Special Events Made Easy Almost as easy as

Special Events Made Easy Almost as easy as a tree v Reports are your Friends! v Right from the start v Right in the middle v Closing out v 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?

How? RIGHT FROM THE START

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!

How? RIGHT FROM THE MIDDLE

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

How? CLOSING OUT RIGHT

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

How? TIPS & WRAP UP

Forms are your friend Donor receives Thanks! Campaign Order Form Summary Form 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

It’s not too early ONE LAST REMINDER …

June 30 th • Everything must be IN HOUSE by that Thursday… …. . No exceptions …. . No excuses

Questions? Tips for the Group? What’s worked for your Chapter?