PRESENTATION TO DAYBREAK ROTARY Made $95,000 in 2015. THANK YOU - - PowerPoint PPT Presentation

PRESENTATION TO DAYBREAK ROTARY

§ Made $95,000 in 2015. THANK YOU EVERYONE FOR THE SUPPORT § 2015 only approx. 20ish people supporting before the event

§ Burn-out starting to happen

§ 2016:

§ Need 30-40 people to be apart of the organizing committee

§ Putting in approx. 50 hours before the event starts § Fresh blood to learn and take-over areas allowing others to step down

§ Going to see an increase in expenses

§ Start up discounts are running out

§ Is our club willing to buy in or do we need to source other support?

§ Most groups need additional people to support § Lots of jobs to be done even if your…

§ Not going to be there the weekend of § Away south all winter § Have a young family § Can only work weekends/work days on volunteering

§ Role: Ask committee to go into the community and ask for sponsorship agreements. § Need: 8-12 people § Required:

§ Year round (Total: 10 hrs per month)

§ All Committees § Gather sponsors, set up packages § Liaison with other committees regarding requirements and expectations § VIP Night

§ Kamloops Sports Council doing all paper work

§ Good for people who want during business hours work

§ Role: to organize rib running area, and basic understanding of system for order

taking

§ Need: 2-3 people to chair & support § Required:

§ Jan to April (Total: 5 hrs per month)

§ All Committees § Follow up, general tasks

§ May to August (Total: 15 hrs per month)

§ All Committees & team meetings § Communicate with Windward Software

§ Can be done remotely till April

§ Roles: 1) to organize youth groups for family fun zone, 2) to recruit volunteers, and

act as liaison between club and Kamloops Sports Council

§ Needed: 2 chairs § Required:

§ Jan to June (Total: 5 hrs per month)

§ All Committees § Set up Criminal Record Checks, set up spreadsheet, contact committees re: numbers, promotion,

reach out to youth groups.

§ July to August (Total: 30 hrs per month)

§ All Committees § Promotion and recruitment, finalizing numbers youth group committments, scheduling, liaison with

club regarding changes to volunteer requirements.

§ Volunteer training nights.

§ Can be done remotely till July

§ Role: to organize corn sales, beverages, and logistics § Needed: 2 chairs § Required:

§ Jan to June (Total: 5 hrs per month)

§ All Committees § Follow up, general tasks

§ July to August (Total: 10 hrs per month)

§ All Committees and team meetings § Inventory check § Organization for event

§ Can be done remotely till July

§ Role: 1) to help organize raffle administration and paperwork, 2) to act as sales team

coordinating sales efforts and engaging third parties.

§ Need: 1 for administration, 4-6 for sales § Required:

§ Jan to May (Total: 8 hrs per month)

§ All Committees § Organize prizes and get posters/tickets ready § Follow up, general tasks, paper work

§ June to August (Total: 20 hrs per month)

§ All Committees & team meetings § Sales Team: Set up sales slots at certain locations, engage third parties to sell tickets, visit events &

venues

§ Admin: Track tickets, collect sold stubs, count tickets, ensure compliance with rules

§ Can be done remotely till June

§ Role: to act as liaison with Ribbers § Need: 1 person to assist § Required:

§ Jan to August

§ Ribber communications § Contracts

§ Can be done remotely

§ Role: to organize set up, design, and functionality of event. § Need: 3-6 people § Required:

§ Jan to March (Total: 5 hrs per month)

§ All Committees § Follow up, general tasks, paper work

§ April to August (Total: 10 hrs per month)

§ All Committees & team meetings § Support Darren, tracking items needed and on order, organizing tents/tables/chairs § Mapping and legend

§ Role: to organize family and adult beer gardens § Need: 2-4 people § Required:

§ Jan to March (Total: 5 hrs per month)

§ All Committees § Follow up, general tasks, paper work

§ April to August (Total: 15 hrs per month)

§ All Committees & team meetings § Liquor compliance § Liaison with sponsorship, rib running § Sizing, logistics, security, volunteers with Serving It Right requirements

§ Role: to organize food vendors selling at event § Need: 1 person § Required:

§ Jan to August (Total: 5 hrs per month)

§ All Committees § Reach out to vendors § Set up agreements regarding location, logistics, payments etc.

§ Can be done remotely

§ Role: to organize ordering of all pop and water to be sold at the event, and to organize

food for volunteers

§ Need: 1 person § Required:

§ Jan to June (Total: 3 hrs per month)

§ All Committees § Follow up, general tasks, paper work

§ July to August (Total: 10 hrs per month)

§ All Committees § Liaison between Pepsi, Coopers, Tim Hortons § Determine vendors & Rotary beverage needs

§ Can be done remotely till June

§ Role: to ensure compliance with applicable laws & regulations impacting the event § Need: 1 additional person § Required:

§ Jan to Aug (Total: 5-8 hrs per month)

§ All Committees § Insurance, safety plan, liquor, bylaws etc.

§ Can be done remotely

§ Role: to organize, book, schedule VIP and corporate rentals § Need: 1 additional person § Required:

§ Jan to June (Total: 5 hrs per month)

§ All Committees § Follow up, general tasks, paper work

§ July to August (Total: 15 hrs per month)

§ All Committees § Scheduling, promotion, organizing food and beverage orders

§ Can be done remotely till June

§ Role: to organize and coordinate third party add ons- bike area, dragon boats,

Sunday pancake breakfast, Hot Night

§ Need: 1-2 people § Required:

§ Jan to Aug (Total: 5 hrs per month)

§ All Committees § Communicate with third parties § Ensure coordination with logistics etc.

§ Number of people needed are IN ADDITION to existing numbers § Time commitments are a rough estimate § Lots of jobs to be done even if your…

§ Not going to be there the weekend of § Away south all winter § Have a young family § Can only work weekends/work days on volunteering

§ Please think about it and email Alison and Danica

§ alison@walcoradio.com § danica_Wilkinson@hotmail.com