Presentation on theme: "Special Events Made Easy Almost as easy as a tree Reports are your Friends! Right from the start Right in the middle Closing out Tips & Wrap Up."— Presentation transcript:
Special Events Made Easy Almost as easy as a tree Reports are your Friends! Right from the start Right in the middle Closing out Tips & Wrap Up
Your Best Friend … for RP at least Donor Detail Report –What is this? 10 Year History Report –What is this?
So … how do you run them? –Real Time Reports (Blue hexagon on the side) –User Name & Password Figure out what you want to do? find? see?
– Real Time Reports
RIGHT FROM THE START How?
Two Words … Giving & Categories
Giving Categories Gold, Silver, Bronze, Pro, 9-Iron, whatever – Set Levels that automatically include everything Hole Sponsorships, 4-some, 20 mulligans, lunch and $250 donation to ASHRAE RP The work is already done for you!
Advantages The work is already done FOR YOU Donors know exactly what theyre getting – No surprises – No weird amounts Easier to market, easier to sell – Easier to ORGANIZE
Disadvantages A bit of advance planning & work – What were items sold for last year? – How much do you want to raise? May be a bit less flexible than al la carte May have empty categories
Excel is your Friend Create a spreadsheet! – Money Pledged – Money Collected – Money to RP or Category – Full Address, Phone & Contact – Contributor Number Or at least space for one Auto Sum It!
RIGHT FROM THE MIDDLE How?
Its not too late … Think about Giving Categories – Can it work with the already started al la carte? Decide on internal Giving Categories – Talk to the Chapter and decide now on the split Use past history, current numbers and goals to decide Think about: – Range of donors, Gift-in-Kind, History & Expectations
Everyone on the same page… What is the Chapters Timeline? – When will the money be collected? Sent in? Who is doing what? What is the Chapters commitment? – X amount to Research? – Gift-in-Kind expectations & recognition levels
Promoting RP Available Give Aways – Pens, Stickers, Sun screen, Decals, Koozies, Golf Tees Posters – Advertise Research, Thank Donors, Celebrate successes Dont lose sight of the reason for the event
CLOSING OUT RIGHT How?
Breaking up the Checks or cheques What do we mean? – Why go through the trouble? A single Chapter Check is OK! – Use the summary form or your own excel list Use the 10 Year History Report Check your Math!
10 Year History caveat … 10 Year History = Home Chapter
Unknown Donors Not on the 10-Yr History? No problem! – Contact Name – Phone Number – Full Address Copy of the check will usually have the last two
TIPS & WRAP UP How?
Friendly Reminders Say THANK YOU afterwards – Drop a note, send an Highlight the event – Webpage photos! – Newsletter Another chance to say THANK YOU Keep to the approved Timeline
ONE LAST REMINDER … Its not too early
June 30th Everything should be IN HOUSE by that Monday … …..No exceptions …..No excuses
Questions? Tips for the Group? Whats worked for your Chapter?