Live, In-Person 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.
Then at the end of that day, donors cards will be charged based on how many laps the participants accomplished.
See below for all the nitty gritty of how our Live, In-Person Lap-A-Thons 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 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.
(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 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 check-in, timing chip, lap counting services.
Event insurance (if needed because the event takes place outside your normal activities).
Travel (only if you are far away from one of our Coordinators).
We do NOT require reimbursement for our normal use items like generators, sound system, gear, vehicles, supplies, etc.
If your fundraiser exceeds a certain minimum amount, we will absorb the expenses mentioned above.
Once the Fundraiser is over, we get to work uploading results into the system and running reports for contests and prizes.
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.
Once we have “Finalized” the event in the platform, they charge the donors’ credit cards. They let us know if any cards get denied or any other issues arise.
As soon as the official numbers are in, your Coordinator completes the Financial Summary, and sends it to your team for review.
The payout for live/in-person events will be: 20% of Profit to Endless Loop + reimbursement for basic expenses. Fundraising Entity retains 80% minus expenses mentioned above.
These expenses are absorbed by Endless Loop for clients who fundraise a minimum amount.
The Registration and Fundraising platform will send the agreed upon amounts directly to your Fundraising Entity via a Stripe account. Your entity then pays Endless Loop for our services rendered. We never have any of 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) the event happens during your normal operating schedule and practices, or 3) is covered under your 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.
We can also help you with gaining sponsorships, to further boost your amount raised.
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
