Open Forum

I would also like to be part of any future conversations. Thank you. 

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Echo Paixao
Assistant Gallery Programs Coordinator
Natural History Museum of Utah
Salt Lake City, Utah

I would also like to be part of any future conversations. Thank you. 

------------------------------
Echo Paixao
Assistant Gallery Programs Coordinator
Natural History Museum of Utah
Salt Lake City, Utah

Future of Special Events Call- Friday, April 3^rd

Notes from Conversation

• What do events look like under 150 guests or 50 guests? How do you break into these smaller groups without anyone feeling left out?
  • Duplicate events. Allowing people to come; hosting same event multiple times over a same period of time. Top three choices for when you might be able to attend.
  • List a few options on the invitation and then take RSVPs at a first come first serve basis. nights for offering the events.
  • Lottery system
  • Using Eventbrite for first come/ first serve options for events. Limiting attendance. RSVP links to automatically register and cap attendance.  Keeping a waitlist.
  • Timed ticketing. Exploring timed ticketing for all events. How do we control the flow of people through the building when we likely will still be applying the CDC guidelines for social distancing.  Use VBO – Virtual box office; used for timed ticketing; built up timed ticketing model.
• How can we activate outdoor spaces for use in events? 
  • Smaller workshops: drawings classes. Self-paced tours outside. Outdoor picnics. Wine tastings. Plein air workshops –  everything is weather dependent, always a challenge.
  • Linking outdoor spaces to indoor exhibitions
  • Horticulture tours
• How do we make people feel comfortable attending events? 
  • It seems that perception may play a role - so is the question how we make people feel about attending the event? What precautions can we advertise? And how can we alleviate fears once people are onsite? What kind of invitations can we send and what do say to our audiences?
• Recommendations for electronic invitation platforms?
  • MailChimp but always follow-up with a printed paper invite. Forward invitation, becomes clunky; have to send directly through the MailChimp software.
  • Raiser's Edge event module and online Net Community (for Gala and Fundraising events). Processing purchases. RSVP for free events through RE. Information goes directly into Raiser's Edge (online New Community event module connected to it). ListTrack as email service for sending invitations.
• How to reach out to donors who we don't have emails for?
  • Contacting donors and getting additional contact information via phone: "During this time of social distancing, we ask if you have an email address you would like to provide so we can keep in contact?"
• Food at events. What are people going to be comfortable with?
  • Individual packaged. Pre-plated food. Wrapped snacks and beverages. No shared utensils. No shared items. 
  • Buffets are out. No stations where people help themselves. Plated dinners. Single serve. Caterers need to be able to demonstrate hygiene. More people wearing gloves. Different forms of service. 
  • CDC guidelines will need to be strictly followed by caterers. Prepared food that people can grab. 
• What software/programs/websites are people using for online events?
  • Facebook Live. Creating a virtual event, created a Q & A interview. Zoom connected to Facebook Live. 9 -1pm. Creating direct social engagement. Team for virtual event: cross departmental (about 12 people planning/ half working the day of). 4500 people picking up on the live chat; local DJs helped as well. Virtual fundraising event (typically is a 5k event).
  • Zoom allows for breakout rooms. 
• Online programs for auctions? 
  • Passing on cost of shippingpaid by the purchaser.  
  • Charity Buzz
  • Qtegofor Silent Auctions