19th Annual Breakfast

EVENT OVERVIEW:

On November 22, 2019, the Urban League of Metropolitan Seattle hosted their 19th Annual Breakfast: ‘DREAM BIG’!

The Annual Breakfast is a celebration of the essential programming and services ULMS provides to the community in the focus areas of health, housing, entrepreneurship, advocacy, education, and workforce development. The 2019 event included a special emphasis of encouraging our community to dream with us of a more inclusive Seattle and a Seattle that supports and welcomes all of its residents.

For this event, I served as the event planning lead.

HIGHLIGHTS:

Event Date: 11/22/2019
Total Guest Count: 800 attendees
Total Event Sponsors: 49
Total Dollars Raised: $400k

MY ROLE:

For this event, I served as event lead. My direct responsibilities included the following:

Establish the event aesthetic, including the overall look and feel of the event (color scheme, font selections, backgrounds, and other key design elements).
Create all accompanying digital assets including the official invitations, sponsorship packet, live presentation slides & the official event landing webpage.
Create all accompanying print materials including the donation pledge cards, program book, event signage, and program agendas.
Create VIP gift bags for special and VIP guests.
Draft and send all event related communication to partners, sponsors, and community members including initial press release, invitations to event sponsors, sponsorship follow-ups, event updates, registration reminders, and post-event thank you correspondence.
Solicit and track event sponsorship commitments, invoices, payments, and guest registrations.
Oversee the production of video assets created for the event, including storyboarding, filming coordination with honorees, final review, and approval.
Organize a seating chart for 800 attendees.
Create and manage the official event run of show and detailed on-stage script.
Coordinate with and manage event vendors including 2 photographers, 1 videographer, hotel event support staff, a high-level production team, honorees, & special guests.
Establish and delegate team responsibilities for over 70 Urban League employees on the day of the event.

Official Invitation

Finalized invitations I created to establish the look and feel of the event. The first version and backside A of the invitation was used as a 'save the date'. The second version with backside B was used as the official invitation to promote the event.

Program Book

Here is the 52-page program book I created for the event. Each attendee received a copy of the program book on their seats along with the event agendas and pledge cards. The purpose of the program book was to highlight core programs and services provided by the agency.

View the Full Program Book

Sponsorship Packet

This is the document I created to solicit sponsorships for the event.

PRESENTATION SLIDES

Here are the images I created to uses as slides to accompany the run of show.

EVENT AGENDAS

Here are the two-sided event agendas I created to accompany the program books and donor pledge cards on each table.

DONOR PLEDGE CARDS

There are the donor pledge cards that I created. The design was a front and back tri-fold. Each attendee received one and used them to make donations during the live event.

EMAIL CORRESPONDENCE

Here are a few of the emails that I wrote, sent and followed up with throughout the planning process and after the conclusion of the live event. These emails included:

INVITE TO GENERAL SUBSCRIBERS 1 & 2: These were the initial emails I sent to the Seattle Urban League's email subscriber base to announce the event and offer free tickets.
INVITATION TEMPLATE FOR BOARD MEMBER USE: This was an email copy I wrote to assist board members with inviting their networks to join us and register for the virtual event.
INVITE TO NEW SPONSORS: This was a version of the invitation copy I wrote to the general subscribers, but with new sponsors as the audience instead.
THANK YOU: This was the final email I sent after the event to express our gratitude, share event outcomes, and encourage participation in the post-event survey.