RP Chair Centralized Training

Region II CRC

August 28, 2010

First steps

ASHRAE Funds

The Nuts & Bolts

RP Chair Responsibilities

RP Chapter Chair Training

Researching Today, to Change TomorrowResearching Today, to Change Tomorrow

What is RP?

RP

RP Campaign History

2010-11 RP Campaign Goal

$2,100,000

Resources available after Training

www.ashraerp.org

Handbook Chapter Electronic Training

Sept. 16th, 23rd & 30th

Excel Training

“Lunch & Learns” throughout the year

RVCs, RP ExCom & Staff

Two things in one…

“RP” is both

RESEARCH Promotion

RESOURCE Promotion

Resource Promotion

Research Eduation (ALI) Unrestricted/General Fund ASHRAE Foundation

Education & Unrestricted Funds

Education ALI – ASHRAE Learning Institute

Development of new Courses and Training Materials

Unrestricted The ASHRAE General Fund

Supports all different projects and can be used by all departments Helps supplement Dues, Ad sales and

Bookstore sales

ASHRAE Foundation

General Typically supports ALI

Endowed Research Funds Generates a 5% annual return

Great for memorials, honor gifts, chapter donations No more then 50% of Chapter

donations

The Big One …

Research

$1.9+million annually Research Projects Grant-in-Aid Projects (students)

80+ Projects Every Region has Research! 13 out of the 14 Regions get a minimum

of $2 “back” in research compared to what’s raised

ASHRAE Research Canada

A separate Canadian corporation

Allows Canadian companies to receive tax credit for their investments

All the money raised or given by Canadians comes back to be spent in Canada

For the Chapter’s Use

Regional Displays Better yet – Chapter display

Topic Specific Displays Projects matching your speaker’s topic?

Brochures

Handbook sample

Selling to Donors:

Earmarking $1,000 minimum Current or Upcoming Projects

Great way to get Donor buy-in

Research impacts all aspects of our lives ASHRAE Consumer Center

Regional and/or School Support

and how ASHRAE handles it

The US Dollar vs Canadian Dollar

Canadian Currency & RP Donations Canadian Checks are fine and credited for the amount written

Credit Cards sent to Headquarters are automatically corrected for the intended amount

Online Charges are the issue!

Please use a currency convertor andgive the US equivalent of your Gift

2010-11 Canadian Rate

Set and approved by Board in April Current rate is $1.14 (CAD$ x .8773)

$1cad = .87usd

$100cad = $87.73usd

$150cad = $131.59usd

The How’s, Why’s and What’s of RP

The Nuts & Bolts

Who, What & Why

Chapter activities

PAOE Reminders

RVC activities

Staff activities

And how it all ties in together

ASHRAE Specific Terms Members

Individual Donors 3,268 donors

NonMembers Company donors Chapter donors Golden & Platinum Circle Donors

2,354 donors

Fundraising Terms

LYBUNTS Last Year donors who haven’t given yet

this year

SYBUNTS Previous donors who haven’t given yet

this year and didn’t give last year

Non Donor Member who hasn’t given in 5+ yrs

LYBUNTS

Gave during the “last” campaign but haven’t given yet this year “Low Hanging Fruit”

Know Research Support ASHRAE Involved

Majority of Donors Easiest donation to get …..

and yet ……

On June 30th, 2010 … 7pm …

1,800 LYBUNTS

$388,000

2009-10 Campaign:$2,075,000 raised from 7,000 donors ($45,000 & 500+ than

last year!)

Why do LYBUNTS exist?

The reality of life 50%-75% of donors renew

We do have duplicates in the system

The single biggest reason ….

No one asks for their support

“Thank you so much for your support last year and I hope that the

Metro Chapter can count on you again this year!”

Don’t worry about it

They’re not going to ask a question you can’t answer Why should I give? What’s in it for me? How much do you want? Where should I send the check?

Even if they do … “You know, let me check on that and I’ll call

you back”

ASHRAE Resources for LYBUNTS 10 Yr History Report

How much they gave in the past Max amount in 2-3 yrs

Why they gave Specific areas of interest

Special events? Ad sales? Show sponsor?

SYBUNTS

Gave in previous campaigns but haven’t given yet this year “Middle Fruit”

Know Research Supported ASHRAE in the past Involved or were involved

Associated with a big mystery ….

Why did they stop giving?

Lots of possible suspects Stopped being involved in the Chapter

INVITE them back! Reach out and make the personal connection

Upset Never underestimate the power of emotions

Find out what and/or Contact your RVC or Staff

Out of the industry Thank and let Staff know

The biggest & most likely culprit …

No one asked ASKThankRe-educate about ResearchAsk Specific amount

Non-Donors

Haven’t given in at least 5 yrs High Fruit

Lots of work but potentially big pay-offs

May not be active Chapter members

May be younger or older & feel they have less resources

Non-Donor First Steps Find the disconnect & work to solve it

Not involved with the chapter? Not informed about ASHRAE Research?

Or would other funds interest them more?

Just never been asked?

ASK for their support Specific amount Specific instructions Follow up

How to find donors

10 yr History Report Real Time Reporting

www.ashraerp.com

AHR Expo List Who is at the January Show from your

area?

Your Member List & Community Local employers, companies, suppliers

Who do you do business with?

Paper Chase with Meaning

Summary Form Full Circle Worksheet

How you send in the $$$ Like a deposit form at

the bank Contributor Numbers Full address if no #

Contact name! Phone number!

Two types – use what is easier for you OR create your own!

Deadline: 11/15/2010 MUST send in the form

All the Chapter Officers Minimum of $100

Great first meeting activity Travel vouchers?

“I’m not asking you to support something I don’t support”

RP & PAOE

“You can’t spend Points at the Piggly Wiggly”

Make your Goal, do the activities that support Goal & the points will happen

Put in by Staff, tracked on the Spreadsheet Let us know of Chapter activities!

So … how much do I raise? Goal

Not based solely on what you did last year!

High 5 H5 High 5 Award

Challenge

All Important Goal Dates

December 30th

30% of Goal met

June 15th 100% of Goal met

June 30th ULTIMATE DEADLINE – if it’s not in

Headquarters, it doesn’t count

Donor Recognition

“Honor Roll” level HVAC&R Coin

‘Years of Giving’ Coins October Journal Listing

AHR Expo Listing Chapter & Regional Display Listing Beyond “Stuff”

Saying Thank You

Monthly Spreadsheet & Reports “Real Time” Donor Report

www.ashraerp.com www.ashrae.org/rp Same user name/password as your

Members’ only access log-in

Spreadsheet emailed Monthly Compares LYTD with YTD Goals, High 5 & Challenge

RVC & Staff responsibilities too!

Chapter Chair Responsibilities

RVC Responsibilities

To support, encourage & help you reach Goal Monthly Contact Thanking donors by 12/15

Top 20 Regional Donors

Coordinating Solicitations by 5/15 Top 20 Regional Donors

Advice

To support and help the Region reach Goal

Your Responsibility

To Make or Exceed Goal

Your Responsibilities Make or Exceed Goal

or at least do better than the year before

Ensure that Research is an active part of your Chapter’s activities

Thank donors Last year & current year

Solicit all types of donors Companies & Members

Use resources wisely

Staff’s Favorite Words

“Don’t worry, Patricia - I know this is a major donor and I know how important this is for the Chapter. I’ve been in contact with them, have a Plan B if I don’t hear from them by such&such date. I’ll take care of it.”

Staff’s Least Favorite Words

The Good, the bad and the Seriously?

* Names have been deleted to protect the guilty

Chapter Websites*

The Seriously?Where to begin ….

The BadWhat’s good? What’s bad?

The Good

Good Website

Listed current donors

Listed last year’s donors THANK YOU!

Where the campaign is this year

Links to donate, find info and events

Everyone has one, let’s take advantage

Chapter Newsletters

Chapter Newsletters

Should compliment the websites

Reference what’s going on Thank You Please join us

What Research is Area interest General interest

or .. What do I do now?

The First Steps

Or maybe more like ….

I’m new and I’m already lost, confused and overwhelmed!

Step #1

Attend the Centralized Training

Get Training Manual and Chapter CD. Meet your RVC and Staff & get Goal Ask all the questions you need to make

sure you know the 3 ‘biggies’ – What, Where and Who

The 3 ‘biggies’

What is RP & what am I doing?? And why didn’t I volunteer to be historian instead???

Where to start once you leave training

Who to contact if you don’t know the What and the Where

Step #2 When you get back - pull out the calendar

and put it some place where you can see it

Don’t lose it! If you do lose it, print it out again from your CD

Fill out your Action Plan based on the Timeline AND your personal timeline Reference that if you’re unsure what you should

be doing or call your RVC or Staff

Step #3

Sharing ….

Share … Goal with your Board & Chapter Officers

for their buy-in and commitment! Full Circle Time

Goal and RP Calendar with your Chapter! Special Events Donor Recognition Full Circle Completed RP Night

This is where your Newsletter & Chapter website helps!

HALF WAY DONE AND YOU STILL HAVEN’T HAD TO

MAKE ANY SCARY CALLS OR ASK (MUCH) FOR MONEY!

Step #4

Run the 10 Yr History Report Sort it

Last year’s donors on top, highest first Adjust the view Adjust the font Adjust the column width Take a deep breath & complain this

is going to take too long (it won’t – I promise)

Just do it

Pick up the phone & call the first person who is: A donor from last year Someone you know (past RP Chair maybe?) A medium size donor

Do you want your first call to be asking for $10,000?

THANK them for giving in the past“Thank you so much for your support last

year !”

and …

You’ve just made your first donor solicitation!!

Only 50+ more to go!

Step #5 Keep making calls, contacts, solicitations

People should KNOW what you’re going to say to them by January and throw money at you JUST to make you go away

Run your Real Time Reports Monthly Have people given like they said? Have they given what you expected?

Follow up as needed

USE the donor call sheets & lists sent to you by Staff

Lists from Staff

Not just for OUR benefit but YOURS!

Expo Companies Matching Gift Lists

Trane Johnson Controls

Upsell Donors Donors who are close to Honor Roll Level

‘Decreased’ Donors

The Big One

Missing it can undo all previous steps

(except #1 since we can’t go back in time)

Step #6

2009-10 RP Campaign

A new all time HIGH was missed by

$6,134

July 1st – 2nd, 2010

Late 2009-10 Money Received:

$8,775

6 Easy Steps to making Goal1. Attend & Learn2. Plan3. Share4. Ask5. Use6. Send it in

And the 7th … bonus step that makes it all much better

Smile ... It’s going to be FUN