event guide - Whitetails Unlimited

2014 2015
EVENT GUIDE
Introduction
Event Organization and Execution
Thank you for becoming involved with
a Whitetails Unlimited fundraising
event. The purpose of this Event Guide
is to provide a general overview of WTU
event procedures and policies that
must be followed to eliminate oversights and misunderstandings.
Whitetails Unlimited is in the business of conservation, with the primary objective of raising funds for mission-related projects. WTU fundraising events are
individually planned. The number of activities and amount of merchandise available is
dictated by the attendance and donations.
Every effort is made to establish annual
sold-out events that provide supporters
with an enjoyable experience, while generating funds for conservation projects.
Whitetails Unlimited fundraising events
are organized and executed by Field Directors. Event Associates work directly under the
supervision of a Field Director, and under no
circumstance is any individual or party authorized to incur any liabilities, or to retain or
expend any monies or contributions received
for a WTU event.
Field Directors are professional individuals who are involved with many WTU
fundraising events and mission-related projects. Every effort is made to facilitate
a mutually cooperative relationship with Event Associates. Whenever you have a
question, do not hesitate to contact your Field Director.
Organizational Structure
Founded in 1982, Whitetails Unlimited
is a national, nonprofit, tax-exempt
charitable organization as described
in section 501(c)(3) of the Internal
Revenue Code.
Mission Statement
Whitetails Unlimited’s purpose is to
raise funds in support of (1) educational
programs, (2) habitat conservation, and
(3) preservation of the hunting tradition
for the direct benefit of the white-tailed
deer and other wildlife.
To date, fundraising activities
and cost-share partnerships have
generated over $58.1 million in
support of our goals.
Education.....................$13,888,000........24%
Habitat...........................$18,768,000........32%
Hunting Tradition...... $18,318,000........32%
Research.......................... $7,176,000........12%
Whitetails Unlimited
National Headquarters
PO Box 720, 2100 Michigan St.
Sturgeon Bay, WI 54235
(920) 743-6777
1-800-274-5471
Fax: (920) 743-4658
[email protected]
www.whitetailsunlimited.com
Federal Firearms Regulations
Federal law requires all firearm shipments and transfers to be executed through a
Federal Firearms License (FFL) dealer. Therefore, Whitetails Unlimited must have a
current, signed copy of the event dealer’s license on file. The license may be sent
via fax or email.
Liability Insurance
The National Headquarters has a Commercial General Liability Policy which protects
members involved in Whitetails Unlimited activities from liability claims such as injury
to others, property damage to others, and personal injury. Some functions covered
by this policy include banquets, meetings, raffles, hunter education classes, and concession sales. The coverage is very broad, but does contain some exclusions. A partial
list of exclusions would be liquor liability, pollution, intentional acts, property owned
by the insured, and actual hunting events.
Any specific questions or requests for a Certificate of Insurance should be
directed to Paul Stoneman, Stoneman-Schopf Agency, at 1-800-371-6565, or
[email protected].
Whitetails Unlimited Programs
Whitetails Unlimited has a wide variety of programs such as Kids on Target, My First
Deer, Whitetail Watch, HOPE for Wildlife, and Project POLITE. Complete details about
these programs and others are available online at www.whitetailsunlimited.com.
Attendance
Requirements
WTU must make a tremendous investment when scheduling a fundraising
event. As a result, if minimum ticket
sales, as specified by your Field Director,
are not met, the event will be cancelled
to minimize financial loss to WTU.
Event
Promotional Kit
The amount of WTU event promotional
material supplied is based on past or
projected attendance. Should your supplies become depleted, immediately
contact your Field Director.
Event Invitations
WTU event invitations are sent to all
WTU members within the
area 8-10 WEEKS PRIOR TO
THE EVENT DATE. Invitations can be sent to nonWTU members when a
mailing list is supplied to
your Field Director 12-14
weeks before the event date.
Event Posters
WTU event posters are
designed for eye-catching
appeal. Placement in high
traffic areas will generate the
best response.
Media Release
The media release is in a format that can
be used by local newspapers and radio
stations. Print copies as needed and
distribute them to all local media outlets.
It is more effective if they are submitted
by someone in the local area.
If you know anyone who works at the
media outlet, contact them personally.
Many radio stations allow postings of
upcoming events, and even provide air
time for local fundraising events. Call
and ask. Any way you can publicize your
WTU event will help increase ticket sales.
Prior Event
Attendee List
A list of people who attended the
prior event is included with the Event
Promotional Kit. While invitations are
mailed to everyone who has attended
the event in the past, it is very helpful to contact people directly. Review
the list to see if you know anyone, and
invite them personally to attend or
become involved.
Event Tickets
Each individual attending the event
must purchase a ticket and be instructed to clearly complete the ticket stub
before arrival. This practice eliminates
long lines at the registration table.
Check, money order, cash, VISA, MasterCard, American Express, and Discover
are accepted. Information required for
credit card purchase includes name,
address, credit card number, expiration
date, and 3-digit V‑code. Complimentary
tickets may only be
issued for unique
situations, at the sole
discretion of your
Field Director.
All tickets are sold
on a first-come,
Field Director for updated and accurate sales counts to avoid over-selling
the event.
Life Member
Ticket Price
All WTU Life Members receive a discount of $23 off the single membership ticket price. If someone inquires
about this, request their Life Member ID
number. The discount only applies to the
Life Member’s ticket and not any other
tickets they may be purchasing.
Ticket Buyer Records
Every ticket transaction must be
recorded on a Ticket Buyer Record.
All requested information must be
recorded to ensure accurate accounting, membership processing for people
not attending, inclement weather/postponement, and so on.
Ticket Sales Update
Keeping your Field Director abreast of
ticket sales (cash in hand) is very important for planning purposes. Due to
travel and event
scheduling, your
Properly completed tickets
Field Director is
(correct spelling and mailing best reached via
address) are vital for member- email or phone.
Always leave a
ship processing and future
message when
calling, and your
event invitation mailings.
Field Director will
be in contact as soon as possible.
Event Ticket Sales
Reconciliation
first-serve basis. Whitetails Unlimited
also sells tickets online through its
website. Tickets purchased online must
be printed by the customer and be presented at the event registration area.
Be sure to communicate with your
Prior to arriving at the event facility,
the Event Associate must complete
the Event Ticket Sales & Contribution Reconciliation as outlined in the
instructions. This form, along with all
Ticket Buyer Records and ticket monies, must be provided to your Field
Director prior to the start of the event.
A complete on-site accounting will
take place with both parties present,
with the Pink Copy provided to the
Event Associate verifying acceptance.
The form will be forwarded to National
Headquarters by your Field Director.
Event Planning Timeline
q
q
4 - 12 months: Field Director completes facility and food service provider contracts (date and time).
q
q
14 - 24 weeks: Field Director submits Event Control Sheet to National Headquarters to begin event scheduling process.
q
q
8 - 10 weeks: Invitations are sent from National Headquarters to a mailing list designated by the Field Director.
14 - 24 weeks: Field Director and Event Associate discuss event promotions (sponsor, table captain, raffle packages, prizes,
auction, etc.) to be offered.
10 - 18 weeks: National Headquarters builds the Event Promo Kit (tickets, posters, donation receipts, etc.) and ships to the
Event Associate designated by the Field Director.
8 - 10 weeks: Field Director and Event Associate secure services of a firearm dealer and send a copy of the firearm dealer
license (FFL) to National Headquarters.
q 8 - 10 weeks:
q 8 - 10 weeks:
q 6 weeks:
q 4 weeks:
q 4 weeks:
q 4 weeks:
q 3 weeks:
q 2 weeks:
q 1 - 2 weeks:
q 1 week:
q 2 - 6 days:
Field Director and Event Associate secure the services of an auctioneer.
q 2 - 6 days:
q 1 - 6 days:
q Event Day:
Field Director and Event Associate confirm services of auctioneer, firearms dealer, and volunteers.
National Headquarters schedules shipment of event merchandise.
Event Associate provides Field Director with ticket sales and donation update.
Field Director submits the event firearm order to National Headquarters.
Event Associate provides Field Director with ticket sales and donation update.
Field Director confirms with Event Associate the number of volunteers required to work the event.
Event Associate provides Field Director with ticket sales and donation update
Event Associate provides Field Director with ticket sales and donation update.
Field Director provides the preliminary count to facility and food service provider.
Event Associate provides Field Director with ticket sales and donation update.
Field Director provides final attendance count to facility and food service provider and confirms venue
set-up requirements.
Field Director communicates with Event Associate about event details and confirms set-up time.
Set up and conduct the event.
Chapter Awards Program (July 1, 2014 - June 30, 2015)
At the end of Whitetails Unlimited’s
fiscal year (June 30, 2015), the top five
chapters in each award category will
be announced.
#1 CHAPTER - HIGHEST NET
PROCEEDS: Presented to the chapter
having the highest net proceeds at an
event. Net proceeds are determined
after gross expenses are deducted from
gross receipts.
#1 CHAPTER - MOST PAID EVENT
MEMBERSHIPS: Presented to the
chapter having the most paid members (Annual and Junior) at an event.
#1 CHAPTER - MOST PAID EVENT
JR. MEMBERSHIPS: Presented to the
dividing it by the number of people in
attendance.
#1 CHAPTER - COMBINED REVENUE: Presented to the chapter having
*MOST IMPROVED CHAPTER INCREASE IN NET PROCEEDS:
the highest amount of net proceeds
and membership revenue at ALL
events combined.
Presented to the chapter with the
greatest increase in net proceeds from
previous year’s event.
#1 NEW CHAPTER - HIGHEST NET
PROCEEDS: Presented to the firstyear chapter having the highest net
proceeds at an event. Net proceeds are
determined after gross expenses are
deducted from gross receipts.
#1 NEW CHAPTER - HIGHEST NET
PER PERSON: Presented to the first-
#1 CHAPTER - HIGHEST NET PER
PERSON: Presented to the chapter
year chapter having the highest net per
person at an event. Net per person is
determined by taking the net proceeds
and dividing it by the number of people
in attendance.
having the highest net per person
at an event. Net per person is determined by taking the net proceeds and
to the first-year chapter having the
chapter signing up the most paid Junior
Members at an event.
most paid members (Annual and Junior) at an event.
#1 NEW CHAPTER - MOST PAID
EVENT MEMBERSHIPS: Presented
*MOST IMPROVED CHAPTER INCREASE IN PAID EVENT MEMBERSHIPS: Presented to the chapter
with the greatest increase in paid memberships from previous year’s event.
*MOST IMPROVED CHAPTER INCREASE IN NET PER PERSON:
Presented to the chapter with the
greatest increase in net per person from
previous year’s event.
*Only chapters that held an event
during Whitetails Unlimited’s 2013-2014
fiscal year are eligible for the Most
Improved categories.
2014 2015
NATIONAL PAC
2014-2015 Commemorative
Rifle Package
Ruger American in .270 Winchester
with a blued/sythetic stock. Includes
Allen neoprene sling with WTU logo;
Hawke 3-9 X 40 mm Endurance scope
with illuminated reticle and rings; and
Flambeau Safeshot hard case with WTU
logo. Exclusive to WTU, edition of 400.
Mathews Bow
Mathews bow, right-handed, 29" draw
length, 60-70 lb. draw weight.
Daisy 1998 Pink Fun Kit
Model 1998 classic-styled BB repeater
with tin of BBs, pink-framed safety
glasses, and fun-pack targets. Shoots
.177 BBs. Engraved WTU logo. Items
can be personalized with winner’s
name on forearm.
Parker Bushwacker
Crossbow
Lightweight design, aggressive stock
styling, vented forearm, Max 4 camo
limbs, black stock. Anti Dry-fire Device.
Includes scope, four arrows, and quiver.
Flambeau Hard Gun Case
Blanketed with eggshell foam padding,
four locking points, and piano-style
hinge. WTU logo. Measures: 53 5/8"W x
121/8"H x 3¾"D. Made in USA.
Gun Case & Shell Bag Set
Shotgun case measuring 52 inches;
includes accessory pocket and matching
shell bag. WTU logo.
Metal Rolling Cooler
Black insulated rolling cooler, includes
bottle opener and cap catcher. Double
lid for either side opening. WTU logo.
Cooler measures 31"W x 14"H x 15"D .
Beverage Tub with Stand
Copper patina beverage tub, includes
stand. Debossed WTU logo. Measures:
22½" W x 32"H x 11½"D.
Tricycle
Heavy framed tricycle with oversized
offroad-style tires. Red frame with black
WTU logo.
Browning Buckmark Neon
For all you Browning fans, the Browning
buckmark in a great looking pink neon.
Stands 18" tall.
Three Bag Set
Sponsor Clock
The 2014-15 sponsor item is a stylish
16‑inch round wall clock with contemporary black finish frame and quartz
movement. Whitetails Unlimited
Sponsor artwork.
Set includes three bags from medium to
extra large. Heavy duty construction, extra storage compartments, accent stitch
embroidery. Embroidered WTU logo.
Optics Set
Optics set by Hawke Optics includes
20‑60 X 60 mm spotter, 8 X 24 mm binoculars, tabletop tripod, and hard case.
WTU logo on spotter and binoculars.
Ground Blind
Big Game Ravage blind, 300 x 500 denier
black-backed water-resistant Epic Camo
outer. Numerous windows for ease of
shooting. Measures: 72"W x 64"H x 72"D.
Weighs: 18 lbs. Includes carrying case.
5-Piece Ceramic Knife Set
Set includes 3" paring knife, 4" utility
knife, 5" slicing knife, and 6" & 7" chef
knifes in a transparent acrylic block.
Laser engraved WTU logo on each knife.
Wild Pak
Eight-piece field to freezer game
processing set by Outdoor Edge. Set
includes caping knife, gut-hook skinner,
boning knife, carbide sharpener, wood/
bone saw, ribcage spreader, and game
cleaning gloves, all in a hard case. WTU
etched logo.
Camo Dog Bed
Comfy dog bed in True Timber camo
with WTU logo. Measures: 36"W x 27"D.
Tin Sign Set
Set of three by Michael Sieve. Deer
Camp, Survivor, and Got Buck. Each
measures: 12½"W x 16"H. Made in USA.
“Days Gone By” Slateboard
Hayden Lambson image on slateboard
with custom WTU license plate. Measures: 36"W x 24"H.
Welcome to
Deer Camp Sign
Solid steel construction, raw steel finish
for rustic patina. Measures: 26"W x 26"H.
Made in the USA.
Bone Handle Knife
Custom handmade knife with whitetail
antler handle and 3½" drop point blade.
Includes stand. WTU etched logo.
CKAGE MERCHANDISE
Please reference the National Package Merchandise booklet for photos of all merchandise
“Morning Glow” Canvas
By Terry Redlin. Master stroke linen open
edition. Frame size: 19"W x 13"H.
CanCooker Jr.
The CanCooker Jr. is the little brother to
the original. Built of food-grade anodized aluminum, two-gallon capacity, and
serves up to eight. WTU Logo.
“Independence”
By Shane Smith. Museum-wrapped
canvas. Frame size: 36"W x 24"H.
“Sunset Harvest”
By Terry Redlin. Camo inner mat,
floating outer mat. Open edition elite.
Whitetails Unlimited exclusive. Frame
size: 38"W x 28"H.
Large Thermometer
“Find a Refuge”
Nostalgic-look outdoor/indoor thermometer. 8"W x 27"H. WTU exclusive.
By Michael Sieve. “Find a Refuge” is
WTU’s second in a series of five from Michael Sieve. Giclee canvas, 3" hardwood
moulding, limited edition. Frame size:
42"W x 30"H.
Welcome Hunters Sign
Die cut aluminum sign, embossed
artwork, .025 aluminum. Four mounting
holes. 32"W x 21"H.
PRINTS
“Heavy Metal Turkey”
By Jim Kasper. Studio canvas collection.
Open edition. Frame size: 29"W x 22"H.
“The Milo Hanson Buck”
By Hayden Lambson. Unique, floatingimage frame. Limited
edition. Frame size: 33"W
x 25"H.
“The Reigning
Champion”
By Dallen Lambson.
Unique pencil sketch. Conservation frame package.
Open editon. Frame size:
30"W x 22"H.
“Cattail Whitetail”
By Michael Sieve. Conservation frame package with
cattail cut in mat. Open
edition. Frame size: 35"W
x 29"H.
“The Missouri Buck”
By Hayden Lambson. Conservation
frame package with pencil sketch
cameo. Limited edition. Frame size:
30"W x 22"H.
“Tailer Made”
By Larry Beckstein. Conservation frame
package. Limited edition, WTU exclusive. Frame size: 34½"W x 19½"H.
Trophy Package Items
The following Trophy Package items are
only offered at select events.
“The Swamp Pack”
By George Barnett. Fourth release in his
series. Conservation frame package.
Open edition. Frame size: 46"W x 21"H.
Patriotic Wall Collage
Wood mounted full-color images, seven
panels. Measures: 31"W x 35"H.
Copper Weathervane
Weathervane with large jumping whitetailed deer. Functional construction,
high-polish copper with brass accents.
Includes display stand.
WTU Accent Light
Round 16" accent/bar light with 3D
effect. Silver and gold offsetting colors.
WTU exclusive.
“Whitetail Legends”
By Ron VanGilder and Michael Sieve.
Documenting where these legend
bucks were harvested. Conservation
frame, WTU exclusive. Frame size: 40"W
x 32"H.
2014-2015 Underwriting Program
Event Name:_________________________________________________________ State:_________ Event Date:________________
Event Associate Name:_________________________________________________________________________________________
Level
Item
$25
Tin Sign Set
$25
Camo Dog Bed
$25
Large Thermometer
$25
Flambeau Hard Gun Case
$25
Welcome Hunters Sign
$35
Wild Pak
$35
Welcome to Deer Camp Sign
$35
CanCooker Jr.
$35
Browning Buckmark Neon
$50
Gun Case & Shell Bag Set
$50
Daisy 1998 Pink Fun Kit
$50
5-Piece Ceramic Knife Set
$50
Bone Handle Knife
$50
“Morning Glow” Canvas
$75
Beverage Tub with Stand
$75
“Days Gone By” Slateboard
$75
Tricycle
$75
Three Bag Set
$100
Ground Blind
$100
Patriotic Wall Collage
$100
“Independence” Framed Print
$100
“Heavy Metal Turkey” Framed Print
$100
WTU Accent Light
$125
“The Swamp Pack” Framed Print
$125
“The Milo Hanson Buck” Framed Print
$125
“The Reigning Champion” Framed Print
$125
“Cattail Whitetail” Framed Print
$125
“Tailer Made” Framed Print
Underwriter’s Name
Amount
More Levels............................................. >>
$150
Optics Set
$150
Metal Rolling Cooler
$150
“Whitetail Legends” Framed Print
$150
“Sunset Harvest” Framed Print
$150
“The Missouri Buck” Framed Print
$200
“Find a Refuge” Framed Print
$250
Parker Bushwacker Crossbow
$275
Copper Weathervane
$400
Mathews Bow
$500
Ruger American Comm. Rifle Package
Contributor Guidelines
Whitetails Unlimited is a tax-exempt charitable organization
as described in section 501(c)(3) of the Internal Revenue Code.
WTU and Event Associates must comply with IRS regulations
for substantiation and disclosure by providing each contributor with a properly completed WTU Donor Receipt. There are
two classifications of donations:
Quid Pro Quo – the contributor receives goods or services in exchange for a donation.
Contribution – the contributor provides a donation
without receiving goods or services.
When merchandise is donated, it is the responsibility of the
contributor, and not WTU, to state the value of each item and
to complete the total adjusted line of the WTU Donor Receipt.
WTU Donors and Sponsors are determined by the actual cash
value of the donation. Refer to the banquet invitation for the
Sponsor level; anything under that level is considered a Donor.
If you have any questions regarding levels or donations, contact your Field Director well in advance of the banquet date.
DonorS – receive a WTU Donor Decal from the Event
Associate who takes possession of a donation. Record $-0- as
the fulfillment gift cost on the WTU Donor Receipt.
SponsorS – receive a WTU Sponsor Knife and Decal.
Record $16 as the fulfillment gift cost on the WTU Donor
Receipt. Note: Your Field Director will supply Sponsor Merchandise for distribution at the event. For Sponsors unable
to attend the event, Event Associates must deliver Sponsor
Packages within two weeks of the event date.
Important: Please return any remaining supply of
Donor Decals, Receipt Booklets, and Contributor Records to
your Field Director.
IRS Notice of Substantiation
When donations are $250 or more, where nothing of value is
provided to the contributor, the nonprofit organization must
provide the contributor with written substantiation (donation
receipt) acknowledging the donation. The receipt must indicate the amount of cash and a description (but not value) of
any property donated. If any goods or services are provided
in exchange for the contribution, the receipt must indicate
the goods or services provided by the nonprofit organization
in exchange for the donation.
Donations of $75 or more, where something of more than
token value is provided to the contributor, is a “quid pro
quo” donation with written substantiation (donation receipt)
acknowledging the donation and the goods or services
provided. For quid pro quo donations, a contributor’s deduction is limited to the difference between the donation and
the fair market value of the goods or services provided by the
nonprofit organization.
There are two exceptions, however. If an item costs the
nonprofit organization less than $10 and bears the organization’s name or logo and is given in return for a donation of
more than $52, a full-value deduction is allowed. A full deduction is also allowed if the value of all benefits received in
connection with the donation does not exceed 2% of the gift,
or less than $104, whichever is less.
Example: If a donation of $250 is given to WTU and the
contributor receives a dinner ticket valued at $40 and Sponsor Merchandise valued at $23, the contributor has made a
quid pro quo donation. In this example, the charitable donation portion of the payment is $187.
2014 2015
NATIONAL DRAWINGS
All National Drawings will take place at WTU National Headquarters on July 1, 2015.
National Drawing
WTU and Bad Boy Buggies have teamed up to offer a prize of a lifetime for this national drawing. The winner of a designated item at each event will be entered into
a drawing for a Bad Boy Buggies 4X4, valued at $15,000!
The 4X4 features a 72-volt AC electric drivetrain with dual motors (38 hp
combined) that delivers up to 40 miles per charge, and a smooth 4-wheel
independent suspension.
Winner must complete the Bad Boy Buggies National Drawing entry
card and return it to the national headquarters. The winner must be
able to legally take possession of the vehicle and agrees to sign a
Hold Harmless Agreement with Whitetails Unlimited. In addition, the
winner will be responsible for all transfer fees and taxes involved with
delivery of the vehicle. For additional product information, visit
www.badboybuggies.com. There is a maximum of 500 entries.
Win
this
4x4!
National Drawing
The winner of the framed print “Cattail Whitetail” by Michael Sieve at each event
will be entered into this national drawing. Winner must complete the Weston
Products National Drawing
entry card and return it to the
national headquarters.
The first 20 entries drawn will
win a Weston Products Realtree Outfitters 9-Piece Game
Processing Package valued at
$899. For additional information about Weston Products, visit
www. westonproducts.com. There is
a maximum of 500 entries.
Bowhunt National Drawing
20 Game
Processing
Kits Given
Away!
Win a Wisconsin
Whitetail
Archery Hunt!
The winner of the framed print “Tailer Made” by Larry Beckstein at each
event will be entered into this national drawing.
This is a 5-day/4-night fully guided bow hunt in Buffalo County, Wisconsin, provided by Bluff Bucks Outfitters. The hunt will take place during the fall
2015 hunting season, and includes lodging, meals, guide service, and license.
Winner must complete the Bluff Bucks Outfitters Bowhunt National Drawing entry
card and return it to the national headquarters. Other rules and regulations will be
explained in detail in the winner’s contract and can be discussed at the time the trip is
awarded. The winner of this prize will be notified by phone and by mail. For additional
information, visit www. bluffbucks.net. There will be a maximum of 500 entries.