Current as of 2017
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.
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
confidentiality agreement (provided by Star Island Corporation).
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!
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.
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
– if time and willingness, send thank you emails or notes to
donors with assistance from SIC staff.
– if possible, send follow up emails to conferees (administrative
duties will be managed by SIC staff including drafting the emails
and sending them out).