CASE ASAP v10 Video
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This document outlines We Are Aggie Pride's (WAAP) framework for planning and executing successful campus-wide events like their annual Stride for Aggie Pride 5K fundraiser. It discusses generating campus support by filling a need, developing a core team, and managing partnerships. It also covers building effective sponsorship programs by identifying stakeholders, evaluating sponsors, and maintaining accountability. Finally, it provides tips for creating an event plan such as choosing a date, developing a budget and marketing strategy, and creating a timeline from one year to days before the event. WAAP has grown their 5K event from 500 participants raising $5,000 in 2013 to 3,500 participants raising almost $25,000 in 2015 using this framework.
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CASE ASAP v10 Video
- 1. STRATEGIC PARTNERSHIPS: WE ARE AGGIE PRIDE CREATING SUCCESSFUL CAMPUS-WIDE EVENTS CASE ASAP CONFERENCE AUGUST 07, 2015
- 2. Presenters • Crystal Ye, Program Co- Director • Ellen Davis, Program Co- Director • Jeremy Chan, Strategic Fundraising Director 2
- 3. About We Are Aggie Pride (WAAP) • University of California, Davis undergraduate population: 27,728 • Founded in 2010, Launched in 2012 • 2015-2016 Board Size: 13 • Group Membership: Closed • Group Type: Student Philanthropy • Recent Awards: 2015 CASE ASAP District 7 Outstanding Student Leader Award, 2014-15 Jupiter Fellowship, 2014 UC Davis Oustanding Community Service Award, President’s Volunteer Service Award, 2013 CASE ASAP Outstanding External Program Award 3
- 4. About Stride for Aggie Pride Event • 5K Race Fundraiser • April 26, 2015 • 3,500 Participants • Raised almost $25,000 4
- 5. Video retrospective of 2015 Stride for Aggie Pride 5
- 6. How can other groups follow our framework? Today you will learn how to: • Generate campus community support • Build effective sponsorship programs • Create an event plan 6
- 8. Choose an event that fills a campus need 8 • We chose a 5K because: • Current trend • University leadership support • Combines students and community • Available campus venue
- 9. What is the purpose? What do you hope to accomplish? What is your fundraising goal? Who is your target audience? Define the basic scope of your event 9
- 10. Develop Core Planning Team • Recruit Strategically Participants Volunteers Peripheral Support Groups Core Planning Group 10
- 11. Create campus connections • Approach interested/invested groups • Identify key motivators: • Use group resources to your advantage • Promotion 11
- 12. Manage diverse groups Be explicit in your primary needs/goals Understand the needs of other groups Create an open and clear communication path Establish group decision-making process 12
- 13. Working With Others: Our Challenges • Distribution of responsibilities • Professional vs. student relationships 13
- 14. Keep communication clean and professional Professional Communication Don’t be too casual Respond promptly Show respect Manage expectations 14
- 15. BUILDING EFFECTIVE SPONSORSHIP PROGRAMS Section Two: 15
- 16. Identify stakeholders that can help you grow your event Internal Groups Campus Student Groups Campus Departments University Administration External Groups Local Businesses Community Organizations Corporate Sponsors 16
- 17. Evaluate your potential sponsors carefully • Determine what both groups can offer • Have a concrete ask • Identify a specific contact • Follow up • Don’t get discouraged 17
- 18. Develop a symbiotic relationship 1. Marketing/promotion to target audience 2. Sponsorship status 3. Physical presence at event 4. Community recognition 1. In-kind donations 2. Event sponsorships 3. Logistics assistance 4. Publicity/participants Whatcanwegivethem? Whatcantheygiveus? 18
- 19. Reach out Identify key contacts Stay in touch Communicate early and often 19
- 20. Keep both groups accountable 20
- 21. Keep both groups accountable 21
- 22. Keep both groups accountable Logistics Help Sponsorship status 22
- 23. Keep both groups accountable Keep in mind this is a two- way street You have to help each other! 23
- 24. Keep both groups accountable Logistics Help Free publicity Sponsorship status Event tabling 24
- 25. Keep both groups accountable 25
- 26. Keep both groups accountable Keep in mind this is a two- way street You have to help each other! 26
- 27. CREATING AN EVENT PLAN Section Three: 27
- 28. Choose a date • Consider the following: • Academic schedules • Holidays • Conflicting events • Time of event 28
- 29. Develop a successful event plan • Event planning logistics • Establish a budget • Branding and marketing • Timeline 29
- 30. Event Planning Logistics Venue • Cost • Capacity • Location • Available facilities Equipment • Stages • Tables • Booths • Audio/Visual Staffing • Volunteers • Training • Medical staff • Human resources Think: How can you leverage your strategic partnerships to reduce logistics costs? 30
- 31. Budget for your event Identify revenue streams Ex: tickets, donations, sponsorships Determine your budget Ex: venue, staffing, equipment/materials Look for cost-cutting measures Ex: in-kind donations, borrowing materials 31
- 32. Brand and market your event • Publicize • Press-releases • Social media • Promote early and often • Include sponsor brands 32
- 33. Create Marketing Materials • Maintain brand consistency • Make it recognizable • Utilize: • T-Shirts • Buttons • Banners 33
- 34. Stride For Aggie Pride Marketing Examples 34
- 35. Timeline (One year to three months out) One year out • Tentative dates • Type of event • Location • Sponsorships Nine months out • Event type is set • Core planning group is established Six months out • Location and date set • Core planning group is working with peripheral groups • Race time is usable for qualifications 5 months out • Reserve materials for event: chairs/table/stage/audio video/race timing equipment/numbers 4 months out • Marketing push begins on social media 3 months out • Event schedule is planned • Start getting volunteers • Marketing continues 35
- 36. Timeline (Week/Day of) 36 Information to sponsors has been distributed Confirm campus services (i.e., garbage, recycling, stage rentals, etc.) Compile and distribute cellphone list of key players Ensure materials are prepped for use (i.e., walkie talkie batteries are charged, registration materials organized and sorted) Volunteer roles and tasks are well-defined, directions are printed and distributed Event map has been created and distributed to volunteers
- 37. Debriefing after your event Did everything flow according to plan? Did you hit your stated goals? Areas of strength/improvement? How can we use this information moving forward? Start planning for the next event! 37
- 38. Stride For Aggie Pride Event Growth (Participants) Total Participation Student Participation 0 500 1000 1500 2000 2500 3000 2013 2014 2015 0 500 1000 1500 2000 2500 3000 3500 2013 2014 2015 38
- 39. Stride for Aggie Pride Event Growth (Fundraising in Dollars) $0 $5,000 $10,000 $15,000 $20,000 $25,000 $30,000 2013 2014 2015 39
- 40. Questions? • Crystal Ye: csye@ucdavis.edu • Ellen Davis: eidavis@ucdavis.edu • Jeremy Chan: jchan@ucdavis.edu • Find us at: weareaggiepride.ucdavis.edu • Facebook: facebook.com/weareaggiepride • Twitter: twitter.com/weareaggiepride • Email: WeAreAggiePride@ucdavis.edu • Stride for Aggie Pride Website: 5k.ucdavis.edu Thank you! 40
Editor's Notes
- Over 25k to be divided between ASUCD scholarships and We Are Aggie Pride $65K overall, but for this specific race $25,000
- Maybe graphic here
- Maybe focus on current trend of 5K’s not just a trend in CA. - JST Popular trend at least in California, university wanted to promote health, involve students and community – will talk more later -combines student and community – not just for runners, also for people who want to do it for fun! We encouraged all kinds of groups and ages to join
- Add checkmarks Talk about stride example
- Core Planning Group – Explain core group (logistics) and what peripheral groups would do: marketing, social media, sponsorship Enlist small group from campus who are very committed to the cause or directly benefit Approach peripheral “support” groups who would provide their services for free You can’t have 25 people on a committee
- Convey the benefits that will ensure their participation and a successful event, key motivators: large event that promises exposure student and community target audiences a way to build campus community Promotion: Many campuses don’t have primary communication channel Liquid hotplates, band-uh! Giving exposure to other groups Network of people- followers just to see the band-uh! Give and take relationship
- Making sure your core planning group understands needs of all peripheral groups Establish group decision-making process (i.e., voting or board hierarchy)
- Sharing the money but not the workload Having too many people and not enough jobs at times Unrealistic expectations of students ability to work Unrealistic deadlines from professionals not understanding how college/students work
- Difficult to bring everyone together for one event, manage expectations!!! All groups have specific goals, maintain respect
- Jeremy Section
- SLOW DOWN Grow your event at little to no cost Internal: of the many that helped: campus media, band (strong network), uc davis stores, a phi o External: Pepsi Safeway were major sponsors Lucky with internal support SLOW DOWN
- SLOW DOWN Determine what both groups can offer (associated with a feel good event) Have a concrete ask; be clear and up front Identify a single point of contact Follow up Don’t get discouraged; remember what Ellen said about communication: be professional, be clean and consistent, etc. SLOW DOWN
- SLOW DOWN Always keep in mind that this is not a one-way relationship You will need to offer your target group something in exchange for their help Things on the slide Stride: Pepsi/Safeway sponsorship SLOW DOWN
- SLOW DOWN High-level communication overview Evaluate, reach out, identify a spoc, maintain communication Communication can get messy, especially when interacting with corporate groups Just keep following up, following through Remain in contact to be clear and keep groups accountable SLOW DOWN
- SLOW DOWN Extremely important to maintain accountability Remember that as much as your target groups are going to be offering you, you will be offering them valuable services and opportunities as well. So help each other; Make sure that both sides are keeping up their end of the deal. Maintain little things: Prompt follow up, Using correct logos, Thank you notes for services Little things make it a pleasure to work with you on this and future events Continually work with our sponsors because of the strong relationships and clear results we have provided. Remember you can help them as much as they can help you SLOW DOWN
- SLOW DOWN Extremely important to maintain accountability Remember that as much as your target groups are going to be offering you, you will be offering them valuable services and opportunities as well. So help each other; Make sure that both sides are keeping up their end of the deal. Maintain little things: Prompt follow up Using correct logos Thank you notes for services Little things make it a pleasure to work with you on this and future events Continually work with our sponsors because of the strong relationships and clear results we have provided. Remember you can help them as much as they can help you SLOW DOWN
- SLOW DOWN Extremely important to maintain accountability Remember that as much as your target groups are going to be offering you, you will be offering them valuable services and opportunities as well. So help each other; Make sure that both sides are keeping up their end of the deal. Maintain little things: Prompt follow up Using correct logos Thank you notes for services Little things make it a pleasure to work with you on this and future events Continually work with our sponsors because of the strong relationships and clear results we have provided. Remember you can help them as much as they can help you SLOW DOWN
- SLOW DOWN Extremely important to maintain accountability Remember that as much as your target groups are going to be offering you, you will be offering them valuable services and opportunities as well. So help each other; Make sure that both sides are keeping up their end of the deal. Maintain little things: Prompt follow up Using correct logos Thank you notes for services Little things make it a pleasure to work with you on this and future events Continually work with our sponsors because of the strong relationships and clear results we have provided. Remember you can help them as much as they can help you SLOW DOWN
- SLOW DOWN Extremely important to maintain accountability Remember that as much as your target groups are going to be offering you, you will be offering them valuable services and opportunities as well. So help each other; Make sure that both sides are keeping up their end of the deal. Maintain little things: Prompt follow up Using correct logos Thank you notes for services Little things make it a pleasure to work with you on this and future events Continually work with our sponsors because of the strong relationships and clear results we have provided. Remember you can help them as much as they can help you SLOW DOWN
- SLOW DOWN Extremely important to maintain accountability Remember that as much as your target groups are going to be offering you, you will be offering them valuable services and opportunities as well. So help each other; Make sure that both sides are keeping up their end of the deal. Maintain little things: Prompt follow up Using correct logos Thank you notes for services Little things make it a pleasure to work with you on this and future events Continually work with our sponsors because of the strong relationships and clear results we have provided. Remember you can help them as much as they can help you SLOW DOWN
- SLOW DOWN Extremely important to maintain accountability Remember that as much as your target groups are going to be offering you, you will be offering them valuable services and opportunities as well. So help each other; Make sure that both sides are keeping up their end of the deal. Maintain little things: Prompt follow up Using correct logos Thank you notes for services Little things make it a pleasure to work with you on this and future events Continually work with our sponsors because of the strong relationships and clear results we have provided. Remember you can help them as much as they can help you SLOW DOWN
- Crystal Section
- Conflicting events: Other 5Ks or similar regional events Campus or Community Celebrations Sporting events
- What are some things you have done in the past to reduce logistics cost
- Determine your budget: fancy tshirts Create solid budget to maximize post event donation to receiving group/foundation – STICK TO YOUR BUDGET!
- Have recognizable, consistent event brand Include sponsor brands make sure their logos are current Promote early and often through channels that target the correct audiences we utilized tabling – effective way to reach out to campus community and have exposure to students For example, we had facebook giveaways- like the photo or sign up to be entered into drawing
- You can stress high cost of shirts as well. Stride’s high performance shirts popular in Davis running community
- Information to sponsors has been distributed Confirm campus services (i.e., garbage, recycling, stage rentals etc.) Compile and distribute cellphone list of key players Materials are prepped for use (i.e., walkie talkie batteries are charged, registration materials organized and sorted) Volunteers roles and tasks are well-defined, directions are printed and distributed Event map has been created and distributed to volunteers
- Debrief showed core group need to be smaller – went 17 to 6, changing the communication between the groups – expectations from staff vs availability form students, education process Made adjustments, social media more, to drive participation count up
- Graphs of growth – show that we are engaging more students each year JEREMY – make 2013 graph to 1800 people –Jane 2012-2013: 1413 2013-2014: 2410 2014-2015: 2763