EVENT OVERVIEW:
The purpose of Join Week is for YP chapters across the country to conduct a variety of local events and activities during the first week of February that invite community members to learn more about the Young Professionals movement, share opportunities for involvement with our local chapter, and recruit new members to join the YPs!
The 2024 event slate for the Urban League of Metropolitan Seattle Young Professionals (ULMS-YPs) Join Week celebration included:
(1) a panel discussion on Black men's mental health awareness at a local brewery
(2) a karaoke style networking happy hour
(3) a YP Open House/General Body Meeting & Presentation
(4) a private Hot Yoga Class
(5) a Super Bowl LVIII Watch Party
For this project, I served as 1/2 of a 2-person event planning team.
HIGHLIGHTS:
-
Event Date: 2/5/2024 - 2/11/2024
-
Total Guest Count: 209 (across all events)
-
Total Event Sponsors: 3
-
Total Dollars Raised: $3k
-
New Members Acquired: 30
MY ROLE:
For this event, I served as 1/2 of a 2-person event planning team. My direct responsibilities included the following:
-
Ideate and curate the event schedule
-
Create the bulk of digital assets/physical materials including the save the date, sponsorship packet, membership handbook, presentation slides, YP merchandise, social media ads & posts, individual event flyers & the official event landing webpage
-
Oversee the marketing strategy for the project, including the creation of an email marketing campaign, social media ads & posts, individual flyers & landing pages for each event, and main YP website updates
-
Serve as the primary moderator, host, and engagement facilitator for attendees during each event
-
Manage 3rd party vendors including photographers, a videographer, and venue staff/contractors
-
Manage event planning software, WildApricot, including data entry, analysis, & reporting
-
Oversee the production of video assets created for the event, including storyboarding, final review and approval.
-
Coordinate with and manage event vendors including venue staff, videographers, and photographers.
-
Create and manage the official week-long run of show
-
Draft questions about Black mens mental health for the panelists discussion and moderate the discussion
-
Create and order red ULMS-YP branded shirts, beanies, and hoodies to sell during each event.
-
Facilitate post-event tasks including thank you correspondence with partners & attendees, sharing event recaps on social media (photos & videos), and storing/archiving digital assets on appropriate channels
.jpg)
Sponsorship Packet
This is the document I created to solicit sponsorships for the week of events and for the YPs to use moving forward.
Additional Digital Assets
Once the official theme had been released from the National Urban League Young Professionals, I created additional flyers and digital assets to help promote the events and align more with the established theme.
Membership Handbook
This is the document I created to provide additional membership details and information to both new and current YP chapter members.
Email Correspondence
Here are a few of the emails that I wrote, sent and followed up with throughout the planning process and after the conclusion of the live events. These emails included:
-
TICKETS ON SALE ANNOUNCEMENT: This was the first email I sent to the YP general email subscribers and current YP members to announce join week and provide initial 'save the date' information.
-
DETAILED LINE-UP: This was the follow-up email I sent once event details and official flyers had been finalized.
-
THANK YOU: This was the final email I sent after the event to express our gratitude, share event outcomes, and encourage attendees to complete YP membership applications.
I am also including a snapshot of how the mass emails performed once sent.
Individual
Event Highlights
Join Week was planned and executed as a series of events that happened within the span of 7 consecutive days. Below are some photos and brief summaries from each individual event during the week!
Partnerships
& IPAs
Mon, Feb 5, 2024 | 6PM - 9PM
EVENT SUMMARY
This was an opportunity to enter the chat with local esteemed community leaders who shared their insight on the experience of navigating mental health challenges, stigmas, and care solutions as Black men. The panel took place at a functioning local brewery and included pizza and beverages from a selection of 12 beers & ciders!
Website Banner +
Registration Page:
This is the website banner I made
to match the initial 'Save the Date'.
I also created a landing page
through the membership
management software, WildApricot,
and populated it with additional
event details and context.
Thank You Post:
This is the post I drafted and published to say thank you post-event.
Roc the Mic: Karaoke Night
Wed, Feb 7, 2024 | 6PM - 9PM
EVENT SUMMARY
This was an iteration of the YPs classic monthly happy hour with a karaoke twist! The purpose of this event was to provide an opportunity for YPs and new potential members to connect and build their personal networks. Tickets included drink tickets and heavy appetizers provided by Classic Eats! Music and karaoke host - Maurice Roper!
Website Banner +
Registration Page:
This is the website banner I made
to match the initial 'Save the Date'.
I also created a landing page
through the membership
management software, WildApricot,
and populated it with additional
event details and context.
Thank You Post:
This is the post I drafted and published to say thank you post-event.
ULMS-YP Open House
Thurs, Feb 8, 2024 | 6PM - 9PM
EVENT SUMMARY
The purpose of the YP Open House was to provide a chance for prospective YP members to get to know who we are, learn more about what we do, and how they can get involved with the YP movement! We also offered discounted membership to those who attended and provided free professional headshots, food and beverages during this event.
Website Banner +
Registration Page:
This is the website banner I made
to match the initial 'Save the Date'.
I also created a landing page
through the membership
management software, WildApricot,
and populated it with additional
event details and context.
Thank You Post:
This is the post I drafted and published to say thank you post-event.
Mind, Body, Flow Hot Yoga
Sat, Feb 10, 2024 | 1PM - 2:30PM
EVENT SUMMARY
This event was a 75-minute private Hot Hatha yoga class! The class will consisted of 26 Hatha postures (asanas) in a heated room (between 85-105 degrees Fahrenheit) to help strengthen, condition, and tone in this full body work out!
Website Banner +
Registration Page:
This is the website banner I made
to match the initial 'Save the Date'.
I also created a landing page
through the membership
management software, WildApricot,
and populated it with additional
event details and context.
Thank You Post:
This is the post I drafted and published to say thank you post-event.
Super Bowl LVIII Watch Party
Sun, Feb 11, 2024 | 3PM - 9PM
EVENT SUMMARY
As the weekend finale, the last event was our 2nd Annual Super Bowl Watch Party. We had 97 attendees show up to watch the game with us at a private venue. Heavy appetizers and (3) drinks were included with each ticket. We also provided Black pop culture games and sold custom merchandise to raise money for YP chapter operations costs.
Website Banner +
Registration Page:
This is the website banner I made
to match the initial 'Save the Date'.
I also created a landing page
through the membership
management software, WildApricot,
and populated it with additional
event details and context.
Thank You Post:
This is the post I drafted and published to say thank you post-event.
2023 Super Bowl LVII Recap Video:
This was the 1st Annual Super Bowl LVII party recap. The original event (that I also led in planning) was the inspiration for the 2024 event.