COORDINATOR CHECKLIST

Transcription

1 COORDINATOR CHECKLIST Your role as Company Coordinator is vital to the success of JA bigbowl, and we are so grateful that you are taking it on! We encourage you to consider your company culture to determine what activities would be a good fit. Below are some basic items needed to ensure a successful event, but this is checklist does not include all the ways to make your JA bigbowl a blast! Attend the Coordinator Kick-Off on January 10, 2018, and/or schedule a separate meeting with JA staff to review the resources available to you, answer any questions you may have, etc. Select your company s bowling shift and alley location by contacting Emily Halstead at emilyh@jaum.org or Determine if your company offers a matching gift program. Provide matching gift procedure to JAUM when scheduling your event. Share your company s bowling date, time, and location with your Team Captains and bowlers, and host a Captain Kick Off to prep for your JA bigbowl event. We are happy to attend and share best practices! Promote the event and encourage participants to have fun while raising money for JAUM! Collect offline donations, share procedure for logging with company, and set up a time for JAUM to pick them up. A Team Captain's role is to recruit four bowlers to create a team of five, provide them with the tools they need to fundraise (minimum of $125/bowler), and collect donations from bowlers. Recruit from different business units in your company. Look for energetic, enthusiastic, go-getters who have large networks. Set company wide fundraising activities that can enhance employee engagement. See Fundraising Ideas info sheet for more details. Utilize your King/Queenpin to promote fundraising, and organize various challenges that get people excited to participate. See Handling Cash and Checks info sheet for more details on how to handle cash and check donations. Keep in mind that JA also can provide a credit card reader to be used at your JA bigbowl or at fundraising events leading up to the event. PRO TIPS Check out some of these ways to share JA bigbowl with your company: Display posters in elevators, cafeterias, entrances, and lounges. Publish articles in your company paper or e-newsletter. Get a Senior Leader to send a letter or memo to department heads and/or employees supporting participation in JA bigbowl and endorsing JA. Insert JA bigbowl fliers in paychecks. Ask vendors or customers to participate on a bowling team with your company. It s a great way to network and strengthen relationships.

2 QGIV ADMIN GUIDE Visit qgiv.com and click log in using the username/password provided by JAUM. This log in gives you access to the back end of your specific event. NOTE: New in you can log in using the same username/password for your company page and the admin side. If you have problems with your password, use the "Forgot your password?" link on the log in page of qgiv.com. The Dashboard provides a snapshot of your event. Click Manage Form to view a more detailed profile of your event. Share Your Event Here you have access to the Social Settings and Social Templates that appear for bowlers in the Share Event section of their individual fundraising pages. There are settings and templates preloaded into the system. You can leave them as is or customize/add as appropriate. Constituents This area lets you view individual participants, teams, and donors You have the ability to search and find individuals, or download a report. If you click into any participants or teams, you can edit their information such as bowling time, team name, or password. Ghost lets you view and edit individual/team fundraising pages as if you were them. This is great for when a bowler is having difficulties. You can view their page and make changes for them, rather than having to walk them through the steps. Hover over Reporting and choose Reports. From there, click View Report on any of the first three reports. For all reports, make sure to change the range. You can also add filters, or search by participant name. All reports are downloadable as an Excel or CSV file. Participants: Will show all participants registered for your event. From here, you can click on any participant to: Edit contact info Change their team Reset their password Resend registration

3 Donations: Will show all donations made to your event. From here, you can: Resend receipts Change who their donation credits Edit donation permissions Note: If you are utilizing a registration fee, this will not appear in this report! You must use the Transactions report located in Reporting. Teams: Shows all teams registered for your event. From here, you can: Edit team fundraising and recruitment goals, as well as the team name See who is registered as team members These two menu items do not house relevant information to you as a coordinator. Managing Participants and Donors Use the steps below to troubleshoot some common problems. The system is very user friendly, so feel free to explore and familiarize yourself! As always, reach out to JA for assistance! For all problems listed below, start by navigating to your form by choosing and then selecting your event. Common Problem 1: Donation miscredit Hover over Constituent menu and select Donors Click the donor name (you can search using the search bar) Scroll to Donation Details You will see Donate To with the information about where their donation was credited. Simply click Change and edit as necessary. Scroll to the bottom and click Save Donation Common Problem 2: Registered for the wrong team Hover over Constituent menu and select Participant Click the participant name (you can search using the search bar) Scroll to Registration Information and use the Team dropdown to select their new team Scroll to the bottom and click Save Participant Common Problem 3: Participant forgets password Hover over Constituent menu and select Participant Click the participant name (you can search using the search bar) Click Reset Password on the right side menu NOTE: Many times, when individuals are having trouble, it is because of a typo in their address. From this same screen you can edit their address.

4 PLANNING TIMELINE 4 Months Prior: 2 Weeks Prior: Put event date on company calendars Receive links/login to fundraising website Familiarize yourself with Qgiv and its tools to you as an admin Provide final lane count to JA to be confirmed with the alley Receive lists of past bowlers, volunteers, and team captains Share any special event needs with JA (ie. help with raffles, need for credit card reader, etc.) Send fundraising reminder 6-8 Weeks Prior: 1 Week Prior: Recruit King/Queenpin Set a date for a Captain Kick Off BEST PRACTICE: Try your best to get your King/Queenpin to attend and invite JAUM! JAUM will share final event details and day of contact information Send fundraising reminder and recruit potential captains; ask for attendance at Kick Off or captain commitment Organize 2-3 company fundraising events Order custom marketing materials 4-6 Weeks Prior: Host Captain Kick Off Promote event Distribute Captain Check Lists BEST PRACTICE: Have this come from your King/Queenpin and recognize those individuals who have exceeded their fundraising goal! Confirm committee responsibilities 1 Day Prior: Send one final event with a reminder of what time to be at the event and any other important details/congratulations. Organize event materials 4 weeks Prior: View reports in Qgiv to track your team and bowler participation Begin execution plan for fundraising events Finalize details for raffles, wine pulls, etc. 2-3 Weeks Prior: All bowlers should be registered by this time, team captains with openings Host fundraising events Advertise flash challenges (ie. everyone who reaches fundraising goal by Friday is upgraded to a beverage of choice!) Event Day Arrive 30 minutes early Utilize JAUM staff to ensure an awesome event. HAVE FUN!!! JA bigbowl Date

5 CASH AND CHECKS We highly recommend that donations be made through your company s online fundraising pages. However, there is some fundraising that just doesn t work that way! Here are the steps for handling cash and checks: Assign one person (generally the Company Coordinator) to be the holder of all cash and checks. Bowlers will give all cash and checks into the appointed person, ideally by three days prior to your event. There are two ways for offline dollars (cash, checks, and matching gifts) to show up on your fundraising website totals. Please pick one of the following and communicate your choice with JA and with bowlers. Both options below also ensure that donors receive a tax receipt for their gift. Bowlers log cash, checks, and matching gifts on their online page by visiting the My Donations page of their Fundraising Tools prior to the event. -OR- Bowlers turn cash, checks, and matching gift confirmations in to you to track using the Offline Gift Template Excel file and JA will upload those gifts to Qgiv. JAUM will come to your organization to pick up cash and checks to deposit. JAUM is happy to do this as often as necessary. General timing is two days prior to your event and/or one week post event. PLEASE DO NOT bring cash and checks to the bowling alley. If there is cash and checks exchanged at the alley (through raffles and other items of this nature), your Company Coordinator is responsible for making sure there is someone available to hold these in a safe location for the duration of the event. JAUM staff will bring a money bag to the alley for such situations and assist as needed. JAUM staff will take the money at the end of the event to be deposited and will the company coordinator and JAUM with the deposit total and copy of the deposit slip on the business day following your event to be recorded in your fundraising total. If checks come in post event, they can be mailed to JAUM or arranged to be picked up by JAUM staff. All cash should be picked up by a JAUM staff member. (Please do not mail cash.) PRO TIP JAUM has several credit card readers for use at your event to minimize cash and checks being exchanged. Arrange this with JAUM prior to your event.