large scale service projects
TRANSCRIPT
Large Scale Service Projects
Created By: LTG Christine Shen and LTG Zach Payton
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• Road map• Do’s and Don’ts• List of ideas for large scale service
projects• Personal experience from Key
Clubbers2/1/15
Agenda:
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Click to edit Master title style• Pre-Event
• Day of event
• Debrief
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Road Map
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What is a large scale service project?
• An event or a task managed and staffed by individuals or an organization to benefit a community or its institutions.
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Purpose• Is it truly a fundraising event?• Are you trying to gain publicity?• Is it a way to reach out to a new
network?
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Fundraising Goal
Be productive!Be organized! Be efficient!
Be alert! Be professional!
• Decide what amount of money you plan to raise at the event.
• If this is truly a fundraising event, then everything in the event plan will be geared to raising this specific amount of money.
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Click to edit Master title styleBudget• Create a budget listing!
• Your budget should include staff, invitations, space rental, catering, entertainment, transportation, security, utilities, and anything else that will be required to make the event a success
• Be sure to leave a little extra for unforeseen costs
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Leadership• Assign a “Committee Chairperson” or
“Committee Co-chairs.” These people are responsible for contributing substantial amounts to the event and encouraging others to do the same.
• They should always, of course, report back to the board officers.
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• Who is the target audience for your event?
• Is it geared towards kids, high school students, businesspeople, parents, young professionals?
Target Audience
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Click to edit Master title styleSet Up• The committee chairperson
or board officers should plan the event set-up well in advance.
• The set-up includes all of the particulars of the actual event: Where will it be? Will food be served? Will there be entertainment? What kind of dress will be required? What is the itinerary for the event?
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Marketing• Market towards your target audience• Draw up an entire marketing plan for the
event. • Spread the word by using your non-
profit’s fundraising network, mailed invitations, email, phone calls, word of mouth, radio stations, local newspapers, schools, etc.
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Sales
• Will there be different contribution levels for the event (such as a flat ticket charge, discounts for members, etc.)?
• Who will sell the tickets? How they will be shipped or delivered? Who will be responsible for organizing the incoming information?
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Practice• It is essential that everyone who is working the
event know, ahead of time, what their responsibilities are, where they should be during the event, and how the event is going to “flow.”
• If you are having a large or unusual event, the key event staff may want to have a practice run to make sure that your operation is running smoothly.
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Thank You• One of the most often heard complaints from
contributors to charitable fundraising events is, “They never even said ‘thank-you.’”
• Take the time to send thank-you notes to people who were involved in your event.
• Keep your donors happy…
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Do’s• At least a two week
notice, if not more.• Delegate
responsibilities• Be diligent with
planning• Rough estimate for
# of attendees
• Don’t have one person control everything
• Refrain from lack of communication
• Don’t expect that someone will take care of something
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Don’ts
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• What were some essential steps to take when planning out a large scale service project?
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Evaluation
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Click to edit Master title styleWhat we covered:• Purpose• Fundraising Goal• Budget• Leadership• Target Audience• Setup• Marketing• Sales• Practice• Thank You• Do’s and Don’ts2/1/15
ConclusionHere’s what we covered today!
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Group Activity!• Get into groups of 7 or 8 and make a list of
large scale service projects that your club can do. Give a brief description of the event if it is hard to tell what it is. Introduce yourself to your group members!Share experiencesTalk about successes and failures
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• Picnic/BBQ• Dance Maraton• Trick-or-Treat Street• Senior Citizen’s Prom• Sports Tournament• Spaghetti Night• Help people paint and repair
homes• Walk for a cause• Scavenger Hunt• Community Wide Garage
Sale• Community Beautification
Project
Some Ideas
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Contact Information:Christine ShenDivision [email protected]
(631) 645-2800
Zach PaytonDivision [email protected]
(631) 569-0251
2/1/15
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