RP Chair Centralized Training
Region II CRC
August 28, 2010
First steps
ASHRAE Funds
The Nuts & Bolts
RP Chair Responsibilities
RP Chapter Chair Training
Researching Today, to Change TomorrowResearching Today, to Change Tomorrow
What is RP?
RP
RP Campaign History
2010-11 RP Campaign Goal
$2,100,000
Resources available after Training
www.ashraerp.org
Handbook Chapter Electronic Training
Sept. 16th, 23rd & 30th
Excel Training
“Lunch & Learns” throughout the year
RVCs, RP ExCom & Staff
Two things in one…
“RP” is both
RESEARCH Promotion
RESOURCE Promotion
Resource Promotion
Research Eduation (ALI) Unrestricted/General Fund ASHRAE Foundation
Education & Unrestricted Funds
Education ALI – ASHRAE Learning Institute
Development of new Courses and Training Materials
Unrestricted The ASHRAE General Fund
Supports all different projects and can be used by all departments Helps supplement Dues, Ad sales and
Bookstore sales
ASHRAE Foundation
General Typically supports ALI
Endowed Research Funds Generates a 5% annual return
Great for memorials, honor gifts, chapter donations No more then 50% of Chapter
donations
The Big One …
Research
$1.9+million annually Research Projects Grant-in-Aid Projects (students)
80+ Projects Every Region has Research! 13 out of the 14 Regions get a minimum
of $2 “back” in research compared to what’s raised
ASHRAE Research Canada
A separate Canadian corporation
Allows Canadian companies to receive tax credit for their investments
All the money raised or given by Canadians comes back to be spent in Canada
For the Chapter’s Use
Regional Displays Better yet – Chapter display
Topic Specific Displays Projects matching your speaker’s topic?
Brochures
Handbook sample
Selling to Donors:
Earmarking $1,000 minimum Current or Upcoming Projects
Great way to get Donor buy-in
Research impacts all aspects of our lives ASHRAE Consumer Center
Regional and/or School Support
and how ASHRAE handles it
The US Dollar vs Canadian Dollar
Canadian Currency & RP Donations Canadian Checks are fine and credited for the amount written
Credit Cards sent to Headquarters are automatically corrected for the intended amount
Online Charges are the issue!
Please use a currency convertor andgive the US equivalent of your Gift
2010-11 Canadian Rate
Set and approved by Board in April Current rate is $1.14 (CAD$ x .8773)
$1cad = .87usd
$100cad = $87.73usd
$150cad = $131.59usd
The How’s, Why’s and What’s of RP
The Nuts & Bolts
Who, What & Why
Chapter activities
PAOE Reminders
RVC activities
Staff activities
And how it all ties in together
ASHRAE Specific Terms Members
Individual Donors 3,268 donors
NonMembers Company donors Chapter donors Golden & Platinum Circle Donors
2,354 donors
Fundraising Terms
LYBUNTS Last Year donors who haven’t given yet
this year
SYBUNTS Previous donors who haven’t given yet
this year and didn’t give last year
Non Donor Member who hasn’t given in 5+ yrs
LYBUNTS
Gave during the “last” campaign but haven’t given yet this year “Low Hanging Fruit”
Know Research Support ASHRAE Involved
Majority of Donors Easiest donation to get …..
and yet ……
On June 30th, 2010 … 7pm …
1,800 LYBUNTS
$388,000
2009-10 Campaign:$2,075,000 raised from 7,000 donors ($45,000 & 500+ than
last year!)
Why do LYBUNTS exist?
The reality of life 50%-75% of donors renew
We do have duplicates in the system
The single biggest reason ….
No one asks for their support
“Thank you so much for your support last year and I hope that the
Metro Chapter can count on you again this year!”
Don’t worry about it
They’re not going to ask a question you can’t answer Why should I give? What’s in it for me? How much do you want? Where should I send the check?
Even if they do … “You know, let me check on that and I’ll call
you back”
ASHRAE Resources for LYBUNTS 10 Yr History Report
How much they gave in the past Max amount in 2-3 yrs
Why they gave Specific areas of interest
Special events? Ad sales? Show sponsor?
SYBUNTS
Gave in previous campaigns but haven’t given yet this year “Middle Fruit”
Know Research Supported ASHRAE in the past Involved or were involved
Associated with a big mystery ….
Why did they stop giving?
Lots of possible suspects Stopped being involved in the Chapter
INVITE them back! Reach out and make the personal connection
Upset Never underestimate the power of emotions
Find out what and/or Contact your RVC or Staff
Out of the industry Thank and let Staff know
The biggest & most likely culprit …
No one asked ASKThankRe-educate about ResearchAsk Specific amount
Non-Donors
Haven’t given in at least 5 yrs High Fruit
Lots of work but potentially big pay-offs
May not be active Chapter members
May be younger or older & feel they have less resources
Non-Donor First Steps Find the disconnect & work to solve it
Not involved with the chapter? Not informed about ASHRAE Research?
Or would other funds interest them more?
Just never been asked?
ASK for their support Specific amount Specific instructions Follow up
How to find donors
10 yr History Report Real Time Reporting
www.ashraerp.com
AHR Expo List Who is at the January Show from your
area?
Your Member List & Community Local employers, companies, suppliers
Who do you do business with?
Paper Chase with Meaning
Summary Form Full Circle Worksheet
How you send in the $$$ Like a deposit form at
the bank Contributor Numbers Full address if no #
Contact name! Phone number!
Two types – use what is easier for you OR create your own!
Deadline: 11/15/2010 MUST send in the form
All the Chapter Officers Minimum of $100
Great first meeting activity Travel vouchers?
“I’m not asking you to support something I don’t support”
RP & PAOE
“You can’t spend Points at the Piggly Wiggly”
Make your Goal, do the activities that support Goal & the points will happen
Put in by Staff, tracked on the Spreadsheet Let us know of Chapter activities!
So … how much do I raise? Goal
Not based solely on what you did last year!
High 5 H5 High 5 Award
Challenge
All Important Goal Dates
December 30th
30% of Goal met
June 15th 100% of Goal met
June 30th ULTIMATE DEADLINE – if it’s not in
Headquarters, it doesn’t count
Donor Recognition
“Honor Roll” level HVAC&R Coin
‘Years of Giving’ Coins October Journal Listing
AHR Expo Listing Chapter & Regional Display Listing Beyond “Stuff”
Saying Thank You
Monthly Spreadsheet & Reports “Real Time” Donor Report
www.ashraerp.com www.ashrae.org/rp Same user name/password as your
Members’ only access log-in
Spreadsheet emailed Monthly Compares LYTD with YTD Goals, High 5 & Challenge
RVC & Staff responsibilities too!
Chapter Chair Responsibilities
RVC Responsibilities
To support, encourage & help you reach Goal Monthly Contact Thanking donors by 12/15
Top 20 Regional Donors
Coordinating Solicitations by 5/15 Top 20 Regional Donors
Advice
To support and help the Region reach Goal
Your Responsibility
To Make or Exceed Goal
Your Responsibilities Make or Exceed Goal
or at least do better than the year before
Ensure that Research is an active part of your Chapter’s activities
Thank donors Last year & current year
Solicit all types of donors Companies & Members
Use resources wisely
Staff’s Favorite Words
“Don’t worry, Patricia - I know this is a major donor and I know how important this is for the Chapter. I’ve been in contact with them, have a Plan B if I don’t hear from them by such&such date. I’ll take care of it.”
Staff’s Least Favorite Words
The Good, the bad and the Seriously?
* Names have been deleted to protect the guilty
Chapter Websites*
The Seriously?Where to begin ….
The BadWhat’s good? What’s bad?
The Good
Good Website
Listed current donors
Listed last year’s donors THANK YOU!
Where the campaign is this year
Links to donate, find info and events
Everyone has one, let’s take advantage
Chapter Newsletters
Chapter Newsletters
Should compliment the websites
Reference what’s going on Thank You Please join us
What Research is Area interest General interest
or .. What do I do now?
The First Steps
Or maybe more like ….
I’m new and I’m already lost, confused and overwhelmed!
Step #1
Attend the Centralized Training
Get Training Manual and Chapter CD. Meet your RVC and Staff & get Goal Ask all the questions you need to make
sure you know the 3 ‘biggies’ – What, Where and Who
The 3 ‘biggies’
What is RP & what am I doing?? And why didn’t I volunteer to be historian instead???
Where to start once you leave training
Who to contact if you don’t know the What and the Where
Step #2 When you get back - pull out the calendar
and put it some place where you can see it
Don’t lose it! If you do lose it, print it out again from your CD
Fill out your Action Plan based on the Timeline AND your personal timeline Reference that if you’re unsure what you should
be doing or call your RVC or Staff
Step #3
Sharing ….
Share … Goal with your Board & Chapter Officers
for their buy-in and commitment! Full Circle Time
Goal and RP Calendar with your Chapter! Special Events Donor Recognition Full Circle Completed RP Night
This is where your Newsletter & Chapter website helps!
HALF WAY DONE AND YOU STILL HAVEN’T HAD TO
MAKE ANY SCARY CALLS OR ASK (MUCH) FOR MONEY!
Step #4
Run the 10 Yr History Report Sort it
Last year’s donors on top, highest first Adjust the view Adjust the font Adjust the column width Take a deep breath & complain this
is going to take too long (it won’t – I promise)
Just do it
Pick up the phone & call the first person who is: A donor from last year Someone you know (past RP Chair maybe?) A medium size donor
Do you want your first call to be asking for $10,000?
THANK them for giving in the past“Thank you so much for your support last
year !”
and …
You’ve just made your first donor solicitation!!
Only 50+ more to go!
Step #5 Keep making calls, contacts, solicitations
People should KNOW what you’re going to say to them by January and throw money at you JUST to make you go away
Run your Real Time Reports Monthly Have people given like they said? Have they given what you expected?
Follow up as needed
USE the donor call sheets & lists sent to you by Staff
Lists from Staff
Not just for OUR benefit but YOURS!
Expo Companies Matching Gift Lists
Trane Johnson Controls
Upsell Donors Donors who are close to Honor Roll Level
‘Decreased’ Donors
The Big One
Missing it can undo all previous steps
(except #1 since we can’t go back in time)
Step #6
2009-10 RP Campaign
A new all time HIGH was missed by
$6,134
July 1st – 2nd, 2010
Late 2009-10 Money Received:
$8,775
6 Easy Steps to making Goal1. Attend & Learn2. Plan3. Share4. Ask5. Use6. Send it in
And the 7th … bonus step that makes it all much better
Smile ... It’s going to be FUN
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