Large Scale Service Project and International Convention 2013 Fundraising Packet June 23rd – June 30th 2013
Table of Contents Hello Soon-To-Be-Vancouver Tourist! Welcome
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Hotel
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Travel
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would like to welcome you to the 13th Annual LSSP in Vancouver,
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British Columbia. Throughout the year we have worked endlessly
Letter to Kiwanis
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to plan meaningful and memorable service projects so all
Fundraising Ideas
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attendee’s can contribute to making a positive impact on our
1/3rd Plan
The 2013 Large Scale Service Project (LSSP) Committee
host city, Vancouver. Throughout LSSP, not only will you be participating in service projects, you will make friends who you will keep as you move forward in Circle K and throughout your
Don’t forget to apply for your passport by May 1st 2013 if you don’t have one and check the expiration date if you do!
LSSP Registration: Early-bird(3/1-4/15):US$100 Regular (4/15-5/15):US$140 Late/On-site: US $180 Register here: http://www.formstack.co m/forms/Kiwanis2013LSSPregistration Registration cost includes an event T-shirt, souvenir, breakfast and lunch on Monday and Tuesday and transportation to and from service projects. Please note that souvenirs and some materials will be distributed as supplies last for on-site registrants.
lifetime. While we know wanting to attend and being able to attend are two different realms, we, the LSSP team, have created a packet for you to make this trip a reality. Explore this guide to find the total cost breakdowns for registration, hotel, travel as well as different means of funding such a grand week. Of course, we have also included contact information, should you wish to speak with one of us directly. Best of luck and we can’t wait to serve with you this summer! Contact the LSSP team: LSSP Chair, Kevin Goble – ckilssp@gmail.com - 702-577-5200 LSSP Secretary, Morgan Fierro - musicallymorgi@gmail.com Publicity and Internal Marketing Chair, Adrian Perez – cki.adr@gmail.com Project Planning & External Relations Co-Chairs, Daniel Lee – Daniel.lee.cki@gmail.com & Amanda Parks - parks.cki@gmail.com Logistics Chair, Matthew Johnson – mryanj@umich.edu International Board Liaison, Lauren Perkins – cki.subregiond@gmail.com Host Committee Liaison, Hiromasa Kawahara – secretarypnw@gmail.com Fellowship Sub-Committee Chair, David Truong – dttruong27@gmail.com Logistics Committee Member and your guide creator: Kelly Chan – kelly.chan@nycirclek.org - 718-757-5687
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The Westin Bayshore, Vancouver 1601 Bayshore Drive, Vancouver, BC V6g 2V4 Phone: 604-682-3377 Located in downtown Vancouver on Coal Harbour, steps away from shopping, dining, entertainment, arts and culture and set against the natural beauty of the 1,000-acre Stanley Park. Offers direct access to the city’s world-famous seawall. Inside the hotel offers an indoor and outdoor pool, a 5,000 squarefoot spa, Starbucks, restaurant, bar and grill, business center, fitness studio, complimentary internet and more. Rates begin at CAN $189/night + 15.74% tax per room, per night. As of 4/7/2013, US $1.00 is equal to CAN $1.02. This is $218.75 per room, per night. However, splitting the room by 4 people only $54.69 per night, by 3 is $72.92 per night and by 2 is $109.38 per night. For 3 nights, this calculates to CAN $164.07 in a room of 4. This would be your cheapest option so strive to fill those rooms with 4 people!
The deadline for attendees to make hotel reservations with the hotel is 2:00PM PDT on June 3rd, 2013. Book online: https://www.starwoodmeeting.com/StarGrou psWeb/booking/reservation?id=1210013716&k ey=6B91F#contentlocation Book via phone: 1-888-627-8634 Check the following link for information on transportation to and from the airport to hotel: http://www.yvr.ca/en/getting-to-from-yvr.aspx • Hotels place monetary holds on your account when debit cards are used. Try to avoid this. • US Banks automatically convert the currency for using a credit card. Some banks charge a conversion fee. • Depending on your plan/carrier, texts are generally $0.50 per text. • Notify your credit/debit card company you are traveling to Vancouver, to ensure your card is not placed on hold for fraud prevention.
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Travel to Vancouver: Flying: Check out various airlines and various travel websites to find the best rates for your airfare into the Vancouver (YVR) airport. Kayak or Hipmunk is a great start: http://www.kayak.com/ Â http://www.hipmunk.com Look into the differences in price when traveling out of different airports. It may pay to travel to an airport that is not necessarily closest to you because the flight may be significantly lower.
Bus: Consider flying into Seattle, Washington and taking the Greyhound over the Canadian border, into Vancouver. It is $30 roundtrip, advance purchase as of 4/1/2013.
It seems to be a pretty accurate myth that booking on Wednesdays is cheaper than any other day of the week. Also utilize Kayak’s price trend/confidence feature to decide when you should book your flight.
Live on the West coast or semi-close? Make it a road trip! What better opportunity will there be? Take this chance to travel with your CKI-friends and share the excitement.
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How can I seek financial support for this trip? 1/3rd
KIWANIS
1/3rd SCHOOL
1/3rd
YOU
From the total cost: seek 1/3rd from Kiwanis, 1/3rd from your school and you cover the final 1/3rd Begin by visiting your sponsor Kiwanis club. Be sure they know who you are by face so that you’re not just a name. Mention it at a Kiwanis meeting or event that you attend. Once they know you, send them a letter, similar to the template created to formally request funding for LSSP/ICON. Be sure to emphasize the points below to strengthen your request. With your sponsor's permission you can also seek funds from a nearby Kiwanis foundation or club.
Seeking money from your school is unique to each school. Some require you to fill out proposals or paperwork in advance, especially when travelling to a new country. Be sure to look into this process now if you haven’t already. You may need to submit a proposal, wait a few weeks to hear back and then wait even more to get the money needed. Again, be sure to mention the points below. These funds may come from your student government or a department.
The final third comes from you. Make it an initiative to save a little each week. Skip a night out with your friends, sell some old video games, ask family members, have a yard sale or fundraiser for you and any other members of your clubs who would like to attend. Be sure to factor in any spending money you will need during your stay in Vancouver. *The 1/3rd Rule is a goal to strive for, you may find your own way.*
What do I say to emphasize the benefits of me going? How do I strengthen my proposal? •
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Service is the core of our organization. LSSP offers approximately 20 hours of service per member for the three days the event takes place. These service projects directly impact our host city, Vancouver. You get to do projects you may not have the chance to do back at home such as building a playground from the ground up for an elementary school. Circle K is an international organization. This trip will expose you to the international aspect of our organization not only because it is in a different country (that is, if you’re not from Canada), but it gives you the chance to meet Circle K and Kiwanis members from all over. Meeting new people expands your networking skills and repertoire. It also exposes you to diversity because people from different areas come with different living styles and cultures. If you are planning to attend International Convention, immediately following LSSP, Kiwanis International will be joining us. This means you get to experience a Kiwanis convention as a Circle K member. It will create stronger bonds and give you a better understanding of how another branch operates a convention. It is as if we are looking into our futures as CKI-er’s. Going to ICON allows you to serve as a delegate and vote upon CKI bylaw changes and the new International Board. This directly impacts you because the bylaws govern the functioning’s of your club and the International Board serves as your liaison. This trip will expand your understanding of CKI and inspire you further as a servant-leader.
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Here is a template that District Governor, Kelly Chan created to seek financial support from her sponsoring Kiwanis club. Adapt it to include your contact information, your clubs information and unique points you wish to add.
April 2013 To Glendale Kiwanis, Thank you for supporting [your home club here], the [your division here if applicable] Division and all of my endeavors in the past [enter time in CKI here]. For those of you who do not know me, my name is Kelly Chan and I am currently serving as the [enter position here if applicable] for the 2013-2014 Circle K service year. (This means that my responsibilities include overseeing 13 voting board members, 14 committees in about the 32 clubs in New York State. This has been a huge dream of mine since I joined the Kiwanis Family in 2007 and you have helped make it possible. – I am a District Governor and these are my duties, feel free to add something similar.) I joined Circle K because I want to serve and to better my community and my club has provided me so many opportunities. One opportunity that I do not want to miss is this year’s Large Scale Service Project (LSSP) in Vancouver, B.C. This year, LSSP will be held from June 23rd – June 26th, followed by our 58th Annual International Convention, held from June 26th – June 30th. LSSP is 3.5 days of developing ourselves as servant-leaders through service. We would be completing approximately 20 hours of service per attendee and make an impact on our host city. It would give me a chance to be exposed to the international aspect of the organization because I would be meeting members from all over the world. It would also expand on my exposure to diversity. By meeting new people, my Kiwanis Family relations would be strengthened and I would have a larger network of individuals to work with. In order to do this, I am reaching out to seek financial support. With the opportunity to travel to Vancouver comes a costly flight. The flight is approximately $650 round-trip from New York. The hotel cost for the seven days of LSSP and ICON totals to $308. The registration for LSSP is $100 and registration for ICON is $185. As a college student, this is a huge financial feat for me to overcome in order to attend. However, I believe this opportunity is one I cannot afford to miss in terms of the experience I would gain- strengthening my leadership skills. As always, I appreciate any help and am seeking from you, as my sponsoring Kiwanis club to help cover [insert your request here]. Thank you for your time and I look forward to hearing from you soon. If you have any questions or would like to speak to me, you can call/txt me at 718-757-5687 or e-mail me at kelly.chan@nycirclek.org anytime! Yours in service, leadership and fellowship,
Kelly Chan New York District Governor
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FUNDRAISING
Fundraising can be fun when you do it with the right people and when you feel passionate about what you are fundraising for. Remember you are fundraising for a priceless weekend in Vancouver with new and current CKI friends! Some ideas include:
• Food/Goodie/Bake Sales – they’re common but they’re a classic. Everyone can easily purchase a box from the supermarket and bake it. However, make it fun by making it themed. Do a water or summer theme since it will take place in the summer. Try a Canada theme by putting the Canada logo on your baked goods. French is the native language in Canada, in addition to English- learn some French terms and greet people in French. You could sell any manner of items, from root beer floats, to funnel cakes. You can make this a mobile sale also and walk around campus with goods. • Sports tournaments – kickball, dodge ball, ultimate Frisbee, basketball, volleyball. Charge admission and watch people get competitive. • Car Smash – go to a junkyard or car dealership and have them donate a car that they have no intention on fixing or selling. Get permission from your school to allow you to bring this car on campus. Once everything has been approved, gather a few hammers and charge students $2 - $5 to hit the car. Hopefully they get excited and end up purchasing multiple hits. This is a great thing to plan now because people are stressed with finals coming up! • Car wash – the weather is nice and this is the perfect time. Gather some rags, buy some soap and hold a car wash. You can also sell lemonade and snacks at this car wash to increase your fundraising success. • Talent show – another common, classic idea. All you need is a stage and the participants will provide the entertainment. Spice it up by asking a few people to serve as “judges” and make it American Idol style where they comment on each performance. • Pie-a-[CKI-er?]– get a group of people who are willing to have pie thrown at their faces to support your trip to Vancouver. Purchase pie trays and whipped cream to make the event happen and charge for each pie that will be thrown. See if any of your professors or advisors would support this event. • Bowling Night – contact your local bowling alley; tell them who you are and what you are fundraising for. Ask them for a discounted rate and charge your attendee’s something above this discounted rate in order to produce proceeds. • Penny Wars – try and make this a campus organization contest. See who can fill up a jar with the most pennies. Pennies are worth +1 point and anything that is not a penny is worth a negative value. For example, a nickel would be -5 and a dime would be -10. • Balloon Bust – this is done at carnivals all the time. Purchase a pack of balloons to blow up and tape them to a fill. Before inflating them, stick small pieces of paper in them that say “try again” or “winner.” The winning prize could be free admission to the next CKI event! Charge for each attempt in popping the balloon. Use darts to pop if your school allows it. • Zumba-thon – seek a certified Zumba instructor who would volunteer a morning/afternoon/night to lead a few Zumba sessions. Charge admission for this in addition to having refreshments at the event. • Recycle – this will help you raise funds while bettering the environment and community. Collect water bottles in your neighborhood and return them for 5 cents per bottle! • Volunteer- Work short term jobs with a local business, such as concession sales at a stadium.
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