2012 Hike for Hospice Palliative Care - Webinar · HowHowto ttoo to MakeMakeMakeYour YourYourHike...

7
How How How How to to to to Make Make Make Make Your Your Your Your Hike Hike Hike Hike for Hospice for Hospice for Hospice for Hospice Palliative Care a Palliative Care a Palliative Care a Palliative Care a Smashing Smashing Smashing Smashing Success Success Success Success! Marie Marie Marie Marie-Claude Claude Claude Claude Gratton Gratton Gratton Gratton, , , , Development Development Development Development Coordinator Coordinator Coordinator Coordinator Au Diapason Au Diapason Au Diapason Au Diapason Foundation Foundation Foundation Foundation, , , , Bromont Bromont Bromont Bromont, Qu , Qu , Qu , Québec bec bec bec Background Background Background Background and and and and History History History History Au Diapason Au Diapason Au Diapason Au Diapason Foundation Foundation Foundation Foundation: Our experience How was our hike organized? Over $210,000 raised in 2011, almost 500 hikers participated Hike for Hospice has become our signature event and allows us to reach more than 30% of our annual fundraising target What What What What are are are are we we we we doing doing doing doing this this this this year year year year?

Transcript of 2012 Hike for Hospice Palliative Care - Webinar · HowHowto ttoo to MakeMakeMakeYour YourYourHike...

HowHowHowHow to to to to MakeMakeMakeMake YourYourYourYour HikeHikeHikeHike for Hospice for Hospice for Hospice for Hospice Palliative Care a Palliative Care a Palliative Care a Palliative Care a SmashingSmashingSmashingSmashing SuccessSuccessSuccessSuccess!!!!

MarieMarieMarieMarie----Claude Claude Claude Claude GrattonGrattonGrattonGratton, , , , DevelopmentDevelopmentDevelopmentDevelopment CoordinatorCoordinatorCoordinatorCoordinator

Au Diapason Au Diapason Au Diapason Au Diapason FoundationFoundationFoundationFoundation, , , , BromontBromontBromontBromont, Qu, Qu, Qu, Quéééébecbecbecbec

Background Background Background Background andandandand HistoryHistoryHistoryHistory

Au Diapason Au Diapason Au Diapason Au Diapason FoundationFoundationFoundationFoundation::::

� Our experience

� How was our hike organized?

� Over $210,000 raised in 2011, almost 500 hikers participated

� Hike for Hospice has become our signature event and allowsus to reach more than 30% of our annual fundraising target

WhatWhatWhatWhat are are are are wewewewe doingdoingdoingdoing thisthisthisthis yearyearyearyear????

ToolkitToolkitToolkitToolkit

The toolkit provided by the Canadian Hospice Palliative Care Association is a complete and concise source of information for theplanning and organization of your hike. Our discussion will focus on key points covered in the toolkit that will ensure a successful hike.

Key points:Key points:Key points:Key points:

� Event coordinator and planning committee� Budget and fundraising goal� Event promotion� Event logistics� Q & A

EventEventEventEvent CoordinatorCoordinatorCoordinatorCoordinator andandandand Planning Planning Planning Planning CommitteeCommitteeCommitteeCommittee

TheTheTheThe EventEventEventEvent CoordinatorCoordinatorCoordinatorCoordinator andandandand CommitteeCommitteeCommitteeCommittee Chair:Chair:Chair:Chair:

� Oversee the entire planning and organization

� Ensure consistency in messaging

� Follow-through with critical path/action plan

� Filter and delegate tasks

� Provide accountability to donors, sponsors, participants

EventEventEventEvent CoordinatorCoordinatorCoordinatorCoordinator andandandand Planning Planning Planning Planning CommitteeCommitteeCommitteeCommittee

OtherOtherOtherOther rolesrolesrolesroles andandandand responsibilitiesresponsibilitiesresponsibilitiesresponsibilities on on on on committeecommitteecommitteecommittee::::

� Registrations and accounting-related tasks

� Logistics (site, services, security)

� Volunteer recruitment

� Sponsorships (lunch, gifts, prizes)

� Honourary chairperson (we have users/recipients of ourservices who provide testimonials, sign sollicitation lettersand who also sit on the committee).

Budget Budget Budget Budget andandandand FundraisingFundraisingFundraisingFundraising GoalGoalGoalGoal

In 2011, In 2011, In 2011, In 2011, wewewewe raisedraisedraisedraised overoveroverover $210,000 $210,000 $210,000 $210,000 andandandand ourourourour costscostscostscosts werewerewerewere atatatat 4%.4%.4%.4%.

WinningWinningWinningWinning Formula for Au Diapason:Formula for Au Diapason:Formula for Au Diapason:Formula for Au Diapason:

� 50505050 teams of 10 (headed by a team captain)

� Minimum donation of $2,000 per team/$200 per individualparticipant ($100,000 guaranteed)

� Use Use Use Use thethethethe onlineonlineonlineonline fundraisingfundraisingfundraisingfundraising sitesitesitesite, word of mouth, networking, workplace, family and friends)

� Accessibility factor compared to other events

WhereWhereWhereWhere diddiddiddid thethethethe remainingremainingremainingremaining fundingfundingfundingfunding comecomecomecome fromfromfromfrom????

Budget Budget Budget Budget andandandand FundraisingFundraisingFundraisingFundraising GoalGoalGoalGoal

OtherOtherOtherOther Sources Sources Sources Sources ofofofof FundingFundingFundingFunding andandandand CostCostCostCost----SavingSavingSavingSaving MeasuresMeasuresMeasuresMeasures

FundraisingFundraisingFundraisingFundraising ((((SponsorshipsSponsorshipsSponsorshipsSponsorships andandandand Donations):Donations):Donations):Donations):

� 66 % of teams gave over the $2,000 minimum contribution� Donations received from mailing, those who couldn’t participate, advertisements

� Sponsorships to cover expenses such as lunch, port-o-potties, buses, lunch site, prizes, water bottles, snacks

� Keep it simple and structured

VolunteersVolunteersVolunteersVolunteers::::

� Hike would be impossible without volunteers� They provide expertise in all areas and help reduce costs (security, first-aid, graphic design, PR, accounting, etc)

� Start planning roles, responsibilities and recruitment ahead of time

EventEventEventEvent PromotionPromotionPromotionPromotion

StartStartStartStart EarlyEarlyEarlyEarly!!!!!!!!!!!!

Phone Phone Phone Phone callcallcallcall to to to to lastlastlastlast yearyearyearyear’’’’ssss 50 team 50 team 50 team 50 team captainscaptainscaptainscaptains –––– JanuaryJanuaryJanuaryJanuary

� Many indicated they would return and some will be adding a second team.

� These 50 phone calls will be divided amongst the organizing committee.

Mailing to Mailing to Mailing to Mailing to recipientsrecipientsrecipientsrecipients ofofofof Au Diapason services (Au Diapason services (Au Diapason services (Au Diapason services (familiesfamiliesfamiliesfamilies) ) ) ) –––– FebruaryFebruaryFebruaryFebruary

� Over 170 patients welcomed at Au Diapason since April 2010 – the familiesof all these patients will be contacted.

� The letter will be signed by committe members who also happen to be pastrecipients of our services (testimonials).

EventEventEventEvent PromotionPromotionPromotionPromotion

VolunteersVolunteersVolunteersVolunteers andandandand staff staff staff staff membersmembersmembersmembers –––– FebruaryFebruaryFebruaryFebruary� We have a base of 200+ volunteers and almost 30 staff

� Many of them formed teams together (e.g. the nursing team, the medicalteam, various volunteer teams)

NewspaperNewspaperNewspaperNewspaper adsadsadsads –––– March March March March andandandand AprilAprilAprilApril� "I formed my team, have you?" with photo of recognizable personality, business person, community member, etc.

� Free ads in community sections, bulletin boards, editorials

Posters Posters Posters Posters –––– FebruaryFebruaryFebruaryFebruary� Distribution by committee members in various locations in the region (gasstations, community bulletin boards, grocery stores, libraries, schools, etc).

EventEventEventEvent LogisticsLogisticsLogisticsLogistics

Registration:Registration:Registration:Registration:

� Deadline and donation drop-off 1 week before the event� Allows us to count team amounts and save time the day of the Hike� Encourage teams who haven’t already done so, to register their names online� Last push before event

Site Site Site Site preparationpreparationpreparationpreparation andandandand services:services:services:services:

� Distance and timing� Signage and identification (Start, Finish, Sponsorship, 4 Km point, 10 Km point, Washrooms, Parking, Registration/Sign-in, etc)

� Security: police escorts, blocades and crossings in heavy traffic areas� First-aid: we used the patrols from the local ski hill� Parking, port-a-potties, various equipment

EventEventEventEvent LogisticsLogisticsLogisticsLogistics

OtherOtherOtherOther EventsEventsEventsEvents////AddAddAddAdd----onsonsonsons::::

� Music and warm-up event before the Hike

� Face painting

� Coffee and muffins

� Welcome message to kick-off

� Refreshments at different points

� Welcome at end of 4 km and 10 m hikes

� Information booth

� Lunch provided to all participants

� Presentation/announcement and prizes

� Thank you event for team captains a week after the hike

ConclusionConclusionConclusionConclusion

� RecruitRecruitRecruitRecruit a a a a dedicateddedicateddedicateddedicated andandandand hardhardhardhard----workingworkingworkingworking committeecommitteecommitteecommittee

� KeepKeepKeepKeep itititit simple simple simple simple andandandand structuredstructuredstructuredstructured

� Use Use Use Use youryouryouryour networknetworknetworknetwork

� Teams are Teams are Teams are Teams are thethethethe waywaywayway to go, to go, to go, to go, andandandand sosososo are are are are onlineonlineonlineonline registrationsregistrationsregistrationsregistrations

� ThinkThinkThinkThink ofofofof everyeveryeveryevery possible possible possible possible scenarioscenarioscenarioscenario –––– reviewreviewreviewreview andandandand reviewreviewreviewreview againagainagainagain

� ThankThankThankThank youryouryouryour teams, participants, teams, participants, teams, participants, teams, participants, donorsdonorsdonorsdonors, sponsors, , sponsors, , sponsors, , sponsors, volunteersvolunteersvolunteersvolunteers

Have Fun Have Fun Have Fun Have Fun andandandand GoodGoodGoodGood luckluckluckluck!!!!

Questions?Questions?Questions?Questions?

For further information:

Marie-Claude Gratton

Development Coordinator

Au Diapason Foundation

(450) 534-2002, ext 224

[email protected]