Table of Contents 2013 BAT COMMITTEE MEMBERS... 3 DETAILS AND CHARITIES... 4 WAYS TO GET INVOLVED... 5 WAYS TO GIVE... 6 BAT CONTRIBUTION FORM... 7 BAT TEAM ROSTER... 8 SAMPLE BAT CORPORATE SPONSOR LETTER... 9 BAT BANNER DESIGN FORM... 11 SAMPLE BAT THANK YOU CORPORATE SPONSOR LETTER... 12 HELPFUL HINTS... 14 INDIVIDUAL MEMBER RECOGNITIONS... 15 2
2013 BAT COMMITTEE MEMBERS Mike McCloughan, Chair Craig Bowles, Event Organizer (Photography & Decorations) Bill Pine, Raffle Director Chan Zucker, Sponsorship Relations Rich Pettruny, Communications & Banners Brenda Finlayson, Silent Auction Kala DiCiero, Queen Pin & Lane Organizer Ken Krall, Sponsorship Relations & Finance Theresa Bryant, RCHR President Richard Brinkley, Immediate Past President Steve Waters, Advertising John Kablach, Printing Winifred Bragg, Communications Don Meadors, Fund-Raising Awards & YOU!!! 3
DETAILS AND CHARITIES Saturday, February 9, 2013 AMF Norfolk Lanes 2441 East Little Creek Road Norfolk, VA Start Time: 12:30 PM For more than 30 years the Rotary Club of Hampton Roads (RCHR) has carried out humanitarian and educational projects in the local community and internationally. This year the club will continue that tradition and would like you to join with us by making a contribution to the Rotary Club of Hampton Roads Foundation. The TEAM that counts... the 2013 Bowl-A-Thon Charities The charities we will be sponsoring this year are: Edmarc Hospice of Children David Mulvey Memorial Star Program The Dwelling Place Kempsville High School Leadership Program & Workshop Lee's Friends St. Mary's Home for Disabled Children Tidewater Council, Boy Scouts of America Landstown High School Governor's STEM Academy Program Rotary Club of Hampton Roads BOD's Emergency Response Rotary Club of Hampton Roads Dictionary Distribution Rotary Club of Hampton Roads Donor Advised Fund The Rotary Foundation 4
WAYS TO GET INVOLVED Become a Bowling Team Captain (60 Lanes available) Select your team of 5 Encourage your team members to secure sponsors & provide them with the sponsorship packages On or before January 25, 2013 collect $8 from each of your bowlers (covers 3 games & shoe rental). Please make one check for $40 to the RCHR and return it to Kala DiCiero or bring it to the event Ensure that you have the completed copy of the sponsor sheet from each bowler. (Keep in mind that you can certainly ask for donations long after bowling day). Record the amounts collected by each bowler on your team roster. The donors contributions are tax deductible and their canceled checks are their receipts. However on request, the Rotary Club of Hampton Roads will issue receipts; simply fill out and complete the receipt form. Encourage bowlers to send thank you notes to sponsors. Turn in all contributions, sponsor/pledge sheets and completed team roster with amounts collected by each team member s name to Ken Krall, as soon as possible or at the latest by February 22, 2013 Become a sponsor or secure sponsors for the event Levels of Giving $100: Copper $300: Bronze $500: Silver $1000: Gold $2,500: Platinum Purchase BAT Raffle Tickets Sell BAT Raffle Tickets Donate an item or two to the silent auction Family Vacation Package Chocolates Dinner for Two Gift Certificates Spa Day for Two Fun & Crazy items Join the volunteer BAT committee Invite friends, family, coworkers and others to Super Bowl 2013! Even if they don t bowl they can make a difference! 5
WAYS TO GIVE... CASH CHECK Make your check payable to The Rotary Club of Hampton Roads Foundation and complete the enclosed RCHR Contribution Form. The RCHR Contribution Form is also available on our website. Send your check and the completed form to the address below: Hampton Roads Rotary Club P.O. Box 66123 Virginia Beach, VA 23466-6123 TOOLS TO HELP YOU SUCCEED... Sponsorship Packages: Brochures & Contribution Forms Evites Raffle Tickets Sample letters Our website: www.rotaryhamptonroads.org 6
BAT CONTRIBUTION FORM Please indicate on the Bowl-A-Thon Contribution Form the personal email address for personal contributions and the Website and Business email address for Corporate Sponsors. 7
BAT TEAM ROSTER Team Captain: Bowler #1: Bowler #2: Bowler #3: Bowler #4: Bowler #5: The goal for your team is $250. You can achieve this in any of the following ways or a combination of ways: Bowling team personal sponsorships and personal contributions Corporate sponsorships Team Captain Each team member should be provided a copy of the 3-part donation form which are available from Kala DiCiero. Team members should be encouraged to collect the sponsorship donations prior to the Bowl-A-Thon if at all possible and turn in the money at the event. Otherwise, bowlers and team captains should collect the donations as soon as possible after the BAT and turn them in to Ken Krall at a Club meeting. Original Roster Kala. Copy Team Captain. 8
SAMPLE BAT CORPORATE SPONSOR LETTER January, 2013 Dear Mr./Ms. Very Important Corporate President: The Rotary Club of Hampton Roads is sponsoring the 2013 Super Bowl Bowl-A-Thon on Saturday, February 9, 2013 at the AMF Norfolk Lanes in Norfolk, VA. Last year, we raised more than $37,000 to distribute to 11 charities committed to families at this event. For more than 16 years, the Rotary Club of Hampton Roads has supported humanitarian and educational programs with the proceeds from the Bowl-A-Thon. I would like to ask you to join with us as we continue that tradition by becoming a corporate sponsor this year. Corporate sponsorship is vital to the success of our event each year and this year is no different. I would greatly appreciate your support. I have included a brochure which highlights the charities we will be supporting, the benefits available to our donors and the different levels of giving. I hope you will be generous this year. Would you consider providing a gift of $100 or more to the Rotary Club of Hampton Roads Foundation? If you provide a gift of $300 or more, we will need a camera ready copy of your company s logo for a 3 foot banner which will be displayed at the Bowl-A-Thon. Your company banner will also be displayed throughout the year at a number of Rotary Club events. For a complete list of benefits of sponsorship and information about where to send your generous gift, please review the enclosed brochure. Last year over 350 local community leaders, business leaders and their associates and family members participated in the Bowl-A-Thon. We hope even more individuals and companies will join us in 2013 as we lead our team to victory! We are committed to raising funds for 12 charities and I would like to thank you for your consideration in helping us in this endeavor. Together we can make a difference in the lives of many families in the Hampton Roads area and beyond. Sincerely, Herbert Taylor 9
SAMPLE BAT CORPORATE SPONSOR LETTER November 30, 2012 Mr. XXXXXXXXXX Branch Manager Scott & Stringfellow, Inc. 500 East Main, Suite 300 Norfolk, Virginia 23510 Dear Sam: On behalf of the Hampton Roads Rotary Club, we thank Fredrick and Tubman, Inc. for the continued support of our annual Charity Bowl-a-thon. This year the event is scheduled for February 9, 2013 with proceeds going to those charities in the area listed on the attached. This note comes at a time when giving and sharing only seems appropriate. We hope you will, again, support our efforts as a corporate sponsor. The RRG Investment Group will match your gift of $250 or more. For Corporate Sponsors participating at the $300 level and above, we will display your 3x6 corporate banner or have a commercial graphic designer create a banner with a camera ready corporate logo (provided by you) to be displayed at the Bowl-A-Thon. Corporate Sponsor banners will also be displayed throughout the year at a number of Rotary Club events. For a complete list of benefits of sponsorship and information about where to send your generous gift, please review the enclosed brochure. The enclosed brochure also highlights the charities we will be supporting, the benefits available to our donors and the different levels of giving. Last year over 350 local community leaders, businesspersons, their associates, and family members participated in the bowling event and viewed the sponsor list and banners. Thank you in advance and the very best seasonal wishes to you and yours. Very sincerely, S. William Rhode Vice President Scott & Stringfellow, Inc. ATTACHMENTS 10
BAT BANNER DESIGN FORM If you provide a gift of $300 or more, we will need a camera ready copy of your company s logo for a 3 foot banner which will be displayed at the Bowl-A-Thon. Your company will also be recognized throughout the year at a number of Rotary Club events. Business Name: Business Address: Contact Name: Phone Number: Email Address: Please email your camera ready artwork/logo to rpettrun@verizon.net by January 20, 2013. You may also attach your artwork/logo to this form and return it by January 20, 2013. 11
SAMPLE BAT THANK YOU CORPORATE SPONSOR LETTER January 3, 2013 Mr. Fibber Magee ABC Closet Organizer Company 79 Wistful Vista Smithfield, VA 23430-1234 Dear Mr. Magee: We are grateful for your generous contribution of $500.00 to The Rotary Club of Hampton Roads Foundation for the Club s Bowl-A-Thon. Your donation, combined with many others, will permit us to provide support to the following charitable and educational organizations: Edmarc Hospice of Children David Mulvey Memorial Star Program The Dwelling Place Kempsville High School Leadership Program & Workshop Lee's Friends St. Mary's Home for Disabled Children Tidewater Council, Boy Scouts of America Landstown High School Governor's STEM Academy Program Your contribution is most appreciated. It will help make a difference for children and adults in Hampton Roads and beyond. Thank you very much. Sincerely, Richard Brinkley President The Rotary Club of Hampton roads Foundation is a 501(c)(3) organization. Donors may deduct contributions as provided by Section 170 of the Internal Revenue Code. Your contribution is fully deductible because no goods or services were provided in return for it. 12
Thank You Notes are VERY IMPORTANT Doesn t it make you feel good to get a handwritten note of gratitude from an appreciative person? It means much more if you can just take a few minutes and write a few lines of thanks in your own words. Please make this personal. Include a copy of the Four Way Test which is available from Bob Herd with your thank you note. Sincerely, Philip Wellman And the Beneficiaries 13
HELPFUL HINTS FOR BOWLERS: As a Rotary Bowler, you are requested to obtain pledges for your total bowling score obtained in three games. For example, if you obtain a pledge of $.05 per pin and you bowl a total of 300 points in the three games, the pledge value is $15.00. You may find it more convenient to obtain a single cash donation from the donor rather than revisit the donor to collect the pin total after bowling. FOR TEAM CAPTAINS: 1. Each Rotarian fields a team of five and he/she is usually the team Captain. Motivate your bowlers to collect sponsorships. Remember, you will get credit towards your Paul Harris Fellow recognition for an amount close to one-half the total contributions collected by your team. Provide them with copies of the BAT Brochure. 2. Call your team members and remind them to be at AMF Norfolk Lanes (located at 2441 East Little Creek Road, Norfolk which is located near the corner of East Little Creek and Azalea Gardens Road, phone 583-1571) by at least 12:15 p.m. on Saturday, February 9, 2013. You should be at AMF Norfolk Lanes by 12:00 p.m. to greet your team members. The program will start at 12:30 and Bowling will start at 1:00 p.m. 3. Remind your team members to bring their sponsor pledge sheets as well as the contributions with them. 4. On or before January 25, 2013, collect payment for bowling from each team member ($8.00 each for three games and shoe rental). Please make one check in the amount of $40.00 (for five bowlers) payable to the Rotary Club of Hampton Roads and give it to Kala DiCiero prior to the Bowl-A-Thon, or bring it with you to the Bowl-A-Thon and give it to the Rotarian at the sign-in table at AMF Norfolk Lanes. This will sign in your team. 5. After signing in your team, make sure all your team members are present and go to the Main Desk for your lane assignment and issuance of bowling shoes. 6. Make certain no one bowls any practice games since they are not paid for. 7. Please use the bowler s last name on the scoreboard to get an accurate lane count. 8. Keep track of your scores to calculate sponsorship amounts if you have per pin sponsors. 9. After the bowling ends enter your total pins on the sponsor sheet and calculate total pledges. (For example, at $.05 per pin, 425 pins equals $21.25 from that particular donor). 10. Before you leave the bowling alley, coordinate your scores and record amounts to be collected with Kala DiCiero. Make sure the bottom copy is legible before turning in the top copy. You will need this to make collections. 14
INDIVIDUAL MEMBER RECOGNITIONS As we get closer to Bowl-A-Thon 2013 additional recognition gifts will be announced for 2013 $1,200 TOTAL DONATIONS $800 TOTAL DONATIONS $300 TOTAL DONATIONS Distinctive baseball cap. This will be an instant recognition prize. When the member s total amount turned in reaches $300, the cap will be awarded. $ 100 TOTAL DONATIONS 15