How to plan an event like Wisconsin Region’s

The Jewish Walk for Breast Cancer

First ask yourself: Why are you having this program?

WI REGION: We were reacting to a conflict: The Komen Race for the Cure was taking place on Rosh Hashanah.

Figure out what you need to do to pull off the event/program: AKA The Logistics

  • Create a budget
  • Secure a Location and Permits
  • WI REGION: We found a neighborhood park that had a 1.8 mile loop around it and called the city to secure a picnic area and the use of the loop for a few hours. We had to fill out permits and pay for space usage.
  • Event Day Equipment: (all of these things you can find using the phonebook/google if you don’t already have a contact)
  • Port-o-potties
  • Tents
  • Tables/Chairs
  • Sound system
  • Extra Supplies (Tablecloths, decorations, pens, registration forms, etc.)
  • Signage
  • Raise money to offset the cost and to donate to the cause
  • Write letters to area businesses/people
  • Look at local Jewish Newspaper for leads, ask the teens and friends of BBYO for suggestions
  • Make calls to everyone who got a letter (Follow-up is crucial!! Many people do not respond to letters!)
  • If someone donates, write thank you letters as soon as you receive donations
  • Note: make sure to remember to thank your sponsors at the event with signage listing sponsors
  • Gather educational info about the cause
  • Contact other organizations that work for the cause to provide educationalmaterials, contacts, and advice
  • Decide where money is going
  • Things to think about – is it local? Is it Jewish? Is it well-known?
  • WI REGION: We decided to give the money to three different organizations. We didn’t want to give it all to Komen, so we added Shersheret, which was Jewish, and a local cancer research facility.

Get the word out: Advertising and PR (Now that it is planned – you need to get people there!)

  • Email
  • Send info, flyers, and ads to friends of BBYO, other Jewish orgs, synagogues
  • Follow-up is crucial!! Many people do not respond toemails. You will also need to call them.
  • Ask these organizations to forward the email to their “organization” email list as well as include it in a newsletter or post on a wall
  • If someone does forward it on…thank them. Being friendly does not go unnoticed!
  • Send follow-up emails to entire group – and continue to ask them to help spread the word
  • WI REGION: We sent out an email to “our group” on a weekly basis during the weeks leading up to the walk.
  • WORD OF MOUTH was the most important part of the publicity of this event – “everyone was talking about it”
  • Newspapers/periodicals
  • Send press releases to all area newspapers/magazines about the upcoming event
  • Use your Jewish Newspapers first; this is news in general but it is even a bigger story to the Jewish Community
  • WI REGION: we wrote a letter to the editor, they published the letter and then wrote an additional article the following week.
  • We paid to run an Ad twice in Jewish Chronicle (make sure to make advertising a part of your budget).
  • Contact Jewish Teen Magazines
  • WI REGION: Teen wrote article for JVibe after event reflecting on her experience.
  • TV News coverage
  • Send email press release to all “general” news info email addresses.
  • Then, emailed specific people who are interested in these kinds of stories andhave ties to the Jewish community.
  • WI REGION: We knew that there is a TV anchor whose husband is Jewish and who does a lot of work for Breast Cancer so we emailed her directly. She forwarded our email to the 4:00 newspeople, who contacted us about a special interest interview before event.
  • If you do secure a TV interview, make sure to provide guidelines for teens who are speaking to the media about BBYO and the event - they get even more nervous than we do!
  • Send a final press release one to two days before the event as a follow-up to all TV stations. The news does not get planned in advance, if it ends up to be a slow news day, it might just end up to be your lucky news day.
  • WE REGION: TV Channel 6 FOX coverage during event
  • Flyers
  • Create a simple and eye catching flyer and get it out!!!
  • WI REGION: We had color copies made at Officemax – two sizes: large and small (depending on space available to hang it)
  • Drove them all over the city – popular hangouts, Jewish places

Have the event

  • Make sure participants know where the event is
  • Post signs around location directing participants about where to go, what to do
  • Assign teens and volunteers to greet and direct people
  • Register all attendees
  • Find out how they heard about the event
  • Have them sign a waiver for insurance purposes
  • Collect donations (we suggested $10 as a minimum donation)
  • Provide refreshments (food and drink) (donations)
  • WI REGION: all refreshments were donations for area businesses
  • Display educational materials about the cause, have experts present to answer questions and chat with participants
  • WI REGION: We collected materials for various cause-related organizations. These materials were sent to us and we put them out for display. Additionally, we had volunteers for other cause-related organizations on-site. We provided them with tables, chairs and tents, and they provided the materials and expert info to participants.
  • Sponsorship Signage
  • After all the work you’ll go through to get the sponsors, make sure to remember to thank them with some simple signage listing event sponsors.
  • Welcome/Event Kick-Off Ceremony
  • Have a student leader speak.
  • Do a relevant/appropriate prayer (example: Mi Sheberach).
  • Thank sponsors by name.

After the walk: It’s not over until it’s over

  • Write thank you letters to all attendees and participants
  • Many people will be using this as a charitable donation so make sure to send a letter that reflects how much money they gave.
  • Submit photos and stories to media
  • Have students present checks to organizations
  • Another great photo-op!