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Large Scale Service
Projects
Created By: LTG Christine Shen
and LTG Zach Payton
• Road map
• Do’s and Don’ts
• List of ideas for large scale service
projects
• Personal experience from Key
Clubbers
8/1/2016
Agenda:
2
Click to edit Master title style
• Pre-Event
• Day of event
• Debrief
8/1/2016 3
Road Map
What is a large scale
service project?
4
• An event or a task managed and
staffed by individuals or an
organization to benefit a community
or its institutions.
Purpose
• Is it truly a fundraising event?
• Are you trying to gain publicity?
• Is it a way to reach out to a new
network?
5
Click to edit Master title style
6
Fundraising
Goal
Be productive!
Be organized!
Be efficient!
Be alert!
Be professional!
• Decide what amount
of money you plan to
raise at the event.
• If this is truly a
fundraising event,
then everything in the
event plan will be
geared to raising this
specific amount of
money.
Click to edit Master title style
7
Budget
• Create a budget listing!
• Your budget should
include staff, invitations,
space rental, catering,
entertainment,
transportation, security,
utilities, and anything
else that will be required
to make the event a
success
• Be sure to leave a little
extra for unforeseen
costs
8
Leadership
• Assign a “Committee Chairperson” or
“Committee Co-chairs.” These people are
responsible for contributing substantial
amounts to the event and encouraging
others to do the same.
• They should always, of course, report
back to the board officers.
• Who is the target audience for your
event?
• Is it geared towards kids, high school
students, businesspeople, parents,
young professionals?
9
Target Audience
Click to edit Master title style
10
Set Up
• The committee chairperson
or board officers should
plan the event set-up well
in advance.
• The set-up includes all of
the particulars of the
actual event: Where will it
be? Will food be served?
Will there be
entertainment? What kind
of dress will be required?
What is the itinerary for
the event?
Marketing
11
• Market towards your target audience
• Draw up an entire marketing plan for the
event.
• Spread the word by using your non-
profit’s fundraising network, mailed
invitations, email, phone calls, word of
mouth, radio stations, local newspapers,
schools, etc.
Click to edit Master title style
12
Sales
• Will there be different
contribution levels for the
event (such as a flat ticket
charge, discounts for
members, etc.)?
• Who will sell the tickets? How
they will be shipped or
delivered? Who will be
responsible for organizing the
incoming information?
Practice
13
• It is essential that everyone who is working the
event know, ahead of time, what their
responsibilities are, where they should be during
the event, and how the event is going to “flow.”
• If you are having a large or unusual event, the
key event staff may want to have a practice run
to make sure that your operation is running
smoothly.
8/1/2016
Thank You
14
• One of the most often heard complaints from
contributors to charitable fundraising events is,
“They never even said ‘thank-you.’”
• Take the time to send thank-you notes to people
who were involved in your event.
• Keep your donors happy…
Do’s
• At least a two
week notice, if not
more.
• Delegate
responsibilities
• Be diligent with
planning
• Rough estimate
for # of attendees
• Don’t have one
person control
everything
• Refrain from lack
of communication
• Don’t expect that
someone will take
care of something
8/1/2016 15
Don’ts
Click to edit Master title style
• What were some
essential steps to
take when planning
out a large scale
service project?
8/1/2016 16
Evaluation
Click to edit Master title styleWhat we covered:
• Purpose
• Fundraising Goal
• Budget
• Leadership
• Target Audience
• Setup
• Marketing
• Sales
• Practice
• Thank You
• Do’s and Don’ts
8/1/2016 17
Conclusion
Here’s what we
covered today!
8/1/2016
Group Activity!
18
• Get into groups of 7 or 8 and make a list of
large scale service projects that your club can
do. Give a brief description of the event if it is
hard to tell what it is.
Introduce yourself to your group members!
Share experiences
Talk about successes and failures
Click to edit Master title style
8/1/2016 19
• Picnic/BBQ
• Dance Maraton
• Trick-or-Treat Street
• Senior Citizen’s Prom
• Sports Tournament
• Spaghetti Night
• Help people paint and repair
homes
• Walk for a cause
• Scavenger Hunt
• Community Wide Garage
Sale
• Community Beautification
Project
Some Ideas
Contact Information:
Christine Shen
Division 3
christineshen.ltg@nydkc.org
(631) 645-2800
Zach Payton
Division 2
zacherypayton@nydkc.org
(631) 569-0251
8/1/2016 20
21

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Large Scale Service Projects

  • 1. Large Scale Service Projects Created By: LTG Christine Shen and LTG Zach Payton
  • 2. • Road map • Do’s and Don’ts • List of ideas for large scale service projects • Personal experience from Key Clubbers 8/1/2016 Agenda: 2
  • 3. Click to edit Master title style • Pre-Event • Day of event • Debrief 8/1/2016 3 Road Map
  • 4. What is a large scale service project? 4 • An event or a task managed and staffed by individuals or an organization to benefit a community or its institutions.
  • 5. Purpose • Is it truly a fundraising event? • Are you trying to gain publicity? • Is it a way to reach out to a new network? 5
  • 6. Click to edit Master title style 6 Fundraising Goal Be productive! Be organized! Be efficient! Be alert! Be professional! • Decide what amount of money you plan to raise at the event. • If this is truly a fundraising event, then everything in the event plan will be geared to raising this specific amount of money.
  • 7. Click to edit Master title style 7 Budget • Create a budget listing! • Your budget should include staff, invitations, space rental, catering, entertainment, transportation, security, utilities, and anything else that will be required to make the event a success • Be sure to leave a little extra for unforeseen costs
  • 8. 8 Leadership • Assign a “Committee Chairperson” or “Committee Co-chairs.” These people are responsible for contributing substantial amounts to the event and encouraging others to do the same. • They should always, of course, report back to the board officers.
  • 9. • Who is the target audience for your event? • Is it geared towards kids, high school students, businesspeople, parents, young professionals? 9 Target Audience
  • 10. Click to edit Master title style 10 Set Up • The committee chairperson or board officers should plan the event set-up well in advance. • The set-up includes all of the particulars of the actual event: Where will it be? Will food be served? Will there be entertainment? What kind of dress will be required? What is the itinerary for the event?
  • 11. Marketing 11 • Market towards your target audience • Draw up an entire marketing plan for the event. • Spread the word by using your non- profit’s fundraising network, mailed invitations, email, phone calls, word of mouth, radio stations, local newspapers, schools, etc.
  • 12. Click to edit Master title style 12 Sales • Will there be different contribution levels for the event (such as a flat ticket charge, discounts for members, etc.)? • Who will sell the tickets? How they will be shipped or delivered? Who will be responsible for organizing the incoming information?
  • 13. Practice 13 • It is essential that everyone who is working the event know, ahead of time, what their responsibilities are, where they should be during the event, and how the event is going to “flow.” • If you are having a large or unusual event, the key event staff may want to have a practice run to make sure that your operation is running smoothly.
  • 14. 8/1/2016 Thank You 14 • One of the most often heard complaints from contributors to charitable fundraising events is, “They never even said ‘thank-you.’” • Take the time to send thank-you notes to people who were involved in your event. • Keep your donors happy…
  • 15. Do’s • At least a two week notice, if not more. • Delegate responsibilities • Be diligent with planning • Rough estimate for # of attendees • Don’t have one person control everything • Refrain from lack of communication • Don’t expect that someone will take care of something 8/1/2016 15 Don’ts
  • 16. Click to edit Master title style • What were some essential steps to take when planning out a large scale service project? 8/1/2016 16 Evaluation
  • 17. Click to edit Master title styleWhat we covered: • Purpose • Fundraising Goal • Budget • Leadership • Target Audience • Setup • Marketing • Sales • Practice • Thank You • Do’s and Don’ts 8/1/2016 17 Conclusion Here’s what we covered today!
  • 18. 8/1/2016 Group Activity! 18 • Get into groups of 7 or 8 and make a list of large scale service projects that your club can do. Give a brief description of the event if it is hard to tell what it is. Introduce yourself to your group members! Share experiences Talk about successes and failures
  • 19. Click to edit Master title style 8/1/2016 19 • Picnic/BBQ • Dance Maraton • Trick-or-Treat Street • Senior Citizen’s Prom • Sports Tournament • Spaghetti Night • Help people paint and repair homes • Walk for a cause • Scavenger Hunt • Community Wide Garage Sale • Community Beautification Project Some Ideas
  • 20. Contact Information: Christine Shen Division 3 christineshen.ltg@nydkc.org (631) 645-2800 Zach Payton Division 2 zacherypayton@nydkc.org (631) 569-0251 8/1/2016 20
  • 21. 21