PowerPoint Presentation

Strategic Partnerships:We are aggie prideCreating successful Campus-Wide Events Case asap conference August 07, 2015

PresentersCrystal Ye, Program Co-DirectorEllen Davis, Program Co-DirectorJeremy Chan, Strategic Fundraising Director

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About We Are Aggie Pride (WAAP)University of California, Davis undergraduate population: 27,728

Founded in 2010, Launched in 2012

2015-2016 Board Size: 13

Group Membership: Closed

Group Type: Student Philanthropy

Recent Awards: 2015 CASE ASAP District 7 Outstanding Student Leader Award, 2014-15 Jupiter Fellowship, 2014 UC Davis Oustanding Community Service Award, Presidents Volunteer Service Award, 2013 CASE ASAP Outstanding External Program Award

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About Stride for Aggie Pride Event5K Race Fundraiser

April 26, 2015

3,500 Participants

Raised almost $25,000

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Over 25k to be divided between ASUCD scholarships and We Are Aggie Pride$65K overall, but for this specific race $25,0004

Video retrospective of 2015 Stride for Aggie Pride5

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How can other groups follow our framework? Today you will learn how to: Generate campus community support

Build effective sponsorship programs

Create an event plan

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Maybe graphic here6

Generating Campus community supportSection One:7

Choose an event that fills a campus need8We chose a 5K because:

Current trend

University leadership support

Combines students and community

Available campus venue

Maybe focus on current trend of 5Ks not just a trend in CA. - JSTPopular trend at least in California, university wanted to promote health, involve students and community will talk more later

-combines student and community not just for runners, also for people who want to do it for fun! We encouraged all kinds of groups and ages to join8

Define the basic scope of your event9

Add checkmarksTalk about stride example9

Develop Core Planning TeamRecruit Strategically

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Core Planning Group Explain core group (logistics) and what peripheral groups would do: marketing, social media, sponsorshipEnlist small group from campus who are very committed to the cause or directly benefitApproach peripheral support groups who would provide their services for freeYou cant have 25 people on a committee

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Create campus connections

Approach interested/invested groups Identify key motivators:

Use group resources to your advantagePromotion

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Convey the benefits that will ensure their participation and a successful event, key motivators: large event that promises exposurestudent and community target audiencesa way to build campus communityPromotion: Many campuses dont have primary communication channel

Liquid hotplates, band-uh! Giving exposure to other groupsNetwork of people- followers just to see the band-uh!

Give and take relationship

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Manage diverse groups12

Making sure your core planning group understands needs of all peripheral groupsEstablish group decision-making process (i.e., voting or board hierarchy)

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Working With Others: Our ChallengesDistribution of responsibilities

Professional vs. student relationships

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Sharing the money but not the workloadHaving too many people and not enough jobs at times

Unrealistic expectations of students ability to workUnrealistic deadlines from professionals not understanding how college/students work13

Keep communication clean and professional14

Difficult to bring everyone together for one event, manage expectations!!!All groups have specific goals, maintain respect14

Building effective sponsorship programsSection Two:15

Jeremy Section15

Identify stakeholders that can help you grow your event16

SLOW DOWNGrow your event at little to no costInternal: of the many that helped: campus media, band (strong network), uc davis stores, a phi oExternal: Pepsi Safeway were major sponsorsLucky with internal supportSLOW DOWN16

Evaluate your potential sponsors carefullyDetermine what both groups can offerHave a concrete askIdentify a specific contactFollow up Dont get discouraged

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SLOW DOWNDetermine what both groups can offer (associated with a feel good event)Have a concrete ask; be clear and up frontIdentify a single point of contactFollow up Dont get discouraged; remember what Ellen said about communication: be professional, be clean and consistent, etc. SLOW DOWN17

Develop a symbiotic relationship18

SLOW DOWNAlways keep in mind that this is not a one-way relationshipYou will need to offer your target group something in exchange for their helpThings on the slideStride: Pepsi/Safeway sponsorshipSLOW DOWN18

Communicate early and often 19

SLOW DOWNHigh-level communication overviewEvaluate, reach out, identify a spoc, maintain communicationCommunication can get messy, especially when interacting with corporate groupsJust keep following up, following through Remain in contact to be clear and keep groups accountableSLOW DOWN19

Keep both groups accountable20

SLOW DOWNExtremely important to maintain accountabilityRemember that as much as your target groups are going to be offering you, you will be offering them valuable services and opportunities as well. So help each other; Make sure that both sides are keeping up their end of the deal.Maintain little things: Prompt follow up, Using correct logos, Thank you notes for servicesLittle things make it a pleasure to work with you on this and future eventsContinually work with our sponsors because of the strong relationships and clear results we have provided. Remember you can help them as much as they can help youSLOW DOWN20

Keep both groups accountable21

SLOW DOWNExtremely important to maintain accountabilityRemember that as much as your target groups are going to be offering you, you will be offering them valuable services and opportunities as well. So help each other; Make sure that both sides are keeping up their end of the deal.Maintain little things: Prompt follow upUsing correct logosThank you notes for servicesLittle things make it a pleasure to work with you on this and future eventsContinually work with our sponsors because of the strong relationships and clear results we have provided. Remember you can help them as much as they can help youSLOW DOWN21

Keep both groups accountable22

SLOW DOWNExtremely important to maintain accountabilityRemember that as much as your target groups are going to be offering you, you will be offering them valuable services and opportunities as well. So help each other; Make sure that both sides are keeping up their end of the deal.Maintain little things: Prompt follow upUsing correct logosThank you notes for servicesLittle things make it a pleasure to work with you on this and future eventsContinually work with our sponsors because of the strong relationships and clear results we have provided. Remember you can help them as much as they can help youSLOW DOWN22

Keep both groups accountable23

SLOW DOWNExtremely important to maintain accountabilityRemember that as much as your target groups are going to be offering you, you will be offering them valuable services and opportunities as well. So help each other; Make sure that both sides are keeping up their end of the deal.Maintain little things: Prompt follow upUsing correct logosThank you notes for servicesLittle things make it a pleasure to work with you on this and future eventsContinually work with our sponsors because of the strong relationships and clear results we have provided. Remember you can help them as much as they can help youSLOW DOWN23

Keep both groups accountable24

SLOW DOWNExtremely important to maintain accountabilityRemember that as much as your target groups are going to be offering you, you will be offering them valuable services and opportunities as well. So help each other; Make sure that both sides are keeping up their end of the deal.Maintain little things: Prompt follow upUsing correct logosThank you notes for servicesLittle things make it a pleasure to work with you on this and future eventsContinually work with our sponsors because of the strong relationships and clear results we have provided. Remember you can help them as much as they can help youSLOW DOWN24

Keep both groups accountable25

SLOW DOWNExtremely important to maintain accountabilityRemember that as much as your target groups are going to be offering you, you will be offering them valuable services and opportunities as well. So help each other; Make sure that both sides are keeping up their end of the deal.Maintain little things: Prompt follow upUsing correct logosThank you notes for servicesLittle things make it a pleasure to work with you on this and future eventsContinually work with our sponsors because of the strong relationships and clear results we have provided. Remember you can help them as much as they can help youSLOW DOWN25

Keep both groups accountable26

SLOW DOWNExtremely important to maintain accountabilityRemember that as much as your target groups are going to be offering you, you will be offering them valuable services and opportunities as well. So help each other; Make sure that both sides are keeping up their end of the deal.Maintain little things: Prompt follow upUsing correct logosThank you notes for servicesLittle things make it a pleasure to work with you on this and future eventsContinually work with our sponsors because of the strong relationships and clear results we have provided. Remember you can help them as much as they can help youSLOW DOWN26

Creating an event plan Section Three:27

Crystal Section27

Choose a dateConsider the following:

Academic schedules

Holidays

Conflicting events

Time of event

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Conflicting events:Other 5Ks or similar regional eventsCampus or Community CelebrationsSporting events

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Develop a successful event plan

Event planning logistics

Establish a budget

Branding and marketing

Timeline

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Event Planning LogisticsThink: How can you leverage your strategic partnerships to reduce logistics costs?

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What are some things you have done in the past to reduce logistics cost30

Budget for your event31

Determine your budget: fancy tshirtsCreate solid budget to maximize post event donation to receiving group/foundation STICK TO YOUR BUDGET!31

Brand and market your eventPublicizePress-releasesSocial media

Promote early and often

Include sponsor brands

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Have recognizable, consistent event brandInclude sponsor brandsmake sure their logos are currentPromote early and often through channels that target the correct audienceswe utilized tabling effective way to reach out to campus community and have exposure to students

For example, we had facebook giveaways- like the photo or sign up to be entered into drawing32

Create Marketing MaterialsMaintain brand consistency

Make it recognizable

Utilize:T-ShirtsButtonsBanners

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You can stress high cost of shirts as well. Strides high performance shirts popular in Davis running community

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Stride For Aggie Pride Marketing Examples

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Timeline (One year to three months out)35

Timeline (Week/Day of)36

Information to sponsors has been distributedConfirm campus services (i.e., garbage, recycling, stage rentals etc.)Compile and distribute cellphone list of key playersMaterials are prepped for use (i.e., walkie talkie batteries are charged, registration materials organized and sorted)Volunteers roles and tasks are well-defined, directions are printed and distributedEvent map has been created and distributed to volunteers

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Debriefing after your event 37

Debrief showed core group need to be smaller went 17 to 6, changing the communication between the groups expectations from staff vs availability form students, education process

Made adjustments, social media more, to drive participation count up

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Stride For Aggie Pride Event Growth (Participants)Total ParticipationStudent Participation38

Graphs of growth show that we are engaging more students each yearJEREMY make 2013 graph to 1800 people Jane

2012-2013: 14132013-2014: 24102014-2015: 2763

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Stride for Aggie Pride Event Growth (Fundraising in Dollars) 39

Questions?Crystal Ye: csye@ucdavis.eduEllen Davis: eidavis@ucdavis.eduJeremy Chan: jchan@ucdavis.edu

Find us at: weareaggiepride.ucdavis.eduFacebook: facebook.com/weareaggieprideTwitter: twitter.com/weareaggieprideEmail: WeAreAggiePride@ucdavis.edu

Stride for Aggie Pride Website: 5k.ucdavis.eduThank you!40

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