draft toolkit

Mountains To Sound Greenway TrustMountains To Sound Greenway TrustMountains To Sound Greenway TrustMountains To Sound Greenway Trust Trail Guide To Hosting An EventTrail Guide To Hosting An EventTrail Guide To Hosting An EventTrail Guide To Hosting An Event A simple but incredibly effective recipe to host a

fundraising event within your organization

The Greenway Connects It All...

Mountains to Sound Greenway Trust | 911 Western Ave, Suite 203, Sea�le, WA 98104

phone 206.382.5565 | volunteer phone 206.812.0122 | [email protected]

Table of Contents Table of Contents

1 Sponsor Expectations

2 Best Trails

6 Catering

7 Event Speakers

8 Donations

9 Event Communications

11 Event Checklist

12 Appendices

\

Welcome�!�Thank you for sponsoring an event in

support of the Mountains to Sound

Greenway!

This is your opportunity to showcase the

Greenway’s mission and goals, create

interest and support for the organiza,on and

introduce new people to the Greenway.

The Greenway Connects Us All….

Mountains to Sound Greenway Fundraising Toolkit

Expectations�of�You�as�the�Fundraising�Event�Sponsor��

As a sponsor you will be responsible for organizing and determining what kind of event you would like to

hold. This toolkit is your guide to helping you along the path to a successful event. Your crea,vity and

flexibility are essen,al in approaching a fundraising event, as each corporate environment is unique.

You are not alone. The Greenway is happy

to help with reserving trail facili,es,

stewardship project ideas, Greenway event

speaker(s) and give recommenda,ons from

past events.

HOW?�Will I Pull This Off….

�As�a�sponsor�you�will�be�responsible�for:��• Choosing�the�type�of�event��• Registration/attendance�tracking��• Internal/external�communications��• Site�Reservations��• Catering��• Donation�collection��• Leadership��

Sponsor��Expectations�Sponsor��Expectations�

Mountains to Sound Greenway Fundraising Toolkit 1

Sponsor��Expectations�

Use this opportunity to introduce people to

the Greenway and create interest and support

for the

organiza,on. Your predominate audience will

be those already interested in

environmental causes, stewardship, or just

community volunteerism.

Who to Contact

Michael Woodsum, Development Director

Mountains To Sound Greenway

Office: 206-382-5565, x.26

Cell: 206-250-9979

Email: [email protected]

Things�To�Consider:� Tenta,vely pick a date for your event and consider mul,ple dates and ,mes. Try to capitalize on dates not

already booked within your company or the community. Also, be mindful of holidays and your

company’s schedule.

Check�the�availability�of�resources�and�facilities�well�in�advance!�

Best�Trails�Best�Trails�


Option�1:�Hike�

Ra.lesnake Ledge Trail

• Begin at Ra�lesnake Lake

• Hike on a popular, four-mile round trip

hike to a rocky outcropping with stunning

views of the Snoqualmie Valley and the

Cascades.

• The hike is 2 hours round trip.

Cedar River Watershed

Educa0on Center

(Indoor ameni0es a2er the hike):

The Center’s beau,ful seAng, mountain

views, and inspira,onal landscape make it

an excep,onal place for your organiza,ons’

get-together. Tables, chairs, kitchen

utensils, appliances, and AV equipment,

are available at the Center at

no addi,onal charge. You can setup tables

and chairs to meet your needs.

*Please note you should rent the facility through the Mountains to Sound Greenway Trust for the discounted rental

rate.

Facility Website:

www.sea�le.gov/u,l/About_SPU/Water_System/Water_Sources_&_Treatment/Cedar_River_Watershed/index.asp

Rental Informa0on:

Please see Appendix A

RATTLESNAKE�LEDGE�VIEWPOINT�



Option�2:�Hike��

Ra.lesnake Mountain “Western Trailhead”

The Western trailhead has several view points along the way. Depending on your par,cipants you can choose the

distance your group would like to hike.

• The first viewpoint is Stan's Overlook, about a 2.5 mile hike in (elev. 2100'). From there you can see Mt. Si and

the Snoqualmie Valley.

• Grand Prospect is about a 4.9 mile hike in. This overlook is due south of the town of North Bend with more

spectacular views of Mt. Si and Teneriffe.

• At 6 miles in and 3500’ is the high point of East Peak - great views abound from here!

• Then it is downhill to the Ledge, 8 miles in, ending at Ra�lesnake Lake. If you plan to hike the en,re trail

arrange to park a car there or plan to hike 8 miles back.

Snoqualmie Point Park

(Outdoor ameni0es a2er the hike)

ANer your hike Snoqualmie Point Park is the perfect place to gather. The park includes a shelter for picnicking,

restrooms and an open-air amphitheater with a stunning view of the Snoqualmie Valley and the Cascades stretching

from Snoqualmie Pass to Mount Baker—a favorite for company picnics and fes,vals.

Park rentals are $250.00 for four hours and there is a $500 refundable damage deposit.

This trail is owned by the Washington Department of Natural Resources. Cars that park in the upper parking lot at

Snoqualmie Point Park, which is adjacent to the trailhead of the Ra�lesnake Mountain Trail, require a Discover

Pass. Rentals of the park will receive 25 free Discover Passes through the City.

The lower parking lot adjacent to Snoqualmie Point Park does not require a Discover Pass.

Facility Website:

h�p://www.ci.snoqualmie.wa.us/Default.aspx?tabid=169

Rental Informa0on:

h�p://www.ci.snoqualmie.wa.us/Departments/ParksRecrea,onDepartment/Rentals/tabid/138/Default.aspx


Option�3:�Hike�

Li.le Si:

• Hike 2.5 miles to the top of Li�le Si to enjoy many phenomenal views of the upper Snoqualmie Valley, while hik-

ing through the popular varied forests, marshes, rocky slopes and beau,ful views.

• Li�le Si offers an alterna,ve to the big climb up Mt. Si itself.

• Watch rock climbers travel up the east side of Li�le Si while con,nuing up to the 1,576’ summit.

• 2.5 to 3 hours round trip.

North Bend Railroad Depot:

The North Bend Railroad Depot is a beau,ful small building 5 miles east of the trailhead. The Depot has restrooms

and a small picnic area located behind the building.

Facility rentals are $100.00 for four hours and there is a $100 refundable damage deposit.

Facili0es Website:

h�p://,nyurl.com/6rssqaf

Rental Informa0on:

The Depot is available by reserva,on only

Please call 425-888-1211


Option�4:�Restoration�or�Stewardship�Event��

The Greenway provides many opportuni,es for you and your team to become involved in maintenance and

restora,on of these beau,ful trails.

This could include:

An opportunity for volunteerism to assist with trail restora,on or any other kind of stewardship event. Contact the

Mountains to Sound Greenway for available opportuni,es and dates.

You could be plan,ng trees, restoring pathways or bridges and all the while enjoying the magnificent surrounding

trees and vegeta,on. This is a fun and gra,fying event as you watch your groups' progress.

More ways to get involved:

h�p://mtsgreenway.org/volunteer/sites-and-opportuni,es

See Appendix A for links





Option�5:�Biking��

John Wayne Pioneer Trail (Iron Horse State Park):

• A downhill bike ride on the John Wayne Pioneer Trail (Iron Horse Trail) from Hyak to Ra�lesnake. It's about 20

miles (approximately three hours) very scenic and low-exer,on.

• Come in groups and drop off cars at Ra�lesnake Lake and the rest of the cars con,nue to the trailhead.

Alterna,vely contact the shu�le service that carries passengers and bicycles to the Hyak trailhead.

Agate Pass Transporta0on

• Shu�les are available to transport people and bikes from Ra�lesnake Lake to Hyak, the star,ng point

• Phone: (360) 981-2022 or Toll Free (877)981-2022

• Shu�le Fares $22.00 Adult/ $18.00 youth

• With a group of 20 people or more a 20% discount is applied or you can charter the bus for $300.00.

The bus picks your group up at Cedar Falls trail head. You will need a Discover Pass to park there or,

alterna,vely, park in the Ra�lesnake Lake parking lot and ride your bike across the street to Cedar Falls Trail head.

h�p://www.agatepassbus.com/

Cedar River Watershed Educa0on Center

(Indoor ameni0es a2er the hike):

The Center’s beau,ful seAng, mountain views, and inspira,onal landscape make it an excep,onal place for your

organiza,ons’ get-together. Tables, chairs, kitchen utensils, appliances, and AV equipment, are available at the Cen-

ter at no addi,onal charge. You can setup tables, and chairs to meet your needs.

*Please note you should rent the facility through the Mountains to Sound Greenway Trust for the discounted rental

rate.

Facility Website:

www.sea�le.gov/u,l/About_SPU/Water_System/Water_Sources_&_Treatment/Cedar_River_Watershed/index.asp

Rental Informa0on:


Volunteer�Assignments:�

• Arrive at the facility early for set-up

• Meet caterer if necessary

• Clean up aNer the event

Let your venue and the 0ming of your event

influence your culinary choice.

The Cedar River Watershed Educa0on Center

• Potluck/Picnic

• Catered (The facility has a list of recom-

mended caterers)

• A Banquet Permit is required if you will be

serving alcohol


• Barbeque in onsite pits

• Potluck/Picnic

• Catered

• Food Truck

• Caterer friendly facility

• A Special Ac,vity Permit and a Banquet permit is required if you plan to serve alcohol

The North Bend Railroad Depot

• Caterer friendly facility

• Potluck/Picnic

• Food Truck

• A Banquet Permit is required if you will be serving alcohol

Contact the indoor facili,es you’ve chosen for recommended caterers as well!

Holding a private event aNer

volunteering with the Mountains to

Sound Greenway is fun; a great way to

celebrate all that your team has

accomplished and pre�y easy to do.

WHY?�If you feed them, they will come….

Catering��Catering��


Things�to�Consider: Catering Costs (food, drink, addi0onal labor, linens, paper products, and/or rentals): Food costs can be

one of the most expensive parts of an event and it is oNen difficult to determine pricing. Of course, all of

this depends on the vendor and the menu you chose, as well as service, rental, and disposable costs. If

you are going to serve alcohol you will need obtain a Banquet Permit.

The Greenway staff will help you with any permit needs

Connect�Your�Donors�to�the�Cause…�

Having a speaker is a great way to showcase the Mountains to Sound Greenway Trust's goals and mission. It is rec-

ommended to have an event speaker that can speak enthusias,cally about the Greenway. As an event sponsor it is

recommended that you also speak on behalf of the greenway to share your personal connec,on. The Greenway

speaker can talk about the Mountains to Sounds Greenway history and how the dona,ons benefit the organiza,on.

The speeches are typically done when the group is together at a look-out-point on one of the hikes or aNer the hike

while everyone is enjoying a meal together. effec,ve with past event partners and a few newel

Event�Speakers�Event�Speakers�


The�Day�of�The�Presentation��

1. Arrange to meet your speaker(s) when he/she

arrives.

2. Give an introduc,on of the event and your

speaker. Be brief, sincere, and enthusias0c!

3. It’s best to keep this por,on of the event short

and under five minutes per speaker.

4. Thank your speaker and follow their speech

with a small speech of your own describing your

connec,on to the Greenway and share what

makes you so passionate about this cause.

5. Document the event with photos and/or video-

clips – if allowed by your guest speaker

Remember to Thank your donors…

There's a lot to remember when holding a

fundraising event and some,mes the

Thank You's get forgo�en.

Whether you say thank you in your speech,

send a thank you email or card or give your

donors/volunteers a li�le something special,

don't forget to say thank you for their valuable

,me, effort and contribu,on

.

Thank You!

SAY�THANK�YOU�

The�#1�re

ason��

people�do

nate��

is�becaus

e�they��

��are�aske

d!�

Set a goal!

The goal is to raise awareness and funds for Mountains to

Sound.

Collect Dona0ons

There are a couple different ways to approach this:

Have your a.endees...

• Purchase “,ckets” to a�end the event

• Make a dona,on

• Collect Pledges

• Donate their ,me! Organize a work party to clean up or

restore parts of the trail.

• Determine if you will accept cash, check or credit cards

Consider Matching Programs

Many employers now sponsor matching giN programs for

charitable contribu,ons – check to see if you could double

your support for the Mountains to Sound Greenway Trust. If your company does not currently support Mountains to

Sound, find out if they can be added to the list of eligible organiza,ons.

Volunteer your 0me

Make sure to check whether or not your employer provides dona,ons for volunteer ,me. For example, some

businesses provide dona,ons to nonprofit organiza,ons at the rate of $10 per volunteer hour worked, up to

a maximum of 30 hours per year

Angel Donor

There may be a person within your organiza,on who would be

willing to match funds raised by your event.

Track Dona0ons

You must track your registrants and their dona,ons. All fields of

the a�endance/dona,on tracking sheet must be completed for

the donor to receive their tax receipt.

Donations�Donations�


YOUR�GIFT�INSTANTLY�MAKES�AN�IMPACT�ON�THE�FUTURE�OF�THIS�SPECTACULAR�LANDSCAPE�

When deciding to sponsor an event your team may want to discuss the different ways that your company

can support the Greenway. Consider your audience when deciding how to collect dona,ons and seAng

the “,cket” price.

The Mountains to Sound Greenway Trust is a 501(c)3 nonprofit organiza,on.

Where�Does�the�Money�Go?��

• Tree plan,ng

• Trail restora,on and maintenance

• Summer Camps for Kids

• Environmental Educa,on Programs

• Awareness Campaigns

• Extending the Trail

• Protect thousands of acres of

forests, parks, recrea,onal

opportuni,es, wildlife habitat and

vibrant communi,es

Volunteer�Assignments:�

• If you plan to collect dona,ons the day

of the event, have a volunteer keep

records on a tracking sheet.

• Prepare a cash box

You�cannot�say�it�often�enough�..�

Your communica,on strategy is cri,cal to the success of your event. This is your chance to convince your

supporters that Mountains to Sound and event are worthy of their ,me and money. A unified message

(flyers, emails, word of mouth) will go a long way towards a memorable event.


Event�Communications�Event�Communications�

The difference between good events and great events is

geAng your message out effec,vely. Remember these

important factors: ,meliness, visibility, quality and

tracking.

Timeliness

• Communicate early and oNen

• Follow up weekly leading up to the event

• Respond promptly to inquires

Visibility

• Place event materials in high traffic areas

• Use a variety of communica,on mediums

• Make contact informa,on readily available

Quality

• Materials should be eye catching

• Keep it simple

• Be consistent in your message

Tracking

• Know how many people will a�end

• Know who donated

• Know who to thank

⇒ Post Flyers

⇒ Send out “Save the Date” Email

⇒ Look for staff or team mee,ng dates to promote your

event

⇒ Publicize on your companies internal website

4 Weeks Out

⇒ Email invita,ons—request RSVPs

⇒ A�end staff or team mee,ngs to promote your event

⇒ Re-post material on your companies internal website

3 Weeks Out

⇒ Follow up with non-responders by email


2 Weeks Out

⇒ Send event checklist details to a�endees


1 Weeks Out


Event�Communications�Event�Communications�

SAVE�THE�DATE�

This is a brief email event no,ce that simply informs poten,al a�endees of your upcoming event.

FLYERS�

A flyer should offer a brief overview of the event, the who, what, when, where and how to par,cipate. A simple flyer with a

website or email address where people can get more informa,on or request an invita,on is most effec,ve. Make sure your flyer

is vivid and eye catching, keep it simple and clear.

INVITATIONS�

Email invita,ons are the most economical event marke,ng method and undoubtedly drive more a�endance. Your invita,on

should provide more details about the event; such as the type of event (hike or restora,on ac,vi,es). Invites should provide

clarifica,on details on dona,ons. Specify if there is a “,cket” charge, a

suggested dona,on, or just the opportunity to volunteer. It needs to be

clear that this is a rain or shine event.

PARTICIPANT�CHECK�LIST�

Once people have RSVP’d a more detailed email can be sent. This can

give a planned agenda for the event, what to wear, how to get there,

what to expect and where to park. It should also include where and how

to donate and any relevant details if the dona,on is to be handled

through a corporate campaign or matching program. The packet can also

include a trail map of the planned hike and informa,on about Mountains

to Sound.

COMMUNICATION�RESOURCES�

Flyers, invita,ons and checklists can all be simple forms done with noth-

ing more sophis,cated than Word or Publisher. Keep fonts clean and

easy to read. Do not overcrowd your materials with informa,on. You can

search for free printable or templates online that can be customized to

your event.

WEB�RESOURCES��

These sites offer a web presence for your event which includes online event management,

registra,on, ,cket sales and payment processing, event templates, event invita,on, event promo,on and event

homepage.

These sites oNen have a fee. For events with a large guest list to manage, the fee could be worth the convenience.

Before you sign up for one of these sites make sure you fully understand their financial policies.

Send out the week of the event)

• Driving direc,ons

• Potluck Item (if applicable)

• Sturdy shoes or hiking boots

• Weather appropriate clothing

• Bo�le of water

• Camera

• Trail map

• Sunscreen

• Insect repellent

• A snack

PARTICIPANT�CHECKLIST�

Making�a�List…�Checking�it�Twice...�

Use this sample checklist to double check your progress, Depending on the format of your event parts of this list

may not be relevant to you—so pick and choose the parts that work for your event but above all Be Prepared!

Brainstorm prior to star,ng your event planning to make sure everything is covered!


Event�Checklist�Event�Checklist�

This is based on a six week planning schedule.

6 Weeks Out: � Set the Goal and mission for this event

� Contact Mountains to Sound regarding your intent to hold

an event

� Research and determine date

� Create guest list

� Recruit event volunteers

� Choose event op,on

5 Weeks Out: � Finalize date

� Iden,fy loca,on and reserve facility based on availability

� Choose food op,on

� Book Caterer if applicable

� Invite Guest Speakers

� Invite Mountains to Sound

4 Weeks Out: � Post Flyers � Send out “Save the Date” � Publish event on Companies internal website

3 Weeks Out: � Send out Invita,ons: emails/evite � Repost on company internal website

� Obtain necessary permits (Outdoor Space/ Event/ Alcohol)

2 Weeks Out: � Follow up with anyone who has not responded � Confirm headcount with caterer

� Purchase non-perishable supplies such as cups, plates,

napkins, utensils

1 Week Out: � Assign and provide detailed instruc,ons to your volunteers

� Confirm guest speaker arrangements are secured

� Send par,cipant checklist to a�endees

Day of Event: � Be prepared to accept onsite registra,ons

� Print out tracking sheet and take to event

� Confirm assignments with volunteers

� Bring a first aid kit

� Pay the vendors

� Have fun!

A2er the Event: � Send thank you notes to your speaker and volunteers

� Send post event email with pictures from the event and

thanking your a�endees

� Do a post-event evalua,on

� Determine if there is any follow up to get the dona,ons

matched by your company

Follow�up�and�wrap�up�any�loose�ends�

ANer an event is over, it is s,ll not complete un,l all the

necessary follow-up has been completed and all loose ends

have been ,ed up.

Following an event make sure to:

• Clean up all event-related materials and return any

borrowed items to appropriate sources

• Secure any receipts for reimbursable expenses

• Secure invoices from all vendors and ini,ate the

payment process; request no,fica,on when vendors

have been paid

• Send thank you notes to speakers and/or special guests

• Document event process and make notes for areas for

improvement, in order for the next years group to

benefit from your experience


Links�Links�

Facility Websites

Cedar River Watershed Educa0on Center

Facility Website/Rental Informa,on:

h�p://www.sea�le.gov/u,l/About_SPU/

Water_System/Water_Sources_&_Treatment/

Cedar_River_Watershed/index.asp


Facility Website:

www.ci.snoqualmie.wa.us/Default.aspx?

tabid=169

Rental Informa,on:

www.ci.snoqualmie.wa.us/Departments/

ParksRecrea0onDepartment/Rentals/tabid/138/

Default.aspx

North Bend Railroad Depot

Facili,es Website/

Rental Informa,on

0nyurl.com/6rssqaf

Agate Pass Transporta0on

www.agatepassbus.com/

Discover Pass

discoverpass.wa.gov/

Li�le si website

www.wta.org/go-hiking/hikes/li�le-si

Ra�lesnake ledge

www.wta.org/go-hiking/hikes/ra�le-snake-ledge

Snoqualmie Point Park West entrance to Ra�le-

snake Lake trail

www.wta.org/go-hiking/hikes-of-the-week/

ra�lesnake-mountain-trail

Bike ride down John Wayne Pioneer trail

backcountry.unicyclist.com/UNICON/

HyakToRa�lesnake/HyakToRa�lesnake.html

Mountains to Sound Greenway

mtsgreenway.org/

More ways to get involved:

mtsgreenway.org/volunteer/sites-andopportuni+es

More ways to donate:

mtsgreenway.org/donate

Interac�ve Map

mtsgreenway.org/explore-the-greenway

Web Resources for online invita�ons

www.paperlesspost.com/

www.punchbowl.com/

new.evite.com/#home

Appendix�A�


Sample�Invites�Sample�Invites�

Email�Invitations:�Basic�Layout�

• WELCOMING LINE INCLUDING BRIEF EXPLANATION OF THE EVENT

• DATE

• WHERE

• DIRECTIONS/ MEETING INFORMATION

• FOOD EVENT DETAILS

• DONATIONS/COMPANY MATCHING DETAILS

• CONTACT INFORMATION�

Email�Invitations:�Examples�

# 1

Join Super Sponsor for a volunteer opportunity on the Really Beau,ful Trailhead. Super Sponsor is gathering a team to prepare

the trailhead for the coming hiking season. The work party will last 3 hours followed by lunch, hosted by Super Sponsor.

Tuesday March 4th

Leave Great Company parking lot at 9:00 a.m. and carpool to Really Beau,ful Trailhead

Lunch at Nearby Pizza Joint @1:00

The Great Company supports the Mountains to Sound Greenway Trust. Your ,me spent volunteering is covered by the company

policy on paid volunteer ,me.

For more informa,on please contact [email protected]

# 2

You are invited to join on a hike at the Really Beau,ful Trailhead on Sunday June 5th. Super Sponsor will lead the hike beginning

at 11:00 a.m. and then host a catered lunch.

Suggested Dona,on is $50 and all proceeds benefit the

Mountains to Sound Greenway Trust

For more informa,on please contact [email protected]

# 3

Hike the hills with Super Sponsor!

Super Sponsor invites all employees of the Great Company to join her on a trail hike at the Really Beau,ful Trailhead on Wednes-

day July 1st

beginning at 10:00. The 2 mile gentle hike will be followed by a catered barbecue.

Super Sponsor supports the Mountains to Sound Greenway Trust and wants to share its beauty with all of you. Come along for

the hike. Enjoy the lunch while you learn about the Greenway's mission.

Dona,ons will be gratefully accepted.

Great Company supports MTSGT. All dona,ons are eligible for company matching funds.

Email [email protected] for more informa,on

Appendix�B�


�

Crea,ng a flyer in

Publisher is fairly easy.

Start with opening

MicrosoN Office

Publisher 2007 or 2010.

In 2007 your start up

screen will have a task

pane to the leN and choose

the op,on for

flyers.

In 2010 go to File > New >

Flyer.

The soNware will generate

a choice of templates from

which to choose.

Each of the text boxes in

the flyer is editable.

Customize the fields with

your company and event

informa,on.

*Note that every flyer has

op,ons for changing the

color schemes, moving the

text boxes, adding or

removing graphics boxes,

etc. If you want to further

customize your flyer you

can certainly use the many

useful tools found in this

soNware.

COMPANYNAME

Join Us on a Hike on the Creek Trail.

Creek Trail winds through a

beau,ful sec,on of The Mountain

Na,onal Park. The easy hike will be

four miles, about two hours,

through the Creek area.

818 House Street

Suite 300

COMPANYNAME

Phone: 555-555-5555

Fax: 555-555-5555

The Greenway Connects Us All...

HIKE WITH MIKE

Sample�Flyer�Sample�Flyer�

draft toolkit

Documents

sound greenway trustmountains

greenway event speakers

sound greenway oce

fundraising event

event communications

event checklist

kind of event

successful event