Running an Effective Leukemia Cup Regatta Committee Meeting

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

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

Agenda Components

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

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

Our Net Revenue History YearNet Revenue Number of Sailors Number of Fundraising Sailors

Our 2012 Net Revenue Goal Mount Gay Rum Party Pack incentive

How Do We Meet/Beat Our Goal…

Let’s Brainstorm  More fundraising participants  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 

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

Event Marketing Support from local contacts of national sponsors –North Sails –West Marine Gary Jobson participation –Make sure LCR is marketed during Jobson appearance Kickoff marketing Marketing to Junior Sailors Marketing to Powerboaters

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 –Junior Regatta –Powerboat

Upcoming Dates –Commodore’s Luncheon –Kickoff Gary Jobson Lecture –Event at North Sails or West Marine –Committee meetings

Action Steps  Assignments and deadlines for follow-up  Fundraising Recruitment  Sponsorship  Auction/Raffle 

Do’s and Don'ts

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.

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.

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 . 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

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

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