Information update from Andrea Kish's discussion with CCRF Events Manager. Feel

free to send on to anyone else you think would find this useful.

1) Keeping track of participant information on excel document is great and

what CCRF prefers. No particular advice about which fields to include; she

suggests including as many variables as possible that are important to the

registration process and keeping track at the event. We can "sort" to whatever

elements are needed for specific functions. For example, we can sort for the

"waiver" and someone can be in charge of making sure all the waivers are in. We

can sort by time slots, etc. After the excel document is drafted, we can show

her the document and the registration forms and she'd be pleased to help by

reviewing them and making suggestions.

We can also use excel document to figre out tax deduction thing (see below).

She said that CCRF probably could loan us a laptop (or two?) to have the at the

event so we can update the excel document on the spot. If we want. Nice offer.

2) Figuring out tax-deductible amounts: totally depends on us figuring out the

"estimated value" of what the participant is receving that evening by being

there, and then if they pay more than that value, the difference between what

they pay and what the value is becomes the tax deductible amount. So, that's

where I think Dan can help. We (Cathy, Dan, and I) need to figure out what they

would be paying to just come and climb that night (for an hour?) and that would

be the value. We probably need to write down the justification of that value

amount somewhere so there's a record of it. Jenny said if they were receiving

food or any entertainment, we could figure out a good faith effort of that, but

I don't think we have that element. She said that pepole really care about the

percentage going to the organization, not the tax deductible ratio. And that

it's a good faith estimate of value.

3) Regarding tax deductible receipts: they don't do them there. We'll be

turning over the excel document to them with all the info and they (CCRF) will

be sending the thank you/tax deductible note/letter to them after the fact. So

we don't have to worry about that at all. We won't (shouldn't) do tax receipts

on site. Jenny did mention that single donations under $200 don't even need a

receipt but participants will get it from CCRF.

4) Good news: they have a credit card machine and can loan it to us that

evening. They can take Visa, Master Charge, Discover and American Express. I

thnk it's good we didn't advertise it but it gives us a good alternative option

just in case, right? It's an older-fashioned kind: it doesn't process it right

there but it's a paper kind: we would give the person back a paper receipt,

turn in all the originals to CCRF and they would process it formally.

4) I asked Jenny about the percentage of the money they raise that goes

directly to research and programming. It's a long explanation, but

unfortunately, right now their percentage is down to 59% because they are doing

a chunk of new marketing nationally. They have been 85% in the past. She was

very upfront about why it's down, but I think that we may want to try to

"skirt" that a bit. Not be dishonest in any way, but I think we don't to put

out the 59% ourselves (it's on their website apparently). This is just my

opinion, but I think we want to talk about what percentage we're aiming for and

talk about that. Or talk about what items are being covered by donations: the

rental of the space, the prizes, etc. and use language around that if we're

going to use language.

What do you all think?

5) I did say that we'd love to have a few very experiences volunteers on the

event side of CCRF come and just kind of make sure we don't do anything really

stupid that night. I said that we had lots of folks to help but if there were

any very experienced event volunteers who would be interested in helping us

during the event, we'd love that. So she'll ask around.

6) She suggested waiting and seeing how many people sign up regarding using

somehting like a wristband or something else to keep track of the people. She

said if it's not a huge number and keeping track of them by moving them from

area to area would work, then "id's" can be not used. She said not to use

wristbands or id's if they are not needed. If they are needed, keep it simple.

I came up with the idea of a stamp, and then different color inks per hour.

That's cheaper than wristbands! We could buy one generic stamp, and then buy a

stamp pad color for each hour and do it that way. What do you think of that

idea?

7) Last item. She said to keep track of "in kind" gifts (such as Josh's

printing of a banner, prizes, etc.) and CCRF can acknowledge thouse with a

receipt and note. So we should figure out a way to add those to the excel

document in some way.

Those are my notes. Happy to call her back anytime and get more info. If you

guys come up with questions tonight at the meeting and want me to get answers,

just send my way. I think I've established a good rapport with her. Andrea Kish

This message has been categorized as "Indeterminate" by Bayesian Analyzer.

Please click on this link if this message is a Spam

http://10.5.1.2:85/bt/a.aspx?M=C:%5Csmtpmail%5CBayesTraining%5C2005-03-16%5C7bf33cda029848c499f3e57febe93fd7&C=2

Or on this link if this message is a legitimate mail

http://10.5.1.2:85/bt/a.aspx?M=C:%5Csmtpmail%5CBayesTraining%5C2005-03-16%5C7bf33cda029848c499f3e57febe93fd7&C=1