THE CAMPUS EDIT
EVENTDETAILS
The Campus Edit Magazine is hosting a Launch Party for its New Year issue on January 17th at the Myriad Botanical Gardens’ Park House Events Center in Oklahoma City.
The event will run from 7:00 PM to 10:00 PM, with parking available at three nearby lots, including one at the corner of Reno and Walker
Guests will enjoy an elegant evening featuring hors d'oeuvres, specialty cocktails, and wine. During the first two hours, a photographer will capture photos of attendees as they arrive, along with highlights of the food and drink service.
At 9:00 PM, everyone will gather for the unveiling of the new issue, accompanied by speeches from the Editor-in-Chief and Artistic Director discussing the magazine’s content and vision. Magazines will be available at the door following the presentation
While the primary focus of the evening is celebrating the new issue, the event also serves as a valuable networking opportunity for individuals interested in fashion and publishing from OKC and surrounding areas.
JUSTIFICATION
The Campus Edit Magazine Launch Party is a significant event for the company, bringing together all 30 employees and 200 invited guests, including professionals, friends, and family, to celebrate and promote the magazine
The role of a magazine is much more than just a publication but a community fostering the fashionable pursuits of individuals The campus community is supported by this organization, and events hosted by this organization will bring people together in a different way than football games and other schoolsponsored events
This gathering is more than just a celebration; it serves as a strategic marketing initiative to increase the visibility of the publication and foster a sense of community among fashion and publishing enthusiasts in Oklahoma.
By hosting this event, the magazine aims to build stronger connections with like-minded individuals, creating a foundation for a fashion-centered network in the state. Additionally, the event provides an opportunity to showcase the team behind the magazine, establishing a stronger reputation within the industry
Ultimately, the New Year Issue launch party is a pivotal step in positioning The Campus Edit as a leading voice in Oklahoma’s fashion and publishing scene.
MARKETING
A pivotal factor in the fashion world is the idea of exclusivity. Exclusive shows, exclusive clothing, exclusive parties are ideas that make the fashion world the way it is.
Exclusivity is a way to create a want or need to see the event and see what is happening
Following with this idea this event will be invite only allowing for all staff members to invite their friends and family to offer support and highlight fashionable individuals in the area.
Much of the marketing for this event will be done as its happening and after the event, allowing influencers to post about their experience, posting photos of attendees on platforms such as Instagram, etc.
Staff writers from The Campus Edit will also cover the event to write editorial content and marketing material.
MARKETING-INVITATIONS
Exclusive invitations create a privilege and belonging, mak feel valued and appreciated T exclusivity enhances brand p builds stronger connections w audience. By targeting a selec can also ensure a more intim meaningful engagement, boo f h
MARKETING-INFLUENCERS
Influencer posting is a powerful way to market events, leveraging the trust and reach influencers have built with their audiences. When influencers share event details, behind-the-scenes content, sonal endorsements, it creates authentic buzz and piques the interest of their followers. ncer content can also be repurposed to enhance your event’s overall promotional strategy.
MARKETING-EDITORIAL
Writing an article about an event after it happens can often be more impactful for marketing than posting about it beforehand because it creates a lasting narrative that highlights the event's success and value. Unlike speculative pre-event promotions, which focus on encouraging attendance, post-event articles showcase the outcomes, such as memorable moments, key takeaways, or testimonials from participants This builds credibility and trust by demonstrating tangible results and engaging storytelling. Moreover, a well-crafted article can continue to generate interest and engagement long after the event is over, reaching audiences who may have missed the initial promotions and encouraging them to participate in future events.
EXAMPLE ARTICLE
VOGUE BY MARC JACOBS: INSIDE LAST NIGHT’S CELEBRATION FOR THE DECEMBER ISSUE STARRING KAIA GERBER
MENU
COURTESY OF C2 CATERING
JALAPEÑOANDCHEESESTUFFEDCHICKEN,WRAPPEDINAPPLEWOODSMOKEDBACONAND SERVEDWITHSPICYMAYO HORS D’OEUVRE
SEAREDMEDIUMRAREGINGERCRUSTEDAHI ATOPGARLICTOASTANDFINISHEDWITHWASABICREAM CAPRESEBAKEDMUSHROOMS TRADITIONALCAPRESECOMPONENTSBAKEDINANOLIVE-OILEDGARDENMUSHROOM ANDDRIZZLEDWITHABALSAMICGLAZE CHICKENBIRDBOMBS
GRAZING STATION
OAKGRILLEDVEGETABLEDISPLAY DRIZZLEDWITHBALSAMIC/GINGERGLAZE&CRUMBLEDFETAANDSERVEDWITHA ROSEMARYAIOLI
ELEGANTIMPORTEDANDDOMESTICCHEESEPRESENTATION WITHGOURMETCRACKERS FRESHSEASONALFRUITPRESENTATION ACCOMPANIEDBYHONEYVANILLACREAMCHEESEDIP THAICHICKENSALAD SWEETANDSPICYPULLEDCHICKENPRESENTEDINACRISPWONTONCUP
GOURMET STATION CHEF ATTENDED
CHEFCARVEDMAPLECRUSTEDBEEFTENDERLOIN SERVEDWITHHORSERADISHCREAMANDGRANDMARNIERBÉARNAISE
GARLICMASHEDPOTATOES ITALIANTABLECHEESERISOTTO BLACKENEDSALMONWITHPINEAPPLEMANGOSALSA ITALIANTABLECHEESERISOTTO
“TIMELESS
NOIR: A CELEBRATION OF STYLE”
EVENT TIMELINE
6 PM
TCE STAFF AND CATERERS ARRIVE FOR FINISHING TOUCHES AND FOOD SET UP
7 PM
GUESTS BEGIN TO ARRIVE PHOTOGRAPHER TAKES PHOTOS OF ATTENDEES FOOD AND DRINKS SERVED
9 PM
MAGAZINE COVER UNVEILED SPEECHES FROM EDITOR-IN-CHIEF AND CREATIVE DIRECTOR CONCLUDES WITH A CHAMPAGNE TOAST
10 PM EVENT ENDS
MAGAZINE COPIES TO BE HANDED OUT AT THE DOOR
BUDGET
As the Campus Edit Magazine Launch Party is a significant occasion, marking the unveiling of the New Year issue and serving as a key networking event for the fashion and publishing communities in Oklahoma City and Norman, a substantial financial investment is essential to ensure its success. The event, held at the Myriad Botanical Gardens’ Park House Events Center, will feature elegant hors d’oeuvres, specialty cocktails, and a memorable program.
Our planning team has meticulously reviewed and priced each element to ensure a well-executed evening that celebrates the magazine’s launch and reinforces its brand’s commitment to excellence and community engagement. This investment will bring the event to life in a way that leaves a lasting impression on attendees and sets a standard for future launches. Vendors such as the Myriad Gardens Foundation and C2 Catering have been contacted to provide quotes.
To achieve a seamless and impactful experience that aligns with the magazine's prestige, we would like to ask for a comprehensive budget allocation of $30,400. This proposed budget accounts for all event aspects, including venue costs, catering, professional photography, audiovisual needs for the unveiling presentation, and promotional materials.
BUDGET
FOOD, DRINK, AND CATERING
$540 PLASTIC WARE
$8,190 PASSED HORS D’OEUVRES, GRAZING SECTION, AND CHEF STATION
$250 NON-ALCOHOLIC BEVERAGE SERVICE
$900 SERVICE PERSONNEL (1 SUPERVISOR/ 5 SERVERS)
$3,200 HOSTED BAR AND ALL GUEST
CHAMPAGNE TOAST
$432 LIQUOR TAX
$450 BARTENDER
$1,164 SITE FEE
$900 GRATUITY
TOTAL $17,300
VENUE
$800 PER HOUR VENUE SPACE (4)
VENUE COORDINATOR STANDARD JANITORIAL STAFF
$60 PER HOUR OCPD OFFICER
TOTAL $3500
EMERGENCIES AND INSURANCE
$119.92 EVENTSURED INSURANCE
LIQUOR LIABILITY AND LICENSING FEE
COVERED BY C2 CATERING
$3000 EMERGENCY BUDGET
TOTAL $3200
ADDITIONAL PERSONAL
$250 PER HOUR O|PRODUCTIONS (PHOTOGRAPHER)
$450 PIERRE-LOUIS ENTERTAINMENT (DJ)
TOTAL $2500
MONETARY VALUES ROUNDED UP TO ADD PADDING TO THE BUDGET
DECORATIONS AND TECHNOLOGY
$100 PER FLORAL CENTERPIECE (8)
$8 PER TABLE BISTRO TABLES (8)
$8 PER TABLE BANQUET TABLES (8)
$10 PER LINEN BLACK 85” POLYESTER LINENS (11)
$300 65” TV WITH HDMI, PODIUM, MICROPHONE & SPEAKER
$40 TRIANGLE MULTI-COLORED UP LED LIGHTS: 9
TOTAL, REMOTES INCLUDED
$1000 PAPER DECOR AND MISCELLANEOUS DECOR
TOTAL $2400
PRINTING
$4.59 PER ISSUE (250)
$300 MAILED INVITATIONS (200)
TOTAL $1,500
$30,400
CONTINGENCY
The event manager for the Myriad Botanical Gardens, our special events team, and the Campus Edit Magazine’s management team will maintain direct communication throughout the event to ensure the timely sharing of information, especially in the case of an emergency If a medical emergency arises, staff from the Myriad Botanical Gardens or our contracted security team will promptly address the situation by containing it and notifying local authorities for additional support
RISK AND VIOLENCE
To ensure the safety of all attendees at the Campus Edit Magazine’s Launch Party, two officers from the Oklahoma City Police Department (OCPD) will be present throughout the event. These officers will work alongside the Myriad Botanical Gardens staff and our staff to monitor the venue and address any potential concerns promptly. Their presence provides an added layer of security, ensuring a safe and enjoyable evening for all guests.
ALCOHOL CONSUMPTION
To ensure the responsible consumption of alcohol during the Campus Edit Magazine’s Launch Party, the following measures will be in place:
1. Trained Bar Staff
All bar staff are certified with C2 training, equipping them to recognize signs of intoxication and responsibly manage alcohol service. They will monitor guests throughout the evening, adhering strictly to legal guidelines by refusing service to any individual showing signs of excessive alcohol consumption. Additionally, water and non-alcoholic beverage options will be readily available to encourage moderation.
2. Monitoring by OCPD Officers
The two OCPD officers present at the event will assist in monitoring guests who may appear overly intoxicated. They will work with bar staff and event management to intervene if necessary, ensuring a safe environment for all attendees.
3. Addressing Potential Drunk Driving
To prevent drunk driving, officers will actively monitor guests as they leave the event, focusing on individuals who appear impaired. If a guest is suspected of planning to drive under the influence, officers will intervene to ensure they do not operate a vehicle. Event staff will also offer assistance in arranging alternative transportation, including rideshare services, taxis, or designated drivers.
CONTINGENCY
4. Clear Communication
Signs will be placed near the bar and exit points reminding guests of the dangers of drunk driving and encouraging them to use alternative transportation if they have consumed alcohol. Event staff will also be briefed on procedures for handling situations involving intoxicated guests to ensure a coordinated response.
This comprehensive approach is designed to prioritize the safety and well-being of all attendees while fostering a positive and enjoyable atmosphere.
MEDICAL EMERGENCIES
To address potential medical emergencies, a designated first-aid area will be set up within the Park House Events Center. Trained staff will be on-site to provide basic medical assistance, and the two OCPD officers present will coordinate with local emergency services if advanced care is required. Clear protocols will ensure swift and efficient responses to any health-related incidents.
FIRE SAFETY AND WEATHER PREPAREDNESS
Fire safety is a priority, with all emergency exits clearly marked and visible throughout the venue. Event staff and security personnel will be trained to guide attendees safely in the event of an evacuation. As the event is hosted indoors, severe weather is unlikely to cause major disruptions. However, if conditions outside become dangerous, guests will be directed to remain inside the venue for their safety.
LOGISTICAL DISRUPTIONS
In the event of logistical disruptions, such as a power outage, emergency lighting is available within the venue. Staff will have flashlights on hand and follow a predetermined communication plan to maintain order. Alternative arrangements for catering, photography, and AV equipment have been identified in advance to handle any vendor issues, with adjustments to the timeline made as needed to accommodate delays.
CONTINGENCY
COMMUNICATION PROTOCOLS
Effective communication is key to the event’s success. Event staff and security personnel will use walkie-talkies to ensure seamless internal coordination, with a central command point established for quick decision-making. For attendees, signage will provide clear guidance on venue policies, exits, and transportation options, and staff will make announcements to communicate any changes to the schedule or protocols.
ACCESSIBILITY
Accessibility is a priority, with the Park House Events Center being fully ADAcompliant. Event staff will be available to assist any guests with mobility challenges or other needs to ensure a positive experience for all attendees.
PUBLIC RELATIONS AND INCIDENT MANAGEMENT
A designated spokesperson from Campus Edit Magazine will handle press inquiries and provide updates if needed. The event team is prepared to document and address any incidents transparently, maintaining the event’s reputation and ensuring a smooth experience for all involved.
he contingency plan for the Campus Edit Magazine’s Launch Party is designed to prioritize the safety and enjoyment of all attendees while addressing potential risks and challenges that may arise during the event. By implementing comprehensive measures for medical emergencies, fire safety, security, logistical disruptions, responsible alcohol management, effective communication, and accessibility, we aim to create a seamless experience. The presence of trained personnel, including OCPD officers and certified bar staff, further enhances our commitment to maintaining a secure and welcoming environment. This proactive approach not only safeguards guests but also ensures that the event remains a celebration of the magazine’s achievements and fosters a positive atmosphere for networking and community engagement.
CONCLUSION
In conclusion, the Launch Party for The Campus Edit Magazine's New Year issue is poised to be a memorable and impactful event that blends celebration, networking, and strategic marketing. With thoughtful planning encompassing every detail from an inviting venue and seamless guest experience to curated food, drinks, and a compelling program this event will not only highlight the magazine’s latest issue but also serve as a cornerstone in building a vibrant fashion and publishing community in Oklahoma. The event will amplify the magazine’s brand presence, foster meaningful connections, and solidify its role as a cultural and creative hub in the region by bringing together employees, professionals, and supporters. This celebration marks the beginning of a new chapter for The Campus Edit while setting the stage for continued growth and influence
This brief outlines the key elements of The Campus Edit Magazine Launch Party, covering its purpose, objectives, and detailed execution plans. From its marketing and community-building goals to the carefully crafted schedule, this report ensures all aspects of the event are thoughtfully addressed, with
