L O O K B O O K
Champion of the Year is a signature event for Best Buddies and the Champion of the Year Gala event is an essential
Champion of the Year Canva Resources
Click titles to go to each chapter
EVENT DÉCOR
VOLUNTEER SUPPORT AND RESPONSIBILITIES
GALA SHOW FLOW & AUCTION
CHAMPION & SPONSOR RECOGNITION
T A B L E O F C O N T E N T S
M A T E R I A L S & T I M E L I N E
*All standard Champion of the Year Materials are available on Canva as editable templates
GATSBY THEME
* PLEASE REFER TO CHAMPION OF THE YEAR RESOURCES FOR LIST OF CANVA TEMPLATES
G A L A T H E M E E X A M P L E S
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:
Room Access: When can you access the space, and are any areas off limits?
Storage: Is there a staff/volunteer room to store items before the event?
Fees: Ask about room rental, gratuity, valet, Wi-Fi, and hidden costs
Lighting should match the theme and colors of your Champion of the Year event purples, blues, and similar tones work well
Coordinate with the venue to dim the lights during key moments, such as the start of the program or during videos, to create the right atmosphere
Sound is one of the most important elements of your event if guests can’t hear what’s happening they
vD E C O R
There should be event signage throughout the space highlighting top supporters, Champions and sponsors There should also be signage to highlight different portions of the event- auction, raffle, wine pull, welcome sign, etc Signage to create:
COY Event Signage
Sponsor Logos and Thank You
Champion Photos and Names
Bar sponsor or any other in-kind donor
Each Champion event should be a celebration! While it is important to focus on a strong event program, you should also have fun and engaging décor and entertainment elements to take your event to the next level It is recommended to focus first on the basics to then build each year
Entertainment Options: Live Band
DJ
Local performers
Magician
C di
S U P P O R T & R E S P O N S I B I L I T I E S
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.
S H O W F L O W & A U C T I O N
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
It is best practice to have a professional auctioneer lead this portion of the event. Best Buddies has a Best Buddies Preferred Auctioneer List that you can review and select your auctioneer from to work with you leading up to the event.
• Bid from the Heart Tracker.pdf
• COY Live Auction Tracker.docx
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 Sites: - www.azgala.givesmart.com - www.bbnc.givesmart.com
Descriptions of items should include:
Expiration dates
A clear explanation of what is included in the package
Any restrictions or blackout dates
How the donor will receive the item
Any donor information or recognition to the person who donated the item
Display on GiveSmart should include
Photos of items
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”
Auction Forms and Letters
Auction Committee
Auction Items Tracking Spreadsheet.xlsx
List of Auction Ideas.docx
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
& S P O N S O R R E C O G N I T I O N
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
• Champion Sashes
• Champion Name Tags
• Stickers
