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Understanding My Proof Set

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What is a proof set?
A proof set is a multi-page document that contains the materials you will need to promote your event and inform your audience about your fundraiser.

How do I make changes to my proof set?
Your proof set will be sent to you by Champion’s production department, at which point you will be asked to review the entire document and send edits as necessary. You may do this in a few different ways, depending on which is most convenient for you. You may print out the proof set, mark up the pages, then scan the document and send back to support@champevents.com. Alternatively, you could also just list your required edits in an email response.
For example:  Page 3           Paragraph 2       Line 4         change time from 6pm to 7pm   
The typical proof set will go through three rounds of edits. Once you receive the document from our production department, review each page and send your full list of edits back as one response. The production department will make these changes and send back to you – this is the first round of edits. You will then be asked to fully review the proof set a second time, sending back any new changes you may catch. When you receive the proof set again, you will be asked if you are ready to finalize your pages. Go over each page a third time. If you do catch any final edits you need made, send those back to production. If you don’t see any more changes, let production know that you are finalizing your proof set. We will then send you a final proof set email, which will contain each page of your proof set saved as an individual, high-resolution document that is ready for you to print. 

How do I use my proof set?
Each page in your proof set is designed with a specific purpose in mind.
Schools
Save the Date Flyer – This page is meant to provide your audience with a brief snapshot of your upcoming events. It will have the date and time of both your Kick Off and your Event Day, and is intended to go out during Week 8 to give people the opportunity to get these days on their calendars.
Invite – The invite is for your Kick Off Event specifically. It provides more information about the location of the Kick Off and some bullet points about what your attendees can expect from the event. This page goes out during Week 5.
Kick Off Poster – This page is designed to be printed at 11”x17” and displayed in a prominent location (or several locations) to inform, remind and encourage people to attend your Kick Off.
General Info Flyer – This flyer gives more information about your fundraising event, including the date, time and location. It also lists your overall fundraising goal, individual/family/team fundraising goal, and what the funds raised will be used for. This page also provides the website people can go to in order to register to begin fundraising. This page should be included in your Kick Off Packet.
Sign Up Instructions – This page walks you through the process of how to become a fundraiser and begin raising money for your school. This page should be included in your Kick Off Packet.
Fundraising Incentives – The incentives page(s) help to get people excited about raising money and encourages them to give their best effort to generate as many funds as possible. These should be included in your Kick Off Packet.  The incentives you see in your Kick Off Packet are possible incentive ideas that we have put in your packet.  You will want to custimize these for your students, families and classrooms.  Here is a document with several ideas that will help you think creatively as you plan the right incentives for your school. 
Tracking Sheet – This page is for your fundraisers to keep track of who they have contacted during their fundraising efforts. This page should be included in your Kick Off Packet.
Fundraising Agreement – By signing this page and returning it to you, your fundraisers are agreeing to give their best effort in fundraising by asking 30 or more friends or family members to contribute to their fundraising efforts. This page should be included in your Kick Off Packet.
Commitment Agreement – On this page, your fundraisers will select their level of commitment to your event. They will also fill out their name, number and email and whether they have any connections to possible corporate sponsors. This page should be included in your Kick Off Packet.
Sponsor Letter – This page can be used by your fundraisers who choose to ask friends and family for donations by mail. This page should be included in your Kick Off Packet.
Fundraising Thermometer – The thermometer is designed to be printed at 11”x17” and hung up as a poster. As your school raises money, you can fill in the thermometer to show your progress.
Sign Up Today Poster – This page is designed to be printed at 11”x17” and hung up in high-traffic locations. The poster will remind people of your event date and provide them with the information to sign up to fundraise if they have not already done so.
Texting Contest Flyer – This is a flyer outlining a contest to get your fundraisers excited and drum up participation. This should go out 3 weeks before your event.
Donation Contest Flyer – This flyer is for another contest to increase fundraiser participation. This should go out 2 weeks before your event.
Last Dash for Cash Flyer – This is the final contest flyer to help you receive last minute donations. This should go out 1 week before your event.
 
Organizations
Save the Date Flyer – This page is meant to provide your audience with a brief snapshot of your upcoming events. It will have the date and time of both your Kick Off and your Event Day, and is intended to go out during Week 8 to give people the opportunity to get these days on their calendars.
Invite – The invite is for your Kick Off Event specifically. It provides more information about the location of the Kick Off and some bullet points about what your attendees can expect from the event. This page goes out during Week 5.
Kick Off Poster – This page is designed to be printed at 11”x17” and displayed in a prominent location (or several locations) to inform, remind and encourage people to attend your Kick Off.
General Info Flyer – This flyer gives more information about your fundraising event, including the date, time and location. It also lists your overall fundraising goal, individual/family/team fundraising goal, and what the funds raised will be used for. This page also provides the website people can go to in order to register to begin fundraising. This page should be included in your Kick Off Packet.
Sign Up Instructions – This page walks you through the process of how to become a fundraiser and begin raising money for your organization. This page should be included in your Kick Off Packet.
Fundraising Incentives – The incentives page(s) help to get people excited about raising money and encourages them to give their best effort to generate as many funds as possible. These should be included in your Kick Off Packet.
Tracking Sheet – This page is for your fundraisers to keep track of who they have contacted during their fundraising efforts. This page should be included in your Kick Off Packet.
Fundraising Agreement – By signing this page and returning it to you, your fundraisers are agreeing to give their best effort in fundraising by asking 30 or more friends or family members to contribute to their fundraising efforts. This page should be included in your Kick Off Packet.
Commitment Agreement – On this page, your fundraisers will select their level of commitment to your event. They will also fill out their name, number and email and whether they have any connections to possible corporate sponsors. This page should be included in your Kick Off Packet.
Sponsor Letter – This page can be used by your fundraisers who choose to ask friends and family for donations by mail. This page should be included in your Kick Off Packet.
Fundraising Thermometer – The thermometer is designed to be printed at 11”x17” and hung up as a poster. As your organization raises money, you can fill in the thermometer to show your progress.
Sign Up Today Poster – This page is designed to be printed at 11”x17” and hung up in high-traffic locations. The poster will remind people of your event date and provide them with the information to sign up to fundraise if they have not already done so.
Not too Late – This is a flyer to increase participation near the end of your timeline and should be distributed two weeks before your event date.
11th Hour Challenge – This flyer is designed to encourage your participants to give one final push in their fundraising efforts and finish out strong. It should be distributed one week before your event date. 

How long does the editing process take?
Turn-around time may vary, but it should never take more than 72 hours to receive your updated proof set from production once you send a set of edits to us. 

What goes in my Kick Off packet?
You want to be sure to include the following pages from the proof set in the packet you hand out to your Kick Off attendees:
  • General Info (page 5*)
  • Sign Up Instructions (page 6*)
  • Fundraising Incentives (pages 7-8*)
  • Tracking Sheet (page 9*)
  • Fundraising Agreement (page 10*)
  • Commitment Agreement (page 11*)
  • Sponsor Letter (page 12*)
*Your page numbers may vary slightly depending on the edits you make to the document as a whole.

 Who prints the pages from my proof set?
Once you have finalized your proof set, our Champion production department will send you a folder with all of your pages ready to print. It is then up to you to get these pages printed and distributed. Some of these pages (the Kick Off Poster, Fundraising Thermometer(s), and Sign Up Today Poster) are designed to be printed as larger pages (11”x17”) that can be hung on the wall to advertise and increase excitement.
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