running an effective leukemia cup regatta committee meeting
TRANSCRIPT
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Running an Effective Leukemia Cup Regatta
Committee Meeting
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When It’s All Said and Done…
....It’s all about the mission!
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Meeting Management• If feasible
– Meet at the yacht club– Schedule all of your meeting dates in advance
rather than at the end of each meeting• Your role as committee chair
– Keep discussions on track– Focus on fundraising and mission
components– Make sure committee members have
accountability:• follow-up tasks and dates for completion
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Agenda Components
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Welcome/Introductions
• Meet our new members• Update/Add Committee Roster contact
information • Introduction of LLS staff and their
roles/responsibilities • Update on committee/volunteer
recruitment efforts • Mission Moment
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Fundraising
• Gross and Net Income Goals: Where we are, where we need to be
• Number of Fundraising Sailors• Ways to build on our fundraising sailor recruitment• Income raised by sailor fundraising• Local Sponsorship Revenue Update: Where we are,
where we need to be– Contacts for new sponsors– Follow-up needed with existing/renewing sponsors
• Auction/Raffle Revenue Update
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Our Net Revenue History
Year Net Revenue
Number of Sailors
Number of Fundraising Sailors
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Our 2012 Net Revenue Goal
• <$ - insert amount>• Mount Gay Rum Party Pack incentive
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How Do We Meet/Beat Our Goal…
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Let’s Brainstorm More fundraising participants Using past Fantasy Sailors and high-
fundraising participants to mentor/encourage others
Increased use of fundraising opportunities Online fundraising pages Securing paid event sponsors – participants
credited with paid sponsors recruited Auction/Raffle
<Other ways?>
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Event Marketing• Volunteer-to Volunteer leverage contacts to sail,
fundraise, brochure distribution, sailboat shows, etc.• Web sites
– www.leukemiacup.org– Area Yacht Clubs’ Web Sites– Area Sailing Association Web Sites
• Email Communications• Brochures• Ads in local sailing publications• Press Releases• Sailing World/Cruising World Ad• Involvement of other yacht/sailing clubs and
associations
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Event Marketing
• Support from local contacts of national sponsors– North Sails– West Marine
• Gary Jobson participation <as applicable>– Make sure LCR is marketed during Jobson
appearance• Kickoff marketing• Marketing to Junior Sailors <as applicable>• Marketing to Powerboaters <as applicable>
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Event Details
• Announce Honorary Skippers• Kickoff Planning
– Kickoff date, place, time– Ability for online registration, fundraising page setup– Kickoff agenda and PowerPoint Presentation
• Leukemia Cup Regatta Weekend Logistics– Boat Registration
– Race Logistics – Gary Jobson participation <as applicable> – Junior Regatta <as applicable>– Powerboat <as applicable>
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Upcoming Dates
– Commodore’s Luncheon <as applicable>– Kickoff
• Gary Jobson Lecture <as applicable>
– Event at North Sails or West Marine <as applicable>
– Committee meetings
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Action Steps
Assignments and deadlines for follow-up Fundraising Recruitment Sponsorship Auction/Raffle <add other local action steps>
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Do’s and Don'ts
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Do’s• Send invite to meeting as soon as it is confirmed, and
request RSVP from all invited.• Send re-confirmation to all 1-2 days prior to meeting
(and call any members who have not RSVPd)• Always provide food and drinks• Always provide an agenda• Set a time limit for the meeting• Start the meeting with a “mission moment”• Set goals and priorities for your meeting and
encourage group discussion and solicit their feedback.• Always congratulate a volunteer in the group for a
wonderful accomplishment (securing a title sponsor, etc.)
• Keep conversation focused on the agenda topics.
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At The End of the Meeting• Recap action steps by committee
member and target date for completion of projects
• Write up and distribute minutes within 3-4 days and follow up on any action items discussed during the meeting. – Quick action reinforces importance of
meeting and reduces errors.
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Don'ts• Do not allow one volunteer to steal the show and
ramble. The chair or another volunteer should redirect them or interrupt and tell them that their discussion points are great for a subcommittee meeting.
• Do not talk negatively about anything or anyone, other Yacht Clubs, other charities, etc. You never know when someone in the room will take that information back to another group.
• Do not open the floor for negative feedback. Always ask for suggestions and criticisms one on one or via email. You do not want a volunteer to be offended or political in these meetings.
• Don’t close the meeting before scheduling the next committee meeting
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The future depends on what we do in the present. - Mahatma Gandhi
Take a deep breath every morning; say thank you for your health. The alternative is unbelievably tough.
- Gary Jobson
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Resources– Sample Agendas– Research Advance Information– Next Webcast - Feb. 16, 3 pm Eastern – Conducting
a Successful Kickoff