The 2021 National Event team will be diverse with one representative per Region for Event and Social Media (SM) coordination. RPs help is needed for the selection of one Event and one SM Team Lead from each Region. Each Regional Team Lead will in turn be responsible for contacting and creating Chapter level Team Leads.

National Event Team Structure:

• National Event Committee

• 11 Regional Event Team Leads (9 US + 2 Canada)

• 11 Regional Social Media (SM) Team Leads (9 US + 2 Canada)

• Chapter Level Event and SM Team Leads

Vertical Scroll Donor Details: Click here to upload up to 2 pictures with Display name and Chapter name.

Vertical Scroll Volunteer Details: Click here to upload up to 2 pictures with Display name and Chapter name.

Regional/Chapter Promo Video: Click here to upload 30-90 second video for outreach and marketing for that Region. This video will be shared to all SM handles, Donors and Volunteers in that Region.

• Click here to see the checklist for the video.

• Click here for an example regional promo video.

Requirements for the Regional Event Lead : This person will facilitate and keep the timeline for all deliverables from all Chapter team leads and communicate with Event Committee Lead. Dipa Shah/Madhu Bansal (contact#s below) will be the Event Leads for this Event.

o One Team Lead per Region

o Contact and create Chapter Level Team Leads – 1 member from each chapter (preferred)

o Coordinate and communicate fundraising details and information.

o Gather required information/content with CL Team Leads.

o Coordinate with Event and other Regional Leads

Active participation to make this a successful fundraising event

Requirements for the Regional SM Team Leads: This person will be responsible for marketing which includes advertising through Facebook, WhatsApp, Twitter and all other means that we know.

o Must be:

o ACTIVE Ekal volunteer

o SM platform and tech savvy (at least one; preferred multiple)

o Video/editing skills: BONUS

o Contact and create Chapter Level Team Leads – 1 member from each chapter (preferred)

o Post on various SM handles. Engage Chapter Leads to collaborate.

o Coordinate with Event and other Regional Leads

o Coordinate and communicate with Chapter level Leads

o Follow up and ensure that maximum numbers of people click and see the program!

o Gauri from India will be helping with social media advertisement.

Donor outreach:

• Each Chapter (CP, Volunteers) will be responsible for contacting all donors by phone to tell them about the program, it’s FREE and donate. RPs and CPs can appoint a point person to help lead this effort.

• A complete list of all donors for the last 3 years has been sent to each Chapter President with phone numbers.

• The point person will divide the list into batches of 50 each and assign one person each to call donors. This should be done in one week.

• The Point person will keep the score on daily basis for % completion and donation/pledge received. The donation received before the program will be uploaded on dashboard the morning on the program day.

• Actual planning and steps involved

• Dipa Shah (732-648-1096) from Event Committee will be the March 13 Event Lead and will coordinate with all Regional Event Leads.

• Ankita and Madhu will coordinate the marketing front and Netlink will coordinate IT with the Artists and Studio.

• It is IMPORTANT to include Event Leads for ALL event related chatter in the region.

• Marketing of the event will be aided by the Event team but the region is responsible for propagation of their own event on all social media handles as well

• Due to the nature of virtual events, DIGITAL marketing is non-negotiable!

• ALL regional and chapter volunteers need to work during this time to reach out to the donors, promote the event and actively participate in raising funds. (Just hosting the virtual event is NOT enough, the groundwork must still continue!)

• RP will need to coordinate with the Houston office/Pooja to get accurate funds collected prior to the dashboard set-up

• Info on the dashboard will NOT reflect donations received prior to the dashboard setup date, there is no way for India/USA tech team to do that, therefore, it will show as US/Canada region collected $x so far as an amount, no names after the dashboard is setup, it will show Mr. Xyz donated... even if it is $1.00

For further questions, please feel free to reach out to the Event Committee at any time.

End Goal: One unified effort for a successful virtual fundraising event.

Sincerely,

Ekal Event Committee

Contact Event Committee should you need additional details.