Event Excellence is a TPF endeavor to provide TPF staff and consultants with the knowledge and resources needed to ensure TPF excellence in planning and executing each TPF event.

TPFers are encouraged to amplify TPF Event Excellence by utilizing the following in their TPF initiative work:

• Event Excellence Planning Guide:
  Newly created document for TPF event planning hosting space for brief event framework, master timeline, and items to consider. Guide also includes a material list template, a dedicated location to link Run-of-Show, and many TPF excellence practices.
  
  
• Event Venue Best Practices:
  A list of best practices for identifying an event venue, with sample questions to ask during the vetting process.
  
  
• Framework:
  An evolving document outlining the big picture and why behind a project/program. It should be created first, or following a scope of work, and sent to everyone involved once approved by Debra Jacobs. If edits are made, resend them to everyone involved following approval from Debra Jacobs. Please note, this template is not necessary for events as the Event Excellence Guide with Brief Framework should be utilized instead. See an example here.
  
  
• Scope of Work:
  An initial planning document that precedes a framework when there is insufficient information to develop a framework. The scope of work outlines early concepts, considerations, gaps, and vision for a project with the intention that this will be shared with Debra for approval to be developed into a framework. See an example here.
  
  
• TPF Toolkit:
  Document holding an extensive look at how each of us can support TPF’s philanthropic work with excellence in how we strategize, plan, and execute events. In this toolkit, you’ll find various narratives, templates, and videos on event types, TPF documents for strategy and planning, and points of contact.
  
  
• Run-of-Show (ROS): ROS is a document outlining the day-of time, people, and happenings of an event or meeting (both in-person and virtual) from beginning to end. This is utilized for day-of-event details. See an example here.
  
  
• TPF Event List:
  A master list of all TPF-hosted events and the when/where/who is responsible. It provides a brief overview to avoid overlapping events when planning.
  
  
• Budget:
  An estimation of the costs an event will incur based on planning.

Event Excellence materials are available to TPFers only as we focus our efforts on strengthening the event excellence of TPF-hosted events.

Events bring out the power of convening, sharing, and collaborating while exploring how community voice can structure next steps and strategy to ensure intentionality with each new or recurring item. While TPF looks for ways to listen, learn, and evolve in each initiative, this may take the form of a Thrive and Dine, Knowledge Sharing Session, or Listening Tour. There are, of course, other events by initiative where TPF works diligently to ensure they are done with excellence. The list below elaborates on a few that have unique set-ups and structures.

• Thrive and Dine: In-person convenings with all cohorts that have taken part in the same TPF initiative endeavor. The timing of this event always takes place following programming or consulting, making it a meaningful gathering where all organizations have encountered success and challenges. Video example here.

• Knowledge Sharing Session (KSS): KSS gathers one cohort of individuals and organizations currently involved in an initiative to learn what is working, share what they have learned, and hear what opportunities there are to grow going forward. Video example of a KSS here.

• Listening Tour: A series of Zoom and/or in-person meetings to learn about a topic associated with a program or initiative. The objective is to encourage the sharing of positives and what needs improvement to ensure excellence and purpose at the next step of implementation. Listening Tour Run of Show example here.

• Community Conversations: In-person meetings that include a set of predetermined questions for a group of individuals connected in some way to identify shared aspirations and grow trust. While TPF does not own the language, TPF’s Aspirations to Actions (A2A initiative) also uses community conversations to learn a great deal about community aspirations. Example of a Community Conversation here.

• Webversation or Labinar: Educational Zoom meetings, which vary by level of engagement. While both include education pieces, Webversations focus on higher engagement levels from participants, including polls and breakout rooms, whereas Labinars take on a more presentation structure. Example of a Labinar here. Example of Webversation here.
  
  
• Celebration Events: Events range in size, format, and initiative. Examples include Suncoast Remake Learning Days Breakfast, Rich Harwood presentations, Patriot Plaza Guide Appreciation Breakfast, and Book Circle gatherings. Virtual example here.

See the toolkit here for more details.

For more information, contact Kiarra Louis, Leadership Support Manager, at klouis@thepattersonfoundation.org