Planning 2 - Team Building
- Team Building
- Sponsorship: collecting donations and managing the money raised
- Communication and PR
- Indoor Rowing Training
Team Building
As you ideas develop and decisions are made within your team you are now ready to go public with your plans. Prepare a summary that will give a clear overview and outline of your ideas to everyone who'll likely to have a possible involvement as participants, volunteer helpers or supporters - all your future fundraising stakeholders.
Bring together volunteers with like abilities and this will enable you to establish smaller groups to manage each task. The object is to share the enthusiasm and get as many people on side. You'll soon become a skillful at delegating.
Discuss your ideas to staff/colleagues and club committee members.
- Invite everyone: participants, helpers and involve anyone who can support with managing the event and raising money
- Present an overview of your plan to the potential stakeholders - this could be a handout summary and/or Power Point presentation
- Describe the whole project and what has to be done - eg: Media/PR, business sponsorship and the key roles
- Agree who will be best to fulfill these roles, look for busy people and team players
- Don't be shy asking for help
- Always pay attention to the smallest detail and stay open to new ideas or shortcuts to reach your goal
- Don't make assumptions and keep checking your plans
- Decide on a date for a formal launch of your project to the media
You should now have management groups in place to deliver the Sponsored Fundraising Event. This will give you the opportunity to step back from the day to day planning. They will then begin their meetings and refer back to you with a summary of decisions made. Encourage as much communication and collaboration between everyone throughout the planning period. They take responsibility for specific areas and you co-ordinate the activity. Soon the ideas become a reality and you are leading and motivating the teams - be prepared to let go of your original plan now it's shared with others and grown by them. Make sure that the group responsible for the Indoor Rowers pick up your initial contact with Concept 2. With consistent commitment and enthusiasm your teams of volunteers and participants are sure to exceed expectations.
Sponsorship: collecting donations and managing the money raised
- Set up a bank account
- Sponsor Forms
- Sponsor records
- Banking the money
Set up a bank account: If you have a bursar or treasurer make sure they are onside at the start of your planning as they'll help set up a dedicated bank account and guide you with procedures.
Sponsor Form Checklist: Within your group of helpers there'll be some keen experienced volunteers who'll create a professional "brochure style" sponsor form with impact and style. How about using colour and font to match the logo of your organisation, club or school? The forms should include a named person who is managing the Sponsored Fundraising Event (you might want to have the treasurer for this role) and details of the Bank where the account is held, including address, sort code and account number. Some sponsors may want to make their donations by BACS transfer. At the top of the form make space for the name of the participant who is collecting pledges for the Sponsored Fundraising Event. Digital pictures support text and use headlines and strap lines to grab interest and attention. Print it on a good quality paper and keep it in a plastic sleeve - it's going to be well used. Make sure that participants bring a donation and support from every contact in their network of friends and family.
Sponsor Records: The sponsor form fields should include full contact details of the donor so that news after the Sponsored Fundraising Event can be communicated to them. They'll want to know the final total raised and also the get together celebration to see your new Indoor Rowers. The form you decide on could be available on your Club or School website and this will be another great way of keeping everyone up to date with news. If you are fundraising for charity you could create your own dedicated Sponsored Fundraising Event web page at: www.justgiving.co.uk and link to the charities own website - their staff will help you with tips and support.
Banking the money collected: Collect the money raised and pay it into the account: always keep records of payments to the bank. Write the name and contact details on the back of each cheque as soon as it's received before banking and keep cash safely.
Communication and PR
An overview and introduction to the Sponsored Fundraising Event should be sent to local and regional media - include your name, email address and phone number so they can contact you. Make use of newsletters, email, websites and notice boards. Remember there are potential donors who still work with print and snail mail - make sure you include their communication by this route. Keep the media informed as the Sponsored Fundraising Event day approaches and invite journalists and reporters by name to attend on the day. After the Sponsored Fundraising Event they'll also need to know the final total £'s raised and any news stories.
All of your participants, supporters and donors want to have regular progress updates - make sure they know what is happening. Don't assume that they'll find out by chance remarks. In fact the success of your Sponsored Fundraising Event is underpinned by accurate and current communication. If you have a website make sure people know the page URL and post regular news. See if you can find a local celebrity who'll help promote the Sponsored Fundraising Event.
Participants - Indoor Rowing Training
All those who want to row should be registered so that you have their details and they are committed to see it through. You could make a small charge when they register and use this to buy Sponsored Fundraising Event T- shirts. Teams/individuals can have personal schedules - so their training progress can be tracked. www.indoorsportservices.co.uk/training This will motivate training and people can now sign the sponsor form with their money pledged. TIP: When friends sign their support on the sponsor form, have several generous entries from the first few people to kick start the donations.
Medical Form Checklist: Make sure participants sign a waiver/disclaimer form when they agree to take part in the Sponsored Fundraising Event:
Endurance events are physically demanding and the organisers take no responsibility for illness or injury caused as a consequence. If participants have any doubts they should seek medical advice prior to starting training and at any time during the preparation up to and racing on the day of the Sponsored Fundraising Event. If on the day you feel unwell, or have recently been suffering from a virus; in your best interests, don't row.