Offline & Online Donations Presentation (Team Captain Retreat)
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Presentation by Relay for Life 2012 Volunteer Accountant & Offline Committee Chair, Laurie Fournier.
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Offline & Online Donations Presentation (Team Captain Retreat)
- 1. Offline Donations Relay For Life of SAN FERNANDO
- 2. Agenda • What are Offline Donations? • Offline Donations in Action • Volunteer Roles and Responsibility
- 3. Agenda • What are Offline Donations? • Offline Donations in Action • Volunteer Roles and Responsibility
- 4. Types of Donations Offline Donations Online Donations • Turned in via Team Captain • Made with a credit card online Envelope • Facebook or iPhone application www.relayforlife.org/sanfernandoca
- 5. How Offline Donations Work THEN Offline Donations Online Donations • In the past, did not show up on website • Immediately show on website • On Relay Online, the Event, Team and Participant Totals did not include Offline • Totals only included online Donations fundraising www.relayforlife.org/sanfernandoca
- 6. How Offline Donations Will Work NOW Offline and Online Donations • After money turned in and offline data is uploaded, all fundraising money will be shown on Relay Online • Online, Facebook and iPhone app donations will still show immediately www.relayforlife.org/sanfernandoca
- 7. 6 Benefits of including Offline Donations to our Relay website! • Motivate and recognize all types of fundraising. • Valid income numbers (event, team and participant fundraising) will show • Recognizes top fundraisers (team and individual) -- shows both progress and results • Encourages team competition and team spirit
- 8. 6 Benefits of including Offline Donations to our Relay website! • Encourages cleaner data and envelope processing • No additional work for team members
- 10. Agenda • What are Offline Donations? • Offline Donations in Action • Volunteer Roles and Responsibility
- 11. Offline Donations in Action Start here! Team Member Team Member raises money turns in money to Team Captain Team Captain Data taken from TC turns in money envelope and monthly at TC uploaded to website mtg Offline money shows up on websites within 1 week after Team Captain meeting
- 12. Offline Donations in Action Start here! Team Member Team Member turns in money raises money to Team Captain Team Captain Data taken from TC turns in money envelope and monthly at TC uploaded to website mtg Offline money shows up on websites within 1 week after Team Captain meeting
- 13. Offline Donations in Action Start here! Team Member Team Member turns in money raises money to Team Captain Team Captain Data taken from TC turns in money envelope and monthly at TC uploaded to website mtg Offline money shows up on websites within 1 week after Team Captain meeting
- 14. Offline Donations in Action Start here! Team Member Te tur raises money Team Captain Data taken from TC turns in money envelope and monthly at TC uploaded to website mtg Offline money shows up on websites within 1 week after Team Captain meeting
- 15. Offline Donations: What You Need to Know #1! • A team member MUST be registered online to have offline donations uploaded to their page. • Money should be turned in at every Team Captain meeting – please don’t hold onto it! •After they are turned in, offline donations will appear within one week after the team captain meeting. • It is critical that Team Captains turn in donations monthly.
- 16. Offline Donations: What You Need to Know #2! • Team Captain envelopes (purple ink) must be used to turn in monthly donations to ensure the data is correct for offline donations. • The data will be taken from Team Captain envelopes. What is written on the envelope is what will be uploaded. • Offline Donations are not instant…. Please help us get the message out that offline donations will appear within two weeks after they are turned in.
- 17. When are offline donations uploaded? Money in (TC Mtg date) Uploaded By February 29, 2012 March 14, 2012 March 14, 2012 March 28, 2012 March 28, 2012 April 11, 2012 April 11,2012 April 25, 2012 May 9, 2012 May 23, 2012 Etc… All offline donations will be uploaded within two weeks after the team captain meeting in which the money was received.
- 18. Agenda • What are Offline Donations? • Offline Donations in Action • Volunteer Roles and Responsibility
- 19. Who’s involved in Offline and Online Fundraising? • Online Chair (Marco Rea) Manages the front and back end of the website. Answers questions/customer services about online questions. • Accounting Chair (Laurie Fournier) Coordinates donation processing at Team Captain meetings and at the event. Gives Team Captain envelopes to Offline Data Chair after all meetings.
- 20. Who’s involved in Offline and Online Fundraising? • Offline Data Chair (Laurie Fournier) Collects data each month after Team Captain meeting and ensures data is uploaded monthly to the website. • Team Captain (YOU!) Turns in money monthly in a Team Captain Envelope. Ensures all team members are registered. Educates team members about the process of offline donations (it’s not instant!). Answers questions when team members inquire about offline donations.
- 21. Who’s involved in Offline and Online Fundraising? • Team Member (Your team!) Turns in money monthly to team captain. Registers online. Strives to raise at least $100 by both offline and online fundraising.
- 23. Will you agree? • Discuss the process with your team members • Turn in money MONTHLY at Team Captain meetings in a Team Captain envelope • Serve as liaison between team members and volunteer planning committee. Address any issues or concerns and answer questions your team members have. • Connect with the planning committee when unsure.
- 24. Relay For Life of San Fernando July 7-8 2012 San Fernando Park www.relayforlife.org/sanfernandoca
Editor's Notes
- NOTE: This presentation is for use at Kickoffs and Team Captain meetings.\nAUDIENCE: team captain and committee members – new to Offline\nCUSTOMIZE ANY DATES, WEBSITES, OR TIMING: This Powerpoint is a template. Please review prior to your Kickoff or Team Captain Meeting to edit any dates, websites and/or specific timing that your event has determined. For example, your event may have agreed upon a two week turnaround for offline donations. Please make those changes in this template.\n\n****************************\nScript:\n\nThis year, we have been given the opportunity to merge our offline and online donations on our Relay website. We’ll explain a little more in depth about what this means soon, but essentially it means that all of the money you raise, regardless of how you raise it, will show up on the website.\n\nDoesn’t that sound wonderful?\n
- A quick overview of what we’ll be discussing today:\n\nAn overview of what offline donations are\nWe’ll look at Offline Donations in Action – how the process works\nFinally, we’ll discuss the volunteer roles and responsibility in this process.\n
- Let’s start with an overview of what offline donations are…\n
- There are two types of donations within Relay fundraising:\n\nOffline Donations are all of the donations that you turn in via a team captain envelope. These are donations that you can touch…. so checks, cash, coin. Essentially, it’s the donations you collect while doing letter writing and individual fundraising and team fundraising.\n\nConversely, online donations are anything that is raised via credit card through Relay online, Facebook or the iPhone application.\n
- Let’s review last year and year’s past…\n\nIn the past, only ONLINE donations showed on the website. Anything donated online using credit card, through the Fundraise with Facebook program or through the Relay For Life iPhone app… because if you didn’t know, there’s an for that!\n\nOffline donations --- again, cash and checks --- did not appear on the website but combined with online “behind the scenes” so that we could track your fundraising totals.\n
- So that was last year… and this is THIS year!\n\nNow, all money will show up online. Online, Facebook, and iPhone fundraising will still show instantaneously. Cash and Checks will show up within one week after the Team Captain meeting in which it is turned in.\n
- Why do we want to do this? Well, we have 6 Benefits of including Offline Donations on our Relay website that we want to share.\n• We can motivate and recognize all types of fundraising publicly through the Relay website – not just online fundraising, but all fundraising methods combined!\n\n• Our website will have valid income numbers. The event fundraising will scroll with the valid income we have raised on the homepage. Team fundraising and participant fundraising websites will also be correct including our list of top teams and top individuals. \n\nWe will be able to better recognize top team and individual fundraisers (both team and individual)and they’ll be recognized for longer. We can also show both progress and results, and recognize progress and results.\n \nIncluding Offline Donations encourages team competition and team spirit-- and we do that really well at our Relay, right?\n
- Including offline donations to our Relay website will help to encourage cleaner data and envelope processing… including every single one of us will be using the Team Captain envelope since that will be primary method of gathering the data.\nThere is no additional work for our team members (they do not need to input anything)\n\n(TIP: Insert a picture from your own Relay, if you prefer)\n
- I feel very strongly that the evolution of our Relay to implementing this process will be beneficial. It will allow for better recognition, timely recognition, and more accurate data. \n
- Let’s move on to talk about Offline Donations in Action… what does this process look like?\n
- So how does this thing work? (press key every time a word is underlined)\n\nIt’s actually pretty simple. It all starts with the team member raising money. That money is turned in monthly to the Team Captain, who then, using a Team Captain envelope, turns in the money at each Team Captain meeting. \n\nOnce the money is processed, the envelopes will be gathered and a spreadsheet will be populated with the info of what each team member has raised OFFLINE that month.\n\nThat spreadsheet will then get uploaded to the Relay Online website within one week of the Team Captain meeting.\n\nThen, within one week after the Team Captain meeting, we’ll be able to go on to the website and see an accurate accounting of what’s been raised for our Relay.\n
- So how does this thing work? (press key every time a word is underlined)\n\nIt’s actually pretty simple. It all starts with the team member raising money. That money is turned in monthly to the Team Captain, who then, using a Team Captain envelope, turns in the money at each Team Captain meeting. \n\nOnce the money is processed, the envelopes will be gathered and a spreadsheet will be populated with the info of what each team member has raised OFFLINE that month.\n\nThat spreadsheet will then get uploaded to the Relay Online website within one week of the Team Captain meeting.\n\nThen, within one week after the Team Captain meeting, we’ll be able to go on to the website and see an accurate accounting of what’s been raised for our Relay.\n
- So how does this thing work? (press key every time a word is underlined)\n\nIt’s actually pretty simple. It all starts with the team member raising money. That money is turned in monthly to the Team Captain, who then, using a Team Captain envelope, turns in the money at each Team Captain meeting. \n\nOnce the money is processed, the envelopes will be gathered and a spreadsheet will be populated with the info of what each team member has raised OFFLINE that month.\n\nThat spreadsheet will then get uploaded to the Relay Online website within one week of the Team Captain meeting.\n\nThen, within one week after the Team Captain meeting, we’ll be able to go on to the website and see an accurate accounting of what’s been raised for our Relay.\n
- There are a few assumptions that we need to make and some things that we’ll need your help with.\n\nWe need your help in ensuring that all team members are registered online. A team member must be registered online before offline donations can be uploaded to them. They have to exist online first before money can be added to them. Make sense?\n We need you, the Team Captains, to get in the habit of turning in money at EVERY team captain meeting. Our participants will be expecting that if they turn in money to you, that it gets turned in at the first available opportunity. If you cannot make it to a meeting, fill out your Team captain envelope and send a team member to the meeting. If you cannot make it to a meeting, please ensure that you communicate to your team that their money will not be turned in that month.\n It will take us about a week to coordinate everything we need to do “behind the scenes” so we ask that you allow us one week to coordinate the data and upload it. Your offline donations should appear within one week after the Team Captain meeting.\n Have we mentioned that this process hinges on you, the Team Captains, turning in your offline donations early and often? Please plan to turn them in monthly at each Team Captain meeting.\n
- The data that we upload will come from what you write on your Team Captain envelope. You’ll need to ensure that you are turning in your money in a TEAM CAPTAIN envelope. Team Captain envelopes are what we use to get the data from. If you bring us another envelope, we will need you to transfer your contents into a Team captain envelope so we can ensure we have the correct data.\n Because we are volunteers, we will need to trust that you have completed your Team Captain envelope accurately. We can’t read your mind, so we ask that you help us become as clairvoyant as possible and complete your Team Captain envelope completely. \n We’re going to need your help to manage the message that it takes a little while to upload the offline donations. Offline donations are not instant…. They won’t show up right when the check is written, but they will show up within two weeks after they have been turned in at the Team Captain meeting. Anything mailed/walked in to the office will be uploaded after the next Team Captain meeting, so again, we encourage that all money is turned in at Team Captain meetings.\n
- Here’s our schedule of when we’ll be uploading money. Essentially, its once monthly within two weeks after the Team Captain meeting.\n\nThis is a volunteer driven process and as such we want to manage expectations on when we can upload data. It will be once a month. Again, anything sent or walked in to a team captain will be uploaded within two weeks after the next Team Captain meeting.\n
- As I mentioned, this is a volunteer driven process. In fact, did you know that all of your Planning Committee are volunteers? We are!\n\nLet’s talk about who’s who in the Offline Donation process.\n
- Our Online Chair is Marco Rea\n\nHe manages the front end (the part that you see) and the back end (the techy side) of the website. He will also answer any online related questions (questions that start with “How do I…” or “Where can I…”). \n\nOur Accounting Chair is me, Laurie Fournier.\n\nI will coordinate all of our donation processing… specifically working with offline donations (cash and checks) that you turn in at team captain meetings and the event itself. I will have extra Team Captain envelopes at all team captain meetings too. \n
- So then, of course, next up is our Offline Data Chair and which is me, Laurie Fournier. \n\nI will collate the data after the team captain meetings each month and input it into a spreadsheet. Once the spreadsheet is complete, I will upload this data to our website – within two weeks after the Team Captain meeting.\n\nOur next person involved in Offline and Online Fundraising is…. YOU! Our Team Captains!\n\nWe need you, as the leader of your team, to turn in money each month at the Team captain meeting. Money should be turned in via a Team Captain envelope. We need your help to ensure all of your team members are registered, as well as to educate your team members about the process of offline donation… especially the fact that this process is not instant. We will also need your help with answering questions from your team members, whether they come to you or to us, when they are unsure about the process.\n
- Our final person in our Who’s who list are the team members.\n\nTeam members turn in money monthly to YOU, the team captains. Team members register online. They strive to raise at least $100 through both offline and online fundraising methods.\n
- We all have a common goal. Our goal is to see a world with less cancer and more birthdays, and we work to achieve this goal through our Relay For Life efforts. We love Relay as much as you do. \n\nWe hope that you see this as a positive evolution of what we can offer to our participants. Your feedback made this happen. Thank you for your participation in helping to make our Relay For Life better and better each year!\n\nAny questions?\n
- Let’s talk just a little bit more about your role as the Team Captain in this process…. As we have said, this entire process hinges on each person involved committing to their role. Before we can move forward, we need to ask if you agree to do you part, as Team Captains, in this process.\n\nWill you agree to:\n\n discuss the Online and Offline donation process with your team members?\n turn in money monthly at Team Captain meetings, and using a Team Captain envelope?\n Serve as the liaison between team members and the volunteer planning committee by addressing any issues or concerns and answer questions your team members have?\n Connect with planning committee (especially the Online Chair, Accounting Chair, Offline Data Chair) when you are unsure of how to answer questions?\n\nThis entire process is reliant on you – the Team Captain – being willing to take these steps to help us ensure success.\n\nSo… will you agree?\n
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