strategic plans for a successful booster club · pdf filenotes the business blueprint...

Notes

The Business Blueprint ©2014 Vision Publications • Used with Permission - 1

Strategic Plansfor a SuccessfulBooster Club

Building a Business Blueprint

V A N D E W A L K E R E V E R E T T

Notes

2 - The Business Blueprint ©2014 Vision Publications • Used with Permission

Roll It Out!The Business Plan Blueprint

BUILDING GREATNESS TO LAST requires building an organizational structure that can adapt through multiple generations of leaders.

In the corporate business world, the use of titles that include manager, management, director, and coordinator automatically imply more active roles and ownership. This organizational plan defines the volunteer as one who will ______________ or __________ others to a common goal.

The New Generation of Organization:Co-PresidentsCo-TreasurersSecretary/Rules and Regulations ManagerCo- Director of Project ManagementCo- Director/EventsCo- Director /OperationsCo- Director /Public RelationsCo- Director /RevenueCo-Director of Info & TechnologyMembers at Large: Guard Coordinator Communications Coordinator [ie: Website/Email/News/FB/Twitter, etc.] Chaperone Coordinator Volunteer CoordinatorEx-officio Members (non voting): Directors, Administrative Liaison Immediate Past President

Note: Co positions allow for overlapping teams to trasfer knowledge base and keep momentum from year to year.

Notes


The New Generation of OrganiztionFlow Chart

Developing Organization Growing Organization Maximizing Organization !

!!

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President Typically, the president of a booster organization is an individual who has previously been active in the organization

President Typically, the president of a booster organization is an individual who has previously been active in the organization The major duties include, but are not limited to, the following:

• Preside at all meetings of the organization. • Regularly meet with the designated campus

representative regarding booster activities. • Resolve problems in the membership. • Regularly meet with the treasurer of the

organization to review the organization’s financials.

• This individual should be a signer on the account.

• Schedule annual audit of records or request an audit if the need should arise during the year.

• Perform any other specific duties as outlined in the bylaws of the organization.

President Typically, the president of a booster organization is an individual who has previously been active in the organization The major duties include, but are not limited to, the following:

• Preside at all meetings of the organization. • Regularly meet with the designated campus

representative regarding booster activities. • Resolve problems in the membership. • Regularly meet with the treasurer of the



• Schedule annual audit of records or request an audit if the need should arise during the year.


Co-Presidents Typically, the president of a booster organization is an individual who has previously been active in the organization The major duties include, but are not limited to, the following:

• Vision casting for the organization [under the supervision of faculty sponsor.]

• Preside at all meetings of the organization. • Serve as the spokesperson and cheerleader

for the organization within the local and school community.

• Regularly meet with the designated campus representative regarding booster activities.

• Resolve problems in the membership. • Regularly meet with the treasurer of the



• Schedule annual audit of records or request an audit if the need arises during the year.


!

Organizational+Chart+Roles+and+Responsibilities++

by!Program!Tier!

Developing Organization Growing Organization Maximizing Organization !

!!

!

!

Director - Project Management The Director Project Management acts as the president’s representative in his/her absence and are an individual(s) who has/have previously been active in the organization

Director - Project Management The duties are handled by the President.

Director - Project Management The Director Project Management acts as the president’s representative in his/her absence and are an individual who has previously been active in the organization The major duties include, but are not limited to, the following:

• Preside at meetings in the absence or inability of the president to serve.

• Perform administrative functions delegated by the president.

• Perform other specific duties as outlined in the bylaws of the organization.

Note: Larger booster organizations may find it necessary to elect several Directors with responsibility over differing areas. Such positions shall be clearly defined in the bylaws of the organization. Examples: Dir of Revenues, Dir of Operations, Dir of Special Events, etc.

Co-Directors - Project Management The Co-Directors Project Management act as the president’s representative in his/her absence and are an individual who has previously been active in the organization The major shared duties include, but are not limited to, the following:

• Preside at meetings in the absence or inability of the president to serve.

• Perform administrative functions delegated by the president.

• Serve as Senior Project Manager for ALL Directors and coordinators

• Establishes master calendar of all events/projects for the year

• Supervise the creation, collection and revision of event planning guides / books for standard operations and procedures for each of the events or projects. Maintains a committee copy and an organization copy

• Manages the follow through of the project coordinators to ensure that all timelines and procedures are successfully implemented

• Perform monthly check-in meetings with Directors

• Attend monthly Board & Booster meetings

• Conduct After Event Reviews for all events and ensure updates to all planning guides

• Perform other specific duties as outlined in the bylaws for the organization

Notes


Goals, Objectives, and Strategies

GoalsGoal setting is crucial. Without proper preparation it would be easy to establish goals that could prove to be ineffective and off the mark. A goal states a desired future condition or achievement. It is a broad direction, which is general and not specific as to completion.

ObjectivesObjectives are directions, which are more specific than goals and assist in quantifying how the desired outcome of the goal will be achieved.

Objectives should use your SMARTS:

1• ________________. Objectives should express a specific improvement or result desired.

2• ________________. There has to be a way to measure or determine the outcome of the result or accomplishment.

3• ________________. The objective must be reachable. If an objective is too “pie in the sky” then it will be ineffective. The team must perceive the objective as “within their reach” without it being too easy.

4• ________________. The objective must be stated in terms of a desired result which can be measured.

5• ________________. An objective must state the time peri-od within which the desired results will take place.

6• ________________. The objective must be critical to the plan and worthy of spending volunteer time.

CONTENTS Project Mission Statement Goals for the project Specific strategies or objectives Event Blueprint (detailed planning stages) Stage 1 3-6 months Stage 2 30 - 60 days Stage 3 10 - 30 days Stage 4 7 days Stage 5 1 day Stage 6 Event Day Stage 7 Post Event Volunteer Needs Budget Vendor Forms Action plans Evaluation and Revision

Building an Event Project Plan Guide

Notes


!Project&Team!for!!!!_________________________________________________________________________!!!

Culmination!Date!!!!! ____________________________!!!Team&Leader/Manager!!!! !_________________________________________________________!!Team&Promoter!!!! ! !_________________________________________________________!!Team&Recruiter!!!! ! !_________________________________________________________!!Team&Logistics!Coordinator!!!_______________________________________________________!!

!Director/Supervisor!! _________________________________________________________!!Supervising!VP! ! _________________________________________________________!!!

Building a Project Plan

Project Goals A goal states a desired future condition or achievement. It is a broad direction, which is general and not specific as to completion.

Project Objectives Objectives are directions, which are more specific than goals and assist in quantifying how the desired outcome of the goal will be achieved.

Quantifiable/Specific | Time Frame | Measurable | Significant | Attainable

Objective 1: Objective 2: Objective 3:

Project(Team(Org(Chart(

Project Strategies: This is the portion of the plan that determines how the objectives will be actualized, realized and obtained. Strategies will help the team determine how each objective will be met and what specific method will be used. _________________________________________________________________________________________________!

_________________________________________________________________________________________________!

_________________________________________________________________________________________________!

_________________________________________________________________________________________________!

_________________________________________________________________________________________________!

_________________________________________________________________________________________________!

_________________________________________________________________________________________________!

_________________________________________________________________________________________________!

Delegating the Action Plan The action plan is the specific punch list of actions needed to fulfill each strategy. The key component to this portion of the project plan is to take the project team’s vision and delegate specific tasks of the action plan to the properly suited booster parents.

Action Item Action Owner Timeline

1._______________________________________________________________________________________________!

2_______________________________________________________________________________________________!

3_______________________________________________________________________________________________!

4_______________________________________________________________________________________________!

5_______________________________________________________________________________________________!

6_______________________________________________________________________________________________!

7_______________________________________________________________________________________________!

8_______________________________________________________________________________________________!

9_______________________________________________________________________________________________!

10______________________________________________________________________________________________!

Notes


Detailed Planning Guide

PROJECT TEAM: Concert in the Park STAGE 1 (3-6 MONTHS BEFORE EVENT)

Item / Action who deadline date

Confirm Project Team Leaders Team Ldr 6 Months Out

Contact Faculty Sponsor to confirm date and place on organizations calendar; confirm # of participating organizations & amount for time for each group

Team Ldr 6 Months Out

If event held at your local school, ask VP Project Management to enter Facilities Request (FREMs) into system requesting access to for all locations on campus; Co-VP to send copy to Organization Secretary for FREMs note book and put copy in Event notebook

If event held offsite, determine location and confirm availability and rental price and sign contract


Send email to IT Team for distribution to booster Family's requesting area leaders and volunteers with defined roles for each in December


Get prior year budget print out from treasurer / bookkeeper and set budget Team Ldr 6 Months Out

Email participating organizations with Save the Date. Team Ldr 5 Months Out

Determine event area leaders and set up initial kick off meeting for January Team Ldr 5 Months Out

Send formal invitation to anticipated participants once date is sent Team Ldr 5 Months Out

Concessions teams to begin securing Food and Ice Cream vendors Concessions 5 Months Out

Get with Booster President(s) to be on Booster Meeting agenda Team Ldr 4 Months Out

Contact local Rental company to confirm pricing and give preliminary order Operations 3 Months Out

Set Ticket / table prices Project Team 3 Months Out

Review and edit all forms (ticket order form, personal ad form, tickets & volunteer sign up)

Ticket / Volunteer Coor

3 Months Out

Send forms to Faculty Sponsor for review and approval Ticket Team 3 Months Out

Contact Project Team Leader Corporate Sponsorship for current list of sponsors & any benefits received for this event (i.e. x tickets/ tables, program ad, etc)

Ticket Team 3 Months Out

Confirm emcee for Event Day Team Ldr 3 Months Out


PROJECT TEAM: Concert in the Park

STAGE 2 (15 - 60 DAYS BEFORE EVENT)

Item / Action who deadline date

Take ticket (due 1 week prior to Event Day) and personal ad (due 3 weeks prior to Event Day) order forms to Participating Organizations

Ticket Team 6 Weeks Out

Send order forms to IT Team to post on booster website IT Team 6 Weeks Out

Email order forms to booster families IT Team 6 Weeks Out

Send invitations to corporate sponsors, administrators and contacts for all participating organizations

Ticket / PR 6 Weeks Out

PR - to send press release out; also advertise in PTSA newsletters / email blasts, local & subdivision newsletters

PR 6 Weeks Out

Request list of performers from all participating organizations along with Show name and/or names of scores to be performed

Directors / Pgm Mgr 6 Weeks Out

If event held outdoors, determine if additional lighting needs to be rented. If so, order light see if rental company will donate for sponsor recognition)

Operations 4 Weeks Out

Event Program Team to begin creating program

o Verify Faculty Sponsors & Administrator names for any schools and contacts for outside participating organizations

o Collect personal ads & corporate ads / business cardso Insure Thank You ads for in-kind sponsors

Event Program Team

4 Weeks Out

Provide IT Team with list of volunteer needs to create sign up in Charms for Adults by April 1

Volunteer Coor 4 Weeks Out

Set schedule for performances with the Faculty Sponsor and communicate to all participating organizations

Event Program Team

3 Weeks Out


Event Day Needs:

Role Description

# Volunteers Needed

Event Day Ticket Sales Accept payment for Event Day Sales

2 Adults per shift

Tickets - Pre-Sale Pick Up Distribute tickets to patrons as they arrive

2 Adults / 4 - 6Students per shift

Ushers Greet patrons at the doors to the venue, welcome them, give them program and escort them to their table

2 Adults / 6 - 8Students per shift

Concessions Coordinate with Food and IceCream Vendors on orders, delivery and volunteers needed

2 - 3 Adults per shift

Equipment Crew Help Load / Unload equipment from truck; Help set up stage for each ensemble

4- 5 Adults and 2 -3 Students

Cake Raffle Sell Tickets for drawings; work with emcee to draw winners; assist winners in cake selection

3 Adults per shift

Flower Sales Help with Booth set-up / tear down and any volunteer needs

1 - 2 Students

Set Up Crew Count tables/chairs upon arrival and confirm count against order; set up tables and chairs; tie trash bag to each table

6 - 8 adults and any available students from class

Decorating Crew Cover tables and decorate 6 - 8 adults

Tear Down Crew Fold all tables and chairs; count and confirm against order and delivery (if rental company left truck - reload onto truck; otherwise stack in weather safe location; take all garbage to dumpster; insure grill fire is out; all chairs and music stands reloaded onto carts and put away;

All students from organization must stay to tear down and any available parents.

Notes


EVENT: ________________________________________________! EVENT DATE: ________________________________________________ FACILITY: ________________________________________________ COORDINATOR: ________________________________________________ !!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!

EVENT(PLANNING(WORKSHEET(overview(•((PART(ONE(

STAGE(2(((15- 60 DAYS BEFORE EVENT) deadline date ____________________ ____________________ ____________________ ____________________ ____________________ ____________________ ____________________ ____________________ ____________________ ____________________ ____________________ ____________________ ____________________ ____________________ !

STAGE(3(((10-30 DAYS BEFORE EVENT) deadline date ____________________ ____________________ ____________________ ____________________ ____________________ ____________________ ____________________ ____________________ ____________________ ____________________ ____________________ ____________________ ____________________ !

STAGE(1((3-6 MONTHS BEFORE EVENT) deadline date ____________________ ____________________ ____________________ ____________________ ____________________ ____________________ ____________________ ____________________ ____________________ ____________________ ____________________ ____________________ ____________________

STAGE(4((5 DAYS BEFORE EVENT) ____________________ ____________________ ____________________ ____________________ ____________________ ____________________ ____________________ ____________________

NOTES:

This form is to be submitted to Director and VP level officers

VenueProgramTicket SalesPostersPromotionVolunteersProject TeamConcessionsCash BoxTreasurer/BookkeeperSet Up

Clean UpPost-Event DebriefBudgetDateSponsorsDonationsStudentsAdministrationDirectors/CoachesSave the DateCommunity

Communication PlanAdmission PricesConcession PricesTicket Pre-SalesPress ReleaseAdvertisingFeeder SchoolsThank You LettersSuppliesFacultyCorporate Sponsors

Event Planning Activity -Word Bank

Notes


Vendor/Volunteer Sheet

Event: Concert in the Park Chair: Jane Smith

Vendor name: Olympian Rental Address: 123 Main Street City Anytown St TX Zip 12345 Contact Name: Fred Brown Contact Information

Daytime phone 123-456-7890

Evening phone 123-456-7809 Cell 123-12-1234

Email [email protected] Fax 123-456-7899

Area of service: Rental of tables and chairs Complete description of service: Will deliver and pick up tables and chairs; Will leave truck at venue for boosters to re-load after event Prices or Rate card: $1.00 per chair $5.00 per table for 6 foot tables Description of equipment or additional services vendor will provide: None Special vendor requirements (ie: electricity, water, etc): None Specialty items and services: None

Lead times required: 3 Months with update 5 days out Payment policy: Will bill after event Cancellation policy: No penalty 5 days out Refund policy: No deposit required Discounts offered: None Proof of insurance: Yes

EVENT RECONCILIATION FORM Submitted by: Jane Smith

Description of Fund Raiser: Concert in the Park - Cake Raffle

Project Manager: Jane Smith

Date of Event: May 1, 2014Multiple days of fundraising should generate funds each day and should be accounted foraccordingly.

TOTAL EXPENSES OF FUND RAISING ACTIVITY

Inventory Reconciliation:Total number of items for sale: unlimited

Actual number of items sold: 581 tickets

Number of items unaccounted for: 0

Income Reconciliation:Actual number of items sold:

Sale price per item:

Total Sales: $581

TOTAL PROFIT GENERATED $581 Prepared by: Date:

Verified by: Date:

Treasurer Approved by: Date:

Fundraiser recaps must be submitted to the Treasurerno later than one week after the completion of the fundraiser.

All Deposits should be fully prepared prior to submission to the Treasurer. Treasurer will make submissions to the Bookkeepers once verification is complete.

Sr. Project Coordinator *

Communications & Marketing Coordinator

**

Event Program Team **

Program Ads Coordinator

**

Public Relations Coordinator

****

Merchandising Coordinator

***

Concessions Coordinator

*

Cake Raffle Coordinator **

Flower Vendor Coordinator

**

Sales & Operations Coordinators

**

Ticket Sales Team *

Participating Organizations Liaisons

***

Set Up / Tear Down Coordinators

**

Volunteer Coordinator ****

Decorations Coordinator

***

Treasurer / Bookkeeper **

Concert in the Park Project Team (Max Org)

Red *

Blue **

Brown ***

Yellow ****

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