First Year Anniversary Fundraiser Checklist
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Category To Do Point person AssistingDue DateComplete? Notes
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Programconfirm two homeless speakersJamieJune 30yes!Phillip and Kahtan, Mounir backup
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MarketingSend email blast with save the date and volunteer infoJamieJune 6Yes
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Ambassadors Email list of ambassadors to Allie GJamieJune 9Yes
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MarketingInvite postcard for Farmers' Market VolunteerJamieJune 18Yes
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MarketingSet up Feastly page for tickets KevinJune 12Yes
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MarketingSend email blast with tickets JamieJune 27YesFollow up week of July 10
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MarketingSend blog content to Cleo for tickets promotionJamieJune 30Yesphotos, stats
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LogisticsFind event coordinator JamieJuly 1YesJoujou (logistics), Aaron (day of) Allie (volunteers)
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MarketingMake sure all important people are on the email invite listJune 13yespiecemeal
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FundraisingLook up list of event/program sponsors for other similar programsJamieJune 22yesAsha and Joujou researching, yet to reach out to invite similar-minded folks
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FundraisingFind event sponsors JamiefriendsJuly 1yesJamie ask friends to help sell tables (5 sold so far - leads for 2-3 more)
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Ambassadors / Fundraising
Reach out to potential ambassadors to ask for support with event and table sponsors or asking friends to join them at the eventJamieJuly 18Yes3 event sponsors, 8 table sponsors, 2 ticket ambassadors
Confirmed:
- $7000 from Whole Foods
- 5 tables
NEED:
- 3 MORE TABLES
- 2 - $5,000 SPONSORS
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Marketing Ask for corn shirt donation JamieJuly 17YesEmail request sent, and second email sent. Call by July 9, consider buying some by July 11
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LogisticsFind acoustic jazz/musicians to perform for an hour or two JoujouJamieJuly 25Yes$200 an hour max budget, total is $400 budget
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Ambassadors Send out email template ambassadors can fill out and share with their networks - encourage them to invite 4 peopleJamie / VolunteerJuly 19YesJamie has sent out a few versions of this
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Decoration Order banner JoujouAshaJuly 19Yes
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Decoration Get nametags and markers JamieJuly 22yescount what you have/get more from venture studio - write placard number on nametag
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LogisticsFirm up schedule of eventsJamieAllieJune 30Yes
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FundraisingFind Auctioneer for eventJamieJuly 11YesStephen Satterfield, Mark Brand, Cricket, Hannah, Sara Rosenband, Kahtan. Responsibilities: Ask for money night of, monitor our goal ahead of time, help sell tables if possible
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MediaInvite mediaJamieVolunteerJuly 17YesStreet Sheet, Kevin Fagan, SF Chronicle (play songs) - Brainstorm who to reach out to, Tablehopper
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MarketingFacebook and Instagram sample post JamieLeigh, AllieJuly 18YesCome celebrate my favorite nonprofit, hiring homeless neighbors to grow and share local food. Farming Hope is having their first year anniversary party on July 30 in San Francisco, celebrating a year creating jobs and community with neighbors experiencing homelessness. Join their biggest party yet, as they fundraise $45,000 to hire six new parttime employees and start two new gardens. Come with me!
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MarketingFollow-up with important people who have not yet RSVP'dJamie/KevinJuly 18YesImpact Hub, Feastly, Stanford, restaurants, homeless service partners, Impact Hub, Feastly, Stanford, restaurants, homeless service partners
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ProgramPrep 2 homeless employees to share story JamieBoard Member, AndersJuly 15YesHave one clear message to communicate people, what do you want people to tell friends the day after the event
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FundraisingSet up fundraising goals JamieDoneYes
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LogisticsConfirm venueKevinDoneYesHere Collective. Backup: The Village
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LogisticsConfirm dateKevinDoneYesMonday, July 31
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FundraisingSponsor LevelsJamieYes
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FoodCompostable plates and silverwareKevinJuly 18Requested1,250 small plates. Forks, spoons, napkins. Cups for wine. Offer to list them as a sponsor and offer four free tickets. Bump Monday/Buy Tuesday.
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MarketingEmail invitaton design VolunteerJune 13n/aInclude waterfall donation levels, so people know ahead of time this is a fundraiser! Include mention that parking is difficult, a few suggestions, local public transpo.
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FoodBeverages (60 bottles of wine 200 normal sized beers)KevinJuly 21in progress Current donations: five cases of wine 200 beers. 150 moscow mules in a can
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FoodConfirm 6-8 food vendorsKevinJuly 21in progress 00(confirmed!), Cala (small app), Feastly chefs, Jackie,
Costs: materials and ingredients for food and drink
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FoodOne day alcohol permitKevinJuly 25in progressCompleted application - need a police officer signature (at Police Dept to retrieve next week)
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FundraisingCollect sponsor logos / names for program, slideshow & websiteJoujouJuly 21Final version due 7/28slideshow to run during even thanking people/food vendors/donors and sharing photos from our events. Three categories: Thank you to our food vendors, Thank you to our sponsor Whole Foods, Thank you to our table sponsors
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MarketingFigure out how many people registeredJune 7114 people registered (7/28)
- 61 full price ticket
- 6 half
- 8 free
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LogisticsAsk venue re: AV, microphone, projector & screen + other logisticsKevinJuly 19doing on Friday Will check at Happy Hour Next week - have av, projector, screen (perhaps test it next Friday), working out alcohol permit,
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LogisticsKevin + Aaron tour venue space & update rental orderKevin AaronJuly 24in progress
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LogisticsRent tables + linens for high tablesKevinAaronJuly 25in progress Check in with Aaron
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LogisticsAdd table guests to check in spreadsheet / follow up emails to them JamieJuly 25Get them on the guest list
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LogisticsFigure out trash / compost (need to rent bins. Don't forget trash bags)KevinAaron July 25
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Program Vegetabowling - buy pins (20+) and balls (3 varieties)AshaJuly 26carrots, zuccini for pins? other ideas? coconuts, lettuce heads, grapefruits for bowling balls
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FundraisingPractice auction JamieHannah/CricketJuly 26
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FundraisingPractice speechKevin JamieJuly 25
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LogisticsProduction Meeting with Aaron JamieKevinJuly 28Run by Aaron
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LogisticsMeet with volunteer coordinator for tips, ask to coordinateJamieJuly 1Friend of Naomi Starkman from Civil Eats event
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LogisticsSend volunteer email reminder, cc AllieJamieJuly 25yesRefer them to spreadsheet for duties, tell them what time to show up for early/event/late shifts, connect to Allie and provide her phone number
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MarketingPrint programs/menusAshaJuly 26in progress Food vendors, photos, schedule of events, thank yous, waterfall levels, paddle number printed on back
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LogisticsHire day of employees JamieJuly 21yesMark on volunteer sheet who will be there for which shifts
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FoodCoordinate equipment for chefs KevinJuly 26*Ensure power strips, things $350 per vendor budget, $1,000 for alcohol cost
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LogisticsTalk to nearby Mission school about parking lot for event parkingJoujouElleJuly 19
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FoodCoordinate pick ups day of - Phillip & Karen & MelodyKevinJoujouJuly 27Pickups at: Nopa, MCF, Kasa, Dessert stuff. Offload this to Phillip and Karen
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Decoration 16 succculents tied with twine / or startsAshaJamieJuly 29Volunteers will assemble day of
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ProgramSet up employee interview videos on loop JamieJoujouJuly 30
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FundraisingCompare guest list to current auction levels - and confirm 4 plants JamieJuly 25
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LogisticsPopulate sign in sheet with names/emailsKevinJamieJuly 29yeshttps://docs.google.com/spreadsheets/d/1Z4CoGCJm7lrsKMWbOvGrK07B2-YbEObgr0bmixQHvKU/edit#gid=0
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LogisticsPrint off sheets with restaurant name JamieJuly 29for putting on tables at events.
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Follow-upSend out blast post-event thank you to all guests and donors with photos!Asha + JoujouJamieAugust 3
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Follow-upSend personalized thank you notes to all speakers / sponsors / vendors / volunteers / etcAsha + JoujouKevinAugust 3
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Follow-upFollow-up with guests re: outstanding paymentsJoujouAshaAugust 3template email with link to PayPal donate
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Follow-upSend out note thanking major donors and reminding them of their gift JoujouAshaAugust 3only for those who have paid and you have entered that they have paid
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VolunteersFigure out day-of volunteersAllieOngoing
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To Do
Squad Employees
Secret Volunteer List
Fundraising Levels
Restaurants Outreach
Confirmed Food / Bev
Beverage Requests
Fundraising Leads
Ambassadors
Jamie's $ ask tracker