Notes

Outline

The Mission Ducks Unlimited conserves, restores, manages, and protects wetlands and associated uplands for North America’s waterfowl.  These habitats also benefit other wildlife and people. Only those activities which contribute directly towards that ends shall be undertaken by Ducks Unlimited, Inc. Our Role as volunteers….Raise the Money

Maryland Accomplishments

Sponsor Program

State Raffle Pulled at the Crab Feast $5 ea or 5/$20 Chapters have had success if they also awarded an item (print, decoy etc) “tonight”

State Shoot Program

Chesapeake Bay Habitat Program

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District Chairman 2 year term (appointed by the State chairman) Coordinates programs of Zone and Local Chapters within the district. Assists in coordination of  membership programs, fund-raising activities of the local zones and chapters.  Regular communication with Zone, and State Chairman As a member of the State Committee, participates in the State Committee's meetings

District Chairman Attends events as representatives of the State Committee (gratis ticket). Assists when/if needed as a committee member Observes for potential improvement recommendations where appropriate Volunteer recruitment and committee growth. Coordinates the selection and acquisition of State Art Package.

Zone Chairman 2 Year Term (appointed by State Chairman) Develops and promotes the activities of within the zone. Coordinate programs of Local Chapters within the zone. Attend and Support the planning meetings with the chapters

Zone Chairman Expectations Participate in the State Committee's meetings Attends Chapter events within his zone as representative of the State Committee (gratis ticket). Help Chapters with fund-raising activities, to achieve zone goals Assure adherence to DU policies and guidelines.

Zone Chairman Expectations Coordinates communication with Chapter Chairman, District Chairman, and State Chairman on a regular basis Plans and Coordinates the Zone Workshops Makes suggestions and recommendations to the Chapter, District and State Chairmen for the improvement of DU. Volunteer Recruitment and Committee Growth

Zone Chairman Expectations Responsible for State Art Package logistics to the local chapter Assures prompt collection of funds and reports generated by the Local Chapters within the zone, if necessary. 10/30 ! Responsible for obtaining current Committee Rosters (and forwarding to RD)

Know Your Zones Strengths/Weaknesses Knowing the strengths and weaknesses will provide the game-plan for where you will need to focus your efforts.

Zone Workshops Host the Zone Workshop, working with the RD to develop the agenda. The key topics discussed need to come from the RD, State Chairman  and the Zone Chairman together. Can motivate and set the tone for the fundraising year.

Engage the Committee From the planning to the wrap-up, the ZC must engage him/herself with the AC. Sell your AC’s on the merit’s of setting goals, committee growth, pre-sale of tickets, filling the hall, sponsors, underwriting/efficiency, and 10-30.

Zone Chair-Post Event Make a phone call 3-5 days out to remind the AC of the TEN (10) portion of 10-30. Encourage a wrap-up meeting – this is the ideal setting to recommend (constructive) changes. Make a phone call 20 days out to remind the AC of the THIRTY (30) portion of 10-30.

Zone Chair-Post Event Committee Rosters are due every year, make sure all committee’s have a current roster on file with the Regional Director. Maintain personal contact with the AC, encourage them and key volunteers to attend other nearby dinner events.

The Zone Workshop  Each year, train on a different topic(raffle, donation solicitations, event planning, member retention, efficiency tips etc) Communication of new programs or policies from National or State level to the entire committee Review and present event merchandise, state art package Inter-committee camaraderie

Event Basics

Event Basics- What Counts Selling Tickets Soliciting Donations (Cash or Merchandise) Membership Retention The Thank You

Event Basics – Ticket Pricing Minimum Ticket Price: $25 Cover arrangement costs in the ticket price Try to find that “spot” where you have the “right” attendees, but did not keep people away

Event Basics-Underwriting If your items are paid before the event, magnifies the result of your efforts Appoint an underwriting chair in your committee

Event Basics-Advertising Most effective ticket sale is via Face to Face Use DCMS as awareness (and some sales) Posters Flyers in stores (and at other DU events) Fill the Hall

Event Basics-Presentation How items are displayed can make a difference in it’s price Plan the Order of the auction Try to keep all auction items in the same room as the people

Event Basics-Silent Auction Starting Bid should be at or near cost Start prints at least $80 Goal is to 2x or 3x cost Consider Buy-Out Bids Highlight System Use $5 sheet for items <$50 Use $10 sheet for items >$50 (and all prints)

Event Basics-Live Auction Size the Live Auction to the crowd Better descriptions and programs bring higher prices Fill out Auction Books Ahead of Time Good sound system is key Never stop the auction once going Save top tier till After the Auction

Event Basics-Credit Cards Get the Name,Number, Exp Date and The security code

Tools

Goal Setting Use the Planning Sheet to help the committee set goals.

History and Planning Sheet Take the next few minutes to: Review the performance of your event for past years. Discuss those things that went well last year. Identify those things you would like to change or improve this year, then: Record all ideas and actions on a blank planning sheet.  Do not worry about measuring dollar or membership impacts yet.

Use the CBR Report Help identify items better suited to Live, Silent or Raffle

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Use the Website as a Tool-Advertising National ducks.org State mdducks.com Committee pages on state site Username: committee Password: maryland

Maryland Website, Event Listing

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Send Your Info As good a description of your event Electronic copy of a Flyer/Registration page Email contact for folks who show interest                 www.mdducks.com Send to State Webmasters: George Hinkle:  batduck@yahoo.com or Bob Huber:   jhuberj1@jhmi.edu

I need a Break Please select 3 decoys for the 2004-05 State Art package

Area (Chapter) Chairman Expectations 2 year term (recommended) - Selected by the chapter / committee. By policy, one person cannot serve simultaneously as Area Chairman and Local Chapter Treasurer Develop fund raising activities in the area Adherence to DU Policies and Guidelines Responsible for all funds collected and forwards directly to National Headquarters Volunteer recruitment and committee growth

Area (Chapter) Chairman Expectations Makes suggestions and recommendations for the improvement of DU. Responsible for current Committee Rosters (and forwarding to RD) Reports to the State Chairman through the Zone Chairman. Communicates to the local committee Attendance at State and Zone Meetings

The Importance of Committee Rosters It is very important that Ducks Unlimited has a record of all your committee members so we can properly recognize their hard work. Provides Opportunities for Direct Communication - National, State and Local Insurance

Event Efficiency It’s really your Gross Margin Net-Net / Gross dollars raised (go for 60+%) Don’t over guarantee Watch what you spend Cover the event costs in the ticket price

Tips to improve Efficiency Sell tickets, don’t just rely on advertising or DCMS (Get on the Phone!) Donations and Underwriting Manage the merchandise in raffles and auctions

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"In the fall of 2002"

"Because of variations in the..." Because of variations in the way committees capture data – DU may be duplicating as many as 150,000. As a result, DU fails to accurately track and communicate with its members. Due to inaccurate data, DU regularly sends renewal notices to members who recently attended events, fails to recognize continuous years of membership, and produces and mails a wide variety of other inappropriate communications. Committees are unable to accurately invite attendees of prior events to future activities.

The Challenge A new method of membership capture and reporting is needed. This new method should focus on reducing the amount of effort required by the volunteer, and seek to capture more complete and accurate data from attendees. In order to overcome the current problems, this method should seek to establish a DU Member ID number that is unique to each member and can be remembered and provided by members at events.

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The Old Way Collect all tickets. Find pre-printed dinner list provided at your district meetings. Transcribe ticket information onto dinner list. Mail dinner list within 10-days.

The New Way Collect all tickets. Count tickets and fill out batch header. Place tickets in provided postage-paid mailer. Drop in mail system next day.

Results Average receipt at NHQ is 11 days versus 19 days for other formats. Membership up overall for states using new ticket format/down for those not. Nearly 80% compliance with Date of Birth/Last four digits of Social Security Number. 8% Email capture.

Next Steps 17 states to participate in test this spring. Tickets available to everyone in the fall of 2004.

10-30 and GIG  (growth incentive gun) Two Separate Programs 10-30 earn a gun just for turning in your money and membership promptly GIG Earn a gun based on increased profit or increased members 5% increase in Net-Net or increase of 15 members

Why have Multiple Events Keeps your committee together Gives folks who could not attend your dinner a another chance Raises More Money to continue and expand conservation programs Helps find/use the talents of new committee members Ensure the future of the committee Expand DU’s exposure in each community More FUN- Provide a boost and revitalize the committee

How to hold new events Arrange new event subcommittees Plan new events in opposite fundraising seasons Plan to target other age groups, interest groups, ie, shooters, golfers, Ladies, etc It will increase committee interest level by offering new venues

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New Events- Why Not? Can’t Hit Donors up again Don’t have enough time Burn out the Committee Consider multiple chapter events

Volunteer Recruitment

A Definition of a Committee Member WHAT is a committee member and WHAT does it take to qualify as a DU volunteer Why do people volunteer

The duty of recruiting should become a part of your commitment to the well being of the committee and extend to a year round effort

Why Is Committee Growth       So Important? Re-energizes experienced committee members Introduces DU to new potential members and contacts Adds long term success to your committee Finds your replacement Spreads the load Makes the committee more efficient More ticket sellers=more ticket buyers

Committee Growth = Acres Conserved Each new committee member equals 10 new tickets sold Each person is “worth” $100.00 Therefore, each new committee member will bring $1000.00 to the table 1 new committee member = 10 tickets sold = $1000.00 to your bottom line= 4 new acres of wetlands conserved.

Proven Recruiting Methods Develop a target list of who to approach ASK Approach recruiting aggressively Know what you are talking about Make it known that participation comes in many forms Think positively

Recruiting Tips Committee BBQ bring a potential recruit Develop a list of community candidates Take the candidate to lunch, golf, shoot etc. Do a recruiting mailing Do a recruiting raffle Assign a mentor Wrap up meetings

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Hold on to the new recruits Give them something to do Avoid overburdening to early Make being a new member easy Veteran committee member Adopt a recruit Make them feel welcome FUN!!! Listen to them

As a DU volunteer, you are the lifeblood of the fundraising efforts of DU

MD Waterfowl Update

Questions? Closing Remarks

Awards Lunch Then go out and Play