Hybrid (In-Person+Virtual) Lap-A-Thons
Overview:
With this option, your participants will seek pledges from donors for how many laps they can accomplish in a certain amount of time (typically 2 hours).
We will setup a 1/4 mile loop, and make the entire event come to life for your participants on Lap-A-Thon Day.
In addition, participants from anywhere in the world can take part by finding a quarter mile loop or out and back (on a track, sidewalk, park path, etc.) and doing as many laps as possible during the same time we are live in-person. The virtual participants can log their laps with our simple online system.
We can also help make them feel apart of the Lap-A-Thon Day by utilizing our live stream feature.
Then at the end of that day, donors cards will be charged based on how many laps the participants (both live and virtual) accomplished.
See below for all the nitty gritty of how our Hybrid (In-Person+Virtual) Lap-A-Thon fundraisers work for you:
The Process, Start to Finish
(1) Setup
You get your very own Endless Loop Coordinator assigned to your fundraiser, who works for you and with you to get all the information needed to get started.
We will have you fill out a quick online questionnaire, so we know how to customize your fundraiser in our online system.
We will help you know what to do to secure a location and date.
We create and entirely setup your fundraiser for you in our state of the art online platform. This is where everyone will sign up to participate, and also send people to pledge to the laps they’ll do on Lap-A-Thon day.
We provide your leadership team with access to your entity’s online fundraising portal, so you all can track in real-time who is doing what (or not doing what and needs attention).
We provide you with a series of helpful information. You can use each item ‘as is’ or take parts that you feel are useful. It’s yours to use however is best for you. Some things we’ll give you are:
Communications Plan that details out what information to send out to your participants, and when to send it.
Contests and Prizes Plan to help you incentivize and motivate your participants. We can customize it so that it is individuals, teams, or a combo of both.
Sponsorship Plan to help you exponentially increase your revenue by utilizing local, national, and global companies.
Ongoing Ideas to increase fundraising, as we monitor your fundraiser along the way. This comes in the form of a weekly check-in email and/or phone call with your coordinator.
(2) Fundraising
We work with you to help your participants best communicate with their potential donors.
The online platform allows participants to quickly and easily set up their own custom donation page with a unique URL just for them. This allows donors to easily find their participant, pledge, or even make a one time donation.
The platform even allows participants to utilize one-click buttons to post their custom fundraiser page to their social media channels and email.
(3) Lap-A-Thon Event Day
Our local coordinator is on-site to direct, execute, clean up the event, and help you all have fun and relax while we handle all the details of the effort.
Our electronic timing system counts everyone’s completed laps. Then we upload the results straight into the online platform.
Aside from providing a few volunteers on the Lap-A-Thon event day, all you have to do is continue to motivate your participants to gain pledges along the way and show up on the Lap-A-Thon Day to do as many laps as possible.
For those taking part virtually from other areas, we can also livestream the onsite Lap-A-Thon to help them feel like they’re apart of it with you.
When those virtual participants are done with their laps, they can quickly log into their account on our fundraising platform, and update how many laps they accomplished with a couple quick steps.
Our system manages the rest of the details for them as well as the live participants.
(4) Post Event
Our system sends an email to all donors showing how many laps their participant did, and how much they will be charged.
Our system auto-charges all donor’s credit cards after the Fundraising Period is over.
Once everything is finalized, the system sends your remaining fundraised money directly into your account.
This means no back-end money collection or follow-up is needed from participants or you/your staff. We manage 100% of it.
We share with your leaders a transparent P&L, showing exactly how much was brought in, and how much the event expenses were.
Financial Information
It’s important to note that we will provide a Communications Plan that will lay everything out for your participants, but it is ultimately up to your team to get participants to sign up and to fundraise.
Endless Loop pays for all expenses up front, so no risk exists for the Fundraising Entity. You will see these expenses listed on the Financial Summary. Invoices can be provided on request. Expenses include:
Registration / Fundraising Platform’s processing fees.
Integrated Packet Pickup, Timing Chip, Lap counting Services.
Optional: Event insurance can be acquired for a small additional fee, if needed. See details below.
Optional: shirts or other swag
We do NOT require reimbursement for smaller items like fuel, generators, sound system use, supplies, gear use, etc.
After the event is over, we will quickly send a preliminary Financial Summary. It typically takes us a few days to contact the few people who entered in wrong credit card information, or last minute donors who want to get involved, etc.
The Registration / Fundraising Platform sends an email to all donors who pledged per lap donations a summary of how many laps their participant performed, and the total about to be charged to their card.
Within 24-48 hours of when we have “Finalized” the event in the platform, they charge the donors’ credit cards. We will be notified if any cards get denied or any other issues arise, and we will follow up with those donors as needed.
As soon as that step is over, the platform sends Endless Loop the final official numbers.
The coordinator completes the Financial Summary, and sends to your team for review and any questions.
The payout will be: 20% of Profit to Endless Loop + reimbursement for main expenses. Fundraising Entity retains 80% minus the few expenses mentioned above.
The Registration and Fundraising platform will send the funds directly to the Fundraising Entity via a Stripe account. Your entity then pays Endless Loop. We never have your money in our possession.
The details you won’t have to take care of:
Our online tools will:
Manage participants’ registration;
Have options for the public to sign up
Handle donors’ pledges and flat donations
Streamline the way for sponsors to sign up, upload logos, and collect payment
Your participants will utilize and access the entire online system from smartphones, tablets, computers, or devices. No paperwork or money chasing to keep up with.
If we are utilizing a property other than the one your entity owns, we can obtain all event insurance at a small additional cost. So, if something happens to a participant on event day you don't have to worry. We can name as many entities and people as needed in the third-party certificates, so all your stakeholders have peace of mind. This would not be needed if the fundraiser 1) excludes the public, 2) (if at school) the event happens during school hours, and 3) is covered under the entity’s regular insurance.
If you want to provide participants with an event shirt or other swag item, we can get the design and order taken care of for you.
The next year, we will take what we learned and create your new event with even less of your time needed. Our fundraisers get continuously more simplistic for you and your participants; and also get more effective and likely to grow each year after.
Where can we do these?
While we can make our virtual fundraisers happen from anywhere in the world, we are proud that we only offer our live, in-person Lap-A-Thons where we can personally be onsite with you.
If you don’t see your location, please email us to inquire about adding a new one.
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Colorado
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Texas
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Wyoming
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Oklahoma
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Western Nebraska
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New Mexico
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Inquire about adding a new location
