SATURDAYMARCH 4, 2017

EVENT GUIDE APPENDIXHow to Grow your Event

For Event Leaders

proceeds support

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IN THIS GUIDE

Why support GoodLife Kids Foundation?

GoodLife Kids Foundation raises funds to support national, provincial and local programs that provide ongoing physical activity opportunities for kids and remove

some of the barriers currently holding children back from living a healthy active life.

GoodLife Fitness covers 100% of our administrative and operational expenses so that every dollar raised will make the biggest impact on Canadian kids.

Thank you for supporting

Introduction

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This appendix to the event guide will be helpful to you once you have managed Spin4Kids once or twice and are looking for ways to increase your event’s success. Here, we go beyond the basics and look at different avenues you can take to push your team a little bit further in reaching your increasing goals. Choose one, or a few, options to focus on and go from there. Put your efforts where you think it will give the greatest payoff for the abilities and strengths of your team.

At any time, the GoodLife Kids Foundation is available for information or assistance. Please email us at events@goodlifekids.com.

Keep reading for more information on:

n Event Information Hub (spin4kids.com)

n Communicating with GoodLife Kids Foundation

n Importance of event awareness in the community

n Corporate Involvement

n Event Sponsors

n Team & Participant Management

Foundationfor Success

Start with the Basics The website spin4kids.com is the hub of all activity related to Spin4Kids and can be a wonderful foundation for your campaign. This is where you can find information on the events happening across the country and keep tabs on everyone’s fundraising. Encourage all of your participants to register on the website and you will have better information to track your event’s progress throughout the fundraising timeline.

The Fundraising Hub available to every participant individually, as well as to each team, is a great resource for communications, fundraising, and information. Become familiar with this tool, use it regularly, and encourage others to use it as well.

The free Spin4Kids app is a handy tool for fundraising on the go and is available to anyone to download as well. This can be accessed by searching in iTunes or Google Play, or through a link on the event website spin4kids.com.

In order to get your event started it is necessary to keep GLKF updated on the details of your event. This includes contact information, scheduling, etc. We can keep your event location up to date on spin4kids.com for potential participants to get information.

Commitment from your TeamOnce you have organized a passionate event committee you can really delve into the planning and goals for how your event will look this year. Adding ‘extras’ requires more man power and commitment from your team. Set goals as a group to make sure that everyone is on board and committed to the event. Use your committee’s past experiences to assist in fueling the passion and excitement needed to increase your success. This will help to guide the committee down the path to reach those goals.

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Awarenessand

Recruitment

Awareness can be a year-round task. By keeping the event (Spin4Kids), as well as the cause (GoodLife Kids Foundation) in mind, and in conversations, you are just that much further in reaching your goals and having a successful event. Word of mouth is a great way to spread the excitement of the event and the passion for the cause. One passionate, excited person can translate to many.

Spread the WordChallenge your committee to talk about the GoodLife Kids Foundation or Spin4Kids every day during your campaign. This does not have to only be in the Clubs. GoodLife Kids Foundation affects many people in our communities across Canada. Our fundraising and Spin4Kids is open to anyone and everyone you or your committee may come across.

As the date for Spin4Kids gets closer you can step up your efforts in getting the word out. Dedicate time every day for someone (or everyone) on your committee to educate others on GLKF, Spin4Kids, and how to get involved. Work as a committee to determine the best ways to get the message across that are informative, noticeable, friendly, passionate, and fun.

MediaSpin4Kids is a great opportunity for your Club to be in the public eye and for you to share GoodLife’s caring culture with your local community. In order to help spread the word about Spin4Kids as widely as possibly, GoodLife Kids Foundation has prepared some useful resources:

Public Service Announcements & Live on Location

In partnership with GoodLife Fitness Marketing, we have secured PSA airtime on many radio stations nationwide to promote Spin4Kids. If you are interested in reaching out to a station in your area about running additional PSAs, please contact Melinda Mathes (mmathes@goodlifekids.com) for scripts and instructions.

Many local radio stations also have roaming reporters that they send to community events for call-ins and promotional booths. Please check with your General Manager for approval before inviting stations to broadcast from your location. If you have made arrangements for a radio station to be on-site, please inform Melinda Mathes (mmathes@goodlifekids.com) ahead of event day.

Public Service Announcements & Live on LocationIn partnership with GoodLife Fitness Marketing, we have secured PSA airtime on many radio stations nationwide to promote Spin4Kids. If you are interested in reaching out to a station in your area about running additional PSAs, please contact Melinda Mathes (mmathes@goodlifekids.com) for scripts and instructions.

Many local radio stations also have roaming reporters that they send to community events for call-ins and promotional booths. Please check with your General Manager for approval before inviting stations to broadcast from your location. If you have made arrangements for a radio station to be on-site, please inform Melinda Mathes (mmathes@goodlifekids.com) ahead of event day.

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Community Event ListingsMany local television stations, newspapers, radio stations, community organizations will have “Event Listings” on their websites. These can be a great way to get some free publicity and spread the word about your Spin4Kids event to different audiences!

Although there is no set format, the sample below is a good starting point. You should research the websites you are submitting to and match their format as closely as possible to increase the chances of acceptance. Fill in the [blanks] to personalize your listing.

Many event listings have accompanying images. Please submit the *NEW* Spin4Kids logo available under Media Documents on the Event Portal.

Some listings also give you the option to include ‘Event Categories’ or ‘Tags’. Some you might wish to include are: Live event, Fundraiser, Charity, Fitness

Tip: If a media outlet’s reach covers an area with multiple events, please be sure to include ALL events in the area in the listing. This way we will get the greatest exposure and encourage potential participants to take part at their local events.

Sample Community Event ListingSpin4Kids is a one-day fitness fundraiser taking place Saturday March 4, 2017 at GoodLife Fitness Clubs across the country in support of GoodLife Kids Foundation.

In [City/Town], Spin4Kids is taking place at [Location] from [Start Time] to [End Time].

Spin4Kids gives participants the opportunity to work out and have fun while raising money to help Canadian kids lead healthier lives. Funds raised go to community programs that help get kids more physically active. Join the party! To find an event near you and register, visit www.spin4kids.com or contact [Local Event Leader Name] at [Email/Telephone].

Official National Spin4Kids 2017 Press Release An official Spin4Kids press release will be issued by GoodLife Kids Foundation the first week of February. It will be available to Event Leaders the day after it is released on the Event Portal. GoodLife Kids Foundation will be pitching media for stories in targeted areas, but Event Leaders are also encouraged to share the press release with local media contacts.

Since the release is national, it will not include specific details about your local event. When circulating the press release locally, it will be important to use an accompanying “Pitch Message” that includes your event information. Please see the next page for a sample email pitch to the media.

Tip: If you are sending to multiple media contacts at once, use BCC to keep it more private.

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Sample Email Pitch

SUBJECT: We’re getting Canadian kids active! Join the Party at Spin4Kids in [location]

Good Morning,

We have the power to impact a generation of Canadian kids – will you join our cause? At GoodLife Kids Foundation, we know that active kids have fun, have stronger bones, learn better and build healthy habits and we want to get more kids up and moving!

On Saturday, March 4, 2017, we will be hosting a Spin4Kids event at [location] in support of GoodLife Kids Foundation. This national indoor fitness fundraiser takes place across Canada with over 200 GoodLife Fitness Clubs coming together to Spin, Groove, and Move for a great cause.

Our event will have a party-like atmosphere with Members, family, friends and co-workers taking part in all kinds of fun activities throughout the day. [Insert any interesting details here such as special guests, presentations, prizes, etc. – keep to 100 words maximum.]

We would love to share our story with your readers through an article in advance or to have you attend the festivities on event day.

Together we can change children’s lives through physical activity!

For more information about our local event, please contact:

[Event Leader Name]

[GoodLife Fitness position]

[email address]

[phone number]

IMPORTANT MEDIA REMINDER: Please be sure to contact GoodLife Kids Foundation prior to any media interviews.

Melinda Mathes, Marketing & Public Relations SpecialistEmail: mmathes@goodlifekids.com Telephone: 519-661-0190 ext 6456Cell: 226-378-1650

Social Media #Spin4Kids2017We love how enthusiastic everyone is about Spin4Kids and that people are looking for creative ways to spread the word and get more people involved. In an effort to maintain brand consistency and also drive traffic to GoodLife Kids Foundation channels for year-round information, our aim for 2017 is to centralize Spin4Kids social media efforts through the Official GoodLife Kids Foundation Facebook Page by creating Facebook Events. Once they are created, these Facebook Events will be managed by YOU as an Event Leader, Officer, Committee Member, or Volunteer. This is a great place to share updates from your committee, share information about extra fundraisers such as silent auctions, highlight local grant recipients and GoodLife4Kids School Program partners, and to answer any questions that people might have about your event.

NOTE: Facebook Events are for awareness and promotional purposes only. Facebook activity does NOT replace participant registration at www.spin4kids.com.

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Previously existing Independent Pages/Groups/Events will be asked to redirect followers to newly created Facebook Events through GoodLife Kids Foundation’s page and to delete old channels. For some, this will mean a transition from what you’ve done in the past and we really appreciate your cooperation. For others, any social media presence will be a new thing, and that’s great – let us help you get set up!

Once you have committed as a Host Club, please contact Melinda Mathes (mmathes@goodlifekids.com) to set up an official Facebook event if you are interested in using social media this year.

Reminder: Associates do NOT have permission to private message Members (refer to full CASL guidelines on p. 13 of the Event Guide).

The Natural Next StepOnce your event page is set up on the event website spin4kids.com, you can start turning those conversations into recruitment of participants. The only limitation is the number of people your event can accommodate. Increase the number of people involved to increase the success of your event.

Some ways to do this may include:

n Challenge each and every staff in a Club to captain a team.

n Group fitness class announcements of Spin4Kids and sign-up sheets

n Associates can captain teams of Members, family and friends

n Corporate Members can create company teams (more on this later)

n Sports teams can create Spin4Kids teams

n Teachers from local schools can participate as teams

n Neighbouring businesses can enter teams

To go the extra step in recruiting participants, use personal networks and community ties to inform people you know about Spin4Kids and invite them to get involved. When approaching community Members regarding Spin4Kids, be clear on what you are asking of them. How do you want them to help?

Start with a bigger ask, such as registering a team to participate and fundraise. This leaves room to reduce the level of commitment to something less involved, such as making a donation to your team. In the end, you are still getting some level of participation and perhaps next year they will remember the event and be ready to get more involved.

Follow ThroughNow that you are informing and gathering the greater population to this cause and fundraising event, you have essentially become the ‘expert’ in their eyes. The best way to reduce the unknown factor for most people is to walk through the process with them. Actually getting on the website with potential participants and registering for Spin4Kids with them shows them how quick and easy it is. Expect that people will come to you with questions and for ideas to help them along the way.

CONNECT WITH US!

@goodlifekids /goodlifekids @goodlifekids_fdn goodlifekids.com

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Fundraising

FundraisingThe reason you are reading this appendix is to get ideas on how to increase your fundraising results. No matter what you choose to accomplish this, it will mean a bigger time commitment for your committee. Be selective and realistic when making your decisions. Keep the committee focused on the end goal and the best way to get there.

Club FundraisersThere is a myriad of things you can do in the Club, and as a Club, to fundraise other than just asking for donations. I am sure that the discussions and brainstorming sessions of your committee can result in many, many ideas that would be effective and produce great results. While you are making your decisions as a committee, keep in mind the Fundraising Guidelines set out on page 14 in the Event Guide for Club fundraisers.

You can use the Fundraising Tips link on the Fundraising page of spin4kids.com to get you started. A few things to keep in mind:

n Try to keep the number of fundraisers to a minimum, as it can quickly become overwhelming.

n Low-cost, low involvement options work well in the beginning of a campaign and can aid in awareness of the event (e.g. ‘Guess the amount’ jar)

n A higher cost mini-fundraiser, such as a silent auction, works well closer to the event day

n Donation Pin-Up cards will be sent to your Club in February. If these cards are displayed creatively, they can be a great visual cue to generate interest

n Also, keep GLKF in the loop with a quick note to events@goodlifekids.com as we try to keep track of all the things happening around Spin4Kids across the country.

Corporate InvolvementYou may be considering approaching a local company or organization to get involved in your event. The first decision here is who to approach. Some ideas would be:

n Members in your Club that would be interested in getting their companies involved

n Neighbouring businesses

n Suppliers

n Local schools

n Any company that you, or anyone on the committee, may have a connection to

We have created a template for an email or letter that can be used to approach organizations for involvement in Spin4Kids. It can be found at the end of this appendix and lays out all the ways that a business can be involved. If you get interest from anyone, there is a Corporate Involvement Package on the Event Portal that you can download for their use. It gives step by step details on how they can be successful in getting their workplace involved in your event.

You may also be looking to secure local sponsors. We have a few levels of financial commitment for Event Sponsorship. A company is an Event Sponsor if they are making a commitment and receiving recognition for it. Event Sponsors do not receive an income tax receipt for their contribution.

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Some Event Sponsorship guidelines for you:

n Sponsor Levels

• National Sponsor $10,000 commitment

• Impact Sponsor $5,000 commitment

• Champion Sponsor $2,500 commitment

• Friend of Spin (NEW) $500 commitment (See ‘Invitation to Table’ document in the Event Portal)

• If you secure a sponsor at the $5,000, $2500 or $500 level those dollars will be added to your event total raised

• IMPORTANT: Before you approach a company for any of these please contact Lisa Burrows (lburrows@goodlifekids.com) first to ensure they aren’t already being approached and to get more information on what we are able to offer them in return for their support.

• Do not approach any of the GoodLife Rewards partners as they are already being contacted by our sponsorship team

• For any Event Sponsors you secure please send Lisa Burrows their name, contact info, level of sponsorship so we have a record and we ensure they receive the recognition benefits they are entitled to.

Motivating the TroopsManaging Team and Individual fund-raising is a great way to increase your event’s fundraising totals. By keeping the participants of your event informed and motivated, you keep them working towards that goal.

Make use of the Team & Participant Report that you received access to when your event was set up on spin4kids.com. You can update this report as often as you need for up-to-date information on the fundraising happening in support of your event. Ways that you can put this report to use:

n Send all of the team captains a regular update of the fundraising totals for all the teams involved in your event.

n Post the top individual fundraisers and their totals every week, then daily once Event Day is near

n Let your teams know when they are getting close to earning the T.E.A.M. Fundraising Incentive

n For multi-Club events, keep the competition going between Clubs to raise the most. Send out weekly totals to the representatives for each Club.

n Congratulate teams that reach their goals and encourage them to increase their goal

n Flag the teams that seem to be struggling and be able to reach out to see how things are going and offer suggestions

The key to keeping everyone motivated is to keep the communication going. Keep up the excitement and remind your participants who the real winners are – the children.

Having one or two committee Members take care of managing the teams can ensure that it is getting done on a regular basis. Keeping tabs on the teams, giving the team captains someone to go to with questions, and keeping the information flowing will keep your participants tuned in to the event throughout the time frame of event fundraising.

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CommunicationsThere are a lot of people involved in this event in many different roles. Communication with each group and individual can quickly become confusing and time-consuming. Decide early how you want to handle the circulation of information. Basic details of the event, such as the schedule of activities and the main contact information, should be posted on your location page of spin4kids.com. Please ensure that you have completed the Event Details form in full (link sent in your welcome email) and update the information if necessary.

Regularly scheduled meetings (either face-to-face, or conference call, or a combination) plus regular email updates will be the foundation of your communication. This will most likely need to be supplemented by extra communications in some way throughout the planning and execution of your event. Options include a phone tree type of system, where a core group passes information on to their respective groups. This must be organized ahead to make sure that everyone is included.

Another possibility is to utilize social media platforms such as a Facebook Event. A positive attribute of this option is that online discussions amongst those involved can help to keep the momentum going. However, that is only true if people are aware that it exists and are utilizing the platform. If you choose to do this, please contact Melinda Mathes (mmathes@goodlifekids.com) to get set up in connection with the official GLKF Facebook Page.

Communication Flow

Event Leader

Team Captains

Team Participants

Volunteers Corporate Donors/Teams

Event Committee - Event Officers (main contact per Club for multi-club events)Task Leads (Volunteer coordinators/Team Management/Corporate Involvement/ etc.)

GLKF

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Scheduling, Donations,

and Event Day Logistics

The Event Day can be hectic with so many people and activities all coming together. It has the potential to be a chaotic day, but preparing and getting organized ahead of time can make all the difference. This is what all of the work has been about, so keep the excitement going!

In the week before the event, be sure to confirm with everyone involved of the expectations you have for them related to event day. This includes team captains, volunteers, in-kind sponsors, committee Members, etc. This will flag any issues that might arise ahead of time and keeps the event in mind.

ScheduleYour schedule will be the core of the day’s plan. You will have the activities and instructors scheduled with participants/teams added in as they get involved. Have a schedule for the volunteers manning the Check-in desk incorporated into the overall schedule of the day as well. Add the volunteers throughout the event, including set-up, Health & Safety, photographer, MC, coat-check, and clean-up. Someone should be aware of when volunteers are arriving and be able to greet them, answer questions, and get them settled in to their task.

It may help to walk through your day as you foresee it and go over things that could make it better. What is happening outside of the actual classes? Do you have food and water available for your participants? Do you have any media attending?

In-kind giftsLocal businesses may be able to donate in-kind gifts of food and water for your event. Offer them the opportunity to promote their business on event day, either with a sign, through announcements by your MC between classes, or attending the event in person. This can be a part of your initial ‘big ask’ for corporate involvement, or you can do this type of request to specific organizations solely for this purpose. Determine what you need before approaching anyone for donations. Be specific, polite, and gracious.

What to do when Media attends your event?When media arrive on event day, you will only have a short time to showcase Spin4Kids and show the public the incredibly caring, charitable and party-like atmosphere that YOUR Club brings to the community!

Media Spokesperson:

n It is recommended that the Event Leader be the main spokesperson for the event.

n Should the Event Leader not feel comfortable or not wish to be on camera/radio/in newspaper, designate someone who has played a major role in making the event a success and will be knowledgeable with all that is taking place at your event.

Photography/Filming Sign:

Ensure a copy of the Photography/Filming Notice is posted at your event. It can be found with the Event Day Materials on the Event Portal.

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When Media Arrives:

n World-class meet and greet – just as you would a new Member, a warm welcome will set the tone of the reporter’s experience and how they write/talk about your event.

n Give them a copy of the media release – under the Event Day Materials section on Connect and the Event Portal.

n If you haven’t already, contact Melinda Mathes, Marketing & Public Relations Specialist for GoodLife Kids Foundation at mmathes@goodlifekids.com, or (cell) 226-378-1650.

n Gather information prior to interview – is there something specific they would like to cover? Maybe it is an interesting participant story, they may wish to talk about the broad trend of childhood inactivity, or perhaps they would like to simply learn about the event as a whole.

• Ask: Is there a specific angle you would like to talk about or would you rather cover the event as a whole?

n Have a copy of the 2017 Spin4Kids Key Messages handy – these will help guide your interview and provide the reporter with some general background information about the event and GoodLife Kids Foundation. The Key Messages document will be available under the Event Day Materials section on the Event Portal in February.

For all Media Interviews:

n Focus on the top three messages you’d like to communicate – this will focus your responses and structure the story. Please refer to the ‘Key Messages’ document available on Connect or the Event Portal.

n Start with your main message and speak in complete sentences – be clear and get right to the point. Use stories and examples to explain your points.

n Substitute “GoodLife” for “we” every few sentences.

n If the reporter asks if you have anything else to add, take that opportunity – provide a website address and/or urge the audience to do something:

• come check out the event,

• encourage local organizations to apply for a grant at goodlifekids.com,

• DONATE ONLINE at spin4kids.com etc.

Additional Media Interview Tips:TV:

n Look at the interviewer, not the camera.

n Be energetic and wear your Spin4Kids t-shirt.

n Suggest visuals to accompany the interview – demonstrate a fitness activity, show how to ride a spin cycle, get the reporter to try a piece of equipment or a fitness activity.

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Radio:

n Describe what you’re doing because people can’t see you.

n Suggest sounds that could accompany the story – e.g., people cheering for their team or weights clanking.

n Be energetic and enthusiastic.

n Focus your messages and get to your main points early in the interview – your interview will likely be edited so you want your quote to be clear and informative.

Print:

n Print stories can include more information than broadcast, so cover your key messages and provide examples with stories.

n Be focused to help the reporter understand key points – steer the interview by bringing it back to your key messages.

n Consider and suggest ideas for a photo to accompany the story – think of fun ideas that showcase your Spin4Kids event.

Follow UpTeam Debrief

Keep notes on the things you do this year to see how your event changes and grows. Are you getting feedback from your participants and donors? Attendee experiences and engagement after the event can be valuable in the future.

Once the event is over and you have wrapped up all of the last-minute tasks of depositing money, submitting paperwork, and thanking your participants, donors and sponsor, you can evaluate the success of your event. This will give you an idea of how you fared and give you some perspective for next year.

There are a few basic questions you can ask your committee to get some feedback:

1. Did we meet our objectives/goals?

2. Did we encounter any problems during the execution of this event? - Were we able to find effective solutions?

3. Was everyone’s role clear to them from the beginning?

4. Was the necessary information available to everyone in order to effectively carry out their tasks?

5. What were our biggest successes? - What is that success attributable to? - Can we replicate that success in the future?

6. What can we do differently in the future to increase our level of success?

Changes for next yearDetailed notes on any changes for next year’s event will help you and the event committee while beginning preparations. Keep GoodLife Kids Foundation in the loop of any major changes or problems that are occurring. Perhaps your event is not the only one experiencing this and others can work with you for greater chances of success.

GLKF is always available to assist with your event. If there are tools or processes you think could add value to an event campaign, please let us know. We are always interested to hear what is going on at all of the various unique events across the country. So, drop us a line and let us know what you are up to and how we can help.

Events@goodlifekids.com

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Timeline for Event Tasks

Awareness Tasks

Create Committee

Set Goals

Commit Your Club

Recruitment

Register to Participate

Fundraise

Motivate your Participants

Scheduling

Recruit Volunteers

Set Up

Take Photos

Clean Up

Thank you

Up toNovember November December January February Event Day March

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Corporate Involvement

Request

Dear

You are invited to be involved in a high-energy, party-atmosphere fitness fundraiser where you can Spin, Groove and Move at a Spin4Kids event in support of GoodLife Kids Foundation to help Canadian kids live fit and healthy lives! Held on March 4th, GoodLife Fitness Clubs across Canada bring the party as they host this one-day indoor fitness fundraiser.

This sounds like fun, but how does it help Canadian children?

GoodLife Kids Foundation raises funds to support national, provincial and local programs that provide ongoing physical activity opportunities for kids and remove some of the barriers currently holding children back from living a healthy life. We believe that positive early physical activity opportunities set kids on a path toward a lifetime of healthy habits and love of physical activity and fitness.

WHY SHOULD CORPORATE TEAMS GET INVOLVED? Build relationships

n Gain greater visibility with consumers by identifying your company as a socially responsible organization

n Give back to your communities through philanthropic support

Motivate employees

n Enhance team building skills and empower employees to work together towards a common goal

n Build employee pride and camaraderie

n Support your corporate values/goals

Spin, Groove & Move for a great cause

n Demonstrate your company’s concern for health and vitality of Canadian kids

n Play a vital role in improving the lives of Canadian kids through physical activity Your company team can make a difference in the future health

CORPORATE TEAM AND EMPLOYEE INVOLVEMENT Your business can support Spin4Kids by:

1. Entering a Corporate Team to participate in the event

• Teams are made of 1 to 8 members each

• Goal is for Team to raise $1000 (8 x $125)

• No experience is necessary

2. Making a financial donation to the event

3. Making a donation of gifts-in-kind to the event

4. Supporting your Corporate Team fundraising efforts with a corporate matching gift

If you are interested in learning more, please visit spin4kids.com or contact me at __________________________. I am happy to answer any questions you may have.

Sincerely,

Your company can positively impact the future health of Canadian kids.