In this issue of ACCED-I Connect, we shine the spotlight on the Conference and Event Support Services department at Pacific University which successfully managed and refreshed a high profile fundraiser (Legends 2013) for student athletes at Pacific. The location and overall feel of Legends 2013 was elevated making the audience more inclined to ‘raise their paddle’ for student-athletes, tripling any previous year’s net income. With assistance from multiple departments on campus, Legends 2013 was a huge success. The Conference and Event Support Services department was awarded an ACCED-I 2014 Outstanding Institutional Achievement Award for this event.
Pacific University, located in Forest Grove, Oregon, is a diverse learning community offering a unique combination of undergraduate, graduate and professional programs in the liberal arts and sciences, education, business, optometry and the health professions. The school was founded in 1849 by Congregationalist pioneers. Originally the Tualatin Academy, it became Pacific University in 1854 and conferred its first baccalaureate degree in 1863.
Today, Pacific University serves nearly 3,500 students on its campuses in Forest Grove, Hillsboro, Eugene and Woodburn, and also operates a variety of healthcare clinics in the greater Portland area. Students and alumni hail from all 50 states and several countries around the world.
On September 1, 2012 three departments (Conference Services, Office of Special Events and University Scheduling) were combined into one to form Conference and Event Support Services. The new department reports to the Vice President of University Advancement. Conference and Event Support Services began work on becoming a productive and cohesive team of five.
Event Overview - Legends 2013
At the beginning of March, Conference and Event Support Services was asked to manage the Legends 2013, scheduled for August 25, 2013, one day prior to the opening of fall classes. This event would come at the end of the busiest summer in seven years for Conferences and immediately following convocation and summer commencement - a very busy time for the entire Conference and Event Support Services office.
Legends Golf Classic began seven years ago as a dinner and auction followed by a unique rock concert. Golf and rock star celebrities anchored a 40-team golf tournament the following day. Pacific University Trustee Tommy Thayer, lead guitarist for the rock band KISS and host of Legends created the foundation for the event along with the Athletic Director to benefit student athletes. Although the event had been productive, Trustees felt it could do better. Goals and objectives for Legends 2013 were put forth by the Board of Trustee’s Advancement Committee at their December meeting. Lofty monetary goals, as well as objectives for promoting the University to a national audience were voiced. It was decided to focus the event on the dinner, auction and concert and to plan a small elite golf tournament.
A committee of more than 20 University staff, representing ten departments began working to make this an event to remember. The committee met every month and then every week as the date drew closer. A timeline was developed, program changes were discussed and made, progress was shared and problems solved all under the leadership of Conference and Events Support Services. All worked with guidance from Trustee Tommy Thayer who was on tour with KISS until ten days before Legends 2013. In addition to staff, an advisory committee was formed of four supportive Alumni. Departments were assigned tasks as follows:
- Marketing and Graphic Design developed a new logo, updated the website, designed “save the date” postcards, sponsorship brochure, invitations, promotional and Special Appeal videos and numerous pre and post event emails.
- Communications planned print and social media coverage.
- Athletics managed the 15 celebrities; working with the hotel to make their stay comfortable, arranging transportation, obtaining each celebrities contract, and making the arrangements and prizes for the ‘elite’ golf tournament for seven teams. They also recruited and managed 32 volunteers.
- Annual Giving procured silent and live auction items that appealed to a large group of attendees.
- Advancement Services compiled mailing and email lists and reconciled all accounts at the end of the event.
- Events handled on-line registration and logistics which included: decorations, table settings, staging for 15 musicians and their instruments, lighting and signage.
- Development cultivated sponsors and table sales.
- Alumni Office provided support where needed.
- A Steering Committee assisted the committee with decisions and specific actions and directions. They worked with the chef to plan exquisite cuisine with robust wines and a number of catering details.
The historic Waverley Country Club was the setting for Pacific University Legends 2013. Arranged by a Club member and Pacific University Trustee, Waverley is located on 138 acres along the banks of the Willamette River. The only platinum-rated country club in the Pacific Northwest, Waverley Country Club has been offering its members and guests a luxurious refuge for more than a century.
Upon arrival at Waverly Country Club for the Legends event, over 350 celebrities, University trustees, alumni, friends and supporters, were greeted by University Coaches and Advancement staff. Thirty-two (32) volunteers, made up of University staff, spouses of staff, and community members operated the registration desk, were runners for auction items, helped with seating and assured an evening of elegance and entertainment for guests.
The evening began with a private reception for the main sponsors, musicians and golf celebrities. The main reception was held in conjunction with a silent auction of about 30 items strategically placed around the walls of the dining room. Guests enjoyed appetizers and cocktails during the silent auction while making sure to keep an eye on the bidding of their favorite items. Guests then moved outside to the tent-covered lawn for dinner and live auction. A spectacular view of the Willamette River and Portland West Hills greeted them outside. Shauna Parsons co-anchor of the Emmy award winning "The 10 O’clock News" weeknights on KPTV FOX 12 served as the evenings emcee. As dessert was served the live auction began. Fourteen items were auctioned with several being auctioned multiple times.
Midway through the live auction a special appeal for funds to cover the stadium seating was held. Promotion included the announcement that a Trustee had pledged $200,000 but was requiring a match of $100,000 from the special appeal that night. Paddles were raised for each and every dollar increment and the match was secured.
Following the auction, led by Tommy Thayer, Legends 2013 brought together musicians from iconic rock & roll bands for a concert like no other. Guest musicians included classic rock greats such as Bill Champlin, formerly of Chicago; Danny Seraphine, original drummer and founding member of Chicago and California Transit Authority; Bobby Kimball former lead singer of the band Toto; and Portland jazz musician Patrick Lamb.
The following day, the golf tournament made up of twenty players took place. Elite golf packages consisted of ‘five-somes” made up of a celebrity, a Waverley club member and three guests. Golf celebrities such as David Graham, Amber Prange, Perry Swenson and Tommy Masters helped keep scores in the low 70’s. Conference and Event Support Staff greeted players and provided encouragement at the first tee and then hosted a cocktail reception upon their return. Prizes were also presented to the first, second and third place teams.
Pacific University Legends 2013, was a success with gross revenue of almost $500,000 and net revenue of 375% over previous years. This end-of-the-summer gala featured exquisite cuisine, great wine, a golf tournament, a ‘lively’ live auction and the one-of-a-kind concert only Legends can deliver.
For more information on Conference and Event Services at Pacific University or the coordination of Legends 2013, contact Sr. Director, Conferences and Event Support Services Lois Hornberger at lhornberger@pacificu.edu or (503) 352-2240.
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