MISSION PLAN for a SUCCESSFUL D.U. DINNER Thanks to Gordon Medlin of the Stockton, CA, D.U. chapter for the original ideas and artwork, and to Curtis Wooten for help in updating the information ANY EVENT WITHOUT A PLAN IS A MISSION LOST! 1999 Ducks Unlimited, Inc. No part may be reproduced without the written permission of Ducks Unlimited, Inc.
COMMITTEE STRENGTH THE KEY TO A SUCCESSFUL DUCKS UNLIMITED CHAPTER As Committee Chairman, the leadership you provide is certainly key to the success of your Chapter. Ultimately, however, the degree of your Chapter s success is a combination of the leadership you provide and the strength of your committee. How strong should your committee be? No Ducks Unlimited committee should undertake a Membership banquet with fewer than ten committee members that s adequate manpower to pull together a 100- person banquet without overworking your volunteers. Beyond that, if you re planning a banquet for 150 people, you ll need a committee of at least 15; for a 200 person banquet at least 20 committee members; for a 300 person banquet, at least 30 committee members; for a 400 to 1000 person banquet, 40 to 90 committee members. Some of these volunteers will contribute large blocks of time to the overall effort, others small blocks, but they are all essential. Find out how much time each committee member is able and willing to commit and assign tasks that fit that time commitment. Undertaking a DU function with too few committee members puts undue stress on you, as Chairman, and most often overworks the committee members you do have making it difficult to hold on to committee members from year-to-year and to recruit new committee members to your fold. So, your first charge as Chairman is to lead your committee into growing itself to adequate strength for the type and size event you want to host. With your committee in place, this booklet, coupled with the DU Banquet Guide, will help in organizing and leading them to success. NOTES
Mr. Chairman, Are You Ready? A successful Ducks Unlimited fund raising dinner event depends on the organized effort of the local committee. The committee leadership that you provide is vital! Your organizational skills and control are prime requisites to the success of the event. Create an image of the event you want to hold and then develop a detailed plan to create it! This pamphlet has been prepared to assist you with your responsibilities during the time you serve. The material is drawn from the DU Banquet Guide. We suggest that you review it for additional details. Mr. Chairman, NOW YOU ARE READY! For questions, information, or assistance, please contact your Regional Director, State Chairman, or District Chairman YOU ARE NOT ALONE! Your District Chairman, State Chairman, Regional Director, and other committees are all available and willing to help you in any way you need, so PLEASE USE US!! We have all been there and quite frankly sometimes miss being involved in putting on the show.
ANNUAL DINNER EVENT COMMITTEE CHECK OFF LIST Countdown 8 Weeks Yes No Set Date of Dinner...!"! Set Reasonable Attendance Record...!"! Establish Location of Dinner...!"! Establish Price of Dinner Ticket...!"! Negotiate Meal Cost...!"! Order Dinner Tickets...!"! Appoint Raffle Chairman...!"! Appoint Gun Coordinator...!"! Appoint Auction Chairman...!"! Appoint Arrangements Chairman...!"! Appoint Ticket Sales Chairman...!"! Appoint Beverage Chairman...!"! Appoint Treasurer...!"! Appoint Publicity Chairman...!"! Appoint Sponsor/Corp. Sp. Chairman...!"! Appoint Greenwing Chairman...!"! Contact D.U. Regional Director...!"! Contact Auctioneer...!"! Contact Raffle Girls...!"! Apply for ABC Permit...!"!
Yes No Meet with Raffle Sales Girls: a. Review sales items and games...!"! b. Review their use to display Oral Auction items...!"! c. Inform them that they are paid AFTER event...!"! Be Flexible; Use Silent Auction for Items of Less Value!"! Security in Place (6:00 p.m.): a. Security for Sold Auction Items...!"! Committee Meets (5:30 p.m.) Last Minute Details...!"! Games in Place and Manned...!"! START ON TIME! a. Doors Open 6:00 p.m...!"! b. Registration: 1. Prepaid Ticket Line...!"! 2. Purchase Ticket Line...!"! c. Dinner on Time 7:30 p.m...!"! d. Start Auction/Raffle on Time, 8:30 p.m....!"! Host the Affair be visible all evening....!"! END ON TIME - Auction over ~ 10:30! 7 Weeks Complete DCMS form and mail...!"! Distribute Tickets...!"! Order Program Cover...!"! Report of Auction Items...!"! Order D.U. Auction Items...!"! Report on Underwriting...!"! Report on Corp. Sponsors...!"! Report on Raffle Prizes...!"! Report on Gun Donations...!"! START PUBLICITY Distribute Flyers (In DU promo tube)...!"! Distribute Posters (In DU promo tube)...!"! Radio Spots (Sponsor)...!"! Newspaper Article...!"! Newspaper Ad (If donated)...!"! Order Billboards (If space donated)...!"! Greet the Guests HAVE FUN!
6 Weeks Auction Items...!"! Raffle Prizes...!"! Ticket Sales...!"! Publicity...!"! Gun Donations...!"! 5 Weeks Ticket Sales...!"! Raffle Prizes...!"! Auction Items...!"! Publicity...!"! Greenwing Items...!"! Yes No Mark Each Auction & Raffle Item by Number to correspond with program...!"! Make out Auction receipts by Auction Item Number (Alternate items between books so one can be filling out sales info. while the others are spotting)...!"! Auctioneer Reports to you at 4:00 p.m...!"! Review Auction Items (by each item) with Auctioneer...!"! Check with Treasurer: a. Cash Boxes...!"! b. Money Deposit Bags...!"! c. Change (check cashing, raffle girls, etc.)...!"! d. MC/VISA forms & embosser...!"! Check with Auction Spotter Team a. Auction Receipts pre-numbered by item...!"! b. Runners...!"! c. Identification-meet with auctioneer...!"! Check with Raffle Personnel: a. Ticket Drums...!"! b. Runners...!"! c. Raffle Drawing...!"! d. Coordinator for Raffle/Auction Activities...!"! e. Establish Raffle Sales Girls Check In-Out Area...!"!
Day of Event Yes No Assemble Committee at Event Location 12:00 Noon...!"! Arrange for Lunch & Refreshments...!"! Deliver Raffle and Auction Items for Display...!"! Establish Table Arrangements/Reserved Seating...!"! Set Podium: Microphones...!"! Check Sound System...!"! Check Bar Layout & Arrangements...!"! Check Food Service Arrangements...!"! Check on Security...!"! Check on Lighting...!"! Programs...!"! Secure Treasurer storage area...!"! 4 Weeks Ticket Sales...!"! Raffle Prizes...!"! Auction Items...!"! Publicity...!"! Greenwing Program...!"! Gun Donations...!"! Confirm Raffle Girls...!"!
3 Weeks Ticket Sales...!"! Raffle Prizes...!"! Auction Items...!"! Greenwing Participation...!"! Publicity...!"! Gun Donations...!"! 2 Weeks Ticket Sales...!"! ABC Permit in hand?...!"! Final Report...Raffle Prizes...!"! Final Report...Auction Items...!"! Greenwing Activity...!"! Contract for Auctioneer...!"! Gun Donations...!"! 1 Week PRINT PROGRAM Yes No Identify by Number- Oral & Silent Auction Items...!"! Color code raffle items by raffle...!"! Contact Security...!"! Contact for Sound System...!"! Make Assignments for Night of Event...!"! A. Front Door...!"! B. Auction Set Up...!"! C. Raffle/Set Up...!"! D. MasterCard/Visa...!"! E. Cashier...!"! F. Raffle Sales Coordinator & Girls.!"! G. Sound System...!"! H. Table Arrangements...!"! I. Lighting...!"! J. Greenwing Registration...!"! K. Greenwing Raffle...!"! L. Bar Supervision...!"! M. Food Preparation & Serving...!"! N. Contact Auctioneer...!"! O. Corp. Spon. seating/recognition...!"! P. Draw a diagram of the room layout showing locations of bar, games, stage, treasurers area, sponsor area, secure area, ticket & food lines, tables, etc....!"!