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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.

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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:

1 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

2 Your Best Friend … for RP at least Donor Detail Report –What is this? 10 Year History Report –What is this?

3 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?

4 – Real Time Reports

5 RIGHT FROM THE START How?

6 Two Words … Giving & Categories

7 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!

8 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

9 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

10 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!

11 RIGHT FROM THE MIDDLE How?

12 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

13 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

14 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

15 CLOSING OUT RIGHT How?

16 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!

17 10 Year History caveat … 10 Year History = Home Chapter

18 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

19 TIPS & WRAP UP How?

20 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

21 ONE LAST REMINDER … Its not too early

22

23 June 30th Everything should be IN HOUSE by that Monday … …..No exceptions …..No excuses

24 Questions? Tips for the Group? Whats worked for your Chapter?


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