Running a Successful Fund Raising Event1 AWSC Fall Workshop - November 2, 2013 AWSC Fall Workshop...

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



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



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



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



Select key Areas

Pre-Event Chairs

Event Chairs



Select key AreasCrooked Trails - Annual Corn Roast

Key Success Areas



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



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



Select key AreasCrooked Trails – Annual Radar Run

Key Areas



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



Select key AreasLake 2 Lake 10K Run

Key Areas



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



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



Planning Process

Selection of Key Result Areas

Congratulations

The Hard Part is Complete



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.




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




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.




4) Select who will complete the task Who can you count

on Who can best

deliver the result you are looking for




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




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 [email protected]

Advertise

Shirley July Mtg




Working Example Using Excel




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



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



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



Concluding TipsAdvertising

Working Example of Poster Distribution

Using Excel



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



Concluding TipsVolunteers

Working Example Using Word



Concluding TipsVolunteers

Incentives

Use 3-part receipts to control cash at each key collection Area



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



Concluding Tips

Feedback after holding event

What went right?

Celebrate

Where can we improve?

Inquire at full club meeting

Brain Storm

Document responses?



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

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

Questions

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Running a Successful Fund Raising Event1 AWSC Fall Workshop - November 2, 2013 AWSC Fall Workshop...

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