The countdown is on!

SCOOPON OFFER

Due to extremely low ticket sales to the ball the Momentum team decided to run a Scoopon voucher for half price tickets to the Pink Ribbon Ball 2012. Scoopon members could purchase one ticket to the ball for $125 or two tickets for $250, usually the cost for one ticket to the ball.

This was a hard decision for Barbara to make as the cheap tickets meant they were selling for cost price and therefore she would not be making any money from the sales. As I do not use Scoopon I was unsure as to how well received the half price tickets would do on the discount website. Over the five days the deal ran for, Monday 24th of September to Friday 28th of September we were flooded with emails and phone calls with people wanting to redeem their vouchers! 136 people claimed the Scoopon voucher which brought the total guest attendance over 500 which was very exciting!

The Scoopon Voucher for the Pink Ribbon Ball 2012 on the Scoopon website

However, the only concern with the Scoopon vouchers was that once they bought the Scoopon voucher they were not guaranteed a place at the ball. They had to ring or email MFE with the voucher code to redeem the offer. There was then the concern that people would turn up to the ball without redeeming their voucher and therefore would not be on the guest list as they had not confirmed their voucher with MFE.

To resolve this problem we received a list from Scoopon with all the names of people who purchased Scoopon tickets so we were able to check who had not yet redeemed their vouchers. Once sorting through the list we were relieved to find that only one person who had purchased two tickets had not redeemed her voucher. Scoopon then contacted this lady and found out that she would not be attending the ball.

This meant that everybody who purchased a Scoopon voucher for the Pink Ribbon Ball had been accounted for and were included on the guest list.

TABLES of 10

Once the bookings were closed for the ball on Thursday the 4th of October it was time to start making up the tables of ten in the Bellevue Ballroom at the Perth Convention and Exhibition Centre. This could only be done after the final guest list count which leading up to the week of the ball was constantly changing. There a few last minute people pulling out due to other commitments and illness and there were also a few last minute people purchasing tickets for friends. Once the total guest count was confirmed for 567 guests we then emailed PCEC with the total guest count and total number of tables we would be requiring which was 57 tables. PCEC then sent us through the floor plan with the correct amount of tables and it was time to start creating the tables!

We first started by placing the MFE table which included Barbara McNaught the CEO of MFE and her distinguished guests including the opposition leader the Hon Mark McGowan, the Hon Helen McSweeney and her husband representing the State Government, the U.S. General Consulat and the National Breast Cancer Foundation representative Kate Simpson. 

The MFE table was placed in the third row in a great position right next to the dance floor. We then placed the table with the MC's Alexa Coetsee from the Sunday Times and Mike Hopkins from Sky News, the two Auctioneers, the testimonial speaker and other important guests on the table next to MFE so Barbara could liaise with them directly. We then placed all the VIP tables which included sponsor tables and companies who had purchased a VIP Diamond table in good positions in the first few rows around the dance floor. Next to follow behind the VIP tables was the standard tables of ten and single tickets purchased. We made sure to put tables with breast cancer survivors in good positions as well.

We then placed the Scoopon ticket holders in the tables around the edges and at the back of the room. This is because they purchased the tickets at half price and were therefore not going to get prime positions. There were 16 tables of Scoopon ticket holders. The last table was the volunteers table which was placed in the corner of the room because we would not be sitting down a great deal!

This took a whole day just to organise who sat with who and where they would sit! Once the list of tables were complete, we sent the list to PCEC as they needed to print a copy to be used at the Ballroom entrance so people could see where they would be seated. However the list was never really final as during the days leading up to the ball there were constantly changes being made to the guest list. We also had to send PCEC a list of the guests including any dietary requirements they may have. There were many dietary requirements including Vegetarians, Gluten Free, No Soy, allergies etc. which had to be made clear to the venue. However as we did not receive all dietary requirements it was difficult to give an exact number.

MENUS, AUCTION CATALOGUES & RAFFLE TICKETS

We then had to confirm the Menus, the Live Auction catalogues and the Raffle Tickets so they could be printed as they would be displayed on every table on the night. The Menus were very similar to the ones used last year which made it easy. We had to confirm the blurb used for Brian Gardner Motors with John Gardner as they are the naming sponsors as well as confirm the blurb about the National Breast Cancer Foundation. PCEC would confirm the actual food served on the night. The NBCF were very specific about every time there logo is used, there needs to be the 'Proudly Supporting' written above it. We needed to go back to our artwork team to change this immediately. Everything else was perfect so the menus were ready to be printed.

The auction catalogues had to be confirmed with the auction item description, the reserve price with a photo or image included of the prize. There were 15 items included in the Live auction this year and each item had to have a photograph and description. Once confirmed the catalogue was then ready to be printed!

The raffle tickets were very similar to the ones used at the ball last year and therefore did not take long to produce. As the raffle item to be won are two Business Class return tickets to Paris, the raffle tickets look like boarding passes with the Singapore Airline logo used as they are donating the prize. Once the tickets were approved, 550 were ready to be printed.

VOLUNTEERS

As part of my role at Momentum, I also have to organise the volunteers for the ball on the night. Volunteers are a crucial part of the night as will help with checking and seating guests, selling raffle tickets, ballot bidding and silent auction forms and help as spotters during the live auction. As the ball will accommodate over 550 guests the volunteers will be helping with any queries guests may have and help to set up the tables before the night has started.

Due to my previous work experience volunteering at different events I already knew some people who would be interested and Barbara also had a list of people keen to volunteer for her events. I contacted the three people who I thought would be keen and they were all happy to accept and volunteer on the night. I emailed all 6 volunteers with information about the night; where to meet and at what time and what to wear on the night. Last year the volunteers wore customised t-shirts for the "Pink Ribbon Ball 2011" however this year we decided to just wear black cocktail dresses.

I am very excited for the ball and look forward to sharing my stories with you after the event!

Elizabeth Thomas
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