Modernizing a Legacy Event for the Future

The top section displays the detailed Operations Manual, outlining step-by-step instructions for volunteers, ensuring clarity in their roles. The bottom section showcases Gmail within Google Workspace, managing communications and keeping key interactions organized and efficient.

The CRM is open to the “Contributors” view, displaying key details such as sponsorships and donations. The left side features all contributors, while the right side shows detailed information on a specific contributor, offering volunteers a holistic view of current interactions and progress in real-time.

The CRM is mirrored on the mobile phone, demonstrating the seamless integration across devices. Volunteers can update information and access critical data wherever they are, maintaining full mobility and efficiency.

The BirdEase platform is shown on the laptop screen, displaying the registrants for the golf outing—donors, sponsors, and participants. This platform streamlined the registration process, ensuring all event-related data was easily accessible and up-to-date.   

The existing email-based communication system worked but presented an opportunity to centralize and professionalize interactions. A more cohesive platform was needed to streamline volunteer coordination and improve branding consistency.

As the event grew, managing registrations, sponsorships, and donations manually became increasingly complex. The team needed an independent platform to streamline these processes, reduce manual effort, and allow them to focus on delivering an exceptional event experience.

The team used spreadsheets to track golfers, sponsors and donations, but this system could be enhanced to enable real-time updates and simplify collaboration, ensuring everyone stayed aligned and productive.

While previous campaigns were effective, there was an opportunity to re-energize the marketing approach. The goal was to introduce new touchpoints and enhance engagement, building excitement and awareness for the event. 

We secured a free Google Workspace for Non-Profits account for the client to establish branded email addresses, enhancing professional communication and the event’s overall brand identity. 

Implemented auto-applied labels based on email content and priority inbox settings to streamline workflows and ensure important communications were organized and easily accessible. 

Created a detailed operations manual to guide volunteers through specific tasks, ensuring consistency and ease of reference for any action item. 

After researching various golf outing software solutions, we chose and implemented a platform tailored to golf outings. The new website handled all aspects of registration, including sponsorships, individual golfers, and donations, while promoting the event to the community.

Using Google Forms, we embedded donation forms for raffle and swag bag items into the website, making information gathering efficient and easy to track.

We researched the best point-of-sale solutions and set up terminals to handle on-site payments, ensuring a smooth transaction experience for day-of-event operations.

Developed a centralized CRM system to track sponsors, golfers, and donors in real time. Volunteers were trained on how to use the system, allowing them to easily manage outreach efforts and ensure seamless communication.

The CRM was designed to be fully accessible across all devices, including desktop and mobile, so volunteers could update information in real time, reducing duplication and missed updates.

Built dynamic email templates and set up a one-click solution for sending personalized messages to sponsors, golfers, and donors using data from the CRM.

We reinvigorated the Mailchimp campaign with a series of targeted touchpoints, including a message tied to the Olympics Closing Ceremony, focusing on unity and community collaboration to drive excitement and engagement. 

Created new event t-shirt artwork to celebrate the 21st annual outing, further enhancing the event’s branding.