Homebrew Competition Prize Coordinator

Homebrew Competition Prize Coordinator
Total Hours – 31

1. Draft a Request Letter – The letter should explain what the BFBC is all about, and how it can positively impact the business to contribute. A well-crafted letter requesting donations can be sent any number of ways. This makes it easy to contact many potential donors in a short amount of time. This letter can be re-used from year to year.
a. Hours: 2
b. Completion Date: Early December

2. Organize Solicitations – Using sponsor information from previous years (if available), work with Assistant to create a sponsor request list. This should include sponsors who have donated in the past as well as new prospects. If a sponsor has denied our request several years in a row, consider omitting them from any further solicitations.
a. Hours: 3
b. Completion Date: Mid December

3. Organize Category Sponsors – Develop a list of organizations who would be a good fit to sponsor specific categories. Breweries and distributors that are well known for a style of beer could sponsor the category that beer is judged in. (ex: St Somewhere sponsors Cat. 16). Some organizations may sponsor more than on category. The Prize Coordinator can contact these businesses directly to secure donations quickly so they can be included in information for competitors.
a. Hours: 10
b. Completion Date: Late December

4. Communicate with Website Manager – After the sponsor categories have been selected, share this information with website manager. The category sponsor information can be added to the competition website in time for registrations.
a. Hours: 2
b. Completion Date: End of December

5. Receive and Inventory Prizes (with Assistant) – Donations should be sent to a location that can collect boxes, inventory items, and store until BFBC. A detailed inventory can be useful in determining how to distribute prizes.
a. Hours: 3
b. Completion Date: Early February

6. Organize prizes for medal winners – If enough prizes have been donated, organize them into 1st, 2nd, and 3rd place for each category. This information can be given to the website manager to be included in competition website.
a. Hours: 3
b. Completion Date: Early February

7. Communicate with Brewers Ball Festival Guide Writer – Sponsor and prize information needs to be given to person(s) in charge of writing festival guide. This can include sponsor lists and prize information for the event.
a. Hours: 2
b. Completion Date: Mid February

8. Set-up Prize Table at BFBC awards (with Assistant) – Determine how to distribute additional prizes, set up tables, organizes donations, clean up.
a. Hours: 3
b. Completion Date: Day of awards ceremony

9. Thank You Letters – Draft a letter thanking sponsors who donated to our event. This can be helpful in securing more donations in the future. This letter can also be re-used from year to year. Assistant will distribute letter.
a. Hours: 1
b. Completion Date: Mid March

10. Sponsor Database – Add all new sponsors to donation database, remove any necessary. This database can be given to Competition Organizers as well to keep for next year.
a. Hours: 2
b. Completion Date: Mid March