Running an Effective Leukemia Cup Regatta Committee Meeting

1. Running an Effective Leukemia Cup Regatta Committee Meeting

2. When It’s All Said and Done… ....It’s all about the mission!

3. Meeting Management • If feasible • Meet at the yacht club • Schedule all of your meeting dates in advance rather than at the end of each meeting • Your role as committee chair • Keep discussions on track • Focus on fundraising and mission components • Make sure committee members have accountability: • follow-up tasks and dates for completion

4. Agenda Components

5. Welcome/Introductions • Meet our new members • Update/Add Committee Roster contact information • Introduction of LLS staff and their roles/responsibilities • Update on committee/volunteer recruitment efforts • Mission Moment

6. Fundraising • Gross and Net Income Goals: Where we are, where we need to be • Number of Fundraising Sailors • Ways to build on our fundraising sailor recruitment • Income raised by sailor fundraising • Local Sponsorship Revenue Update: Where we are, where we need to be • Contacts for new sponsors • Follow-up needed with existing/renewing sponsors • Auction/Raffle Revenue Update

7. Our Net Revenue History

8. Our 2012 Net Revenue Goal • <$ - insert amount> • Mount Gay Rum Party Pack incentive

9. How Do We Meet/Beat Our Goal…

10. Let’s Brainstorm • More fundraisingparticipants • Using past Fantasy Sailors and high-fundraising participants to mentor/encourage others • Increased use of fundraising opportunities • Online fundraising pages • Securing paid event sponsors – participants credited with paid sponsors recruited • Auction/Raffle • <Other ways?>

11. Event Marketing • Volunteer-to Volunteer leverage contacts to sail, fundraise, brochure distribution, sailboat shows, etc. • Web sites • www.leukemiacup.org • Area Yacht Clubs’ Web Sites • Area Sailing Association Web Sites • Email Communications • Brochures • Ads in local sailing publications • Press Releases • Sailing World/Cruising World Ad • Involvement of other yacht/sailing clubs and associations

12. Event Marketing • Support from local contacts of national sponsors • North Sails • West Marine • Gary Jobson participation <as applicable> • Make sure LCR is marketed during Jobson appearance • Kickoff marketing • Marketing to Junior Sailors <as applicable> • Marketing to Powerboaters <as applicable>

13. Event Details • Announce Honorary Skippers • Kickoff Planning • Kickoff date, place, time • Ability for online registration, fundraising page setup • Kickoff agenda and PowerPoint Presentation • Leukemia Cup Regatta Weekend Logistics • Boat Registration • Race Logistics • Gary Jobson participation <as applicable> • Junior Regatta <as applicable> • Powerboat <as applicable>

14. Upcoming Dates • Commodore’s Luncheon <as applicable> • Kickoff • Gary Jobson Lecture <as applicable> • Event at North Sails or West Marine <as applicable> • Committee meetings

15. Action Steps • Assignments and deadlines for follow-up • Fundraising Recruitment • Sponsorship • Auction/Raffle • <add other local action steps>

16. Do’s and Don'ts

17. Do’s • Send invite to meeting as soon as it is confirmed, and request RSVP from all invited. • Send re-confirmation to all 1-2 days prior to meeting (and call any members who have not RSVPd) • Always provide food and drinks • Always provide an agenda • Set a time limit for the meeting • Start the meeting with a “mission moment” • Set goals and priorities for your meeting and encourage group discussion and solicit their feedback. • Always congratulate a volunteer in the group for a wonderful accomplishment (securing a title sponsor, etc.) • Keep conversation focused on the agenda topics.

18. At The End of the Meeting • Recap action steps by committee member and target date for completion of projects • Write up and distribute minutes within 3-4 days and follow up on any action items discussed during the meeting.  • Quick action reinforces importance of meeting and reduces errors.

19. Don'ts • Do not allow one volunteer to steal the show and ramble. The chair or another volunteer should redirect them or interrupt and tell them that their discussion points are great for a subcommittee meeting. • Do not talk negatively about anything or anyone, other Yacht Clubs, other charities, etc. You never know when someone in the room will take that information back to another group. • Do not open the floor for negative feedback. Always ask for suggestions and criticisms one on one or via email. You do not want a volunteer to be offended or political in these meetings. • Don’t close the meeting before scheduling the next committee meeting

20. The future depends on what we do in the present. - Mahatma Gandhi Take a deep breath every morning; say thank you for your health. The alternative is unbelievably tough. - Gary Jobson

21. Resources • Sample Agendas • Research Advance Information • Next Webcast - Feb. 16, 3 pm Eastern – Conducting a Successful Kickoff