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Leveraging Technology to Manage Events

Drive Your Events with the EventRoom

Product Roadmap Webinar Series

• Today is the first in our Product Roadmap series

• Presentation will be posted to www.thefuelteam.com under Resources

• Please provide feedback when you logout today

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Today’s Agenda

• Ways to use technology to improve the management of events

• EventRoom tools • Examples and Case Study: SungateKids • Upcoming Webinars and Courses

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Events are loaded with details

• Keeping track of registrants, reaching a fundraising goal, promoting the event - wow, we all know it: 

Managing events is a challenge.

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Web-based Event Management Tools

• Web-based event management tools can cover a wide range of event management tasks, reducing the burden on manual process.

• There are many tools available.

TFT Tools available to you today…• Collect online RSVPs through a form• Automate thank you notes through the form notification • Collect payment and donations for the event through your

donate page • Build an electronic database of information (avoid manual

entry) • Train your constituents to look for event details on your

website• Reduce costs by mailing a postcard that drives to event

details on your site • Use eNewsletter tools with tracking capabilities to

promote your events (Constant Contact, TFT’s eNewsletter tool)

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EventRoom Overview

• Best used for organizing, tracking and motivating “groups.”

• Create and group teams, tables, events, walkers and more - and track them!

• Cap out groups (for example:  10 to a table, 4 to a golf team, 50 to a seminar, etc.)

• Provide "promotional codes" for discounted or free pricing to select participants

• Send out invitations to friends to participate• Link the EventRoom to your main site - or create a

custom URL for your event

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Examples

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Walk to Defeat ALS

Strides for Epilepsy 5k Walk/Run

Goodwill Golf Tournament

Dazzle Performance Tickets Easter Seals Kickin’ It

for a Cause

JVA Seminars

SungateKids – Case Study

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Leslie Ludolph Assistant Director, SungateKids http://www.sungatekids.org

• SungateKids turned a small bowling event into both an online event AND an in-person bowling event.

• The event generates the majority of funding PRIOR to the event day.

• Auto tallies of what teams have raised create excitement and a viral event.

• All data collection and receipts are handled automatically.• SungateKids uses an eNewsletter tool to announce and update

participants on the event.

SungateKids – Case Study

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•Event Overview•Call to Action – Sign up•Can’t Bowl? - Donate

SungateKids – Case Study

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• Create a team or join a team

• Support a team

• Summary

of funds raised

SungateKids – Case Study

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•Search for teams•Monitor team success•Generate donations

SungateKids – Case Study•Team members•Donations to date •Generate donations

SungateKids – Case Study

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SungateKids – Case Study

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EventRoom Benefits

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• Automation • Site becomes viral and works on your behalf • Thank you and receipt are emailed automatically • Site auto-builds with donation totals and team totals• Participants watch the event grow; competition is fostered • Data is collected digitally to reduce need to hand-enter

checks later • Web-based software makes it possible for the event

manager (nonprofit) to be anywhere while tracking the event

• IMPORTANT: – It took time to evolve our participants from paper to web…

EventRoom Costs

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• $1500 Activation • $150 per month software and hosting fee• Sites can be repurposed for multiple events – best used

when creative can be same for each event • Schedule a 1:1 demo today by contacting

support@thefuelteam.com or completing our Contact Us form on our website.

Upcoming *FREE* Webinars

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• Aug. 20 - CMS 101: EventRoom

• Sept. 17 - Tips & TricksThe Audacity of Forms: Putting Your Website to Work

• Oct. 15 - Product RoadmapCollaborationRoom: Manage Informaton for Your Team, Board and Volunteers

• Nov. 19 - CMS 101: CollaborationRoom

• Dec. 17 - Tips & TricksFeature Boxes: Calling Attention to Your Best Stuff

Upcoming Course

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Search Engine Optimization 4 hour class$250

July 23, July 30 (two Thursdays) - 10 a.m. - Noon MT.

• The Fuel Team offers a beginning-level course designed to describe the basic concepts and practices of Search Engine Optimization - from discovery of the key terms and phrases that will generate website traffic, to making your site search engine friendly, to building the links and marketing traffic that will create unique value of your website.

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Thank you!