Planning 4 - Delivering the Sponsored Fundraising Event
Countdown to the Sponsored Fundraising Event
Your careful monitoring of participants throughout the build up period is important. They must have taken their training seriously and appropriate to the distance they intend to row. If there is any doubt about their preparations do not let them row, even if they have a full sponsor form of pledges.
- Place an unlimited supply of drinking water available for participants with signs telling them to drink before, during and after the rowing
- Area to one side of the participants where the first aiders can be based
- Have a PA system with someone commentating - this can be used for time updates, progress of top teams, keeping the rowing on track, background music and other information
- Participants need fast accurate results as soon as the Sponsored Fundraising Event has finished - they want instant feedback for their efforts. You could display a leader board after every team member changes on the Indoor Rower or after every fifteen minutes rowing. Decide on something that can be managed by a volunteer.
- Remind participants to bring their own energy food/drinks for the Sponsored Fundraising Event
- Have a meeting a week before the Sponsored Fundraising Event and check that volunteers and participants are ready. After this meeting, send them their own checklists so they know what they should be doing - you keep a master copy. Check information and leave nothing to chance. Don't assume someone will do something - they need to be given clear instructions and you keep the bases covered.
Your commitment and leadership is in its final stage and the hard work from every one promises an exciting day of fundraising and competition from the participants.
On the Day
Check all participants are fit and healthy. Do not take any risks whatsoever and if there is anyone feeling unwell or has recently been suffering from a virus they must have professional medical advice and full clearance to row. If in doubt, do not row.
TIP: Have one or two people around for the whole Sponsored Fundraising Event with their brief being to help the Event run to plan. They can fire fight as necessary as you don't want to be doing anything - unless you are participating.
The Indoor Rowers are set up, tested and ready to go and a leader board records the running total from each machine or team of Rowers. With all the planning competed, today is for enjoying the activity:
- Be available - or have someone dedicated to meet/greet the media and be interviewed
- Make sure your participants and helpers are badged
- Check out the lighting, music and PA systems are working and have volunteers to manage these
- Toolbox: include allen keys, screwdrivers, spare foot straps, batteries (PM3) and heavy duty adhesive tape
Everyone can look forward to a Sponsored Fundraising Event of hard rowing and fun. Your commitment will be rewarded not only by the result but by all those involved having a great time together. Don't forget this has been an important collaboration for all your stakeholders, each with a share of ownership.
Post Event
In the days after the Sponsored Fundraising Event, write follow up "thank you" letters to sponsors and let them know the final amount raised. The contact details of your sponsors are very important to you. You have a full list of people who have supported the Sponsored Fundraising Event. Keep them onside for future activities as they have already shown an interest supporting you.
TIP: It's likely they'll help again, but keep them informed about what's going on - how about inviting them to a social evening when you have your new Indoor Rowers? And as soon as you have them ready for use, you can begin a whole range of fitness programmes for those who worked hard raising the money.
Conclusion
Use these guidelines and examples as a prompt to begin your own planning. Soon you'll be well on the way to a very successful Sponsored Fundraising Event. Over the years Concept 2 has supported many groups and individuals with their fundraising efforts using Indoor Rowers. When you've completed your Sponsored Fundraising Event, please include Concept 2 on the mailing list for a report. So now these ideas and information have set your pulse racing. Stamina and a strong heart will deliver your own amazing results. Bring it on and good luck!