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Managing Successful Agency Events for the Charitable Fund Drive

Managing Successful Agency Events for the Charitable Fund Drive. Mandy Olund , DEQ. Why hold events besides $$. Excellent reason for sending out emails that don’t annoy people Helps to continually promote the CFD Encourages fun competition Encourages camaraderie

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Managing Successful Agency Events for the Charitable Fund Drive

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  1. Managing Successful Agency Events for theCharitable Fund Drive Mandy Olund, DEQ

  2. Why hold events besides $$ • Excellent reason for sending out emails that don’t annoy people • Helps to continually promote the CFD • Encourages fun competition • Encourages camaraderie • Allows the “what’s in it for me” crowd to participate • If you are new to your agency, it helps you learn who everyone is, and helps everyone learn who you are • Provides project management experience

  3. First things first… • Before I really decided on events, I made sure a team was available. I recruited at HQ and in the field. • I checked on the availability of my agency director, and the availability of large conference rooms • My director wasn’t always available but volunteered to be auctioned and raffled. Good enough for me. • Conference rooms were good to go. • Then…. • HAMMER TIME!

  4. What event(s) to hold? • Depends on lots of factors: • -Agency culture • -Support for CFD • -Space • -Time • -Resources • -Geographical dispersion of workforce

  5. Events at DEQ – Foodie Culture DEQ Other suggestions • Table event with wraps • Baking Contest • Auction (became Silent Auction) • Chili Cook-Off • Costume Contest / Salad Days • Spaghetti feed • Rummage sale • Taco Feed • Soup Contest • Walk-a-thon w/sponsors • Outside work interest: • Golf for CFD • Bowling for CFD • Car Wash

  6. Events: Kickoff October 4, 2013 – 11:30 am to 1:00 pm, Conf Rm EQC A Table event with the following umbrella organizations at tables to talk about what their organizations provide: • Black United Fund • Community Health Charities • Children’s Trust Fund of Oregon • EarthShare Oregon • Local Independent Charities • MRG Foundation • Oregon Coalition Against Domestic Violence & Sexual Assault • Work for Art • United Way • BBQ Chicken Caesar Tortilla wraps $3.00 • Raffle (The Director Takes You to Lunch) – Tickets $1.00

  7. Table Events – Get to Know the Charities!

  8. Week 2 – October 9, 2013 • Extraordinary Baker Contest!! Noon to 2:00, EQC A – Winners announced 2:30! • All employees bring amazing baked items - bid sheets will be put out with items and the person who bids the most for the item wins it (cash or check for payment). Samples should be provided by baker (yum!). • Whoever receives highest bid overall out of all bakers for their item wins bragging rights as the CFD Baker Extraordinaire for DEQ and wins a prize!

  9. Silent Bake Sale

  10. Goodies for all palates

  11. Week 3 – October 17, 2013 • Auction set up 9:00 am. Live auction (Sid Moore auctioneering) goes from 12:00 – 1:00 pm! • Traditional donations limited only by your imagination: • Jewelry, quilts, knitting, fly ties • Homemade dinners • Original art or sketch • Tie-dye or embroidery • Sculpture or pottery

  12. Auction Items • Non-traditional items from employees who would be willing to donate: • Cabin in the woods (weekend) • Fishing trip (day) • Airplane ride (hour) • Beach house (weekend) • Gold panning trip (day) • Condo Sunriver (weekend) • Campout (weekend) • Items from personal business (berry farm, winery, etc.).

  13. Auction items Corporate donation requests (made by DEQ CFD Coordinator) will include • Tickets to events, amazing items, hotel weekends, gift certificates for items or services.

  14. Auction donations received:

  15. Donations received:

  16. Donations received:

  17. Director was always present 

  18. Week 4 – October 24, 2013 • Chili Cook Off 11:30 am to 12:45 pm EQC A • Employees name their chili: Rootin’ Tootin’ Chili, Chuckwagon Chili, Hellfire Chili, etc. • Samples $1 or 3 for $5 • Chef with the most sample tickets (indicating it is the BEST chili!!!) wins cook off and bragging rights • All ticket sales go to CFD

  19. Chili Cook Off Chefs and Guests

  20. Chefs and Chili Connessiures No, ZZ Top did not show up! Our Director did …

  21. Awesome chili contest names

  22. Chili Goddess

  23. Week 5 – October 31, 2013 • Halloween Costume Contest and Salad Days • October 31, 2013 • Each contestant will meet at 12:30 in the large conference room. A box for each contestant will be located in the room for employees to place their $$ for their favorite costume – winner announced at 1:00 pm! • Salad sale - $3 portion: Kale Salad, Spinach Salad, Fruit Salad, Chicken Salad, Taco Salad, etc.

  24. Football player, angel/devil, Swiss Miss, silly man

  25. Referee, Wizard, Angel/Devil

  26. Results: DEQ Winner in Category!

  27. Events total: • DEQ raised $2,297 from events (at HQ). Sites raised hundreds more. • DEQ has 650 employees. 23% or 147 individuals participated. • Total contributions = $42,768, or an average of $291 per participant.

  28. Don’t forget the details! • Planning out an event requires going through every aspect in your mind, taking note of what you have and what you need, i.e., tickets, money boxes. Buy early! • Remember, if you spend your own money, reimburse yourself through event funds. • The smallest details are important, i.e., cords to plug crockpots in – our Safety folks were awesome with helping set up the chili cook off. • Keep your campaign in front of your Director, and keep your Director in front of your campaign. His/her support is critical to successful events.

  29. Don’t be afraid to: • Step out of your comfort zone. Cold calling? It’s amazing how people respond when they know it is for charity. • Ask for help from co-workers. Everyone is usually willing to pitch in. • Keep everyone posted. People want to know how the campaign is going. • Market your events. Folks are interested in learning what CFD is about and how they can contribute in a fun way.

  30. Always have a Plan B • The live auction was a bust. Six people showed up. I had 18 donations and no auction. We switched to a silent auction the next day. The SILENT AUCTION rocked - and over $900 was donated to CFD!

  31. Questions? • Mandy Olund, DEQ • olund.mandy@deq.state.or.us • 503-229-5107

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