INDEPENDENT EVENTS
Organizing a Zumba®-Thon
Information Packet
www.themmrf.org/independentevents
Contact
Independent Events
Coordinator
Email
[email protected]
Phone
203.652.0215
INDEPENDENT EVENTS
Organizing a Zumba®-Thon
www.themmrf.org/independentevents
Dear Zumba-Thon Organizer,
Thank you for your interest in planning a Zumba-Thon to raise funds for the Multiple Myeloma
Research Foundation (MMRF). These funds support urgent research to develop next-generation
multiple myeloma treatments to extend the lives of patient and lead to a cure.
The MMRF spends 90% of its total budget on research and related programs, and it relies on
supporters like you to fundraise throughout the country to support this vital research.
A Zumba-Thon is the perfect way to put the ‘fun’ in fundraising. This type of event can be
enjoyable by all ages and is a great way to bring the community together and raise awareness
for multiple myeloma.
The following pages are simply guidelines provided by the MMRF to assist you in planning your
Zumba-Thon fundraiser. The MMRF stands with you to help shape your event, consult with you,
and guide you as much as possible. We can help with everything except the physical execution
of the event. You may get in touch with us at any time with questions or comments you have.
Please make sure to contact me as soon as you are ready to get started in order to register your
event and gain access to MMRF fundraising materials:
Office: 203.652.0215
Cell: 203.278.3375
Email: [email protected]
I am looking forward to assisting you in planning your Zumba-Thon event. Together we will
ensure it is both enjoyable and successful.
Best regards,
Brooke Roberts
MMRF Independent Events Coordinator
Multiple Myeloma Research Foundation
Contact: Independent Events Coordinator
[email protected] | 203.652.0215
2
INDEPENDENT EVENTS
Organizing a Zumba®-Thon
www.themmrf.org/independentevents
WHAT’S INSIDE
Pg. 4 What is Zumba®?
Pg. 4 Organizing a Zumba-Thon: Getting Started
Pg. 7 Event Follow-Up
Multiple Myeloma Research Foundation
Contact: Independent Events Coordinator
[email protected] | 203.652.0215
3
INDEPENDENT EVENTS
Organizing a Zumba®-Thon
www.themmrf.org/independentevents
WHAT IS ZUMBA®?
Created in 2001, Zumba is the “only Latin-inspired dance-fitness program that blends redhot international music, created by Grammy Award-winning producers, and contagious steps
to form a “fitness-party” that is downright addictive.” Zumba is considered the world’s largest
dance-fitness program with more than 12 million people worldwide participating in classes.
Zumba classes, including Zumba-thons, are taught exclusively by trained Zumba
instructors. High energy and invigorating, this dance-fitness program is also known for being
approachable and easy to follow for any level of participant from beginner up. You don’t have
to know how to dance to have a great time and raise money for charity!
ORGANIZING A ZUMBA-THON: GETTING STARTED
Find a Location
Any large space can be the perfect spot for a Zumba-thon. If you belong to a gym,
consider approaching them and letting them know you are interested in hosting a
charity event. They may provide free or discounted space. Otherwise, a large yard,
school field or pavilion, or even a parking lot can be the perfect location with plenty of
space to move around.
Choose a Date & Time
You may prefer to choose a date depending on who you would like to have attend.
If children are invited, consider holding it on the weekend. If you would like to make
it an office affair, holding your event right after the work day ends may help increase
attendance. If you are a member of a gym with existing Zumba classes, consider
asking gym management and the instructor to turn an existing class into a Zumbathon fundraiser.
Zumba classes can last anywhere from 45 minutes to 1 ½ hours. Tailor the length of
the event to your audience, or break the time period up into sessions.
Multiple Myeloma Research Foundation
Contact: Independent Events Coordinator
[email protected] | 203.652.0215
4
INDEPENDENT EVENTS
Organizing a Zumba®-Thon
www.themmrf.org/independentevents
ORGANIZING A ZUMBA-THON: GETTING STARTED, CONTINUED
Locate an Instructor
Plan a kick-off event or party for all participants and any others who wish to attend. A
licensed Zumba instructor must teach every Zumba-thon. Locating one in your area is
as simple as visiting www.zumba.com and clicking on the ‘Find an Instructor’ tab at
the top. Once you have entered your location information, you will be presented with
a list of registered Zumba instructors close by, as well as their contact information.
Contact your preferred Zumba instructor and provide them with the details of the
event you would like to host. The instructor will then apply to host a charity event for
the MMRF through Zumba Fitness. Approval takes approximately two to three days,
and once the instructor responds that your event has been approved you can begin
advertising your Zumba-thon event!
Register & Promote Your Event
At this time you should register your Zumba-thon on the MMRF website and create
your free event page. This will allow it to be listed on the MMRF Event Calendar, and
you can send this link out to your friends, family and co-workers as well as list it on
flyers, letters and posters. Visit www.themmrf.org/independentevents or contact
Brooke Roberts, Independent Events Coordinator at [email protected] or
203.652.0215.
Send out invitations to friends, family and co-workers. This does not have to be
expensive - there are many online invitation services that are free and easy to use,
plus you can include your event page link. Flyers left at local businesses and gyms
are also a great way to spread the word.
If you are fortunate enough to find an event space like a gym to host your Zumbathon, ask for your event to be listed on their website as well as included in any emails
or other appropriate marketing. This will help to expand the reach of your event, and
will build good publicity for the event space or gym.
Multiple Myeloma Research Foundation
Contact: Independent Events Coordinator
[email protected] | 203.652.0215
5
INDEPENDENT EVENTS
Organizing a Zumba®-Thon
www.themmrf.org/independentevents
ORGANIZING A ZUMBA-THON: GETTING STARTED, CONTINUED
Raising Funds
Set a registration fee for attendance. The amount you charge is at your discretion, but
anywhere from ten to twenty dollars is generally considered a reasonable amount.
You might want to offer a discounted fee for children if children are invited. Of course
you may also accept additional donations on the day of the event.
Participants can register and pay at the event itself. Ask a volunteer to help you
collect fees, and consider asking for people to fill out their name and email address so
you can thank them post-event and invite them to future fundraisers.
Other Considerations
Refreshments
As Zumba-thons are meant to be active events, think about having water or
other hydrating drinks on hand. Depending on the size of your event, you may
be able to get a sponsor, such as a local gym, to donate beverages or even
light snacks like energy bars.
Photography
This can be as easy as recruiting a friend, family member or volunteer to take
pictures. Don’t forget to send the MMRF some event photos so that they can be
highlighted on the MMRF website and even featured in promotional materials.
Volunteers
Regardless of the size of your event, volunteers can be a huge asset to making
it a success. Volunteers can help with everything from handing out event flyers to
registering people on the day of, handing out refreshments, and taking pictures.
Banners & Materials
The MMRF provides Independent Event hosts with materials for their event such
as newsletters, brochures and donation envelopes. Please use the Materials
Request Form at the back of this packet to assist you in making your request.
Visit www.themmrf.org/store to see MMRF branded items for sale, such as
wristbands, hats and shirts. The MMRF may be able to provide a discount to
event organizers, please contact your Independent Events Coordinator for details.
Multiple Myeloma Research Foundation
Contact: Independent Events Coordinator
[email protected] | 203.652.0215
6
INDEPENDENT EVENTS
Organizing a Zumba®-Thon
www.themmrf.org/independentevents
EVENT FOLLOW-UP
Congratulations, you organized a successful Zumba-thon! Below are pointers on building
upon that success with follow-up to ensure success year after year.
Thank You’s
A thank you note can go a long way, especially for Sponsors and Donors who you
might wish to count on for future events. It is recommended to gather participant
emails at registration. This will enable you to email them a thank you, as well as
include a link to photos and invite them back for next time!
Thank your volunteers, too. If they enjoyed the experience, you may be able to count
on them again which means you will have not only a volunteer, but a very valuable
experienced volunteer.
Send Funds to the MMRF
Within 60 days following the event, please deliver all net proceeds, made payable to:
The Multiple Myeloma Research Foundation
Attn: Independent Events
383 Main Ave, 5th Floor
Norwalk, CT 06851
Plan for Next Year!
Now that you have completed your first Zumba-thon, you are even better prepared
to host your next one! You know what hurdles to expect, what is successful and
what is not. Additionally, you can likely expect more participants, exposure and even
sponsors as you plan consecutive events. As you probably learned organizing this
event, the sooner you start planning the better.
Multiple Myeloma Research Foundation
Contact: Independent Events Coordinator
[email protected] | 203.652.0215
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