special events made easy almost as easy as a tree reports are your friends! right from the start ...
TRANSCRIPT
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Special Events Made EasyAlmost 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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Your Best Friend … for RP at least
• Donor Detail Report– What is this?
• 10 Year History Report– What is this?
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So … how do you run them?
• www.ashraerp.com– Real Time Reports – User Name & Password
• Figure out what you want to do? find? see?
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RIGHT FROM THE STARTHow?
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Two Words …
Giving & Categories
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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!
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Advantages
• The work is already done FOR YOU
• Donors know exactly what they’re getting– No surprises– No ‘weird’ amounts
• Easier to market, easier to sell– Easier to ORGANIZE
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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
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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!
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RIGHT FROM THE MIDDLEHow?
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It’s 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
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Everyone on the same page…
• What is the Chapter’s Timeline?– When will the money be collected?
• Sent in?• Who is doing what?
• What is the Chapter’s commitment?– X amount to Research?– Gift-in-Kind expectations & recognition levels
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Promoting RP
• Available Give Aways– Pens, Stickers, Sun screen, Koozies, Golf Tees
• Posters – Advertise Research, Thank Donors, Celebrate
successes
• Don’t lose sight of the reason for the event
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CLOSING OUT RIGHTHow?
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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!
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10 Year History caveat …
10 Year History = Home Chapter
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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
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TIPS & WRAP UPHow?
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Forms are your friend
Headquarters forms!
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Friendly Reminders
• Say THANK YOU afterwards– Drop a note, send an email
• Highlight the event– Webpage photos!– Newsletter
• Another chance to say THANK YOU
• Keep to the approved Timeline
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ONE LAST REMINDER …It’s not too early
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June 30th
• Everything must be IN HOUSE by that Thursday…
…..No exceptions…..No excuses
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Questions? Tips for the Group?
What’s worked for your Chapter?