More than just raking leaves! Fall To Do List… More than just raking leaves! When we think of Fall .. at least here on the east coast, we think of raking leaves. Fall during the RP Campaign is much more. It’s the start of the campaign, time to thank the donors from last year who made your campaign so successful and also the time to do a few simple activities that will help ensure a very successful campaign and that your chapter makes goal this year. Like the ant in Aesop's fable, a bit of work in the fall will get you through the winter and into spring posed for success. Before you can begin though – two quick questions and check. If there’s anyone here who has not yet received their Training Manual, please let Candace know via Chat during this Lunch & Learn. Also – if there’s anyone here who did not receive the October Report – it was mailed on the 26th - Monday - via email, please let Candace know via Chat during this L&L. If you’re not sure, please check your email and let her know ASAP. All monthly reports are going to be sent this way and it’s very important that you receive it AND open it, getting your updated numbers from the online reports.

5 Tasks to Complete Before the End of the Year: 1 5 Tasks to Complete Before the End of the Year: 1. Order Donor Recognition 2. Schedule Donor Recognition Night 3. Contact Expo Donors 4. Secure Full Circle contributions from my BOG 5. Contact end of the year donors Whether you use Outlook’s Calendar, the timeline in the Training Manual, PAOE or just random post-it notes to guide you, these 5 items need to be taken care of by the end of the year. Please remember, if you and your chapter are anything like most ASHRAE Chapters and Members, “year-end” is really mid-December.

Donor Recognition Request from Headquarters November 1st Deadline for PAOE Coordinate with last year’s RP Chair Schedule Donor Rec Night BEFORE the end of the year Donor Recognition … basically saying THANK YOU! to the donors who made last year’s campaign a success. It’s a simple item but one that’s extremely important. If you need a copy of your Donor Rec form, please let Candace or I know and we’ll be happy to send it to you. You’re only responsible for handing out the items of those donors who gave $500 or more but it would be highly advisable if you also ordered certificates to recognize the smaller donors as well. Remember, out of the 6,500 donors of last year, 70% gave $250 or less. These smaller donors are the backbone of your campaign and shouldn’t be ignored.

A few things to remember… Personal, Personal, Personal Donors want to be recognized Sooner rather than later Donor Recognition is a chance for you and your Chapter officers to say THANK YOU. It’s a chance for you – the RP Chair – to make a personal connection with potential donors this year. Don’t be like the Metro Chapter from Centralized Training who didn’t bother to recognize the $1,500 donor and then promptly lost their support because of the lack of recognition. Say THANK YOU loudly, proudly and often.

AHR Expo Donors Potential $1,000+ donors Consider additional local recognition Follow the link in the email you received Contact as early as possible Over 1,000 exhibitors will be showing at the upcoming AHR Expo in Orlando this January. They are already spending $50 - $150,000 to exhibit. Keep in mind – you’re only asking for a pledge at this point – a commitment from them that Yes, they want to support ASHRAE Research this year with a minimum gift of $1,000. On the private RP Webpage, you’ll see examples of the recognition – a full page ad in Show Daily and large signs in Registration – provided for these donors, a copy of the letter sent to them and, of course, your lists. Please scroll down to find your chapter and contact these donors. While they receive a lot of recognition at the Show, local recognition is just as important. When you contact these donors, add your own personal recognition at the chapter level. Automatically included as a top golf sponsor? Free ads on the chapter website or newsletter? Free meals or recognition at chapter Meetings? These are potential $1,000+ donors – just one can have a large impact on your chapter’s success this year.

Full Circle November 15th PAOE Deadline Submit form and contributions to Headquarters Demonstrates level of commitment “Walking the talk” While Full Circle does, essentially boil down to collecting $100 from your chapter’s 5 or 6 Chapter Officers, it’s much more then that. Full Circle is a demonstration to your chapter membership that your chapter leaders support ASHRAE Research. That they believe in ASHRAE Research and aren’t asking others to do what they – themselves – aren’t willing to do. As Fundraisers, it’s very hard to ask someone for support when you don’t give. The question that’s often asked is – “Well … how much did you give?”. How can you come back and say “Nothing” A couple of things to keep in mind: If you have an officer who typically pays with their dues and wants to continue to contribute that way, simply write “With Dues” under the Check # column. We’ll follow up with those people March 2010 to remind them of their pledge. The 2nd is that you do need to fill out the Full Circle Worksheet. It’s available in your Training Manual, on your Disk and under the Important Forms tab on the private RP Webpage – www.ashraerp.com Fill out the form and either include it with the Full Circle checks or fax it to my attention or Candace’s attention after everyone’s notified you that they’ve contributed.

Contact end of the year donors Review 10 year history to see when your LYBUNTS gave CALL them Use the end of the year and tax benefits as incentive Like Full Circle donors who give with their dues, allowing and encouraging donors to give when it fits their schedule is always best. Here in the US, there’s always the additional calendar issue of tax deductions. By reviewing your 10-Yr history that’s been updated as of the October Report , you can look to see when someone’s 2008-09 – last year’s campaign’s gift was made. If it was made during the calendar year of 2008, that donor is prime to be approached NOW, before the end of the 2009 TAX year. The message is the same as to any donor. “Thank you so much for your support last year and I hope that the Atlanta Chapter can count on your support again this year.” Remind them that your records show their last gift during the 2008 Calendar year and ASHRAE is a 501c3 organization and gifts are tax deductible.

Why should you hit the ground running?? Your goal divided by 9 is much more manageable You want to know early what your obstacles will be More time for Headquarters and your RVC to help Avoid any ‘late June’ surprises I know it’s “only” fall .. And you’re thinking .. Wow, June 30th is 240-ish days away, I’ve got PLENTY of time. Wrong. When you find yourself thinking that – going down that path of procrastination – I want you to think of an elephant and the old question of “How do you eat an elephant?” Who knows ….? That’s right – one bite at a time. Your RP Goal is the same way. For most chapters, this will be a year long, ongoing project. You form a volunteer committee so you’re not doing this by yourself. You then collect $500, $600 + dollars with full circle and you’re already at 5 or 10% of goal! Plan your special events, contact donors – even if they’re not writing a check at that moment, you’re getting on their radar, getting into the budget lines, strengthening the relationship you and your chapter have with them. For the most part, like any job, the people who wait until the last minute are the ones who are always the most stressed about it, find it the hardest and even if they make goal, work much harder then they really need to. Don’t you want to stand up in front of everyone at your May Meeting and proudly announce that you have made goal?

Questions? Let us know