Participant Guide bt5k.org 800.886.1281 events@abta.org
Dear BT5K Participant, Thank you for registering as a participant for the BT5K Breakthrough for Brain Tumors Run and Walk! Your willingness to fundraise in support of the American Brain Tumor Association is critical in helping to advance our mission. This how-to guide is designed to assist you in your team recruitment and fundraising efforts. You ll learn how to set-up and utilize your personal BT5K webpage, send e-mails, and track your progress. This guide also outlines some tips to help you and your team to be successful fundraisers. If you have any questions or need additional instructions or fundraising ideas, please contact your event team at events@abta.org or 800.886.1281. Thanks again for registering as a BT5K participant and for your continued commitment to the American Brain Tumor Association. Sincerely, The ABTA Events Team Thanks for taking the first step to breakthroughs! About the American Brain Tumor Association Founded in 1973, the American Brain Tumor Association (ABTA) was the first national nonprofit organization dedicated solely to brain tumors. For nearly 40 years, the Chicago-based ABTA has provided critical funding to researchers working toward breakthroughs in brain tumor diagnosis, treatment and care, and is the only national organization providing comprehensive resources and serving the complex supportive care needs of brain tumor patients and caregivers from diagnosis through treatment and beyond. Our Mission The mission of the American Brain Tumor Association is to advance the understanding and treatment of brain tumors with the goals of improving, extending and, ultimately, saving the lives of those impacted by a brain tumor diagnosis. We do this through interactions and engagements with brain tumor patients and their families, collaborations with allied groups and organizations, and the funding of brain tumor research. The First and Only The American Brain Tumor Association was the first national organization committed to funding brain tumor research, and today it is the only national organization providing comprehensive informational resources designed to meet the complex care needs of brain tumor patients and caregivers. What is the Breakthrough for Brain Tumors 5K? The BT5K Breakthrough for Brain Tumors Run and Walk is the American Brain Tumor Association s national signature fundraising event, taking place in cities coast to coast. Your participation allows the ABTA to provide vital brain tumor resources to patients and their families, fund promising research studies, and conduct nationwide brain tumor educational programs. There Are 700,000 Reasons to Participate Right now, nearly 700,000 people are living with a brain tumor diagnosis and each day, another 500 people are diagnosed. The American Brain Tumor Association understands how each of these diagnoses can turn worlds upside down. And that is why the BT5K Breakthrough for Brain Tumors Run and Walk is so important. Whether you re running or walking, the BT5K is a breakthrough event that will help the ABTA to improve, extend and, ultimately, save lives. BT5K participant Guide 2
Getting Started After you ve registered as a participant, it is important to set a personal fundraising goal so you have something to strive for! Additionally, if you are the team captain, you should strive to recruit a minimum of 9 people to join your team. Encourage your team members to also set personal fundraising goals, which will help the team to achieve its overall goal. Set-up Your Fundraising Page Use the separate BT5K Online Fundraising Guide to help maximize your use of our Website Tools. This guide can be shared with your teammates and will show you how to: Find the Event Webpage. Register for a BT5K Event. Access your Participant Center. Personalize your Participant and Team Page* Send Emails asking others to donate or to join your team. Track your fundraising progress. Thank others for their donations. Plus, much more! All BT5K event websites can be accessed at BT5K.org * Please note, only the Captain of your team will have the ability to customize the team page and adjust the overall team fundraising goal. Asking For BT5K Donations Ask, Ask, Ask The number one reason people give to charity is because they are asked. Simply asking is the number one tool to help you become the most successful fundraiser you can be. Make a donation to yourself to start towards your goal and show people that you believe enough in the cause to make a donation to yourself. Your personal commitment, paired with the work of the ABTA s mission, will likely bring in more support than you would expect. However, you will never get that support if you don t ask! Email potential supporters Sample emails are provided for you in your Participant Center. You can use these templates or create your own emails! When you fundraise and send emails from your Participant Center, you can easily track your communications. Once a donor gives a gift, you will see a record of that gift in your Participant Center that will remind you to thank them. Additionally, if you send an email to someone and they don t respond, you can easily follow up with them by sending another email. Remember to include your personal story; it s the strongest reason why your friends and family will choose to support you! Please note: if you choose to send emails from your personal email account (e.g., Gmail, AOL or Yahoo!) your communications will not be tracked in your Participant Center. We will, however, continue to track donations in your Participant Center so you can send thank you e-mails. Phone calls Don t forget to use the phone! Your close friends and family will appreciate this personal touch. You can also use the phone as a great way to follow up with donors who have not responded to your email requests. Letters (snail mail) Some of your friends and family members may appreciate the personal touch of a letter. Be sure to enclose a donation form for the event (donation forms can be found on the event website), so they can mail back a check. Where to Send Donations American Brain Tumor Association Attn: BT5K 8550 W. Bryn Mawr Ave. Suite 550 Chicago, IL 60631 Fax: 773.577.8738 BT5K participant Guide 3
Fundraising through Social Media Social media is a fun and easy way to engage other people in your efforts. Below are some ideas for posts you can put on your Facebook page to let your friends and family know that you re supporting the American Brain Tumor Association s BT5K Breakthrough for Brain Tumors Run and Walk and to encourage them to join you. To get the web address for your Personal Fundraising Page, log in to your Participant Center. While in your Participant Center, be sure to include your personal story and photos. What Should I Post? Suggested Fundraising Posts (Feel free to copy and paste any of the suggested messages that follow.) First message: On [INSERT EVENT DATE] I m taking part in the BT5K Breakthrough for Brain Tumors Run and Walk at [INSERT EVENT LOCATION]. This great event raises funds for the American Brain Tumor Association. Please support me with a donation at BT5K.org. Click Donate and search for my name. Thank you! Thank you message (after receiving donations): Thanks to everyone who has made a donation to the American Brain Tumor Association on my behalf. I am truly thankful for your incredible support. You can check my fundraising progress on my Personal Fundraising Page at [Personal Fundraising Page web address]. Fundraising Goal Hit! Thanks to everyone who helped me reach my personal fundraising goal for the upcoming BT5K Breakthrough for Brain Tumors Run and Walk. Take a look at my fundraising progress so far: [Personal Fundraising Page web address]. If you haven t had a chance to donate yet, there s still time. Just go to BT5K.org; click Donate and search for my name. Thank you! [NOTE: If you pass your initial goal, you can reset it to a higher amount and continue fundraising!) Follow up week before the event The BT5K Breakthrough for Brain Tumors Run and Walk is less than a week away! I m trying to raise $XXX. To those who have already donated, thank you. If you haven t had a chance to donate, but you ve been meaning to, there s still time. Donate at BT5K. org. Click Donate and search for my name. Thank you! Tip: If you have photos of your team in your photo section on Facebook, refer your friends to those, as well. For questions on fundraising with social media, contact your event team at events@abta.org or 800.886.1281. NOTE: Make special mention of those who have donated (tag them in your post). Next post progress to fundraising goal My fundraising goal for the BT5K Breakthrough for Brain Tumors Run and Walk is $X,XXX. I m just about XX% there. If everyone I know donates just $XX, I ll reach my goal. Will you help me? Donate at BT5K. org. Click Donate and search for my name. Thank you! BT5K participant Guide 4
Workplace Fundraising Bright Ideas! Campaign How do Bright Ideas! Work? Store cashiers simply ask customers at the point of purchase to buy a paper Bright Ideas! for $1.00 or more to help support the American Brain Tumor Association. The customer then signs his/her name on the Bright Ideas! cut-out and employees hang them throughout the store. Invite local businesses to spread the word about our BT5K events, increase public awareness and help the ABTA s efforts by promoting Bright Ideas! in their store. This fun and profitable promotion typically runs for 4 weeks. Get more information at abta.org/get-involved/bright-ideas.html. Dress Down/Jeans Day Work with your employer to allow employees to make a donation to dress in jeans (or out of dress code) for a day or for multiple days. If your company already has a casual dress code, try dressing up or in a different way instead. Potluck Lunch Ask all employees (or a department) to prepare items for a workplace lunch. Then ask attendees to make a donation to participate. Socials Plan an after-work social event like: After-hours at a restaurant that will let you tend bar for tips (fundraising). Host a dinner at a restaurant for a flat rate with proceeds built into the price. Use your Participant Fundraising Envelope Leave the envelope in the break room or go around the office asking for donations. For questions regarding workplace fundraising or to order your Bright Ideas! starter kit, contact your event team at events@abta.org or 800.886.1281. BT5K participant Guide 5
Other Fundraising Activities Theme Parties Throw a party and charge admission. Use the funds to cover costs and turn in the rest with your fundraising money. TIP: Try to get things donated to save on costs. Garage Sale Sell those old treasures for a good cause. Bake Sale Are you a baker? Bake some treats and sell them. A great way to make more money is to take pre-orders. Bright Ideas Cards The Bright Ideas! paper cut outs (available at a minimal cost through the division office) can be sold at businesses, companies, or anywhere people frequent. Some teams have used them at holiday time to place a memorial or honor tree. Or ask your ABTA staff partner about you creating a unique paper cut out with the BT5K logo. Matching Gifts Ask your company to match what you raise. Some companies have a matching gift policy, so check with your HR department to see if yours does. If they don t, ask them anyway! TIP: Remember to have your donors ask for matching gifts, too! Send Letters Send a donation request letter and form to people and companies with whom you provide business on a regular basis. The possibilities are endless! Consider reaching out to your accountant, dentist, doctor, hair salon/spa, housekeeper/cleaning service, insurance agent, and lawyer. These people probably value your business and will be happy to contribute to a worthwhile cause! Bowling Outing Many bowling alleys provide group rates and discounts. Talk to the owner/manager and see if they can provide a deal. Craft Show/Vendor Fair Have your team set up a craft table or raffle at a craft fair or festival. Or set up your own vendor fair and make money from selling space to various vendors. Bar/Restaurant Benefit Night Work with a local restaurant to set up a percentage of proceeds night. Promote this to your friends, family and co-workers as a way they can support your efforts while they eat. Bingo Night Hold a bingo night at a local club, church hall or at your place of business. Car Wash Talk to a local gas station or business with a parking lot and see if they will donate water and other items to help with a car wash fundraiser. This is great in the spring when everyone wants the mud off of their cars. Try saying donations accepted instead of charging a set price. [TIP: Some companies will match your earnings if you host at their location.] Pancake Breakfast This is a great way to engage your community/business/ organization and this fundraiser has a high profit margin. It can be a good joint event with another group, too. Potluck Dinner Ask team members to take turns making chili, salads, desserts, etc. and ask friends to join you for a night out for a set price or donation. Wine & Art Party A new trend in fundraising is to host Art & Wine Nights. There are several companies that will either come to your home or offer you space at their location to host a party. Charge a fee and arrange for the proceeds to go to your team fundraising. Sports Viewing Party Have a sports party and ask everyone for donations when they get there. It is certainly worth it after all the trouble you go to organize the party and provide the refreshments. This can be done for the Super Bowl, NCAA Championship basketball game, Indy 500, Masters final round, etc. Great idea for the team member with a big screen TV! Movie Night Invite your friends over for a night at the movies. You provide the popcorn and soda and charge admission. Or, have a movie week during lunch hour at work. Charge admission and invite employees to eat their lunch while they watch. For questions regarding fundraising activities/events, contact your event team at events@abta.org or 800.886.1281. BT5K participant Guide 6
BT5K Team Incentives Fundraising teams are an integral part of the BT5K Breakthrough for Brain Tumors Run and Walk. We want to celebrate how hard you worked together to raise funds. Below is a listing of benefits available to our fundraising teams. NOTE: Team members may also qualify for our individual participant incentive program. For additional information, please visit our website to download the participant incentive program guide. Top Team: $2,500-$4,999 One (1) route marker sign* Official team photo *** Super Team: $5,000- $7,499 One (1) table at the Diamond Tent** One (1) route marker sign* Official team photo*** Grand Team: $7,500 - $9,999 Two (2) tables at the Diamond Tent** Two (2) route marker signs* One (1) PA Announcement Official team photo*** Ultra Team: $10,000-$14,999 10x10 Team Tent** Water provided for team in tent Two (2) route marker signs* One (1) PA Announcement Official team photo at tent*** Team goodie bag Elite Team: $15,000-$24,999 10x10 Team Tent** and Personal Concierge Water provided for team in tent Individual team sign Two (2) route marker signs* Two (2) PA Announcements Official team photo at tent with framed print*** Team goodie bag Mega Team: $25,000-$49,999 10x20 Team Tent** & Personal Concierge Water provided for team in tent Individual team sign Three (3) route marker signs* Three (3) PA Announcements Official team photo at tent with framed print*** Team goodie bag Supreme Team: $50,000+ Private catered tent (tent size will vary)** and Personal Concierge Individual team sign Four (4) route marker signs* Four (4) PA Announcements Personalized team t-shirts* Official team photo at tent with framed print*** Team goodie bag * Due to printing deadlines, fundraising totals must be reached three weeks before the event to receive signage incentives. ** Due to logistical deadlines, fundraising totals must be reached two weeks before the event to receive tent incentives. *** Go to designated official team photo area at the event for photo. BT5K participant Guide 7
Prepare for the BT5K Event Now that you have engaged yourself and others leading up to the BT5K Breakthrough for Brain Tumors Run and Walk, it s time to prepare for the event. Things to know prior to the event include: Check your emails Pre-event emails will include the logistical details you will need for the event. Packet Pick-Up This is a great chance to make sure you are ready to get going at the main event and a chance to ask any final questions. Details regarding packet pick-ups will vary so be sure to check the home page of the event website. Attend the Event Enjoy the day and celebrate your fundraising success with us. The event is filled with lots of energy and enthusiasm. It is also a great opportunity to honor or pay tribute to those who have inspired you to participate. Tip: Set a meeting place for your team at the event site. Questions? Contact the ABTA Events Team: events@abta.org or 800.886.1281 BT5K participant Guide 8