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Sanlam Cancer Challenge

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Sanlam Cancer Challenge

     2010

     CANSA Project Facilitator’s Guide

    Sanlam Cancer Challenge

    Compiled by: L Burger

    February 2010

Table of Contents

    WHAT IS “SANLAM CANCER CHALLENGE”? ............................................................ 3 THE TOURNAMENT AT A GLANCE ............................................................................ 3 Technical Support and Training ................................................................................. 3 REGIONAL COMPETITIONS ........................................................................................ 4 Tier 1 golf days: .......................................................................................................... 4 Tier 2 golf days: .......................................................................................................... 5 Tier 3 golf day (all ladies’ golf days):.......................................................................... 5 Tier 4 golf days (All Sages golf days): ....................................................................... 5 COMPETITION FEE ...................................................................................................... 6 SANLAM CANCER CHALLENGE FINALS 2010 .......................................................... 7 TOP 10 COMPETITION STAFF AND VOLUNTEERS .............................................. 7 APPRECIATION SCHEME 2010 ................................................................................... 7 CLUB TOGETHER COMPETITION .............................................................................. 8 GETTING THE BASICS RIGHT .................................................................................... 8 Adding new golf clubs to your collection of clubs ...................................................... 9 STEP-BY-STEP............................................................................................................ 10 STEP 1 - The Planning and Implementation Phase ................................................ 10 STEP 2 - Finding Sponsors for Refreshments, Greens and Tees .......................... 10 STEP 3 - Further Liaison with Golf Clubs ................................................................ 11 STEP 4 - Marketing of Club Competitions ............................................................... 11 STEP 5 - The role of field staff and volunteers at golf days .................................... 11 STEP 6 - After the Golf Day ..................................................................................... 12 WHAT DOES A SUCCESSFUL GOLF DAY LOOK LIKE? ........................................ 13 IDEAS FOR EXTRA FUNDRAISING .......................................................................... 14 GLOSSARY OF BASIC GOLF TERMINOLOGY ........................................................ 15 SAMPLE FORMS ......................................................................................................... 16

    Sanlam Cancer Challenge CANSA guide 2010 Page 2

    WHAT IS “SANLAM CANCER CHALLENGE”?

    The Sanlam Cancer Challenge is the biggest amateur golf

    tournament in Africa and is run as a collaborative

    partnership between CANSA, Sanlam, Syner-G Marketing

    & Events and golf unions and clubs. The tournament

    boasts more participants than the Comrades Marathon and

    the Argus Cycle Tour and attracts more than 34,000

    players per annum. The initiative is one of our strongest

    resource mobilisation vehicles and it is therefore crucial

    that the challenge is met with careful planning, enthusiasm and fresh effort each year.

    The tournament is played over a period of 8 months, with the schedule for

    competitions as follows:

    MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER Club competitions Regional Finals Finals

Please note: these are guidelines. It was agreed at the tournament AGM 3 years

    ago that regions that have special considerations (e.g. winter rain in the Western

    Cape) are at liberty to start a month earlier.

    In the following pages, you will learn the ins-and-outs of each of the above, as well

    as other useful information to make your Sanlam Cancer Challenge a very rewarding

    and enjoyable project.

    THE TOURNAMENT AT A GLANCE

    Theme for 2010 Golf with a ?” and a health theme “Be informed make smart choices

Technical Support and Training

    The Project Leader for Sanlam Golf in 2010 is Lorinda Burger.

    Staff and volunteers who need guidance and support are most welcome to

    contact their Zone Coordinators:

    ? Lorinda Burger ? 014 533 0694 ?082 520 8456 ? lburger@cansa.org.za ? Helen Ludwig ? 044 343 2016 ?083 458 0584 ? hludwig@cansa.org.za Sanlam Cancer Challenge CANSA guide 2010 Page 3

    ? Corrie van Niekerk ? ? ? cvniekerk@cansa.org.za

    The support team is available to run workshops and you are more than welcome to

    phone, SMS or e-mail the support team. Zone Coordinators have a lot of collective

    knowledge about this project and are always keen to help please ask for REGIONAL COMPETITIONS assistance.

    The tournament organisers have decided that it will provide a golf club holding a club

    competition with either prizes or cash with which it is to purchase prizes. The

    participating golf clubs have been divided into a tiered system, with details as set out

    below:

    ? Tier 1 golf days - Golf Digest Top 100 golf clubs.

    ? Tier 2 golf days - All “other” golf days.

    ? Tier 3 golf days - All ladies golf days.

    ? Tier 4 golf days - All Sages golf days.

In addition to the regular club competitions held on an annual basis, Sanlam has also

    included the following:

    ? Corporate invitational golf days - The region where these golf

    days are to be held, will be notified well in time to enable them to prepare for

    this golf day. Sanlam/Glacier also gives a donation to each region where

    these invitationals are held.

    ? Invitational golf days aimed at individuals who are not currently affiliated to

    any golf club, but still want to participate in the competition will also form part

    of the tournament this year.

Tier 1 golf days:

    ? Please see addendum 1 for a list of the tier 1 golf days for 2010.

Prizes : each of these clubs to provide Martel Coetzee with their banking details

    upon registration. Sanlam will then pay an amount of R5000 in for the club to buy

    prizes as per regulations tournament regulation (please consult the tournament

    website www.sanlamcancerchallenge.co.za).

    Please urge these clubs to keep receipts of the prizes they bought, as these

    expenses are subject to an audit and we also need to evaluate the effect of this

    decision after the 2010 tournament.

CANSA’s offering

    Tier 1 days will be offered: ? High quality CANSA exhibition with the 3 Health Programme banners

    Sanlam Cancer Challenge CANSA guide 2010 Page 4

? Highly trained staff/volunteers on duty

    ? Prize-giving: senior CANSA staff member (PM, RM, ZC or any D3-level

    colleague) or leader volunteer or a properly briefed and fully prepared cancer survivor to give the thank-you speech (if possible) ? Nutrition booklet with healthy recipes (to be disseminated by Sanlam directly to clubs)

    ? other appropriate CANSA branding

    ? CANSA merchandize on sale, e.g. P-balls Each region hosting a T ier 1 competition should please try and negotiate a

    CANSA Smart Choice hamper as an additional prize. This can be arranged

    with any of your local grocery stores.

Additional fundraising efforts as planned with your Tournament Action Group. Tier 2 golf days:

     Prizes : Sanlam has made a tremendous effort to improve the quality of prizes that fit

    well with our healthy choices theme. You will find details of these prizes on the

    tournament website: www.sanlamcancerchallenge.co.za

CANSA’s offering:

    ? Highly trained staff/volunteers on duty

    ? CANSA branding

    ? CANSA merchandize on sale

    ? Additional fundraising efforts as planned with your Tournament Action Group.

    Tier 3 golf day (all ladies’ golf days):

Prizes Sanlam has gone through tremendous effort to improve the quality of

    prizes we will be giving out at our golf days. You will find details of these prizes in

    the tournament guide on www.sanlamcancerchallenge.co.za

CANSA’s offering

? Highly trained staff/volunteers on duty

    ? CANSA branding

    ? CANSA merchandize on sale

    ? Additional fundraising efforts as planned with your Tournament Action Group.

    Tier 4 golf days (All Sages golf days):

Prizes Sanlam has gone through tremendous effort to improve the quality of

    prizes we will be giving out at our golf days. You will find details of these prizes in

    the tournament guide on www.sanlamcancerchallenge.co.za

CANSA’s offering

    Sanlam Cancer Challenge CANSA guide 2010 Page 5

? Highly trained staff/volunteers on duty

    ? CANSA branding

    ? CANSA merchandize on sale

    ? Additional fundraising efforts as planned with your Tournament Action Group.

     COMPETITION FEE

    The green fees for 2010 will be the same as before R55 per player. CANSA representatives need to work on a strategy to ensure that fields are as full as

    possible.

    Remember the more players participate in your region the more money will be raised

    for CANSA in your region. Please refer back to your 2009 statistics and set a stretch

    target for 2010. It is only by working on a marketing plan with your Tournament Action Groups that you will have full fields at your golf days.

Who does what?

    CANSA initiated the tournament in 1993 and is a major partner that invests a lot of

    time, effort and resources in making this project successful. Our field staff and

    volunteers play a crucial role. Lorinda Burger (Zone Coordinator) is the Project

    Leader for all Sanlam Golf Tournaments and, together with other Zone Coordinators,

    provides technical support (including a Help Desk service) and training. The

    Marketing and Communication Department is responsible for messaging and assists

    the Jupiter Drawing Room with the tournament website. The Marketing and Communication Department also writes media releases for the tournament and

    highlights the tournament on the CANSA website. CANSA is responsible for

    monitoring the performance of its own practitioners and volunteers.

    Sanlam as the main sponsor provides the major funding (approximately R4-million),

    as well as a dedicated team led by Gary van Loggerenberg and supported by Martel

    Coetzee. They are based in the Marketing Department, Sanlam Head Office in Cape

    Town. At ground level Sanlam has a network of representatives that work alongside

    CANSA representatives at golf days.

    Syner-G Marketing: CANSA employs Syner-G Marketing & Events to help with macro-logistics such as managing our relationship with golf unions and golf clubs.

    Sanlam employs the same agency to manage the Finals at the Gary Player country

    club in Sun City. The agency is headed up by Sharon Green a fantastic working partner. Sharon has a strong team and colleagues will get calls from Marya Roux

    and others whose responsibility it is to cover our tracks before every golf day to

    Sanlam Cancer Challenge CANSA guide 2010 Page 6

ensure that Sanlam prizes have arrived and that CANSA and Sanlam

    representatives are ready for their events.

Communication with Sanlam and Syner-G Marketing & Events

    CANSA, Syner-G Marketing & Events and Sanlam have made a renewed

    commitment to communicate regularly through face-to-face meetings and regular

    conference calls. Please report all difficulties you experience on the interface

    between the role-players the minute they arise. We have an excellent working

    relationship with Gary van Loggerenberg and Sharon Green and they are very open

    to feedback. We need to trouble-shoot challenges throughout the tournament and

    not just at the annual AGM at Sun City.

    SANLAM CANCER CHALLENGE FINALS 2010

    It’s really exciting for us to announce that the finals for the Sanlam Cancer Challenge

    are to be held from 25 to 27 October at Sun City (Gary Player Country Club) near

    Rustenburg, North West. A small CANSA task team will be selected to go to Sun

    City to represent CANSA and to network and build relationships with stakeholders.

    TOP 10 COMPETITION STAFF AND VOLUNTEERS

Criteria: These awards are made on overall performance by practitioners and

    volunteers at field level. The selection panel looks for:

    ? the most extra fundraising done at club competitions

    ? overall improvement in regions

    ? media coverage

    ? CANSA and cancer awareness

    ? effective use of volunteers

    ? innovative practice and fresh ideas.

Prizes:

    A gift hamper from Sanlam for the Top 10

    Additional incentive prize for top staff and top volunteer to be confirmed.

APPRECIATION SCHEME 2010

With the past year successfully completed we thought it best as CANSA champions to

    show our appreciation to all other CANSA champions. We want our top clubs to know that

    we really appreciate all their efforts during this huge fundraising campaign.

We want to reward our top golf clubs with Certificates of Appreciation to be issued for these

    three categories:

    ? Gold Certificates for golf clubs that raised more than R40,000 (green fees and

    additional fundraising) Sanlam Cancer Challenge CANSA guide 2010 Page 7 ? Silver Certificates for golf clubs raised more than R30,000 (green fees and additional fundraising)

    ? Certificate of Appreciation for golf clubs that raised more than R20,000 (green fees

    and additional fundraising).

    PLEASE send the correctly spelled names of the golf club and exactly how much was raised in total. Please make sure that these spread sheets are sent directly to Munnik Marais at mmarais@cansa.org.za and remember to keep your Regional Manager and Zone

    Coordinator informed.

    CLUB TOGETHER COMPETITION

    This competition was introduced in 2009 to reward the club that raised the most additional funds in relation to its size and number of members. The competition was fierce, and the tournament organisers realised that this is one of the best initiatives we’ve implemented thus far.

    In 2010, the Club Together Competition will again be implemented (as set out on www.sanlamcancerchallenge.co.za). This year, two winning clubs will be nominated

    to each send two players to the finals at Sun City, all expenses paid. Please refer to your Tournament Guide for more information and motive your clubs to challenge each other for the honours of going to Sun City!

Now, for the fun part.....

    If you want to make a success of your golf days, please keep reading and good luck!

GETTING THE BASICS RIGHT

Practitioners that do well ensure that basic elements are in place:

    ? they look their workload squarely in the face, know exactly how many events will be on the calendar, know which clubs will be participating and plan accordingly. Strong project planning skills are essential

    ? they take the trouble of having face-to-face meetings with key people at golf clubs and their Sanlam representatives

    ? they befriend their Club Captains and maintain regular contact throughout the tournament season to ensure that everything is on track and that green fees are being processed and paid over to golf unions

    ? they book the dates for their club competitions early (start working on this in November of the preceding year). Clubs are willing to commit to dates as soon as league dates are available. People who wait for others to book their dates for them Sanlam Cancer Challenge CANSA guide 2010 Page 8

will face the eternal frustration of double bookings and lousy dates. Make sure that

    CANSA is in front of the line when other non-profit organisations start booking their

    golf days

    ? they plan golf days in consultation with Tournament Action Groups (key people at

    the golf club, the Sanlam representative, liaison committees and other CANSA

    volunteers). Find out how they can make the day special for the players. CANSA

    people listen to their golf clubs and do not make unilateral decisions. Please do joint

    planning and consider the club’s needs ? they understand CANSA’s USP (unique service position) and use it to full effect at

    golf days by incorporating cancer education and messaging into events.

    ? accountability is seen as key and clubs are shown exactly how funds raised

    through the tournament are applied in a particular region. CANSA Fact Sheets on

    outcomes are available at registration or displayed at prize-giving.

    ? additional fundraising is planned with care and is fun and creative.

    ? every opportunity is used to give golf clubs publicity in community newspapers and

    on community radio to ensure full fields and to make the tournament worthwhile for

    CANSA, Sanlam and golf clubs.

    Adding new golf clubs to your collection of clubs

    One way of increasing your regional income is to pull additional golf clubs into your

    network of participating clubs. Please consider your capacity to deliver a good

    service before rushing around recruiting additional clubs. The procedure for getting

    additional clubs involved as follows:

    ? once you have buy-in from the club, ask club management to contact their Golf

    Union and to communicate their wish to participate in the Tournament

    ? the golf club then completes the relevant application form on

    www.sanlamcancerchallenge.co.za Sanlam Cancer Challenge CANSA guide 2010 Page 9

STEP-BY-STEP

    STEP 1 - The Planning and Implementation Phase

? Field workers need to establish contact with their golf clubs in November. If you

    have an existing relationship with a club you can phone, if not, you need to make an

    appointment and go and see the club manager and/or club captain. This early

    contact is crucial in order to secure good dates for golf days

    ? Get a copy of the Regional Golf Union Calendar to guide you in negotiating dates for your golf days. It is also extremely important to keep track of other community

    events and big sporting events (e.g. rugby) to ensure full fields

    ? It is recommended that a Tournament Action Group (TAG) is established to organise local club competitions. Ideally this group should consist of the CANSA field

    staff, the Sanlam representative for the town/golf club, a golf club manager/captain

    and other interested people (e.g. a former golf captain, CANSA fundraising

    volunteers or a member of a Liaison Committee). Tournament Action Groups should

    have their first meeting no later than February or early March

    ? Proper planning and open communication sets the scene for well organised golf

    days. It is the responsibility of the Project Facilitator/Regional Manager to train TAG

    members in all aspects of running a golf day including cash-handling procedure. ? Explain to the club why the Sanlam Cancer Challenge is unique and the

    contribution CANSA makes to the community. Work with the club on a strategy to get

    the most exposure for the day and to attract the maximum number of players.

    ? Field staff and Tournament Action Groups should jointly decide on a financial target and devise a plan for reaching that target. “If you can dream it you can do it!”

    Get other people to be excited about what needs to be accomplished. Your target

    can even be put in local media releases in order to get buy-in from players,

    community organisations, businesses and farmers

    ? Finalise the dates for your golf days by early March

    ? Plan each component of your fundraising plan with care: the selling of greens and

    tees, raffles, auctions, health exhibitions, screening events, “wet holes” and suppers.

    NB: Remember that the SANLAM Cancer Challenge is not just another fundraising

    charity golf day

    STEP 2 - Finding Sponsors for Refreshments, Greens and Tees

? Sell greens and tees

    ? Collect items and make up hampers (or other prizes) for raffles and auctions

    ? Collect sponsorship money before the golf day.

    Sanlam Cancer Challenge CANSA guide 2010 Page 10

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