Event Hosting 101

Host an Event

Dayton Design Week and Dayton Fashion Week are a first of its kind community event for the area and our Hosts are important to its success! Organizations, businesses, producers and designers are invited to join us in coming together to host events promoting and showcasing the multifaceted and interconnected forms of design. Each event will give people the chance to meet local designers, learn from each other, and promote collaboration to drive the Miami Valley forward.


The week consists of one giant collaborative effort to hold a variety of events from exhibitions, installations, product launches, talks, and tours. The goal is to have these events held at a diverse range of venues including trade fairs, galleries, museums, shops, showrooms, studios, markets, restaurants, pop-up venues and warehouses to feature a diverse set of voices and perspectives across all design disciplines. 


Whether you’re a designer, an industry supporter or simply  interested in helping to increase your brands visibility  via  our printed guide, website, newsletters, social media, PR and team support we welcome everyone to apply to host an event!


Hosting Options Include:


Please see additional details regarding hosting options and application details below. Non-Profits participate for free, please complete the Non-Profit Organization application.  If you are struggling financially and would still like to participate, please complete the Hardship Application.


Need a little inspiration for hosting an event?  Check out some of the events produced by our parent company (DE-FI) in #TheFashionExperience! They have produced and hosted various styles of events that range from intimate  experiences of (10) guest to large full scale production experiences of (500) guest, and everything in between.

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Not Finding the Information that you need? Follow this link to see more FAQs

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Understanding the Process

First Steps

We fully understand that this is a lot of information to absorb and we want to ensure that we are as open, honest, and transparent about this process as we can be.  Beginning in May, we will begin to host monthly meetups that are free and open to the public for individuals considering hosting an event. We also have scheduled (3) meetings for confirmed host, partners, and sponsors to ensure that we are all on the same page, solicit feedback, and make adjustments where necessary to ensure that  Dayton Design Week a events runs seamlessly.


 Our host registration process follows several key steps: 

  1. We review your registration and contact you with any questions we may have
  2. We supply both an individual event page on our site and your custom Eventbrite event for your review.Once both the page and Event are approved by you, we schedule your event to go live
  3. We release all new events on a  weekly cycle 
  4. Once your event is live, we suggest reviewing tips and requirements for your event, detailed below.
  5. To both amplify promotions and give visitors equal opportunity to purchase tickets. We will provide release dates and times to each host.

  

Every event is unique. To help visitors navigate and identify official DDW  events, we’ve laid out a couple core requirements:


Marketing & Navigation: our team has created templates that may be used for navigational signage, presentations or printed collateral to help brand your event as part of DDW. Resources are available for download under Promoting your Event.


Promotion: With so many activities available, we ask that hosts promote their event and DDW  broadly on any active social channels. Account info and tags are listed below. 


Resources: Each event is organized, funded and staffed by hosts. We suggest hosts have employees or volunteers available for monitoring attendance (via ticketing), general documentation (photography) and fielding any questions pertinent to your event.  We also require hosts to provide follow-up info on attendance and general feedback through a simple form available after DDW.


Welcome to the Family: We ask hosts to welcome guests from both around the Miami Valley area and across the country as we foster new conversations and celebrate the work and impact of great design.

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Hosting Option Details

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 We have four different ways for you to host an event and to create your own original programming!  

Pop-Up Shop

This is a great way connect your product directly to your customers! You determine the location of the event which can be a coffee shop, public space or co-working venue — be creative!

EARLY BIRD FEE TO APPLY $50

Apply Now

Coffee with a Designer

This is a great way to ease into the process of hosting an event, and morning and early afternoons are underutilized during the week. You determine the location of the meetup which can be a coffee shop, public space or co-working venue — be creative! This is also the most intimate format as it can include one-on-one meetups or small groups. We recommend capping participants at 12-15.

EARLY BIRD FEE TO APPLY: $99

Apply Now

Studio Crawl

The organized Studio Crawl will be a fan favorite!  Studio Crawls are a fundraiser for (DE-FI), we are asking for 20% of all sales. We plan the Studio Crawl based on the locations of the majority of participating studios. Studios located in the same area will be assigned the same date. Participating studios are selected by (DE-FI) advisors based on what they think will make the best experience for attendees.

EARLY BIRD FEE TO APPLY: $199 

Apply Now

Produce Your Own Event

Hosting an event is an opportunity for you to create your own original programming which can include, but is not limited to, a runway experiences a workshop, panel discussion, or a speaker. Well-attended events tend to engage a topic that provides valuable takeaways or includes well-known speakers.

EARLY BIRD FEE TO APPLY: $299 

Apply Now

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Application Details and Other Requirements

Tickets*

 

Our parent company the Dayton Emerging Fashion Incubator (DE-FI) LLC will be handling event ticketing this year through Eventbrite. Each host will be assigned their own Eventbrite access page through our account and a representative from your company will be given complete access to attendee information. Hosts will receive 100% of ticket sales (less any Eventbrite fees). 


You will have the opportunity to fill in your encrypted bank account deposit information directly through Eventbrite. Any host that does not complete the bank account information by the time ticket sales begin will instead receive reimbursement in the form of a check via the Dayton Emerging Fashion Incubator (DE-FI) within 30 days following the completion of your event. Once ticket sales begin, you will not be able to submit direct deposit information. Note: Attendee information is not shared with studio crawl hosts, you can collect attendee information at the door of your studio crawl.


Note: Events with free admission usually suffer from low attendance. Consider charging $10 to hold registrants accountable. Don't need the cash? Donate to the Dayton Emerging Fashion Incubator (DE-FI) LLC  to help us keep this going and receive sponsor benefits.


Please note Studio Crawls are formatted as an open house and attendees will be coming and going during the designated times. Attendee register for the entire night, so lists will not be shared. If you'd like a list of who visited your studio, please collect information at the door


Need Help Finding a Venue to Host your event*

Our team is on it! We are happy to help you find a venue to host your event, however, you are responsible for handling all of the details  related to securing the venue.


Production Cost*

By submitting an event application and Hosting an event, you agreeing to cover the cost of your own event. 


Liability*  

By submitting an event application and Hosting an event, you are agreeing to carry your own event, liability and property insurance of $1,000,000. You agree to follow all city, state and federal laws including having all necessary event permits or licenses. In the event alcohol is served at the event, You understand that you are responsible for attendees and will check IDs at the door and not serve to minors. You agree to not hold the Dayton Emerging Fashion Incubator (DE-FI) LLC and its subsidiaries including but not limited to Dayton Design Week and Dayton Fashion Week or our sponsors liable for any and all claims. 

 

Photography / Filming*  

By submitting an event application and Hosting an event, you agree that the Dayton Emerging Fashion Incubator (DE-FI) LLC, Dayton Design Week, and Dayton Fashion Week may film or photograph during this event for the purpose of marketing and promotion of future events produced by (DE-FI),  Dayton Design Week and Dayton Fashion Week


Changes After Submission*

By submitting an event application and Hosting an event, You understand that all of the information on your application will be used for the online event listings and changes after submission may incur an additional $50 fee 


  • Applications are open for submission until February 1st, 2020
  • Early Bird discounted application fees end  December 31st, 2019, all fees increase by $100 after the Early Bird deadline
  • If you are approved, we will alert you on a rolling basis within three weeks
  • Preferred dates and time are awarded to applicants in order of their registration
  • By submitting this application,you  understand that I will be added to the Dayton Emerging Fashion Incubator (DE-FI) LLC’s mailing list and can unsubscribe at any time. 
  • Are you registering more than one event? Application fee discounts are offered for more than one event.  Please contact us before filling out an application      info@daytonemergingfashionincubator.com
  • Non-Profits register for free, all fees are waived. Please use the Non-Profit Event Registration Form 
  • Are you Sponsoring? Your fee is waived! Please see our sponsorship packet and contact us at info@daytonemergingfashionincubator.com to secure your sponsorship. 
  • Need help? Contact us at info@daytonemergingfashionincubator.com

*The editing fee is triggered when an applicant makes a significant change to their event such as the event title or event description after it has been accepted. Changes to speakers or panelists will not incur the fee.

Become A Sponsor

Are you ready to partner with us and join us in the movement to push Dayton Design Forward?  Check out our sponsorship package that is designed to fit all budgets from the small startups to the established businesses! In-kind sponsorship is also available too!

Sponsorship Opportunities