EVENT PROCESS
COMMUNICATIONS REQUEST PROCESS (NON-EVENT RELATED)
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!
Step by Step Process
Have a complete understanding of the details within this manual.
Work directly with your committee and collect all event data and graphics that are needed.
Complete the online event request form. Be sure to always use the links in the Volunteer Resources Dropbox folder.
Timeline
8 weeks prior to the event
- Create your event graphics – see the “Graphics” section for details.
- Start collecting the required data for the online event request form.
6 weeks prior to the event
- Submit the online event request form.
- You cannot start the form and come back to it later. It must be completed in one sitting.
- Allow up to five business days for the event to be created.
- You will be given an opportunity to review the event details before they go live.
Event Promotion
All IIDA NE events* will receive the following promotion.
- Two posts on all social media channels
- Included in the bi-weekly chapter event email blasts
- Linked on the Chapter’s website event calendar
- Listed on monthly issue of The Wire
*Excludes Building Leaders Breakfast, Design Awards, Fashion Show & Croquet
Graphics
Every event* needs three graphics:
- One email banner - 980x400
- Two different social media squares – 1080x1080
*Excludes Building Leaders Breakfast, Design Awards, Fashion Show & Croquet
The Event Request Form
Here is an overview of the data you will need to provide in the event request form. Remember, you will need all of this information in order to submit the form.
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
- How much you’re charging for registration including the different registration types, i.e. member pricing vs non-member pricing. Make sure you’re following your budget, and that there’s value in the member pricing.
- Advocacy Funds: For event tickets that are under $100, IIDA NE events automatically add $3 onto each paid registration to support our advocacy efforts. For event tickets that are over $100, $5 is added onto each paid registration. Ensure that the pricing you listed above already includes this. This does not apply if the event is free to attend.
- Event capacity, i.e. your venue will only accommodate 40 people. This tells staff to limit the number of people that can sign up.
- Will you be allowing people to register at the event? Or will you be selling any raffle or drink tickets onsite at the event? This tells staff that we will need to get you set up with our Square system so that you can accept onsite payments.
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
Include/attach the following:
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 that your first post go up approximately one month prior to the start of your event)
Attach the 1080x1080 graphic
Social Media Post #2
Caption (make it enticing and concise). Remember a call to action! “Click the link in our bio to secure your spot!” Make sure it’s a different caption than provided for social media post #1.
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)
You will also have an opportunity at the end of the online form to provide any additional information.
General
Once your event is created by staff and approved by you, staff will provide the Communications team with your event promotion materials (social media and email blast details). Someone from the Communications team will reach out to you directly once we get to that point in the process.
What if I just need a social post or email blast?
Follow steps 2-5 and include what the nature of the post is and copy the VP of your commitee on the email.
This is only applicable if the event is already approved, you are looking for volunteers for your commitee, a call to action, or posting information for a main event (BLB, Fashion Show, Croquet and Design Awards)
What if I just need a graphic reposted for a main event or a reminder posted to a story?
Follow Step 5 - let Communications know when you plan to post and under what account so that we can make sure it gets reposted in a timely manner and that there are no conflicts. Please do not add IIDA NE as a collaborator to your post unless instructed to.