Calendar

11-12 Months Out

  • Recruit Jingle Bell Run Committee & Subcommittees
    • Corporate Chair _____________________
    • Revenue Chair_____________________
    • Event Chair __________________
    • Logistics Chair ______________________
    • Sponsorship Committee
    • New Team Recruitment Committee
    • Team Retention Committee
    • Marketing & PR Committee
    • Mission & Advocacy Committee
  • Secure Race Director
  • Work with staff & Race Director to determine location, date, and route
  • Train Committee

10 Months Out

  • Hold committee meeting
  • Develop sponsor prospect lists and set meetings with each prospect
  • Develop team goals and strategies for reaching those goals
  • Create cash/in-kind/media sponsorship packages

8-9 Months Out

  • Hold committee meeting
  • Work with Sponsorship Chair to continue to secure sponsors
  • Develop industry/team prospect list

7 Months Out

  • Hold committee meeting
  • Work with Sponsorship Chair to secure sponsors
  • Work with Logistics Chair to develop plan for brochure/rack card distribution, participant registration, follow-up, etc. 
  • Work with Logistics Chair to confirm route and secure necessary permits
  • Work with Team Recruitment subcommittee to recruit X amount of Team Captains

6 Months Out

  • Hold committee meeting  
  • Announce event in local publications, websites, etc.
  • Work with Team Recruitment subcommittee to recruit X amount of Team Captains

5 Months Out

  • Hold committee meeting
  • Work with Team Recruitment subcommittee to recruit X amount of Team Captains

4 Months Out

  • Hold committee meeting
  • Work with Team Recruitment subcommittee to recruit X amount of Team Captains
  • Work with Sponsorship Chair to confirm X amount of sponsors (cash/in-kind/media)
  • Continue to recruit Team Captains and team recruitment
  • Work with Publicity Chair to meet with media sponsors to review promotional plans
  • Work with Publicity Chair to send media materials to long-lead media
  • Hold Team Captain Kickoff event

3 Months Out

  • Hold committee meeting
  • Print and distribute all promotional materials
  • Work with Team Recruitment subcommittee to recruit X amount of Team Captains
  • Follow up each registration with welcome packets
  • Work with Logistics Chair to recruit medical supplies and paramedic support
  • Work with Logistics Chair to recruit police/safety officials for event
  • Work with Logistics Chair to solicit communication system for event day (2-way radios or cellular phones)
  • Work with Logistics Chair to recruit X amount of event day volunteers

2 Months Out

  • Hold committee meeting
  • Work with Team Recruitment subcommittee to recruit X amount of Team Captains
  • Promote event to community calendars
  • Order all t-shirts, medals, race bibs, etc.
  • Order rental equipment such as tables, chairs, sound equipment, port-a-potties, trashcans, cones, etc.
  • Determine volunteer duties and distribute job descriptions
  • Walk through route
  • Review security plan for event day money
  • Have Logistics Chair confirm event day entertainment / speakers / emcee
  • Have Publicity Chair send out press releases/pitch human interest stories
  • Have Publicity Chair confirm media interviews

1 Month Out

  • Hold 2 Committee meetings
  • Work with Team Recruitment subcommittee to recruit X amount of Team Captains
  • Mail final details to registrants (postcard or email)
  • Have Logistics Chair train day of volunteers
  • Prepare post event thank you letters/evaluations
  • Media interviews
  • Have Logistics Chair reconfirm event day entertainment / speakers / emcee
  • Prepare scripts
  • Bank Day -- Early turn in of money
  • Print sponsor banners

Day of Event

  • Orient and train all volunteers
  • EVENT SET UP
  • Registration
  • JINGLE BELL RUN
  • Secure all money collected
  • Thank everyone for doing a great job
  • EVENT CLEAN UP
  • Complete post event form and return to National Office
  • Send photo caption to media
  • Awards party

Event Wrap Up

  • Post event evaluation meeting
  • Thank you letters to sponsors, volunteers, participants, team captains, etc. 
  • Return all sponsor banners and rented equipment
  • Send out wrap up information with final numbers, sponsor appreciation and SAVE THE DATE information for next year!

Year Round

Cultivate and build upon relationships by sending chapter newsletters, Christmas cards, other event information, save the date card, etc.