Dive4Change Tool-Kit. Planning a Successful NAUI Green Diver Initiative Event

Transcription

1 Dive4Change Tool-Kit Planning a Successful NAUI Green Diver Initiative Event 2016

2 Contents About NAUI Green Diver Initiative 3 GDI Mission Why Raise Funds for GDI? Types of Events.. 4 Sample Events Safety First Register your Event. 6 Fundraising Event Promotional Packages Fundraising Event Registration Form Plan your Event.. 8 Event Budget Promoting your Event 9 Documents 10 Sample Press Release Sponsor Request Letter/ Template Post-Event Thank You Sponsor Letter/ Template Award Certificate Template Post-Event Reporting 14 Dive4Change Tool-Kit Page 2

3 About NAUI Green Diver Initiative Mission The NAUI Green Diver Initiative empowers individuals to preserve and conserve our ocean planet. Formed by the National Association of Underwater Instructors (NAUI Worldwide), in association with the Disney Worldwide Conservation Fund (DWCF), the NAUI Green Diver Initiative (GDI) is a community of individuals dedicated to conserving and preserving our aquatic world. Celebrating our 5 th anniversary, GDI is a grass-roots organization fueled by NAUI Worldwide members and friends. Although divers are important to our community, GDI is open to everyone. Members may be environmental activists, scientist, beach-goers or boaters, but they all share a common and genuine concern for the vitality of the environment. Through the GDI online portal, individual GDI members can create and customize a personal profile page. This online tool allows members to document and share their environmental initiatives with the world. Why raise Funds for GDI? As a registered 501 (c) (3) organization, GDI receives funding from private donations and grants. While currently a young organization, GDI is already building a reputation for supporting projects across the globe, including: Ocean debris and beach cleanup events Coral reef preservation and restoration projects Marine life preservation programs Native plant preservation programs Environmental research grants By supporting GDI with your fundraising event you are providing essential resources for GDI to support even more projects. 100% of every dollar donated to the NAUI Green Diver Initiative directly funds programs and projects supported by GDI. All administrative costs, including access to online profile pages and tools, are provided by NAUI Service Group, Inc. The Green Diver Initiative is FREE to join because of donor support. We pride ourselves on giving back to our donors and members by providing grants and sponsorships for projects related to the preservation and conservation of our oceans and waterways. A vibrant and clean environment is vital for the long-term sustainability of the diving industry. Thank you for making an impact! We couldn t do it without you. Dive4Change Tool-Kit Page 3

4 Types of Events Select the right event for you Organizing a fundraising event is a fun and rewarding activity that not only helps support the NAUI Green Diver Initiative, but also spotlights the positive impact your business is making on the community and your local waterways. Choosing an event that is fun and memorable is easy with just a little creativity and planning. You are fortunate, as a diver, to participate in a unique adventure sport. Leverage this opportunity to organize an event that is not like your every day bake sale, car wash or fun run. Get your creative mind going and have fun selecting an event that will put a positive spotlight on you, your business and community. Keys to a successful event Select a manageable environmentally friendly event Set and track your goals Collaborate with your community Thank your donors and sponsors Recruit and engage volunteers to help you HAVE FUN! Sample list of events Below are some ideas to help spark your creativity. It is important to remember that not every event needs to be dive-related. Depending on your goal, consider selecting an event that involves divers and non-divers. Holiday Related Event Create an event incorporating a holiday theme: Trashy Diver Contest Dive4Change Day Earth Day Raffle Give some Green Dive Shop Day Halloween: Underwater Pumpkin Carving Contest St. Patrick s Day: Green with Envy underwater treasure hunt Easter: Conduct an eco-friendly easter egg hunt (no plastic eggs!). Use your local waterways, and have participants use kayaks or canoes. Participate in the Roddenberry Adventure s Trashy Diver Contest, sponsored by NAUI Green Diver Initiative. To learn more about this annual GDI event visit: Organize a special dive charter with a portion of the charter s proceeds benefiting the NAUI Green Diver Initiative. Plan a community wide NAUI Green Diver Intitiative beach clean-up event. Collaborate with other dive shops, local government agencies and neighborhood businesses. Work with local businesses and dive manufactures to donate prizes. Incorporate a percentage of your sales to GDI. Advertise your sale as a benefit for NAUI Green Diver Initiative. Dive4Change Tool-Kit Page 4

5 Safety First NAUI Worldwide believes in Dive Safety Through Education. Promote a fun and safe environment for your event participants. Below are some safety tips to consider (This is not an comprehensive list): Make sure all divers are certified to the level needed for the conditions of the dive. Require participants to show their card as they arrive for the event. Know your dive site. Choose a familiar site; map the site noting natural/manmade landmarks and areas of strong currents. Practice Green Diving. Stress the importance of protecting the diving environment through proper buoyancy control. Emphasize personal responsibility in your dive briefing. Plan your dive. Dive your plan. Have all participants sign appropriate forms. Remember to include any liability release and model release forms (photography). Confirm your insurance policy protects you and your store from liability. Emergency Planning: o Assign safety teams to assist and track participants in and out of the water. Include captains that are NAUI-certified in rescue diving. o Assign Divemasters underwater to assist and monitor divers below. o o Conduct a pre-event emergency planning meeting for all event volunteers. Set up a First Aid Station. Depending on the size of your event consider working with local emergency agencies to ensure the right level of first aid care is provided. Consider any special equipment needed, like oxygen and an AED. Other Considerations Have a weather plan in place. Monitor the weather before and during the event. Consider including an inclement weather date when promoting your event. Permits. Contact your local government office to determine if there are any permits that are required. Be aware of environmental regulations. Every region has different rules in regards to activities conducted in protected environments. Contact regulation officials to ensure your event is in compliance. Mention you are promoting a NAUI Green Diver Initiative with the mission of preserving and conserving our ocean planet. Create an event checklist. Public restrooms. Be sure you have the proper facilities available for the size of event. Contact your local waste management office for more information. Dive4Change Tool-Kit Page 5

6 Register your Dive4Change Event Fundraising Event Promotional Packages Thank you for your interest in supporting the NAUI Green Diver Initiative (GDI) with your fundraising event. Below is a menu of promotional services GDI will provide to make sure your event is a huge success. To receive a support package, mail or your completed NAUI Green Diver Initiative Event Fundraiser Registration form on page 7 at least ONE MONTH in advance of your event to: NAUI Green Diver Initiative NAUIGreenDiver@NAUI.org 9030 Camden Field Pkwy Riverview, FL Fundraiser Event Levels (Estimated Donation to NAUI Green Diver Initiative after event): Package 1: $5,000+ Package 2: $1,000 $4,999 Package 3: up to $999 Important Information All properly completed registration forms must be filled out and received by the NAUI Green Diver Initiative office at least ONE MONTH in advance of your event. All packages will be sent to the event coordinator listed on the Event Fundraiser Registration form New events will be given Package 3. This can be negotiated by calling the NAUI Green Diver Initiative office at (813) *Promotional items are subject to change depending to availability Package 1 Package 2 Package 3 NAUI Brochure Package* NAUI GDI Tank Decal* NAUI GDI Car Window Decal* NAUI GDI Temporary Tatoos* NAUI GDI Flag* Yes (2) Yes (1) Yes (1) Raffle Prizes* Select 3 of any combination: NAUI Scuba Diver System (1) NAUI Scuba Diver System (1) - NAUI Scuba Diver Education NAUI Advanced Scuba Diver System System (1) - Advanced Scuba Diver System (Up to $300 MSRP) NAUI GDI Water Bottle (5) NAUI GDI Water Bottle (10) Listing on NAUI Worlwide Yes Yes Yes and GDI Websites Post on NAUI and GDI Yes Yes Yes social media pages Free Fundraising Website Yes Yes Yes Listing in at least one Yes Yes - edition of Sources At least one E-blast Yes Yes - At least one NAUI Yes - - representative (must have 4 months advance notice) Spotlight article in Sources Yes - - Dive4Change Tool-Kit Page 6

7 Register your Dive4Change Event Fundraising Event Registration Form Thank you for your interest in supporting the NAUI Green Diver Initiative (GDI) with your fundraising event. Please complete this form to register your event with GDI. This form will be used to assign a GDI promotional package for your event (Page 6). Contact Information: Organization/Business Name: Address: City: State: Zip: Contact Phone: Country: Contact Name: Contact Shipping Address No P.O. Boxes please (if different): City: State: Zip: Country: Event Information: Title of Event: Start Date: Event Description (please attach all promotional material): Type of Event: End Date: Event location (Address if available): Event or Host Website: Expected Attendance: Past Attendance: Fundraising Goal for Event: $ NAUI Member Number (if applicable): Please or mail this form along with promotional material and photos to: NAUI Green Diver Initiative 9030 Camden Field Pkwy Riverview, FL NAUIGreenDiver@NAUI.org Dive4Change Tool-kit Page 7

8 Plan your Event Sample Fundraising Event Planning Schedule Tracking and documenting your event is vital for the overall success of your event. the GDI office at to receive a downloadable version of this form. Dive4Change Tool-kit Page 8

9 Promoting your Event With a little strategic planning, your event will be a hit! The following is a list of promotional ideas: Tips: Utilize free services, like social media and local news agencies. Be consistent with your messaging. Consider posting a save-the-date to your signature, on social media sites and through the local media. Press Release Poster/Flyer Newsletters/Website Event Swag Newspapers Social Media TV and Radio VIP s NAUI Dive4Change Website Contact your local media outlets to detemine deadlines for submitting. A sample press release is provided on page 10. Create a colorful and catchy flyer to hang up in your business. Ask local businesess and sponors to hang them on their storefront. Create a.pdf version so you can send it via . Encourage your staff to push the event when they are interacting with cutomers. Post your save-the-date, event logos/images and flyer.pdf in your business newsletter and/or on your website homepage. Invite staff photographers to attend the event to capture images. Create a custom t-shirt, hat or other apparel for your event. Have fun with it! Once you send a press release, consider setting up an onsite interview. Inquire about any free services provided for events that may support a non-profit. Set up and event through your Facebook page. Send an invite to all your friends. Create a unique Twitter hashtag (#) for your event. Include #GreenDiver, #NAUI and #Dive4Change in your posts so we can help promote your event. Use Twitter and Instagram during the event to share updates and photos. With advanced planning most local stations and cable companies will offer free public service announcements about local events and fundraisers. Contact local morning and rush-hour shows to do a live broadcast the during your event. Do you or your clients know any local or regional celebrities? Invite them to make a public appearance or provide a quote. Don t forget to contact any government officials. Election years are the perfect time. Candidates look for public events to attend. NAUI Worldwide and NAUI Green Diver Initiative will promote your event. See qualifiying levels of support the on page 6. Create your own FREE Dive4Change social fundraising website to promote, solicit and track your donations! Dive4Change Tool-kit Page 9

10 Documents Press Release FOR IMMEDIATE RELEASE Contact: (Coordinator Name) (Phone Number) Local Dive Shop s Event Rallies the Community to Preserve our Waterways (Dive Shop Name) to Organize (Type of Event) in Support of the NAUI Green Diver Initiative (Your City, State, and Country) (Date) (Dive Shop Name) of (City) has planned an event supporting the NAUI Green Diver Initiative, a 501(c) (3) non-profit dedicated to empowering individuals to preserve and conserve our ocean planet. This year s event will take place on (day of the week), (month date, and year) at (location). More than (# of participants) divers and water enthusiasts are anticipated to attend. The event is open to the public and begins at (time of event a.m. or p.m.). [*** Write a short quote about your event, why it is important and why you are supporting NAUI Green Diver Initiative with your event***] [List any entry fees, big ticket raffle or silent auction items and ticket price] Thank you to [name(s) of sponsor(s)] for sponsoring this event. Limited space is still available. Contact (Contact Name) at (Contact Information) by (Deadline Date and Time) to reserve your spot. About NAUI Green Diver Initiative Formed in 2010 by the National Association of Underwater Instructors (NAUI Worldwide), in association with the Disney Worldwide Conservation Fund (DWCF), the Green Diver Initiative (GDI) empowers individuals to preserve and conserve our ocean planet. GDI is open to everyone, divers and non-divers with the common goal of taking action to protect our environment. Visit to join the movement for FREE. Create a custom Green Diver webpage to document and share your own actions to save our waterways. Dive4Change Tool-kit Page 10

11 Sponsorship Request Letter/ Tips: Contact manufactures you do business with regularly. Consider contacting your clients. Do they own or work for a local business? Be clear about recognition expectations. Only promise what you can deliver. Consider having sponsorship levels. (Date) Dear (Prospective Sponsor Name): On (Day of event, month date, and year), (Name of your business) will host our inaugural (type of event) as a fundraiser for NAUI Green Diver Initiative (GDI). We are excited to engage our community and do our part to preserve and conserve our local waterways. This event will be a huge success with support from businesses like yours. The (type of event) will take place at (event location). We are expecting a large group of (Number of participants) participants. All proceeds will directly go to support the NAUI Green Diver Initiative. To help make this event a success, we are asking for (sponsorships/donations) from the community we do business with. We will give your company recognition in our event flyer and in all press releases. In addition to displaying your company s name at the event, your website link will be listed on our website. Any help you can give is greatly appreciated and valued. If you have any questions please contact me at ( and phone number). Thank you for your consideration. Sincerely, (Your name) About NAUI Green Diver Initiative Formed in 2010 by the National Association of Underwater Instructors (NAUI Worldwide), in association with the Disney Worldwide Conservation Fund (DWCF), the Green Diver Initiative (GDI) empowers individuals to preserve and conserve our ocean planet. GDI is open to everyone, divers and non-divers with the common goal of taking action to protect our environment. Visit to join the movement for FREE. Create a custom Green Diver webpage to document and share your own actions to save our waterways. Dive4Change Tool-kit Page 11

12 Post Event Thank You Sponsor Letter/ Tips: Thank your sponsors and donors. Send a Thank You note within 48 hours after commitment. If items were donated, list them in the letter. Add a personal touch with a hand-written note. Follow up with a Thank You phone call. (Date) Dear (Sponsor Name): Thank you for making the (event name) a huge success! On (Day of event, month and year) we hosted over (# of attendees) participants for our inaugural (type of event). We raised $(Amount)! Because of (Sponsor Name), we were able to keep our expenses to a minimum allowing all proceeds to support the NAUI Green Diver Initiative (GDI). [***Give short description of the event, highlighting memorable stories or quotes.***] [***Consider adding a picture or two - include a photo of any event signage with the sponsor/donor name listed.***] Again, I appreciate your generosity and dedication to helping preserve and conserve our local waterways. I look forward to future collaborations supporting our community. Sincerely, (Your name) Dive4Change Tool-kit Page 12

13 Thank You for Helping Preserve and Conserve our Ocean Planet. Awarded to On

14 Post-Event Report Document your success so you will be ready to tackle it again next year. Event Coordinator(s) Committee Members Number of Volunteers Attendance: (registered/actual) Event Location Promotional Materials Expenses: (budgeted/actual) Fundraising: (goal/actual) Total Donated to NAUI GDI Sponsors Prize Donors Notes: What went well? Improvements? Want to share your success with us? We would enjoy learning about the event. Send a copy of this report to: NAUI Green Diver Initiative 9030 Camden Field Pkwy Riverview, FL NAUIGreenDiver@NAUI.org Dive4Change Tool-kit Page 14