Starting a new Dragonboat Event with Lively Dragon

Let’s start with the basics:

What is a dragon …..boat?

It is a 41 foot…canoe basically.

It weighs only 550 pounds.

Ten Seats 20 Paddlers. Ten Seats 20 Paddlers.

The drummer sits at the front of the boat and is the communicator for the team The cox or steersperson stands at the back and using a 9 foot steering oar steers the boat.

Every Event usually has a charity that is the ‘Perfect Fit’ with the community

. Practices can be a week long (recommended) Or two weeks long Or the Evening before the race.

Encourage teams to practice at least once before the event but do not make it mandatory.

A competent steersperson/coach should be provided for practices. It is acceptable to ask a fee from teams in order to pay your coach/steerspeople.

Your event should have a cause and an objective… the next couple of slides show the cause and objectives of the Lively Dragon Waterfest 2008 Event

The Cause: To Bring Back the Bay A Harbour that balances vibrant and diverse ecosystems. A multi-use harbor for public recreation. A bay that is an economic engine for our region. Protect Hamilton Harbor

Objectives of Waterfest To raise a minimum of $10,000 net for charity To raise a minimum of $10,000 net for charity To grow the event to over 40 teams-goal for 2008 will be 50 teams. To grow the event to over 40 teams-goal for 2008 will be 50 teams. To raise awareness of the charity To raise awareness of the charity To provide a community event where people and companies get involved through participation, volunteering, and sponsoring To provide a community event where people and companies get involved through participation, volunteering, and sponsoring

This presentation gives suggestions on how all goals can be met… We are open to other ideas and feedback regarding these suggestions

Committee Structure for Dragonboat Fundraising Event Chairperson Chairperson Sponsorship Captain Sponsorship Captain Recruiting Team Captain Recruiting Team Captain Registration Registration Publicity Publicity Volunteer Coordinator Volunteer Coordinator Vendor Coordinator Vendor Coordinator

Seven Key Persons Seven Key Persons Minimum of fourteen volunteers to assist committee members Minimum of fourteen volunteers to assist committee members Plus race day volunteers Plus race day volunteers

Chairperson Understand and support the charity Understand and support the charity Be the liaison between committee and the physical site management. (for example, the park or city etc…) Be the liaison between committee and the physical site management. (for example, the park or city etc…) Make available a site map Make available a site map Be in constant contact with Lively Dragon Organizer Be in constant contact with Lively Dragon Organizer Stimulate and inspire the committee members Stimulate and inspire the committee members

Sponsorship Team Captain Seek sponsorship for: Medals for each division Medals for each division Entertainment Entertainment Cost of practice boat rental Cost of practice boat rental Race Lane Sponsors Race Lane Sponsors Safety Boat and Official Boat Sponsor Safety Boat and Official Boat Sponsor Team of six individuals Keep clear records, documenting calls made and prizes collected for future events. Get proper contact information for your team. Pass this information to Registration Captain

Team Recruiting Captain Recruit new dragonboat teams Recruit new dragonboat teams Research the sport of dragonboating. Research the sport of dragonboating. Network with corporations and other organizations trying to build teams. Go to charities like yours. Network with corporations and other organizations trying to build teams. Go to charities like yours. Team of six individuals Keep clear records, documenting calls made. Get proper contact information for your team. Pass this information to Registration Captain

Registration Captain Four individuals 7am-10am Two individuals for rest of the day On Event Day On Event Day Be sure all volunteers and staff sign a waiver. Be sure all volunteers and staff sign a waiver. Collect waivers from teams. Each team waiver needs to be checked to assure that all participants signed a team waiver and an individual waiver. Collect waivers from teams. Each team waiver needs to be checked to assure that all participants signed a team waiver and an individual waiver. Welcome captains and pass out race program. (usually 3 per team) Welcome captains and pass out race program. (usually 3 per team)

Registration Captain Collect all documents and lists from sponsorship captain and recruiting captain. Collect all documents and lists from sponsorship captain and recruiting captain. Organize something to show appreciation to volunteers, sponsors, and staff who helped in this event. Organize something to show appreciation to volunteers, sponsors, and staff who helped in this event. Send out all thank you’s Send out all thank you’s After event:

Charity Registration On event day : On event day : Collect team pledge sheets. Collect team pledge sheets. Hand write donation receipts Hand write donation receipts Use a bar graph on a board to record donations and build a fundraising competition between teams—list all teams on this board. (not only the teams that have raised funds..but everyone!) This may make non fundraising teams make a donation. Use a bar graph on a board to record donations and build a fundraising competition between teams—list all teams on this board. (not only the teams that have raised funds..but everyone!) This may make non fundraising teams make a donation. Four individuals 7am-10am Two individuals for rest of the day

Team Name$100$200$300$400$500$600$700$800$900 $1,0 0 0 Aqua Docs Black Pearl Breast Buddies Carpe Diem City of Burlington City Slickers Crown Crusaders DaBoat Drag'n Angels Dragons Abreast Eco Warriors Flying Dutchment Georgina Damseflies Gilda's Dragons Guiding Wave Hamilton H2O Hamilton Titan Hyperion Hamilton Titans Oceanus Harbour Huggers Kindred Spirits Knot a Breast Knot a Breast Support Team Komodo Dragons LaFarge Team Lively Dragon Ladies Lively Dragon Team Mohawk Dragonflies Monsoon Myron Marketeers NEC Dudes Raging Dragons Ronin Warriors Santec Stingrays SeaWolves Shen Lung Steel City Paddlers Team Titans Velocity Warriors of Hope Example of Tally Board

Publicity Write stories and send pictures to newspapers a minimum of four months before the event.- Write stories and send pictures to newspapers a minimum of four months before the event.- Keep website updated (Lively Dragon may be able to help here) Keep website updated (Lively Dragon may be able to help here) Design and distribute flyers and posters Design and distribute flyers and posters Design banner for event day Design banner for event day Schedule interviews for the event chairperson. Schedule interviews for the event chairperson. Schedule newspapers and tv crews to attend practices as well as event. Schedule newspapers and tv crews to attend practices as well as event. Two Individuals

Volunteer Coordinator Be informative about the event Be informative about the event Line up volunteers for race day by contacting high schools and local boy scouts and girl guides as well as other service groups. (see word document on volunteers needed) Line up volunteers for race day by contacting high schools and local boy scouts and girl guides as well as other service groups. (see word document on volunteers needed)

Vendor Coordinator Invite local vendors to display and sell their wares. Invite local vendors to display and sell their wares. At least one food vendor should be onsite. At least one food vendor should be onsite. Liquor tent is often a nice added addition to an event. Liquor tent is often a nice added addition to an event.

The next few slides are other things that need to be arranged for event day The next few slides are other things that need to be arranged for event day

PORT-A-POTIES DOCKS

Medals for winning teams

Entertainment

Lively Dragon will can take care of the following: depending on your contract details:

LIFE JACKETS PADDLES

Photo Finish Timing System Electrical Power

Videographer and photographer to document the event.

Basically, All aspects of racing.

Commitments Because your event is raising funds for a said charity it is understandable to ask that the charity enter a team into the event. AND AND It is beneficial for them if they recruit teams who support their cause.

Planning Time Line Event Date : summer of 2011 November November get as much done ahead of time as possible Put committee in place Put committee in place Review notes from last year especially the section on ‘recommended improvements’ Review notes from last year especially the section on ‘recommended improvements’ Review and update last years pledge sheet Review and update last years pledge sheet

Event Date : Summer 2011 December December Information meeting with Lively Dragon to answer any questions (small fee does apply) Information meeting with Lively Dragon to answer any questions (small fee does apply) Design flyers and posters Design flyers and posters List the event on website List the event on website Get a description of charity to post on your website Get a description of charity to post on your website

Event Date : Summer 2011 January Develop contact lists (who knows whom at what company—these people do the introduction meeting) Develop contact lists (who knows whom at what company—these people do the introduction meeting)

Event Date : Summer 2011 Using contact list make calls to create and recruit dragonboat teams Using contact list make calls to create and recruit dragonboat teams Continue to recruit teams Continue to recruit teams Put flyers and posters up in store windows Put flyers and posters up in store windows February February March March

Event Date : Summer 2011 April April May May Set up tv interviews for chairperson. Set up tv interviews for chairperson. Send articles in to the local paper Send articles in to the local paper Create event banner Create event banner Actively secure sponsorships Actively secure sponsorships

Event Date : Summer 2011 June June Invite media to team practices before the big race Invite media to team practices before the big race Go over final checklist Go over final checklist Confirm with volunteers & encourage carpooling Confirm with volunteers & encourage carpooling Confirm with media time and location of event Confirm with media time and location of event July

Event Date: Summer 2011 August August Appreciation expressed to committee and volunteers Appreciation expressed to committee and volunteers Thank yous out to sponsors Thank yous out to sponsors The Charity should send thank yous to teams who donated funds The Charity should send thank yous to teams who donated funds Provide information re: funds raised and where funds were used Provide information re: funds raised and where funds were used Update website with post event info Update website with post event info Follow up meeting with charity Follow up meeting with charity

Event Date : Summer 2011 September September Follow up meeting with Lively Dragon Follow up meeting with Lively Dragon

Getting More Teams to Donate & Getting Teams to Donate More You need to find teams who share in your passion for the charity You need to find teams who share in your passion for the charity Ask teams ahead of time what their fundraising goals are. Ask teams ahead of time what their fundraising goals are.

To summarize…. Your Event ……will be an energetic……

Team building…..

Exciting…..

And Fun Event!!

People will on the water…..

There will be lots of smiling faces!

And together…..

Goals will be met !!...