TIMELINES/CHECKLISTS. The following checklists are included in this timeline:

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1 TIMELINES/CHECKLISTS On the following pages, you will find timelines that list tasks to be completed as you plan your tournament. Keep in mind that each tournament is different and some of these tasks may not apply to your event. Additionally, there may be tasks that you need to complete that are not included in these lists. Use this as a guide to organize what needs to be done for your event and please feel free to contact your advocate at any point if you have questions. The following checklists are included in this timeline: o Six months before o Three months before o Month before o Week before o Day of o Post-event When utilizing this timeline, there are two important things to keep in mind: o Throughout the timeline, there are references to sections of this binder where further information can be found. o TDC indicates that more information can be found in the online tournament director center.

2 SIX MONTHS BEFORE o Decide on course and date o Sign course contract and pay deposit o Inform Jimmy Fund Golf of date and location o Complete Pre-Event Fundraising Accountability paperwork o Pre-Event Planning Form (see TDC* for form) o Send Bank Account Information (if applicable) o Make copies of all checks as they come in o Recruit committee members and form sub-committees o Brainstorm with committee members about businesses and individuals for sponsorship/player solicitation o Begin to create potential sponsor/player database o Determine tournament format o Design Sponsor Packages & Marketing Materials o Establish player/sponsor registration levels o Create player/sponsor registration materials (save the date, flyers, brochures, letters- see TDC for templates) o Create event website and/or social media pages. o Send a save the date to established contact list via mail or . (See TDC) o Create and issue calendar listing press release to local newspapers/publications (see TDC) * ONLINE TOURNAMENT DIRECTOR S CENTER CAN BE FOUND AT

3 THREE MONTHS BEFORE o Pre-event paperwork deadline (if not completed already) o Confirm sponsor commitments and invoice sponsors (on-going) o Request logos from sponsors for signage & website o Send confirmation letter/ to registered players upon receipt of payment (on-going) o Post publicity posters in your community (See TDC) o Establish a volunteer coordinator and determine volunteer needs o Contact potential volunteers o Begin determining program agenda o Meet with course to discuss food & beverage options o Secure a signage vendor o Begin drafting program book (See TDC) o Begin collecting items for goody bags/player gifts o Determine if you will run a live auction, silent auction and/or drawing o Establish auction committee and determine roles o Begin soliciting items for auctions & drawing o If selling drawing tickets prior to tournament: o Finalize Prizes o Print & sell tickets o Contact potential speakers/emcee as early as possible o Secure photographer; if it is a volunteer, buy film/memory cards

4 MONTH BEFORE o Pick up in-kind donations, drawing and auction items, golf prizes etc. o Meet with course to discuss final plans/needs of course, i.e. signage, room layout, A/V etc. o Confirm volunteers o Finalize auction details (opening bid amounts, descriptions, etc.) o Determine process for auction checkout & displaying winners o Appoint auction checkout coordinator o Pick up merchandise from our warehouse in Norton, MA o Check in with speakers and/or VIP guests o Confirm player information (groupings, names, handicaps, etc.) o Collect outstanding registration fees o Create one-pager with rules and event information to put on carts o Print/buy tickets for your drawing o Finalize goody bag items o Begin signage production with vendor (tee signs, sponsor banners, etc.)

5 WEEK BEFORE o Create and print silent auction bid sheets for each item and print several blank bid sheets (See TDC) o Finalize and print program book (See TDC) o Assign responsibilities to volunteers/auction committee o Create auction check out plan o Confirm attendance with volunteers, VIP guests and speakers o Begin to assign groupings and hole assignments o Contact course to confirm all final arrangements: o Notify course of final participant numbers (golfers/dinner guests) o Provide names of golfers to golf pro o Speak with Pro in regards to signage placement o Create an inclement weather plan (discuss with the course) o Stuff goody bags o Get change and money holders for volunteers at hole contests and registration o Assign hole numbers to your signage so course volunteers place them correctly o Send reminder to players with auction items and contests, include contact information and inclement weather details.

6 NIGHT BEFORE o Print multiple copies of final player lists for registration o Print copies of program agenda for all guests o Pack a kit with necessary supplies (pens for registration & silent auction, calculators, tape, cash box, etc.) o Gather all signage, bid sheets, goody bags, auction & drawing items, etc. o Write check to course for final balance o Check weather forecast o Prepare for a great day tomorrow!

7 DAY OF o Meet with volunteers prior to registration to discuss responsibilities o Set up registration table o Hang banners at registration table o Hang course signs and/or give them to the course to hang o Set up silent auction items, drawing items, and golf prizes o Prepare for auction checkout o Sell drawing tickets o Collect outstanding payments o Check A/V equipment and sound o Select drawing winners o Personally greet sponsors and players o Check-in with catering regarding guest numbers and timing

8 POST EVENT CHECKLIST o Reserve a date with the course for next year s tournament o Send thank you notes/letters to participants, sponsors, speakers, volunteers, etc. (Include next year s tournament date if known.) o Complete post-tournament budget and submit $250+ Gift Report with check copies to The Jimmy Fund o Send in proceeds to Jimmy Fund within 45 days post-event o Draft and send post-event press release to local newspapers o Have a debrief/thank-you meeting for committees and volunteers o Draft evaluation survey and send to participants, sponsors, etc. o Send participant database to Jimmy Fund so that your participants can be included in our newsletter o Set schedule for future committee meetings o Update tournament website and social media sites with photos from event day o Send tournament photos to Jimmy Fund for use in newsletter and publications

9 PLANNING THE PROGRAM A well-planned program will ensure that participants leave the event with a positive feeling. Pay attention to details and the timing of the program. A sample program agenda is on the following page. Below are some things to keep in mind when planning your program. LENGTH o Take a look at how long your entire day will run, from registration through the end of the post-golf function. o Keep people happy with a short, yet powerful program. Unhappy participants will mean difficult player recruitment in subsequent years. FOOD o Plan for the meal to be served no later than an hour after the golf concludes. o If you choose to wait longer, it is a good idea to serve appetizers or snacks. OPPORTUNITY DRAWING SPEAKERS AUCTION o Keep the length of time for drawing names to a minimum! See Section 4 for tips on running a successful drawing. o Continue to sell drawing tickets throughout the cocktail hour. o Have volunteers walk around the room offering drawing tickets. o A powerful and dynamic speaker can be key to getting your message out. o Think of anyone you know who would be willing to speak to the group about their personal experience. o Consider having a Jimmy Fund representative speak on behalf of Dana-Farber. o Keep the speaking program brief, yet choose a speaker who is going to connect with your audience. o Don t hold the speaking program while people are eating or tables are being cleared. Wait until this is finished. o Check the A/V system beforehand to make sure it meets your needs. o Consider holding the live auction directly after the speaking program o Present the golf awards after the auction to ensure attendance. o Set up all auction items and prizes to be displayed at the front of the room. o Set up the silent auction in a highly visible and easily accessible place. o See Section 4 for additional tips on running an auction PROGRAM BOOKS o Place program books at place settings. Putting them in goody bags runs the risk of them never being looked at.

10 SAMPLE PROGRAM AGENDA 5:30 PM: Golf Ends Cocktails (optional) Silent Auction Drawing Ticket Sales 6:30 PM: Silent Auction Ends Welcome from Tournament Director Dinner Served 7:00 PM: Speaker (patient, doctor, celebrity, etc.) 7:10 PM: Live Auction 7:30 PM: Drawing & Contest Winners Announced Golf Winners Announced 8:00 PM: Program Concludes

11 PLANNING THE DAY OF GENERAL DAY OF PREPARATION o SUPPLIES o VOLUNTEERS Make a list of on-course supplies/necessities to bring. Typical supplies include: materials to hang signage; pens and highlighters for registration and checkout; chairs for volunteers on the course; drawing tickets and silent auction supplies (clipboards, pens, etc.) Put a committee member in charge of recruiting and managing volunteers. Determine what your volunteer needs/responsibilities are and create an assignment sheet. Have volunteers arrive early or meet with them in the days before the tournament to clearly go over what their responsibilities will be. Provide contest rules, in writing, to volunteers and ensure they re thoroughly informed of their responsibility. Check in regularly with volunteers throughout the day. Rotate volunteers and give them periodic breaks. Don t forget to feed your volunteers! o COMMON VOLUNTEER RESPONSIBILITIES Registration set up and check in Silent auction set up Selling tickets for drawings or course contests Tickets can be sold all day (at registration and on the course) Signage set up Work at contests during tournament Evening set up Auction check out Taking photos o PHOTOS Try to take photos of each foursome during the day. If not every foursome, at least take photos of sponsors and key guests and sponsor signs. Take pictures during the post-golf program. Photos can be used in future newsletters, s, press releases and to send to participants after the event with a thank you note.

12 GENERAL DAY OF PREPARATION CONTINUED o CATERING Check in with the catering/banquet manager throughout the day and review meal schedule and any special meal requests. If you are providing beverages on the course, assign a volunteer to check, restock, and ice down the coolers throughout the day. o AGENDA Make sure all involved parties are aware of the post-golf schedule, what their role is, and if there is assigned seating.

13 COURSE PREPARATION Work closely with the golf course pro to be clear on what their staff will take care of and what you will need to your volunteers to do. o SIGNAGE Hang signage at registration and in the function room. While registration is happening, a crew of volunteers should be assigned to hang signage around the course. Often the course staff will take care of putting up signage. Be sure to check and plan for volunteers if the course doesn t do it. Mark tee signs (if they are assigned to specific holes) so volunteers and/or course staff know where to put them. Don t forget to remove the signage at the end of the day and store safely as they may be reusable in subsequent years. Try to avoid writing years on signage o o o CONTESTS Work with the course pro in advance to determine which contests you will offer and on which holes. Make sure volunteers are assigned to contest holes. Clearly post contest rules for participants and volunteers. CARTS Make sure the rules and a scorecard are distributed to each cart. If you sell a cart sponsor, make sure all carts have a sign on them. Make sure carts are clearly marked so players can easily find them. The course will usually take care of this, be sure to ask. RESULTS Be sure your participants understand where to hand in scorecards. This is often done at the pro-shop, but double-check with the course pro. Put this information on the rules sheet on the carts.

14 REGISTRATION PREPARATION o TABLE Make registration as simple and as quick as possible. Logically place the different components of registration so that the line moves smoothly, i.e. check guests in first and sell tickets down the line. Split up registration into separate areas if your registration space is small or you have a large number of players, i.e. have players with last names beginning with A-M register at one table and those with N-Z register at another. o LISTS Be sure to have participant list(s) at registration. These should be sorted alphabetically by last name, starting hole, sponsor name, etc. and should contain (at least) starting hole information, cart assignment, and money owed. If you have a lot of corporate participants, consider having a list sorted by company Identify players who owe money beforehand and make sure you mark their name on the list. Assign one or two people to handle payments and equip them with change, pens, credit card equipment, blank receipts, etc. o BANNERS Hang Jimmy Fund Golf banners in a visible location. We advise hanging all banners in a high position behind the tables. If used as a table skirt, they are not visible when someone stands in front of the table. Use as podium backdrop for speaking program and photo ops. o PLAYER CONTACT INFO Find a way to collect players mailing addresses and addresses, not just names. This is an important step for future recruitment. Some tournaments collect this information at registration if they haven t through the registration process. Consider having a drawing for those who have given you their information. o TAX POSTERS Be sure to fill out and post the Tax Disclosure Poster that can be found on the TDC in the fundraising accountability section. It is Dana-Farber policy and an IRS regulation. See Section 3 for more information.

15 REGISTRATION PREPARATION CONTINUED o SELL! Registration is a good opportunity to showcase drawing and auction items and to sell drawing tickets. Additionally, whether you call them Mulligans or Gimmes, the registration area is your best bet for selling these items. There are other creative fundraising ideas, such as hand wedge /mulligan throw and string game. (Please ask your advocate for explanations of these fundraising ideas.) Ask your Jimmy Fund advocate for more contest ideas o THANK YOU Try to personally thank all participants who register. This is an important step and can be easily forgotten. At least personally thank your playing sponsors.