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

Your Best Friend … for RP at least

• Donor Detail Report– What is this?

• 10 Year History Report– What is this?

So … how do you run them?

• www.ashraerp.com– Real Time Reports – User Name & Password

• Figure out what you want to do? find? see?

RIGHT FROM THE STARTHow?

Two Words …

Giving & Categories

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!

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

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

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!

RIGHT FROM THE MIDDLEHow?

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

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

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

CLOSING OUT RIGHTHow?

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!

10 Year History caveat …

10 Year History = Home Chapter

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

TIPS & WRAP UPHow?

Forms are your friend

Headquarters forms!

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

ONE LAST REMINDER …It’s not too early

June 30th

• Everything must be IN HOUSE by that Thursday…

…..No exceptions…..No excuses

Questions? Tips for the Group?

What’s worked for your Chapter?