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Party Planning Timeline

40 x 40 HCN FUNdraising party

List of things to do!

3 Months ahead:

  • Contact HCN to register as a party host or HCN ambassador (do this online on our website)
  • Plan your fundraising goal (determined by number of guests? Giving potential?) We suggest $1,000 to 2,500 but any amount raised is graciously accepted!
  • Decide what kind of party you want- Cocktail? Potluck? Dessert? Costume? BBQ? Luau? Birthday Party?
  • Make guest list (if your party is public, we can assist you with your guest list, by posting your party online and in the magazine to attract current subscribers)
  • Choose date for party: ___________________
    (to participate in one of the host contests, make it the week of April 17-25)
  • Choose time: ___________________ (we suggest evenings)
  • Choose location: _____________________ (private or public?) Reserve/rent space, if necessary.
  •  _____________________________________________________________________
  •  _____________________________________________________________________

 

2 Months ahead:

  • Create invitations- if you are mailing out printed invitations, you may use one of our templates: LIST LINK HERE.  One is a PDF that you can print out as-is and fill in your party details.  The other is a Word document that you can modify to have your party details.
  • Send invitations (at least 4-2 weeks ahead of time) via post or email.
  • Follow-up invitations with phone calls.  The best way of upping your attendance is by following-up mailed or email invitations with a personal phone call!
  •  _____________________________________________________________________
  •  _____________________________________________________________________

 

1 Month ahead:

  • Fill out Party Packet Request form for extra copies of magazines, the 40th DVD, donation envelopes, marketing packet, etc.
  • Recruit volunteers to help you
  • Post party information on community calendars, websites, blogs, etc.
  • Advertise party information- you can actually put an ad in a community paper (sometimes for free), have your local radio station or t.v. station mention it, post flyers, hand out invitations to local businesses and personally invite people in your community.
  • Ask for sponsorships from local businesses if you want to try to get some items donated (like food or services)
  • Determine decoration
  • Continue making follow-up phone calls
  • _____________________________________________________________________
  • _____________________________________________________________________

 

1 Week ahead:

  • Confirm details with any contractors and volunteers (i.e. vendors, caterers, servers, greeters)
  • Talk to a couple of confirmed guests to enlist some folks for testimonials or toasts.
  • Purchase name tags, pens, stamps, any non perishable items needed
  • _____________________________________________________________________
  • _____________________________________________________________________

 

The day of party:

  • Coordinate with volunteers to arrive early and help with set-up, clean-up, and greeting
  • Set up for party
    - food & beverages
    - serving ware (cups, plates, napkins, forks, extra serving utensils if potluck)
    - seating (tables and chairs if eating)
    - extra pens, name tags
    - garbage cans
    - decoration (if any)
  • HCN info table (with magazines, donor envelopes, subscriber sheets, sign in form, etc.)
  •  _____________________________________________________________________
  •  _____________________________________________________________________

 

Day/Week after the party:

  • Send all contributions to HCN
  • Fill out online evaluation form
  • Send your party attendee list, especially if there are new donors or new subscribers, so we can thank them for attending.
  • _____________________________________________________________________

 

 

Sponsors
D.A. Davidson
D.A. Davidson
visit website »
D.A. Davidson (click to visit website)

Planet Bluegrass
Planet Bluegrass
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Planet Bluegrass (click to visit website)

Sustainable Festivation

Bench Ranch
Bench Ranch
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Bench Ranch (click to visit website)

The ranch is owned and operated by Jack & Susan Heyneman and their five sons. They have opened their one special cabin for rent to the public enabling everyone to experience the wonders and spirit of Montana

Colorado Yurt Company
Colorado Yurt Company
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Colorado Yurt Company (click to visit website)

Located in Montrose, CO- makers of handcrafted tipis, yurts and canvas wall tents

Aspen Snowmass
Aspen Snowmass
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Aspen Snowmass (click to visit website)

Aspen Mountain, Aspen Highlands, Snowmass, Buttermilk ski mountains and resorts,

Western Spirit Cycling Adventures
Western Spirit Cycling Adventures
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Western Spirit Cycling Adventures (click to visit website)

Based in Moab, UT they guide biking adventure trips across the United States