A Night for M

EVENT JOURNAL

2040 N. Dixie Highway | Wilton Manors, FL 33305 | 954.463.9005 | PrideCenterFlorida.org

Event Planning

Before Event

During the Event

After the Event

Lessons Learned

Educate yourself on the safety, effects, and needs surrounding sexual violence to gay/bisexual men.

Welcome to a night of empowerment!

Educate yourself on the safety, effects, and needs surrounding sexual violence to gay/bisexual men.


Hosted by The Pride CenterMarch 17, 2011


Planning Events By Emilio Aponte

A special event is a one-time event focused on a specific purpose such as a grand opening or other significant occasion.

Special events may also be created for other targeted purposes such a community event e.g.: Night for Men: Regaining our Power and Control- (A Night for Men). This community event was hosted by The Pride Center and Developed from the Broward LGBT Domestic Violence Coalition. The project managers where Andres Santofimio and Emilio Aponte from The Pride Center and Miriam Guerrero-Noll from Broward House.

A Night for Men was a truly success. This success was measured with the fact that the project managers were able to accomplish the goal established for community attendance. More of 100 community’s guests were able to keep the conversation and attention going during 2 hours.

Pride Center Mission

We provide a welcoming, safe space —an inclusive home that celebrates, nurtures and empowers the LGBTQ communities and our friends and neighbors in South Florida.

We embrace individuality and diversity, work together, and promote awareness, acceptance, celebration and pride. The GLCC/Pride Center is a tax-exempt, non-profit organization pursuant to section 501(c)3 of the Internal Revenue Code and is a registered charity with the Florida Department of Agriculture & Consumer Services (Registration #CH4411). A copy of the official registration and financial information may be obtained from the state of Florida/Division of Consumer Services by calling 1.800.435.7352 within the state

HIV CONFIDENTIAL RAPID TESTINGMonday to Friday 10 am-8:30 pmSaturdays and Sundays 12pm-4:30pm.Contact: (954) 566-3553

Emilio AponteRESPECT Coordinator

2040 N Dixie Hwy.Wilton Manors, FL 33305

954-463-9006 Ext 108

Dear Community MembersBy Andres Santofimio

On behalf of The Pride Center and the Broward LGBT Domestic Violence Coalition, I wanted to express my sincere appreciation to all our speaker on the “A Night for Men: Regaining Our Power and Control” event. Yours astounding and powerful presentation on male on male sexual assault drew the audience in and held their attention for 20 minutes.

I am very grateful all of you took the time out of your busy schedule to address our community with such critical information. The group size and participation illustrated the importance of this issue to the gay community. Once again, thank you for making “A Night for Men” so successful, we could not have done it without you!

I look forward to keep working with all of you and yours team in future engagements.

Sincerely,

Andrés Santofimio CRCS Counselor The Pride Center at Equality Park 2040 N. Dixie Highway. Wilton Manors, FL 33305 954.830.0380 Cell 954.764.6522 Fax www.PrideCenterFlorida


A Night for Men: Regaining our Power and Control

Event Journal: Before Event

Health Community Services Program

A Night for Men in Pride Center Events Calendar.

Time: 6:00 p.m. – 9:00 pm

Exact Location: Main Hall, Building A

Brief Description: A Moderated Community Chat

About Sexual Violence in Gay Men

Target Population: Gay Men (open to the public)

Staff organizer: Emilio Aponte and Andres

Santofimio

Funding: Private Donor

Fee: Free

Collaborators: Broward LGBT Domestic Violence

Coalition



BEFORE EVENTSIX MONTHS AHEAD (No Least of three Month)

•Determine the purpose, format, and feasibility of the

event

•Create an estimated budget specifying kind of item

needs in order to identify potential donors. This budget

need to be shared with The Pride Center Staff who

knows potential donors such the Membership

Development Coordinator and the Major Gifts Officer

•Select the date, but before confirming it clear the date

with important participants and double-check for

conflicts with other major functions-Holidays, other

event

•Recruit event team

•Draw up preliminary guest list categories. Begin

collecting addresses for save-the-date mailing

•Select and reserve a facility, special room, etc

•Select or identify an event designer, who may aid with

décor/, flowers, etc.

•Select and order recognition items (award, honor,

citation, certifications)

•Create a list of potential donors for gifs/giveaway that

can be used as incentive for RSVP in advance. Order

favors, souvenirs, printed folders, and other give-away

items that you consider necessary.

•Reserve equipment such as, Projector, table’s cloths,

podiums, etc.

•Confirm a master of ceremonies and the program

speakers. Look in the Business Partners and Community

Partners for events that will be developed previously to

our event. Attending those events we can reach potential

guests for our event. E.g.: Public Forum Meetings, Town

Hall Meetings, Open Houses such Sexual Assault

Treatment Center Open House. Different Coalitions,

Alliances and Organizations/Business Associations that

Pride Center can be part of. Also visit all kind of support

groups, do Focus groups and look for any kind of

community speakers like survivors or people with

personal experiences related to the topic of the event.

•Plan the audio-visual presentations. You can make

videos using Windows Live Movie Maker. The video

and photo capture can be easily done using Jing

program. Get a free account through

http://www.screencast.com. With Jing can download

pictures and videos that you may need when you are

planning to make your own video.

•Make preliminary security arrangements if needed. Ask

about Insurance and Risk Management.

•Get all necessary administrative approvals, starting with

your supervisor

•Plan a promotion and publicity campaign. For a

successful Community event the invitation is crucial. A

personalized invitation always makes feel the guest who

important he or she is for The Pride center.

http://www.screencast.com/


THREE TO SIX MONTHS AHEAD

•Write copy, design and get approval of printed

invitations and all other printed materials

•Finalize and get approval of the guest list

•Prepare mailing labels if you will be using a prior guest

contact list.

•Send save-the-date announcements to guests (3-5

months prior to the event)

•Select menus and submit them for recommendations

and/or approval

•Make contact with program speakers and

Supply suggestions for their remarks

Gather their experience or Curriculum information

Request a black and white glossy photo of each

participant for publicity and programs

•Keep all Pride Center staff informed of your plans, and

ask for their support

•Check the parking situation.

•Decide on music, book entertainers and talents if the

event contemplates it.

•Prepare and get all necessary signatures on performance

agreements

•Finalize the audiovisual presentations

•Plan the decorations and color scheme

•Order props, novelties, foods, or other special needs

•Begin publicity

•Look for a photographer and videographer who will be

able to donate time and talent.

•Begin creating a logistical outline to document all

arrangements as they are decided on and confirmed.

TWO MONTHS AHEAD

•Prepare mailing labels for invitation mailing

•Send out invitations 4 – 6 weeks prior to event.

Community providers will get certain numbers of

invitation for their own clients.

•Finalize decor and facility arrangements

•Double-check the extra help that will be needed.

•Make direction and welcome signs. Make sure a phone

number is been release for give directions the day of the

event. A volunteer is needed for this duty.

•Write and print the program and other resources to give

the guests.

•Inspect the facility and request repairs to hazards, such

as loose edges on stairs and upturned edges on carpeting

•Continue publicity on schedule

Recruit volunteers to staff registration.

TWO TO FOUR WEEKS AHEAD

Record and acknowledge RSVPs as they are received

Prepare registration packets

Double-check publicity progress with Media Relations.

Revise and update plans if necessary.

Send detailed instructions to all speakers with, parking,

and maps if needed.

Finalize details with caterer and all donors.

Write speeches and introductions, and get them approved

Get table numbers made

Enlarge a diagram of the room to be used as seating chart


ONE WEEK AHEAD

•Ascertain the intentions of anyone who has not sent an

RSVP

•Print out the guest list in alphabetical order

•Finish place cards, table cards, and/or name tags if the

event will be using its.

•Create the seating chart

•Brief the greeters, escorts and volunteers on their

duties

•Gather all presentation items such as gifts or

incentives. Designate one person to be in charge of

transporting them to the event room.

•Prepare the briefing packet and send along with the

guest list (with full names, titles, business and

professional affiliations, and other specific interests),

biographies, and the final schedule of events to the

supervisor.

•Make sure that security will be provided as mental

health professionals will be able to assist any possible

incident that could happened during the event.

•Deliver prepared introductions, citations, and speeches

to those who will read them

Prepare your event box with any supplies, such as tape,

string, zip ties, staplers, clip boards, baskets, etc. you

may need.

DURING THE EVENT

THE BIG DAY

•Arrive early

•Bring the logistical outline, production schedule,

instructions, directions, phone numbers, food orders,

seating charts, name tags, table assignments, guest lists,

and the event supply box with you.

•Check all facilities and grounds

•Set up event venue with place cards, signs, pens, etc.

•Conduct sound and equipment checks

•Set up registration. Be sure it is ready no later than 30

minutes prior to the start of your event.

•Follow your production schedule

Relax and smile.

AFTER THE EVENT

•Send thank you notes to staff, volunteers and vendors

•Finalize billing and prepare final budget

•Conduct event debriefing to determine success or ways

to improve in the future

•Analysis the evaluation, pre and post test, if

appropriate.

•Follows up all feed backs

•Take in considerations all ideas and feed backs that

could be actions to be done as a continuation of the

event. Consider to proposes new trainings sessions,

calls to action, new educational programs for Pride

University, etc

•Document the event, put together the entire process of

the event, make sure the story is captured and placed

and hard copies as digital for futures reviews and

material to be presented to our sponsors, donors,

Boards of Directors and potential granters.


Lessons Learned

The following steps are offered to help guide your event

planning and are outcomes from A NxM. Many of these

steps were considered at the beginning of the planning

process and many others are lessons learned before and

during the event.

•Develop strategies for success

•Make sure the purpose and/or topic for the special event is

important enough to merit the time and expense needed to

properly stage, publicize and evaluate the event.

•Carefully match the type of event that is selected to the

purpose that it serves. Do you want to reach out to new

users or thank your supporters?

•Ensure that the Pride Center staff and/or other

organization involved in the project fully support the

special event. Select a working committee with broad

representation.

•Invitations for event’s target populations: Target groups

that have a special stake in the event topic such supports

groups, associations, and providers who have direct contact

with community member. E.g.: library users, funders,

politicians, business leaders, senior citizens, etc.

Personalized invitations make the guest feel what they

really are: the most important component for any

community event.

•Start planning at least three months ahead of time.

•Develop ways to evaluate the event's success. Measurable

event objectives may include attendance, the amount of

money raised, the number of Business leaders.

•Talk to other staff members who have successfully staged

similar events.

•Make a checklist

A checklist provides a step-by-step guide to organizing and

executing a special event.

Create a budget

The objective is to provide event planners with a financial

blueprint. The budget should be specific, and include

revenue opportunities (sponsorship, ticket sales, donations,

and concession sales such agreement document where

artists will be making donation of their art work sales) as

well as expenses printing, permits, insurance, food,

supplies, security, etc). The ideal about Speakers is that

they will be coming free of charge from our business

partners and/or from recognized organizations directly

involved with the event topic. See the always is a ideal

thing make the speakers The speakers

Consider logistics

With many activities going on simultaneously, there are

many details to be checked. Major areas to consider and

plan for include: size of space or building used, utility

support needed, setup (tables and chairs, tents, portable

toilets, parking, signage) coordination, cleanup, emergency

plans, transportation, and public services such as police and

fire departments if the event demand it.

Plan publicity

Promoting a special event takes creative thinking balanced

with practicality. The primary objective is to publicize the

event, but secondary objectives should be considered.

Are you trying to inform, educate or entertain?

Increase awareness or attendance of the event?

Attendance could be increase Offering incentives

for RSVP in advance (such raffles of gifs donated

by sponsors)

Build a base support from a specific audience?

Facilitate good community relations?

Brainstorm all the available media in including,

schools/Universities’ newsletters, church announcements,

and cable and commercial stations. Make a detailed list

with names of whom to contact and when.

Do not forget to be rigorously in coordination with

administrators of :The Pride Center Web Site, Voice

E-voice.


SAMPLE CHECK LIST

•Evaluate the event

Take time to evaluate right after the event while the details are fresh. You may want to consider having a

questionnaire for participants to fill out. Some general evaluative criteria include:

1.Did the event fulfill its goals and objectives? Why or why not?

2.Identify what worked and what needs fine-tuning. If the event uses vendors, which vendors should be used

again?

3.What items were missing on the checklist?

4.Was the event well attended?

5.Was informal and formal feedback

about the event positive?

6. Given all that went into staging,

was it worth doing?

Finally, it is important to remember

to celebrate your successes and to

thank all those who contributed.

Join The Pride Center

It is with great pride that we offer you an opportunity to join our growing family. We are sure you will enjoy the benefits of membership.

Funds raised through membership keep The Pride Center vital and active throughout the year, allowing the Center to provide a safe and nurturing environment for individuals and groups.

Become a part of the Center Gain the satisfaction of knowing that your donation makes a difference and benefits the vital services the center provides

You receive discounts on facility rentals and activities.


You can place your business cards, brochures or personals on the Bulletin Board at the Center

You receive special announcements and updates via e-mail

You receive the Voice and e-VOICE newsletters

You receive Merchant Discounts (discounts at a broad range of businesses available only to GLCC/Pride Center members)

You will receive a FREE Dinner to enjoy at The Pride Center BINGO NIGHT

Contact Janet Weissman, Business Manager for an invoice or more information:954.463.9005 X [email protected]

Memberships are tax deductible to the fullest extent allowed by law.

mailto:[email protected]



Documents

A Night for M