Virtual Event Engagement Strategy

Neighbors Nourish: Virtual Town Hall — Event Engagement Strategy and Run-of-Show Date/Time: Thursday, May 8, 2025, 6:00–7:30 PM PT (Zoom) Host: South Valley Mutual Aid Network Audience: Local volunteers, small-dollar donors, farmworker families, partner pantry leaders Team: 4 people Budget: $300–$800 Donation link: https://svman.org/give

1) Strategy Overview (450–650 words) - Purpose (one sentence) - Bring our neighbors together to celebrate community-powered food security, listen to farmworker families, and activate volunteers and donors to fuel summer pantry operations.

- SMART goals - Goal 1 – Donor conversions and dollars: Convert at least 8% of attendees to make a gift during or within 7 days of the event and raise $12,000 total, leveraging a live $5,000 match from La Tiendita. - Goal 2 – Volunteer commitments: Secure 30 new volunteer sign-ups and 50 shift pledges for May–June within 14 days, with at least 60% selecting a specific shift date. - Goal 3 – Policy/advocacy actions: Generate 300 post-event actions within 7 days (e.g., signing the farmworker protections letter, sharing pantry hours with 2 neighbors, or hosting a micro-drive).

- How format and interactive elements support goals - Emcee-guided arc: A single warm host (Marisol Vega) builds trust, sets clear expectations, and bridges content to actions. - Story-forward agenda: Two live community storytellers and one 2-minute video create emotional salience that primes giving and volunteering. - Short segments to reduce fatigue: 5–10 minute modules with an interactive element at least every 10–15 minutes (polls, chat prompts, reactions, breakouts). - Conversion moments: - Mid-event giving window (90-sec story + 3-min timed match) with on-screen CTA and pinned link. - Late-event volunteer push with embedded sign-up link and quick-commit poll. - Participation scaffolding: - Low-bar engagement (reactions, first-name check-in) early → higher-bar engagement (breakouts, Q&A, pledge links) later. - Clear Q&A channel and chat norms ensure useful, respectful dialogue. - Access-first design: - Spanish interpretation channel and captioning announced at start, with instructions in slides and chat. - All links posted in chat and shown on slides; QR codes for donations and sign-ups on high-contrast slides.

- Key accessibility and inclusion commitments - Live auto-captioning enabled; captions announced with how-to use; real-time correction monitored by Chat Moderator. - Spanish interpretation channel; interpreters briefed and credited; breakout plan includes a Spanish-language room. - ASL interpretation: TBD. Best practice: contract 2 interpreters for a 90-min event; pin interpreter video and spotlight when signer is active. - Slides: high contrast, 24pt+ fonts, limited text, plain-language labels; image descriptions read aloud for critical visuals. - Visual/verbal description: presenters briefly describe themselves and their setting at first introduction, when relevant to access. - Content pacing: no monologue longer than 6 minutes; planned pauses for interpretation; avoid talking over interpretation. - Device flexibility: provide dial-in option; links shared verbally, in chat, and on slides; all CTAs summarized verbally. - Psychological safety: land acknowledgment and community agreements; clear moderation to prevent harassment; option to rename and turn off camera.

- Risk and feasibility - Small team of 4: defined roles with a simple escalation path; pre-load all slides and video with the Tech Lead as backup. - Budget: prioritize interpretation and small donor/volunteer incentives (e.g., 2 x $25 local grocery gift cards raffle for attendees who complete the survey). - First-time event: do a 30-minute rehearsal with speakers and a 10-minute platform run-through on event day; keep tech stack to Zoom only.

2) Minute-by-Minute Run-of-Show (6:00–7:30 PM PT; total 90 minutes) - 5:45–5:59 (Tech pre-call; not public) - Tech Lead opens room; enable captions and interpretation; load slides and video; rename staff with roles; confirm spotlighting and co-hosts; admit speakers to green room; sound/video checks; confirm giveaway slide; test donation link and QR.

- 6:00–6:03 Welcome and housekeeping (Emcee: Marisol) - Spotlight Marisol. Cue Slide 1: Title + access icons. - Housekeeping: captions on, Spanish channel instructions, chat norms, recording notice (attendees-only access). - Chat prompt 1: “Share your first name and city.”

- 6:03–6:05 Inclusive welcome and land acknowledgment (Marisol) - Acknowledge Indigenous lands; name core values (mutual aid, dignity). - Visual description by Marisol.

- 6:05–6:09 Mission frame + quick story (Marisol) - 60–90 sec narrative tying pantry impact to summer demand. - Cue Slide 2: “Tonight’s goals” + CTAs.

- 6:09–6:11 Poll 1 (purpose: gauge familiarity; conversion set-up) - Poll Q: “How connected are you to SVMAN today?” Options: Brand new; I’ve volunteered; I’ve donated; I’m a partner; Other. - Chat Moderator posts links doc shortlink.

- 6:11–6:18 Program update with slides (Program Director) - 6:11–6:16: Impact data and summer plan. Cue Slides 3–6. - 6:16 Chat prompt 2: “What’s one food item families ask for most where you live?” - 6:17 Reaction check: “Use a heart if you’re with us.”

- 6:18–6:22 Pre-recorded video (2:00) + reflection (Marisol) - Tech cue: Share with computer sound; captions on. - 6:20–6:22: 2-min reflection + transition to storyteller.

- 6:22–6:28 Community Storyteller 1 (live) - 4–5 min story; 1-min gratitude handoff. - Chat Moderator posts image description summary if visuals shown.

- 6:28–6:35 Fundraising moment (match live) - 6:28–6:30: 90-sec impact story and the need (Marisol). - 6:30–6:33: Specific ask + 3-min giving window; on-screen CTA slide with QR + link https://svman.org/give; announce La Tiendita match up to $5,000. - Countdown cues at 2:00, 1:00, :15. Chat pinned link; soft music under if available. - Chat prompt 3: “If you gave or pledged, drop a heart so we can thank you!”

- 6:35–6:42 Community breakouts (5–6 min) - Prompt: “In 1 minute each: Share your name, city, and one way neighbors nourished you this year. Choose one action your group recommends this month.” - Roles: Timekeeper (first person alphabetically), Note-taker (shares one headline in chat). - 1-min warning broadcast. Spanish-language breakout room staffed by interpreter (TBD).

- 6:42–6:45 Debrief + Poll 2 (commitment pulse) - Call on 2 groups for 30-sec headlines. - Poll Q: “What will you do in the next 14 days?” Options: Volunteer shift; Make a gift; Share pantry hours; Host a micro-drive; Contact a decision-maker.

- 6:45–6:51 Community Storyteller 2 (live) - 4–5 min story; 1-min appreciation and tie to volunteer need.

- 6:51–6:58 What’s next + volunteer CTA (Program Director + Marisol) - 6:51–6:55: Upcoming opportunities; show sign-up QR/short link; walk through 2 concrete roles. - 6:55–6:58: 3-min quick-commit window; Chat Moderator posts link; reactions check.

- 6:58–7:10 Q&A (Moderated) - Explain Q submission (chat or raise hand); 60–90 sec per answer; 10–12 min total. - Chat Moderator curates; Tech Lead spotlights speakers; remove spam if needed.

- 7:10–7:14 Policy/advocacy mini-CTA - 2-min overview + 2-min guided action to sign letter live; post link; “Type DONE when signed.”

- 7:14–7:18 Plan B soft ask (if needed) or gratitude round - If behind: 30-sec soft ask and direct to link; otherwise, quick gratitude to donors/volunteers.

- 7:18–7:22 Closing (Marisol) - Restate purpose; thank yous; “3 clear next steps” slide: Give, Volunteer, Share. - Note recording access for attendees only.

- 7:22–7:30 Buffer, screenshot, linger chat - Community screenshot (optional). Post survey link. Music outro. Tech Lead stops recording at 7:30.

3) Platform & Access Details - Registration flow - Landing page: Title, date/time, agenda highlights, accessibility statement, consent to recording. - Fields: Name, email, role (volunteer/donor/family/partner), language preference, access needs, opt-in to updates. - Auto-confirmation email with calendar hold (ICS/Google link) and Zoom join link. - Post-registration thank-you page with test-your-tech steps and donation link. - Calendar hold link: include Add-to-Google/ICS (TBD service such as AddEvent or native Zoom).

- Accessibility - Zoom live auto-captioning enabled; instructions at start and in slides. - Spanish interpretation channel; interpreters named “Spanish Interpreter.” - High-contrast slides and image descriptions; read critical data aloud. - ASL interpreters: TBD; best practice is 2 interpreters and pin/spotlight.

- Dial-in backup (TBD) - Provide Zoom dial-in number(s) and Meeting ID/Passcode in emails. - If audio fails: “Hang up and dial: [Zoom phone number TBD], Meeting ID: [TBD], Passcode: [TBD].”

- Recording policy - Recording: Will record and share; post-event access for attendees only (expires after 14 days).

- Security settings - Waiting room on; admit only named registrants; disable join before host. - Participants can rename and use reactions; screen share host-only. - Chat open to everyone; links posted by host; enable “Allow users to report” and “Suspend participant activities” for emergencies.

4) Team Roles & Responsibilities - Emcee/Host: Marisol Vega, Program Coordinator - On-camera welcome, transitions, CTAs, time discipline, tone. - Chat Moderator: [TBD] - Post links, curate questions, monitor captions/interpretation, flag tech issues, remove trolls. - Tech Lead: [TBD] - Zoom settings, recording, spotlighting, screen shares, video playback, backups. - Speaker Wrangler: [TBD] - Green room, speaker timing, bios, cueing, and handoffs.

- Escalation protocol - Step 1: Tech Lead attempts fix (mute/unmute, re-spotlight, reconnect). - Step 2: Switch to backup (slides-only; dial-in audio; skip to next segment). - Step 3: Emcee acknowledges issue and pivots agenda; Speaker Wrangler reschedules segment if needed.

5) Pre-Event Communications - Subject lines - Confirmation: “You’re in: Neighbors Nourish Virtual Town Hall — May 8” - 24-hour reminder: “Tomorrow: Join your neighbors — Zoom link inside” - 1-hour reminder: “We start in 1 hour — Click to join”

- Registration confirmation email (100–150 words) - Hi [First Name], thanks for registering for Neighbors Nourish: Virtual Town Hall on Thursday, May 8, 6:00–7:30 PM PT on Zoom. We’ll share how neighbors are nourishing neighbors this summer, hear from farmworker families, and activate volunteers and donors for the season ahead. Join link: [Zoom link]. Add to calendar: [Google/ICS link]. Access: live captions; Spanish interpretation channel; high-contrast slides. We will record and send the replay to registered attendees. Before we start, please test your audio/video and update Zoom to the latest version. Questions or access needs? Reply to this email and we’ll help. Grateful to be in community with you — Marisol, South Valley Mutual Aid Network.

- 24-hour reminder (75–100 words) - Hi [First Name], we’re live tomorrow at 6:00 PM PT. Join link: [Zoom link]. We’ll share two powerful neighbor stories, preview summer pantry plans, and open a live match to fuel fresh produce. Access: captions on, Spanish interpretation available. Please test your tech and have your phone handy to scan the volunteer and donate QR codes. See you soon — Marisol.

- 1-hour reminder (≤50 words) - Starting at 6:00 PM PT! Click to join: [Zoom link]. Captions + Spanish interpretation available. See you shortly — Marisol.

6) Scripts & Talking Points (spoken-friendly; Marisol’s voice) - Opening (30–45 sec) - “Good evening, neighbors. I’m Marisol Vega with South Valley Mutual Aid Network. Welcome to Neighbors Nourish. Tonight we’ll hear from community members, share what’s ahead for summer pantry operations, and give you simple ways to help — by volunteering, giving, and spreading the word. We’re recording and will share the replay with attendees.”

- Inclusive welcome and land acknowledgment (45–60 sec) - “We gather across many homelands. Here in the South Valley, we honor the stewardship of the [Local Indigenous Nations — TBD] whose lands we occupy. Mutual aid means showing up with dignity and reciprocity. Quick access notes: captions are on; click CC to enable. Spanish interpretation is available — click the globe icon and select Español. Use the chat to say hello and share reflections. Gracias, bienvenides.”

- Donor/volunteer acknowledgment (20–30 sec) - “To everyone who’s volunteered, donated, or picked up a neighbor’s groceries — thank you. You keep our community pantry open and welcoming.”

- Mission story (60–90 sec) - “Last July, Maria and her two kids came by on a day we ran out of eggs. A volunteer, Rosa, quietly called a neighbor farm and within 20 minutes, Maria left with eggs, greens, and a recipe card in Spanish. It wasn’t just food — it was being seen. This is the heartbeat of our work: when the valley takes care of its own.”

- Fundraising moment (90-sec story + ask) - “As summer heat rises, so does need. Fresh produce costs more, and field schedules shift. Tonight, our friends at La Tiendita will match your gifts dollar-for-dollar up to $5,000. If 60 of us give $50, we unlock the full match and stock the cooler with 3,000 pounds of produce. Please click the link in chat or scan the QR: svman.org/give. Every dollar becomes tomatoes, tortillas, and time.”

- Plan B soft ask (≤30 sec) - “If you haven’t given yet, no pressure. The link is in chat — svman.org/give — and it stays open after we close. Thank you for whatever you can do.”

- Closing (30–45 sec) - “Neighbors nourish neighbors. Tonight, pick one next step: give at svman.org/give, grab a volunteer shift, and share pantry hours with two friends. We’ll send the replay and links. Thank you for showing up for each other. Buenas noches.”

7) Interactive Elements - Polls - Poll 1 at 6:09 — Familiarity check (see run-of-show). - Poll 2 at 6:44 — 14-day action commitment. - Optional Poll 3 at 7:12 — “Which topic do you want next time?” Options: Farmworker health; Mutual aid 101; Pantry logistics; Youth & food justice; Other.

- Chat prompts (exact) - “Share your first name and city.” - “What’s one food item families ask for most where you live?” - “If you gave or pledged, drop a heart so we can thank you!” - “One action you’ll take this week?” - “Tag a partner pantry or neighbor you appreciate.”

- Breakout (5–6 min) - Prompt and roles as above; 1-min broadcast warning; debrief with 2 groups; Spanish-language room available (TBD interpreter).

- Q&A flow - Submit via chat or raise hand; 60–90 seconds per response; prioritize questions relevant to mission and access. - Moderation rules: respectful language; no doxxing; no case-specific requests—route to staff via email. - Spam/troll handling: Chat Moderator deletes, mutes, or removes; Tech Lead can “Suspend participant activities” if needed; Emcee calmly resets norms.

8) Fundraising Moment Details - Impact tiers - $25: 10 family produce packs - $50: 1 week of tortillas for 25 families - $100: Cold storage for 1 distribution - $250: Fuel for 3 farm pickups - $500: Interpreters + access for one event - On-screen CTA language - “Give now to double your impact — La Tiendita matches up to $5,000. svman.org/give” - Match mechanics - Announce total matched so far at the 1- and 3-minute marks if possible. - Plan B (short on time) - Slide stays up while transitioning; Emcee gives 30-sec soft ask; Chat Moderator pins link and posts after-party reminder.

9) Technical/Production Checklist - Audio/video - Test mics and speakers; have phone dial-in as backup; mute when not speaking; stable internet or Ethernet if possible. - Lighting/background - Face a window or key light; quiet space; branded or neutral backdrop; camera at eye level. - Slides and video - 24pt+ fonts; high contrast; minimal text; alt text in shared deck; pre-load video with “Share sound” checked. - Accessibility - Enable captions; confirm interpreter channel; practice pin/spotlight; verbalize visual content; avoid overlapping speakers. - Speaker tech checks (24–48 hours prior) - 30–45 min run-through: timing, slides, screen share, spotlight, interpretation handoffs; backup slides with Tech Lead. - Permissions and backups - Co-host roles set; host-only screen share; backup deck and video locally with Tech Lead; secondary device for Emcee if possible.

10) Follow-Up Plan (within 48 hours) - Segmented emails - Attendees (150–200 words) - Subject: “Thank you, neighbors — replay and next steps” - Body: Thank you for joining Neighbors Nourish. Here’s the replay (attendees-only): [link; expires in 14 days]. Take 60 seconds to share feedback: [survey link]. Ready to act? Give to double your impact with La Tiendita’s match: svman.org/give. Grab a volunteer shift here: [sign-up link]. Add your name to the farmworker protections letter: [link]. Your presence makes the pantry welcoming and dignified. With gratitude, Marisol. - No-shows (100–150 words) - Subject: “We missed you — watch the town hall replay” - Body: We missed you last night, but we saved your seat. Watch the replay here: [link]. When you’re ready, pick one action: give at svman.org/give, claim a volunteer shift [link], or sign the letter [link]. We hope to see you at the next neighbor gathering. — Marisol. - New donors (100–150 words) - Subject: “Your gift is nourishing neighbors — thank you” - Body: Thank you for giving to Neighbors Nourish. Because of you, families will find fresh produce and a warm welcome. We’ll send a brief impact update next month. Want to deepen your impact? Volunteer for a 2-hour pantry shift [link], or invite a friend to watch the replay [link]. With gratitude, Marisol.

- Survey (max 5 questions) - Overall, how would you rate the event? (1–5) - What was most valuable? - Did you experience any tech or access issues? (Y/N + open field) - Which action(s) did you take or plan to take? (Give, Volunteer, Share, Policy letter, Other) - How likely are you to attend again or invite a friend? (1–5)

- Next-step CTAs by segment - Volunteers: link to 3 upcoming shifts with dates; 1-click sign-up. - Donors: set up a monthly gift; employer match prompt; share why you gave on social. - Partner leaders: submit pantry dates; co-host a distribution; cross-post replay. - Farmworker families: anonymous feedback form; pantry hours hotline; WhatsApp broadcast opt-in.

- Social recap posts (sample copy) - Post 1: “Neighbors nourish neighbors. Thank you for showing up! Replay for registrants is in your inbox. Ready to act? svman.org/give” - Post 2: “Two stories, one community. Volunteer for a 2-hour shift and keep the cooler full: [link]” - Post 3: “Your gift is doubled tonight by La Tiendita — help us reach $12,000: svman.org/give”

11) Success Metrics (targets) - Registration-to-attendance conversion: 55% - Retention rate (stay through to closing): 70% - Engagement rate (any poll or chat participation): 65% - Q&A participation: 15 questions submitted - Donation/pledge conversions: 8% of attendees; $12,000 total raised (including up to $5,000 match) - Survey response rate: 35% - Post-event actions (clicks/sign-ups/shares/letters): 300 within 7 days

12) Budget Guidance (within $300–$800; TBD line items) - Priorities: Spanish interpretation (TBD quote), modest thank-you gift cards ($50 total), branded slides (in-house), captions (Zoom), volunteer management (free tools), contingency ($50). - In-kind: La Tiendita match promotion; volunteer interpreters if available; donated raffle items.

Appendix: Platform & Registration Copy Blocks - Registration button text: “Save my seat (free)” - Access line: “Captions + Spanish interpretation provided. ASL: TBD — request via form.” - Calendar hold (TBD): “Add to Google/Outlook” link; ICS attachment. - Zoom security settings checklist: Waiting room ON; require registration; restrict screen share to host; participant rename allowed; file transfer OFF; recording consent ON.

PLANNING SPREADSHEET — HIRING WITH EQUITY: EMPLOYER WORKSHOP (TEAMS) — WED, JUNE 11, 2025 — 12:00–1:30 PM CT

SECTION: STRATEGY OVERVIEW Columns: Heading | Content - Purpose statement | Equip employers and partners to implement equitable hiring practices that open doors for BridgeWorks Chicago candidates while mobilizing new donors and volunteers to sustain the work. - SMART Goal 1 (Employer practice change) | By 30 days post-event, secure 60 signed “Equity Hiring Pledges” from attending employers/managers committing to adopt two practices (structured interviews + job description audit), tracked via pledge form; target conversion: 30% of employer-identified attendees. - SMART Goal 2 (Volunteer pipeline) | Generate 80 qualified volunteer sign-ups (mock interviews, resume reviews, mentorship) via in-session CTA and follow-up emails, converting at least 40% of corporate attendees to one volunteer action within 60 days. - SMART Goal 3 (Revenue) | Raise $15,000 in donations by EOD Friday following the event (5% of attendees giving) to fund training, coaching, and job placement supports; average gift target $150 with tiers promoted in-session and in follow-ups. - Audience + value proposition | HR leaders, hiring managers, DEI practitioners, corporate volunteers, and workforce partners receive concrete, ready-to-apply tools, a live demo, and a vetted roadmap to reduce bias and improve candidate experience; they also see impact through an alum story and employer case example. - Format rationale | 90-minute live workshop on TEAMS blends quick keynote, two trainer-led demos, a short breakout for peer-to-peer commitment-making, and moderated Q&A—paced to prompt action without fatigue. A 90-second alum story anchors the fundraising moment with lived experience. - Interactivity plan (supports goals) | Polls gauge readiness and segment follow-ups; chat prompts surface commitments; a 7-minute breakout yields tangible next steps and warm leads; Q&A builds trust with trainers, increasing pledge and volunteer conversions; real-time link drops reduce friction for donations and sign-ups. - Content highlights | Demo 1: Job description audit (bias flags, skills-first language). Demo 2: Structured interview + scoring rubric. Employer keynote: measurable outcomes from equitable hiring. Toolkit link shared in chat and post-email. - Accessibility & inclusion commitments | CART professional captioning on; ASL by request (48+ hours’ notice); large-font, high-contrast slides (24pt+); materials screen reader–friendly; presenters give visual descriptions of essential images/charts; language access guidance: plain language, avoid jargon; pacing with planned pauses; dial-in backup; recording provided to attendees only. - Risk and contingency | If platform instability: switch to slides-only with audio dial-in and chat-only Q&A; if a speaker drops, Emcee summarizes next section and moves to the other trainer; prerecorded alum video can be bypassed with a narrated summary if needed. - Budget guidance ($2,500–$4,000) | CART ($500–$900); speaker honoraria (TBD); light design and slide support ($300–$600); video edit/QC of alum story ($250–$500); TEAMS add-ons/Q&A app (if needed, TBD); contingency 10–15%. Leverage internal staff for production to stay within range. - Success cadence (recurring series) | Benchmarks recorded in CRM for trend lines across events; segment-specific follow-ups drive cumulative pledges, repeat attendance, and donor lifetime value; testing variables: poll placement, breakout prompt, and CTA language.

SECTION: MINUTE-BY-MINUTE RUN-OF-SHOW (12:00–1:30 PM CT) Columns: Time (CT) | Duration | Segment | Lead/Speaker | Interaction/CTA | Production Cues/Notes - 12:00–12:05 | 5 min | Welcome, access check, agenda, land acknowledgment | Emcee: Dana Patel | Chat: “Share your city/org (pronouns optional).” | Admit from lobby; captions on; slide 1; post house rules + links (CART, slides). - 12:05–12:08 | 3 min | Purpose + what you’ll gain | Dana | N/A | Slide: 3 learning outcomes; remind ASL if present. - 12:08–12:15 | 7 min | Employer keynote: results from equitable hiring | Employer Speaker | Chat: “One takeaway in 5 words.” | Spotlight speaker; timer visible to producer. - 12:15–12:17 | 2 min | Poll 1: Familiarity/readiness | Dana launch | Poll: “Where is your org today?” | Display results; Dana bridges to training. - 12:17–12:28 | 11 min | Training Part 1: Job description audit (live demo) | Trainer 1 | Chat: “Which barrier do you see most in JDs?” | Share screen of JD; magnify text; high-contrast cursor. - 12:28–12:30 | 2 min | Micro-pause + tech buffer | Dana | Reaction check: thumbs up if pace is good | Prep video playback. - 12:30–12:31 | 1 min | Set-up: alum story | Dana | N/A | Content note; volume check. - 12:31–12:33 | 2 min | Play 90-sec alum video (pre-recorded) | Video | N/A | Lower music bed; captions burned-in or live. - 12:33–12:35 | 2 min | Fundraising story + hard ask | Dana | On-screen CTA: https://bridgeworkschi.org/donate | Post donate link + tiers; progress thermometer slide. - 12:35–12:36 | 1 min | Quiet donation minute | Dana | “We’ll pause 60 seconds while links are live.” | Soft music bed optional; timer. - 12:36–12:48 | 12 min | Training Part 2: Structured interview + scoring rubric (live demo) | Trainer 2 | Chat: “Drop 1 competency you’ll assess.” | Share rubric template; offer download link (TBD). - 12:48–12:50 | 2 min | Poll 2: Adoption timeline | Dana launch | Options: pilot this month/quarter/6 months/need help | Display results; tee up breakout. - 12:50–12:57 | 7 min | Breakouts by role (optional) | Auto-assign by self-select | Prompt: choose 1 action for next 14 days; pick reporter | 3-min and 1-min broadcast warnings; chat posts prompt. - 12:57–1:04 | 7 min | Report-backs (3–4 groups @45 sec) | Dana facilitates | Chat: “Post your 14-day action.” | Speaker wrangler cues reporters; keep tight. - 1:04–1:15 | 11 min | Moderated Q&A | Dana + Trainers | Use Q&A app; upvotes; 60–90 sec/answer | Chat mod fields; pin 6–8 best; spam rules apply. - 1:15–1:18 | 3 min | Action roundup + second CTA | Dana | CTAs: Donate; Volunteer form (TBD); Employer Pledge form (TBD) | Slide with QR codes; link drop; 10-sec countdown before next segment. - 1:18–1:22 | 4 min | Toolkit lightning tour | Trainer 1 | N/A | Show resource hub; access instructions. - 1:22–1:27 | 5 min | Closing scripts | Dana | Chat: “One action you’ll take this week?” | Reminder: recording/Slides/Social; survey link live. - 1:27–1:29 | 2 min | Soft networking in chat + final answers | Dana + Chat Mod | N/A | Keep captions; post support email. - 1:29–1:30 | 1 min | Fade to end slide | Tech Lead | On-screen CTA: donate + survey | Stop recording; thank-you slide up 60 sec.

SECTION: PLATFORM & ACCESS DETAILS Columns: Item | Setting/Standard | Owner | Status/Notes - Registration flow | Landing page → TEAMS registration → Auto-confirmation with ICS; unique join link | Tech Lead | ICS/calendar hold link: TBD; add opt-in fields (role, org size). - Confirmation page | Access info, CART note, ASL by request with 48 hours’ notice | Tech Lead | Add accessibility contact: TBD@bridgeworkschi.org. - Donation link | https://bridgeworkschi.org/donate | Chat Moderator | Pin in chat; include in lower-third slide. - Accessibility | CART live captions; ASL on request; large-font slides; screen reader–friendly PDFs; visual descriptions | Speaker Wrangler + Trainers | Slides due 48 hrs prior for QC. - Dial-in backup | TEAMS dial-in number + conference ID: TBD | Tech Lead | Include in all emails; script fallback. - Recording policy | Will record; share to attendees only within 48 hrs | Dana | Consent slide at start. - Security | Lobby on; only presenters can share; attendee mics off; rename allowed; chat to Everyone; Q&A app on; remove disruptors | Tech Lead | Co-host privileges assigned. - Data & privacy | Attendee list hidden from participants; download chat/Q&A | Tech Lead | Export to CRM within 24 hrs.

SECTION: TEAM ROLES & RESPONSIBILITIES Columns: Role | Name | Live Responsibilities | Prep Responsibilities - Emcee/Host | Dana Patel | On-camera welcome/transitions; run CTAs; time discipline | Approve agenda; rehearse scripts; align asks. - Chat Moderator | TBD | Curate questions; pin links; enforce chat norms | Draft FAQs; pre-load links; test Q&A app. - Tech Lead | TBD | Start/stop recording; manage lobby; screen share; troubleshoot; run polls | Build event; tech checks; backup plan; slide deck consolidation. - Speaker Wrangler | TBD | Cue speakers; timekeeping; green-room comms | Collect bios; confirm ASL/CART; slide QC. - Producer/Timer | TBD | Countdown cues; keep segments on schedule | Create ROS timer; rehearse signals. - Fundraising/Links Operator | TBD | Drop CTAs; track live donations; screenshot donor milestones | Prep tier graphics; coordinate with development.

Escalation protocol (3 steps): Tech Lead attempts fix (60–90 sec) → Switch to backup (slides-only/dial-in) → Emcee acknowledges and pivots agenda to Q&A or summary while issue resolves.

SECTION: PRE-EVENT COMMUNICATIONS Columns: Email | Subject | Send Time | Word Count | Copy | Primary CTA - Confirmation | You’re in: Hiring With Equity Workshop (Teams link + calendar hold) | Immediately post-registration | ~130 | Thank you for registering for Hiring With Equity: Employer Workshop on Wed, June 11, 2025, 12:00–1:30 PM CT. Join via your unique TEAMS link: [Join Link]. Add to your calendar: [ICS—TBD]. What to expect: practical demos on job descriptions and structured interviews, an employer case study, and resources you can use right away. Accessibility: live CART captions; ASL available by request with 48 hours’ notice. Please test TEAMS ahead of time and plan to join from a quiet space with a headset. Dial-in backup: [Number/ID—TBD]. Questions or access needs? Contact TBD@bridgeworkschi.org. | Add to calendar; Save join link. - 24-hour reminder | Tomorrow: Your link for Hiring With Equity (12–1:30 PM CT) | 24 hrs before | ~90 | We look forward to seeing you tomorrow on TEAMS. Join here: [Join Link]. Please test your audio/video and update TEAMS if needed. Have a recent job description handy for the live audit, and think of one role you’ll hire this year. CART captions will be available; ASL by prior request. Backup dial-in: [TBD]. | Join link. - 1-hour reminder | Starting in 1 hour: Hiring With Equity (Join Now) | 1 hr before | ≤40 | We start at 12:00 PM CT. Join here: [Join Link]. Slides and recording will be shared with attendees. | Join now.

SECTION: SCRIPTS & TALKING POINTS (DANA PATEL) Columns: Segment | Duration | Script (spoken-friendly) - Opening welcome | 40 sec | Welcome to Hiring With Equity, hosted by BridgeWorks Chicago. I’m Dana Patel, Director of Employer Partnerships. Today you’ll get practical tools to remove barriers in hiring—so more talented candidates can thrive in your roles. You’ll see two live demos, hear a real-world employer story, and leave with one action you can take in the next two weeks. - Land acknowledgment | 25 sec | We acknowledge Chicago as the traditional homelands of the Council of the Three Fires—the Ojibwe, Odawa, and Potawatomi—and many other Nations. We honor their stewardship and commit to equity in the workplace as part of that ongoing responsibility. - Donor/volunteer thanks | 25 sec | Thank you to our donors and corporate volunteers who make this work possible. Your time and investment turn training into real jobs and sustained careers. - Mission story setup | 75 sec | Last winter, Alejandra, a BridgeWorks alum, applied to 47 roles. Rejections came quickly—until an employer piloted structured, skills-based interviews. With a clear rubric, she could show what she knew, not just where she’d worked. She got an offer in two weeks. Six months later, she leads a shift team with a 97% on-time delivery rate. That one process change opened a door—and her success is now lifting others on her team. - Fundraising ask | 90 sec | You can help scale this. Our goal today is to raise $15,000 to expand coaching, employer training, and placement supports. Here’s what your gift does: $50 equips one candidate with a transit card for interviews. $100 funds a mock interview and feedback session. $500 supports an employer workshop like this. $1,000 underwrites a full skills-to-job pathway for one candidate. Please give now at bridgeworkschi.org/donate. The link is in chat and on-screen. I’ll pause for a moment while you make your gift—thank you for investing in equitable hiring. - Closing | 40 sec | Thank you for your time and leadership. Next steps: complete the 2-minute survey, sign the Employer Equity Pledge, and share the volunteer form with your teams. We’ll send the recording and toolkit within 48 hours. I’m Dana Patel—on behalf of BridgeWorks Chicago, thank you for building hiring practices where everyone can succeed.

SECTION: INTERACTIVE ELEMENTS Columns: Type | Timing | Prompt/Question | Options | Purpose | Owner - Poll 1 | 12:15 | Where is your org today on equitable hiring? | Just starting; Piloting practices; Scaling org-wide; Advanced; Not sure | Segment follow-ups; tailor Q&A | Tech Lead - Poll 2 | 12:48 | When will you pilot structured interviews? | This month; This quarter; 6+ months; Need support | Drive pledge/TA offers | Tech Lead - Poll 3 (if time) | 1:04 or 1:22 | Which action will you take in 14 days? | JD audit; Structured rubric; Panel training; Volunteer; Donate | Commitments; CTA alignment | Tech Lead - Chat 1 | 12:00 | Share your city/org (pronouns optional). | N/A | Community building | Chat Mod - Chat 2 | 12:13 | One takeaway from the keynote in five words. | N/A | Reflection | Chat Mod - Chat 3 | 12:22 | Which barrier do you see most in JDs? | N/A | Context for demo | Chat Mod - Chat 4 | 12:57 | Post your 14-day action. | N/A | Public commitment | Chat Mod - Breakout | 12:50–12:57 | Choose 1 action; assign reporter; note support needed. | Roles: facilitator, reporter, timekeeper | Peer learning + commitments | Producer - Q&A flow | 1:04–1:15 | Submit via Q&A app; upvote; 60–90 sec/answer; no pitching. | Mod may combine Qs; off-topic to follow-up | Efficient, safe Q&A | Chat Mod - Troll handling | Live | Remove/mute; limit chat to Q&A; escalate to host | N/A | Maintain safe space | Tech Lead

SECTION: FUNDRAISING MOMENT Columns: Element | Copy/Details | CTA | Owner - Story + tiers | See script above; tiers: $50, $100, $500, $1,000+ | Give now at https://bridgeworkschi.org/donate | Dana + Links Operator - On-screen | Lower-third + slide with QR and URL | “Give now to open doors to good jobs.” | Tech Lead - Plan B soft ask | If short on time: “If today helped, please give at bridgeworkschi.org/donate—every gift moves a job-seeker closer to a quality role.” | Same link | Dana

SECTION: TECHNICAL/PRODUCTION CHECKLIST Columns: Area | Task | Owner | Due - Audio | Mic test; backup earbuds; mute when not speaking | All speakers | 48 hrs prior - Lighting/background | Front-lit, neutral/branded backdrop; camera at eye level | All speakers | 48 hrs prior - Slides | Branded, 24pt+, high contrast; minimal text | Trainers + Speaker Wrangler | 48 hrs prior - Accessibility | CART booked; ASL requests tracked; alt text in posted materials | Speaker Wrangler | 72–48 hrs prior - Video | Alum story QC; captions; volume normalized | Tech Lead | 48 hrs prior - Platform | Build polls; enable Q&A; lobby; recording; presenter roles set | Tech Lead | 24 hrs prior - Backup | Deck copy with Tech Lead; dial-in tested; PDF slides ready | Tech Lead | 24 hrs prior - Rehearsal | Full 45-min run-through with timing | All | 24–48 hrs prior

SECTION: FOLLOW-UP PLAN (WITHIN 48 HOURS) Columns: Segment | Send Time | Word Count | Copy | CTAs - Attendees | +24–36 hrs | 170 | Thank you for joining Hiring With Equity. Here are your resources: recording [Link], slides [Link], toolkit [Link]. Next steps: 1) Sign the Employer Equity Pledge [TBD]. 2) Volunteer for mock interviews or resume reviews [TBD]. 3) If you found value, invest in this work: bridgeworkschi.org/donate. We’ll check in at 14 days to support your pilot. CART captioned recording is for attendees only. Questions or access needs? Email TBD@bridgeworkschi.org. | Pledge; Volunteer; Donate; Survey [Link] - No-shows | +24–36 hrs | 120 | We missed you at Hiring With Equity. Here’s the attendee-only recording [Link] and slides [Link]. When you have 15 minutes, watch the demos on job descriptions and structured interviews. Ready to act? Sign the Employer Equity Pledge [TBD], raise your hand to volunteer [TBD], or support the work at bridgeworkschi.org/donate. | Watch; Pledge; Volunteer; Donate - New donors | +24–36 hrs | 130 | Thank you for investing in equitable hiring. Your gift expands coaching, employer training, and job placements across Chicago. We’ll share periodic impact updates; meanwhile, see how to put equitable practices in place with our toolkit [Link]. If your company offers matching gifts, please submit your match to multiply your impact. Questions? Contact TBD@bridgeworkschi.org. | Matching gifts; Toolkit; Stay engaged - Survey (max 5 Qs) | N/A | N/A | 1) Overall rating (1–5). 2) Most valuable element? 3) Any tech/access issues? 4) What topic should we cover next? 5) How likely are you to adopt one practice in 14 days (1–5)? | Submit survey [Link] - Social recap (samples) | 24–72 hrs | N/A | Post 1: Thank you to 200+ leaders who joined our Hiring With Equity workshop. Watch highlights and get the toolkit: [Link]. Post 2: One change, big impact: structured interviews increased hiring fairness for our partners. Learn how: [Link]. Post 3: Invest in equitable hiring—give today: bridgeworkschi.org/donate. | Share + tag partners

SECTION: SUCCESS METRICS Columns: Metric | Definition | Target | Source/Method | Owner - Registration-to-attendance | Attendees / Registrants | 60% | TEAMS report | Tech Lead - Retention | % present at 1:25 / peak concurrent | 75% | TEAMS analytics | Producer - Engagement rate | % who vote in ≥1 poll or post in chat/Q&A | 50% | Poll + chat exports | Chat Mod - Q&A volume | Unique questions submitted | 25 | Q&A export | Chat Mod - Donor conversion | % attendees donating; total $ | 5% / $15,000 | Donation platform + UTM | Development - Survey response | % attendees completing survey | 30% | Survey tool | Speaker Wrangler - Post-event actions | Pledges + volunteer sign-ups + toolkit downloads + shares | 250 actions | CRM + form fills | Dana/CRM Admin

NOTES ON TBD ITEMS - ICS/calendar link, dial-in number/ID, accessibility contact email, pledge form, volunteer form, toolkit link: TBD. Best practice: generate unique UTM-tagged links; include QR codes on slides and in chat; confirm all links 24 hrs prior; keep forms <8 fields; mobile-friendly.

Blue Horizons Virtual Gala — Event Engagement Strategy and Run-of-Show Coastal Conservation Trust | Saturday, September 20, 2025 | 7:00–8:30 PM ET | Zoom | Audience: Major donors, corporate sponsors, members/advocates, foundation partners | Annual

1) Strategy Overview (450–650 words) - Purpose statement: - Inspire, engage, and mobilize national supporters to fund and advance science-based coastal protection, raising $500,000 while growing long-term advocacy and volunteer momentum. - SMART goals tied to mission outcomes: - Fundraising: Secure $500,000 in live and immediate post-event gifts with at least 20% of attendees making a donation or pledge; leverage an Anonymous Foundation match up to $250,000 during the live program to create urgency and double impact. - Advocacy and volunteer pipeline: Convert 1,500 post-event actions within 7 days (policy petition signatures, volunteer sign-ups, and event shares), with at least 30% of attendees selecting an action. - Donor conversion and retention: Achieve 65% registration-to-attendance and 80% retention through the full program; convert 10% of non-donor attendees to first-time donors and secure 50 new recurring gift commitments. - Format and interactive elements: - Zoom Webinar for scale and stability (1,200 expected), with live spotlighting, CART captions, ASL windows, and simultaneous Spanish/Mandarin interpretation. The program alternates brisk segments (3–7 minutes) to avoid fatigue. Audience engagement layered every 10–15 minutes via polls, chat prompts, quick Q&A bursts, and a high-energy live auction followed by a Fund-the-Mission pledge drive with a real-time tally overlay and countdown cues. A concise 3-minute beneficiary video and two scientists’ live talks ground the appeal in outcomes and urgency. Optional 6-minute networking breakouts or a “chat sprint” provide connection without overextending production. - Accessibility and inclusion commitments: - Professional CART captioning visible to all; on-camera ASL interpretation throughout. - Live Spanish and Mandarin interpretation channels; clear instructions in confirmation emails and at event open on how to select language; translated slides for key CTAs. - Audio-described beneficiary video; high-contrast, large-font slides (24pt+); color choices with WCAG AA contrast. - Visual descriptions from speakers as needed (e.g., describing graphs or photos verbally); transcripts and recording shared to all registrants within 48 hours. - Quiet rooms and camera-off participation normalized; inclusive welcome and land acknowledgment. - Experience design linking to outcomes: - Mission pacing: Open with purpose and orientation; show near-term wins (CEO), deepen with scientist #1, humanize via beneficiary story, then move to action (auction + Fund-the-Mission with match), return to credibility (scientist #2), and invite participation (Q&A, policy and volunteer CTA). Multiple short, clear CTAs—donate now, pledge recurring, sign up to volunteer, and share—are layered with on-screen graphics and chat links. - Production and budget guidance ($50,000–$100,000; team of 12): - Allocate: accessibility (CART/ASL/interpretation), video editing, auction enabling (clerk + slides), Zoom Webinar license and add-ons, graphics package, tech support, and contingency. Use a single “virtual control room” led by Tech Lead with backup slides and dial-in redundancies; schedule two full tech checks (48 and 24 hours). Keep speeches to <2 minutes each where possible; simplify transitions with host handoffs and a speaker wrangler green room. - Risk management: - Escalation protocol: Tech Lead attempts fix (60–90 seconds) → switch to backup plan (slides-only feed and dial-in audio) → Emcee acknowledges and pivots agenda while Tech Lead restores services. Security: Waiting room, limited chat settings, Q&A moderation, speaker authentication, and clear code of conduct.

2) Minute-by-Minute Run-of-Show (90 minutes total) - 0:00–0:03 Pre-show roll - Music up; branded welcome slide with captioning/ASL tiles visible. Lower-third: “Welcome — Select your language in Interpretation.” Countdown clock. Production: Spotlight ASL, confirm CART; Tech check final audio levels. - 0:03–0:06 Welcome and housekeeping (Lila Nguyen) - Cues: Spotlight Lila + ASL; slide: Agenda + access tips. Notes: Mention captions, interpretation, Q&A location, donation link on-screen. - 0:06–0:08 Inclusive welcome and land acknowledgment (Lila) - Cues: Slide with land acknowledgment text; brief inclusive expectations for chat; Code of Conduct reminder. - 0:08–0:12 CEO remarks (live, 3–4 min) - Cues: Spotlight CEO + ASL. Slide: “This Year’s Impact.” Production: 30-sec buffer at close. - 0:12–0:14 Interactive Pulse #1 - Poll 1: “How familiar are you with Coastal Conservation Trust?”; Chat prompt: “Share your city and one word you feel when you think of the coast.” Display quick poll results. - 0:14–0:20 Scientist #1 (live, 5–6 min + 30-sec buffer) - Cues: Slide with map/visual; prompt reactions (emoji). Production: Keep lower-third donation link present but subtle. - 0:20–0:23 Beneficiary Story Video (3 min) - Cues: Roll 3-min video with audio description; on-screen CTA: “Give now to double your impact: coastaltrust.org/gala-give.” - 0:23–0:25 Celebrity Host Segment #1 (TBD, 2 min) - Cues: Short personal story + humor; sets energy for auction. Slide: Auction preview. - 0:25–0:41 Live Auction (16 min; Auctioneer + Clerk) - Lots: 4 items (~3–3.5 min each). Chat open to bids; raise hand option; Clerk confirms winning bid verbally and in chat. - Production: Lot slides; 20-sec countdown stinger each lot; Fundraising tally slide updated between lots. - 0:41–0:44 Interactive Pulse #2 - Poll 2: “Which area should we prioritize in 2026?” Options: Living shorelines, Water quality, Community resilience, Youth science, Policy advocacy. Chat prompt: “Why did you pick it?” Display quick results. - 0:44–0:49 Scientist #2 (live, 4–5 min + 30-sec buffer) - Cues: Slide with data visualization; simple metaphor. Reaction prompt: “Use the clap emoji if you learned something new.” - 0:49–0:55 Fund-the-Mission Pledge Drive (6 min; Lila + Auctioneer cameo) - Cues: On-screen CTA banner: “Give now at https://coastaltrust.org/gala-give — MATCH active up to $250,000.” Tiers read out; live tally updates at 2-min and 5-min marks; 30-sec countdown at end. - 0:55–1:03 Q&A Lightning Round (8 min; moderated) - Cues: Tech enables Q&A module; Chat Moderator feeds 4–5 top questions (45-sec answers); speakers: CEO + both scientists. Production: Safety tools ready (mute/remove if needed). - 1:03–1:09 Optional Connection Segment (6 min) - Option A (Zoom Meetings license): 6-min breakouts (6–8 per room). Prompt slide; 60-sec warning. Option B (Webinar): “Chat sprint” guided by Lila with two prompts and sponsor shout-out. Decision: TBD. - 1:09–1:12 Board Co-Chairs (3 min) - Cues: Two co-chairs, 90 sec each; slide: “2026 Priorities + How You Can Help.” - 1:12–1:14 Celebrity Host Segment #2 (1–2 min) - Cues: Final call to give; reference match; invite to afterparty/social follow. - 1:14–1:17 Donor/Volunteer Acknowledgment (Lila, 3 min) - Cues: Gratitude to major donors/sponsors categories; call-out new recurring donors count; volunteer recognition. - 1:17–1:20 Closing and Next Steps (Lila, 3 min) - Cues: Clear CTAs; preview of post-event email and recording; countdown to afterparty or soft close. - 1:20–1:30 Optional Afterparty/Sponsor Lounges (10 min) - Option A (Meetings): Two lounges (Policy Action, Member Mixer). Option B (Webinar): Stay for ocean reel + chat networking prompts. Decision: TBD. - Technical transitions/buffers included at each segment (30–60 sec). Fundraising CTA moments: 0:20 lower-third; 0:25 auction open; 0:49 pledge drive; 1:12 final call; 1:17 closing CTAs.

3) Platform & Access Details - Registration flow: - Zoom Webinar registration page with custom questions (communication preferences, language needs, accessibility requests). Upon registration, Zoom auto-sends confirmation with unique join link and Add to Calendar (ICS). Include Coastal Conservation Trust branded confirmation from noreply@zoom.us plus a mirrored confirmation from events@coastaltrust.org for safelist clarity. - Confirmation process: - Immediate confirmation + calendar hold link (ICS/Google/Outlook). Reminder emails at 24 hours and 1 hour. Include instructions to select interpretation channel and how to enable captions. - Donation link CTA: - On-screen and in chat: “Give now at https://coastaltrust.org/gala-give — your gift is MATCHED up to $250,000 during the live program.” - Accessibility: - CART captions; ASL interpreters pinned; Spanish and Mandarin interpretation; audio-described videos; transcripts post-event; presenters provide visual descriptions; high-contrast slides. - Dial-in backup: - Backup phone: +1 (TBD) US; Webinar ID: TBD; Passcode: TBD. Instructions: “If you lose audio/video, dial the number above, then enter Webinar ID and Passcode, then your unique Participant ID (if prompted) to sync with your registration.” - Recording policy: - Will record and share. Post-event access: Recording available to all registrants within 48 hours (English, with caption files; translated highlight clips within 5 business days). - Security settings: - Enable waiting room; authenticate registrants; disable attendee screen share; limit chat to “host/panelists” during auction, open moderated chat at designated times; allow attendees to rename to add pronouns; enable Q&A with “allow anonymous questions” off; co-host privileges to production team; remove/limit disruptive users quickly.

4) Team Roles & Responsibilities (12-person team) - On-camera - Emcee/Host: Lila Nguyen, National Events Host — on-camera engagement, timing, transitions, CTAs. - CEO (remarks, Q&A); Scientists (2); Board Co-Chairs (2); Auctioneer (live); Celebrity Host (TBD cameo). - Production and support - Tech Lead (1): Zoom control room; backups; audio routing; spotlighting; interpretation coordination. - Slide Operator/Graphics (1): Deck control; lower-thirds; tally overlay. - Chat Moderator (1): Curate questions; post links; enforce chat rules; bid confirmation relay. - Speaker Wrangler/Green Room (1): Timing; cueing; bios; keeps run-of-show on pace. - Accessibility Producer (1): CART/ASL sync; checks visibility; handles language channel notes. - Fundraising/Tally Lead (1): Tracks gifts/pledges; updates totals; match messaging. - Auction Clerk (1): Confirms bids/winners; coordinates follow-up. - Donor Concierge (1): VIP support via separate hotline/email; escalation for major donors. - Social/Comms (1): Live social snippets; screenshot capture; handles #BlueHorizonsGala posts. - Executive Producer (1): Overall decision-maker; manages escalation protocol. - Escalation protocol: - Step 1: Tech Lead attempts fix within 60–90 seconds. - Step 2: Switch to backup (slides-only feed + dial-in audio); Emcee fills with prepared script. - Step 3: Emcee pivots agenda (e.g., play beneficiary video early) while Tech restores services.

5) Pre-Event Communications - Registration confirmation (subject + 100–150 words) - Subject: You’re in: Blue Horizons Virtual Gala on Sep 20 — Access + Calendar - Body: Thank you for registering for the Blue Horizons Virtual Gala on Saturday, September 20, 2025, 7:00–8:30 PM ET. Join via your unique Zoom link: [Unique Link]. Add to your calendar: [Add to Calendar]. Expect an inspiring program with live science updates, a beneficiary story, a high-energy auction, and opportunities to make a matched gift. Accessibility: CART captions, ASL, and Spanish/Mandarin interpretation will be provided; select your language from the Zoom globe icon. We will record and share the program with all registrants. For best experience, download/update Zoom in advance. Questions or accessibility requests? Contact events@coastaltrust.org. - 24-hour reminder (subject + 75–100 words) - Subject: Tomorrow: Your link to Blue Horizons Virtual Gala - Body: We go live tomorrow at 7:00 PM ET. Join using your unique Zoom link: [Unique Link]. Please test your audio/video and update Zoom beforehand. Have your phone ready for two-factor gifts if your bank requires it. Accessibility will be active on arrival (CART, ASL, Spanish/Mandarin). We have an Anonymous Foundation match up to $250,000 during the live program—your gift goes twice as far. See you soon! - 1-hour reminder (subject + ≤50 words) - Subject: Starting in 1 hour: Blue Horizons Virtual Gala - Body: We start at 7:00 PM ET. Join here: [Unique Link]. Captions, ASL, and interpretation available. Donation link: https://coastaltrust.org/gala-give.

6) Scripts & Talking Points (Lila Nguyen) - Opening (30–45 sec) - “Good evening and welcome to the Blue Horizons Virtual Gala. I’m Lila Nguyen, National Events Host. Tonight, you’ll hear powerful stories from the front lines of coastal protection, meet the scientists driving impact, and have a chance to double your gift thanks to a generous match. Captions and ASL are on; Spanish and Mandarin interpretation are available via the globe icon. Let’s begin.” - Inclusive welcome/land acknowledgment (45–60 sec) - “Wherever you join from, we honor the Indigenous peoples who have stewarded coastal lands and waters since time immemorial. Here in [Host Location, TBD], I acknowledge the [Local Tribal Nation, TBD] and commit to respectful partnership and action. Our community is inclusive—please keep chat civil and welcoming.” - Donor/volunteer acknowledgment (20–30 sec) - “Heartfelt thanks to our sponsors, major donors, and thousands of members and volunteers who make this work possible. Your commitment keeps shorelines living, waters clean, and communities resilient.” - Mission story (60–90 sec) - “Last fall, a storm surge threatened the small town of Bayside. Because of your support, a living shoreline we planted—oyster reefs and native marsh—absorbed wave energy and protected 120 homes. Water quality improved, and local students now monitor the site with our scientists. That is your impact: science in service of people and place.” - Closing (30–45 sec) - “Thank you for being here and for your generosity. Please make your matched gift now at coastaltrust.org/gala-give, sign up to volunteer, and add your voice to our policy action. We will send the recording, resources, and next steps within 48 hours. On behalf of our team, good night—and see you on the coast.”

7) Interactive Elements - Polls (purpose + options) - Poll 1 (at 0:12): Familiarity check to tailor framing. - Options: New to CCT; A little familiar; Longtime supporter; Corporate/foundation partner; Volunteer/member. - Poll 2 (at 0:41): 2026 priority focus to inform program planning. - Options: Living shorelines; Water quality; Community resilience; Youth science; Policy advocacy. - Poll 3 (at 1:12 or 1:17): “Your next step tonight?” - Options: Make/Increase a gift; Become a monthly donor; Volunteer; Sign policy action; Share event highlights. - Chat prompts (post exact text) - “Share your city and one word you feel when you think of the coast.” - “What drew you to support Coastal Conservation Trust?” - “One action you’ll take this week for the coast?” - “Bidder shout-outs welcome! Who are you outbidding and why?” - “Drop a thank-you to our scientists and volunteers.” - Breakout (optional, 5–7 min) - Prompt: “In one minute each, share a coastal place you love and one hope for 2026.” Roles: Timekeeper (first alphabetically). 60-sec warning. Debrief: Post one insight in chat. If Webinar mode: run a 6-minute “chat sprint” instead with the same prompt. - Q&A flow and moderation - Submission via Zoom Q&A; upvote enabled; no links; respectful tone. - Moderator selects diverse topics; 45–60 sec answers; 8–10 minutes total. - Spam/troll handling: Host-only chat for team alerts; immediate mute/remove; limit attendee-to-attendee chat if abuse appears; switch to host-only chat during auction.

8) Fundraising Moment Plan - 90-sec story (Lila or Auctioneer intro) - “Tonight’s gifts expand living shorelines in three vulnerable communities, funding 2 miles of habitat that buffer storms, filter water, and support fisheries. Your gift is doubled—every dollar up to $250,000 matched.” - Specific ask: $500,000 goal; tiers read with impact - $10,000 protects 1 mile of shoreline with monitoring for a season. - $5,000 installs 100 reef modules for wave attenuation. - $1,000 equips a community science team for a year. - $500 funds a week of water-quality sampling. - $250 trains 25 students for coastal fieldwork. - $100 restores 20 square feet of marsh plants. - $50 provides a water-testing kit for a classroom. - On-screen CTA language - “Give now at https://coastaltrust.org/gala-give — LIVE MATCH active up to $250,000. Add a note if making a tribute or recurring gift.” - Plan B soft ask (≤30 sec) - “Short on time? The match is active until midnight ET. Give at coastaltrust.org/gala-give. Every gift moves the tide.”

9) Technical/Production Checklist - Audio - Mic test for all speakers; backup source (phone dial-in with earbuds); strict mute protocols; echo check; room tone check. - Lighting/background - Front-facing light; high contrast; neutral or branded backdrop; camera at eye level; no backlight; quiet space with door sign. - Slides and graphics - Branded deck; 24pt+ fonts; high contrast; minimal text; alt text in posted PDFs. - Accessibility - CART integrated; ASL pinned; interpretation channels tested; audio-described video; slides shared 24 hours prior to interpreters; transcripts generated. - Speaker tech checks (24–48 hours prior) - Full run-through; screen share permissions; backup deck with Tech Lead; test language channels; confirm time limits; rehearse transitions and CTAs. - Screen share permissions - Only Tech Lead/Slide Operator; disable attendee share; backup deck on separate machine. - Backups - Preloaded video files; still slides for each segment; phone tree for speakers; dial-in numbers distributed; secondary internet (hotspot) for key presenters.

10) Follow-Up Plan (within 48 hours) - Segmented emails - Attendees (150–200 words) - Subject: Thank you — Blue Horizons highlights, recording, and next steps - Body: Thank you for joining the Blue Horizons Virtual Gala. Here is the recording [Link] with captions and resources, plus our impact brief and slides. If you have not yet given, the match remains open until [Date/Time]: coastaltrust.org/gala-give. Take the next step: sign our coastal policy action [Link], volunteer with a local project [Link], or become a monthly donor [Link]. Please share highlights on social with #BlueHorizonsGala. We value your feedback—take our 2-minute survey [Link]. With gratitude, Coastal Conservation Trust. - No-shows (100–150 words) - Subject: We missed you — Watch the Blue Horizons recording - Body: We’re sorry we missed you last night. Watch the full program here [Link] with captions and language options. Your gift can still be matched up to $250,000 at coastaltrust.org/gala-give. Explore ways to get involved: volunteer [Link], sign our policy action [Link], or become a monthly donor [Link]. We hope to see you at our next event. - New donors (100–150 words) - Subject: Your gift is protecting our coasts — Thank you - Body: Thank you for your generous gift to Coastal Conservation Trust. You are funding living shorelines, cleaner water, and resilient communities. We will send impact updates and a field report from one of the sites you helped support. Next, consider amplifying your impact: set up a recurring gift [Link], submit a matching gift with your employer [Link], or join a volunteer day [Link]. Your receipt is attached; questions? donors@coastaltrust.org. - Survey (max 5 questions) - Overall, how would you rate the event? (1–5) - Which element was most valuable? (Auction; Scientist insights; Beneficiary story; Q&A; Networking) - Any technical issues? (None; Audio; Video; Captions/ASL; Interpretation; Other [text]) - Which next step will you take? (Donate; Monthly; Volunteer; Policy action; Share; Not sure) - Open-ended: One suggestion for next year? - Next-step CTAs by segment - Major donors/sponsors: Site visit or lab briefing RSVP. - Members/advocates: Volunteer signup; policy pledge. - Foundations: Briefing deck + project pipeline call. - Social recap posts (sample copy) - “Together we protected more coastlines. Watch highlights + give: coastaltrust.org/gala-give #BlueHorizonsGala” - “Storms are stronger—our science is stronger. Recording + actions you can take: [Link] #BlueHorizonsGala” - “Your gift was doubled! Match open until [Time]: coastaltrust.org/gala-give #BlueHorizonsGala”

11) Success Metrics (targets) - Registration-to-attendance conversion: 65% - Retention through full event: 80% - Engagement rate (polls/chat participation): 75% - Q&A participation: 20 audience questions submitted - Donation/pledge conversions: 20% of attendees; $500,000 total during campaign window - Survey response rate: 40% - Post-event actions: 1,500 clicks/sign-ups/shares within 7 days

12) Platform Notes and TBDs - Celebrity Host name: TBD - Land acknowledgment local nation(s): TBD - Dial-in number, Webinar ID, Passcode: TBD - Breakout feasibility (Webinar vs Meetings license) and afterparty format: TBD - Sponsor list tiers and visuals: TBD

Donation link to display and paste throughout: https://coastaltrust.org/gala-give