Planning, Running and Promoting Successful Chapter & Council Events and Activities

Workshop Agenda 1:15 - Why events lead to chapter growth (Jeff Yates) 1:30 - What types of events do members want? (Jeff Yates) 1:45 - Workdays - Example engagement event (Henry Koltz) 2:15 - Group Exercise Plan a chapter event 2:45 - Tools to help you succeed (Jeff Yates) 3:00 - Discussion and Q&A 2

Growing Your Chapter By Attracting More and New Members Going from this To this 3

Why Run Events?

We KNOW It Works - Case Examples Gateway Chapter (MO) Founded 18 months ago Focused on community and conservation events Nearly 800 members Active and engaged Community awareness Many partners attracted Mianus Chapter (CT) 40 years old - stagnant Grew to 600 members Active: 285 members attended at least 1 event 60 members identified as potential future leaders Volunteer hours up 104% Banquet revenue doubled 8

Survey Says Members report they would participate in the following activities if offered by their chapters Conservation projects protect, reconnect, restore, etc. Fishing outings Speakers and presentations at meetings 39.31% 38.71% 37.10% Stream monitoring programs temp loggers, bugs, fish tracking, etc. Tying and casting classes Regularly scheduled meetings 27.02% 29.84% 30.65% Community events festivals, tradeshows, etc. Veterans program events casting/fly tying, rod building, fishing days, etc. Youth program events education, casting/fly tying, camps, fishing days, etc. 14.31% 14.52% 13.71% Other Women's programs & events Social media (Special interest groups on TU.org, blogs, Facebook, Twitter, 1.81% 6.45% 5.85% 0.00% 10.00% 20.00% 30.00% 40.00% 50.00% 9

Survey Says Reasons TU members attend chapter meetings and events Quality of the speakers and presenters 63.40% Learn about chapter conservation projects 43.81% Netowrking with others 34.02% Camaraderie 53.09% Learn about volunteer opportunities and ways to engage in TU Learn new fly patterns and fishing techniques Convenient location Other Convenient date and time 3.61% 7.22% 7.73% 27.32% 25.26% Learn about new fishing locations Interest in fishing of all types 0.00% 10.00% 20.00% 30.00% 40.00% 50.00% 60.00% 70.00% 10

Survey Says 33.33% of members ages 18-35 are interested in serving in a chapter leadership position Are you interested in serving in a Chapter leadership Position? 18-35 36-55 56-65 66-75 76+ Yes 33.33% 15.71% 9.50% 11.73% 3.85% 11

What Your Members Want Your chapter members joined TU for a reason, they: Want to make a difference, especially in their community Want to be part of something that matters Want to get their kids outdoors and involved in conservation Want to belong to a community that shares their beliefs Want to learn from you how to fish, tie flies etc Want to have FUN 12

What An Engaged Chapter Looks Like Less Like Monthly meeting in a church basement, an annual banquet and a fly tying class Old White Guys Fishing club Limited communications and interaction with members More Like Range of events including fishing, volunteering and social activities Diverse membership Community that is open to all Focused communications and member cultivation 13

What An Engaged Membership Looks Like 14

Volunteer Projects 15

Volunteer Projects 16

Volunteer Projects 17

Learning Opportunities 18

Learning Opportunities 19

Youth & Family Events 20

Youth & Family Events 21

Youth & Family Events 22

Community Building 23

Community Building 24

Fishing Trips 25

Fishing Trips 26

Fishing Trips 27

and Yes, Chapter Meetings 28

Case Study Southern Wisconsin Chapter 29

How Workdays Changed SWTU Before 10-15 members per meeting Perceived as a fishing club 1 workday from 2002-2005 Little member service No education programs After 50-100 members per meeting 100 workdays completed 35-40 volunteers per project Increased member engagement, fundraising and partnerships Strong agency relationships Improved communications Many education programs 30

How Workdays Changed SWTU Workdays did more than restore streams, they: Put our chapter on the map Provided stories for us to communicate Gave our members something to be proud of Allowed us to meet our members and build relationships Opened the door to new partners and new chapter leaders 31

Give Your Chapter Something to Rally Around Running a successful workday involves 1. Front end planning 2. Establishing a volunteer network 3. Staffing the project event 4. Free lunch, fishing and fun 5. Post-event follow-up and cultivation 32

Front-End Planning Pick the project Set goals beyond conservation Join or build partnerships Assign tasks to leaders 33

Establishing A Volunteer Network Communicate volunteer needs through many outlets: Newsletter, emails, website, cold-calls and meetings Posters, flyers, social media Other similar organizations Build your volunteer contact list Set clear expectations of volunteers so they know what they re signing up for 34

Staffing the Project Event Coordinate carpool/parking Have an introductory talk and explain why the project is important to TU s mission Demonstrate how to do the work Discuss safety Break into teams 1 leader per team 35

Free Lunch, Fishing and Fun Workdays should be 4-5 hours Free lunch should always be included in any event Fishing before/after the project is a big plus Have local members / leaders on hand to help volunteers Have fun and enjoy the camaraderie 36

Post-Event Follow Up Thank your volunteers By letter, by email, in the newsletter and on Facebook Spread the word of your success In newsletters In the local media Reach out 1-on-1 to volunteers who have expressed interest in taking on a leadership role 40

Group Session Planning An Event Lets plan a fly fishing clinic together Expected attendance 100 people (30 kids) What do we need? Goals for the day Venue and logistics Volunteer roles and numbers needed Communications Partners Follow-up 41

Tools You Can Use www.tu.org/tacklebox 42

Angler Science Tools www.tu.org search angler science TroutBlitz Stream Temperature Monitoring Didymo Sampling Marcellus Shale Monitoring Stream Water Quality River s Calendar Local chapter examples 43

Tools for Planning a Women s Event Women s Seminar Planning Documents Videos, pictures, PowerPoints Brochures and Fliers Chapter Meeting and Event Ideas And More 44

Fundraising Tools TU Fundraising Program TU Guide to Fundraising Creative Fundraising Ideas Volunteer Mentor List Banquet Guide & Planner And More 45

Tools You Can Use COMING SOON Online store for leaders (brochures, hats, stickers ) Event promotional printing (posters, flyers, postcards, tickets, invitations) Banner and event signage templates and vendors Event-in-a-box planning toolkits And more 46

Tools You Can Use COMING SOON 47

Upcoming Trainings Oct. 7 - Financial Reporting and IRS Filing Oct. 15 - Embrace-a-Stream Grant Application Nov. 12 - Running a Successful Fly Fishing Film Tour Event Dec. 10 - TU Who? Effective Strategies for Getting Your Chapter or Council the Press Coverage it Deserves Jan. 14 - Planning a Volunteer River Cleanup and Planting Project 48

Questions & Comments 49