Giving Back to Your Community – Part 6 of the Statewide and Regional Meeting Series

Community support is a somewhat new aspect of our statewide planning, because we learned that members of our chapter like opportunities to give back. In the sixth and final part of our Chapter Leaders Blog series on effectively planning statewide and regional meetings, we will discuss strategies and ideas for using your event to benefit those in need.

Get Organized

Because people are eager to help, this is an area that can quickly grow out of control. A plan needs to be put in place to ensure that charity activities run smoothly at your statewide or regional meeting. Find someone who has great organizational skills and is passionate about helping those in need. They will be a valuable asset to your statewide or regional meeting committee and will help determine which organization(s) to work with, as well as which activities to host during the event. 

Select a Charity and Activities

Choosing a charity is important as it will evoke personal feelings from attendees. Sending a survey to the statewide committee or chapter members about what causes are most important to them can help narrow down the organization(s) you choose to support. Once finalized, a number of activities can be planned around it, including donation collections, volunteering activities, raffles/silent auctions, and more.

For the 2019 Wisconsin Statewide Payroll Conference, we decided to support several organizations in a variety of ways. We sent a list of donations needed to attendees in advance and collected them at the event through a “reverse garage sale.” We also raised money through a raffle drawing for gift baskets, gift cards, and a quilt donated by our chapter members. Lastly, attendees were given an opportunity to do “speed volunteering” by tying fleece blankets throughout the week. This allowed the attendees to have many options for charitable activities to be involved with during the entertainment portion of the Statewide. 

Make Arrangements for Leftovers

As with any event, chances are there will leftover food. Instead of going to waste, this food can be shared with certain shelters. Arranging this will take some coordination with the shelter, the caterer, and the event venue. Contact the shelter to find out their leftover drop-off/pick up times as well as what kind of food is acceptable. Request that the caterer package the remaining food (you might have to provide containers) and that the event venue refrigerate it prior to delivery.

Giving back to the community is a great way to promote your local chapter and allow the attendees to feel connected to a good cause. 

This article is the last of a six-part series on effectively planning statewide and regional meetings, authored by Statewide Coordinator and Past President of the Northeast Wisconsin Chapter, Stephanie Ernsting, CPP. Click the links below to read the other parts in the series!

Read Part 1 on Finding the Right Venue Using an RFP.

Read Part 2 on Preparing a Thorough Budget.

Read Part 3 on Selecting Topics and Speakers.

Read Part 4 on Developing an Effective Marketing Communication Plan.

Read Part 5 on Social Media Before, During, and After the Event.