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Project:
Event Eve, Opening and Closing Ceremonies
Client:
Avon Products Foundation, New York, NY
HGI Ventures, Santa Monica, CA
Overview:
The Avon Walk for Breast Cancer series of nationwide events began in 2003, continuing the Avon Foundation's commitment to multi-day fundraising events. Eventage was brought on board to coordinate Event Eve, the Friday evening registration process, and to produce the Opening and Closing Ceremonies as well as the live entertainment at the Wellness Village, where the participants spend Saturday night sleeping under the stars. Eventage acts as an extension of the full-time Avon Walk staff, focusing on these specific elements as integral parts of the entire Avon Walk experience of a two day, 39.3 mile walk.
Production Plan:
Event Eve was a new feature in 2003 which condensed registration into a thirty minute process on the evening before the Walk as opposed to a full day experience as was the case at past Avon walk events. Working with local offices in the 8 cities, hotels were secured and site plans designed to make best use of the ballroom space for registration, donation processing, tent assignment, volunteer crew meeting, a merchandise outlet and other activities. On site in each city, Eventage coordinated the load-in and management of each Event Eve, acting as the chief liaison to hotel staff.
For the Opening and Closing Ceremonies, Eventage secured the staging, audio and video vendors and designed a stage and banner layout to maximize sight lines and deck space for the ceremonies. Eventage developed the ceremony scripts and all music for the weekend, working with HGI and Avon on the overall creative concepts which would bookend the walkers' incredible experience.
On site in each city, Eventage managed the load-in at the Ceremony site of staging, audio, video, tents, toilets and other equipment based on site plans the company created. At both ceremonies, Eventage managed all operations at the site and stage-managed the ceremonies, including the coaching of speakers who presented from the stage. Eventage also created video backdrops and PowerPoint slide shows of event photos which were shown at both ceremonies. For the Wellness Village, the company secured local bands, who donated performances under the dining tent on Saturday night. Eventage stage-managed the evening program at the Wellness Village, developing a script outline for the volunteer emcee and representatives from the Avon Foundation and local beneficiaries.
Results:
In their first year, the Avon Walks were produced in eight cities, with thousands of participants making the long journey to raise much needed funds in their communities. Event Eve was praised by participants as a quick and easy way to register for the event as well as get a good introduction to the spirit of the weekend. Ceremonies were received as an excellent mix of emotion, anticipation and celebration and were logistically produced without a flaw. The real success of the 2003 season is best judged by the 2004 season, which returned in six cities, many of which doubled participation and fundraising numbers. Gifts in the millions of dollars are presented at each Closing Ceremony to local breast cancer organizations to the cheers of the thousands of walkers and crew members assembled. These important gifts will continue in 2005, as Eventage once again joins the Avon Walk for Breast Cancer team in eight cities coast-to-coast. For more information on the Avon Walks, visit www.avonwalk.org.
Client
Feedback:
"We're really looking forward to next season. You all at Eventage are the best to work with. Thanks so much for everything you do!" - Jack Hudson, President and CEO, HGI Ventures, Inc.
"You are marvelous partners and Avon is fortunate to have your dedication and commitment. We look forward to an event better season next year, and breaking more records!" - Carol Kurzig, Executive Director, Avon Products Foundation, Inc.
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