[00:46] irpip: hey shelley
[00:47] Shelley Tadaki: hey pip
[00:48] irpip: a couple of questions real quick?
[00:50] Shelley Tadaki: if they really can't wait till the morning.
[00:50] Shelley Tadaki: sure
[00:51] Meebo Message: Shelley Tadaki is offline
[00:51] Meebo Message: Shelley Tadaki is online
[00:51] irpip: ok so do you have any advice for asking the performance groups to perform for less?
[00:51] irpip: and also, who are the mc's for WAF?
[00:51] irpip: like im trying hard to sell the fact that
[00:52] irpip: we're a student group
[00:52] irpip: we're not profiting
[00:52] irpip: we're just trying to get people typed
[00:52] irpip: its a cause that they support already
[00:52] irpip: im having problems with like wording the part about how much funds we're expecting to have
[00:53] Shelley Tadaki: yes, say up front that although most people think that Stanford student groups have a lot of money, it's actually quite expensive to put on a show on campus so the bulk of your budget is going to that
[00:54] irpip: should i be throwing out a number to them?
[00:54] Shelley Tadaki: i would suggest that you get a number from them first
[00:54] irpip: $5000
[00:54] Shelley Tadaki: that's the number they gave you?
[00:54] irpip: but they have been performing at like
[00:54] irpip: yeah
[00:55] irpip: clubs and stuff
[00:55] irpip: which charge people admission
[00:55] irpip: id like to hpe that they'd be pretty reasonable but we're prepared
[00:55] irpip: to not book them
[00:55] irpip: if we cant afford it
[00:55] Shelley Tadaki: well, thank them for their response and ask them if they would be willing to make an adjustment considering that your event is a benefit and that you are not charging admission
[00:56] Shelley Tadaki: go on to explain the cause
[00:56] Shelley Tadaki: the organization
[00:56] Shelley Tadaki: AADP
[00:56] irpip: yea, we sent them a 3 page packet earlier
[00:56] irpip: with all that info
[00:56] irpip: im thinking about attaching it again?
[00:56] Shelley Tadaki: also give them a sense of what they get out of it - a paragraph on the types of people in the audience, how you plan to market the event, etc
[00:57] irpip: ok
[00:57] Shelley Tadaki: connect it directly to them
[00:57] Shelley Tadaki: so you're not just handing them info packets
[00:57] Shelley Tadaki: say something like - we thought of you because of your previous involvement in project michelle (if thats what they did)
[00:57] irpip: yeah, all of that was in our packets
[00:57] Shelley Tadaki: or because of their wide appeal and ability to turn out a crowd
[00:58] Shelley Tadaki: but packets are generic
[00:58] Shelley Tadaki: make this one direct
[00:58] irpip: well we did personalize them
[00:58] Shelley Tadaki: you should be able to communicate all of it in a one page letter
[00:58] irpip: ok
[00:58] Shelley Tadaki: no one is going to read more than that
[00:58] irpip: ok
[00:59] irpip: that makes sense
[00:59] irpip: oh, another thing, did you ever approach local businesses for funding and donations?
[01:00] Shelley Tadaki: yeah, it's a pain
[01:00] irpip: how much is a realistic goal to raise from that?
[01:00] Shelley Tadaki: not much
[01:01] irpip: ballpark?
[01:01] Shelley Tadaki: at most maybe they'll give you gift certificates you can raffle
[01:01] Shelley Tadaki: or food
[01:01] irpip: yeah
[01:01] Shelley Tadaki: rarely will you get money
[01:01] irpip: really? hmm
[01:01] Shelley Tadaki: just aim to have your food/drinks covered
[01:01] irpip: ok
[01:01] Shelley Tadaki: i think you'll have better luck getting monetary donations going through the lambda alums as I suggested
[01:01] irpip: maybe we'll just work on soliciting companies that we work for
[01:02] Shelley Tadaki: ask them if they could check with their companies/associates to see if they would be interested in being listed as a sponsor
[01:02] irpip: hmm ok
[01:03] Shelley Tadaki: are you gonna have a printed program? make a banner with corporate names?
[01:03] Shelley Tadaki: sponsors will want to know stuff like that
[01:03] Shelley Tadaki: helps the sell
[01:03] irpip: we're going to have tshirts, flyers, website
[01:03] irpip: we prolly wont have a program tho
[01:03] Shelley Tadaki: that you can put company logos on?
[01:03] irpip: yeah
[01:04] irpip: we dont want people to like come, grab a program, see when the big groups are performing
[01:04] irpip: and then come back later
[01:04] irpip: because ultimately, the purpose of the event is a bone marrow typing drive
[01:04] Shelley Tadaki: yeah that makes sense
[01:04] irpip: im guessing we should push the charity aspect
[01:04] irpip: also
[01:05] Shelley Tadaki: a sponsor will just want to know how many people are going to see their affiliation to this event
[01:05] irpip: ok
[01:05] irpip: see but that gets tricky
[01:05] irpip: its our first year running the event
[01:05] irpip: so we have no clue
[01:05] irpip: what to expect
[01:05] Shelley Tadaki: give your estimated (ideal) turnout
[01:06] Shelley Tadaki: you're not promising anything
[01:06] irpip: thats the thing, we have no clue either
[01:06] Shelley Tadaki: say what you are planning for
[01:06] Shelley Tadaki: there must be a number that you had to give OSA for approvals
[01:06] irpip: yea, we initially said like 200
[01:07] Shelley Tadaki: then use that number
[01:07] Shelley Tadaki: that's the number on the books
[01:07] Shelley Tadaki: say that
[01:07] Shelley Tadaki: plus if you're planning on doing online marketing
[01:07] irpip: oh, i forgot about that
[01:07] irpip: that changes security
[01:07] irpip: stuff
[01:07] irpip: doesnt it
[01:08] Shelley Tadaki: if you plan to print an ad in the Daily then you can say you'll publicize the event in the Stanford paper that reaches xxx people (get the stats from the daily)
[01:08] Shelley Tadaki: yup, i suggest you talk to Troy about that and see if it does or not
[01:08] irpip: ok
[01:09] irpip: the thing is, i think that if we actually get one of these big dance groups to come
[01:09] irpip: our expected attendance will
[01:09] irpip: shoot up
[01:09] irpip: way past 200
[01:09] Shelley Tadaki: yes, so say at least 200
[01:09] Shelley Tadaki: but again say that you are reaching out to a much larger audience
[01:09] Shelley Tadaki: use Stanford's numbers
[01:10] Shelley Tadaki: how many undergraduates & graduates make up the campus?
[01:10] irpip: uhh like something in the range of 10k
[01:10] Shelley Tadaki: not saying that you're going to reach each one
[01:10] irpip: yea
[01:10] Shelley Tadaki: but saying that you'll advertise across campus
[01:10] irpip: that makes sense
[01:11] irpip: wow thats pretty great
[01:11] irpip: thanks so much for all the advice
[01:12] irpip: oh, you've heard about projectmichelle right?
[01:16] Shelley Tadaki: yes i've heard of projectmichelle
[01:16] irpip: we're going to be meeting with them on wed
[01:17] Shelley Tadaki: that's good. try to keep in mind that they have every reason to be skeptical
[01:17] Shelley Tadaki: so you have to earn their trust