running an effective leukemia cup regatta committee meeting
TRANSCRIPT
Running an Effective Leukemia Cup Regatta
Committee Meeting
When It’s All Said and Done…
....It’s all about the mission!
Meeting Management• If feasible
– Meet at the yacht club– Schedule all of your meeting dates in advance
rather than at the end of each meeting• Your role as committee chair
– Keep discussions on track– Focus on fundraising and mission
components– Make sure committee members have
accountability:• follow-up tasks and dates for completion
Agenda Components
Welcome/Introductions
• Meet our new members• Update/Add Committee Roster contact
information • Introduction of LLS staff and their
roles/responsibilities • Update on committee/volunteer
recruitment efforts • Mission Moment
Fundraising
• Gross and Net Income Goals: Where we are, where we need to be
• Number of Fundraising Sailors• Ways to build on our fundraising sailor recruitment• Income raised by sailor fundraising• Local Sponsorship Revenue Update: Where we are,
where we need to be– Contacts for new sponsors– Follow-up needed with existing/renewing sponsors
• Auction/Raffle Revenue Update
Our Net Revenue History
Year Net Revenue
Number of Sailors
Number of Fundraising Sailors
Our 2012 Net Revenue Goal
• <$ - insert amount>• Mount Gay Rum Party Pack incentive
How Do We Meet/Beat Our Goal…
Let’s Brainstorm More fundraising participants Using past Fantasy Sailors and high-
fundraising participants to mentor/encourage others
Increased use of fundraising opportunities Online fundraising pages Securing paid event sponsors – participants
credited with paid sponsors recruited Auction/Raffle
<Other ways?>
Event Marketing• Volunteer-to Volunteer leverage contacts to sail,
fundraise, brochure distribution, sailboat shows, etc.• Web sites
– www.leukemiacup.org– Area Yacht Clubs’ Web Sites– Area Sailing Association Web Sites
• Email Communications• Brochures• Ads in local sailing publications• Press Releases• Sailing World/Cruising World Ad• Involvement of other yacht/sailing clubs and
associations
Event Marketing
• Support from local contacts of national sponsors– North Sails– West Marine
• Gary Jobson participation <as applicable>– Make sure LCR is marketed during Jobson
appearance• Kickoff marketing• Marketing to Junior Sailors <as applicable>• Marketing to Powerboaters <as applicable>
Event Details
• Announce Honorary Skippers• Kickoff Planning
– Kickoff date, place, time– Ability for online registration, fundraising page setup– Kickoff agenda and PowerPoint Presentation
• Leukemia Cup Regatta Weekend Logistics– Boat Registration
– Race Logistics – Gary Jobson participation <as applicable> – Junior Regatta <as applicable>– Powerboat <as applicable>
Upcoming Dates
– Commodore’s Luncheon <as applicable>– Kickoff
• Gary Jobson Lecture <as applicable>
– Event at North Sails or West Marine <as applicable>
– Committee meetings
Action Steps
Assignments and deadlines for follow-up Fundraising Recruitment Sponsorship Auction/Raffle <add other local action steps>
Do’s and Don'ts
Do’s• Send invite to meeting as soon as it is confirmed, and
request RSVP from all invited.• Send re-confirmation to all 1-2 days prior to meeting
(and call any members who have not RSVPd)• Always provide food and drinks• Always provide an agenda• Set a time limit for the meeting• Start the meeting with a “mission moment”• Set goals and priorities for your meeting and
encourage group discussion and solicit their feedback.• Always congratulate a volunteer in the group for a
wonderful accomplishment (securing a title sponsor, etc.)
• Keep conversation focused on the agenda topics.
At The End of the Meeting• Recap action steps by committee
member and target date for completion of projects
• Write up and distribute minutes within 3-4 days and follow up on any action items discussed during the meeting. – Quick action reinforces importance of
meeting and reduces errors.
Don'ts• Do not allow one volunteer to steal the show and
ramble. The chair or another volunteer should redirect them or interrupt and tell them that their discussion points are great for a subcommittee meeting.
• Do not talk negatively about anything or anyone, other Yacht Clubs, other charities, etc. You never know when someone in the room will take that information back to another group.
• Do not open the floor for negative feedback. Always ask for suggestions and criticisms one on one or via email. You do not want a volunteer to be offended or political in these meetings.
• Don’t close the meeting before scheduling the next committee meeting
The future depends on what we do in the present. - Mahatma Gandhi
Take a deep breath every morning; say thank you for your health. The alternative is unbelievably tough.
- Gary Jobson
Resources– Sample Agendas– Research Advance Information– Next Webcast - Feb. 16, 3 pm Eastern – Conducting
a Successful Kickoff