BBYO | AZA & BBG | International Convention | Summer

Last year, we went big for the first annual Fall Fest. Ready to kick it up a notch for 2018?

BBYO Fall Fest features an array of unique events and exclusive experiences designed to showcase the best of what each community has to offer. Last year's Fall Fest events included VIP movie premieres, interactive private dining, charity rides hosted by the hottest spin studios, behind-the-scenes access to professional sporting events and concerts, and much more. Thousands of teens from hundreds of communities around the world participated in these special events.

Highlights from #BBYOFallFest 2017

Charlotte, NC | Exclusive NBA pregame access with the Charlotte Hornets

Brooklyn, NY | Private concert at Music Hall of Williamsburg featuring Seeb

Fort Lauderdale, FL | Nightclub Foam Party

San Francisco, CA | Color run dance and community festival

Chicago, IL | Ladies yoga with a view on the top floor of the Willis Tower

London, England | Sugar Fest: An exclusive candy making experience

Mequon, WI | Charity ride for breast cancer research foundation

Denver, CO | Exclusive screening of the Justice League

Chicago, IL | Game day out with the Chicago Cubs featuring a special on-screen shout out

Find Events Near You

Watch Fall Fest events pop up all over the world, and while you're at it find one near you. Click the pins in the map below to learn more information about and register for Fall Fest events near you. Don't see an event in your community? Keep scrolling down and learn how to plan one!

Planning

Making the magic of Fall Fest happen takes weeks of planning, strategic thinking, and problem solving. Whether you're new to the Fall Fest planning game or have a year of experience under your belt, everyone could benefit from taking a lot at the steps to planning a high-level WOW experience like Fall Fest below. Who knows—you're best idea may come from asking yourself some of the questions in these steps.

If you're new to Fall Fest, be sure to read over this Fall Fest one-pager, which will guide you through our program models and provide context about the purpose of the initiative.

If you still have questions after reading through the steps, that's totally cool. Feel free to contact your International S'ganim for programming support or International Morim for recruitment support. Don't worry, we've got your back.

Step 0: Learn

Before you dive into the planning process, be sure to learn what's important to the success of your event. Review the goals and parameters of the initiative you're working toward, and understand key opportunities for innovation to elevate your experience from good to WOW.

Understand Event Goals, Parameters, and Opportunities

  • What is the purpose of this initiative?

  • How can you maximize creativity and innovation in working toward stated goals?

  • How can this effort be layered into your programming calendar to enhance your funnels?

Review Objectives and Define Success

  • What does success look like for this experience (including metrics tied to program engagement, quality, innovation/risk, etc.)?

  • How will achieve that success?

Step 1: Ideate

Once you clearly understand the task at hand, IDEATE together with teen and staff leadership to build a unique experience that will best serve your community's needs within the context of the initiative. Do a community mapping exercise, clarify key responsibilities, and establish ambitious (and attainable!) goals.

Map Your Assets

  • What are the unique opportunities (and challenges) afforded by your community - including people, places, experiences, etc. - and how can you take full advantage of them to elevate your event?

Define Leadership Roles

  • What responsibilities are key to the success of this experience, and how will you divide the work (among specific teens and staff) to define expectations and share the load, while also leveraging individual skills?

Set SMART Goals

  • What specific, measurable, achievable, relevant, and time-bound goals will enable you achieve your stated objectives to maximize success?

Step 2: Strategize

With a clear vision to guide you, take time to STRATEGIZE everything you'll need to enable success. Solidify basic logistics, design your program budget, seek out partnerships, outline a clear marketing strategy and swag, designs, all while further elevating your program plan to produce a truly 'high res' experience.

Confirm the Basics

  • What are the key Who, What, When, Where and Why components of your event?

  • What program plan will you use to drive progress toward your desired outcomes?

Elevate Your Outline

  • How will you push your event concept beyond the status quo to build an experience that is as inclusive as possible and that will defy all expectations?

Create a Budget

  • How can you get creative to maximize your experience while minimizing dollars required?

  • Where might you apply for additional funding to go above and beyond for your program?

Identify and Engage Target Partners

  • Considering the nature of your event, what local/national organizations can you engage as community, program, and/or brand partners?

  • How can you leverage parents, alumni, and other stakeholders to help?

Develop an Action Plan

  • What steps are required to turn your program idea into a reality?

  • What tasks and support are needed to make that happen, and along what timeline?

Define Your Marketing and Social Media Strategies

  • How will you leverage your network using all available communication channels to promote your event far and wide?

  • Who will own each touchpoint, and along what timeline?

Determine Pre/During/Post Swag Offerings

  • What relevant, sophisticated, and desirable swag will you offer before/during/after your event to surprise and delight your guests?

  • Where are there opportunities to bulk order items to keep costs low?

Step 3: Hustle

Good things come to those who HUSTLE. Use branded templates and an all-in approach to promote your event early and often. Create smart online systems to stramline registration. Dig deeper to recruit more teens across all social circles, and make sure the press (and the Order!) hear about what you have planned.

Prep Marketing Materials

  • How can you leverage (and customize) available promotional items to build major buzz about your event through a variety of digital, print, and live sharing platforms?

Launch Online Registration

  • How will you use BBYO's online registration portal to promote your event and encourage pre-registration for planning purposes?

  • What other fun information could you collect to inform surprise-and-delight opportunities?

Deploy Your Marketing and Social Media Plan

  • How can you activate your recruitment plan in a way that builds real FOMO among your target audience, and what exciting incentives can you offer to encourage hustling toward pre-registration?

Engage the Press

  • How can you pitch the community impact of your event (to elevate BBYO's brand) in a way that will attract local/national media to take note and either attend or cover the experience?

Celebrate Internally

  • What information can you share about your event to help BBYO build a strong global narrative touting the reach and impact of our Movement's most influential programs?

Step 4: Execute

As you gear up for the big day, get ready to EXECUTE. Send out final reminders, walk through the event with your steering committee, prep supplies and swag for distribution, and BBYO-ify your venue. Steward prospects (and members) with intention, and surprise and delight your guests to leave a lasting impression.

Confirm Final Logistics

  • What unanswered questions remain, and how will you address them?

  • How can you use final pre-event reminders and confirmation messages to enhance overall buzz throughout your network?

Prepare the Leadership Team

  • What program moments should be scripted in advance (versus free form), and how should leadership team members plan to handle any issues as they arise?

Transform Your Space

  • How can you use branding and signage, as well as lighting, A/V, risers or other fun seating options, reserved VIP areas, and other venue elements to bring your space to life and enhance its fullness?

Steward Guests from Start to Finish

  • What expectations can you set and systems can you put in place to easily identify prospects (and under-active members) to ensure that all new attendees are well taken care of from the time they arrive to when they leave?

Leave a Lasting Impression

  • What fun surprises, snacks, and/or other program enhancements can you offer to ensure all attendees leave eager for more BBYO?

  • How will you share upcoming event information so everyone knows what's next?

Step 5: Retain

Take advantage of the shared energy and momentum from your event while it's fresh to make sure attendees keep coming back for more. Coordinate an individualized follow-up plan to gather input to inform future programs, say a heartfelt thanks to all involved, and close out the MRIHA model by making the Ask!

Collect Feedback

  • How can you use technology and/or individualized outreach to gather input from prospects and other attendees to help improve your community's WOW programs in the future?

Say Thank You

  • How can you customize available branded templates to personalize your follow-up outreach to all key guest segments (prospects, members, parents, partners, stakeholders, etc.)?

Make the Ask

  • How can you coordinate targeted 'Ask' outreach to invite all prospect attendees to join BBYO in a timely and effective manner?

Branding

Bring your Fall Fest event together through our suite of branding resources. Each item will give you specific instructions on how to deploy the tool in your marketing and social media strategy.

Pre-Event Marketing

You know an event is going to be successful when you see it everywhere. Utilize these tools and templates to get the word out about your event.

Share Square

Blast this image on all of your social media channels and be sure your friends share it on their personal accounts. Add your event information in the caption of the image.

Download

Profile Picture

Let your friends know where you'll be this Fall with this awesome profile picture frame.

Update Yours

Customizable Flyer (w/o Partners)

Share the details about your event with this customizable flyer template. There are different flyer versions available based on what type of Fall Fest event you are running. Hang these flyers at all of your local hang out spots.
Size: 8.5'x11''

Download

Customizable Flyer (w/ Partners)

Share the details about your event with this customizable flyer template. There are different flyer versions available based on what type of Fall Fest event you are running. Hang these flyers at all of your local hang out spots.
Size: 8.5'x11''

Download

Poster

Hang the official Fall Fest poster all over your city to create buzz and excitement. This poster is also available in a customizable version to add your basic event details.

Download

Letterhead

Utilize this letterhead when making formal asks to community partners or guests to join your event. If you're an overachiever, you can put all of your official Fall Fest program outlines in this document.

Download

Customizable Promotion Slips

Customize, cut them up, and hand them out to all of your friends at school, practice, clubs, and more to make sure everyone knows they're invited to the coolest event in your community.

Download

Cover Photo

Whether you're hosting a charity ride, mega-concert, or private movie screening make your Facebook event and personal social media profile look sharp with this event cover photo.

Download

Header and Footer

When sending your targeting email blasts to your friends, parents, prospects, and community members pop-in these headers and footers.

Download

Customizable Postcard Invite

Everyone loves getting something in the mail that feels personal. Reach out to your community with this customizable postcard.

Download

Watermark

Drop this watermark on your photos to promote your event on social media!

Download

Event Environment Enhancements

Never let any of your attendees look anywhere without remembering they are at Fall Fest. Be sure to order these items at least two weeks before your event to avoid any rush fees.

Welcome Board

Place this board outside of your event entrance so everyone knows they're in the right place.

Instructions: Order from Vistaprint (or any local print shop) a 22”x28” full-color
foam core board.
Ballpark price: $40

Download

Vinyl Banner

Place this banner at the heart of your event. Be sure it's visible for any special photo moments.

Suggested vendor: Echod Graphics
Instructions: Select vinyl banners > 13 oz. vinyl banner > 4’Hx8’W. Depending on your space add grommets or pockets for hanging. Grommets are recommended every two feet and work with command hooks. Pockets are great if you already have a banner stand. Upload artwork after you order and be sure to get a proof.
Ballpark price: $50

Download

Step and Repeat

Order a step and repeat to make everyone feel like a VIP. Bring additional props and throw a red carpet in front of the step and repeat to really go big.

Suggested vendor: Echod Graphics
Instructions: Select vinyl banners > 13 oz. vinyl banner > 8’Hx10’W > 0 grommets, Pockets on top and bottom only (no hems). Upload artwork after you order and be sure to get a proof. Buy a stand for your step and repeat here.
Ballpark price: $100

Download

Snapchat Geofilter

When everyone is posting with this filter, the FOMO will be real.

Instructions: Submit on Snapchat at least 24 hours before your event.
Ballpark price: $5

Download

Poster

Plaster every wall of your event with this poster. If a step and repeat is not in your budget, print out a few dozen of these posters to make a photo wall.

Instructions: Order from Vistaprint (or similar
printing company) a 11’’x17” full-color print
on card stock paper or print at local office.
Ballpark price: $1/print

Download

Backup Sign-In Sheet

We recommend that your event sign-in be online through a form, but we know things happen. Maybe your venue doesn't have WiFi or the sign-in link isn't working. Whatever the case may be, print out a few dozen copies of this sign-in form to ensure you capture the information of everyone at your event.

Download

Swag and Merchandise

Order some special items for your Fall Fest event—you're attendees will love it. Be sure to order these items at least two weeks before your event to avoid any rush fees. Any of these designs can be repurposed to be printed on other promotional items. Get creative! We can't wait to see what you produce. We have more designs coming your way. Check back soon for more!

Tank Top

Suggested vendor: Rush Order Tees
Instructions: Call 800-620-1233 or submit design here. Feel free to select different tank tops or imprint colors. Recommended to print on dark shirt.
Ballpark price: $7/item

Download

Water Bottle (Design 1)

Suggested vendor: 4imprint
Instructions: Select a waterbottle you like with a tall imprint area and upload the artwork to the site. Feel free to select different water bottle or imprint colors.

Download

Water Bottle (Design 2)

Suggested Vendor: 4imprint
Instructions: Select a waterbottle you like with a tall imprint area and upload the artwork to the site. Feel free to select different water bottle or imprint colors.

Download

Apron

Suggested Vendor: Rush Order Tees
Instructions: Call 800-620-1233 or submit design here. Feel free to select different apron or imprint colors. Recommended to print on dark shirt.
Ballpark price: $10/item

Download

Sweatbands

Suggested Vendor: Custom On It (Head); Custom On It (Wrist)
Instructions: Select your colors and quantities. Go all black or use red and blue for AZA and BBG colors. Upload logo or emblem.
Ballpark price: $4/item

Download

Rally Towel

Suggested Vendor: US Imprints
Instructions: Order the 17" x 15" towel and upload the artwork. Feel free to select different towel or imprint colors.
Ballpark price: $2/towel

Download

Hats

Suggested Vendor: Rush Order Tees
Instructions: Email mike@rushordertees.com asking for AZA and BBG hats with quantity, shipping address, and shipping timeline.
Ballpark price: $11/item

Fanny Packs

Suggested Vendor: With Logos
Instructions: Select your colors and quantities and upload the BBYO logo.
Ballpark price: $3/item

Download

Table Runner

Suggested Vendor: Totally Promotional
Instructions: Select one of the 'best sellers' and find a size that works for your budget. Upload the AZA and BBG seal or BBYO logo for the front.
Ballpark price: $30/item

Download

Shirt (Option #1)

Suggested Vendor: Rush Order Tees
Instructions: Call 800.620.1233 or upload artwork here, we recommend printing on a black Next Level brand t-shirt, but this design can be repurposed for any article of clothing (sweatshirt, long sleeve, etc.)
Ballpark price: $10/item

Download

Shirt (Option #2)

Suggested Vendor: Rush Order Tees
Instructions:
Call 800.620.1233 or upload artwork here, we recommend printing on a black Next Level brand t-shirt, but this design can be repurposed for any article of clothing (sweatshirt, long sleeve, etc.)
Ballpark price:
$10/item

Download

Shirt (Option #3)

Suggested Vendor: Rush Order Tees
Instructions:
Call 800.620.1233 or upload artwork here, we recommend printing on a black Next Level brand t-shirt, but this design can be repurposed for any article of clothing (sweatshirt, long sleeve, etc.)
Ballpark price:
$10/item

Download

LED Foam Sticks

Suggested Vendor: Extreme Glow
Instructions: Upload the BBYO logo, select your colors, and make your party look incredible. If it's not within your budget to brand the foam sticks, order a blank set for your event here.
Ballpark price: $2/item

Download

Wristbands

Suggested Vendor: 24 Hour Wristbands
Instructions:  Upload one of our designs, select “full imprint colors” and “upload my artwork.” We recommend requesting a proof to ensure it prints correctly.
Ballpark price: $1/item

Download

Red Carpet

Suggested Vendor: Amazon
Instruction: Order the red carpet in the link below. If this item is out of stock, search 'red carpet' on Amazon for more options.
Ballpark price: $14

Order

Light Up LED Bracelets

Suggested Vendor: Everything Branded
Instructions: Select bracelet colors, request a quote, upload the BBYO menorah, and make sure it looks good on your proof. A white and black menorah are available in the art files.
Ballpark price: $2/item

Download

Sunglasses

Suggested Vendor: With Logos
Instructions: Select sunglasses colors, request a quote, upload the BBYO menorah, and make sure it looks good on your proof. A full-color and black menorah are available in the art files.
Ballpark price: $2/item

Download

Program Resources

About Fall Fest (One Sheet)

Learn the basics of Fall Fest and how you can start planning an event to 'WOW' your community.

Download

Jewish Enrichment Guide

There are many ways to enhance the Jewish experience at your upcoming Fall Fest events. Explore this guide for tips and tricks to amplify and enhance the meaning of your content.

Download

Program Framing Script

Fall Fest makes us feel like a Movement because it's happening in hundreds of cities around the world. Use this script to open and close your events, so participants feel a part of something bigger.

Download

Post-Event Follow-Up

Thank the people who made your event happen and invite everyone to come back for your next community event!

Thank You Notes

Don't forget to thank all of the people, partners and planners who helped make your event possible. A handwritten note means the world.

Instructions: Order from FedEx (or similar
printing company) a 6’’x8” full-color print
on card stock paper.
Ballpark price: $2/print

Download

See You Next Time Cards

Hand these out at the end of your event to invite your friends to the next big thing (hint: Global Shabbat). These are customizable for you to share information about your next event.

Instructions: Order from Vistaprint (or similar
printing company) a 3.5"x2" full-color business card.
Ballpark price: $10

Download

#BBYOFallFest

Share all of your Fall Fest posts with the hashtag #BBYOFallFest to showcase all of the incredible events happening around the world. Maybe if you're lucky you'll get a shout out from @BBYOInsider.