the Year Gala venue should be selected one year prior to the event and below are some considerations to ask the venue: • Limitations and set up times (When do you have access to the room? Any areas off limits? Do they have a staff/volunteer room to store items before the event? etc.).

• Fees (Be sure to ask about: gratuity, room, valet, Wi-Fi rate, etc.).

• Vendor List (Are you required to use their list of vendors? Are outside vendors allowed on property?

Does the hotel need any info from outside vendors? etc.).

• Fee per person How much will this event cost per person? Does that align with your ticket cost? Venue capacity?)

• Minimums (minimums are set by the venue and is a number you are required to meet. Ensure your minimum is in alignment with your event budget).

• Alcohol (bartender cost, mixer cost, do you allow donated alcohol? Is it a consumption bar or pay per drink?).

• Force Majeure Clause (What happens if you have to postpone or cancel your event?).

• Sound System AV (Any limitations here, can you use an outside vendor, can you use their equipment, what are the fees?).

• Silent Auction Setup (Consider where you would set this up. Are there easels available? Do they have enough tables? etc.).

Stage Set Up Most venues already have a stage built into their event space. If they do not, it is preferred that you have an elevated stage so guests can see the speakers while seated. It is also important to factor in if you have a live band or other entertainment to have a stage that can fit those elements. It is also recommended to have a projector screen so guests can see the program PowerPoint where you recognize sponsors and champions.

If you are renting a stage or projector below are the recommended specs: Stage Rental Specs:

Event Space

• Just program speakers: 16ft x 12ft x 24in • You should have a podium for speakers • Always have a ramp available to the stage • Speakers and a live band: 20ft wide x 16ft deep x 24in high (consult with band on the size that would accommodate their set up) Projector Screens: • 120 inches for a projector screen - one screen is ideal, but some venues have 2 so the entire venue can see the presentation.

Lighting • Lighting should reflect the theme and colors of the COY event and you should select lighting in purples, blues, etc.

• You can also work with the venue to dim the lights at certain portions of the event such as when the program starts, when playing a video, etc.

Sound System • Sound is one of the most important aspects of the event. If guests cannot hear what is going on then, they will not know how they can give or what they are giving to.

• If possible, do a run through the night of the event prior to guests arriving with your Emcee, Auctioneer and speakers.

• Also, have a run through of any of the video portions of the night so you know the audio will work during the program.

• Confirm with the venue if you need to provide a laptop or any devices to display your event PPT • Also confirm with the venue if they have a playlist for cocktail hour music or if you need to provide that music if you do not have a live artist.

Event Décor

Décor and Entertainment

There should be event signage throughout the space highlighting top supporters, Champions and

Each Champion event should be a celebration! While it is important to focus on a strong event program,

sponsors. There should also be signage to highlight different portions of the event- auction, raffle, wine

you should also have fun and engaging décor and entertainment elements to take your event to the

pull, welcome sign, etc. Signage to create:

next level. It is recommended to focus first on the basics to then build each year.

• COY Event Signage Templates

Entertainment Options:

• Sponsors thank you

• Live Band

• Champion Photos and Names

• DJ

• Bar sponsor or any other in-kind donor

• Local performers

• Podium with Best Buddies Logo

• Magician

• Welcome

• Comedian

• Auction

Décor Options:

• Evening Schedule (optional)

• Alpha Lit “Champion” Letters- National company and orders can be made here

• Volunteer Check-in

• Balloon Wall

• Step and Repeat: See here for where to order and should only have the Best Buddies logo (or branded

• Photobooth

with sponsor if part of your sponsorship benefits)

• Champagne wall • Step and Repeat

Décor & Entertainment Examples

Champion Event Signage

Volunteer support and Responsibilities Volunteer support is critical to a successful event. There are many roles that volunteers can support with the night of the event. Needs are different for each event depending on all the elements you are planning to have, but below are the basics for Champion of the Year events: You should always provide dinner for your volunteers and make sure they eat prior to the event starting.

It is recommended to have water and snacks in your volunteer room so they can always take a break and grab some food throughout the night.

Volunteer Recruitment Ideas: • Sign up Genius or Form • Volunteer Match • Previous Champions

Week of Event: • Packaging of Auction Items • Table Décor • Signage pickup • In-kind item pickup (alcohol donations, auction items, etc.)

Day of the Event:

Event:

Post-Event:

• Load in of items and supplies

• Registration/Check-in

• Clean up of venue

• Auction set up

• Bid spotters

• Follow up with donors and auction

• Signage set up

• Check out

winners

• Registration and check out set up

• Thank you’s

• Table and event décor

• Load out of items and supplies

• Program books

Event Check-out Process It is recommended to have your check-in registration volunteers stay and support the check-out process, so they have experience of using your mobile bidding system.

Volunteer Support & Responsibilities

Check out should be set up in an area that all guests will pass as they leave the venue. Usually just switching the check in to check out is a good strategy.

Check out materials should include: • At least 2- 8 ft tables • Depending on event size- 1 volunteer per 50 people • iPads with mobile bidding software- 1 iPad per 50 people • Physical auction items should be pulled from auction tables • Auction certificates organized numerically in file box: • File Box – this is a great way to organize your auction certificates numerically by using a file box like this.

- File Box option 2 • Check-out sign • Petty cash and cash box to put cash and checks for payment • Pens, envelopes

Recommended COY Gala Show Flow The timing of the Gala show flow is critical to keep your audience engaged, educate them on the mission of Best Buddies and recognize your Champions. It is also a critical time to raise funds the night of the event through the appeal and live auction. Below is a recommended timeline to keep the program engaging and cover all the important elements: Show Flow Templates Event PowerPoint Template

Champion of the Year Sample Event Timeline (adjust to local needs) • 11-12pm: Staff arrival • 12pm-4pm: Event setup • 4pm: Volunteer arrival/training • 5pm: Event set up complete • 6pm: Doors open for VIP • 6pm: VIP cocktail hour • 7pm: General doors open • 7:45pm: Guests asked to take seats • 8pm: Guests seated, and program begins • 8:30pm: Program break for dinner • 9pm: Silent auction closes, and live auction begins • 9:30pm: Program mission speaker • 9:35pm: Auctioneer begins live appeal/bid from the heart • 9:50pm: Wrap bid from the heart and share that announcement of champion will be in 15 minutes • 9:50pm: Staff tally champion totals • 9:50pm: Set up check out and move auction items • 10:05pm: Announcement of champion of the year • 10:15pm: Band or DJ to play and celebrate • 10:00pm: Checkout • 11:00pm: Clean up

Gala Show Flow & Auction

• 11:30pm: Event ends

Emcee Staff should not be the emcee for their events. It is best practice to identify an Emcee to lead the event program. It is recommended this be a separate person from the auctioneer and someone who presents or does public speaking often. Suggested Emcees: • Local News Anchors (they will usually promote the event on the local news channel) • Ambassador • Radio Personalities • Co-Emcees are also a great option! Emcee paired with an ambassador can showcase the mission Live Auction & Bid from the Heart The paddle raise portion should have bidder cards and bid spotters. Bidder cards should be large so the auctioneer can easily see them. Bid spotters should have glow sticks to easily flag bidders.

It is best practice to have a professional auctioneer lead this

• Sample Sites:

portion of the event. Best Buddies has a 2022 Best Buddies

- www.azgala.givesmart.com

Preferred Auctioneer List that you can review and select your

- www.bbnc.givesmart.com

auctioneer from to work with you leading up to the event.

• Descriptions of items should include:

• Bid from the Heart Tracker.pdf

- Expiration dates

• COY Live Auction Tracker.docx

- A clear explanation of what is included in the package

• Auction Items Tracking Spreadsheet.xlsx

- Any restrictions or blackout dates

• Blink Heart Necklaces

- How the donor will receive the item

• Bid Spotter Foam Glow Sticks

- Any donor information or recognition to the person who donated the item.

• Photos of items

Live Auction • Depending on your event it is recommended to have 3-5 Live Auction Items • Work with auctioneer on starting value and order of items • You should provide descriptions and photos in the event PPT

Bid from the Heart Levels • Bid from the heart levels should also be discussed with your auctioneer • It is recommended to secure donors to give at levels prior to the event

- Stock images should be used if there are no physical items - Physical items should be photographed in a well-lit area and should have a similar layout for consistency.

• Categorizing Items - You should number items on your mobile bidding page by category: • Ex. 100- Sports memorabilia, 200- Restaurants, 300- Trips There are no recommended category levels, but it is recommended to spilt items up by categories.

• Packaging Items: You can increase the value of items by packaging related items together.

• Package items based on an experience “Date night”

• You should look at your local programmatic goals and share with guests where the dollars are going from the event (Jobs Program, 5 new school chapters, etc.)

• You can use this BB Program Support PDF as a reference to share the impact of your dollars, but check with your local programs and budget to decide programmatic support.

Silent Auction The silent auction is one of the top ways to raise funds the night of the event. Below are samples of how this should be set up and some tips to a successful auction: Start entering items when you receive them • Items should all be in-kind or donated. Consignment items are NOT ALLOWED at Best Buddies events.

• Number of Silent Auction Items: Best practice is to have 1-1.5 items per number of bidders NOT attendees. To figure out how many items: BIDDERS / 1.5 = NUMBER OF ITEMS • Value of Items: Minimum value of one item should be $100. This will allow for higher value of • Set-up of Items: Display of items should be clear and physical items should be displayed on the auction tables.

• Organizing gift cards at the Gala

Mobile Bidding Best Practices: GiveSmart is the national mobile bidding partner. Access to GiveSmart is provided to all development leads. Below are best practices to get the most out of your mobile bidding site:

Sample Display and Description from Best Buddies Arizona:

Silent Auction Resources: Auction Forms and Letters Auction Committee Auction Items Tracking Spreadsheet.xlsx List of Auction Ideas.docx

Revenue Enhancers There are many unique and creative ways to increase revenue at the event. Below are some common and simple revenue enhancers that you can add to your event. You do not want to do too many revenue enhancers at the event, so deciding on 2-3 with your auctioneer is a great way to interact with the crowd.

• Wine Pull: You can host a Wine Pull by getting various bottles of wine donated.

- It is recommended to have a minimum value of $20 per bottle and then higher priced bottles mixed in. Cover the bottles and number each wine bottle so guests cannot see the wine. Guests can then select a number and then they open the wine to see what wine they won. It is recommended to start this at $20-$25 per bottle.

• Last Donor Standing: This should be done at the end of the bid from the heart: - In the last donor standing game, the goal is the be the last bidder to raise your paddle. Each time you raise your paddle you donate $100. If you are the last person to raise your paddle for $100 then you will win a prize.

• Heads or Tails: This can be done as a warm-up before the live auction and appeal.

- Guests buy in to the game by purchasing a bead or wristband to play for $20. When it is time to play everyone puts their hands on their head or tail. The Auctioneer or Emcee flips a coin and anyone that is right moves on to the next round. It continues until the last person wins! You can have a prize for this.

Champion Recognition Champions should be the VIPs of the event! Make sure they have a front row seat to see the entire program and recognize them throughout the event. Here are a few ways that you can ensure everyone knows they are a Champion: Champion Recognition- you can see all templates here for COY recognition • Champion Sashes • Champion Name Tags • Stickers • VIP seating • Champion Signage

Awards & Certificates It is expected that each Champion receives an appreciation gift or certificate to recognize their efforts.

Below are options for recognition along with the Top Champion award.

Certificate Template available here • Grand Champion Sash • Crowns The Top Champion, Mission Partner and Campaign manager receive a larger award that is given to them during the announcement of the Champion of the Year.

What to have on your award • COY Logo • “2022 Champion of the Year in State” • Optional Blurb: With sincere gratitude for helping us further our mission of enhancing the lives of people with intellectual and developmental disabilities. Your outstanding dedication to Best Buddies provides unparalleled

Champion & Sponsor Recognition

and lasting benefits to your community. We are inspired by and grateful for the incredible contributions you have made to this movement.

Sponsorship Recognition and Appreciation Sponsors should also experience a VIP experience at the Gala. They should have VIP seating along with sponsor logo recognition throughout the event. Sponsoring different elements of the event.

You should complete your COY Sponsorship Decks at least 6 months prior to the event and then make sure you track what benefits you need to provide to your sponsors.

www.bestbuddieschampion.org BESTBUDDIES TAX ID 52-1614576 ®