Bring new small donors into the campaign, with an accessible option for non-runners.
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EVENT PLAYBOOK 01 · FAMILY + FITNESS
Panthers on the Run
5K & family fun walk
An accessible, hometown-first 5K and one-mile walk with an optional kids’ dash. Make participation easy and keep paid extras optional.
HYPOTHETICAL EVENT NET$2,050Not a prediction. Dependent on revenue and cost assumptions.
FormatOne morning • 5K + one-mile walk
Planning lead time8–10 weeks
Lead rolesEvent director + route/safety lead
VenueApproved local route and gathering site; none reserved
THE EVENT STRATEGY
The plan, not just the pitch.
Elwood families, alumni, walkers, school staff, employers and neighboring towns.
Convert corporate gifts into tangible event costs, not unnecessary swag.
Collect permission-based emails for future approved fundraising updates.
OPERATING SCHEDULE
From first ask to follow-through.
Weeks 10–8
Confirm school/city authorization; identify event director; ask about a safe route, facilities, liability coverage and traffic coordination.
Lead: Lead + district liaison
DELIVERABLE → Written approval path, tentative venue and safety-cost estimateWeeks 8–6
Request insurance/permit quotes; identify first-aid lead; confirm timing, accessibility and route marshal posts.
Lead: Route / safety lead
DELIVERABLE → Route plan, risk checklist, realistic cost ceilingWeeks 6–4
Ask Harvest/Needler’s for hydration, TOPS for consumables and banks for mile sponsorships; recruit 18 volunteers.
Lead: Business + volunteer leads
DELIVERABLE → In-kind commitments and staffed shift gridWeeks 4–2
Publish registration only through the approved platform; launch alumni/team promotion and confirm volunteer screening.
Lead: Registration + communications
DELIVERABLE → Live registration, QR flyer, shift confirmationsFinal 7 days
Walk the route; verify weather and backup plan; print emergency and check-in lists; brief marshals.
Lead: Safety + event director
DELIVERABLE → Operations packet and go/no-go sign-offEvent + 72 hours
Check in, marshal course, reconcile registrations and cash; record direct expenses and thank donors.
Lead: Event + finance leads
DELIVERABLE → Net-proceeds report and sponsor thank-yousWHO HELPS
Give volunteers
a real role.
PeopleResponsibilityNotes
1Event directorAll day; owns approvals and changes
2Registration/check-inTwo 2-hour shifts
8Course marshalsRoute positions; safety briefing
2Qualified safety/first-aid supportCredential requirements to confirm
3Setup, water, cleanupTwo 2-hour shifts
2Information / accessible-route supportTwo 2-hour shifts
REAL ELWOOD PROSPECTS
Ask for specific things.
Harvest Supermarket / Needler’s Fresh Market
Ask for 250 water bottles, bananas or bags of ice, not cash alone.
TOPS True Value
Ask for trash bags, marking tape, clipboards or loaner event supplies.
STAR Financial Bank / First Farmers Bank & Trust
Ask about a $500–$1,000 mile sponsorship or employee volunteer team.
Elwood YMCA / Elwood Kiwanis Club
Ask about volunteers or route-planning experience; no partnership presumed.
WORKING FINANCIAL MODEL
Make every dollar count.
Illustrative gross revenue
100 paid entries × $20$2,000
2 local sponsors × $250$500
Gross $2,500
Estimated direct cash costs
Route/accessibility and permits reserve$200
First aid and signage$150
Supplies and weather contingency$100
Costs $450
ILLUSTRATIVE NET$2,050
Scenario only. Fees, insurance and unquoted services could reduce actual proceeds.
COMMUNICATIONS ROLLOUT
Give people a reason to show up.
- Save the date and approved route graphic, once route/permit are confirmed.
- Two family-focused stories explaining how sports and activities shape students.
- Shareable team challenge for school staff, employers and alumni.
- Clear weather, parking, accessibility and check-in instructions 48 hours out.
DO NOT LAUNCH UNTIL
Approval gates
- Written route/facility permissions and traffic plan
- Coverage, permits and accessible route verified
- Qualified safety support and enough marshals
- Sponsor-backed costs or approved funding cap
- A usable registration, refund and cancellation policy
AN OUTREACH MESSAGE TO ADAPT
Give businesses
a simple yes.
“Would your team consider providing bottled water or fruit for approximately 200–250 community 5K participants? We are trying to cover practical event costs through in-kind contributions so more net proceeds benefit Elwood students.”
FINANCIAL FEASIBILITY · EDITABLE EXAMPLE
Test the numbers.
Change the example revenue and expenses below. Figures update instantly to show whether this fundraiser is likely worth the effort. These are hypothetical inputs, not approved amounts or forecasts.
NEED MORE HELP?
Volunteer positions ↗Ways to give ↗Recruit people by job description, explore noncash donations and track approval decisions before spending.