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Alpha Epsilon Pi The International Jewish Fraternity Philanthropy and Community Service A Commitment to Tikkun Olam Updated – March, 2011 - - - "Behold, how good and how pleasant it is for brothers to be together in unity" Psalms 133:1 ALPHA EPSILON PI LEADERSHIP SERIES Introduction As Fraternity Men, it is our duty and responsibility to give back to our communities. There are countless ways to raise money and donate our time to great causes. Alpha Epsilon Pi leads the Greek world in Philanthropy and Community Service. In this packet, you would learn how to successfully plan and execute a philanthropy or community service event. Raising thousands of dollars is much easier than you might think! Past Accomplishments Past undergraduate brothers have set the bar extremely high for our current active Brothers. Alpha Epsilon Pi’s past accomplishments include: In one semester (Fall 2005), AEΠ chapters raised more than $58,000 for Hurricane Katrina Relief o $2,000 of this was donated to the New Orleans Jewish Day School through AEΠ’s Foundation More than $100,000 was raised by AEΠ for Magen David Adom, the Israeli emergency response service from 2001-2003 $135,000 was raised by AEΠ for the U.S. Holocaust Memorial Museum $65,000 was raised by AEΠ for the Ethiopian Jewish Community Centers in Israel from 2004-2005. AEΠ has also assisted Mazon: A Jewish Response to Hunger, and The National Tay Sachs & Allied Diseases Association, Inc. $100,000 raised for Shaare Zedek Medical Center in Jerusalem from 2006-2010 $100,000 raised for Chai Lifeline’s Camp Simcha from 2006-2010 $25,000 raised for the U.S. Holocaust Memorial Museum 2006-2010 $12,000 raised for Hillel International 2006-2010 $10,000 raised for Haiti and Chile through B’nai B’rith International 2010 The Official Philanthropies 700,000 Over 7 years to 7 Charities In August of 2010 at the 97th Annual International Convention in New Orleans, Alpha Epsilon Pi concluded its five year philanthropic pledge. Scheduled to take a total of five years, Alpha Epsilon Pi Brothers met the $225,000 goal in just four years! $100,000 was donated to the Shaare Zedek Medical Center in Israel, $100,000 was donated to Chai Lifeline, and $25,000 was donated to the Holocaust Museum. ALPHA EPSILON PI LEADERSHIP SERIES During the same convention, AEPi Brothers were presented with seven new philanthropic organizations. The Brothers were to select three of these organizations to donate an additional $225,000 over the next four years. It was an extremely tough decision. Instead, an Undergraduate Brother motioned to not exclude any organization and to donate $700,000 to all seven organizations over the next seven years. In a roar of applause and support, the motion passed unanimously! Alpha Epsilon Pi’s 7 Official Philanthropies SHARSHERET (BREAST CANCER) – Sharsheret is a national not-for-profit organization supporting young Jewish women and their families facing breast cancer. Our mission is to offer a community of support to women, of all Jewish backgrounds, diagnosed with breast cancer or at increased genetic risk, by fostering culturally-relevant individualized connections with networks of peers, health professionals, and related resources. Since Sharsheret’s founding in 2001, we have responded to more than 19,000 breast cancer inquiries, involved more than 1,000 peer supporters, and presented over 200 educational programs nationwide including Sharsheret on Campus “Changing the Face of Breast Cancer” events. Sharsheret offers a continuum of care for the Jewish community – addressing the needs of those who are concerned about the risk of breast cancer in their family, those who have been diagnosed with the disease and are undergoing treatment, and those who face issues of survivorship or recurrence. KESHET (HELPING SPECIAL NEEDS CHILDREN AND YOUNG ADULTS)- Keshet is dedicated to enhancing independence, optimizing personal potential, supporting Jewish religious growth and encouraging community integration for individuals with developmental disabilities. Keshet strives to be a nurturing community of families, peers and professionals committed to excellence in educational, recreational, vocational, social and religious programs within the framework of Jewish values and traditions. SAVE A CHILD'S HEART (CARDIAC CARE FOR CHILDREN IN DEVELOPING COUNTRIES) – Save a Child’s Heart is an Israeli-based international humanitarian project, whose mission is to improve the quality of cardiac care for children from developing countries suffering from heart disease and to create centers of competence in these countries. As the SACH medical team donates their time performing life-saving surgeries, a diverse medical training program, and a weekly pediatric cardiac clinic held at Wolfson Medical Center in Holon, they work to assure that every child receives the best medical treatment available, regardless of the child's nationality, religion, color, gender or financial situation. SACH is motivated by the age-old Jewish tradition of Tikkun Olam – repairing the world. By mending the hearts of children, regardless of their origin, SACH is contributing to a better and more peaceful future for all of our children JEWISH NATIONAL FUND (SUPPORTS VARIOUS JEWISH ORGANIZATIONS, MAINLY IN ISRAEL) – From its inception, JNF was charged with the task of fundraising in Jewish communities for the purpose of purchasing land in Eretz Yisrael to create a homeland for the Jewish people. JNF's ALPHA EPSILON PI LEADERSHIP SERIES signature Blue Boxes, which were used to collect the necessary funds, are now known worldwide as a symbol of Zionism. JNF's work is evident in every facet of life in Israel, from beautiful forests to vital reservoirs to the innovative farming techniques being used on kibbutzim throughout the nation. While JNF has been instrumental in realizing the Zionist dream, the challenge of developing and protecting the land grows every day. AEPi will be contributing to a new indoor playground for children in Sderot. Because of the constant rocket attacks from Gaza, these children cannot be more than 15 seconds from a bomb shelter. This playground allows them to play safely without fear. FRIENDS OF THE IDF (SUPPORTING ISRAELI VETERANS WITH A SCHOLARSHIP TO COLLEGE) – The FIDF initiates and helps support social, educational, cultural and recreational programs and facilities for the young men and women soldiers of Israel who defend the Jewish homeland. The FIDF also provides support for the families of fallen soldiers. The IMPACT! Scholarship Program grants scholarships for higher education or vocational training in Israel to combat veterans from disadvantaged socio-economic backgrounds, who could not pursue learning without financial support. LEKET ISRAEL (ISRAELI FOOD BANK) – Leket Israel works hard to address the problem of nutritional insecurity in the country. AEPi will be donating a new truck painted with AEPi letters and the CofA to aid in transporting food. Leket Israel is rescuing nearly hundreds of tons monthly of food (110+ tons weekly) that would otherwise be destroyed from hundreds of food producers, is running Israel’s largest food purchasing cooperative for non-profit organizations throughout the State of Israel, is providing professional guidance to non-profit organizations in all areas of nutrition and food safety, & is supplying over 5,500 volunteer-prepared sandwiches a day to school children from dysfunctional homes in 24 cities (90 schools total) throughout Israel. ELEM (HELPING ISRAELI AT RISK YOUTH) – ELEM was founded in 1981 by a group of Israel and American volunteers to help Israeli’s large population of at-risk youth become productive citizens. Through the years, ELEM has grown and now operates in 30 towns nationwide, with a variety of innovative and relevant programs targeted toward different population groups. ELEM employs 250 counseling and treatment professionals and 2,000 volunteers (both adult and youth). Last year, ELEM met with tens of thousands of adolescents, and provided continuous treatment to approximately 12,000 of them. How to Plan a Successful Philanthropy The following section is presented in a suggested order of completion. The Goal Setting and Pre-Planning Phase Before you begin to plan your event or program, you must set clear and defined goals. Visualize the end result. This will help you sell your philanthropy to your chapter. You should ask yourself the following questions: ALPHA EPSILON PI LEADERSHIP SERIES 1. Exactly how much money do you want to raise? 2. What causes are you donating to? 3. What type of event are you planning? (social, service project, fund raiser, cultural, or educational) 4. When is the ideal time/date of your event? (You can finalize dates in the planning phase.) You should set high, but reasonable goals. Just like rush or school, the higher you set your goals, the better the end result. Once you have clear goals, you must start brainstorming event ideas. Make sure you choose an event that you chapter will stand behind. Think about the greater University community. Most importantly, choose an event that you think you can sell to public. The Pitch: Investing Your Chapter Once you have a solid foundation, you must gain your chapter’s support. When you stand up in front of your chapter as Philanthropy Chair, you have about ten seconds to win over your chapter. Therefore, you must make sure you blow them away. If you’ve set defined goals and pre- planned your event, you’ll hook your chapter more easily. No one likes listening to someone who is unprepared. Remember, you are selling the goal and the overall idea. You will plan the logistics of the event once your chapter is on board. During your pitch, make sure your chapter knows you are a man of action and you know what it takes to get the job done. You need to show that you will be successful and so will Brothers that follow your lead. Below, you will find two example pitches: THE AVERAGE PHILANTHROPY CHAIR’S PITCH “We have a philanthropy to plan, this year we’re thinking about doing a basketball tournament and inviting other fraternities to play. i need help, so if you’re interested, please see me after the meeting. “ What is wrong with this pitch? It is not specific; it sounds like you are unorganized; it makes the philanthropy sound like a chore or a pain; and, it does not motivate anyone, including you. THE SUCCESSFUL PHILANTHROPY CHAIR’S PITCH “Brothers, on November 15th, we are going to host an inter-Greek basketball tournament that will raise $5,000 for AEPi’s Official Philanthropies. i plan on having 20 fraternities, sororities, and other campus organizations participating in the tournament. We are going to have sponsors as well. There will be prizes. I have a plan of action and at the end of the day we will definitely raise $5,000. This is something that, if done right, will look great on our resumes. In order to accomplish this though, i need 5-6 brothers on my committee. Three will help with recruitment, two will help with sponsorships, and one will help me plan the logistics of the event. I am going to pass around a signup sheet. If you are interested, please put down your name and we will talk after the meeting.” What is great about this pitch? ALPHA EPSILON PI LEADERSHIP SERIES “Brothers, on November 15” – This shows you already have a time and date. This lets your chapter know you are organized. “That we will raise $5,000” – This shows you have a goal. Hearing that you want to raise $5,000 will peak your chapter’s interest and offers them a challenge. “20 fraternities, sororities, and other groups participating” – This shows you have a plan and that you are getting your chapter involved with other organizations. “Sponsors” – This shows that you are taking this event to the next level. “Will look great on our resumes” – This gives your brothers an incentive to help. What looks better on a resume? o I helped plan a party with 500 people that may or may not have followed proper risk management polies. o Or, I helped plan the best philanthropy in my chapter’s history that raised $5,000. “I need 5-6 brothers, three for recruitment, two for sponsors, and one for planning logistics” – This shows you are organized and lets brothers know what they will be responsible for. Now your brothers are thinking about where they can help. “Put down your name and we’ll talk” – This shows that there will be some sort of selection process and that you are not just taking anyone. The Planning Phase ORGANIZATION Large philanthropic events can be incredibly complex to plan. It is highly advised that you organize every aspect of the event. Make a binder with tabs for each detail. Create a calendar with check-points to keep you on track. PICK A DATE Now that you have your entire chapter on board, you must start planning the logistics of the event. Start planning early; most successful philanthropies take at least two months to plan. Additionally, Picking a good day is incredibly important to the success of your event. Check your University, IFC, and chapter calendars to minimize conflicting events. Check for local concerts or movie releases as well. THE PHILANTHROPY COMMITTEE After you have a solidified date set, you should choose motivated committee members. A successful philanthropy committee consists of seven members including the Philanthropy Chair. The jobs of each committee member will fluctuate depending on the event you will be planning. An example committee can be found later in this packet. REFINE YOUR EVENT IDEA By now, you should have the support of your chapter, a solidified date, and a quality committee. Now, you must meet with your committee to refine your event idea. For example, if it’s a sporting event, how many teams are needed? How will the brackets work? By the end of this brainstorming session, you should be able to answer the following: How much will your event cost? ALPHA EPSILON PI LEADERSHIP SERIES How will you make money? (Entrance fees, selling tickets, etc.) Why should other people participate? What are the incentives? Do you need corporate sponsors? Where will the event take place? Do you need transportation? Do you need to apply for any permits or insurance? Do you need approval from the University? BUDGET One of the best ways to stay organized and set your goals is to map it out in your budget. Here are three example budgets for different types of events. Goal: $5,000 Date/Time/Place: April 19, 2009 Event: Dodge Ball Tournament Recruitment: $50 per group to play 10/15 fraternities $500 5/7 sororities $250 10 other university groups $500 Sponsorships: 10 local companies @ 250 2500 1 corporation/larger business @ 1000 1000 1 business @ 500 500 Other revenue sources: 0 0 Minus expected expenses 0 0 (hopefully all your expenses will be donated or comp’d) Totals: $5000 Goal: $5,000 Date/Time/Place: April 19, 2009 – student union ballroom – 8pm – midnight Event: Poker Tournament Recruitment: $20 per person to play 100 fraternity brothers on campus (10 from each fraternity) $2000 25 sorority leaders to play $500 25 university leaders $500 10 campus personalities (no price) ex. Basketball coach, 0 football coach, dean of students, well known athlete on campus, to draw interest Sponsorships: 5 local companies @ 250 1250 1 corporation/larger business @ 1000 1000 5 local restaurants to donate appetizers to event and gift 0 ALPHA EPSILON PI LEADERSHIP SERIES certificates as prizes Best buy to donate Playstation 3 for grand prize 0 Other revenue sources: 0 0 Minus expected expenses Cards, chips, dealer button donated by Card Player Magazine 0 (hopefully all your expenses Sister sorority to help deal will be donated or comp’d) Totals: $5250 Goal: $5,000 Date/Time/Place: November 15, after football game, 8pm, Irish Restaurant off campus Event: Date Auction – 20 bachelors Recruitment: 20 bachelors – estimating that each will raise on average $50 $1,000 8 fraternity presidents - $400 7 sorority presidents - $350 5 campus personalities (no price) ex. Basketball coach, football coach, dean of students, well known athlete on campus, to draw interest - $250 Sponsorships: 20 local restaurants to donate gift certificates for dinners for all 0 dates 1 corporation/larger business @ 500 500 1 car dealership to donate 1000 1,000 Other revenue sources: 200 people paying $5 a head at the door 1,000 Minus expected 0 expenses (hopefully all your expenses will be donated or comp’d) Totals: $3,500 The Philanthropy Committee After the chapter meeting, you need to start meeting with your committee weekly. Each week it is up to you as the philanthropy chair to set up a weekly goal for the members of your committee. An example philanthropy committee is: 1. Recruitment for fraternities 2. Recruitment for sororities 3. Recruitment for university organizations 4. Sponsorship recruitment for Local Businesses 5. Sponsorship recruitment for regional business and corporations 6. Event logistics 7. You, the philanthropy chair. ALPHA EPSILON PI LEADERSHIP SERIES Please note: The following descriptions are based on a two month action plan. Brother #1: “The Socialite” RECRUITMENT OF FRATERNITIES No matter what you are planning – a tournament, a talent show, a poker game, a concert, a competition, or a marathon – you will need to make sure people are on hand at your event. The best way to do this is to create ways for other fraternities to monetarily buy into your event. For example: Each fraternity on campus could register a team in your tournament Each fraternity could send a member to compete in your chicken nugget eating contest Each fraternity could send a member to compete in your Greek man-of-the-year contest Each fraternity could send one brother to cook for one hour of your 24 hour bbq-a-thon Each fraternity could send one brother to participate as a bachelor in your bachelor auction, etc By securing a monetary buy in from fraternities, you guarantee that not only the individual teams and brothers show up, but you can guarantee that their friends will show up for support. Who wants to go up for a bachelor auction and not have people there to support and bid on them? Each week, as the Philanthropy Chair, you will set a goal for the brother. For example: Week one: Make a list of the proper contacts for all fraternities on campus. Week two: Set a time to talk with each fraternity on campus. Week three: Go to the chapter meetings of half of all fraternities on campus. Week four: Go to the chapter meetings of the other half of all fraternities on campus. Week five: Get a confirmation of 1/4th of all fraternities Week six: Get a confirmation from 3/4th of all fraternities Week seven: Collect all registration fees from all fraternities on campus Week eight: Make sure all participating fraternities know when to be at the event, who to bring, what to wear, rules of the game, etc. Brother #2: “The Ladies Man” RECRUITMENT OF SORORITIES Sororities are one of the keys to organizing and pulling off a significant reputation-changing program. No matter what type of philanthropy program you are planning, it can be bettered by including sororities on campus. For example: Invite sororities to field teams in your tournament (basketball, football, dodge ball, softball, etc.) Ask sorority presidents to sit in as targets in your AE-Pie-a-thon. ALPHA EPSILON PI LEADERSHIP SERIES Ask sororities to nominate one sister to participate in your date auction Ask a sorority to sponsor one hour of your rock-a-thon by sending one sister to sit in the rocking chair Ask each sorority to pair up with a fraternity in your competition/tournament/marathon/etc. Brother #2 will be in charge of making contacts and going to speak with each sorority on your campus. You are going to want to make sure that this brother is social, enthusiastic, and charming. He should be someone that is confident in front of groups. He should also be someone that is able to make a sale. Each week, as the Philanthropy Chair, you will set a goal for the brother. For example: Week one: Make a list of the proper contacts for all sororities on campus. Week two: Set a time to talk with each sorority on campus. Week three: Go to the chapter meetings of half of all sororities on campus. Week four: Go to the chapter meetings of the other half of all sororities on campus. Week five: Get a confirmation of 1/4th of all sororities Week six: Get a confirmation from 3/4th of all sororities Week seven: Collect all money owed to chapter from participating sororities Week eight: Make sure all participating sororities know when to be at the event, who to bring, what to wear, rules of the game, etc. Brother 3: “The Big Man on Campus” RECRUITMENT OF UNIVERSITY GROUPS Sometimes people don’t realize that being on the philanthropy committee means socializing, chatting, schmoozing, and mixing. You will need one brother to go out and recruit other campus groups. Why? Because if recruiting 16 fraternities and sororities for your basketball tournament each paying $100 means you’ve raised $1600, why not recruit 16 other university organizations and have a 32 team tournament and end up raising $3200 just from registration? Each week, as the Philanthropy Chair, you will set a goal for the brother. For example: Week one: Make a list of the proper contacts for 30 campus groups, i.e student government, a/v club, Spanish club, Hillel, Chabad, Jewish student Union, other religious groups, athletic teams, scholarly fraternities, etc. Week two: Set a time to talk with each group over the next two weeks Week three: Go to the meetings of half the groups Week four: Go to the meetings of the other half of groups Week five: Get a confirmation of 1/4th of all groups Week six: Get a confirmation from 3/4th of all groups Week seven: Collect all money owed to chapter from participating groups ALPHA EPSILON PI LEADERSHIP SERIES Week eight: Make sure all participating groups know when to be at the event, who to bring, what to wear, rules of the game, etc. Why such a big push on recruitment? The answer is simple, the more people that know about your event, the greater impact you will have. The easier it will be to build a reputation off the success of your event. Furthermore, the more organizations that participate in your event, the more people there will be on hand. Even more bluntly, the more organizations that participate, the more registration fees you will collect and the more potential money you will raise up front. Brother #4: “The Business Major” LOCAL SPONSORS One of the most important, yet highly overlooked, ways to raise money for chapter philanthropies is through sponsorships. A lot of times you will have initial expenses associated with your philanthropy such as the cost of t-shirts, facility rental, cost of fliers, price of whip cream for your AE-Pies, etc. If you don’t want to use chapter funds (which you should have a budget for), then you can use money raised through sponsorships. In addition, this money will significantly increase your total funding raised. Why do businesses want to fund your event? Good question. Look around your classrooms and school buildings. Do you notice bulletin boards with advertisements on them? Do you sometimes see energy drinks or gum companies giving out free samples on campus? College students are the most important target population for businesses and we see them wasting their money on fliers and free samples. This is your opportunity to show companies how to better spend their funds. By inviting companies to be a part of the biggest, and most popular philanthropy on your campus that will have more than 250 students on hand, you are laying out the red carpet for businesses to attract new college aged customers. You do not have to beg businesses to sponsor you. You are selling them the opportunity to attach their name to one of the coolest college programs around giving them instant credibility. This is your strongest selling point (besides the fact that they are doing a good thing with their money). Each week, as the Philanthropy Chair, you will set a goal for the brother. For example: Week one: Make a list of as many local businesses as possible (do not forget car dealerships). Week two: Send a letter or make a phone call to every business on your list (example letter at the end of this packet) Week three: Visit at least 10 businesses in person, or have a conversation with at least 10. Never say no or take no for an answer. If a business is not willing to donate $100 to you, maybe they will donate a gift certificate, product, or a buy one get one free coupon. Week four: Visit 10 more businesses. ALPHA EPSILON PI LEADERSHIP SERIES Week five: Visit 20 more businesses. Week six: Get commitments from at least 20 businesses Week seven: Collect all money promised or donations offered. Week eight: make sure all businesses know when the event is and what their role, if any, will be. (More on recruiting sponsors available upon request) Brother #5: “The Public Relations Major” SPONSORS FROM REGIONAL BUSINESSES AND CORPORATIONS Brother #5 is the wild card. He may work harder than anyone and yield no results. But with a little luck, timing and business acumen he may come home with $1,000 or more from one business. Corporations and regional businesses want to reach college students as much as local businesses and they are willing to put money up. The hard part is getting the right person on the phone. This brother must be organized. He needs to make a list of as many businesses and contacts that he is able to come up with. A great place to start, though, is in the chapter meeting. Many chapters’ best sponsorships come from businesses whose employees are siblings, uncles, parents, cousins, friends, etc of brothers in your chapter. Each week, as the Philanthropy Chair, you will set a goal for the brother. For example: Week one: Make a list of as many businesses and contacts as possible Week two: Send a letter to every business on your list Week three: Call all the businesses. Find the right person to talk to. Week four: Call again. Continue to Call. Persist. Pursue! Week Five: Get commitments from at least 2 businesses Week six: Collect all money promised or donations offered Week seven: Make sure all businesses know when the event is and what their role (if any) will be. Brother #6: “The Aspiring Lt. Master” THE ONE THAT WILL HELP YOU PLAN THE EVENT When you organize an event that is going to involve multiple groups and people on campus, your reputation is on the line. In order to make sure that your event runs smoothly, it is highly recommended that you have one brother on your committee that is dedicated to organizing the events logistics. ALPHA EPSILON PI LEADERSHIP SERIES This person should know who is coming to the event and what each person’s role will be. He should know where on-lookers are going to stand, where raffle tickets will be sold, where t-shirts will be given out, where sponsors will stand, where the banner will be hung, who is first in the pie toss and who is last. This person needs to know everything about the event. He also needs to be able to communicate all those details to the involved parties. This person has a lot of work to do. His job will involve all the other people on the committee. Brother #6 should handle all event logistics so you can focus on managing the committee. It is your job to make sure the six brothers on the committee are doing their job and meeting deadlines. Some suggested weekly goals for brother six: Ensure that the reservation for the site is good. Visit the site. Know the site. Start designing all needed materials (shirts, logos, fliers, banner, etc.) Inform brothers of what roles will be needed for event. I.e. set up, clean up, raffle ticket seller, master of ceremonies, dude dressed up in a bunny suit, etc. Make sure everyone on committee knows how the event will run, times, when their contacts will need to be there, where they should stand. Make sure t-shirts have been ordered, banner has been ordered, fliers ordered, other needed materials. Have brothers sign up for different roles. Logistics, logistics, logistics Logistics, logistics, logistics Brother #7: “The Philanthropy Chair” YOU, THE ASPIRING MASTER As the Philanthropy chair, you are the goal setter, the leader, and the manager. The brothers on the committee should make your life easier. As long as you communicate goals clearly and delegate responsibly you should have an effective committee. Weekly committee meetings are very important. At the meetings, you should make sure each committee knows their weekly goal as well as have everyone share how their progress is going from the previous week. Each brother is basically raising money. For example, if you have an event like a basketball tournament, you can charge a registration fee. If brother one recruits 10 fraternities to play and each fraternity pays $100 to participate he’s raised $1,000. If brother two recruits 10 sororities to play and each pays $100 to participate he’s raised $1,000. ALPHA EPSILON PI LEADERSHIP SERIES If brother three recruits 10 business to donate $250 in sponsorships he’s raised $2,500 If brother four recruits 1 corporation to donate $1000 as a lead sponsor he’s raised $1,000. If all that happens you have raised $5,500!!! This is why it’s so important to set weekly goals for each committee member. The weekly goals of recruitment, sponsorships and logistics all adds up to DONATIONS. Successful Past Philanthropies Dumps for Dollars by Sam Rank (U. of Maryland ’07) Since its beginnings in the year 2002, Delta Deuteron’s Dump for Dollars has not only been one of the most successful and original philanthropic events held at the University of Maryland, it has also been one of the most notorious philanthropic events in Alpha Epsilon Pi. After all, it’s not every day that a student sees a cow in the middle of this urbanized campus just outside of the District of Columbia. To date, this event has raised monies for no less than four local charities while amassing a total yield of approximately $20,000. The idea behind the event is rather simple. Brothers and supporting organizations sell tickets for this event in which a cow will graze on a field until it defecates there. When it does so, the event is over. The field on which the cow grazes is divided into a grid which has as many squares as tickets bought. The owner of each parcel of land is determined at random by a computer which will assign ownership to a given square. Therefore, the “catch” of the event is that the buyer, not knowing which parcel of land he buys with each ticket, is enticed to purchase a significant number of tickets in order to increase the likelihood of winning. This is essentially the theory behind the event and the source of our chapter’s successes. The owner of the parcel of land on which the cow defecates is the winner of the event and that person is entitled to a cash prize. In past years, the chapter has made the event even more attractive by providing more opportunities for passers-by to interact with brothers and community members who support the fraternity. For instance, one year the chapter had a local-area band come and perform for free because of the philanthropic nature of the event. A DJ once offered his services free of charge for the same reason. We’ve had food at past events and even sold shirts advertising the annual Dump for Dollars. These initiatives have proved successful; one of the most important things about the event is not only its philanthropic nature but also the fact that the event raises money for charity in a very public, very visible location, always on campus. Therefore, this event easily garners publicity and brings in many curious individuals to see exactly what’s going on. As a result, this event has become somewhat of a rush event; it has brought many prospective brothers out to see what the event is, and brothers have seized these opportunities to get to know rushes. ALPHA EPSILON PI LEADERSHIP SERIES “Cornhole for a Heart” by Sam Orelove (College of Charleston ’10) The Chi Omicron Chapter at the College of Charleston came up with a great philanthropy event that became a big hit on campus. Here is a summary of how they did it: Cornhole, a.k.a. the beanbag toss game, is simple, fun, and most importantly, requires minimal athletic ability. Combine all three and you have yourself the opportunity to host a successful philanthropy event. If you don't know about the game, cornhole is played by 2 teams of 2. The goal of the game is to get points by tossing beanbags on a wooden board with a hole in it (you can find the specific rules online). A few things should be considered when planning a Cornhole Tournament: 1) where will I get the boards? 2) how am I going to set-up the bracket? 3) what kind of entertainment and prizes will be used? 4) how should the event be promoted? In the southeast, cornhole is a pretty popular game so we didn't have a problem finding boards to borrow. However, one possibility is making your own and then selling them or auctioning them off after the tournament (keep in mind you need 8 bags per set of 2 boards). For a tournament with 40 teams, we used 8 sets and finished in under 2 hours, but you can alter the scoring system to make the games go faster or slower. How you set the bracket is very much dependent on the number of teams you have. It is most likely not going to happen that you'll get exactly 32, 64, or 128 teams to have an even bracket, and you don't want to make a cut off for the number of teams when there of people out there who want to play. Therefore, you want to stop sign-up far enough in advance that you can make the bracket and everyone is on the same page. Single elimination is probably not a great idea if you don't have a lot of teams because the games don't last very long and people are paying to play. When we held our tournament it was at night and we got a DJ to play music. Having music, no matter what time of day it is, is a good idea simply for the mood. Either selling or giving away food is also something to consider, especially to give the teams something to do when they're not playing. Another attention grabber is having random raffle drawings at various points, so getting prizes from local businesses is important. For our tournament the winning team received Visa gift cards, the second place team got a customized cornhole set, and the third place team got a prize package. Make sure you make an official write-up about the event when approaching businesses asking for donations. One of the most important pieces to the puzzle is how you are going to promote the tournament. In some parts of the country, possibly even most, you'll find a lot of people who have never even heard of cornhole (you may be one of them). You have the option of selling t-shirts for it, including putting any sponsors on the back, putting up flyers, using local and college media, advertising at sorority and fraternity meetings, and of course Facebook. We were able to sell the fact that it was only $5/person, but you can definitely up the price. Have entertainment and prizes in place before promoting so you know exactly what you can advertise to hook people. This event has a great amount of potential, but it will only work well with detailed preparation and a concrete game plan on how it should be run. Good luck and get your cornhole ready! ALPHA EPSILON PI LEADERSHIP SERIES “Dog Days” by Evan Derrow (Northwestern ’11) AEΠ Tau Delta at Northwestern University planned and organized “Dog Days” that is a staple event on campus the past 8 year. Here is a synopsis of how the event was planned and what they do to execute it. Our chapter first did Dog Days 8 years ago, and every year it grows more successful and enhances our chapter’s presence on campus. Dog Days is a week-long event where our chapter sets up grills at three key locations on campus each day, and sells hot dogs for $2, snacks for $1, and drinks for $1. In the last three years Dog Days has raised over $18,000 total for our beneficiaries. In terms of organizing an event like Dog Days, the challenges fall into two categories: logistics and overhead. The basic structure is that each grill is manned by at least two brothers at all times, so that there is always someone to cook and someone to market / sell the product. We use shifts that are one hour long, which comes out to 210 hours of grilling during the week (two brothers per station, three stations, 7 hours a day, 5 days). It is important to send a sign-up sheet around to brothers a week or two in advance. Additionally, you need to plan out how you will go about supplying each of the stations at the beginning of the day with everything they need, as well as how you will resupply them during the day and how you will break down the stations at night. Based on the size of our campus (8000 undergrads), we start off the week with 2000 all- beef hot dogs, 200 Hebrew National hot dogs, about 100 veggie dogs, and 1000 drinks. The last few years we have been able to get the all-beef hot dogs at cost (around $0.40 per dog) and get 500 drinks for free, but we are trying to improve on this each year. Additional components of Dog Days are a letter writing campaign to parents and alumni of the chapter, “Dogs After Dark” during which we set up a grill from 11pm – 2am in a location that the bar crowd travels through, Greek Day (where the fraternity or sorority that buys the most food on a day gets 10% of the day’s take donated to their philanthropy), and a kick-off party at our house the Sunday before the week of grilling where we collect $2 donations at the door. With any questions please do not hesitate to contact Evan Derrow at email@example.com. “AEPoker” by Mike Zaslow (Northwestern ’11) AEΠ Tau Delta at Northwestern University planned and organized “AEPoker” that is soon to be an annual philanthropy campus. Here is a synopsis of how the event was planned and what they do to execute it. AEPoker is a simple idea: hold a poker tournament where the only prizes are gift cards, or items of a similar utility to players, that have been donated by individuals and companies. Such a tournament does not constitute gambling, and is therefore does not conflict with the local laws in place. Tau Delta executed AEPoker for the first time this year, and raised $1100 thanks to minimal overhead cost and a strong variety of prizes for the top nine finishers. The first thing that we did was find a venue that would fit everyone while also matching up with the nature of the event. There is a locally-owned five-star hotel less than a block from campus ALPHA EPSILON PI LEADERSHIP SERIES that was willing to let us use one of their large meeting rooms on its top floor for a discounted price of $200 in the spirit of the philanthropic nature of the event, which turned out to be our only expense. Thanks to this donation, we had the resources of a professional meeting space staff when setting up the room, and the upscale location and décor added to the draw of the event. Moreover, the hotel donated a free night at the hotel ($180 value) to be used as the top prize for the event. From here we went out looking for more prizes. Several of the local businesses and restaurants in Evanston were willing to donate $25 gift cards or free meals, and no college kid will turn down free food. We worked on this right up to the date of the event, and ended up with enough prizes to give every member of the final table (the last nine players) at least one thing, while also increasing the number of prizes based on placement. Furthermore, since many players would be playing for bragging rights more than the prizes, the chapter paid for a message congratulating the winner to be shown on LCD screens throughout our student center. Lastly, and most importantly, we advertised AEPoker using every method available. The fraternity community was our main target, so we made it a point to go to every chapter house during dinner or chapter to sell advance tickets for $10, since buying-in at the door was $12. In addition, we made announcements at IFC meetings, and bought ad space on the LCD screens in our student center. Overall, AEPoker is a simple idea that many students are familiar with. The market for participants is narrower than most other philanthropy events, but a well-executed event can be very successful. With any questions, please do not hesitate to contact Michael Zaslow at firstname.lastname@example.org. “World’s Longest BBQ” by Jon Fish (Ohio State ’11) AEΠ Eta Chapter at OSU University planned and organized “World’s Longest BBQ” that is soon to be an annual philanthropy campus event. Here is a synopsis of how the event was planned and what they do to execute the most successful philanthropy in 97 years of AEPi. The World’s Longest Barbecue (WLB) boils down to an exercise in collaboration and dedication driven by a shared goal. A rabbi at The Ohio State University’s Hillel who is an AEPi brother and a number of the Eta chapter’s current brothers have worked with Chai Lifeline, an experience that provided additional inspiration for full involvement and a cause for success beyond simply raising money. AEPi enlisted the support of the OSU Barbecue Club, one of the largest clubs at Ohio State that was founded upon the joy of barbecuing. Together, the first WLB was scheduled for fall 2009. It was a four-day barbecue with brothers grilling around the clock. About $5,000 was raised. No longer after the end of the first WLB than a few days, AEPi and the BBQ Club began planning for the second one that was to be held in the spring. Some main priorities were to get a better location (one closer to the main intersection between campus and the off-campus area where ALPHA EPSILON PI LEADERSHIP SERIES most students live), a larger menu to entice students, and a wider media campaign to create interest. The second WLB was held in a plaza frequented by students going to and from class with a set menu to compliment the staples of burgers, grilled cheese, and hot dogs. Special menu items included crepes for breakfast, pizza for dinner, and deep-fried Oreos for the late-night crowd. At no point during the 168-hour barbecue was it quiet for more than 90 minutes, even during the early hours of the morning. Even after covering expenses, AEPi raised over $17,000 for Chai Lifeline during that week. The key to the success of the WLB is buy-in. All brothers were required to work six hours throughout the event so that there were never less than three brothers there at a time along with an OSU BBQ Club member. However, most brothers were there in whatever free time they had to lend a hand. In turn, the WLB became our most successful brotherhood event in addition to a successful philanthropy event. When brothers discovered that it was fun to work at the barbecue because they were with their brothers, they encouraged buy-in and further participation. AEPi and the BBQ Club also decided that at least one of four people who were instrumental in the planning and implementation of the WLB be at the barbecue at all times for the purposes of handling any issues that may have arisen. There are certain restrictions on when it is okay to play music, where and which tents can be set up, and how the food must be handled, so it is important that there is someone knowledgeable of the proper practices present. Likewise, if there needs to be additional flow of information between the participants of the WLB and the school, these were the heads of communication to pass on updates, if there were any problems, and in case of emergency. These point-men could also help organize whatever was supposed to be going on at the BBQ at that time, as well as getting more supplies and contacting more people to help. The WLB has shown that philanthropy events take a lot of time and effort, but as long as the brotherhood supports the event and there is help from others, including both sponsors and collaborator, it will work. However, the degree of success depends on the chapter’s ability to evolve, learn from previous mistakes, and consider the input of the community and brothers. The brothers must desire success as much as the leadership does. A large, logistically complicated, time- consuming event will only succeed if the brotherhood wants it to. As members of AEΠ we hold tzedeka as an important aspect of brotherhood. The highest degree of tzedeka is one who holds the hand of a man reduced to poverty by handing him a gift in order to strengthen his hand, so that he will have no need to beg from others. You now have the tools to join the ranks of more than 97 years of philanthropy and tzedaka through the men of Alpha Epsilon Pi. We look forward to hearing the fantastic events that you and your chapter are holding. Good luck! ALPHA EPSILON PI LEADERSHIP SERIES Example Sponsorship Letter Alpha Epsilon Pi University of _______ 1234 University Row. University City January 23, 2010 [Mail Merge Address] Dear [Mail Merge titles and surnames], The ______ chapter of Alpha Epsilon Pi at University of ______ is proud to announce our third annual Brother Auction event will be returning on Thursday, March 25, 2010. The Brother Auction is a philanthropic event where guests bid on a date with each brother of Alpha Epsilon Pi. Each year, we have raised money to support important causese around the world, and this year is no different. Proceeds will be going to help terminally ill children through the Chai Lifeline. We were so successful in the spring, the student body wanted it to come back this Spring semester! Increasing our donations every year, we successfully donated over $3,000 last spring because of the generosity of our participants. Brother Auction is the pinnacle of Alpha Epsilon Pi’s philanthropic and brotherhood efforts. All of us at Alpha Epsilon Pi realize that the current economic environment is extremely challenging, so it is therefore more important than ever that we continue to receive economic support from our donors. We welcome you to join us by supporting us in any way you can, from gift certificates to help in acquiring the products needed to run the actual event, such as cups, napkins, etc. Finally, corporate sponsors can have their company name on our banners, or a t-shirts in exchange for a donation, so if you or someone you know at a corporation would be willing to donate to our Brother Auction, please let us know right away. If you have further questions, or if you would like to discuss Brother Auction donations, please feel free to contact __________. Checks made out directly to Alpha Epsilon Pi Foundation, Memo: Brother Auction- _______ Chapter is tax deductible, or you can also go to www.aepi.org and put the donation in Alpha Epsilon Pi's International Philanthropy 2006, and say Brother Auction – _____ Chapter is also tax deductible, if you choose to put it on your credit card. Checks made out to our chapter are not tax deductible. Any checks can be mailed to 1234 Univeristy Row Attn Brother Auction Donation. ALPHA EPSILON PI LEADERSHIP SERIES Example Sponsorship Levels Platinum ($300 or equivalent in gift cards, materials, ect…) Company recognition in the name of the event (Ex. Company X presents the third annual brother Auction) Advertisement to run on Alpha Epsilon Pi’s website for 3 months 2 full page ads in program Logo displayed on t-shirt 3 documents to put into the guest bag Verbal recognition at auction Gold ($200 or equivalent in gift cards, materials, ect…) Advertisement to run on Alpha Epsilon Pi’s website for 1 month 1 full page ad and a ½ page ad in program Logo displayed on t-shirt 2 documents to put into the guest bag Verbal recognition at auction Silver ($100 or equivalent in gift cards, materials, ect…) 1 full page ad in program Logo displayed on t-shirt 1 document to put in the guest bag Verbal recognition at auction Bronze ($50 or equivalent in gift cards, materials, ect…) ½ page ad in program 1 document to put in the guest bag Verbal recognition at auction Friend ($25 or equivalent in gift cards, materials, ect…) 1 document to put in the guest bag Tax Information All money that is given to AEΠ’s official philanthropies goes through the AEΠ Foundation. You may be asked about tax write-offs for donations. Donations to the AEPi Foundation, which is a 501c3 “non-profit,” are tax deductible. Individual Chapters are 501c7 “not-for-profit” organizations which are not eligible for tax write-offs. If donors require a tax code, please have them donate ALPHA EPSILON PI LEADERSHIP SERIES straight to the AEPi Foundation on your Chapter’s behalf. The international office can provide you with a letter that indicates the Foundation’s tax identification number. Resources For more information, please contact Adam Teitelbaum, Lorber Director of Jewish Programming and Philanthropy, at email@example.com or 317-876-1913. Additional Leadership Series Manuals are available at www.aepi.org.
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