EVENT PROCESS

Planning an event? Here are step by step instructions on what to do. Please direct any questions to Jillian (jhaney@jaffemanagement.com) and Jess (jschaumburg@jaffemanagement.com).  Thank you for all that you’re doing for IIDA NE!

All committees must follow the timeline and requirements below when planning and executing an IIDA New England event.

Timeline

1. Event Approval & Date Coordination (Recommend 8-10 wks prior to event)
Prior to initiating any planning or entering into contracts, committees must obtain approval to proceed.

  • Confirm event approval with your VP and verify the event is included in your approved committee budget.

  • Identify proposed event date(s). VPs can reference the Chapter Events Calendar (Dropbox) to identify potential openings.

  • Submit proposed date(s) to the IIDA NE President Elect via email for approval (Kalyn, kalyn.iidane@gmail.com). Dates will be evaluated to ensure alignment with the following criteria:

    • No other chapter events on the same day

    • No other events in the same city center during the same week

    • No overlap with signature events (Fashion Show, Design Awards, BLB, Croquet, Block Party)

    • Monthly scheduling remains balanced and does not overextend volunteers or members

  • Do not proceed with contracts, promotion, or logistics until date approval is confirmed.- Work with your VP and ensure that your event is budgeted for.

2. Event Planning & Graphics Preparation
Once event approval is received:

  • Begin coordination of key event components, including venue and major vendors (caterers, audio visual, etc.).

  • Work with your committee to collect all required event information.

  • Develop event graphics (see Graphics requirements below).

3. Event Communications Request Form Submission (Minimum 6 Weeks Prior)
Complete and submit the online event request form: https://iidane.memberclicks.net/eventrequestformnew

  • The form must be completed in one session; it cannot be saved and returned to later.

  • Allow up to five (5) business days for the event to be created by staff.

  • You will have an opportunity to review and approve event details before they go live.

Event Communications Request Form Requirements

All information below must be finalized prior to submitting the form. All IIDA NE events* will receive:

  • Two social media posts across chapter channels

  • Inclusion in The Wire and Designer Monologues

  • Listing on the chapter website event calendar

*Excludes Building Leaders Breakfast, Design Awards, Fashion Show, and Croquet

Event Details

- Identify the committee responsible for the event
- Event format (virtual, in person, or hybrid)
- If in person, exact location details must be provided.
- Name of event
- Date of the event including exact start time and end time
- Schedule of event (may not be applicable for virtual event). Example: Networking: 5:00 - 6:00 p.m., Program: 6:00 - 7:30 p.m., etc.
- Event description – creative text that will be used in emails and the website

Registration

  • Registration pricing, including member and non-member rates (must align with approved budget and demonstrate member value)

    Advocacy Funds:

    • $3 added to tickets under $100

    • $5 added to tickets $100 and above

    • These amounts must be included in your listed pricing

    • Does not apply to free events

  • Event capacity (based on venue limits)

  • Onsite registration and payment needs (including raffle or drink tickets; Square setup will be required if applicable)

Insurance

Most events will require Special Event Insurance, so the following fields are required.

  • Will there be food & beverage served at the event?

  • Will there be alcohol served and if so, is it a cash bar, hosted bar, or both, i.e. 1 free drink ticket per person.

  • Who will be providing the food & beverage (including the alcohol provider)? List the caterer’s name, phone number and website address.  This field cannot be skipped; caterer details are required.     

Social Media Promotion

Provide two (2) social media posts:

  • Social Media Post #1

    • Caption (make it enticing and concise). Remember a call to action! “Click the link in our bio to secure your spot!”

    • Hashtags or tags

    • Preferred Posting Date (we recommend 1 month prior to your event)

    • Attach the 1080x1080 graphic

  • Social Media Post #2

    • Caption (must differ from Post #1, include call to action, “Click the link in our bio to secure your spot!”)

    • Hashtags or tags

    • Preferred Posting Date (we recommend that your second post go up approximately two weeks prior to the start of your event)

    • Attach a second, different 1080x1080 graphic (we will not post the same graphic, twice)

Graphics Requirements

  • Two unique social media graphics (1080x1080 format) required for all events*

*Excludes Building Leaders Breakfast, Design Awards, Fashion Show, and Croquet

Next Steps

Once your event is created by staff and approved by your committee:

  • Staff will share materials with the Communications team.

  • A member of the Communications team will coordinate directly with you on promotion and outreach.

Communication Requests - non event related

What if I just need a social post or email blast and it isn’t event related? Create the appropriate graphic(s) along with content (social media caption/email blast language) and email that information and your desired posting date to iidanecommunications@gmail.com.