Planning Update - Monday, August 25, 2008

This week the sponsorship packet has been created and I made my first foray into sponsorship contact. While not a success....I cannot call it a failure either, and who knows, I may still bring that particular one on board.

What happened was, I decided to go directly to what I would call a biggest potential sponsor candidate - an auto dealer. When I was young back home in Wisconsin, the dealerships were privately owned franchises. At least the few I knew of directly through my father's association with the owner, and later when a boyfriend worked at one. So I figured it might be much the same here and now.

I knew that a major car company would not be interested in, nor able to, sponsor a personal project such as the trailwork tour. They do provide grants, but to organizations, and in particular, usually 401(C)3 entities. But I felt it might be possible to make an impression on a small businessperson who happened to operate a franchise for a major automobile corporation, and work directly with them.

So, off I went, with my little blue folder of information and my best positive attitude. The truth is, I did well. Into the dealership's front door I walked, ready to place a cold call in search of the highest on the totem pole. Perhaps my request threw the salesman who greeted me for a loop, but he took me directly to the sales manager.

This person was obviously busy, but when I had his ear for a moment, he did provide undivided attention. He also attempted a flat-out rejection, stating that they are owned by a giant corporation(the car manufacturer). Which, I did not accept. As I said, I knew from prior research that the corporation would not be able to sponsor me directly.

I also knew that the man I was speaking with was not the general manager of the place, and so I danced a little bit, suggesting there might be a way to work together at the local level, and asked about getting to someone somewhere "in between" where we stood and the top. I was given the name of the general manager.

And so this morning I made that call. I did not get through further than the receptionist. Which is as I expected and was prepared for. I had thought ahead of the exact wording I would use in this situation to make my point concisely and without information overload, and gave her point by point instruction as she took the message. My goal was to 1) get the Teddy and Terrie Trailwork Tour name in front of the contact, 2) detail a brief(very) synopsis of the project, 3) to let them know I'd be sending an information packet to peruse, and that I would call to follow up after the holiday next week. I also provided my contact number in case the manager would like to speak with me beforehand. An unexpected reaction, of course, but nonetheless it needed to be included.

So, the packet will go in the mail today, and my first entry in my Sponsorship Log" has been created.





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Planning Update - Monday, August 18, 2008

More research into and planning on destinations has been the bulk of this weeks work. I ran across a website some time ago that is for RV'ers, but it has a lot of good information for road trippers of the less...lets'say, encumbered by humongous rigs....types. I couldn't remember the name of it and so it was lost for a while. But finally I restumbled across it. The site is called Escapees, and if you are thinking on living on the road, it's a great resource to have, particularly the various links tucked away. Particularly the beta on free campsites.....

As well, I have been doing research into publicity. This project, which started out as a simple idea(aren't they all simple when they pop into your head?) has snowballed. Of course I always thought I should try to get coverage in order to get people interested in the idea, but also to get any sponsors as much exposure as possible. But I just didn't really think about....what's involved.

I STILL haven't even approached any potential sponsors yet, and I simply must begin doing so. But I want to be prepared for them, and part of that is handing them data on how I will support their support. That means providing an account of the PR strategy.

So, I am working out the logistics of press contacts and releases and all that fun stuff. If I can get enough corporate assistance, maybe I can bring an intern into the project, and have them assist in some of the work. We'll see.


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Planning Update - Monday, August 11, 2008

This week has involved more work on researching destinations and getting the details on file. That portion of the project seems to have taken on a life of it's own.

As well, I have started work on artwork for promotional pieces - a postcard to be handed out before and throughout the trip and also a small poster type piece that is intended to be emailed to climbing gyms and gear shops.

The purpose of these items is to get people interested in the idea as early in the thing as possible, and perhaps germinate the growth of volunteerism in an organic way.

It would be really cool to be heading out to work with a new crew and find out there's another person there for the first time, who discovered the work through this project. I have run into people in my travels who have shouted out "Hey -I know you! We were climbing (whatever) in the Gunks and you were doing trailwork in the area." Usually we stop and chat for a few minutes, and almost always it is about trailwork, volunteering or some sort of conservation project that person is involved with back home.



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Planning Update - Monday, August 4, 2008

After doing a bit of research on contacting sponsors, I realized I have more work to do in preparation. So, I am creating the supporting documents that will likely be needed.

The most difficult one is the budget; trying to estimate the various costs - particularly that of fuel. The formula I have used is: 400 miles traveled per week on average, at 20 miles per gallon, with gas at $4.25 per gallon. $85 sounds like a low enough number....until you multiply it by 104 weeks.

Since I haven't gotten the vehicle yet, I simply have budgeted $8,000 as a cost. That is the high end, in my opinion, unless I can get some Toyota dealership to hand over the keys on a nice, but not brand new, rig. Add in an allotment for maintenance/emergency repair and an estimate on insurance and I'm getting sort of nervous.

Then there are camping and user fees for the various destinations, which vary greatly - from free on upward. Food is easy enough, since I already know exactly what it takes to get me through a week. Other sundry expenses are very little, compared to the big ticket items above, and I have come up with a total and now simply need to create the printout sheet.

I've also got a small bit of work to do in finishing some artwork; examples of how promotional items will look, logo placement on items such as postcards, t-shirts and the vehicle. I decided that the "tag line" for the project will be "Ready For An Adventure? Follow the Teddy and Terrie Trailwork Tour Online(at www.trailworktour.blogspot.com"

After purchasing an over-sized road map of the United States, I have begun tagging the various climbing destinations, which is showing to be quite helpful in seeing how the trip will shape up.

After I add the destination to the map, I am copy/pasting a link to the place in a database for later use - to begin a file of information that will include specific location, user fees and camping options, types of climbing, temperature, and any notes to be aware of(such as the need to apply for camping permits well in advance on Navajo lands). This will be a separate file system from the trail crew information, but will be linked to it for cross-reference by using destination names(Joshua Tree, Cochise Stronghold, Red Rocks, etc.) as a key.

I've decided that it's best for me to have hard copies of all this stuff, rather than relying on the internet. It would be so much easier, of course.... But I know from being on the road in the past that it's often a big pain to find internet access(especially free of charge) and sometimes not possible at all, especially without incurring inefficiencies due to time/travel constraints. Besides, even though I might seem addicted to an online lifestyle, I'm actually not very adept in managing the information very well. Plus, once on the road, I actually do expect to find myself mostly unavailable to the internet, save for one day per week dedicated to updating this blog.

So, I have a file box, and am putting each destination's info on a 5 X 8 card. After I decide on a travel plan, I will assign the general areas a number, and each destination within that area a letter. For example, Joshua Tree might be 1A, New Jack City would be 1B. 1C for Christmas Tree Pass. 1D, Red Rocks, etc. If weather is off in one spot, I can then easily call up the areas within a few hours travel, and make itinerary changes if needed.

But, the time is definitely near that I need to stop plotting and planning and making little projects - and get going on contacting businesses for support. The funding I have personally is not enough to carry me through in a responsible manner, and so I need to get at least some commitment before I am comfortable in launching an active promotional campaign. Exciting. And scary!



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