SAMPLE OF SPONSORS SHEET
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GUEST OF HONOR
If it is possible to secure the interest of a well-known personality in local tennis circles, ask him or her to present the prizes to the top contestants, You might possibly set aside an hour for a tennis clinic if the guest of honor is willing to answer questions and give some advice. If so, get a photo of the guest and send it, along with a brief biography, with the media press releases. This would be a good situation for an on-the-spot radio or TV interview, so remember to suggest it to your contacts in the broadcast field.
If the guest of honor is from out-of-town and the budget will allow, the sponsors should offer to pay some of the travel expenses or offer hospitality in lieu of a hotel. A local personage could perhaps be entertained at dinner after the marathon and an offer to provide transportation to the site be extended.
A general chairman is especially important since the committees will have such a diverse field of responsibility. With the time element being so important, this is the person who must pull everything together on schedule.
The general chairman's own personal check list should include conferring with each committee chairman and offering his help with any sort of problem.
Early in the pre-event weeks he should work closely with the Publicity Committee to see that enough participants are volunteering and with the Site Committee to be sure that applications have been submitted for all necessary permissions. If there is to be a guest of honor, the general chairman should issue the invitation, arrange for his or her comfort and be responsible for the guest's appearance on schedule.
On Marathon Day he should try to be free to concentrate on such things as introducing the guest of honor and orchestrating the presentation of prizes.
The Publicity Committee will first of all need to recruit contestants for the marathon. A good push in the schools and athletic organizations is the best bet. Notices at assemblies and in school papers will attract attention as will posters on bulletin boards.
It's important to get this phase off to a good start. Consider having a picnic or other sort of get-together early to sign up potential contestants and workers.
It will be a big help for the participants if the Publicity Committee can acquaint the public beforehand with the Tennis Marathon and the reason it is being held. In that way, many people will already be aware of the project when they are approached to be sponsors.
Stress the fact that these contestants are giving their time and efforts and are asking the public to make it a partnership venture by backing them with their pledges.
Have posters made and placed in schools, sporting goods stores, malls and shops. Send a notice to all the little neighborhood "shopper" newspapers and the local dailies. Include glossy black and white photos if you can come up with some clever settings - perhaps one of a big poster-making session or something to point up the need for this particular fundraiser.
On the day of the marathon put up previously made directional signs at the school, park or club entrance, guiding onlookers to the courts.
The Finance Committee, in addition to being responsible for depositing money and paying bills, should provide printed sheets for the participants to use in their quest for sponsors. These will include a brief description of the event, the benefit for which the funds are being collected, and mention the sponsoring body behind the marathon. Following will be room for names and addresses of donors and amounts pledged and a space to indicate that the pledge has been collected. See "SAMPLE OF SPONSORS SHEET".
When these sheets are turned in, they should be photocopied and the original returned to the entrant after the marathon for pledge collections. At that time attach an affidavit to each, stating the participant's score so the final pledge amounts can be determined.
Money received from the entrants' fees and sales of refreshments, etc. should be carefully recorded and deposited in a bank account. Out of this will be paid the bills for supplies and any other expenses. Keep all receipts and invoices for accurate accounting and for purchasing information if the marathon is planned for another year.
A deadline and an accounting system should be set up for the collection of pledges. Youngsters must check off the names as money is collected and turn in the original sponsors sheet with the donations. Any sponsors not honoring their pledges can be contacted by the committee with a reminder. Perhaps a special social event at which donations are turned in might provide an extra incentive for participants to make all their collections promptly.
As soon as possible the committee should balance its books and be prepared to turn over the net funds raised for formal presentation, to be arranged by the Publicity Committee.
SITE AND CLEAN-UP COMMITTEE
There may not be too much choice as to appropriate sites, since there must be tennis courts to use and room for onlookers and for parking. School, municipal or private club courts are the obvious possibilities.
The number of courts available for use will greatly affect the length of the marathon. If lighted courts are available, it would be fun and good publicity to keep it going all night if necessary. If there is a big turn out of contestants, two days may be needed to finish the games.
The Site Committee will check out the suggested areas, choose one and arrange for permission to use it. The committee must include a staff of volunteers for cleaning up the area and will need to arrange, through the proper regulatory agency, for licenses or permission to serve food and drinks.
There should be no need to pay for the use of school or community courts for a fundraiser of this sort, but it may be necessary to reserve the spaces well ahead of time.
Clean-up should be done immediately after the event. Try to secure extra trash containers to make this job easier and keep them emptied during the day.
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