Unless the committee has solid experience in these disciplines, and unless the event coordinator has successfully mounted fund-raising events before, take a long hard look at the proposition.  If an organization targets a  net profit of $100,000.00, the overall budget for the event will be in the $400.000.00 to $600,000.00 range. This is a major undertaking for any organization, and a potential disaster if not planned well.

Is the venue  large enough?  Can it be made glamorous enough without spending too much  on decoration?  Must a multi-coarse meal be served, or could fantastic hors d' oeuvres in a cocktail party format takes its place? Depending on time of year  & time of day, will the existing lighting, heating, and conditioning and ventilation systems at the venue be sufficient?

Some years ago, a prominent Hamilton charity area planned a black tie affair inside the local Farmers Market.  Because access to the venue was unavailable until only a short while before the event, costs of moving in & out & set up were exorbitant.  Although the event was an entertainment success, the charity made no money. Months of effort by dozens of volunteers came to nothing.

BBQ Catering is able to bring budgetary order to chaos, particularly for food & entertainment. Often, we are asked simply to review the food budgets submitted by other caterers.

"thank you so much for your help", Art Gallery of Hamilton

"our thanks for your generous donation", Dundas Valley School of Art

"Thank you very much for your generosity" Christmas is for Kids …Big & Small

"Thank you for making a difference!"  The Eastern Seal Telethon

"With great thanks you it was a successful open house" Hamilton & District Literacy Council

"Once again, your support is greatly appreciated", Ronald McDonald House

"Thank you from all of us to everyone at BBQ Catering!"  Mother' s Day Telethon

"It was a pleasure, as usual, to work with you.  Thank you again.", Hamilton Regional Cancer Center

"BBQ Catering certainly helped to make this evening an outstanding success", YWCA

"It is organizations like BBQ Catering that enables the youth of today to further experience their dreams", Canadian Ballet Youth Ensemble

"Always willing to go that extra mile", Theatre Aquarius

"I wanted to congratulate you on the success …", Salvation Army

"Thank you for your help in bringing Up With People's visit to Hamilton"

Form a Committee
Consider forming an awards committee made up of members from all departments that confer awards. If an event producer will be hired, include him on the committee. Create a flow chart that outlines responsibilities of each committee member.  Include decor, audiovisual, invitations, & food and beverage. Establish dates for awards committee meetings, issue reminders and agendas, distribute meeting notes.

Identify Potential Winners
List categories and the number of winners in each category.  Prioritize categories in order importance Decide what form of recognition each winner will receive (appearance onstage, photo on screen, name on-screen, stand up in audience, name printed on program, certificate, presentation of the physical award) Decide whether winners should be notified in advance that they have won.

Establish a time line for determining winners, so awards and print materials are not last-minute.

Develop the Ceremony
Is the ceremony an annual event with established traditions?  If so, list developments that consistently have worked well, and note elements that should be changed. Decide what format the ceremony will have: awards followed by dinner, dinner followed by awards or awards during dinner. Will winners be brought onstage to receive awards?  Will awards be brought to winners' tables?  Or, if winners have traveled to the ceremony, will awards be mailed to their homes? Incorporate the theme into the ceremony.  If the company or association did not meet its goals, the theme should be conservative.  If the company is downsizing or anticipating a merger, the theme should be motivational. The theme should be original, catchy & pertinent, and should reflect the association or company's current culture. Develop a short slogan and a logo that effectively communicate the theme

Prepare for the Event
Get a complete list of the winners, plus biographical information and photos, if you plan to use them. Send invitations to attendees Have a committee member or travel agent coordinate necessary travel arrangements. Keep track of acceptances and regrets. Order awards and have them engraved with each recipient' s name, the name of the specific award, and the theme and date of the banquet. Place your order as early as possible to leave enough time for errors to be corrected. Have awards shipped to the event site and make sure they arrived undamaged. Determine which, (if any), executives will be onstage as part of presentation. Arrange rehearsal time for all personnel, including award winners, if appropriate. Provide a full script and cues to all personnel prior to rehearsal, including rules on length of acceptance speeches, where to walk, protocol, etc.. Coordinate timing of foodservice with the banquet staff. Mark winners tables for floor runners and spotlight operators, and designate their position on a floor chart. Mark the stage for individual positions of the master of ceremonies, executives & winners. Make sure the stairs to the podium are well lighted. Checks awards are placed in order of presentation.