Hosting an Introductory Team Meeting

So you’ve formed a 3-Day team. You’ve recruited your team members. Congrats! Now that you have people who are interested in walking with you, you need to get everyone in the same place so your team can meet, brainstorm, plan, and have fun!

It’s time to host your introductory team meeting. But how?

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Photo via Eric Rothermel

Pick a date. And have a back-up date.

With today’s crazy schedules and conflicting calendars, it can be tough to find a time that works for every one of your team members. Do your best to find a good date, but don’t make yourself crazy. If there are a few people who can’t make it, set up a back-up time so they can still be introduced to the 3-Day. Even if it’s one-on-one over coffee, or with a smaller group, it’s important to make sure everyone feels welcome.

Use your experts.

If you or someone else on your team has walked before, tap them for knowledge. Meet with them beforehand to pull sample donor letters, talk about packing lists, and brainstorm fundraising ideas. That way, when you meet with the larger group, you’ll already have some talking points set.

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Photo via Claudia Viloria

Create a comfortable space.

When the big day comes, hold the meeting in your kitchen, family room, or other welcoming space. You want first time walkers or team members who might not know everyone to feel like they are entering a safe space where they can speak their minds. Also, everyone loves food, so have a variety of snacks, desserts and drinks ready for the choosing. Make sure everything can be eaten without utensils, and is ideally bite-sized, so people can chat and dine at the same time.

Have a plan.

Before your meeting starts, decide what you want to accomplish. Do you just want to give people the chance to meet and share why they walk? Would you like to plan your first team fundraising event? Should people come with a draft of their donor letter? Make sure your guests know the goal in advance so they can do any needed preparation.

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Photo via Glenn Carstons Peters

Prepare your answers.

There are some questions you know people are going to ask, especially if they’re first time walkers. Luckily, we have already answered many of them for you! Take a look at our FAQ to have talking points ready, share information about  meetings and events in your area so your team can bond with others, and print out these infographics about the 3-Day for team members to keep handy. Check out all of the available resources at The3Day.org/Teams.

The more you have set up in advance, the easier it will be for the meeting to flow naturally and accomplish a lot.

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Get “active” with activities!

Get your team moving and thinking by incorporating fun activities that promote fundraising. Hang a tablecloth to make an at-home photo booth and take selfies with print outs of these fundraising progress graphics for them to post on social media. You can also host a “How to Write Fundraising Letters” workshop with samples, or color the 3-Day coloring page (above).

Have a take away.

Even though this is a “meeting,” that doesn’t mean it has to feel formal. Give each team member a fun take away, along with any pertinent information, so they can leave with something to remind them of their first team gathering. You can use the craft and treat ideas on our Creative Fundraising Pinterest page to make gifts for your team, then make extras to use for your own fundraising. These can also get others’ creative juices flowing for their own future fundraising endeavors.

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Photo via Leonardo Wong

Don’t forget, if you have more questions, you can always reach out to your local coaches for more information and ideas!

What are your tips for hosting a team meeting? Comment below and share with us!

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MORE Participant Center Tools That You Forgot (or Never Knew) Were There

For every 3-Day walker and crew member, their online 3-Day Participant Center is their headquarters for every last detail of their participation. We’ve blogged before about some of the best goodies that can be found on the Participant Center, from invaluable fundraising resources to tools for connecting with the rest of the 3-Day community.

Today, we’d like to point out just a few more of the incredible features of your 3-Day Participant Center that may have slipped off your radar.

Meet on Your Time – We encourage all 3-Dayers to attend an in-person meeting or workshop if possible (you can find one here), but we know that it’s not always easy or convenient to get to these meetings. If that’s the case, you can virtually “attend” a pre-recorded meeting to learn about different aspects of your 3-Day preparation, such as training and general event prep. These informative videos are available here.

Handbooks at Your Fingertips – If you’ve walked with us before, we don’t send you printed walker handbooks through the mail, but that doesn’t mean that these helpful guides have gone away. Handbooks for fundraising, training, event prep, team captains, training walk leaders and crew are available in electronic form in your Participant Center and at The3Day.org/Handbooks.

Checklist: Check – If you’re a list person, we have one for you right on your Participant Center home page. Scroll down the page and you’ll find a handy list of the most important things you can do to get your fundraising started. Each of the items can be handled right through your Participant Center; just click on the one you’d like to complete next, and when you’ve finished it, that item will be checked off for you!WhatToDoNext

Learn From the Best – On your Participant Center home page, look at the left side navigation menu. There are headings there for Top Fundraisers and Top Teams. If you’re looking for a little motivation with your own fundraising efforts, click through these names of participants who are crushing the fundraising game. You’ll be inspired by their stories and you may even get some ideas about great ways to personalize your and your team’s fundraising pages.