PIC 5K

PIC 5K Walk/Run Fundraiser

!

!

!!!!!

EVENT: PIC 5K Walk/Run Fundraiser

DATE: 20TH OF OCTOBER 2012

TIME: 9AM TO 1PM

VENUE: UW- PARKSIDE GROUNDS

!!!!!!!!!

! 1Prepared: 5th of September


!CAUSE:

Parkside International Club is committed in giving back to the community. The purpose of this

fundraiser is primarily to give back to the organization that we have chosen from the community.

This year we have chosen to raise funds for Autism Society of Wisconsin. In order to raise funds,

we are having a 5K Walk/Run on school grounds of UW- Parkside.

!We are targeting a significant amount of participants for this event. We are targeting 1000

participants for this event. Participants may consist of adults, teenagers, and children.

!!!!!!!!!!!!!



!!BUDGET PROPOSED:

Cost of Track /school facilities = $275

Cost of marketing tools – Posters, Banners etc = $200

Cost of bottled water = 2000 x $1

= $2000

Cost of granola bars = 2000 x $0.50

= $ 1000

Cost of T-shirts = 1000 x $1.75

= $1750

Total cost incurred: $ 5225

TARGERTED AMOUNT INTENDED TO RAISE: $15 000 TO $20 000

TARGETED AUDIENCE: 1000

COST OF TICKETS:

Online purchase: $20

On the day of purchase: $25

ESTIMATED POSSIBLE FUNDS RAISED:

1000 X $20 = $20 000

!DEDUCTIONS OF MATERIALS AND COST INCURRED:



!$20 000 - $ 5225 = $ 14 775

!GOAL:

The goal is to raise $10 000 to $15 000. The percentage stands 80%-20% , 80% going to ASW

and 20% going to PIC or 50% -50% .This is to be discussed with the treasurer of PIC and the

planning committee. The following shows a hypothetical distribution.

!HYPOTHETICAL INCOMING FUNDS

$20 000

!!

!!!

!

COST INCURRED

$5225

BALANCE

$14 775

PIC and other orgs

20%

Autism Society of WI

80%



!!!!!!!!!!!!DATE OF 5K WALK RUN:

20 TH OF OCTOBER, SATURDAY

!TIME OF EVENT:

Set up: 7 a.m to 9 a.m

Registration: 9 am to 9.45 a.m

Introductory Speech: 9.45 a.m to 10 a.m

Walk/Run start off: 10 a.m

Walk/Run ends at: 1 p.m

Clean up: 1 p.m to 2 p.m

!LOCATION:



We have two options thus far. The track followed by the route around campus or the 5K map that

is already mapped out by the Sports centre.

!!!!!!!!TIMELINE:

DATE OF EVENT – 20TH OF OCTOBER 2012

TASKS DEADLINE TASK ASSIGNED STATUS

Book Track Facilities 30th

Meet with Dennis

Meet with John

Meet with JR

30th



TIMELINE:

DATE OF EVENT – 20th OF OCTOBER 2012

Confirm Track

facilities

1st

Advertising materials

to be worked on

30th

Work on Press

Release and submit to

Dave from PR

department of UWP

and other media

30th

Social Media

Promotions

30th

Flyers to be prepared,

distributed and put up

on campus and

outside campus

30th of September


Contact sponsors for

water

30th



TIMELINE:


Contact Sponsors for

T-shirts

30th

Create Slogan and

print on T-shirts

30th

Contact CVS for

sponsorship or

Donations

30th

Contact /Confirm

WPIZ to be present

on the day of the

event

30th

Write in to Sodexo /

Julie and John to get

approval for incoming

water and food

donations

30th

Attain volunteers 30th to his PR/Marketing

duties first




!!TIMELINE:


Letter of recognition

for volunteers

10th

Assigning volunteers

to their stations and

tasks

10th

Contact UWP Police

to be present on the

day of our event

10th

Contact or arrange

first aid to be present

on the day of the

event

10th

Water stations to be

planned out for the

event

10th

Registration papers /

waiver papers

10th

Online payments to be

set up

20th



!!2 WEEKS PRIOR TO THE EVENT – CHECK LIST

!


Attain cash box for

individuals paying on

the day of

10th

Contact Autism

Society of Wisconsin

and discuss about

donations

1st

Number pin ups to

identify participants

10th



1. T-shirts printed

2. Autism Society of Wisconsin Contacted

3. Speech prepared for Introduction

4. Poster for marketing all in check, distributed and all forms of marketing in place and

running

5. Confirmation of Volunteers

6. All required paper work done

7. Cash box request form filled and submitted

8. Thank you Cards prepared

9. Press Release submitted

10. All forms of promotions and advertising in place

11. All sponsors confirmed

12. All products received from sponsors if receiving at an earlier date

13. Letter of recognition for volunteers

14. Liability waiver forms

15. Registration papers to be prepared

16. Number of tables required for registration booths

17. Walk/ Run path marked visibly for participants to notice which route they are to take.

!!!!!!!!!



1 DAY PRIOR TO THE EVENT – CHECK LIST

!1. Thank you notes submitted to Student Activities Centre ready to be mailed out to the

following people:

a. Sponsors

b. Organizations on UWP that collaborated

c. Police Department

d. Media coverage

e. Tony and Consuelo

f. Volunteers

2. T-shirts, cash box, bottles of H2O and other products to be taken inventory of and stored

in PIC office

3. Waiver forms to be printed out

4. Pens

!!!!!!!!!!!!



!!PROGRAMME LAYOUT:

!!20th OF OCTOBER 2012 !

!!

TIME ACTION

!!!7A.M TO 8 A.M

Set up registration tables on the facilities. Mark start and end point of the 5k Walk/Run. Banners are up on facilities. Arrows pointing for participants to park and walk towards the

event spot.

!8A.M TO 8.30 A.M

Briefing of Volunteers and Team PIC and everyone who is involved in the planning. Everyone to take his or her assigned spots.

Volunteers need to be allocated breaks.

!!8.30 A.M TO 9 A.M

Check technical issues. Microphone etc. Everyone to get in place.

!!9 A.M TO 9.45 A.M

Registration starts. All participants to sign the waiver form at the registration table.



!!!PROGRAMME LAYOUT:

!!20th OF OCTOBER 2012 !

TIME ACTION

!!!9.45 A.M TO 10 A.M

Introductory Speech and walk/run start off

!10A.M TO 1 P.M

Walk/Run takes place

!!1 P.M TO 2 P.M

Clean up

!!2 P.M TO 3 P.M

Inventory and Monetary amounts checked in the presence of an advisor.



!!!!ACKNOWLEDGEMENTS: !

• Sponsors

• John and catering services for donating gallons of H2O

• Dennis and staff

• Volunteers

• WPIZ

• Tony K and Consuelo

• Media coverage

• Participants

• Organizations that collaborated with PIC

!DEBRIEFING:

!!

• Evaluate the event

• Treasurer and Secretary to reveal total amount collected

• Write a cheque out

• Choose a day to meet within a week after the fundraiser, 22nd of October to 26th of

October, to go through debriefing

!!!!



!!!!!!!!!


PIC 5K

Documents

Transcript of PIC 5K