WWP Auction Event Plan

Description of Event

Women’s Way Paved is holding an Art Auction Fundraising event to bring in the Fall season. All art displayed will be art curated by
women and all proceeds will go towards Women’s Way Paved vehicle expansion project. The proceeds will assist in the purchasing of
more vehicles to expand organizational reach across metropolitan Atlanta. Drinks and small refreshments will be available to attendees
as part of ticket purchase.
Event Date

Monday September 23rd 2019 from 8pm to 11pm

Key Publics

The primary key public is composed of potential donors. They are instrumental to the success of certain goals and objectives for the
event. The secondary key public would be art aficionados. They will lend the event some legitimacy and would increase turnout.

Goals

The goal of this event is to raise funds for the acquisition of new vehicles and to garner awareness and support for Women’s Way
Paved as an organization.

Objectives

 To raise a bare minimum of $30,000 from the auction.

 To pass out informative pamphlets to all attendees about the goals and objectives of the organization.
 For at least 3 sitting board members to participate in a single on-site interview with press.
 WWP Auction Event Plan

Event Planning Timeline

(Women’s Way Paved Auction Fundraiser)

Tasks/Steps Responsibility Task materials and requirements Do By

1) Acquire 30 pieces of Stephanie  Commit to scouting via the internet and visitation of art March 1st
original artwork from galleries for talent/
known female artists  Once talent is identified and brought on board have them
both in and out of the sign paperwork giving the rights to their artwork to WPP
community as a donation.
2) Book spacious art Myriam  Find a gallery that can showcase all eligible artwork that May 1st
gallery. will go up for auction. This gallery should also have a
grand auditorium that will accommodate a stage and
audience of over 200+ people.
 Arrange for all parties to sign contracts once spaces has
been identified and a date has been set
 Pay for use of space.
3) Rent stage equipment. Claromy  Research what equipment must be present in order to May 25th
facilitate actual auction as well as gallery beforehand.
 Payment for equipment
4) Arrange set up of Christelle  Go over event space with gallery owner to figure out how June 1st
event space for gallery, and where certain fixtures can be placed between the two
auction, and catering. spaces used.
5) Arrange caterer and Julie  Select caterer that has food that is appeasing to most June 15th
decorations. palates that can also accommodate a variety of dietary
needs.
 Find an interior designer for the event.
 Pay both caterer and designer.
6) Write up Laura  Figure out what will be placed where and how to June 30th
design/schedule for day transition between showcase and actual auction.
of event.
7) Create press plan for Kathleen  Create press kits, supporting material, and reach out to July 12th
the event. contacts such as influencers and news outlets to generate
 WWP Auction Event Plan

Tasks/Steps Responsibility Task materials and requirements Do By

interest.
 Put together press event guest list
 Create blocked off spaces and times for interviews during
the event.
 Hire photographer for event.
8) Develop seating plans Ruth  Set up assigned seating for all guests (including press and July 30th
and actual schedule for VIP)
event  Put together schedule for speakers and order of art
display.
9) Send out save the Laura  Alert media, press, and key publics that even is coming August 1st
dates and media alerts and to prepare themselves.
10) Oversee actual event Faith  Collaborate with day of coordinator. September 15th
with day of coordinator.  Oversee actual event for smooth transitions and run of
show.
 Cry very briefly in bathroom.