Running a Successful Fund Raising Event1 AWSC Fall Workshop - November 2, 2013 AWSC Fall Workshop November 2, 2013 Running a successful Fund Raising Event.
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Running a Successful Fund Raising Event
1AWSC Fall Workshop - 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
Running a Successful Fund Raising Event
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Key to Success1) Start planning early
2) Plan the event in detail
3) Follow up on key dates
4) Follow the plan
5) Feedback after holding event
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Planning Process
Your end result should drive the 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
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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
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Select key Areas
Pre-Event Chairs
Event Chairs
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Select key AreasCrooked Trails - Annual Corn Roast
Key Success Areas
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Select key Areas
2010 Corn Roast Committee ChairsLead: Tom Hinchliffe
As of 04/30/10Preparation Chairman’s
Area Co-Chairman Phone
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
Pre- Event Chairman’s
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Select key AreasEvent Chairman’s
Area Co-Chairman
Beer Gary Immel
Corn Pick Up Al Cissa
Corn – Serving Al Cissa
Raffles – Booze Teri Swenson
Food - Cooking Rich Clements
Food – Serving Joan Fuchs
Music and stereo Tom HinchliffeLess Commo
Cashiering Kate Cissa
Games – Kids Shirley Immel
Parking and Garbage Wayne Swenson
Area Co-Chairman
Special Raffles Dennis Tronca
Site Set Up and Maint Tom Hinchliffe
Raffles – Tickets – Collection and sales at Corn and Special Raffle
Mike Weston
Raffle Ticket – Announcing and recording of winners
Katie Less CommoMike Weston
Swap Meet Bob Kopping
Photos for web site Tom Hinchliffe
Running a Successful Fund Raising Event
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Select key AreasCrooked Trails – Annual Radar Run
Key Areas
Running a Successful Fund Raising Event
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Select key Areas2010 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
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Select key AreasLake 2 Lake 10K Run
Key Areas
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Select Key Event Areas2010 lake to Lake Committee Chairs
Race Director: Tom Hinchliffe Pre- Event Chairman’s
Committee Chairman Phone
Volunteer Coordination Board
Track Planning Dave
Runner Planning Jerry
Timing and Scoring Equipment
Gary
Registration Recording and Input into PC
Jean
SponsorshipsFund Raising
Jean
Marketing Board
Note Taker Tom
Committee Chairman
Phone
Special Raffle Ticket Dave
Budget Monitoring Tom
Financial Records Jerry
Signs and forms Jackie
Shirt Ordering & Counts Jean
Goodie Bag & Filling Susan
Concessions and Runner Table
Jean
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Select Key Areas2010 lake to Lake Committee Chairs
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
Chair Chairman
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
Event Chairman’s
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Planning Process
Selection of Key Result Areas
Congratulations
The Hard Part is Complete
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Develop Action Plans
1) Create a master plan 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.
Key Success Point
Not lost in members personal notes.
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Develop Action Plans
2) Set up key success areas Should mirror the chairman listing. Will pull like items together for
planning and reports. Allows sorting and filtering by
activity date or person
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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.
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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
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Develop Action Plans
Summary of Success Generators
1) Create a master plan2) Set up key success areas 3) Determine key success dates4) Select who will complete the task
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Develop Action Plans
Action Item Area Who Tom Due CompletedLarge Road Sign -B and 67 * Adv- Road Joe July Mtg
Large Road Sign -Cascade or at Goofies auto shop * Adv- Road
Tom
Large Signs - Do not put up signs without getting permission * Adv- Road Joe July Mtg
Small Road Sign - Campbellsport - Boar's nest * Adv- Road
Joe July Mtg
Small Road Sign - Eden- Guelig Waist * Adv- Road Joe July Mtg
Small Sign - General Store Mauthe Lake * Adv- Road Joe July Mtg
Action Advertiser scottw@actionprinting.com
Advertise
Shirley July Mtg
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Develop Action Plans
Working Example Using Excel
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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
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Safety Net PlanningCan You Survive Bad Weather?
a) Live Music
b) Food
c) Beer and soda or other vendors
d) Expenditure Policy
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
Area of Concern Safety Net
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Concluding TipsAdvertising
Use your web-site Use travel Wisconsin Free press on radio
stations Link from other web-sites Write an article for local
papers Face Book
PostersDevelop delivery planObtain volunteers at
meetingsDocument your
volunteersHand out early to
minimize special trips
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Concluding TipsAdvertising
Working Example of Poster Distribution
Using Excel
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Concluding TipsVolunteer Scheduling
* 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
Start sign up a several months before event
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Concluding TipsVolunteers
Working Example Using Word
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Concluding TipsVolunteers
Incentives
Use 3-part receipts to control cash at each key collection Area
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Concluding TipsParticipant Evaluation and Input
Parking
Quality of food
Quality of live music
Volume of the band
Grounds
Raffle item selection
Excellent – Good-Fair-Needs Work
How did you hear about us
__ Web site __ Newspaper __ Posters __ Road Signs __ Word of Mouth
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Concluding Tips
Feedback after holding event
What went right?
Celebrate
Where can we improve?
Inquire at full club meeting
Brain Storm
Document responses?
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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
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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
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AWSC Fall Workshop
Questions
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