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AWSC Fall Workshop

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 Success. 1) Start planning early 2) Plan the event in detail 3) Follow up on key dates 4) Follow the plan

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AWSC Fall Workshop

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  1. 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

  2. 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 Running a Successful Fund Raising Event

  3. 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 Running a Successful Fund Raising Event

  4. 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 Running a Successful Fund Raising Event

  5. Select key Areas Pre-Event Chairs Event Chairs Running a Successful Fund Raising Event

  6. Select key Areas Crooked Trails - Annual Corn Roast Key Success Areas Running a Successful Fund Raising Event

  7. Select key Areas Pre- Event Chairman’s 2010 Corn Roast Committee Chairs Lead: Tom Hinchliffe As of 04/30/10 Preparation Chairman’s Running a Successful Fund Raising Event

  8. Select key Areas Event Chairman’s Running a Successful Fund Raising Event

  9. Select key Areas Crooked Trails – Annual Radar Run Key Areas Running a Successful Fund Raising Event

  10. Select key Areas 2010 Radar Run Event Committee Chairs Running a Successful Fund Raising Event

  11. Select key Areas Lake 2 Lake 10K Run Key Areas Running a Successful Fund Raising Event

  12. Select Key Event Areas 2010 lake to Lake Committee Chairs Race Director: Tom Hinchliffe Pre- Event Chairman’s Running a Successful Fund Raising Event

  13. Event Chairman’s Select Key Areas 2010 lake to Lake Committee Chairs Event Chairman’s Running a Successful Fund Raising Event

  14. Planning Process Selection of Key Result Areas Congratulations The Hard Part is Complete Running a Successful Fund Raising Event

  15. 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. Develop Action Plans Key Success Point Not lost in members personal notes. Running a Successful Fund Raising Event

  16. 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 Develop Action Plans Running a Successful Fund Raising Event

  17. 3) Determine key success dates Chair over key areas date Follow up date for the event lead Develop Action Plans Ask yourself – How will event be impacted if the date is missed. Running a Successful Fund Raising Event

  18. 4) Select who will complete the task Who can you count on Who can best deliver the result you are looking for Develop Action Plans Running a Successful Fund Raising Event

  19. Develop Action Plans Summary of Success Generators • Create a master plan 2) Set up key success areas 3) Determine key success dates 4) Select who will complete the task Running a Successful Fund Raising Event

  20. Develop Action Plans Running a Successful Fund Raising Event

  21. Develop Action Plans Working Example Using Excel Running a Successful Fund Raising Event

  22. Develop Action Plans Instructions on how to set filter • Place cursor on title line of excel file • Click on Data\Filter\Auto Filter To remove filter repeat above steps Running a Successful Fund Raising Event

  23. 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 Safety Net PlanningCan You Survive Bad Weather? Area of Concern Safety Net Running a Successful Fund Raising Event

  24. 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 Posters Develop delivery plan Obtain volunteers at meetings Document your volunteers Hand out early to minimize special trips Concluding Tips Advertising Running a Successful Fund Raising Event

  25. Concluding Tips Advertising Working Example of Poster Distribution Using Excel Running a Successful Fund Raising Event

  26. 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 Running a Successful Fund Raising Event

  27. Concluding Tips Volunteers Working Example Using Word Running a Successful Fund Raising Event

  28. Concluding Tips Volunteers Incentives Use 3-part receipts to control cash at each key collection Area Running a Successful Fund Raising Event

  29. Concluding Tips Participant Evaluation and Input Excellent – Good-Fair-Needs Work Parking 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 Running a Successful Fund Raising Event

  30. Concluding Tips Feedback after holding event Inquire at full club meeting Brain Storm Document responses? What went right? Celebrate Where can we improve? Running a Successful Fund Raising Event

  31. 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 Running a Successful Fund Raising Event

  32. 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 Running a Successful Fund Raising Event

  33. AWSC Fall Workshop Questions Running a Successful Fund Raising Event

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