Charity Event Success Story

 BEST BUDDIES is a charity that assists people with intellectual disabilities  BEST BUDDIES CHALLENGE is a bicycle race completion between Carmel and Hearst Castle in San Simeon  We are involved because Audi is involved

Preparation  Event planned like other events  Part of a yearly event plan  Most events are repeats from prior year  Contact Best Buddies to find out their plans and contacts  Put together a budget  Set up the event on MSR like other events

Contact with Charity  Contact charity to see how we can help.  You are a Partner in event success  Make contact w/ Section Manager  Set up a system to coordinate  Workers  Types of workers by job  Donations

Contact with Charity  Jobs they have for us  Volunteer Guides (drivers)  Starting Assistants  Course Marshalls  Rest Stop Assistants  Finish line Assistants  Coordinate Audi Club rider entrees  Coordinate Donations  Assure we get the credit

Set up on motorsportreg.com  Know details before set up  Make sure volunteers know details of job  No back outs!  Changes on MSR can mess things up  Set up for different Jobs  For Volunteer Guides (celebrity drivers)  Ask for preference for celebrity  Starting line assistants and other jobs  Ask for preference  Ask for time availability  No back out! Our Plan

Promotion of Event  Charity event is like other events  Put event narrative on Chapter website  Link to MSR  Sent out blasts  Flyers at prior events  Be prepared to answer questions Our Plan

When Event Draws Near  Coordinate with Best Buddies Manager  With workers  Race Participants  Donations  Share contact info  Make sure everyone knows their job  May require more blasts to inform volunteers and responses Our Plan

The Event  Coordinate with Best Buddies Manager  Verify with Club volunteer arrival times  Once at the event  Have fun!  Organize get together after hours to socialize  Help make it fun so they will help next time  Prepare volunteers for potential of changes Our Plan

The Schedule for Drivers

The Start in Carmel Best Buddies Celebrity Partner race Pictures of the event Riders on the 100 mile ride

Event Celebrities Pictures of the event Scenic Views along the route

Post Event Plan  After the event  Turn over the money to Charity  Contact Charity for feedback  What went right and wrong  The Eventmaster & Board debrief the event  We learn how to improve next time  Any expenses are compiled & reconciled to the budget  There are MSR costs  Bills are paid and event is closed out After Action Plan

A key element to our success Organizational Structure

Chapter is managed by  8 member Board of Directors  Do not have traditional officers  Each Board member has specific responsibilities  Each Board member has an equal vote  Works best because power is disbursed A key element to our success

Organizational Structure Board Make up  Each Board member has specific responsibilities  Legal and National Rep  Webmaster and communications  Marketing & Sponsorships  Financial Officer  Public Relations & Advertising  Membership  Chief Driving Instructor  At-large member A key element to our success

Organizational Structure Board Member Requirements  Each Board member is required to:  Event master at least 2 events / year  Must attend at least 50% of events  Elected for staggered 3-year terms  Miss 2 board meeting and you’re out  Can only hold 2 successive terms A key element to our success

Organizational Structure Board Interaction & Communication  Board conducts monthly conference calls  Have 1 or 2 in-person meetings / yr.  We communicate almost daily by  Issues can be raised, voted, and resolved via  This keeps chapter business moving forward A key element to our success

Organizational Structure Board Tools  We take full advantage of the Internet &  We advertise events on our website  Register entrants  On motorsportreg.com  Communicate with Smartphones A key element to our success

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