We will need to schedule another meeting in April. I am taking date suggestions so as many people can attend as possible.....should we maybe have a weekend meeting? I want to get your suggestions and input.
Hope to hear from you soon..........
Money:
If you have any money you need to turn in, please do it now….Candle money, Rose money, t-shirt money (goes in the envelope). Please write your size on the envelope with your name.
If you weren't at the meeting you will be responsible to turn your t-shirt money into me by March 28th. I will be ordering them on April 1st.
Fundraising letters. Should be sent by Mid- April We should all be sending 25-50 emails and letters. Emails can be sent through the website and people can donate directly to your page with a credit card. If you need help I can walk you through how to do it.
Email is quick and easy but the biggest fundraiser RFL has, is sending letters, snail mail. You can type a generic letter and mail them out or personalize each one. Either way works. I have many sample letters that I will email to the team.
Letters and emails should be sent in April to give people plenty of time to respond. Make sure to include a return stamped envelope.
Auction:
We are moving right along with the auction planning. We have several bands committed including Dr. Funk, Player's Club, Dance Factory. We are still working on a couple of really good bands.
Now that we have the bands booked and the times set. A graphic designer has agreed to design our poster for free and he will get started on it soon (a donation worth $900!).
We should have the poster completed and ready to be hung around April 1st. We will get them printed then they need to be hung. Everywhere. I would like to hang them in every window and bulletin board we can. I plan on printing a ton. All team members will be receiving some to hang wherever they can.
At the auction we will have
-A survivor speaker. Dani Collins Tacoma RFL co-chair for 2006 & 2007. Her story is amazing, she will be fantastic.
-We will have a registration area for people to register to bid on the auction items.
-We will have a survivor recognition area. Our even chairs have agreed to donate all of the old survivor medals and t-shirts to our auction so that we have something we can give to the survivors who attend. They will also be able to register to attend Relay on the 30th.
-At the survivor table (or somewhere near) it there will also be a table with pamphlets from ACS and information about Relay and the services ACS provides.
-In the room just past the dance floor, there is a bar near the bathroom that doesn't get used. We are going to have a little store located back there. Where we will be selling bracelets, our candles, our picture frames we made and some key chains and antenna balls. It is an opportunity for people to spend some money if they can't afford to bid on bigger items or can't stay to wait for tables to close. We want to give people plenty of chances to spend money. We will also be taking cash donations of course. =)
As you can see, we have a LOT going on. We need as much help as we can get.
We need help setting up the morning of the auction. We will have tables to pick up, balloons to fill. Signs, banners and decorations to hang. And Auction items to transport, display and organize.
During the auction we need LOTS of help.
-Adam has agreed to take money at the door.
-We will need 1 or 2 people to work the registration table and the survivor area.
-We will need someone to work our little store area.
-And we will need 2-3 people to help watch the auction tables. We don't want any of our valuable auction items to "walk away" before the tables close and winners are announced.
-When the tables close, our "registration area" will become a crazy and hectic cashier area. We will need several people to assist in closing people out and getting the items to the right people. During the registration process and cashing out, we want to minimize the effects of lines as much as possible. We don't want to leave people with a bad taste in their mouths at the end of the night. That is what they will remember and we want them to come back next year.
Now, I don't think it will be necessary to have one person assigned to one spot for the entire night, I want the team to enjoy themselves too, but if you can all pick 2 or 3 things you will be willing to help with, I will try to draw up a tentative schedule. We can kind of rotate.
All team members will be wearing their team shirts, so we will be easily recognized in the event that people have questions.
Team members should pick 2-3 things you want to do and what hours you will be available to help at the auction.
Some of the spots are already filled, but email me your choices and we will make it work.
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