Special Events Case Study

2004 LifeBridge Health Gala

THE GOAL

Every two years, LifeBridge Health plans a fundraising gala in support of the institution's pediatric programs and services. Weinberg Harris & Associates was hired to oversee event planning and logistics, collateral development and sponsor recognition for the event, which raises more than one million dollars each gala.

The 2004 "The Magic of Life" Gala hosted more than 1400 guests at the Joseph Meyerhoff Symphony Hall and featured a performance by Motown recording artist Michael McDonald.

THE APPROACH

Weinberg Harris & Associates assumed several roles during the 18 months of planning for the 2004 gala:

  • Served on the Steering Committee and worked with co-chairs and LifeBridge Health Development Department in the selection and management of vendors, venue, and entertainment for 1400 guests at the Joseph Meyerhoff Symphony Hall.
  • Served as liaison with show producers and artist's management regarding artist travel, logistics and venue requirements.
  • Drafted copy and coordinated design and production of program book, invitation and advertising efforts.
  • Served as on-site event manager, coordinating event set-up, décor, catering, florist, volunteers, sound, guest gifts, programs and A/V needs.

THE RESULTS

For the fourth time in as many years, the gala broke the previous record setting amount for dollars raised. The 2004 "The Magic of Life" Gala raised more than 1.5 million dollars for the pediatric programs and services of LifeBridge Health, $500,000 more than in 2002.


2002 JCC MACCABI GAMES

THE GOAL

Each year, thousands of Jewish teen athletes from throughout the world compete in the Jewish Community Center (JCC) Maccabi Games. In 2002, Baltimore hosted the JCC Maccabi Games for the first time since 1992. Weinberg Harris & Associates provided special events management and media relations for the team of volunteers who planned and hosted the Games. The 2002 JCC Maccabi Games in Baltimore hosted more than 1,800 athletes from 30 countries, rallied the support of 2,000 volunteers, and secured 750 host families for the one-week of competition in
13 sports.

THE APPROACH

Weinberg Harris & Associates assumed several roles during the 18 months of planning for the 2002 JCC Maccabi Games:

  • Served on the Steering Committee and worked within committees to plan fundraising events, recognition events, and the coveted Opening Ceremonies at the Baltimore Arena. In this capacity, the agency led planning efforts, secured speakers and sponsors, coordinated logistics, developed collateral materials, managed support and volunteer staff, and utilized media relations for pre and post-event coverage in targeted media outlets.
  • Developed press materials for special events and the Games including press kits, media briefings, and media orientations.
  • Provided on-site pressroom coverage and managed the requests of media for athletic competition data, schedules, athlete profiles and features.

THE RESULTS

A total of 4,163,365 gross impressions with an advertising equivalency of $100,000 were achieved during the project. Local and national coverage for the Games was obtained including CBS Sports and the Associated Press.

Discovery Young Scientist Challenge

THE GOAL

Generate national interest in a new national science competition for middle-school students

  • Discovery Young Scientist Challenge (DYSC)
  • launched by Discovery Communications, Inc. (DCI) and Science Service. Through the contest
  • previously open only to high school students
  • this highly respected non-profit aimed to promote participation in science for 5th
  • 8th graders across the U.S. WHA was hired to publicize the semifinalist and finalist announcements of the competition.

THE APPROACH

  • Through a comprehensive media relations effort, increase branded coverage of the contest with strategic messages to targeted audiences focusing on DCI’s commitment to science education for America’s youth.
  • Using comprehensive press materials – kits, bios, fact sheets, etc. – obtain significant media coverage for the DYSC in the national, regional and local press.
  • Increase applications to the DYSC program through a comprehensive grassroots public relations campaign.

THE RESULTS

  • Generous local and national press coverage for the first-ever Discovery Young Scientist Challenge included ABC News, CBS News Radio, The Associated Press, “Time for Kids,” The Washington Post and the Philadelphia Inquirer.
  • Press materials “opened doors” to local and national media outlets and appealed to varied target audiences, including trade, consumer, education, science and feature reporters.

OpSail Baltimore 2000

THE GOAL
In 1998, Sail Baltimore, the Mayor's Commission on Visiting Ships, identified the need for a public relations firm to assist in the international press relations efforts for their largest endeavor ever---OpSail Baltimore 2000, one of the eight cities to host tall ships from around the world. In addition to press conferences and media relations, Sail Baltimore contracted Weinberg Harris & Associates to maintain the energy of the event from the announcement 18-months prior to the arrival of the ships and maximize opportunities for sponsors and the operations partners.

THE APPROACH

  • Develop and produce three press conferences for OpSail Baltimore 2000: the official event announcement; the On-Water/On-Land Command Team who would facilitate the event; and the official Welcome Ceremony.
  • Create and execute publicity generating events/opportunities for sponsors.
  • Meet regularly with members of the Board of Directors, staff members and citywide infrastructure partners to outline public relations needs for information from attending ships, web links, photographs/slides and activities of each sub-committee.
  • Oversee the development of sponsorship packages, media relations, scripting all speaking points for board members and dignitaries, coordinate and develop announcement/command/welcome activities.

THE RESULTS

  • Baltimore and its citizens opened its arms to more than 1.5 million people from 35 countries. In addition to the overall $65 million in direct spending cited by the Baltimore Area Convention and Visitors Association (BACVA), more than 300 members of the media, both nationally and internationally, featured the story of the event and Baltimore on broadcast news outlets as well as newspapers.
  • OpSail Baltimore 2000's media coverage included 368 total clips and 30,016 column inches. Radio and television coverage equaled 11.5 hours, or 677 minutes, of total air time dedicated to covering the event.
  • Officials from several embassies representing the various countries that participated in OpSail 2000 responded that Baltimore was the best port of call among the eight official OpSail ports (San Juan, Miami, Norfolk, Philadelphia, New York, New London and Portland). The German embassy reported that its ship, Gorch Fock, experienced its largest number of visitors – 50,000 – while in Baltimore. The crew from Chile’s Esmeralda was impressed that Baltimore’s event extended beyond the Inner Harbor and reached into the neighborhoods of Canton and Fell’s Point.
  • Lee’s Ice Cream in Harborplace experienced a 124% increase in sales over the same period last year. Phillips Harborplace Restaurant recorded its two largest total sales days in the restaurant’s 20-year history at Harborplace. The Fort McHenry National Monument and Historic Shrine drew its largest crowd since the 1976 Bicentennial Tall Ship Celebration.