VeloSano Teams committed awesome TEAM BUILDING TOOL KIT
Reasons to Participate in VeloSano Fun opportunity to support our community Great experience Feels good to raise money for an important cause every dollar truly makes a difference Routes are excellent Friday Night Kickoff Party is Fun Excellent Volunteers and support very helpful Each year has proven an interesting, challenging and enjoyable event These are not our words, but the words of our Participants from post ride surveys. Other feedback: It s more fun to participate in VeloSano as part of a team. So now that you re ready to get started, we ll help you establish your team, recruit and fundraise in Five Easy Steps! Bike to cure! Team VeloSano 2
Five Easy Steps to Start a Team for VeloSano 5! 1. Register at velosano.org Click Get Involved Choose the Start a Team option A popup box will appear; select age group, military yes or no, Start a Team and then Submit New team? Click on Join as a New Participant Create your team name, set your team fundraising goal and register! Log into your Participant Center to personalize your team page and URL Returning team? Bring your team back by Logging in as a Returning Participant then search for prior year s team name. As an Alumni Team Captain, you gain access to your old team roster! 2. Recruit Teammates Ask your colleagues, clients, family and friends Share the URL link to your team page, or tell them to search for your team name when registering Use email, Facebook, Twitter and LinkedIn Download, print and distribute posters and business cards (available on velosano.org) to promote your team Ask teammates to recruit from their networks Teams can include Riders and Virtual Riders VeloSano is a ride, not a race Teammates can ride their own distance and pace Need Help or Have Questions? velosano@ccf.org 216.444.6150 velosano.org 3. Raise Money Each individual is responsible to meet their respective fundraising commitment by October 1, 2018 Have fun organizing team fundraising activities Encourage donations to the team to build Team Funds to distribute later to help Riders meet their fundraising commitments Promote Matching Gifts Remember to share that 100% of dollars raised benefits lifesaving cancer research at Cleveland Clinic 4. Rally and Ride Enjoy the journey! Organize team training rides that end with a fun brunch or a frosty beverage Design and order team jerseys Communicate regularly to connect and motivate your team Rally team to attend the Kickoff Party together Friday, July 20 All this to gear up to Bike to cure July 20 22 Reach Fundraising OCT 5. Deadline 1 Before October 1, review your teammates fundraising status Encourage all individuals on your team to reach their commitment and go higher Incent them to receive Team Funds By October 1, instruct Team VeloSano how to distribute Team Funds 3
Step 1 Register at velosano.org REGISTER AT VELOSANO.ORG 1 Go to velosano.org Click on Get Involved Select Start a Team (figure 1) On the pop up screen, choose your age and military involvement, then click on Submit (figure 2) If you are a returning Team Captain from a prior year, login in with your existing user name and password. (figure 3) If you are starting a team, click on Join as a New Participant (figure 3), then enter your team name and fundraising goal (figure 4) (you can update this later). Follow the registration process and remember the user name and password you set up. You will need it later to login to your Participant Center ( My Center ) *Note: Only an existing Team Captain from a prior year can bring back a returning team. You will need to use your prior year s login credentials. If you can t recall your user name and password, click on Email me my login information. If you have trouble, please contact velosano@ccf.org. If a team is returning with a new Team Captain, please contact us prior to trying to bring the team back. (figure 1) (figure 2) Continue through the registration process then you re ready to go to Step 2 and start recruiting! Helpful Tips! Corporate Team Building Strategies Cover registration fees Support team fundraising Provide team jerseys (figure 3) (figure 4) 4
Team Building Tips Cover Registration Fees Covering the cost of registration fees for your employees is a great way to encourage them to get involved. Team VeloSano can create a code with one of the following options: 1. Cover the full fee 2. Cover a percentage of the fee 3. Limit the number of times a code can be used (e.g., the first 20 people to join the team will have their registration fee covered) Contact VeloSano to create a Corporate Code for you. The code is used at the time of registration. Registration fees vary by the distance each Rider selects ($60, $125 or $175). For a team of 10, covering fees would range from $600 $1,750; for a team or 20, covering fees would range from $1,200 $3,500; and for a team of 30, covering fees would range from $1,800 $5,250. Each registered Rider receives 2 Kickoff Party tickets; all you can eat/drink during event weekend; goodie bag; VeloSano bike jersey; support vehicles, security, and rest stops along the routes; overnight accommodations (for Two-Day Riders) and more! Support Fundraising Efforts VeloSano is a fundraising event through the sport of cycling. Providing assistance to help your Riders meet their minimums is generous and helpful support, but should be communicated in a manner so the Rider understands they are still responsible for some level of their own individual fundraising. For instance, encourage your Riders to reach at least 50% of their commitment and if achieved, your company will match / cover their remaining commitment (if needed). Fundraising minimums vary by the distance each Rider selects ($500, $1,000, $1,500 or $2,000). The fundraising commitment for a team of 10 would range from $5,000 $20,000; for a team of 20 it would range from $10,000 $40,000; and for a team of 30 it would range from $15,000 $60,000. Donations made to the team can be used to off-set any fundraising shortfalls by individual team members. Organizing and hosting team fundraising events builds camaraderie and generates dollars for the team to then be used to help individuals meet their minimum commitments. Provide Company Jerseys Showcase your company s commitment to VeloSano and cancer research by wearing custom bike jerseys. Our jersey partner, Primal Wear, will donate 15% of your total order back to your team fundraising efforts. Jerseys through Primal start at $60 each for orders of 15 50. Be sure to get started no later than April. Contact Jake Hayes at 303.562.0438 or jake.h@ primalwear.com 5
RECRUIT TEAMMATES 2 Step 2 Recruit Teammates Your Team Page Once your team is registered, you automatically have a team page on velosano.org where people go to join or donate to your team. You can personalize your team page with a photo or logo and any personalized information you d like to share about your team s participation in VeloSano. In the copy, share your team s fundraising goal so others know your team needs their donation support. (Update this as people join your team to reflect their fundraising goals). The team page is also where you can see a scroll of donors who have supported your team and each teammate s individual fundraising goal and dollars raised to date. As Team Captain, you manage your team page through the Participant Center (My Center). To access your Participant Center, go to velosano.org and click Login. 6
RECRUIT TEAMMATES 2 Click on the TEAM PAGE tab 1. Change your URL: Click on URL Setting While changing your URL is optional, it is a best practice to make a custom, shortened URL link that incorporates your team name to include in emails and marketing and communication materials. Enter your custom team name in the box. Your new URL will be http://ccf.convio.net/ goto/yourteamname This URL will automatically be inserted into your email communications sent from your Participant Center or you can cut and paste it into your own social media and email solicitations. 2. Customize the copy of your Team Page: In the text box under Body : Replace the default copy with a personalized message that is unique to your team, i.e. why you are riding / involved with VeloSano, how much you re trying to raise as a team, who s riding, etc. 3. Upload a Photo / Logo Click on Choose File to select the image you want to upload. This image must be in a.jpg,.gif,.png with a maximum size of 300 pixels W x 225 pixels H. Now it s time to recruit Riders to your team. The more Riders we have, the more dollars we raise and the more fun and memorable VeloSano will be for all! 7
RECRUIT TEAMMATES 2 Ideas For Team Recruiting Create and distribute flyers, emails and posters to generate awareness and invite people to join your team. Organize Lunch and Learn meetings or a social event after work, inviting people to attend a VeloSano information session to sign up and find out more. If you are forming a corporate team, contact your marketing and communications departments and use their resources to reach out within your company to recruit Riders who want to fundraise and help your team achieve your goal. Leverage internal communication channels. Create marketing materials for people to take with them or visit the VeloSano Downloads page for more options. Explore other marketing opportunities within your company and community. Other Recruiting Strategies Out of Towners don t limit yourself to recruit those you know locally. Our Bike Shop Partners rent bikes and what better way to see Cleveland and surrounding area than on a bike while supporting a great cause. If someone wants to ride and is concerned about the fundraising, have them initially register as a Virtual Rider or 12-mile Rider for the lowest fundraising commitment, try their fundraising and then when amazed how positive people respond to their request for support, change to Rider or change distance. 8
RAISE MONEY 3 Step 3 Raise Money A key part of fundraising is managing and communicating with your team. This includes monitoring who is on your team roster and seeing how they are individually fundraising. To review your team fundraising progress, click on the Progress tab, then click on the Team box. 1. Set Your Team Fundraising Goal Aim High! You can update your team goal as your team grows in number and dollars raised. Remember that each individual on your team still needs to meet their respective fundraising commitment. If you ve included your team fundraising goal in the copy of our Team page, revise it to reflect this new goal. 2. Review Team Donations These funds are donations made to the team and not to a specific Rider. Many Team Captains use team funds as a strategy to match their teammates fundraising efforts or to fill-in gaps necessary to help meet any outstanding fundraising commitments before the October 1 deadline. You can download this list of donations to review when it s time to divide and distribute your team funds to individual Riders prior to the October 1 fundraising deadline. 9
RAISE MONEY 3 3. Download your roster including their contact information so you can connect with your team. Click on the Email tab, click on Contacts, click on Groups, then finally click on Teammates. Stay in touch by communicating regularly with your team. Cheer them on, send out reminders that everyone needs to meet their fundraising commitment and let them know as a team you want to raise as much as possible to help fund cancer research. Check in with your team often and with teammates who might need some fundraising encouragement. Helpful Tip! To check your team s fundraising progress, go to velosano.org and search for your team. On your team page you will see a list of each member on your team, their route, fundraising goal and dollars raised. 10
RAISE MONEY 3 Ideas For Fundraising A fundraising party is an effective (and fun) way to increase your fundraising and these parties can be of any theme, size or style. House parties Yoga or spin classes Golf tournaments Wine tastings, casino nights, auctions Raffles are a good way to generate funds at a party. Local businesses are willing to donate gift certificates, merchandise and services. Check with colleagues & friends who may have sport, theater, concert tickets to donate to your raffle. Have a neighborhood yard sale. Ask your neighbors if they would be willing to have a neighborhood yard sale with a percentage of their sales going to support your VeloSano ride. Neighbors who are not in town to participate may be willing to donate items for you to sell. Hold a bake sale Host a neighborhood BBQ, chili, pancake cook-off Lemonade stand Ask your neighbors to help you wash cars on a weekend day Jeans / casual day at the office Helpful Tips! Check out the BLOG on velosano.org for real life examples of creative ideas other teams have implemented. Then share your fundraisers with us to include in the Fundraising Blog to keep it refreshed with new ideas. Find many effective fundraising tools on velosano.org Email templates in My Center Social media share function from My Center In Resources Downloads VeloSano logos Customizable business cards Customizable posters VeloSano fundraising mobile app available in the app store 11
RALLY AND RIDE 4 Step 4 Rally and Ride VeloSano is the most fun weekend of the summer and finally the time when your team collectively comes together to celebrate, remember why we ride and get on our bikes and ride! Rally the Team VeloSano Weekend Friday Night Kickoff Party July 20, 2018 at Mall B, Downtown Cleveland This party is a good time to gather your team for your team photo, enjoy music, food, and beverages and meet family, friends and Cleveland Clinic cancer researchers! Party is free for each registered Rider and a guest. Additional tickets may be purchased and will be on sale at velosano.org. Saturday Ride and Party July 21, 2018 everyone rides! All Riders launch with a staggered start depending on the distance they ride and cruise in to the finish line throughout the day. Two-Day, 100-mile, and 75-mile Challenges depart at 7:00 AM 50-mile Challenge departs at 8:00 AM 25-mile Fun Ride departs at 9:00 AM 12-mile Fun Ride departs at 9:30 AM * Start times are subject to change One-Day Riders gather for the Finish Line Celebration at Mall B. Two-Day Riders finish Day 1 at Wooster College and party. Invite family and friends to join you and your team! Sunday Ride and Finish Line Party July 22, 2018 at Wooster College & Mall B Two-Day Riders depart Wooster and head home to Cleveland to celebrate together at Mall B. One-Day Riders and friends are invited back to cheer them in as the Two-Day Riders cross the finish line. Brand Your Team Team Jerseys Whether a corporate, club or family team, jerseys are an investment but a great way to build team identity and spirit. Solicit your employer, vendors or other merchants in your area to sponsor your team jerseys. Jerseys live on long after VeloSano weekend and act as billboards when you are all riding anywhere around the world! The key is to start early. You can work with our jersey partner, Primal Wear or any other jersey provider you choose. If you choose to work with another vendor and want to use VeloSano artwork, send us an email at velosano@ccf.org and we ll send you logos and brand guidelines! If you use VeloSano logos, we ask for an opportunity to review your jersey design before you go to production. Have fun! 12
HELP SUPPORT VELOSANO WITH YOUR TEAM JERSEYS Order your team jerseys through Primal to receive a 15% donation to your team s fundraising account. GET STARTED BY APRIL TO HAVE YOUR JERSEYS FOR VELOSANO 5! As a part of our ongoing commitment to VeloSano, we will donate 15% of your total custom apparel order directly back to your team s fundraising account. Primal offers high quality products and amazing customer service. We will help you create a design that represents your team and what you stand for. Contact us today to start designing your team jersey! Visit primalwear.com/custom for more info. Contact Jake Hayes at 303.562.0438 or jake.h@primalwear.com 04 / 2018 05 / 18 / 2018 07 / 13 / 2018 07 / 20 / 2018 We can help you design jerseys and more! BEST SELLERS SPORT CUT JERSEY $60 @ 15-50 GEMINI TANK $65 @ 15-50 EVO JERSEY $100 @ 15-50 RHAPSODY HOODIE $89 @ 15-50 13
REACH FUNDRAISING DEADLINE 5 Step 5 Reach Fundraising Deadline Keep fundraising! Fundraising continues after VeloSano weekend. Each team member is responsible for reaching their fundraising minimum for their chosen route by the fundraising deadline of October 1, 2018. Distributing Team Funds Team Captains are the only ones who can designate how team donations are distributed among Riders. Team Captains with Riders who have not met their minimums should contact us at velosano@ccf.org before the fundraising deadline to discuss how to handle any team funds. As we are all here to fund research, we encourage individuals to reach their goal and try to exceed it. Here are some suggestions: Incentivize Riders to receive team funds Match their donations up to a specific amount Remind teammates to follow up on any donor matching gifts early When you re ready to distribute Team Funds you can simply complete the Team Donation Distribution Form instructing which team member(s) to distribute the funds to no later than Friday, September 28, 2018 to: VeloSano Headquarters 9500 Euclid Ave, DVB-103 Cleveland, OH 44195 14
VeloSano is a year-round, community driven fundraising initiative with the mission to advance lifesaving cancer research at Cleveland Clinic. While VeloSano Bike to cure weekend takes place in mid-july, the cause never leaves our minds. Throughout the year, the VeloSano community continues to develop team building strategies and organize individual and team fundraising events. Fundraising activities can continue after the Oct 1 deadline as we prepare for early registration opening in December. It s the VeloSano Bash in November that is the culmination of all these year-long efforts. It is then that we come back together as a community of Riders, Fundraisers, Volunteers, Donors, Partners and friends to reveal and celebrate the announcement of total dollars raised. 100% of VeloSano dollars directly supports the cause and in just four years, over $12.5 million is already hard at work in the fight against cancer. Team work makes the dream work and together we are making a difference. Thank you. Bike to cure! Helpful Tip! Empower Others to Help You As a Team Captain you cannot do it alone. People are very willing to help when asked and they find it rewarding to pitch in to ensure your team meets its goal. Ask others to be co-captains Invite individuals to take the lead as coordinators of specific fundraising activities Have interns working in your office who want to build upon their project management, communication and fundraising skills? VeloSano is a perfect opportunity! 15
VeloSano Team Donation Distribution Form (To be completed by Team Captain) Use this form to distribute Team Donations. Please list the names and the dollar amount you would like each participant to receive. All individuals listed will be credited the amount indicated on this form. TEAM NAME TEAM CAPTAIN EMAIL/PHONE # Please send this form to: VeloSano Headquarters 9500 Euclid Ave, DVB-103 Cleveland, OH 44195 For questions, please contact us at velosano@ccf.org or call 216.444.6150 $ GRAND TOTAL OF DONATIONS ENCLOSED Participant $ Amount Notes 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. Total 16
VeloSano Teams committed awesome TEAM BUILDING TOOL KIT velosano.org