How to Fundraise at a Human Race in Sonoma County, California

Transcription

1 Informational Guide to the 2015 Human Race For Businesses

2 Thank you to 2015 Human Race Sponsors! Presenting Sponsors Jackson Family Wines The Press Democrat Volunteer Center of Sonoma County Event T-Shirt Sponsor Exchange Bank Fun and Games Tent Clover-Stornetta Gold Sponsors Hansel Auto Group ~ PG&E Redwood Credit Union ~ Fleet Feet & Saucony Silver Sponsors O Brien, Watters & Davis LLP Pancake Breakfast Sponsor Cotati Food Services Breakfast of Champions Sponsors Tri Counties Bank Bronze Sponsors American Ag Credit ~ Blood Centers of the Pacific ~ CamelBak Products Montecito Heights Health Club ~ Whole Foods Water Station Sponsors Portola Systems ~ TLCD Architecture Media Sponsors KZST 100.1, KSRO 1350, 96X 96.7, Exitos 98.7, Froggy 92.9, Krush 95.9, Mix104.9, River 97.7, Y 100.9, Hot 101.7, Vintage 95.5

3 Your Guide to the 2015 Human Race Table of Contents: 1. Fact Sheet 2. Human Race Basic Training & Web Training 3. Walkers and Non-Timed Runners 4. Timed Runners 5. Collecting Donations 6. Fun & Games Tent 7. Entry Form: Business Form 8. Marketplace 9. Deposit Form for Participating Organizations 10. Online Fundraising 11. Restaurant Week Glossary 14. Who to Call

4 Take A Walk On The WILD Side! Just the Facts! The Human Race is a nationwide community fundraising event for nonprofit organizations. The Sonoma County Race features a 3K and 10K run and walk through Howarth and Spring Lake Parks. Businesses and nonprofit organizations recruit walkers, runners and/or donation-gatherers to raise funds. Benefiting nonprofit organizations receive 75% of monies collected up to $7,500 and then receive 90% for amounts over $7,500. The Volunteer Center receives the remaining percentage to coordinate and stage the event. In 2014 Sonoma County held the largest Human Race in the nation with 8,500+ participants and nearly $600,000 raised. When? Saturday, May 9, Rain or shine! Registration: 6:30-7:45 a.m. Run starts: 8:00 a.m. Walk starts: Immediately following the runners Where? Registration, start and finish lines are at: Herbert Slater Middle School Sonoma Avenue- Santa Rosa, K &10K Routes: Through the refreshing & beautiful Howarth and Spring Lake Parks. Who? The Sonoma County Human Race event is open to all runners and walkers who are interested in fundraising for their favorite nonprofit. Dogs on leash and children in strollers are ALWAYS welcomed. Funds can be raised for any nonprofit organization, school or church. How? Each participating business needs to fill out a Human Race Entry Form (included in this packet) and register with the Volunteer Center. Human Race supplies posters, postcards, stickers and donation sheets that are available for you to pick-up at the Volunteer Center or at our kick-off breakfast in February. Make sure you take advantage of the services offered - Basic Training sessions, webinars, this handbook - to learn how to achieve your goals. Why? The Human Race is a proven fundraiser that has been successful for Sonoma County nonprofits for 34 years and continues to flourish. The Volunteer Center provides marketing, publicity, materials, and experienced assistance. Businesses provide the amazing people power. 1

5 Basic Training for Participating Organizations (or EVERYTHING you wanted to know about the race!) Come learn the basics and get your Human Race questions answered! Sessions are oriented to new & returning nonprofits, businesses and new Human Race coordinators. Sessions last approximately 60 minutes. Each meeting will be held at the Volunteer Center, 153 Stony Circle Ste. 100, Santa Rosa, CA PLEASE call the Volunteer Center to RSVP if you will be attending a Basic Training session ( ). Session 1 ~ Tuesday, February 17th - 12 noon Classroom A Session 2 ~ Tuesday, March 17 th - 12 noon Classroom A Session 3 Tuesday, April 14 th - 12 noon Classroom A WEB TRAINING ONLY Session 1 ~ Tuesday, February 25th - 12 noon Classroom A Session 2 ~ Tuesday, March 25th - 12 noon Classroom A Alicia Alexander Lisa Jack Special Events Coordinator Special Events Human Race ext ext. 103 aalexander@volunteernow.org ljack@volunteernow.org 2

6 Walkers & Non-Timed Runners There are TWO different options for participants who wish to walk or run (without being timed) at the race. Option #1 Collecting donations before race day 1.Collect donations from your friends, family & co-workers and log those donations onto your donation sheet Bring a copy of your filled out donation sheet to Fleet Feet the week prior to the race and receive your wristband to wear on race day. or Bring the copy of your filled out donation sheet to the Check-in table at Herbert Slater Middle School on race day. After turning in your copy, you will receive your wristband. Everyone with a wristband is entitled to a Human Race t-shirt after finishing the race. Please Note: Do not bring in your collected donation money to Fleet Feet when you go to pick-up your wristband. Donation money should be taken to the Volunteer Center any time prior to race day or after race day. Yes, multiple wristbands can be picked up at Fleet Feet if you are part of a group just try to have copies of all the donation forms from your group members. Option #2 Those who haven t collected donations before race day You can still enjoy the race by checking-in early & making a $10.00 donation to the nonprofit of your choice at the event. This entitles you to a wristband at the start and a Human Race T-shirt after you cross the finish line. We welcome walkers & non-timed runners of all ages, so join us for this festive event and witness the giving spirit of Sonoma County! 3

7 Instructions for Timed Runners Timed Runners need to register online for the race & pay the runner s fee Timed runners receive: - bib number with an imbedded timing chip - special event t-shirt when you pick-up your packet - FREE pancake breakfast on race day - qualify for top runner awards and ribbons. Runner s Fees increase as event gets closer, so sign-up early! ADULTS (13 years and older) Youth (12 years & younger) - $35 per person until January 31 - $15 until race day - $40 until February 28 - $20 on race day - $45 until March 31 - $50, day of event PLEASE NOTE: A portion of your fee counts as a donation toward the Volunteer Center s many programs Secret Santa, Literacy Program, Volunteer Wheels Make it easy and pre-register online! Go to the Human Race website ( and click on the TIMED RUNNERS tab at the top. Online registration will close on Monday, May 4. After May 4, runners will need to register at Fleet Feet in Santa Rosa from May 5 8th OR on race day at Herbert Slater Middle School Volunteer Center Fleet Feet 153 Stony Circle, Ste rd Street Santa Rosa CA Santa Rosa, CA

8 Collecting Donations Get a Donation Form* Pick-up a donation form from: the Volunteer Center the nonprofit organization you are supporting. Write your name and the nonprofit organization s name clearly on the top lines. *You can also create an online webpage to raise funds online by going to the Human Race website, Set a Goal Set a goal for yourself (example: 20 donations of $10 = $200. The average donation last year was $15). Prizes will be awarded to the top individuals who raise over $1,000. Organize your efforts. Carry your donation form with you wherever you go. Time to Ask! Try to collect your donations at the time you ask for support. Remember to ask EVERYONE! The more you ask, the more you'll get. With online funding, you will have the opportunity to ask your friends & family anywhere in the United States! Have donor information complete on the lines below. If your donor wishes to have a donation acknowledgment letter for tax purpose, please make sure all the information for that donor is provided. Last Step Make sure to write the donor s name, address, address and phone number on the form along with the amount of the donation. All checks should be made payable to: VC Human Race We will not be accepting any amount of coins this year, please converted all coins to cash or check. Turn in money you have collected to the Volunteer Center of Sonoma County. Deposit money regularly don t wait until the deadline date! Only money deposited to the Volunteer Center by Wednesday, May 20, 2015, by 4 p.m. qualifies for prizes. REMINDER: You DO NOT need to bring your money into the Volunteer Center the day before the race or the day of the race! You still have time afterwards. 5

9 Costume Competitions and more at the Fun & Games Tent ~ Contests for those feeling CrEaTivE & Colorful ~ Centipedes (Any group of 4 or more people who are attached or connected AND walks or runs.) Best Decorated Most Legs Fastest Colorful Costumed Groups and Individuals Best Youth Group Best Adult Group Best Canine Group Judges Choice Most Creative Youth Costume Most Creative Adult Costume T-Shirt Contest Best Use of Theme Best Message Peoples Choice Best of Show The FUN continues with... Marketplace booths to visit Pancakes to eat at the Pancake Breakfast Live Bands & KZST to serenade you RETURNING THIS YEAR Activities for children at the Fun & Games Tent! PLEASE NOTE: For the costume, centipede and t-shirt contests winners will be announced at the race but the prizes are awarded at the Human Race Awards Celebration in mid-june! 6

10 Online Fundraising! Log on to to get started raising money online for your chosen nonprofit organizations. Here is another opportunity to raise funds for your business by setting up an online donation page for your company. You may still collect traditional donations with the Human Race s paper donation form to augment your online efforts. Donations raised online are credited to the nonprofit agency that you choose when you set-up your business page. To help answer your questions regarding the use of the online fundraising page, please refer to the FAQ on our website. Online Donations - A quick and easy way to get started... By setting up your online page to raise money for your business, you will get your own personal website and be able to directly from that site. Online donations are subject to a transaction fee, a credit card processing fee, in addition to the Human Race admin fee. For this reason we strongly discourage online donations for less than $ Setting Up Your Online Donation Page for the first time (Make sure to go slowly and to give yourself plenty of time.) 1. Simply create a username and password which you will use to log into your Human Race site. 2. Fill out the contact information form and you are ready to go. From your personal Dashboard you can: Personalize your Human Race page by choosing one of the templates and adding your own photo and personal text about why you are in the Human Race. Send to friends and family by importing your own address book. s sent through your personal center contain a link directly to your personal Human Race donation page. Make sure to indicate on your page what nonprofit you are supporting! It is your responsibility to keep track of online and off-line donations that are entered onto your Human Race fundraising page. 10

11 Glossary Awards the Volunteer Center gives out awards for the Fun and Games categories (see below) in addition to awarding Top Corporate Champions (two categories: Over 100 Employees, and Under 100 Employees), Top Nonprofit organizations and the Publisher s Award for the best Human Race story of the year. Breakfast of Champions the Human Race kick-off event, held annually in late January or early February. The Breakfast of Champions is the first date that Human Race materials such as donation sheets, posters, packets and giveaways are available. The breakfast features an inspirational speaker. Attendees can win a prize (or prizes) for their nonprofit. Business Participant business that supports a nonprofit organization (or multiple nonprofits) through the Human Race, either through a direct sponsorship or by encouraging employees to participate in the race and gather pledges for that nonprofit organization. Business Registration Form - Form is included in this packet for those nonprofits wanting to paricipate in this year s Human Race Centipede a group of 4 or more people joined together in some way for the complete race course. Groups may be joined by ribbon, rope, or cloth in any imaginative fashion that you choose! Making a centipede is a fun way for groups to do the race together, with a chance of winning a monetary prize for a chosen nonprofit. Awards are for Fastest (cross the finish line & get to the Fun & Game tent first), Best Decorated and Most Legs. Costume Contest a race day contest. Costumes should relate to the theme of the Race. Awards are for Most Creative Children s Group, Most Creative Adult Group, Best Costume (Group and Individual) plus more. Deposit Form (Your donation sheet is NOT a deposit form) form included in this packet that must accompany every Human Race deposit. Make copies of the form and fill it out as completely as possible when you turn in your money. Donation - an amount given by a person to the asker s chosen nonprofit organization. Donation-getters are usually responsible for collecting all their donations, unless their chosen nonprofit organization is willing to help out with this. Donation Form (formerly known as pledge form) provided by the Volunteer Center, the donation form has information about the Human Race, a run registration form and a space for 12

12 the donations to be written down. Businesses may get as many donation forms as they need from the Volunteer Center. Donation forms may be copied, and may be folded and mailed to your potential donors. Fun & Games T-Shirt Contest, Centipede Contest, Costume Contest, and any other fun ideas we can come up with to add to the excitement on Race Day! NEW 2015 Photo Op! Human Race Awards Celebration Awards for Fun & Games plus fundraising awards for businesses and nonprofit organizations are handed out at this event that is held in late June. Wines and light hors d oeuvres are served at this relaxed and enjoyable after-work event. All participating nonprofit organizations and businesses are invited to come, free of charge Marketplace each year the blacktop area behind Slater Middle School is transformed into a bustling festival area where nonprofit organizations and businesses can reach o67ut to the community. REMINDER: Businesses will be able to sign-up for a Marketplace booth after March 27 for $250. You must supply your own table, chairs, tent, etc. You must sign-up ahead of time, using the form in this packet or online. The Marketplace is not a business venue, and nothing may be sold. Participating businesses should emphasize service to the community by showing support for their chosen nonprofit organizations and/or giving away freebies to the public. Nonprofit Organization A charity with valid nonprofit status from the federal Government. Nonprofits are the only beneficiaries of the Human Race. Nonprofit Status - Required for nonprofit organization participation in the Human Race. The 501(c)(3) letter from the Federal Government confirming a nonprofit organization s tax-exempt status. All new nonprofit organizations must submit their letter. If a nonprofit organization has previously provided the letter to the Volunteer Center, it is not necessary to re-submit it. Restaurant Week An opportunity for a nonprofit/agency to increase their funds by partnering with a local restaurant for a selected day (or days) during Restaurant Week to donate a portion of the restaurant s proceeds to the nonprofit. Commitment forms need to be submitted by March 27 to take full advantage of the publicity campaign T-Shirt Contest Businesses and nonprofit organizations may compete for awards in Best Design, Best Color Use, Best Message and Best of Show categories. Bring an example of your T-shirt the morning of the Human Race and hang it on the clothesline in the marketplace. That s all there is to it! The T-shirt contest is a people s choice contest. Awards are given out at the Awards Celebration in June. 13

13 WHO TO CALL About the Human Race For general questions about date/time/deadlines, you can call the Volunteer Center front desk at , ext. 0 Or Check Out Our Website: Other questions can be directed to: Alicia Alexander Special Events Marketing Manager Phone: ext aalexander@volunteernow.org Lisa Jack Special Events Coordinator Human Race Phone: ext ljack@volunteernow.org 14

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