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Dear “Field” Colleague,

This issue of On-the-Go eTA is about fun! Three leaders within the Service Field are telling their stories about their special events and offering some tips and ideas in the process. Insights have been included at the end of each story. Click on the titles to the right to read about…

Alaska: 1st Annual Ketchikan Youth Initiatives Fun(d) Raiser

Ohio: Tea @ 3 with RSVP

Colorado: 2nd Not-Quite-Annual AmeriSpuds Recipe Contest

For Maximum Results: Give Yourself Enough Planning Time

Do you have questions about raising funds with special events? Contact us through LEADline@CampaignConsultation.com
for more information. You can still access previous issues of On-the-Go eTA by clicking on the title at the right.

Alaska: 1st Annual Ketchikan Youth Initiatives Fun(d) Raiser

Bobbie McCreary, Administrative Manager (volunteer) at Ketchikan Youth Initiatives (KYI) in Ketchikan, Alaska shares how 13 NCCC members helped her organization hold a first time event and raised $4,000.

“We started our planning only four weeks ahead of the actual event on May 17th. About 30 youth and adult mentors sold tickets ($10 a piece). Thirteen AmeriCorps NCCC members planned and directed games; filled and decorated auction baskets; and assisted with set up and tear down. Adults managed skateboard games, and worked with the youth building and managing a paintball target range. Skinner Auto Sales offered their facility for the event and owner Rob Skinner played the part of auctioneer very well. We had a core group of 4-5 women who really worked their hearts out.”

“The main event was the auction, and the pie-eating contest also attracted attention. There were many donations made to create over 30 auction baskets with themes such as gardening, a romantic night out, fishing fun, movie night, tourist for a day, health and beauty, family fun, and many more. I believe packaging the auction items in themed baskets was a very effective way to get bids. There was a feast to be had as well. Barbeque pork sandwiches, baked beans, hot dogs, salad, and other goodies added up to a delicious dinner for all those who came.”

Activities were geared towards families and young people. We had a paintball target range, skateboarding contests, cake walk, Frisbee throw, face painting, balloons, puppet making, shaving balloons, shaving cream art, mural painting, dunk tank, hula hoops. A family audience doesn’t bring in a lot of money, but everyone who attended had a good time and we got a lot of positive attention for our efforts.”

“Although we checked the local calendar and sent out “save the date” cards we were up against tough competition for this Saturday in May. A DIVA show fund raiser, the Monthly Grind and a Jazz band concert is an established event that draws a lot of supporters. Still, we were pleased with the turnout. The event attracted a nice variety of community members (and their pocket books!). Of course, we couldn’t have done this without the NCCC Gold Team…13 of them…winners EVERY ONE!”

“Next time I will remember that KYI is “youth directed" and “adult mentored” and we will not take on projects that the youth are not involved in creating and making happen. We do thank the NCCC team for pulling us out on this one. We learned a lot. And we’ll probably do it again.”


Summary Insights:
• Involve stakeholders (youth) early on in the
planning stage
• A core group of volunteers are critical to success
• Start planning at least nine months before the event

Ohio: Tea @ 3 with RSVP

Inese Alvarez is the director of the RSVP Volunteer Program of Summit Summit County sponsored by Mature Services, Inc. in Akron, OH. Tea @ 3 with RSVP served as a fundraiser for this past May. Two years ago Inese claimed 20 pounds of tea being donated by a local coffee/tea shop that went out of business. This is the second year of the event which this year earned $4,204 for RSVP and attracted one hundred and sixty attendees. The event was held at the Akron Woman’s City Club which is an old “Victorian” style mansion.

Planning for the event began in mid-January. Twenty volunteers served as check-in volunteers, hostesses, raffle ticket sellers, a tea captain and co-captain responsible for making sure there was hot water for the tea, helping to brew tea, and making sure there were enough cups, and eight tea servers.

An Akron University student majoring in PR was solicited to help with all the donation solicitations and sponsor ads. Inese also got some free publicity from the “Akron Beacon Journal” newspaper and other community newspapers.

Summary Insights:
• First impressions can set the tone—ensure a
smoothe check-in
• Tea Sampling—another reason to get more
coverage for the project
• Good thought process to raise ticket prices—slow
and easy

Click here to read what Inese has to say about her event.

Colorado: 2nd Not-Quite-Annual AmeriSpuds Recipe Contest

You probably saw the notices Bruce Cline posted about the Not-Quite Annual AmeriSpuds Recipe Contest on the e-mail lists. Bruce Cline is State Program Director for the CNCS Colorado State Office in Denver. Bruce created his event to encourage networking among National Service participants, to promote low cost and nutritious eating among members, and just to have some fun.

Bruce created a Facebook “group” and a Facebook “event" which you can visit here for the details of the contest. The contest ended on July 31, so it’s too late to submit an entry this year, but there may well be a 3rd Not-Quite Annual AmeriSpuds Contest someday. Who knows?

Bruce says, “We need to try to convince people that having fun is a legitimate activity of their respective programs/office/organization.”
Summary Insights:
• Special events can by “zany”
• Special events should be fun
• The same special event can skip a year

Give Yourself Enough Planning Time

Every event is different and needs its own action timetable. Some event planners start 12 months prior to the actual event. A less complex event may begin six months prior to the event. Some events may need separate timetables for specific aspects, such as printing or public relations.

Allow time for goal setting, team building, logistics, marketing, and communications in addition to pursuing sponsors and donors. You can break your action timetable into specific phases according to the kind of work you are performing.

Click here and download an action planning schedule to use when planning your event. Select the action components necessary to planning your event and the due dates for completion. This action timetable is generic and should be adapted to your own needs.

In addition, contact LEADline to purchase an at-cost planning packet called The 4 Keys to Holding special Events Fundraising sponsored by CNCS and produced by Campaign Consultation.

Let us know

Do you have a special event that raises funds or brings people together? Contact us at LEADline@CampaignConsultation.com
(LEADline is sponsored by the Corporation for National and Community Service through its Resource & Fund Development Initiative.) We would be happy to answer questions or to give you more support.

Thank you for your interest in On-The-Go eTA. We encourage you to send this and other issues of OTG eTA to friends and colleagues who would benefit from the information. Also, if you’re on information-overload, you may request email removal. Otherwise OTG e-TA will be back soon with another edition.

 

IN THIS ISSUE:
click on titles below to read full articles

Alaska: 1st Annual Ketchikan Youth Initiatives Fun(d) Raiser

Ohio: Tea @ 3 with RSVP

Colorado: 2nd Not-Quite-Annual AmeriSpuds Recipe Contest

For Maximum Results: Give Yourself Enough Planning Time

Share Square
Facts for your fundraising volunteers to know

Resources


Resource Development Learning Products & Services

On-The-G0 eTA

LEADline

GIZMOs

The Chronicle of
Philantropy

Workshops/ Clinics

Online Courses/ Webinars

Share Square
Facts for your fundraising volunteers to know

Special events are a great way to attract new volunteer fundraisers. Be certain to keep track of everyone who volunteers for your event, and work to get them introduced to your organization leadership.

“He who does not get fun and enjoyment out of every day... needs to reorganize his life.”

George M. Adams

Sponsored by: Corporation for National & Community Service and Resource & Fund Development Initiative For more information, contact: Campaign Consultation Inc. 2819 Saint Paul Street, Baltimore MD 21218-4312 USA
Success@CampaignConsultation.com
www.CampaignConsultation.com

Tea @ 3 with RSVP (cont.)

Inese Alvarez shares this about her event: “It was high end tea and included about twenty different types of exotic teas including rooisbos, white tea, sow me, MIM, organic spearmint and peppermint, chais, and more. We decided that since we had so many unique teas that we wanted to bill this as more of a “tea sampling” rather than a tea party; we didn’t want to exclude men from coming either so a tea sampling sounds better to men then a tea party. The atmosphere and ambiance of the Akron Women’s City Club are the perfect location for a tea party. The Women’s Club did an outstanding job at preparing typical “English tea fare” which consisted of scones/whipped cream, fruit, tea sandwiches (cucumber, watercress, chicken salad) and a variety of pastries. The club charged us $9.00 p/p.”

“We solicited sponsors for this event and included their ads in a program book and also included links on our website to their websites. The program booklet listed all of the teas that guest were sampling, a tea party crossword puzzle and word search, some sayings about tea, and of course the ads.”

“Besides the tea sampling, we also had an RSVP volunteer who happens to be from England. The first year he gave a talk about “Properly Preparing a Cup of Tea” and this year he did a wonderful PowerPoint presentation about English castles. We also recruited a high school student volunteer to play the piano in the main sitting room.”

“Since we held the event during National Volunteer Week, this gave me the opportunity to acknowledge all the guests who were volunteers. Some of the guests were RSVP volunteers, but some weren’t, so this was a great opportunity to talk about RSVP and to potentially recruit volunteers.
We also had a raffle (made $500) and with those raffle prizes, I included an RSVP brochure and a volunteer application form.”

“Another fun activity was to have a hat contest. Hats were optional but many of the ladies did wear hats. Our speaker selected about 6 guests, and the audience applauded for which hat they liked best. The winner received a donated flower basket and the runners up received “Chicken Soup for the Volunteers’ Soul” (another donation).”

“Next time I will re-configure seating and the layout. You definitely have to look at your venue and work with the banquet manager. We had so many people that it was a bit crowed, and got crazy during check in. We didn’t issue tickets, rather people had their names on a list at the door, so that took up some time. I think for next year, we will probably issue tickets.”

“I also will charge more next year. This year we charged $20, but we will probably charge $30 next year. We saw that the type of person who goes to these events wouldn’t mind spending the extra money.”

See The Resource Center for Inese’s templates for solicitation/sponsorship materials, program book, invites, etc. to the The Resource Center.

Resources

The National ASK (Awareness, Skills, Knowledge) to Sustain Institute, sponsored by Corporation for National and Community Service, provided by Campaign Consultation, Inc. 1998, 2002

The CNCS Resources Now! National Institute, sponsored by Corporation for National and Community Service, provided by Campaign Consultation, Inc. 2005-07.


Learning Products and Services

LEADline:
(Learning Experiences At a Distance) LEADline is designed to give information fast. Have a resource & fund development question? Use LEADline and within 24 hours you will receive response and advice from a fundraising professional.
Contact us
LEADline@CampaignConsultation.com

GIZMOs:
(Giving Information for Zooming Mission Objectives) GIZMOS are resource and fund development tools for you and your volunteers. They are tangible products in packets, pocket brochures, CD-ROMs, games, etc. They feature a myriad of fundraising topics such as The Case for Support, an interactive online resource. View and use our newest GIZMOs at www.CampaignConsultation.com/gizmos/

The Chronicle of Philanthropy:
Everyone who comes to a Resources Now! National Institute gets a free subscription to the Chronicle for a year. Participants in CNCS Campaign Consultation workshops receive the latest issue free of charge plus a $20 discount on one year’s subscription.

Workshops/Clinics:
The Corporation for National and Community Service (CNCS), through its T/TA service provider Campaign Consultation, Inc., offers a three-hour workshops and clinics for those interested.

Online Courses/Webinars:
Web course delivery of topics pertinent to resource development such as — Build Fundraising Volunteer Champions and Cause Related Marketing and Corporate Partnerships.

Available through the Resource Center at http://nationalserviceresources.org


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