Securing a celebrity to participate in your initiative gives your event an entirely new angle from which to market and publicise it. This personality may be able to draw people, convey important information and raise funds in ways that the ordinary anonymous speaker may not accomplish as effectively. In order to secure celebrity participation, the utmost professionalism will be required, as well as a liberal dash of flexibility.
Once you have got one or more celebrities lined up, send them written confirmation. This not only confirms the arrangement, but also outlines their precise role in the event as well as your expectations.
Dear (NAME OF CELEBRITY),
RE: Your participation at (NAME OF EVENT)
Date of event: Day and date (e.g. Saturday, 15 December 2012).
Venue: Full name of the venue as well as the exact street address (e.g. The Edward Hotel, 123 Elegant Boulevard, Main Street, Cape Town).
Event room: The name of the hall or ballroom in which the event is to take place (e.g. The King George Ballroom, 2nd Floor).
Parking: Specify where the parking reserved for your event is and how they can get there (if there are not markers).
Arrival time: An exact time at which they should be at the venue (e.g. 18h45 for 19h00).
Onsite contact: The name of the person with whom they will be dealing throughout the event, as well as their mobile number and where this person will meet the celebrity.
Your Role: Be specific regarding what you want your celebrity guest to do and achieve at the event. For example:
- Dine with the three emotional abuse survivors at table number 8.
- Present the prize for “Resilient Woman of The Year 2012”.
- Auction the spa package to the highest bidder.
Event overview: Be as detailed as is possible and appropriate so that your celebrity guest is familiar with the purpose, aims and goals of your event. Provide an outline of the target market as well as mentioning the names and roles of the guest speakers. Give specific times for the start of each event and meal course.
Details for prize giving: Inform the celebrity who will be introducing them and when.
Details for the auction: Inform the celebrity who will be introducing them and when.
Charity overview: Even if the celebrity has already been briefed regarding the nature of the event and its cause, provide a profile here so that they are completely au fait with the cause. This helps them to have an informed, appropriate approach to their role in the event, putting them at ease. Discuss founding members, dates, goals, and recent initiatives of the organisation involved.
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(CELEBRITY NAME),
We are so grateful for your eager and willing participation in this important event. We look forward to another year of success and appreciate your contribution to this. Please do not hesitate to contact me at (MOBILE NUMBER, EMAIL ADDRESS AND LANDLINE NUMBER) with any questions or comments.
Yours Sincerely,
(SIGNATURE)
(NAME)
(TITLE)
