Charity Fundraiser Spot Allocation

DonationsGraphicWe are extending our Fundraising platform to allow large races to manage the process of allocating spots to different charities who use a diverse set of fundraising platforms outside of RunSignUp. The big benefit is that the race then gets each fundraiser to go thru the normal registration process and collect all the normal race participant information. This means you will have a single database of all participants for things like shirts, bibs, etc.

The system is currently on our test servers and will be released shortly.

For example a race might have to manage the allocation of spots to 50 different charities. Some charities might get 5 spots, others 20 or 50 or 100. Those charities might pay the entry fees or might have their fundraisers pay the entry fee. The new capabilities allow the following features (right now limited to lottery races):

  • Races can create multiple charity accounts and invite a charity representative to manage their own Charity spots and their allocation.
  • Races can set a different number of spots per Charity.
  • Charities can then allocate those spots to individual fundraisers with an invitation.
  • Charities have the option of full price or free when inviting a fundraiser.
  • Fundraisers receive an invitation email and are directed to do a full registration.
  • Fundraisers will use the Charity’s own fundraising system – not the RunSignUp system.
  • Charities and Races have the option to select the fundraiser once they have registered for the race on the RunSignUp system. This includes the new delayed payment lottery system.
  • Charities and Races have reports to see how many spots have been filled, who has filled them, and what the Charity might owe the race depending on how many free entries the Charity gave away. Races can use RunSignUp’s Invoicing system to easily send invoices to charities.

This system will continue to be expanded to allow more flexibility and make the mixture between charities who use their own system and charities who use the RunSignUp Fundraising system to intermix easily.

Public View

Once charities are set up, a page gets automatically created. It is updated dynamically, as you add new charities, new charity cards will appear. As fundraisers sign up, the counts for the # of spots will change instantly:

Screen Shot 2017-04-07 at 12.16.43 PM

When clicking on the Charity, a secure form pops up to allow the potential fundraiser to contact the charity directly. The system emails the charity manager and they can then decide if they allocate a spot or not.

Screen Shot 2017-04-07 at 12.17.41 PM.png

Race Director Reports

The race director also has access to an overall report that shows how many people have been selected from each charity. This is also in combination with the Lottery:

Screen Shot 2017-04-07 at 12.06.10 PM.png

Race Directors can view the charity participants as a normal registration in the normal View Participants report. This report also shows the number of free entries per Charity so the race can use the information to invoice the charity. This is one of the best parts of implementing third party charities like this, as races have a single, consolidated database with assured waiver signatures and all the proper information like Shirts, bibs, etc. in one place.

Setup

This capability is currently in the Delayed Payment Lottery Setup:

Screen Shot 2017-04-07 at 11.00.18 AM

The next step is to set up your Charities under the Donation menu in your race dashboard:

Screen Shot 2017-04-07 at 11.01.41 AM

Once Charities are set up, you can allocate spots:

Screen Shot 2017-04-07 at 11.03.13 AM.png

When setting up a charity, you can invite a person at the charity to be the manager:

Screen Shot 2017-04-07 at 11.44.28 AM

They will receive an email like this:

Screen Shot 2017-04-07 at 11.41.38 AM.png

Charity Self-Serve Management

Once they set up their account, they will have access to managing their charity (they can reach this from their Profile Page):

Screen Shot 2017-04-07 at 11.42.17 AM

Selecting “View Associated Races”, they can access the dashboard for managing the charity for this race (note people can manage multiple charities and a charity may be associated with multiple races):

Screen Shot 2017-04-07 at 11.42.31 AM.png

From here they can manage their own Charity page and information by clicking the edit button:

Screen Shot 2017-04-07 at 11.42.52 AM.png

They can also manage their Lottery spots. There are specific links they can send their fundraisers to register either for free or for paid:

Screen Shot 2017-04-07 at 11.56.26 AM.png

Once fundraisers have registered, the Charity can review those people who have registered and select them (this is the delayed payment functionality from the lottery system):

Screen Shot 2017-04-07 at 12.01.19 PM.png

The Charity is also able to see those who have been selected:

Screen Shot 2017-04-07 at 12.03.16 PM.png

 

We will be making some improvements to this system over the coming months (like making this work for non-lottery races) – feel free to give us your feedback.

 

Author: RunSignUp

RunSignUp is the leading innovator of online tools for race registration, race day solutions, and running clubs. Services include RunSignUp for registration, RunSignUp Go for Race Day, RunSignUp RD Go for Timers, RunSignUp Clubs to enable membership management, and RaceJoy for mobile experiences. More than 10,000 race directors, timers, running club officers and running stores use these services today, including leading organizations like the Boilermaker Road Race, Crim Festival of Races, Pittsburgh Three Rivers Marathon, Inc., Fifth Third River Bank Run, Blacklight Run, Bubble Run, Night Nation, Mercedes Marathon, Kentucky Derby Festival, Leone Timing, KC Running Company, Compuscore Timing, Knoxville Track Club, Pikes Peak Road Runners, Gulf Coast Runners, Columbus Running Company, Playmakers Running Store and many more. In 2015, over 10,000 races used the system to register more than 2.7 million participants. In 2016 over 14,000 races will use the system to process over 4.3 million paid registrations. Services are free except for processing fees when conducting monetary transactions such as race registration or club membership renewal. RunSignUp is founded by runners for runners, using technical capabilities to bring the power of cloud computing to benefit the running community. For more information, visit www.RunSignUp.com.

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