Chairman’s Planning Guide Project: Un-Run for JCMI Planning 1. Primary purpose. (What is the one reason you want to successfully run this project?) The primary purpose of this project is to raise money for the Junior Chamber Mission Inn. 2. Give a brief description of the proposed project and background information. Follow this with a list of the specific and measurable goals to be accomplished by this project. (Example: to involve 25 Jaycees.) The Un-Run is “the greatest race that never took place”. Participants register and receive a T-shirt and number, but no one actually runs. Awards are given out based on a random drawing. All registration fees will be turned in 3 weeks prior to the “Run”, and are given to the Junior Chamber Mission Inn. On the day of the Un-Run, we will hand out T-shirts and numbers, and provide hot dogs & soda. Awards will also be given out the day of the project. This project will assist in attaining the goal “To raise at least $1,000.00 for Junior Chamber Mission Inn” in the State and National Junior Chamber Involvement Pinnacle Area/CPG Category, under the Community Development Area, as outlined in the 1997-1998 Chapter Planning Guide for the West St. Louis County Jaycees. Goals: A. To have 200 people register for the Un-Run. B. To raise $5,000 for JCMI. C. To get corporate sponsors, so the project can be run at no cost to the chapter. D. To have 20 Jaycees participate in the project. 3. What are the specific manpower assignments? (Show names and duties.) A. President: Name: Karin Seymour Duties: 1. To insure that the goals established in the chapter plan are accomplished. 2. To serve as an ex-officio member of the planning committee. B. Programming Vice President: Name: Lori Vincent Duties: 1. To assist the chairperson in any way necessary for successful completion of this project. 2. To make sure the Chairman’s Planning Guide is completed for the project. 3. To handle any required training of committee members. C. Project Chairperson: Name: Debbie Velten Duties: 1. To complete the Chairman’s Planning Guide. 2. To coordinate and promote the project within the chapter. 3. To obtain necessary materials from USJCC for an Un-Run. 4. To publicize the project. D. Corporate Sponsors Sub-Chairperson: Name: Susan Hatcher Duties: 1. Provide assistance in locating corporate sponsors for the project. E. Prize Donations Sub-Chairperson: Name: Susan Allard Duties: 1. Provide assistance in obtaining prize donations for the project. F. Barbecue Sub-Chairperson: Name: Dawn Olenjack uties: 1. Organize all supplies and line up manpower for the barbecue on the day of the Un- Run. G. Finance Sub-Chairperson: Name: Wendy Cox Duties: 1. To handle all financial matters concerning this project, including handling any monetary income and payment of any bills. H. Manpower - at least 10 members will be needed for 3 hours on the day of the project to assist in distributing T-shirts, coordinating awards, and running the BBQ. 4. What specific materials, supplies, and resources will be required? Items to be provided by the Chapter: A. Chapter Plan B. Chapter Newsletter C. Chapter Roster D. Past Chapter CPG E. Chairman’s Planning Guide form and guidelines F. Meeting Agendas and Minutes G. Chapter General Membership Meetings H. Chapter Board of Directors Meetings Items to be provided by Chapter Members: A. Item: Un-Run brochures & registration forms from USJCC Responsible Member: chairman Date Needed: 2 months prior to project B. Item: T-shirts & numbers from USJCC Responsible Member: chairman Date Needed: day of project C. Item: Chapter specific brochures Responsible Member: Lori Vincent Date Needed: 2 months prior to project D. Item: BBQ grill Responsible Member: chairman Date Needed: day of project E. Item: Hot Dogs & Soda Responsible Member: chairman Date Needed: day of project Items to be provided by non-Jaycee resources: A. Item: Location for brochures to be picked up Supplier: local businesses Address: (see support material for participants) Responsible Member: chairman Date Needed: two months prior to project Donation or Purchase: donation B. Item: Prizes, or funds for purchase of same Supplier: Corporate Sponsors Address: (see support material for participants) Responsible Member: chairman Date Needed: two months prior to project Donation or Purchase: donation C. Item: Location for the project Supplier: City of Ballwin Contact Person: Linda Bruer or Tom McCarthy Responsible Member: chairman Date Needed: two months prior to project for publicity purposes Donation or Purchase: donation D. Item: Publicity Supplier: newspapers, TV stations, radio stations Address: (see support material for participants) Responsible Member: chairman Date Needed: two months prior to project Donation or Purchase: donation 5. Describe the potential problems and solutions to successfully complete this project. Problem: People may be unclear on the concept of an “Un-Run”. Solution: Make sure that all publicity materials have a clear definition of how the Un-Run will work. Problem: People need to be able to pick up registration forms. Solution: Ask local businesses (Target, Grandpa’s, 7-11, etc.) if they can have the forms available at their locations. 6. Complete a proposed budget indicating all anticipated income and expense. (Note: income should equal expense.) Income: Appropriation from the chapter $ 75.00 Donations (list): Corporate Sponsorships $ 250.00 Prizes (12) for “runners” $ 400.00 Copies of local brochure $ 35.00 Location for Project $ 75.00 Registration Fees $ 5000.00 Total Income $ 5835.00 Expense: Return of Appropriation from the chapter $ 75.00 Awards for teams $ 50.00 Hot dogs & buns $ 50.00 Soda $ 50.00 T-shirt printing for local sponsors $ 50.00 Publicity (newspaper ads) $ 50.00 Donations (list): Prizes (12) for “runners” $ 400.00 Copies of local brochure $ 35.00 Location for Project $ 75.00 Donation to JCMI $ 5000.00 Return to Chapter (Profit) $ 0.00 Total Expense $ 5835.00 7. List the specific steps to bring this project to a successful completion showing planned dates for each step. Date Step to be taken 12/11/97 Approve as part of the Chapter Planning Guide. 12/11/97 Get approval from the Board of Directors. 12/18/97 Get approval from the Chapter. 12/12/97 Agree to serve as chairperson. 12/12/97 Complete the first nine questions of the CPG. 12/15/97 Request Un-Run materials from USJCC. 12/17/97 Request use of the Ballwin Golf Club for project. 12/18/97 Promote at General Membership Meeting. 12/19/97 Write first article for chapter newsletter. 12/20/98 Write request letters for potential corporate sponsors. Write request letters to local businesses to be registration locations. 12/22/98 Mail request letters. 01/05/98 Receive materials from USJCC. 01/07/98 Prepare promotional materials (press release, PSA, etc.) 01/08/98 Promote at General Membership Meeting. 01/18/98 Send press releases, PSA’s, etc. to local media. 01/22/98 Promote at General Membership Meeting. Write second newsletter article. 01/29/98 Review at Board Meeting. 02/01/98 Send press releases, PSA’s, etc. to local media. 02/05/98 Promote at General Membership Meeting. 02/18/98 Send press releases, PSA’s, etc. to local media. 02/19/98 Promote at General Membership Meeting. Write third newsletter article. 02/26/98 Review at Board Meeting. 03/01/98 Send press releases, PSA’s, etc. to local media. 03/02/98 Registration Deadline. 03/05/98 Mail registrations to USJCC. Promote at General Membership Meeting. 03/18/98 Send press releases, PSA’s, etc. to local media. 03/19/98 Promote at General Membership Meeting. 03/19/98 Receive T-shirts & numbers from USJCC. 03/21/98 Anticipated date of project. 03/22/98 Mail awards that were not picked up. 03/24/98 Write thank-you notes & mail. 04/02/98 Final report to the chapter. 04/01/98 Complete the CPG. Implementation and Evaluation 8. Record any revision of the original plan. Date: 2/4/98 Revision: Due to Christmas holidays and other year-end activities, I didn’t send the request for Un-Run materials to National until February. We decided to push back the date of the project about a month instead of trying to rush things. Date: 2/22/98 Revision: I sent the initial requests for corporate sponsors. Date: 3/29/98 Revision: Since I only received two prize donations and no official sponsorships, I sent out several more requests to local businesses or local offices of corporations. Date: 3/30/98 Revision: Since I only had about 20 registrations, I gave members until the Thursday night meeting (4/2) to turn in registrations. We also decided to go ahead and submit registrations to get t-shirts, but continue to accept registrations. Those people would be eligible for the drawing on the date of the Un-Run, but we wouldn’t have t-shirts for them on the day of the Un-run. Date: 4/1/98 Revision: We sent press releases to local newspapers. Date: 4/4/98 Revision: I only had 3 prizes, but since no children or teams registered, I decided not to worry too much and focus on getting six prizes for the two adult categories. Date: 4/14/98 Revision: I faxed press releases to local television and radio stations. Date: 04/15/98 Revision: We made personal visits to local restaraunts to request gift certificates. We had some success with this. Any prizes left over will be used as incentives by the incoming President or Membership VP. Date: 4/18/98 Revision: We discovered that we only received 19 t-shirts even though we sent 28 registrations. We swapped around to make sure the non-Jaycees got shirts and the Jaycees would get their shirts in the second batch. We also didn’t get any race numbers, but we decided not to bother making our own. Date: 4/25/98 Revision: I sent the remaining registrations to the Foundation, along with a request for our missing nine shirts. 9. List solutions or recommendations for a future chairperson. I think this project is a great idea and recommend that we do it again. The main problem was getting people to understand the concept. I think many people just saw the “Run” part of Un- Run. I think it would go over better if we could get more media support. I would suggest trying to run this as a Region project and get all the St. Louis area chapters involved. Every chapter could hand out registrations, and on the day of the Un-Run we could have 3 or 4 locations, each staffed by chapters from that area. I think with a larger group of Jaycees behind it we might get more media interest and have more resources. 10. Give specific and measurable results for each goal established. Describe the impact of this project on the chapter, individual members, and the community. Goal Results: A. To have 200 people register for the Un-Run. – This goal was not met. We only had 31 registrations. B. To raise $5,000 for JCMI. – This goal was not met. We raised $775. C. To get corporate sponsors, so the project can be run at no cost to the chapter. -- This goal was not met. We didn’t have any corporate sponsors. However, the only cost to the chapter was the barbecue supplies for the day of the Un-Run. D. To have 20 Jaycees participate in the project. – This goal was met as over 20 Jaycees either registered, handed out registrations, or helped out on the day of the Un-Run. Benefit to the Individual: The individual benefits by helping to support a worthy cause. This gives people a sense of well-being. Having an Un-Run also gives people a chance to get a “run t-shirt” without actually having to run. Benefit to the Chapter: The chapter benefits from the public exposure of this project. People get the registrations, see the story on the news or in the paper, and learn a little bit more about what the Jaycees do and the great charities they support. Benefit to the Community: The community benefits from the services that the Junior Chamber Mission Inn provides to children affected by or with HIV & AIDS. By running this project, we help the JCMI provide more to more children. West St. Louis County Jaycees - Chairman’s Planning Guide Page 7