sampLe Work Forms

agenda actIvItIes Greetings & Special Words of Thanks

for

faMIly prograM tIMe allotMent person responsIble

Special Message, purpose of celebration and gathering Declaration of Family Crest, values and beliefs Special Scripture or Poem Musical Selection Blessing of the Family Special remembrances for those who died this year Special Prayer or verse Recognition of new family members, elder birthdays and other special significances Benediction/Conclusion Presentation of Family Record Certificate, Family Tree and/or Family Bible. Group Photo Meal or other activities

36

www.gotolouisville.com

sampLe Work Forms

reunIon & gatherIngs survey
Return Date:______ / _____ / _______ Return to: __________________________ Name: ____________________________________________________________________ Address: __________________________________________________________________ City: ____________________State: ________ Zip: ____________ Phone: ______ - _______- __________ Email: __________________________________ Would you be interested in attending a reunion or gathering?  Yes  No  No

Are you interested in serving on a committee or sub-committee?  Yes

Number of attendees in your group: Adults ______ Teens ______ Children ______ We are considering holding the reunion in Louisville, Kentucky. What activities are you interested in?  Churchill Downs/ Kentucky Derby Museum  Louisville Slugger Museum & Factory  Louisville Science Center  Speed Art Museum Will you drive or fly?  Drive  Muhammad Ali Center  Museums (specify if not listed) __________________  Belle of Louisville  Theatre/Music/Dance Performance  KentuckyShow!  Fly  Six Flags Kentucky Kingdom  Golf  Shopping  Tours  Dining Out  Other _____________

 Other ______________________________

What dates work best for you? First Choice: ___________ Second Choice: ___________ Third Choice: ___________ Should the gathering be?  1-2 days  3-5 days  1 week  $165 & Up

The hotel rate per night should be:  $65-$85

 $85-$125

Do you have any special requirements or needs? _______________________________ Do you have contact information for (name of family member) __________________

www.gotolouisville.com

33

sampLe Work Forms

press release worksheet
Tear out(or copy), complete and return this worksheet no later than 8 weeks prior to the start of your family reunion: Communications Department; Louisville Convention & Visitors Bureau One Riverfront Plaza; 401 West Main Street, Suite 2300; Louisville, KY 40202 Communications@gotolouisville.com

Organization: ____________________________________________________________________________ Meeting Name: _________________________________________________________________________ Date: _______ / ______ / __________ Location: ______________________________________________ Organization’s Web Address: ______________________________________________________________ Number Of Family Members Attending: ____________________________________________________ States And/or Countries Represented: _______________________________________________________ Media Contact: _________________________ Title: ___________________________________________ Address: ________________________________________________________________________________ Email Address: __________________________________________________________________________ Phone: _________ -_________- ____________ Fax: __________ - _________ - ______________ Cell Phone or On-site Media Phone at Convention: _________ - __________- ______________  Events that are open to the public are occasionally added to our calendar of events at www.gotolouisville.com. If you’d like to have your event considered, check here. Description of Family (history, connection to area, etc.): _______________________________________________________________________________________ _______________________________________________________________________________________ _______________________________________________________________________________________ Scheduled Events (times & locations for photo opportunities): _______________________________________________________________________________________ _______________________________________________________________________________________ _______________________________________________________________________________________ Please provide a direct quote from you or your family spokesperson. Suggested topics include:
• Why did you choose Louisville for this event? • Why are you looking forward to having this event in Louisville?

_______________________________________________________________________________________ _______________________________________________________________________________________ _______________________________________________________________________________________ Name: __________________________________ (to appear in print with the quote) Title: ___________________________________(to appear in print with the quote) Attach additional information, such as programs, agendas, and featured speakers/topics.

38

www.gotolouisville.com

sampLe Work Forms

keepsake/souvenIr forM fIgurIng keepsake cost
Cost per piece x number ordered Design cost Set-up Additional colors (T-shirts, caps, etc.) Production fees Taxes Shipping/packaging/postage

cash/In-kInd
$ $ $ $ $ $ $

actual
$ $ $ $ $ $ $

Total

$

$

www.gotolouisville.com

35

sampLe Work Forms

reunIon & gatherIngs survey
Return Date:______ / _____ / _______ Return to: __________________________ Name: ____________________________________________________________________ Address: __________________________________________________________________ City: ____________________State: ________ Zip: ____________ Phone: ______ - _______- __________ Email: __________________________________ Would you be interested in attending a reunion or gathering?  Yes  No  No

Are you interested in serving on a committee or sub-committee?  Yes

Number of attendees in your group: Adults ______ Teens ______ Children ______ We are considering holding the reunion in Louisville, Kentucky. What activities are you interested in?  Churchill Downs/ Kentucky Derby Museum  Louisville Slugger Museum & Factory  Louisville Science Center  Speed Art Museum Will you drive or fly?  Drive  Muhammad Ali Center  Museums (specify if not listed) __________________  Belle of Louisville  Theatre/Music/Dance Performance  KentuckyShow!  Fly  Six Flags Kentucky Kingdom  Golf  Shopping  Tours  Dining Out  Other _____________

 Other ______________________________

What dates work best for you? First Choice: ___________ Second Choice: ___________ Third Choice: ___________ Should the gathering be?  1-2 days  3-5 days  1 week  $165 & Up

The hotel rate per night should be:  $65-$85

 $85-$125

Do you have any special requirements or needs? _______________________________ Do you have contact information for (name of family member) __________________

www.gotolouisville.com

33

sampLe Work Forms Forms sampLe Work

budget forM event IncoMe
Donations/contributions (gift, door prizes, money, etc.) Keepsakes (photo album, T-shirt) Membership dues/fees Sponsorships Door prizes/awards Scholarships (contributions for members on a limited income) Subtotal

cash/In-kInd
$ $ $ $ $ $ $

actual
$ $ $ $ $ $ $

pre-event expenses/deposIts
Banking fees Registration supplies Phone calls Postage Awards/certificates/prizes Printing (program, registration, survey) Rentals (a/v, sports equipment, tents, wheelchairs, etc.) Decorations/banners/signs/displays/flowers/paper goods Deposits (room, equipment, entertainment, caterer, etc.) Tours and local guides Transportation Meals Keepsakes Other Subtotal

cash/In-kInd
$ $ $ $ $ $ $ $ $ $ $ $ $ $ $

actual
$ $ $ $ $ $ $ $ $ $ $ $ $ $ $

event day expenses
Entertainers/musicians/band/DJ, etc. Photographer/videographer Meals (breakfast, lunch, dinner, snacks) Beverages Final payments (room, equipment, caterer, etc.) Local sales & occupancy tax (check with accommodations for tax rate) Subtotal

cash/In-kInd
$ $ $ $ $ $ $

actual
$ $ $ $ $ $ $

post-event expenses
Printing (post-reunion newsletter) Postage Pictures/developing Subtotal

cash/In-kInd
$ $ $ $

actual
$ $ $ $

Total
34 www.gotolouisville.com

$

$

sampLe Work Forms

keepsake/souvenIr forM fIgurIng keepsake cost
Cost per piece x number ordered Design cost Set-up Additional colors (T-shirts, caps, etc.) Production fees Taxes Shipping/packaging/postage

cash/In-kInd
$ $ $ $ $ $ $

actual
$ $ $ $ $ $ $

Total

$

$

www.gotolouisville.com

35

sampLe Work Forms

agenda actIvItIes Greetings & Special Words of Thanks

for

faMIly prograM tIMe allotMent person responsIble

Special Message, purpose of celebration and gathering Declaration of Family Crest, values and beliefs Special Scripture or Poem Musical Selection Blessing of the Family Special remembrances for those who died this year Special Prayer or verse Recognition of new family members, elder birthdays and other special significances Benediction/Conclusion Presentation of Family Record Certificate, Family Tree and/or Family Bible. Group Photo Meal or other activities

36

www.gotolouisville.com

sampLe Work Forms

reunIon evaluatIon forM eleMents Were the number of participants reached? Were overall goals achieved? Did we stay within Budget? Did committee members complete assignments? Did committee members stay within budget? Did committee heads communicate regularly with members? How was the special remembrances for those who died this year? Were there sufficient number of helpers? Did committee meet regularly or have sufficient number of meetings? Was the site location well suited for the event? Were there favorable comments received about location? Was parking adequate? Were amenities adequate? Was hospitality adequate (tables, chairs, food, space, on-site personnel, etc.)? Was lunch program well received? Was equipment adequate? Was the presentation of the food/service adequate? Were there sufficient food, snacks, beverages, refreshments for all? Were there sufficient number of mailings with/ minimum return? Was registration smooth and organized?

coMMents and/or IMproveMents

www.gotolouisville.com

37

sampLe Work Forms

press release worksheet
Tear out(or copy), complete and return this worksheet no later than 8 weeks prior to the start of your family reunion: Communications Department; Louisville Convention & Visitors Bureau One Riverfront Plaza; 401 West Main Street, Suite 2300; Louisville, KY 40202 Communications@gotolouisville.com

Organization: ____________________________________________________________________________ Meeting Name: _________________________________________________________________________ Date: _______ / ______ / __________ Location: ______________________________________________ Organization’s Web Address: ______________________________________________________________ Number Of Family Members Attending: ____________________________________________________ States And/or Countries Represented: _______________________________________________________ Media Contact: _________________________ Title: ___________________________________________ Address: ________________________________________________________________________________ Email Address: __________________________________________________________________________ Phone: _________ -_________- ____________ Fax: __________ - _________ - ______________ Cell Phone or On-site Media Phone at Convention: _________ - __________- ______________  Events that are open to the public are occasionally added to our calendar of events at www.gotolouisville.com. If you’d like to have your event considered, check here. Description of Family (history, connection to area, etc.): _______________________________________________________________________________________ _______________________________________________________________________________________ _______________________________________________________________________________________ Scheduled Events (times & locations for photo opportunities): _______________________________________________________________________________________ _______________________________________________________________________________________ _______________________________________________________________________________________ Please provide a direct quote from you or your family spokesperson. Suggested topics include:
• Why did you choose Louisville for this event? • Why are you looking forward to having this event in Louisville?

_______________________________________________________________________________________ _______________________________________________________________________________________ _______________________________________________________________________________________ Name: __________________________________ (to appear in print with the quote) Title: ___________________________________(to appear in print with the quote) Attach additional information, such as programs, agendas, and featured speakers/topics.

38

www.gotolouisville.com

sampLe Work Forms

reunIon evaluatIon forM eleMents Were the number of participants reached? Were overall goals achieved? Did we stay within Budget? Did committee members complete assignments? Did committee members stay within budget? Did committee heads communicate regularly with members? How was the special remembrances for those who died this year? Were there sufficient number of helpers? Did committee meet regularly or have sufficient number of meetings? Was the site location well suited for the event? Were there favorable comments received about location? Was parking adequate? Were amenities adequate? Was hospitality adequate (tables, chairs, food, space, on-site personnel, etc.)? Was lunch program well received? Was equipment adequate? Was the presentation of the food/service adequate? Were there sufficient food, snacks, beverages, refreshments for all? Were there sufficient number of mailings with/ minimum return? Was registration smooth and organized?

coMMents and/or IMproveMents

www.gotolouisville.com

37

sampLe Work Forms Forms sampLe Work

budget forM event IncoMe
Donations/contributions (gift, door prizes, money, etc.) Keepsakes (photo album, T-shirt) Membership dues/fees Sponsorships Door prizes/awards Scholarships (contributions for members on a limited income) Subtotal

cash/In-kInd
$ $ $ $ $ $ $

actual
$ $ $ $ $ $ $

pre-event expenses/deposIts
Banking fees Registration supplies Phone calls Postage Awards/certificates/prizes Printing (program, registration, survey) Rentals (a/v, sports equipment, tents, wheelchairs, etc.) Decorations/banners/signs/displays/flowers/paper goods Deposits (room, equipment, entertainment, caterer, etc.) Tours and local guides Transportation Meals Keepsakes Other Subtotal

cash/In-kInd
$ $ $ $ $ $ $ $ $ $ $ $ $ $ $

actual
$ $ $ $ $ $ $ $ $ $ $ $ $ $ $

event day expenses
Entertainers/musicians/band/DJ, etc. Photographer/videographer Meals (breakfast, lunch, dinner, snacks) Beverages Final payments (room, equipment, caterer, etc.) Local sales & occupancy tax (check with accommodations for tax rate) Subtotal

cash/In-kInd
$ $ $ $ $ $ $

actual
$ $ $ $ $ $ $

post-event expenses
Printing (post-reunion newsletter) Postage Pictures/developing Subtotal

cash/In-kInd
$ $ $ $

actual
$ $ $ $

Total
34 www.gotolouisville.com

$

$