Dance-a-thon Template
1.
Register your event
a. http://www.safepassage.org/EventPlanningForm.
2.
Organize a committee and/or a group of volunteers
a. This is an integral part of organizing a large dance-a-thon, thus it is important to have a
dedicated and dependable committee established at least 2 months in advance.
b. Decide which leadership roles are needed and delegate these roles to committee
members or volunteers.
c. Set a realistic budget, share it with outreach@safepassage.org, and try to stick to it.
3.
Fundraising
a. Set an event entry price or minimum fundraising goal.
b. Reach out to local contacts to support the dance-a-thon by making a contribution (in
monetary form or an in-kind donation).
4.
Set a date
a. The ideal date would be based on when the maximum number of people can attend.
b. Make sure that the chosen date does not conflict with other popular events in the
community.
5.
Event Specifics
a. Decide on the approximate or ideal number of participants.
i. Decide if people may participate individually or in teams
b. Recognize individuals and teams who have raised the most money.
c. Establish the duration of time that the Dance-a-thon will be held (all night? during the
day?).
d. Make sure to have food either by donation or buy snacks and drinks as dancing can be
tiring!
e. Establish rules (ex: you must have at least one member of your team at all times or else
your team will be disqualified).
6.
Reserve a location
a. For example, a gym or if the weather permits, an outdoor track/field.
i. Contact local law enforcement to inquire about and obtain the necessary
permits.
b. Secure the venue
i. Obtain the necessary permits for the required duration to set up, run, and
break-down the dance-a-thon.
7.
Equipment, DJs and Bands
US Office 81 Bridge Street, Suite 104, Yarmouth, Maine 04096 USA
Guatemala Office Calle del Hermano Pedro #4, Antigua, Guatemala
Proyecto 6ª. Avenida 11-95 Zona 7 Colonia Landivar, Ciudad Guatemala
www.safepassage.org
207-846-1188
502-7832-8428
502-2440-7958
a. Borrow, rent or ask people to donate the necessary equipment needed for the event (a
megaphone, tables, a tent, speakers etc.).
b. As it is a Dance-a-thon, music is required thus booking a DJ and/or a band is crucial. Be
sure to emphasize that this is a fundraiser; it is ideal if they would like to donate their
time to this event.
c. Add extras such as different themes (70s music, 90s music etc.) or a costume contest.
8.
Advertising/Publicity
a. Create an flier that will be sent to schools, dance studios, be hung at local businesses
and public venues, and be brought to other similar events.
b. Make use of social media: advertise in local newspapers and radio stations, create a
Facebook event, use Twitter, and send out the flier via email.
c. Contact outreach@safepassage.org if you want supporters in your area to get an
email(s) from Safe Passage about your event.
9.
Order essentials/race extras
a. Design a graphic for t-shirts, water bottles, and any kind of merchandise that will be
sold or given out at the event.
b. Order medals, trophies, ribbons or any item you will use as recognition of the
individual/team’s achievement.
c. Extras: take creative liberty with adding extras to the event (setting up a raffle, a silent
auction etc.).
10. Stay in touch with the players/teams
a. Notify the dancers/teams that there will be recognition for who raised the most
money. Encourage them to fundraise before they participate.
b. Set up a “Dancer Profile” donation page where participants can ask close friends and
relatives to make contributions to the organization
i. You may use an online donation platform useful for the dance-a-thon. Please
contact SP for using FirstGiving, which is a convenient platform that handles
registration, fundraising and teams.
11. Day-of event
a. Arrive well in advance with necessary volunteers and officials at the venue before the
start of the event.
b. With the help of the volunteers, set up merchandise table, food and drink, make sure
the DJs/bands are ready.
c. With same-day registration, make sure there is a timeline or plan of events.
d. Any necessary medical personnel present.
12. Post-event
US Office 81 Bridge Street, Suite 104, Yarmouth, Maine 04096 USA
Guatemala Office Calle del Hermano Pedro #4, Antigua, Guatemala
Proyecto 6ª. Avenida 11-95 Zona 7 Colonia Landivar, Ciudad Guatemala
www.safepassage.org
207-846-1188
502-7832-8428
502-2440-7958
a.
b.
c.
d.
e.
Ask volunteers to help clean up and break-down the event.
Gather statistics: how much money was raised, how many participants.
Thank-yous to volunteers, participants and celebrate!
Send us the event evaluation form: http://www.safepassage.org/node/5733
If donations for proceeds are received in cash, the organizer should keep the cash and
write a single check to Safe Passage for this amount (after deducting any expenses that
need to be reimbursed). If individual donors want tax receipts for cash donations,
event planners must send that information (name, address, phone, email, donation
amount) to the Safe Passage office or via email: info@safepassage.org
US Office 81 Bridge Street, Suite 104, Yarmouth, Maine 04096 USA
Guatemala Office Calle del Hermano Pedro #4, Antigua, Guatemala
Proyecto 6ª. Avenida 11-95 Zona 7 Colonia Landivar, Ciudad Guatemala
www.safepassage.org
207-846-1188
502-7832-8428
502-2440-7958