Process for after the event with the participants that signed up the day of

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Shilo Markegard
Shilo Markegard ✭
Ninth Anniversary First Reply
in Blackbaud Luminate Online® & Blackbaud TeamRaiser® Discussions
We just completed our first teamraiser event last Sunday. We had over 350 people sign up the day of, we are manually entering them in the Teamraiser so that we have an accurate account of what happened and that the Team pages are updated with their new members and any donations made.  My concern is for next year when we have the event and these participants that we manually signed up  go to register and it will say they have an account already. I am looking for some best practices. Do you not enter them in? Do you send out an email to the ones you registered manually and if so, what is some sample language? thank you for your guidance.
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  • Brian Mucha
    Brian Mucha ✭
    Ancient Membership Facilitator 4 Name Dropper Photogenic
    Each year we make a new, empty copy of the teamraiser. There are configuration settings for specifying the previous version of the event, so users can recover their previous info. Next year they will have a constituent record, but they won't already be registered. Be sure to have the registration process prompt users to log in first before proceeding.


    Do you have a welcome series? If not, you should! That would serve to let them know they now have an account in your system.


    We also send a registration drive email to past participants a few months before each event that includes their username and a password recovery link.
  • Shilo Markegard
    Shilo Markegard ✭
    Ninth Anniversary First Reply

    Brian Mucha:

    Each year we make a new, empty copy of the teamraiser. There are configuration settings for specifying the previous version of the event, so users can recover their previous info. Next year they will have a constituent record, but they won't already be registered. Be sure to have the registration process prompt users to log in first before proceeding.


    Do you have a welcome series? If not, you should! That would serve to let them know they now have an account in your system.


    We also send a registration drive email to past participants a few months before each event that includes their username and a password recovery link.

    Thanks Brian. This is very helpful! Do you key in everyone that signed up day of even if you have an email address or not? We don't have a welcome series yet as this was our first teamraiser and we aren't integrated with Raiser's Edge so we didn't have anyone in luminate at the time of registration.  Do you send a specific email to people that signed up day of (that you key'd in)? If you did, would you mind letting me know what you say to them specifically? Thanks again for your input!

  • Brian Mucha
    Brian Mucha ✭
    Ancient Membership Facilitator 4 Name Dropper Photogenic
    We don't get a ton of day-of registrations, so we don't really have a set policy.


    In your case I would definitely do the import. People that have participated in an event are important constituents, especially if they fundraise on your behalf.


    You also want as much interaction history as possible. Later on after your house file has grown this will be important for strategy. Where do we concentrate our solicitation efforts? Do event participants donate more often than non-participants? At higher amounts? What about team captains? Or perhaps they see themselves as already done enough and never donate, and you should limit non-event solicitaitons to avoid opt-outs.


    How does your event fit into your donor ladder/pyramid? Your strategy might be to work on getting non-donors or volunteers to donate, then donors to fundraise in events, and then fundraisers to captain a team, and then captains to move up to major giving or legacy.


    Event participation can effect future messaging too. People like to be recognized. Using conditional content, you might show event related stories in your newsletter to past participants, and recruitement stories to non-participants. Even simple things like a solicitation reading "As a participant in marathon 2016, you know our mission is critical to..." in place of everyone else's "Our mission is critical to..."


    Do you have a post-event email planned? I would probably leave the communication to the day-ofs to that. How well did the event do? Were the goals met? What benefits did their efforts produce? Include an event photo gallery! THANK THEM.

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