Question

The American Heart Association is hosting an awareness event in your community and you have been assigned the task of planning a Fun Run/Walk to raise money for the event. Decide on and explain the use of a time table that you could use in planning this event and show the time table you would develop for the event.

Answer 1

Answers :

Planning Time Table :

Organizing a community fundraising Fun Run/walk, it’s important to know what steps should be handled at various times. Most nonprofits don’t have the luxury of many staff and volunteer committee members to drive the event’s success. But planners recognize that they must make sure that they work closely with a city’s mayor’s office and public works department to get the event on the public calendar.

Suggest that the first step after analyzing American Heart Association is hosting an awareness event last year's numbers be to focus on corporate recruitment. If the event isn’t a new program, it’s important to gain the corporate support for next year’s event immediately after this year’s event concludes.

Focused on renewing sponsorships when we delivered the event wrap-up report, is important in event planning . Also offers the following highlights for planners interested in organizing a community fun Run / Walk as a fundraising event:

• Identify corporate sponsors
• Develop walking team programs
• Determine event activities
• Begin walking recruitment
• Finalize event logistics
• Hold the event
• Hold a “thank you” event
• Evaluate and begin the subsequent event

Would also hire an outside logistics firm to handle many of its logistical requirements. But one of the most helpful was implementing an online registration system.

Online Registration System Success

We have to quickly learn about the importance of using the web for online registration and has since strongly advocated for use of the technology for online registration and fundraising.

We have to invest in an online constituent relationship management system to serve to race website. This type of system serves as a personal website for volunteers to make personalized appeals for donations and other involvement. It captures information into a single database and serves as a tool for walking team captains to encourage their members.

Online participants will get increased. Online donations also get increased.  Team should have the believe that the contribution will get to high amount in reaching a goal, and as a bonus, the technology reduced administrative costs as well.

Such a system can also serve as an important communications tool that allows an organization to follow up and continue to involve constituents beyond the race day itself.

Race Day Time table :

Community walks are most frequently scheduled in the morning. Depending on the complexity of signage and location, set up for the event may usually begin as early as a week prior to the event, with most activity happening a couple of days prior to the fun run/walk.

When Event planning team would be planning for their annual fundraising event, the team would typically try to limit the area where they held the walk so that it didn’t require a significant amount of resource time to execute certain operations tasks like shutting down streets. Their fun run/walk was generally non-competitive, so it also helps that they did not have to consider the requirements needed for a more competitive race environment.

The schedule for race day itself usually flowed as follows:

• Event Planning Team Arrives (2.5 hours prior to fun run/walk )
• Volunteer Check-In (2 hours prior tofun run/walk )
• Sponsor Check-In and Setup (2 hours prior to fun run/walk )
• Registration Begins (1.5 hours prior to fun run/walk )
• Starting Line Setup (30 minutes prior to fun run/walk )
• Opening Ceremonies (10 minutes prior to fun run/walk )
• Race Begins
• Main Stage Entertainment Begins (1 hour after fun run/walk begins)
• Official Main Stage Remarks (after fun run/walk concludes; at 1.5-hour mark)
• Program Officially Ends (3 hours after fun run/walk begins)
• Event Breakdown Begins (after the event officially ends)
• Tips for Planning a Community fun run/walk

For those organizations interested in holding a community fun run/walk for the first time, Following several suggestions that will help ensure a successful event.

• Start with warm leads, including well-connected volunteers, sponsors or a large team. Define measurable outcomes.
• Evaluate competitor events in your city/location to identify their best practices and areas for improvement.
• Work with city mayor’s office and park districts to discuss the required permits and your event logistics: time, location, number of participants. Make sure you’re prepared for those meetings.
• Understand your budget and make sure you keep your operating expenses to 25-30% for a new event. Some charities will strive for 15-20% of total expenses.
• Secure sponsors to absorb 100% of the operating expenses of your event.