Team dai Challenge 2017 2nd meeting

[Maarten Van Eekelen]

Dear all,

We still have a lot to plan for this years team dai challenge. 

So I would like to invite everyone to a meeting tomorrow (saturday 14th of January) at 17:00 at suntara restaurant. 

We will need to discus the following points.

1) make a consensus over the route.

2) which dates we will be riding.

3) which cause are we going to support. 

4) how are we going to do the charity.

I have not received any ideas for a charity so this is very important because we need this to start the fundraising. 

Please let know if you can come or not.

Kind regards,

Maarten

[Paul van Strijp]

Ok

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[Rik Ponne]

Hi Maarten,

 

Thanks. Yes, we need to meet. I’ll be there.

 

What you list as the priorities to reach agreement on makes sense. I have below listed tasks related to organize the Challenge and it would be good if we could go through this as well and assign embers of the organizing committee to take the lead for each of these items.

 

1. Finalize route (exact route, distances, profiles, descriptions)
2. Find and book guesthouses and restaurants
3. Arrange support (vehicle, crew)
4. Organize supplies for the ride (drinks, snacks, ORS etc.)
5. Prepare and keep a budget
6. Organize jersey design and order
7. Fundraising
1. Draft “Request for Support” letter/email to communicate with potential sponsors
2. Approach potential sponsors (Vientiane College, Joma etc.)
3. Set fundraising goal ($10,000?)
4. Set threshold amounts for sponsors to get their logo on the website and jerseys, and mentioned in press releases
5. Obtain logo and profiles from the confirmed donors. Logos need to be in vector format to be included on the jerseys (no jpeg, but .ai or .eps or so)
8. Raffle (identify and conform prizes, design and get tickets and posters printed)
9. Update and maintain Teamdai website
10. Set-up and maintain GoFunMe website
11. Ongoing communication with the group in general ,list of confirmed riders and others (Google Group, Facebook and direct email)
12. Media relations (press releases)
13. Organize registration, including preparation and circulation of registration forms, disclaimers (Google Group, Facebook and website) and maintain lists of interested and confirmed riders
14. Prepare and disseminate training schedule (Google Group, website)

 

See you this afternoon.

 

Best,

Rik

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[Rik Ponne]

Following the meeting, Hannah posted the following on Facebook:

I took a few notes at the meeting this afternoon. We decided a few things - dates will be 8 - 12 March and route through Xaysomboun to Phonsavan and Luang Prabang. 5 days and about 550 kms, although with options to fly into or out of Phonsavan if needed.

Sponsorship for small logo on jersey decided at $500 and for large $1000. Target for fundraising to be $10,000. Maarten has kindly offered to be our communication coordinator. Good on you Maarten!

Charity

Suggestion is Quality of Life Association based in Phonsavan. It's a small Lao NGO providing medical and education services to UXO victims. We have an Australian volunteer there at the moment so I will get in touch with them on Monday to discuss.

Sponsorship

We agreed that once we confirm the charity, we'll approach the following companies for sponsorship (s) or to contribute to the raffle (r)

ANZ (Hannah) s
BFL (Mary and Bryndis) s
Phu Bia (Hannah) s
Joma (Ginny) s r
Tuborg ???
Beer Lao (Thu) s
VIS (Bryndis/Mary) s r 
Spiceroads (Mark) r 
Crown Plaza (Thu) s
Kolao (Mary) s 
BMW & Mercedes (Kristian) s r
US embassy or UXO organisations (Hannah) s
PetroVietnam (Thu) s
Ford (Thu) s
Ma Te Sai (Mark) r
7 days bike (Mark) r
Kek bike (Mark) r
WIG (Laurence) r 
Gecko Wines (Mark)
Heiniken (Laurence)
Hungarian Butcher (Gabor)... r
Green Discovery (Ric) s r

Other tasks

Mary - check if Pany is available for support vehicle
Ric - work with green discovery on permit
Hannah - talk to Seamus about fundraising night / raffle draw at O'Gradys weekend after challenge
Mark - bike service offer
Mary - talk to VIS travel agent about group flight options
Maarten/Paul - accommodation and restaurant research options
Maarten - budget
Maarten - work with Ginny on Jersey design and order
Mark - letter to sponsors (Maarten to share old letter)
Ric - website
Dom - press and Media
Mary + ??? - raffle. Mark to do printing and distribution but she will need help! 
Maarten - post training schedule 
Matthias - gofundme website

Thanks all, the organizing team will next meet on afternoon Saturday 21 at suntara.

See the other riders for the Sunday rides!

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