RP Chair Centralized Training Chicago September 8, 2012

A word from ExCom

RP Campaign Result $2,191, % of Goal 101.2% of High 5

RP Campaign Goal $2,190,000

Todays Schedule 7:30 Welcome 7:45 What do you Support? 8:00 Training Manual 10:30 Panel discussion 11:00 Calling Campaigns 11:30Lunch & Snapshot Presentations 1:00 Regional Advice 1:45 Activity 2:15Questions & Wrap Up

Resources available today Training Manual Summary Complete Manual is being mailed to you Samples of Chapter Displays Samples of Brochures Repeating RP Chairs, RVCs, RP ExCom & Staff

Resources available tomorrow Handbook Chapter Mailed with your Training Manual Electronic Training First week of October Lunch & Learns throughout the year RVCs, RP ExCom & Staff

First steps ASHRAE Funds The Nuts & Bolts RP Chair Responsibilities RP Chapter Chair Training Researching Today, to Change Tomorrow What is RP? RP

See Pg. 2

Two things in one… RP is both RESEARCH Promotion RESOURCE Promotion

Resource Promotion Research Education (ALI) Unrestricted/General Fund ASHRAE Foundation

Education & Unrestricted Funds Education ALI – ASHRAE Learning Institute Development of new Courses and Training Materials Unrestricted The ASHRAE General Fund Supports all different projects and can be used by all departments Helps supplement Dues, Ad sales and Bookstore sales

ASHRAE Foundation General Typically supports ALI Endowed Research Funds Generates a 5% annual return Great for memorials, honor gifts, chapter donations No more than 50% of Chapter donations

ASHRAE Foundation & Research Counts toward your Goal! Endowed funds count into perpetuity Earns PAOE Points Great way to help secure the Chapters success Create a lasting Memorial or Honorarium

ASHRAE Foundation – Scholarships Lynn Bellenger Scholarship! Counts toward your Goal Counts toward PAOE Counts toward Awards DOES NOT count against next yrs H5 New small Goal October 15 th deadline

The Big One …

Research $1.9+million annually Research Projects Grant-in-Aid Projects (students) 80+ Projects Every Region has Research! 13 out of the 14 Regions get a minimum of $1.20 back in research compared to whats raised 8 out of 14 get $4.00+ back in research!

The Hows, Whys and Whats of RP The Nuts & Bolts

Fundraising Terms LYBUNTS Last Year donors who havent given yet this year SYBUNTS Previous donors who havent given yet this year and didnt give last year Non Donor Member who hasnt given in 5+ yrs See Pg. 22

LYBUNTS Gave during the last campaign but havent given yet this year Low Hanging Fruit Know Research Support ASHRAE Involved Majority of Donors Easiest donation to get ….. and yet ……

On June 30 th, 2012 … 5pm … 1,200 LYBUNTS $380, Campaign: $2,192,000 raised from 7,000 donors ($30,000 more than last year!)

Why do LYBUNTS exist? The reality of life 50%-75% of donors renew We do have duplicates in the system The single biggest reason ….

No one asks for their support

Thank you so much for your support last year and I hope that the Metro Chapter can count on you again this year!

Dont worry about it Theyre not going to ask a question you cant answer Why should I give? Whats in it for me? How much do you want? Where should I send the check? Even if they do … You know, let me check on that and Ill call you back

ASHRAE Resources for LYBUNTS 10 Yr History Report How much they gave in the past Max amount in 2-3 yrs Why they gave Specifi c areas of interest Special events? Ad sales? Show sponsor?

To get you started Run your 10-yr history real time report Found on the private RP Webpage Sort to find your LYBUNTS them Dont them Dont mail to them Call

SYBUNTS Gave in previous campaigns but havent given yet this year Middle Fruit Know Research Supported ASHRAE in the past Involved or were involved Associated with a big mystery ….

Why did they stop giving?

Lots of possible suspects Stopped being involved in the Chapter INVITE them back! Reach out and make the personal connection Upset Never underestimate the power of emotions Find out what and/or Contact your RVC or Staff Out of the industry Thank and let Staff know

The biggest & most likely culprit … No one asked ASK Thank Re-educate about Research Ask Specific amount at least Honor Roll!

Non-Donors Havent given in at least 5 yrs High Fruit Lots of work but potentially big pay-offs May not be active Chapter members May be younger or older & feel they have less resources

Non-Donor First Steps Find the disconnect & work to solve it Not involved with the chapter? Not informed about ASHRAE Research? Or would other funds interest them more? Just never been asked? ASK for their support Specific amount at least Honor Roll! Specific instructions Follow up

Check out Page 21

Too much, too little or just not doing it The Ask

How much to Ask for Minimum of Honor Roll level $100 for individuals, $150 for companies Use the 10 Yr History report as reference ASK for a specific amount See Pg. 27

How to find donors 10 yr History Report Real Time Reporting Your Member List & Community Local employers, companies, suppliers Who do you do business with?

Paper Chase with Meaning Summary FormFull Circle Worksheet How you send in the $$$ Like a deposit form at the bank Contributor Numbers Full address if no # Contact name! Phone number! Two types – use what is easier for you OR create your own! Deadline: 11/15/2012 MUST send in the form All the Chapter Officers Minimum of $100 Great first meeting activity Travel vouchers? Im not asking you to support something I dont support See Pg. 11

So … how much do I raise? Goal Not based solely on what you did last year! High 5 H5 High 5 Award Challenge See Pg. 56

All Important Goal Dates December 30 th 30% of Goal met June 15 th 100% of Goal met June 30 th ULTIMATE DEADLINE – if its not in Headquarters, it doesnt count June 28th

at least to fundraisers and to donors

Say it loudly, often and with meaning See Pg. 29

Donor Recognition Honor Roll level HVAC&R Coin Years of Giving Coins October Journal Listing AHR Expo Listing Chapter & Regional Display Listing Beyond Stuff Saying Thank You

How do you know whats going on? See Pg. 39

Monthly Spreadsheet & Reports Real Time Donor Report Same user name/password as your Members only access log-in Spreadsheet ed Monthly Compares LYTD with YTD Goals, High 5 & Challenge

RVC & Staff responsibilities too! Chapter Chair Responsibilities

RVCResponsibilities To support, encourage & help you reach Goal Monthly Contact Thanking donors by 12/15 Top 20 Regional Donors Coordinating Solicitations by 5/15 Top 20 Regional Donors Advice To support and help the Region reach Goal

Your Responsibility To Make or Exceed Goal

Your Responsibilities Make or Exceed Goal or at least do better than the year before Ensure that Research is an active part of your Chapters activities Thank donors Last year & current year Solicit all types of donors Companies & Members Use resources wisely

Staff Responsibilities Whatever we can do to make your job easier and help ensure that your campaign is a success 120 hrs a week supporting you and your activities What do you want to do? Supporting all the donors of ASHRAE RP

Staffs Favorite Words Dont worry, Patricia - I know this is a major donor and I know how important this is for the Chapter. Ive been in contact with them, have a Plan B if I dont hear from them by such&such date. Ill take care of it.

Staffs Least Favorite Words Yeah … I really dont know whats going on with that donor. No one in the chapter has talked to them so … no clue about this years donation.

or.. What do I do now? The First Steps Or maybe more like …. Im new and Im already lost, confused and overwhelmed!

Dont panic … Youve taken the first step already … only 35 left to go!

Steps Done!!!!!! 2. Get home safely 3. Tell boss that 20-30hrs a week will be devoted to RP, hope they dont mind 4. Investigate new job that is more understanding of ASHRAE and RP duties 5. Immediately write a check for $1,000 to show commitment 6. Announce Goal to Board, ask them for $1,000 each to show their commitment 7. Celebrate that Goal is already 50% achieved and its only September 8. Call up every single member of the chapter who has given in the last 10 yrs and thank them for their support! 9. Call up every single member of the chapter who has NOT given in the 10 yrs and demand an explanation. 10. For those members who have given, ask them to please double their contribution this year. 11. Explain that its really, really important that they donate and that they will be publically ridiculed if they dont. 12. Plan public ridiculing party for those chapter members who dont give. 13. Dont forget to say Thank you! to those who do give. 14. This Thank You! should be subdued if they only give what they gave previously and didnt double at your suggestion. 15. Reserve skywriting plane to say Thank You! to those who do double their contribution from last year. 16. Memorize Training Manual 17. Memorize and prepare PowerPoint of current Research Plan to be presented at every chapter meeting 18. Immediately write a check for $1,000 to show commitment 19. Announce Goal to Board, ask them for $1,000 each to show their commitment 20. Celebrate that Goal is already 50% achieved and its only September 21. Call up every single member of the chapter who has given in the last 10 yrs and thank them for their support! 22. Call up every single member of the chapter who has NOT given in the 10 yrs and demand an explanation. 23. For those members who have given, ask them to please double their contribution this year. 24. Explain that its really, really important that they donate and that they will be publically ridiculed if they dont. 25. Plan public ridiculing party for those chapter members who dont give. 26. Dont forget to say Thank you! to those who do give. 27. This Thank You! should be subdued if they only give what they gave previously and didnt double at your suggestion. 28. Reserve skywriting plane to say Thank You! to those who do double their contribution from last year. 29. Memorize and prepare PowerPoint of current Research Plan to be presented at every chapter meeting 30. Immediately write a check for $1,000 to show commitment 31. Announce Goal to Board, ask them for $1,000 each to show their commitment 32. Celebrate that Goal is already 50% achieved and its only September 33. Call up every single member of the chapter who has given in the last 10 yrs and thank them for their support! 34. This Thank You! should be subdued if they only give what they gave previously and didnt double at your suggestion. 35. Celebrate a successful RP Campaign!

Step #1 Attend the Centralized Training Learn the Nuts & Bolts Meet your RVC and Staff & get your Goal Ask all the questions you need to make sure you know the 3 biggies – What, Where and Who

The 3 biggies What is RP & what am I doing?? And why didnt I volunteer to be historian instead??? Where to start once you leave training Who to contact if you dont know the What and the Where

Step #2 Fill out your Action Plan based on the Timeline AND your personal timeline Reference that if youre unsure what you should be doing or call your RVC or Staff

Step #3 Sharing ….

Share … Goal with your Board & Chapter Officers for their buy-in and commitment! Full Circle Time Goal and RP Calendar with your Chapter! Special Events Donor Recognition Full Circle Completed RP Night This is where your Newsletter & Chapter website helps!

HALF WAY DONE AND YOU STILL HAVENT HAD TO MAKE ANY SCARY CALLS OR ASK (MUCH) FOR MONEY!

Step #4 Run the 10 Yr History Report Sort it Last years donors on top, highest first Adjust the view Adjust the font Adjust the column width Take a deep breath & complain this is going to take too long (it wont – I promise)

Just do it Pick up the phone & call the first person who is: A donor from last year Someone you know (past RP Chair maybe?) A medium size donor Do you want your first call to be asking for $10,000? THANK them for giving in the past Thank you so much for your support last year ! and …

Youve just made your first donor solicitation!! Only 50+ more to go!

Step #5 Keep making calls, contacts, solicitations People should KNOW what youre going to say to them by January and throw money at you JUST to make you go away Run your Real Time Reports Monthly Have people given like they said? Have they given what you expected? Follow up as needed USE the donor call sheets & lists sent to you by Staff

Lists from Staff Not just for OUR benefit but YOURS! Matching Gift Lists Trane Johnson Controls Upsell Donors Donors who are close to Honor Roll Level Decreased Donors

The Big One

Missing it can undo all previous steps (except #1 since we cant go back in time)

Step #6

6 Easy Steps to making Goal 1. Attend & Learn 2. Plan 3. Share 4. Ask 5. Use 6. Send it in

And the 7 th … bonus step that makes it all much better

Smile... Its going to be FUN

RP Campaign Goal $2,190,000

RP Campaign Goal $2,190,000

This is my goal …

Who wants to start? Questions? Comments? Suggestions?