Event Checklist for Running for Readers Virtual Event

Use this checklist once you are ready to create your Running for Readers Virtual Event’s donation and payment sites. The timelines below are considered minimum deadlines. The earlier your chapter can plan an event, the more successful it will be. Follow the Chapter Fundraising Guide available in the Resource Library and make sure an Event Information Form is submitted for all philanthropic events. Event Planning resources and timelines can be found in the Event Planning and Management Guide in the Resource Library.

4-5 weeks before event

Choose date/Week for event (weekends may be best for more schedules)
Fill out memberplanet survey form for approval by Pi Beta Phi Foundation (1-2 Business Days)
Determine if the funds raised will be directed to the chapter or Foundation. Choose the Running for Readers template and personalize it for your event (add photos, why your cause is important to your chapter, etc.) Think about what message resonates with your chapter, your school and your community.
- Complete the registration page template and link it to your donation template
  - Will you give shirts or other swag as part of the registration fee, sell them separately, ask for additional donations? Remember any goods or services the participant receives make the registration fee non-eligible for any tax deduction, and you'll need to state that on your event page.

2-4 weeks before event

Launch your fundraiser and your promotion!
- Encourage sisters to register and create their own fundraising page, and ask them to promote why they are participating in the event. Promote your event on social media, through emails to family and friends and through your school's online communication platforms. Use your event hashtag and encourage sisters to do the same.

7 days before event

Encourage sisters to make another promotional push on their social media and send out emails to friends and family. In your promotions, make sure to include why fundraising is so important to your philanthropic cause.

Days of / Week of event

Say “hello” and “thank you” to your participants through video on and throughout the day via social media. Give updates on your fundraising thermometer, and reshare photos that have been submitted to you from the tagged photos or your participants' feeds throughout the day. Share facts about where fundraised dollars go and promote your event page for donations throughout the day.

After Event

Announce your total to participants and say thank you! Make sure to send out any outstanding swag within a week of the event. If you chose to "fundraise for the chapter" in memberplanet, fill out a Chapter Giving Form and send it in with your final contribution to the Foundation. Make sure all deposits for your fundraiser are reflected in GreekBill, so Chapter Finance can review your contribution to the Foundation for approval.

Questions?
If you have any questions about this plan, or roadblocks you might face, please reach out:
Megan Schwedtmann
Development and Engagement Manager
Pi Beta Phi Foundation
Mschwedtmann@pibetaphi.org
635-236-1357

Pi Phi's members' and guests' health and safety is a top priority. Members are expected to comply with all Pi Phi, state/provincial, local and federal orders, restrictions and guidelines.

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