Kickoff Event Best Practices
Overview
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Purpose of Kickoff
When to Hold Kickoff
Invitation List
Type of Event
Venue
Budget
Materials
Committee Role
“Glitz and Flitz”
Follow Up
Purpose of Kickoff Event
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Single most important Pre-Walk Activity
Educate, Communicate and Motivate Teams
Recognize Successful Team Captains
Inspire New and Returning Team Captains
Recruit attendees so serve as fundraising
Team Captains
• Sets the tone for your Walk event
• Touch point for outreach; an excuse to call
people to invite their involvement!
Purpose of Kickoff Event
• A Successful Kickoff Event =
A Successful Walk
Timing of Kickoff
• 8 to 10 weeks BEFORE Walk event
Timeline:
22 Weeks Pre-Walk:
Kickoff Details Finalized
20 Weeks Pre-Walk:
Kickoff Invitations Ordered
Online Registration Form Set Up
16 Weeks Pre-Walk:
Kickoff Invitations Mailed
14 Weeks Pre-Walk:
Kickoff Invitation E-mailed
12 Weeks Pre-Walk:
Kickoff calendar Listing sent to
Community Calendars
10 – 12 Weeks Pre-Walk: Follow-Up Phone Calls Made
Week of Kickoff:
Reminder email sent to all RSVPs
8 – 10 Weeks Pre-Walk:
Kickoff Takes Place
Immediately after Kickoff: FOLLOW UP!
Attendance Goal
• Based on Team Goal for Walk
• Want 500 Team Captains? Goal for Kickoff
is 500 Team Captains!
• Use Budget Planning Tool
The Invitation List
• All past & current Team Captains
• All past & current Individual Walkers (not on
teams)
• All past & current Sponsors
• All past & current Resource Fair participants
• All past & current Committee Members
• Any National Partners in the local market
• Yourself
• Hot Prospects (this group is critical to successfully
meeting “new team” recruitment goals)
Ensuring Good Attendance
• Once date and venue secured “talk up” the
Kickoff
• Include information in email campaigns,
press releases, printed newsletters, social
media and Walk website
• Order Paper Invites 10 to 12 weeks out from
Kickoff
• Mail Paper Invites 6 to 8 weeks out from
Kickoff via First-Class Mail
• Follow up phone calls to ALL mailed invitees
What Type of Event?
• What DOES NOT work:
– “Drop-In”, Virtual, Casual, Picnic-type Events
– Combination Kickoff/Awards
• What DOES work:
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Year-Round Planning & Cultivation
Consistent Venue
Offering Childcare
Having a “theme”
What Type of Event?
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Format can vary from market to market
Dinner events on weeknights
Luncheon events on weekends
Tight agenda
– Program is 45 to 60 minutes
– With food service, length of event should be 1
to 1 ½ hours
Key Components
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Check-In (Name tags are a great idea)
Team Captain Packets
LCD Projector, Microphone and Seats
Food and Soft Drinks
Alcohol – ONLY offered as a Cash Bar
Theme
Décor - don’t make too fancy/involved
Prizes
WIFI
Venue
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LOCATION! LOCATION! LOCATION!
Hotel, Conference Center, Country Club
Centrally Located
Consistent each year
Room to grow
Budget
• FREE to Participants
• Food & Drinks approximately $10 to
$15/person, including gratuity
• Audio/Visual: $500
• Secure in-kind, budget-relieving
sponsorships
Materials
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Walk Materials DEBUT at the Kickoff
Team Captain Packets
Posters
Brochures
Paper Puzzle Pieces
Agenda
Scripted Program
Presentation
Team Captain Packet
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Two Walk Posters
25 Walk Brochures
Donation Collection Envelope
Team Captain guide
Materials Order Form
Team Village Flyer
Tribute Trail Flyer
Fundraising Ideas Flyer
Puzzle Piece Campaign Flyer (and sample puzzle piece)
Matching Gifts Info Flyer
Dollars at Work Flyer
Team T-shirt Contest Flyer
WNFAS App Flyer
Agenda Core Components
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Welcome by Chair (co-Chairs)
Why I Walk “Mission Speaker”
Autism Speaks Update
Walk Video
How to be an effective team
captain/fundraiser
– Letter-writing Campaigns
– On-Line Fundraising Tools
Speakers
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Chapter board member, if applicable
Walk Emcee, if possible
Walk Chair
Walk Sponsor/Corporate Team
Top Walk Team
Staff Partner
Ensure Speakers are Motivational!
Provide them with key bullets
Request Draft of remarks
Program
• Timing: 45 to 60 minutes
• WELCOME
– Staff and Committee should shake hands with each
participant, introduce self and ask names…..
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Recognition Opportunities
Inspire Others to FUNDRAISE
Build up Excitement for Walk Day
Have FUN!
Review Walk Website and Mobile App
Offer mingling before/after formal program
Committee Role
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Register their Team
Encourage attendance at Kickoff and Walk
Committee Name Tags
Answer Questions from participants
Greeters
Post Kickoff Follow Up Phone Calls
“Glitz & Flitz”
• Less is BEST
• Decorations should be DONATED
• Centerpieces are NOT a necessity
– Balloon Bouquets
– Flowers
– Hand Painted Puzzle Pieces
– Candles
• This is not a Gala nor Special Event
Signage
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WNFAS Banner
Autism Speaks Banners
National Walk sponsor
Autism Speaks Podium Banner
Check AS Central for Ordering Instructions
Applicable Sponsorship Banners
The Follow Up
• THANK YOU! THANK YOU! THANK
YOU!
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Speakers
Donors
Committee Members who organized event
ALL Kickoff Attendees – Flag those not yet
registered for Walk
The Follow Up
• SORRY WE MISSED YOU!
– RSVP’s not in attendance
– Hot Prospects not attending
Evaluating the Kickoff
• Update Master Walk Report and YOY
“comments” with all attendees
• Monitor which teams are actively
fundraising following Kickoff Attendance
• Immediately Following Kickoff:
– Registration and Fundraising should increase
Thank you!