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Annually, the Arts & Recreation Foundation and its Friends groups – with the generous and able support of Parks and Recreation Department staff – provide the community 12 outstanding special events that add to the quality of life in Overland Park.
In a typical year, these events entertain and benefit over 75,000 people! And they raise over $1,700,000 to support our mission.
The purpose of the Events Playbook is to provide structure and resources to ARFOP and Friends volunteers as they plan and execute these special-event fundraisers.
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Administrative Processes
Steering Committee Responsibilities_Events Playbook
Arboretum Event Intake Form_2023
Finances
Reimbursement-Payment Authorization Form
Retail Operations-Cash Control
Accessing Square Point of Sale
ShowClix Print-at-Home Ticket Sample
Ticket Scanning – Axess for ShowClix
ARFOP IRS Tax Determination Letter
Goal Setting
Sample Special Event Goals (Stems)
Logistics + Venue Coordination
Checklist – Arboretum Staff Support
Checklist – Farmstead Staff Support
Safety + Security
Ticketing + Weather + Photography Information
City of Overland Park Sound Ordinance
Marketing + Branding
Marketing + Branding Checklist
Sponsorship
Sponsorships & Partnerships Overview
Sample Sponsorship Opportunities
Sample Sponsorship Commitment Form_fillable PDF
Sample Sponsorship Agreement_FNBO-Luminary Walk
Volunteers
Arboretum Volunteer Supervisor Support Summary
Farmstead Volunteer Supervisor Support Summary
Further Reading and Additional Resources – the following are examples of general guidelines for planning and executing special event fundraisers. While many of our tasks are specific to the types of fundraisers we do, these give a good overview of best practices for fundraising events.
The Ultimate Nonprofit Event Planning Checklist for Success from Bloomerang
The Best NonProfit Event Planning Checklist: 9 Winning Steps from CharityBids
Contact Brit Waye, Community Engagement Manager, at brit.waye@artsandrec-op.org for marketing questions.
Contact Jennifer Cairns, Development Director, at jennifer.cairns@artsandrec-op.org with all other questions.