Onboarding: Philanthropy Head

The Philanthropy Head is responsible for overseeing all charitable activities associated with the event, including establishing partnerships with charities, organizing donation drives, and managing the charity auction. This role involves coordinating with vendors and donors to secure auction items, handling communications with charity organizations, and ensuring proper handling of funds raised during the event. The Philanthropy Head plays a key role in promoting the event's charitable goals and ensuring successful fundraising efforts.

Software Access/Training Needed

• RT for handling communications with charity and potential donors.
• Wiki for updating procedures and adding relevant notes.
• Bitrix for managing donation-related documents, fliers, and receipts.

Tasks Needing Training

Marketing / Partnerships

• How to set up partnerships with charity.
• How to create fliers and social media posts for partnerships and donation drives (digital and printed materials).
• Coordinating with vendors and artists for donations and creating partnerships, including charity promotion.

Handling Donations

• How to handle and gather donations from vendors and artists.
• How to keep records of donations (using Bitrix and spreadsheets).
  • Creating and distributing donation fliers.
  • Keeping a clear record of what has been donated, including detailed descriptions for the charity auction.
• Working with RT for communications with potential and confirmed donors.
• Handling receipt creation and distribution to businesses for tax purposes based on the chosen charity's policies

Pre-Con Tasks

• How to reach out to prospective charities and coordinate details with them, including setting up logistics for representatives at the event.
• Collecting and organizing high-res logos from charity for use in con materials.
• Gathering vendor and artist donations for the charity auction.
• Preparing item descriptions and suggested starting bids for auction materials.

At-Con Activities

Charity Auction Preparation

• Collecting donations during the convention, ensuring all items are properly labeled and documented.
• Handling communication with vendors/artists about their donations.
• Preparing auction items and working with auctioneers on descriptions and logistics.

Managing the Charity Auction

• How to facilitate the charity auction, including managing bids and handling payments.
• Keeping a record of funds raised and ensuring that money is handled properly. (This is often handled by the charity itself)
• Getting a total to announce at closing ceremonies

Vendor Communication

• How to check in with vendors regarding donations, ensuring everything is in place for the charity auction.

Post-Con Activities

• Reaching out to charity partner for feedback and post-event summaries.
• Collecting feedback from vendors and donors about their auction experience.
• Reporting on the total funds raised and ensuring that donations are transferred to the charity if they weren't handed off at-con.
• Getting any final figures from charity for announcement