DEC Event Planning Guide

Transcription

1 Table of Contents Introduction... 2 Create an event plan... 2 Promotion: Publicity/Community Outreach... 2 Event Setup rd Party Voter Registration:... 3 Disclaimers:... 3 Making the Most of Your Outreach and Event... 3 Collecting/Raising and Reporting Funds... 4 Donor Reporting Information:... 4 Collecting Donor Info and Reporting Expenses:... 5 Appendix... 6 Event Summary Sheet... 7 EVENT PLANNING FORM... 8 EVENT PLANNING CHECKLIST... 9 DCDEC District Event Sign In Sheet Contribution Report Expense Report Florida Vote by Mail Request Form Florida Formulario Para Votar Por Correo Duval DEC Event Planning Guide Page

2 Introduction Hello Duval Leaders! In this guide you will find suggestions for hosting events as well as Important compliance measures that must be followed as outlined. The guide helps you with ideas to raise funds for your district, club or caucus, and volunteer recruitment, event promotion, donor reporting, voter registration among others. Of course everyone has ideas on what works best in their area and you can adjust accordingly EXCEPT for compliance issues. Planning Your Event Create an event plan Once you have your plan set, submit a summary (See Appendix 1) to the DCDEC finance and budget committee and DEC treasurer for the committee to document that you will be collecting monies on behalf of the DEC. The summary should include what you will be doing with the collected funds, along with the amount of money you will need to be reimbursed from the funds you raise. A summary example form and full event reporting form is also available in the Appendix. Promotion: Publicity/Community Outreach Event Setup a. Hang event posters/flyers in highly visible locations. (Make sure they have disclaimers see disclaimer section in this guide) b. Don t forget to add your event information at the bottom! c. Post your event on relevant community, media, and campus calendars d. Develop and send a press release. a. Necessary electronics microphone, speaker, podium, etc. b. Tables/Chairs c. Voter Registration Forms (see section about 3 rd party voter registration in this guide) d. Vote by Mail Request Forms included in Appendix in both English and Spanish. Includes wording for permission to contact via text, etc. e. Sign In Sheet and other forms for donations, DEC membership, volunteers, information gathering f. Handouts from the DEC/Club/Caucus, etc. 2 Page

3 3 rd Party Voter Registration: DEC Event Planning Guide Disclaimers: NOTE about State Mandated 3 rd Party Voter Registration Guidelines: The DCDEC operates Voter Registration under the following 3 rd Party Voter Registration number: FL All Voter Registration Forms MUST be signed and dated by the voter. If you have any questions about voter registration PLEASE ask. This is extremely important. All posters, flyers and outreach materials must have a disclaimer as per Florida Statutes : Disclaimer Language: 1 If paid for by the DEC or Club/Caucus this disclaimer: Paid for by the Duval Democratic Party OR club/caucus name IN KIND CONTRIBUTIONS DISCLAIMER: If the materials are an In Kind contribution this Disclaimer: Paid political advertisement paid for in-kind by (name of political party). Approved by (DCDEC or Club/Caucus) Making the Most of Your Outreach and Event Make the most of your voter contact at the event CREATE INVOLVEMENT AND ENGAGEMENT: AS WITH ALL INFORMATION COLLECTION: Please try to gather the following information at the time of voter contact: 1. Are they a registered voter? 2. Do they want to volunteer for the DEC/District, or become a member of the DEC? 3. Do they vote by mail? 4. Do we have permission to contact them via text or cell phone? (this permission MUST be received in writing e.g. either via checkbox on the spreadsheet, or, for example, a note on the form that states that permission is given) 1Florida Statute on Disclaimers: tatute&search_string= &url= /0106/sections/ html 3 Page

4 5. Are they willing to make phonecalls or canvass during an election cycle? Remember to also enter attendee information into VAN. If there is no voter registration on file you can make an entry in MyCampaign to keep contact and outreach information in the database. There is a Survey Question for Consent to Call in the MyVoter side of VAN. If they ve given permission to contact, please mark that survey question YES. If they would like to volunteer mark them in MyCampaign under your account, so you can pull a list when needed. (If you create a MyCampaign entry be sure to link it to the MyVoter side of VAN. If they are not registered, you won t be able to do this but that means you should make sure they register ASAP) Collecting/Raising and Reporting Funds There are several ways to raise funds at a DEC event: 1. Event attendance (usually a luncheon, dinner, etc.) You can charge by selling tickets. 2. Host committee fundraising individuals pledge to raise a specified amount of money from their own networks in return for recognition on event materials, free attendance, etc. 3. Auctions, raffles or door prizes. 4. Donations for campaign or political material (signs, bumper stickers, buttons, etc.) A gift may be given when a contributor gives a donation at a specific level. You may not sell items as retail. Donations only. 5. Always remember to make an ask or two during the event. You can ask attendees to donate during the event, either a straight request for any donation, or maybe create a challenge of some sort by asking for specific levels of donations As with ALL moneys or in-kind donations given to the DEC, it is imperative that donor information be taken. Donor Reporting Information: 1.All money donated to the DEC must be accounted for (Forms available in Appendix). If it is inkind donation, please use a regular donation form, but mark the contribution IN KIND. All In Kind contributions must be made at fair market value. 2.If more than $100(remember, no cash over $50 per election cycle) is donated, you must get an occupation. 3.Political donations cannot exceed more than $50 cash in any one election cycle (one time during the primary election cycle and one time during the general election cycle. 4.All political contributions must include the following information: 4 Page

5 a. Contributor Name b. Contributor Address c. Contributor occupation (if donation is larger than $100) 5.Receipts may be issued, but contributions to a political party are not tax deducible Please remember that the DCDEC Treasurer is on a strict reporting schedule. Please get the Treasurer all donations, receipts, and reporting information to the Treasurer WITHIN 5 DAYS after your event. There are late fines as well as political ramifications if the DEC is late in reporting. Collecting Donor Info and Reporting Expenses: Check/Cash/Credit Card Donations (if the ability to collect credit/debit/paypal donations is available): 1. Individual donor forms You can make slips that donors can fill out when they make the donation. (examples included in appendix) 2. Donor Spreadsheet much like the check in sheet in the Appendix of this document, you can custom make a printed spreadsheet that the donor can fill in. 3. Expense Reporting the same options for reporting apply to event expenses as well. There are reporting forms and links to the same forms in the Appendix. 4. Electronic information collection feel free to have a laptop on hand, and fill out the info electronically, either on a spreadsheet program (e.g. Excel), or use the Google Form Links in the Appendix *Google Form Option is preferable, as it will automatically be available to the DEC treasurer* 5 Page

6 Appendix Use the following forms to plan your event, and report income and expenses to the DEC treasurer. The forms are set up in the same format as the reporting forms on the Supervisor of Elections website. If you are going to create your own versions of the form, please keep the entries in the same order. If you d like to fill out the reports online, please use the forms located at: 1. Event Summary to to DCDEC Budget and Finance Committee and DEC Chair. 2. Event Planning Form 3. Event Planning Checklist 4. Event Sign In Sheet/Donor Form 5. Event Income Report 6. Event Expense Report 7. Vote by Mail Form (English) 8. Vote by Mail Form (Spanish) 6 Page

7 Event Summary Sheet This information can be summarized and sent to the DCDEC Budget and Finance Committee and cc d to the DCDEC Chair. District # Your Name Phone Event Title Event Date Time Location Number of Attendees Expected Ticket Price (if applicable) Please Describe the Event 7 Page

8 POST EVENT FORM (Does not have to be turned in until after event) If you d like to fill out online, please go to: Event Recap District # Event Title Event Date Time Location Your Name Phone Number of Attendees Amount Raised $ Amount Spent $ Expense Report Filled out and submitted to DEC Treasurer with Receipts? Yes Income Report Filled out and submitted to DEC Treasurer? Yes Date Submitted Total Amount Given to DEC $ Amount of Requested Funds for District $ 8 Page

9 EVENT PLANNING CHECKLIST Below is a basic event planning checklist Decide on an event location and reserve the space, if necessary (Have a rain plan in place if the event is outdoors and be sure you ve secured that, too!) Design a site map of your event. Include power sources, water hook up, food, activity and stage locations, parking and volunteer and a general information booth Decide on activities and an event schedule (e.g. theme, entertainment, speakers, displays, food, crafts, parade, photographer) Establish a budget Register your event online at DuvalDemocrats.Org and submit Special Event Permits to the city (if necessary) Solicit sponsors and in-kind donations (Remember to request logos from corporate sponsors, if needed for printed materials) Develop an advertising and publicity plan: include fliers/posters, Facebook pages and other promotions Plan for first aid, trash/recycling and restroom use Prepare signage for event (e.g. directional signs, branding) Reserve vendors and rented or loaned equipment (e.g. tables, chairs, inflatables, public address system) Schedule entertainment Recruit and organize event day volunteers Schedule pick up/delivery of any rented or loaned equipment Distribute event fliers/posters Confirm deliveries, volunteers, vendors Write checks for payments to be made on event day Prepare speaking notes for emcee Reserve parking for loading zone, VIPs, accessible parking Set up equipment (e.g. activities, stage and sound equipment) 9 Page

10 EVENT PLANNING CHECKLIST CONT D Decorate Greet entertainers and vendors, assist with set up Take lots of pictures Take down decorations, clean up garbage, tear down stage and other equipment Return supplies to source locations Post photos for sharing Send thank you notes Report all receipts/income/expenditures to DCDEC Treasurer Turn in all Voter Registration and Vote by Mail Forms to the Duval Supervisor of Elections Conduct a debrief meeting to evaluate the event and celebrate your success! 10 Page

11 DCDEC District Event Sign In Sheet online: Name Phone DEC Member? Club Member (if not a DEC member club name) Can we contact you via Text/cell phone? 11 Page

12 Contribution Report (for DEC Treasurer) DEC Event Planning Guide To fill out online, use this form District Date Income Received Event Title/Event Date Last Name (Or Business Name) First Name Address City State Zip Code Occupation (if contribution is over $100) IN-Kind Description (If applicable) Amount Cash Check Credit Card In Kind District Date Income Received Event Title/Event Date Last Name (Or Business Name) First Name Address City State Zip Code Occupation (if contribution is over $100) IN-Kind Description (If applicable) Amount Cash Check Credit Card In Kind 12 Page

13 Expense Report (for DEC Treasurer) To fill out online, use this form District Date of Expense Last Name (Or Business Name) First Name Address City State Zip Code Expenditure Description Purpose Amount Cash Check Credit Card District Date of Expense Last Name (Or Business Name) First Name Address City State Zip Code Expenditure Description Purpose Amount Cash Check Credit Card 13 Page

14 Florida Vote by Mail Request Form NAME OF VOTER REQUESTING A VOTE BY MAIL BALLOT FIRST MIDDLE LAST DATE OF BIRTH / / PHONE NUMBER MONTH DAY YEAR PHONE RESIDENCE ADDRESS ADDRESS APT. # CITY STATE ZIP MAILING ADDRESS (WHERE YOU WANT TO RECEIVE YOUR BALLOT MUST BE COMPLETED) ADDRESS APT. # CITY STATE ZIP VOTER SIGNATURE VOTE BY MAIL REQUEST ADDITIONAL INFO TRACK THE STATUS OF YOUR VOTE BY MAIL BALLOT BY CONTACTING YOUR COUNTY SUPERVISOR OF ELECTIONS, OR BY VISITING IF YOU HAVE FRIENDS AND FAMILY WHO WOULD LIKE TO VOTE BY MAIL, THEY CAN CALL THE COUNTY SUPERVISOR OF ELECTIONS OR APPLY ONLINE: OR ELECTION.DOS.STATE.FL.US *BY PROVIDING YOUR PHONE NUMBER, YOU GIVE THE FLORIDA DEMOCRATIC PARTY CONSENT TO CALL WITH VOTER UPDATES. THIS COMMUNICATION IS MADE BY THE FLORIDA DEMOCRATIC PARTY 214 S. BRONOUGH STREET TALLAHASSEE, FL PRINTED BY VOLUNTEERS. 14 Page

15 Florida Formulario Para Votar Por Correo NOMBRE DE VOTANTE SOLICITANDO UNA BOLETA PARA VOTAR POR CORREO NOMBRE SEGUNDO NOMBRE APELLIDO FECHA DE NACIMIENTO / / NUMERO DE TELÉFONO MES DÍA ANO TELÉFONO DIRECCIÓN DE RESIDENCIA DIRECCIÓN CIUDAD ESTADO CÓDIGO POSTAL DIRECCIÓN DE CORREO (DONDE DESEA RECIBIR SU BOLETA REQUERIDO) DIRECCIÓN CIUDAD ESTADO CÓDIGO POSTAL FIRMA DE VOTANTE APTO. APTO. CORREO ELECTRÓNICO SOLICITUD PARA VOTAR POR CORREO INFORMACIÓN ADICIONAL MONITOREA EL ESTATUS DE SU BOLETA PARA VOTAR POR CORREO. CONTACTE EL SUPERVISOR DE ELECCIONES DE SU CONDADO, O VISÍTELOS VÍA LA RED: SI TIENES AMIGOS O FAMILIA QUE DESEA VOTAR POR CORREO, ELLOS PUEDEN LLAMAR AL SUPERVISOR DE ELECCIONES DE SU CONDADO O APLICAR LLAMANDO A LA DIVISIÓN DE ELECCIONES DE LA FLORIDA AL PUEDEN APLICAR VÍA LA RED AL VISITAR EL SIGUIENTE SITIO WEB: ELECTION.DOS.STATE.FL.US * Al proporcionar su número de teléfono, usted da al consentimiento del partido democrático de florida para llamar con actualizaciones de votantes. ESTE COMUNICADO FUE DISTRIBUIDO POR EL PARTIDO DEMÓCRATA DE LA FLORIDA 214 S. BRONOUGH STREET TALLAHASSEE, FL IMPRESO POR VOLUNTARIOS. 15 Page