Welcome to Dance Marathon

Transcription

1

2 Welcome to Dance Marathon You are about to be part of one of the most remarkable communities in the nation. Every year, on more than 150 campuses nationwide, college students come together to make miracles happen for kids. The entirely student-run program donates 100 percent of the funds they raise directly to the Children s Miracle Network hospital in their community. Dance Marathon has become a tradition on campuses and in surrounding communities. So what exactly is Dance Marathon? At its core, Dance Marathon is a yearlong effort to support Children s Miracle Network hospitals. Students spend the year raising funds in a variety of ways, planning the main event Dance Marathon, and interacting with children s hospital patients and families. The year culminates with a multi-hour marathon where the students stay on their feet and stay awake to celebrate the total amount of funds raised that year, throw a party for kids treated by the hospital, and introduce the cause to a new generation of college students. The following pages will provide you with a basic understanding of what it takes to bring this Dance Marathon to your campus and community. If you have questions or need help, contact the national Dance Marathon staff at Children s Miracle Network at info@dancemarathon.com or (801) For the Kids! Zac Johnson Director, Dance Marathon Children s Miracle Network About Us Jennifer Berger Manager, Dance Marathon Children s Miracle Network - Page i -

3 TABLE OF CONTENTS Welcome to Dance Marathon... i About Us About Children s Miracle Network Dance Marathon... 2 About Children s Miracle Network... 3 Getting Started Lay the Groundwork... 5 Build a Solid Foundation... 6 Create an Effective Committee Structure... 8 Establish a Timeline... 9 Committees Overview Board of Managers...12 Overall Chair...13 Internal Chair External Chair...15 Campus Relations Catering Dancer Relations...18 Entertainment...19 Family Relations...20 Finance...21 Fundraising...22 Marketing...23 Morale...24 Operations...25 Public Relations...26 Technology...27 Contact Us Questions? Page ii -

4 About Us

5 About Dance Marathon The Beginning Children s Miracle Network Dance Marathon was founded in 1991 by students at Indiana University in memory of their friend, Ryan White. Who was Ryan White? Ryan White was a young man who was infected with the HIV/AIDS virus through a bad blood transfusion in the 1980s. Rather than sit back and let his illness and the prejudices that surrounded it overcome him, he became a national spokesperson for HIV/AIDS awareness and patients rights. At the age of 18 Ryan passed away from complications associated with his illness. He was just a few weeks away from attending Indiana University. In his memory, his friends decided to create an event that would encompass all that Ryan fought for. That event was the first ever Children s Miracle Network Dance Marathon. What is Dance Marathon? Dance Marathon is a nationwide movement, activating college students at more than 150 campuses across the country to raise money for the Children s Miracle Network hospital in their community. These students spend a year learning invaluable leadership and social skills while raising funds in a variety of ways while interacting with children s hospital patients and families. The year culminates with a hour long event where the students stay on their feet and stay awake the entire stretch of time to celebrate the total amount of funds raised that year, throw a party for the kids treated by the hospital, and introduce the cause to a new generation of college students. The event involves dancing, games, live entertainment, and kids from the hospital in a fun, high-energy, healthy environment. - Page 2 -

6 About Children s Miracle Network Children s Miracle Network Children s Miracle Network Hospitals is a charity that raises funds for more than 170 children s hospitals. Donations to Children s Miracle Network Hospitals are used to provide charitable care, purchase life-saving equipment, and fund research and education programs that save and improve the lives of 17 million children each year. Founded in 1983 by Marie Osmond, John Schneider, Mick Shannon and Joe Lake, Children s Miracle Network Hospitals entered the scene as a nationally televised Telethon. The organization has since evolved into a worldwide force in fundraising, raising nearly $4 billion over the past 27 years. Every child deserves the hope and healing of children s hospitals. With the help of a Children s Miracle Network Hospital in their community, children of all ages and backgrounds can receive treatment for every imaginable disease and injury from asthma and broken bones to cancer and heart defects. Children s hospitals are also on the front lines of research, education and outreach programs that keep millions of kids out of the hospital each year. This year alone, children s hospitals will provide charity care worth billions, yet they depend on community support to help fund their vital services. To ensure children s hospitals have the resources they need, partners of Children s Miracle Network s Hospitals conduct thousands of special events and grassroots fundraisers year-round. Corporate partners sell Miracle Balloons, radio and television stations broadcast stories of medical miracles, and college students hold Dance Marathons just a few of the programs generating millions of dollars each year to provide the life-saving care and crucial services kids need. To learn more, go to - Page 3 -

7 Get Started

8 Step 1: Lay the Groundwork As you begin, there is no way to anticipate everything you will encounter while planning your Dance Marathon. However, there are a few basic pieces that are helpful to have in place in order to lay the groundwork for a successful Dance Marathon program. 1. Recruit some dedicated friends Dance Marathon cannot happen with you alone. The success of the program depends on the collaboration of people who are as excited and passionate about the cause as you. Children s Miracle Network can help you stir up interest on campus if needed, but it helps to work with an initial group of 5-15 students. 2. Register Dance Marathon as an official student organization The rules for navigating the process to become an official student organization will vary from campus to campus, but the benefits are numerous and cannot be underestimated. As an official organization you will have access to resources and assistance not available to unofficial groups, including potential office space, initial funding, access to on-campus facilities, and often an advisor. 3. Find a good advisor Your advisor is your connection to the campus. Try to find someone who is excited about the cause and can help guide you as you navigate the internal structure of your university to find meeting space, event donations, start-up costs, etc. This can be someone within the student activities office, a Greek life leader, or even a trusted faculty member. They are meant to be a resource, not to lead or manage the program. 4. Contact your local Children s Miracle Network hospital If you haven t spoken to your hospital representative, do so right away. They will be a valuable resource for creating a successful Dance Marathon program, and since your efforts will benefit them, it s a good idea to involve them from the begining. They will help you craft the message that you will carry to others about the impact of Dance Marathon. They can also open doors to potential sponsors, provide hospital tours, and secure appearances by Miracle Children and their families. - Page 5 -

9 Step 2: Build a Solid Foundation Once you ve gone through the process of laying the groundwork for Dance Marathon, it s time to put pen to paper and craft the documents that will establish a solid foundation for the program and guidance as it develops into the future. 1. Establish a Mission/Vision Statement for Dance Marathon Mission and vision statements for your Dance Marathon will guide you as the program develops and will inspire others to join you along the way. Vision Statement: The vision statement expresses your long-term hopes and dreams for the program. It is inspiration for your members and will become the framework for your strategic planning. Consider the big picture goal you are trying to achieve. Mission Statement: The mission statement defines the purpose of Dance Marathon at your school, succinctly describing why it exists and what it does to achieve its vision. Consider what is it that Dance Marathon will do, and how it will do it. 2. Establish Bylaws Bylaws are rules and regulations adopted by an organization for its internal governance. Bylaws vary from organization to organization, but typically include articles addressing the following: name, object, members, officers, meetings, executive board, committees, parliamentary authority, and amendment. About Parliamentary Authority Instead of including an exhaustive description of parliamentary procedure in the bylaws themselves, many organizations simply cite Roberts Rule of Order Newly Revised. The current edition of the book is widely considered the gold standard for rules governing smooth, orderly, and fairly conducted meetings. - Page 6 -

10 Committee Roles and Responsibilities The success of your Dance Marathon program depends on multiple committees and their membership. Not only should committee chairs and members understand the piece of the event they are responsible for, they should also be aware of how their efforts fit into the larger Dance Marathon picture. With competing priorities vying for attention, committees take ownership of a specific piece of the effort. Knowing what impact their work has creates accountability and pride, and brings everyone together for the kids! Following are brief descriptions of each committee and the role it plays in creating a successful Dance Marathon program. Full descriptions can be found online at Board of Managers Overall Chair Internal Chair External Chair Campus Relations Committee Catering Committee Dancer Relations Committee Entertainment Committee Family Relations Committee Finance Committee Fundraising Committee Marketing Committee Morale Committee Operations Committee Public Relations Committee Technology Committee - Page 7 -

11 Step 3: Create an Effective Committee Structure Choosing the right people to aid your efforts and finding appropriate roles for them is vital to the success of your Dance Marathon program. This sample committee structure is a recommended starting point for a new program. For new marathons with fewer volunteers, the committee positions listed to the right (Campus Relations, Special Events, Corporate Relations, Marketing) are often rolled into the position listed above them. As your program matures, you may choose to make these independent committees, or create new committees that meet your needs. The Kids Overall Chair BOARD OF MANAGERS Internal Chair External Chair Internal Committee Chairs External Committee Chairs Catering Dancer Relations Campus Relations Entertainment Finance Family Relations Fundraising Special Events Corporate Relations Morale Public Relations Marketing Operations Technology Committee Members - Page 8 -

12 Step 4: Establish a Timeline You have the drive to get Dance Marathon started on your campus. Be careful to allow enough time to make it a success. The ideal timeline involves at least 12 months of planning before your first event. This usually includes two semesters, plus summer planning. Dance Marathons have been started with less planning time, but to lay solid foundations for a lasting event that will grow over time, you ll want to take the time to do it right. The following timeline is a brief overview of the types of activities you can expect to perform throughout the course of planning your Dance Marathon. Months 1-3 Phase: Building the foundations of the program. Craft the vision for the program Draft constitution Build brand Build executive team (recruit and interview members; work on teambuilding; strengthen group cohesiveness through professional and social meetings) Work with individual committee chairs to create own goal lists and timelines Purpose: Build foundations of the program before you go public with it. Months 4-7 Phase: Marketing and Promotion Plan a campus promotional campaign Create guerilla and viral marketing buzz generators Secure location and date of event Conceptualize overall chair and committee member look to be worn when representing Dance Marathon e.g. nametags, polo shirts, etc. Develop website for online giving by working with Children s Miracle Network or your local hospital. Explore corporate sponsor opportunities (meals, publicity, t-shirts, etc.) Host kick-off event for potential dancers Recruit and interview morale captains Host a meet the family event Purpose: Introduce a new tradition to campus, generate buzz for the event. Months 8-12 Phase: Dancer Recruitment/Sponsor Solicitation/Event Planning Plan dancer recruitment events Corporate sponsor exploration - Page 9 -

13 Sign up dancers on website Host fundraising events for committee members and dancers Assign dancers as registered to teams/ groups Push online fundraising and letter-writing for dancers Outreach to entertainment acts for the event Event run through/detailed set-up for the day of event Purpose: Unite campus with the Dance Marathon movement. Plan and execute the event. For more information visit the Dance Marathon Resource site: - Page 10 -

14 Committees Overview

15 Board of Managers The first year of a Dance Marathon program establishes many precedents. It is important to have a finger on the pulse of the effort at large; to guide and motivate everyone toward the same goals; and to make assessments or decisions swiftly, and for the good of the greater effort. In order to create clear lines of communication and responsibility, most Dance Marathon programs establish a Board of Managers. The Board of Managers is the supreme governing body of your Dance Marathon program, and is typically comprised of the Overall Chair, Internal Chair and External Chair. This group develops the initial direction for Dance Marathon, establishing the vision, mission, bylaws, and other founding documents and goals. This group should meet regularly to ensure that the internal and external sides of Dance Marathon are on track. They should critically assess situations, and provide the strong leadership and swift decision-making necessary to lead all members to build a successful program. In all matters, the Board of Managers will take into consideration the input and feedback of the committees. However, the Board has the final say. Develops initial direction for Dance Marathon, including the vision, bylaws, and other founding documents and goals Meets regularly to ensure internal and external sides of Dance Marathon are on track Assesses critical situations and makes decisions Solicits input and feedback from and provides guidance for all committees Makes final decisions on all Dance Marathon matters BOARD OF MANAGERS Overall Chair Internal Chair External Chair - Page 12 -

16 Overall Chair Roles: The Overall Chair crafts the vision of what Dance Marathon will become, promotes that vision as the public face of Dance Marathon, and provides leadership, direction and motivation for the team effort. The Overall Chair is an individual with strong leadership and decision-making skills. He or she is ideally a great public speaker and solid motivator; has big picture thinking that will inspire others and allow the program to grow; and is detail-oriented and able to manage the committees under his or her leadership. Sets the program s vision Promotes Dance Marathon and acts as program expert Selects a strong committee Works with and motivates committees Mediates without micromanaging Ensures a smooth transition to new leadership - Page 13 -

17 Internal Chair Roles: The Internal Chair oversees all aspects surrounding the Dance Marathon event and the committees that are responsible for all of the details of the event day. The Internal Chair (together with the External Chair) acts as second in command to the Overall Chair. Like the Overall Chair, he or she is a guide, mentor, and mediator. The Internal Chair is familiar with the functions and specific timelines of each of the committees under his or her leadership. He or she should keep track of and facilitate (but not micromanage) the activities of the committees. The Internal Chair should be prepared to assume individual committee chair roles, should the need arise. A contingency substitution like this may be temporary (due to illness or heavy school schedule) or as an interim role when a chair is unable to continue or has been asked to leave by leadership. INTERNAL COMMITTEES: Catering Entertainment Family Relations Morale Operations - Page 14 -

18 External Chair Roles: The External Chair oversees all aspects surrounding the program leading up to the Dance Marathon event and the committees that are responsible for the details of those events. The External Chair (together with the Internal Chair) acts as second in command for the Overall Chair. Like the Overall Chair, he or she is a guide, mentor, and mediator. The External Chair is familiar with the functions and specific timelines of each of the committees under his or her leadership. He or she should keep track of and facilitate (but not micromanage) the activities of the committees. The External Chair should be prepared to assume individual committee chair roles, should the need arise. A contingency substitution like this may be temporary (due to illness or heavy school schedule) or as an interim role when a chair is unable to continue or has been asked to leave by leadership. EXTERNAL COMMITTEES: Finance Fundraising Dancer Relations Marketing Public Relations Technology - Page 15 -

19 Campus Relations Roles: The Campus Relations committee focuses specifically on reaching out to and building relationships with your campus community. The committee strategically reaches out to various groups on campus to educate them about Dance Marathon and encourage their participation with the cause. The committee maintains a positive relationship with these groups and may also organize support for campus groups by Dance Marathon. Members should feel comfortable speaking about Dance Marathon and able to translate their passion for the cause to compel others to participate. They should be professional when making presentations to various groups, and responsible while maintaining relationships with those groups. For new Dance Marathons, this committee will most likely be under Dancer Relations. As participation grows and the burden on Dancer Relations is greater, it may be useful to have a committee dedicated solely to specific campus groups or organizations. Reaches out and promotes Dance Marathon to groups on campus Considers faculty, staff, Greek houses, athletics, independent groups, etc. Creates and maintains a positive image of Dance Marathon among these groups Supports other groups in their activities to build goodwill for Dance Marathon - Page 16 -

20 Catering Roles: The Catering committee plays a vital role in the success of Dance Marathon by ensuring that participants are well fed and fueled throughout the long night. The Catering committee is responsible for all aspects of food and beverage for the Dance Marathon event, including soliciting donations from local food providers, arranging storage or scheduling deliveries during the event, and prepping and serving each meal or snack. Catering requires a good deal of organization and coordination. Committee members are ideally focused and able to plan ahead, but flexible enough to think quickly if things do not go as planned. They should be responsible and professional, as they will be soliciting the in-kind meal donations that are the core of this event. Solicits in-kind food donations Creates the event menu Serves and prepares all scheduled meals and snacks Works with external committees on catering needs for special events, meetings, and other activities - Page 17 -

21 Dancer Relations Roles: Dancer Relations committee members are energetic ambassadors for Dance Marathon. More than just cheerleaders, Dancer Relations plays an essential role in dancer. recruitment, generating enthusiasm among potential dancers, and establishing personal connections that will motivate students to participate. They work hard to keep everyone informed, prepared, and excited about the experience they are about to have. Dancer Relations committee members are outgoing and energetic. They have passion for the cause and are able to use that passion to persuade others to participate. Typically enthusiastic, you also need responsible, reliable members who understand the important role they play and who can follow through on assignments. Recruits, registers, and communicates with dancers Participates in Dance Marathon s promotional efforts Organizes and leads Dancer Callout meetings Establishes dancer groups to motivate, inspire and inform Keeps dancers excited and engaged from registration to day-of event Develops detailed Dancer Packet Collects post-event feedback from dancers - Page 18 -

22 Entertainment Roles: Dance Marathon is one big party and it is up to the Entertainment committee to make sure it doesn t stop. Entertainment is responsible for recruiting exciting, high-energy music, dance, and other acts that will help keep the dancers feet moving and energy up throughout the event. The Entertainment chair also schedules the acts and creates a master timeline for each minute of Dance Marathon. Recruits entertainment acts Controls the Dance Marathon master schedule Creates an entertainment line up that will keep dancers energized Recruits entertainment for other special events throughout the year - Page 19 -

23 Family Relations Roles: The Family Relations committee works with the hospital to make Miracle Children and their families an integral part of Dance Marathon. After all, they are the reason we are all here! The committee will work with the hospital to identify families, incorporate their stories into regular meetings, publicity events, and Dance Marathon itself to connect others to the cause. The kids make Dance Marathon a touching and inspiring experience for everyone involved. Family Relations committee members will have direct contact with families and children who often have special needs. They should be able to act with discretion and compassion, always putting the needs of the families first. Being comfortable with children especially sick kids is a bonus. Connects all other committees and participants to the cause Works with your hospital to identify appropriate families Incorporates Miracle Children and families all year long Highlights Miracle Children and families throughout Dance Marathon Creates Family Room and staff rooms during Dance Marathon - Page 20 -

24 Finance Roles: The Finance committee oversees all aspects of Dance Marathon that involves collecting, counting, and reporting money. From setting and managing the overall budget, to accounting for dollars received from fundraising events, the final total revealed at the end of the evening will be the result of the committee s careful work. The Finance committee needs members who are comfortable working with money and numbers. In the year leading up to the Dance Marathon event, money will change hands frequently, and both income and expenses must be accurate. Members need to be dedicated. Following the Dance Marathon event the job is not finished until the final check has been cut and distributed to the hospital. Oversees all financial aspects of Dance Marathon including accounts, budgets, reporting, and collecting funds and donations Establishes and monitors Dance Marathon budgets Tracks and updates fundraising information for dancers and sponsors Calculates final total and organizes total reveal at Dance Marathon event finale Follows up post-events to collect any outstanding funds, sends tax receipts to donors, and cuts check for hospital - Page 21 -

25 Fundraising Roles: The purpose of Dance Marathon is to raise funds for the kids! The Fundraising committee takes the lead in developing all aspects of raising funds from setting dancer fundraising goals to motivating groups and individuals to raise money. The committee also solicits underwriting support from sponsors and executes special fundraising events. Committee members should be outgoing and professional students. They should be comfortable encouraging others to participate and motivating them to give their time, money, goods or services to support Dance Marathon. Motivates groups and individuals to raise money Organizes fundraising opportunities (canning, online, letter writing) Solicits sponsorships from community businesses Creates and executes special fundraising events (car wash, 5K, etc.) Implements day-of fundraising opportunities at Dance Marathon - Page 22 -

26 Marketing Roles: The Marketing committee focuses on developing ways to promote Dance Marathon and drive interest among different audiences. The committee identifies ways that Dance Marathon can meet the needs of each audience dancers, businesses, etc., and develops tools that can help the program meet those needs. Members should be comfortable making presentations and be professional in their attitude and dress. They should be organized, flexible, and strategic thinkers. A great place to find committee members is among business majors on campus they are often looking for ways to apply their class work to real-life situations. Develops the Marketing Packet for potential sponsors Sets sponsorship levels and benefits Indentifies target businesses to approach for in-kind or cash donations Develops campaigns and activities to promote Dance Marathon - Page 23 -

27 Morale Roles: The morale committee is always one level of excitement above the crowd. The energy and passion of the Morale committee drives the success of Dance Marathon by keeping the dancers excited, entertained, and connected to the cause throughout the event. For the dancers, Morale committtee members are cheerleaders, advisors, coaches, and friends. Morale members, or captains, need constant energy and passion to energize the dancers in any situation. They also need compassion and the ability to motivate each person through the toughest hours of the event. Creates and teaches the Morale Dance to all attendees and committees Develops theme hours, activities, and games for Dance Marathon Provides emotional support for dancers throughout the event Organizes and leads Morale Groups throughout the event Coordinates pre-event Dancer Information meeting - Page 24 -

28 Operations Roles: The Operations committee is the backbone of Dance Marathon. Working behind the scenes, committee members lay the physical foundations that make a successful Dance Marathon. The committee takes the lead in securing the space where the event is held; develops an organized floor plan; schedules deliveries and storage at the site; and coordinates the set up, break down, and clean up of each element of your marathon. Committee members need to be organized and able to think on their feet. They should be willing and able to pitch in wherever needed during setup details and planning prior to the event, and afterwards when clean up is essential. Chooses the Dance Marathon location Communicates the event layout, manage master floor plan Communicates rules and regulations for the space to all participants Coordinates deliveries, storage, and other logistics Sets up and breaks down physical elements of the event Leads all other committees in clean up efforts when event is over - Page 25 -

29 Public Relations Roles: The Public Relations committee plays a lead role in creating awareness, generating buzz, and building a positive image for Dance Marathon. The committee targets various audiences by developing key messages; identifying, building, and maintaining relationships with the media; creating the press kit; and other key communication tools to promote Dance Marathon. The committee s efforts generate buzz and build a positive image for Dance Marathon in the community. Public Relations committee members should be professional in both their actions and dress. They should be comfortable reaching out to the media, and able to develop and maintain relationships with key players. They should also be comfortable speaking to audiences. On camera experience is a bonus. A great place to look is among the communications, journalism, or public relations majors on campus. Defines major messages and talking points for Dance Marathon Promotes two-way communication with Dance Marathon audiences Develops professional Press Kit and other communications tools Researches, target, and proactively reaches out to various media outlets Represents Dance Marathon to the media in person and on camera - Page 26 -

30 Technology Roles: The Technology committee plays a crucial role in developing and maintaining all aspects of Dance Marathon s online presence. From building the group s landing page, to coordinating online fundraising and social networking, or taking photos during special events, the Technology committee keeps everyone connected to the cause. The Technology committee is one of the smaller groups within Dance Marathon. For new programs, this may even be a committee of one. No matter how many members you have, will need to be well-versed in the technical aspects of building and maintaining websites, addresses, and other online tools. Creates and maintain the Dance Marathon website Manages the development and use of online fundraising website Establishes and manages Dance Marathon social networking efforts (Facebook, Twitter, YouTube, etc.) Skills to develop other technical resources are a bonus - Page 27 -

31 Contact Us

32 Questions? The Dance Marathon team is happy to discuss your event, help organize, strategize, and put you in touch with others who can also help. We can provide assistance via phone, , or schedule an on campus training or retreat for your executive committee. All you need to do is contact us! Additional information and resources can also be found on the Dance Marathon resource site at Children s Miracle Network Dance Marathon 205 W. 700 S. Salt Lake City, UT (801) info@dancemarathon.com - Page 29 -