3.0 Overview

The Event Producer will put together the plan for the live event, either a physical event, a digital event or a hybrid. To summarise, the 10×10 model has core goals around the straightforward concept that:

• the Project Committee each bring 10 people to an event
• event guests will hear stories/pitches from one or three grassroots charities (depending upon your campaign concept)
• the Project Committee succeeds in raising funds, awareness and volunteers

3.1 Prepare A Timeline

Access the template Gantt chart (or a simple spreadsheet if you prefer) to map out the activities, deliverables deadlines and structure for planning and delivering your event, incorporating:

• The proposed event date & time
• The set-up/scheduling of the Zoom event with 10x10HQ
• The creation of the ticketing process (10x10HQ and your Marketing and Communications Leads will confirm platform for your region)
• Assignment of Event roles and responsibilities (this is different to the Project Committee roles and responsibilities)
• Set the date and send Zoom invitations for the Event Rehearsal to all stakeholders
• Create the Event Running Order
• Write the script and consider gaining pre-approval from the Charity and Ambassador
• Follow up comms

3.2 Recruitment, Liaison & Management of Ambassador, MC/Host, Shark/Dragon

Prepare to engage the Project Committee to help brainstorm the key talent who will help to make the campaign a success. Depending upon your event plan, you may need to recruit an MC/Host, Ambassador and Shark/Dragon.

The role of MC and Ambassador is fairly obvious – reach out to 10x10HQ if you’d like more information on this.

The Shark/Dragon is typically a philanthropic or business leader with specific charity and/or social impact experience, capable of performing an interview with the three Charities and the Audience at the event. You will work closely with the Project Lead to manage the nomination and selection process of the Shark as a pivotal playmaker at the event:

• Briefing the Project Committee on the important role of the Shark and prompting a brainstorming session for ideas
• Managing, collating and liaising on the suggestions and ideas of your Project Committee
• Pitching to the Shark (in order of preference of the Project Committee)
• Preparing and briefing the Shark

Finding the Right Shark/Dragon
The #SharkforGood is a key part of a successful 10×10 event. They are responsible for asking the charities questions after their pitches and play a big role in helping them tell their stories.
A great Shark is high profile, involved in philanthropy and is an engaging public speaker. Sharks are often very busy people and should be locked in early! Start your shortlist here.

Pitching the Talent
Create a version of the pitch to send to your ideal talent here.
You should also be prepared to provide an overview of 10×10.

3.3 Set up Zoom

Contact Verina at 10x10HQ to work with you to put together your Zoom event. Send:

1. Your timeline that will contain the date, time and other key information
2. Any images that your Marketing Leads have provided for the event (this will appear in the registration page and in the email body copy of the registration confirmation).
3. A campaign description (example from 10x10AKL below)
4. Email addresses of all speakers (can be added later if you don’t have them yet) to add them as presenters to the Webinar.

3.5 Draft Run Sheet

Open the Draft Run Sheet and start creating your event, with special consideration for the stakeholders who will play important roles:

• MC/Host
• Ambassador
• Charity Spokesperson/Spokespeople
• Charity Beneficiary (if appropriate)
• Sponsor recognition

Plus your Project Committee colleagues:

• Ambassador Lead – to liaise on dates, promotions, approvals etc.
• Charity Lead – to liaise on dates, stories, speakers etc.
• Volunteer Lead – to prepare to pitch the available volunteering projects
• Sponsor Lead – to prepare special acknowledgements, brand inclusions

Reach out to your Head of City with ideas to continually improve the production plan – your work to develop this production will help 10×10 campaigns in cities around the world!

Share at the Project Committee meeting and ask for ideas, feedback plus, gain support for the plan so that you can proceed.

3.6 Prepare the Talent Briefs

Now that you have the support of the Project Committee for your Running Order (and assuming that this included the confirmation of the key speakers), organise a briefing to take the various presenters through the planning for the event.

Host/MC

The Host/MC is pivotal to the success of this event, finding the right balance between the important tasks:

• Keeping the event on track and on time
• Bringing the emotion
• Revealing the charitable cause and the pressing need for help by helping the Charity to tell their story
• Assuring the audience that TOGETHER WE CAN MAKE A DIFFERENCE, that giving time or money will have a real impact upon the most vulnerable
• Providing the platform for the Ambassador to shine
• Coordinating the participation of the Charity/Volunteer Leads
• Coordinating questions from your audience (and being prepared to fill silences).

Shark/Dragon

If inexperienced in the model, it could be useful to supply example questions – 10x10HQ has compiled the following examples.

TIP: Your appointed speakers are likely to have good speaking/presenting experience. Go into the briefing process ready to take on board their suggestions and ideas for the further improvement and refinement of your Run Sheet (and Script).

3.7 Create a script for the MC/Host

Open the Draft Script and start working on it for the Event Host/MC. Plan for all housekeeping, calls to action, speaker introductions, key information etc. to be included as per your Run Sheet.

It will be important to liaise through the Ambassador/Charity Leads on the speakers, structure and stories for inclusion.