Camp Kesem Share The Magic

Transcription

1 Imagine.. A Camp Kesem Share the Magic event is a personal way to introduce others to the life changing benefits of Camp Kesem and the power of the college student leaders who create our camps. Invite.. A Camp Kesem is simple to plan and fun to host. You provide the place, food & drinks, and guests, Camp Kesem will provide the programming, camper family and student speakers along with the staff needed to ensure a successful event. Inspire.. Hosting a Camp Kesem Share the Magic is a meaningful way for anyone to volunteer for Camp Kesem. Share the Magic events support Camp Kesem growth and help bring the magic of Camp Kesem to more children coping with their parent s cancer.

2 Thank you for considering a Share the Magic event. We ve learned that the recipe for a successful and fun event includes a few key ingredients: Your guests individuals you feel will connect with the Camp Kesem mission and be interested in getting involved with Camp Kesem: Friends, colleagues, business leaders, local philanthropic groups, members of the cancer community. Camp Kesem camper family speakers(1-2 families) Camp Kesem student leaders (2-4) Camp Kesem board member(s) and staff Camp Kesem materials The first step is to consider the purpose of your event Share the Magic an introduction to Camp Kesem and the impact on camper families & student leaders (may not include a donation ask). Share the Magic II a 2 nd level event for individuals already familiar with the CK mission and it is time to ask for their support. Understanding the event objectives will help you create your guest list, the rest is easy: Contact Camp Kesem to confirm a date and plan the style of the event. Prepare your guest list and invite guests Host your Share the Magic Follow up thank you coordinated with CK staff after the event Be creative! Design an event that will be fun for you and your guests, Camp Kesem will work with you to ensure the event is a success!

3 Plan your Invite Guests Host Follow up Plan your Camp Kesem Share the Magic WHO: Approx guests WHAT: What style of event would you like to host: An Open House with wine & cheese, a coffee & dessert, or a meal (dinner, BBQ, lunch) WHEN: Contact Camp Kesem to coordinate schedules with CK students, camper families and staff. Allow a three to six month lead time. Timing of your event: Camp Kesem camper family speakers are critical to a successful event. Select a few possible dates, then contact Camp Kesem to coordinate schedules with local chapter leadership. It is important to confirm your event date with CK students and camper family speakers before scheduling an event. WHERE: A private home Camp Kesem staff will work with you every step of the way to facilitate the planning, hosting and the post-event follow up of your event. Contact Camp Kesem at magic@campkesem.org

4 Plan your Invite Guests Host Follow up Invite Guests Prepare your guest list using the CK guest list template Include CK Board Member(s), staff, camper family and CK student leaders on invitation list. Create a personal invitation [invitation template available] or mail invitations 4-6 weeks in advance, include RSVP request to track guests. CK can coordinate RSVP s if you prefer. Prepare for your event Plan food and beverages Two weeks prior to the event: Meet with Camp Kesem contact to review the event Send an reminder to your guest list CK to confirm host has marketing materials (video) One week prior to the event: Confirm guests for food & beverage Meet with Camp Kesem contact to review CK presentation Camp Kesem to confirm speakers Host to check inventory of CK materials

5 Plan your Invite Guests Host Follow up Host your STM event Materials needed: Host provides: Food & beverage, room for CK presentation with TV & DVD player for video Camp Kesem provides: script [CK template], Camp Kesem presentation materials, Camp Kesem video, other event materials (name tags, contact cards, event schedule w/ck text for host) Example Schedule 6:00 6:15 Guests arrive greeted at the door by CK students with welcome cards [template] 6:15 6:45 Food & Drinks 6:45 7:30 Camp Kesem presentation 7:30 7:45 Q&A 7:45 8:00 Dessert

6 Plan your Invite Guests Host Follow up Post Follow Up After the event, guest contact cards are given to CK staff for follow up phone calls, entering contact info into CK database, and subscribing to e-newsletter (optional) Guests receive a personal thank you for attending phone call from a CK staff member: See CK follow up questions [template] A thank you for attending is also an option [CK template] Ask events: 10% of gifts directly tied to the STM event (and received within 30 days of the event) will be distributed to the CK chapter that participated in the event.

7 This Share the Magic Kit is intended as general guidelines to assist you in planning a successful event. Camp Kesem will be happy to work with you to design an event that fits your style and preferences. Please contact us to explore your ideas magic@campkesem.org THANK YOU for your interest in hosting a Camp Kesem Share the Magic. CAMP KESEM Please contact Camp Kesem for Share the Magic templates and samples: Check List Guest list template Invitation sample Guest contact form template Name Tag template schedule & script template Thank you sample Follow up questions

8 Check List Date: CK Contact: /c# Plan Your : Decide on the event objectives Create the style of your Share the Magic Prepare your guest list using the CK template # of invited guests: Check your calendar for 2 or 3 possible dates Contact Camp Kesem to o Confirm event date o Invite camper family speaker o Confirm Camp Kesem student volunteers Date confirmed Invite Guests (at least 4 to 6 weeks prior to event date): Create event invitation (CK invitation sample provided) Send invitations mail or ; 4-6 weeks in advance Date Invites sent: Plan food and beverages Two weeks prior to event: Follow up on guest RSVP s Contact Camp Kesem to review the event schedule and confirm event materials One week prior to event: Confirm guest count for food & beverage Total Guests Attending: Contact Camp Kesem to confirm speakers and review CK presentation Host to check inventory of CK materials; have pens too Host : Have students greet arriving guests, handing out name tags & contact forms Ask CK staff to collect donations Use CK script for program presentation Follow Up: Thank guests for attending [Host or CK] CK to contact guests to explore future involvement with Camp Kesem [follow up questions]