Annual Fund Coordinator(s)
Current as of 2017

The Annual Fund Conference Volunteer serves a one season term that begins with appointment by the conference chairs in early spring.  The Volunteer is asked to attend an orientation and training conference call in April.  The cycle of work begins with a personal communication either by email or US mail introducing him/herself as Island AF Volunteer.  This communication is made two to three weeks prior to the conference.  When on the island volunteers tailor a basic set of requirements to the needs and culture of the conference.  Following the conference volunteers are asked to send a follow-up reminder communication.  In the final two months of the year the volunteers must personally contact anyone in the conference who has given in the past but not yet in the current year.  This contact is preceded by a conference call with all volunteers to debrief the island fundraising, share good ideas, and prepare for the one-on-one contacts.

The Annual Fund Conference Volunteer is appointed by the conference chairs in early spring, and works with the Star Island Director of Development to coordinate an annual fund fundraising campaign for the conference. Training is provided by Pam Smith, Star Island’s Director of Development.   All materials needed will be provided by SIC. Below are the responsibilities for each time of the year.

Before The Conference

  • Sign a confidentiality agreement (provided by Star Island Corporation).

  • Schedule an initial orientation/training call with Pam Smith, Star Island Director of Development

  • at least 6 weeks prior to the conference (30 minutes). The purpose of the call will be to review results from the prior years, set goals, discuss plans and to answer any questions. If only the lead annual fund volunteers can attend this initial call, that is fine!

  • Identify and confirm additional annual fund team members as appropriate with assistance from conference leadership. Note that each conference is different – some have a large team, and others have only a few volunteers. For a large conference, it is best to have a minimum of eight people to split up tasks during the week.

  • Schedule a second call with Pam Smith, ideally 2 weeks before the conference. We will discuss sending out an informational annual fund email prior to the conference (prepared and sent by SIC staff), review specific gift amounts from the prior and current years, and confirm strategy for the conference week (30 minutes).


On Star Island

  • On island – meet with Pam Smith early in the conference week (Saturday or Sunday). You and your team will be given all necessary materials (annual fund buttons, gift reply slips, reports as needed and any other collateral materials) (30 minutes).

  • On island – during the week, volunteers will hand out annual fund buttons to those who have donated, make announcements about the annual fund as appropriate, make specific asks if that is the determined strategy for the conference, and potentially staff a table in the lobby to promote the annual fund and answer questions. Different volunteers can staff a table at different times/days, and it typically only takes about 30 minutes before or after lunch or dinner.

  • On island- SIC staff will manage updating a poster in the lobby keeping track of totals, and also will manage collection and recording of all gifts with the Front Desk Pelican Staff.

  • On island – note that SIC staff is available throughout the week to assist and answer any questions or help with tasks!


After The Conference

  • Post-conference – if time and willingness, send thank you emails or notes to donors with assistance from SIC staff.

  • November/December – if possible, send follow up emails to conferees (administrative duties will be managed by SIC staff including drafting the emails and sending them out).


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