Transcript November 2, 2013

AWSC Fall Workshop
November 2, 2013
Running a successful Fund Raising Event
Presented by
Tom Hinchliffe
NKM Crooked Trails Snowmobile Club
Fond du Lac Rep
AWSC Fall Workshop November 2, 2013
Running a Successful Fund Raising
Event
1
Key to Success
1) Start planning early
2) Plan the event in detail
3) Follow up on key dates
4) Follow the plan
5) Feedback after holding
event
AWSC Fall Workshop November 2, 2013
Running a Successful Fund Raising
Event
2
Planning Process
If you visualize the job, project or event, you can easily
spit out the Expectations and Objectives to get the job
done.
Visualizing is the process of walking through an entire
event or project, one step at a time, while listing all the
problems, logistics, needs and opportunities for each
step.
Place names next to certain action items if you can.
Add a date or timeframe for when each action item
should be accomplished to ensure success
Your end result should drive the planning process
AWSC Fall Workshop November 2, 2013
Running a Successful Fund Raising
Event
3
Planning Process
Select a planning committee
Meet in a quiet place with minimal distractions to
inspire, motivate and facilitate the visualization
Keep the meeting light hearted and fun
Determine the end result
•To make money
•To provide public Service
Your end result should drive the planning process
AWSC Fall Workshop November 2, 2013
Running a Successful Fund Raising
Event
4
Select key Areas
Pre-Event Chairs
Event Chairs
AWSC Fall Workshop November 2, 2013
Running a Successful Fund Raising
Event
5
Select key Areas
Crooked Trails - Annual Corn Roast
Key Success Areas
AWSC Fall Workshop November 2, 2013
Running a Successful Fund Raising
Event
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Select key Areas
Pre- Event Chairman’s
2010 Corn Roast Committee Chairs
Lead: Tom Hinchliffe
As of 04/30/10
Preparation Chairman’s
Area
Co-Chairman
Advertising
Shirley Immel
Raffles – Ticket distribution and
record keeping.
Mike Weston
Special Raffles –
Dennis Tronca
Prizes on Tickets
Mike Weston
Signs – Large area
Joe Woodworth
Soda Purchase
Mike Bord
Note taker
Tom Hinchliffe
AWSC Fall Workshop November 2, 2013
Running a Successful Fund Raising
Event
Phone
7
Select key Areas
Event Chairman’s
Area
Co-Chairman
Area
Co-Chairman
Beer
Gary Immel
Special Raffles
Dennis Tronca
Corn Pick Up
Al Cissa
Site Set Up and Maint
Tom Hinchliffe
Corn – Serving
Al Cissa
Mike Weston
Raffles – Booze
Teri Swenson
Food - Cooking
Rich Clements
Raffles – Tickets –
Collection and sales at
Corn and Special Raffle
Food – Serving
Joan Fuchs
Music and stereo
Tom Hinchliffe
Less Commo
Raffle Ticket –
Announcing and
recording of winners
Katie
Less Commo
Mike Weston
Cashiering
Kate Cissa
Swap Meet
Bob Kopping
Games – Kids
Shirley Immel
Photos for web site
Tom Hinchliffe
Parking and Garbage
Wayne Swenson
AWSC Fall Workshop November 2, 2013
Running a Successful Fund Raising
Event
8
Select key Areas
Crooked Trails – Annual Radar Run
Key Areas
AWSC Fall Workshop November 2, 2013
Running a Successful Fund Raising
Event
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Select key Areas
2010 Radar Run
Event Committee Chairs
Area
Co-Chairman
Announcing
Less Commo
Food – Cooking
Chopper
Food – Serving
Joan Fuchs
Parking
Joe Woodworth
Booze Basket Raffle
Dennis Tronca
Cashiering
Kate Cissa
Photos for web site
Tom Hinchliffe
Track
Bob Kopping
Registration
Amy Gatzke
Technical Expert
Wayne Swenson
Scoring
Rick Clements
Safety Committee
Track Chair, Technical Expert, President, and Event Lead
AWSC Fall Workshop November 2, 2013
Running a Successful Fund Raising
Event
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Select key Areas
Lake 2 Lake 10K Run
Key Areas
AWSC Fall Workshop November 2, 2013
Running a Successful Fund Raising
Event
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Select Key Event Areas
2010 lake to Lake Committee Chairs
Race Director: Tom Hinchliffe
Pre- Event Chairman’s
Committee
Volunteer Coordination
Track Planning
Runner Planning
Chairman
Phone
Committee
Board
Special Raffle Ticket
Dave
Budget Monitoring
Tom
Financial Records
Jerry
Signs and forms
Jackie
Jerry
Gary
Registration Recording and
Input into PC
Jean
Sponsorships
Fund Raising
Jean
Shirt Ordering & Counts
Goodie Bag & Filling
AWSC
Fall Workshop Note
Taker
November 2, 2013
Phone
Dave
Timing and Scoring
Equipment
Marketing
Chairma
n
Jean
Susan
Board
Concessions
and Runner
Fund Raising
Tom Running a SuccessfulTable
Event
Jean
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Select Key Areas
2010 lake to Lake Committee Chairs
Event Chairman’s
Chair
Chairman
Concessions
Ramona A
Runner Food Table
Donna L.
Raffle Bucket and Special Raffle Table
Susan
Registration Table
Jean
Track and Road Crossing
Dave
Runner Coordination
Jerry
Shirt Distribution Table
Jean
AWSC Fall Workshop November 2, 2013
Chair
Chairma
n
Entertainment and Announcing
Tom
Grounds Set Up
Tom
Volunteer Check in
Phyllis
Timing and Scoring Equipment
Gary
Festival for Families
Jackie
Parking
Jason Q
Bus and line up
Jerry M
Running a Successful Fund Raising
Event
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Planning Process
Selection of Key Result Areas
Congratulations
The Hard Part is Complete
AWSC Fall Workshop November 2, 2013
Running a Successful Fund Raising
Event
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Develop Action Plans
1) Create a master plan
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Notes centralized
Cuts 2nd year planning by 75%
Allows another person to take
over in the future.
Everyone on the committee has
the master plan
Can inter-act with the responsible
person for a task he or she is to
complete.
Can determine who is responsible
for a task.
AWSC Fall Workshop November 2, 2013
Running a Successful Fund Raising
Event
Key Success Point
Not lost in members
personal notes.
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Develop Action Plans
2) Set up key success areas
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Should mirror the chairman
listing.
Will pull like items together for
planning and reports.
Allows sorting and filtering by
activity date or person
AWSC Fall Workshop November 2, 2013
Running a Successful Fund Raising
Event
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Develop Action Plans
3) Determine key success
dates
 Chair
over key areas date
 Follow up date for the event
lead
Ask yourself – How will event
be impacted if the date is missed.
AWSC Fall Workshop November 2, 2013
Running a Successful Fund Raising
Event
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Develop Action Plans
4) Select who will
complete the task
 Who
can you count
on
 Who can best
deliver the result
you are looking for
AWSC Fall Workshop November 2, 2013
Running a Successful Fund Raising
Event
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Develop Action Plans
Summary of Success Generators
1) Create a master plan
2) Set up key success areas
3) Determine key success dates
4) Select who will complete the
task
AWSC Fall Workshop November 2, 2013
Running a Successful Fund Raising
Event
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Develop Action Plans
Area Who
Action Item
Tom
Due
Large Road Sign -B and 67
*
Adv- Road
Large Road Sign -Cascade or at Goofies
auto shop
*
Adv- Road
Large Signs - Do not put up signs without
getting permission
*
Adv- Road
Small Road Sign - Campbellsport - Boar's
nest
*
Adv- Road
Small Road Sign - Eden- Guelig Waist
*
Adv- Road
Joe
July Mtg
Small Sign - General Store Mauthe Lake
*
Adv- Road
Joe
July Mtg
Action Advertiser
[email protected]
AWSC Fall Workshop November 2, 2013
Joe
Completed
July Mtg
Tom
Joe
July Mtg
Joe
July Mtg
Shirley
Advertise
Running a Successful Fund Raising
Event
July Mtg
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Develop Action Plans
Working Example Using Excel
AWSC Fall Workshop November 2, 2013
Running a Successful Fund Raising
Event
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Develop Action Plans
Instructions on how to set filter
1)Place cursor on title line of
excel file
2)Click on Data\Filter\Auto
Filter
To remove filter repeat above steps
AWSC Fall Workshop November 2, 2013
Running a Successful Fund Raising
Event
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Safety Net Planning
Can You Survive Bad Weather?
Area of Concern
a) Live Music
b) Food
c) Beer and soda or
other vendors
d) Expenditure Policy
AWSC Fall Workshop November 2, 2013
Safety Net
a) Under Cover
b) Can you sell to
members or freeze it
c) Know their return
policy
d) Set spending limits or
work off the plan
Running a Successful Fund Raising
Event
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Concluding Tips
Advertising
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Posters
Use your web-site
 Develop delivery plan
Use travel Wisconsin
 Obtain volunteers at
Free press on radio
meetings
stations
 Document your
Link from other web-sites
volunteers
Write an article for local
 Hand out early to
papers
minimize special trips
Face Book
AWSC Fall Workshop November 2, 2013

Running a Successful Fund Raising
Event
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Concluding Tips
Advertising
Working Example of Poster Distribution
Using Excel
AWSC Fall Workshop November 2, 2013
Running a Successful Fund Raising
Event
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Concluding Tips
Volunteer Scheduling
Start sign up a several months before event
* Determine needs by area and time of day
* The right person for the right job
* Accent the chairman of each area
* Allow time for breaks
* Limit turning volunteers away
* Fill in empty spots with non-members
AWSC Fall Workshop November 2, 2013
Running a Successful Fund Raising
Event
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Concluding Tips
Volunteers
Working Example Using Word
AWSC Fall Workshop November 2, 2013
Running a Successful Fund Raising
Event
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Concluding Tips
Volunteers
Incentives
Use 3-part receipts to control cash at each key collection Area
AWSC Fall Workshop November 2, 2013
Running a Successful Fund Raising
Event
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Concluding Tips
Participant Evaluation and Input
Parking
Excellent – Good-Fair-Needs Work
Quality of food
Quality of live music
Volume of the band
Grounds
Raffle item selection
How did you hear about us
__ Web site __ Newspaper __ Posters __ Road Signs __ Word of Mouth
AWSC Fall Workshop November 2, 2013
Running a Successful Fund Raising
Event
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Concluding Tips
Feedback after holding event
Inquire at full club meeting
Brain Storm
Document responses?
What went right?
Celebrate
Where can we improve?
AWSC Fall Workshop November 2, 2013
Running a Successful Fund Raising
Event
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Concluding Tips
Feedback after holding event
Corn Roast Suggestions
2009 for 2010 - 17 items
2010 for 2011 - 15 items
Lake2Lake 10K Run - Suggestions
2009 for 2010 - 60 items
2010 for 2011 - 14 items
AWSC Fall Workshop November 2, 2013
Running a Successful Fund Raising
Event
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AWSC Fall Workshop
Running a successful Fund Raising Event
This PowerPoint presentation will be posted
on the clubs web-site
Go to www.nkmcrookedtrails.com
Click on the links page
Feel free to use it to train your volunteers
AWSC Fall Workshop November 2, 2013
Running a Successful Fund Raising
Event
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AWSC Fall Workshop
Questions
AWSC Fall Workshop November 2, 2013
Running a Successful Fund Raising
Event
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