event guide - Whitetails Unlimited

2016 2017
EVENT GUIDE
Thank You for Volunteering!
Whitetails Unlimited’s primary objective is fostering its mission of conservation and education by raising funds at WTU
events. Each event is planned individually, under the direction
of a field director. Every effort is made to establish an annual
sold-out event that provides WTU volunteers and members
with an enjoyable experience. The number of activities at
each event is dictated by the attendance and the amount of
local support and donations. A field director, along with a
contingent of volunteers, provides the necessary manpower
to conduct the event. When organizing and conducting the
event, under no circumstance is any individual or party authorized to incur any liabilities, or to retain or expend any monies
or donations collected for the event. If you have any questions, please do not hesitate to contact your field director.
Whitetails Unlimited
National Headquarters
PO Box 720, 2100 Michigan St.
Sturgeon Bay, WI 54235
(920) 743-6777
1-800-274-5471
Fax: (920) 743-4658
nh@whitetailsunlimited.com
www.whitetailsunlimited.com
Greetings!
Whitetails Unlimited is really excited about celebrating the hunt this year at your local event. As
you know, WTU events are the perfect venue for
family, friends, and neighbors to gather and celebrate our hunting heritage, while raising money
for organizational programs. I’ve attended many
WTU events across the country and I’m always
impressed with the dedication of WTU volunteers.
I’m very proud to be associated with such a fine
organization that is working daily to preserve an
American tradition. Thank you for your efforts and
have a great event. I hope to meet you soon!
Travis “T-Bone” Turner
Whitetails Unlimited Spokesperson
Special thanks to our loyal members and volunteers!
Working For An American Tradition
Our Mission
Where Your Dollar Goes
Since our beginning in 1982, Whitetails Unlimited has remained true to its mission and made tremendous strides in
the field of conservation. Thanks to our 100,000 plus members, chapter volunteers, and corporate sponsors, Whitetails
Unlimited has earned the reputation of being the nation’s
premier organization dedicating its resources to the betterment of the white-tailed deer and its environment. Your
commitment helps ensure that we continue to build upon
these efforts. Thanks again for your continued support!
(Fiscal year ended June 30, 2015)
89.27%
Mission Programs
& Activities
Fundraising
& Development
4.15%
Administration
Total Functional Expenses
Our mission is to raise funds in
support of (1) educational programs,
(2) wildlife habitat enhancement and
acquisition, and (3) preservation of
the shooting sports and
hunting tradition for future generations.
To date, Whitetails Unlimited has expended over
$70.3 million on program services and activities that
have continued to enhance and foster our mission.
6.58%
DEER Program................................................................... $2,794,329
Preserving the Hunting Tradition Program.............. $1,095,074
HOPE for Wildlife Program................................................ $827,805
Staying on Target Program............................................ $1,097,395
Outreach Program............................................................... $141,894
Total Program Services (89.27%):...... $5,956,497
Fundraising & Development............................................ $439,055
Administrative....................................................................... $276,788
Total Support Activities (10.73%):......... $715,843
TOTAL: $6,672,340
Event Planning Timeline
q 4 - 12 months: Field director completes facility and food service provider contracts (date and time).
q 14 - 24 weeks: Field director and volunteers discuss event promotions (sponsor, table captain, raffle packages, prizes,
q
q
q
q
q
q
q
q
q
q
q
q
q
q
q
q
q
auction, etc.) to be offered.
14 - 24 weeks: Field director submits Event Control Sheet to national headquarters to begin event scheduling process.
12 - 18 weeks: National headquarters builds Event Promotional Kit (tickets, posters, donation receipts, etc.) and ships it to
the volunteer designated by the field director.
8 - 10 weeks: Invitations sent from national headquarters to mailing list designated by field director.
8 - 10 weeks: Field director and volunteers secure services of a firearm dealer and send a copy of their Federal Firearm
License (FFL) to national headquarters.
8 - 10 weeks: Field director and volunteers secure the services of an auctioneer.
8 - 10 weeks: National headquarters schedules shipment of event merchandise.
6 weeks:
Volunteers provide field director with ticket sales and donation update.
4 weeks:
Field director submits event firearm order to national headquarters.
4 weeks:
Volunteers provide field director with ticket sales and donation update.
4 weeks:
Field director confirms number of volunteers required to work the event.
3 weeks:
Volunteers provide field director with ticket sales and donation update.
2 weeks:
Volunteers provide field director with ticket sales and donation update.
1 - 2 weeks: Field director provides preliminary count to facility and food service provider.
1 week:
Volunteers provide field director with ticket sales and donation update.
2 - 6 days:
Field director provides final attendance count to facility and food service provider and confirms venue
set-up requirements.
1 - 6 days:
Field director confirms event details, set-up times, services of auctioneer, firearm dealer, and volunteers.
Event day:
Field director and volunteers set up and conduct event.
Attendance
Requirements
WTU makes a tremendous investment
when scheduling an event. As a result,
if minimum ticket sales, as specified
by your field director, are not met, the
event will be cancelled to minimize
financial loss.
Event
Promotional Kit
The amount of WTU event promotional
material supplied is based on past or
projected attendance. If your supplies
become depleted, please contact your
field director immediately.
Event
Invitations
WTU event invitations
are sent to all WTU
members within the area
6-8 WEEKS PRIOR TO THE
EVENT DATE. Invitations
can be sent to non-WTU
members when a mailing
list is supplied to your
field director 12-14 weeks
before the event date.
Event Posters
WTU event posters are
designed for eye-catching
appeal. Placement in high
traffic areas will generate
the best response.
Media Release
The media release is in a format that can
be used by local newspapers and radio
stations. Print copies as needed and distribute them to all local media outlets.
If you know anyone who works at the
media outlet, contact them personally.
Many radio stations allow free postings
of upcoming events, and even provide
air time for local fundraising events. Free
WTU event publicity will help increase
ticket sales!
Prior Event
Attendee List
Included with the Event Promotional
Kit is a list of WTU members who at-
tended the prior event. While invitations are mailed to WTU members who
have attended the event in the past, it
is very helpful to contact members directly. Review the list to see if you know
anyone, and invite them personally to
attend or become involved.
Event Tickets
Each individual attending the WTU
event must purchase a ticket and be
instructed to clearly complete the ticket
stub before arrival. This practice eliminates long lines at the registration table.
Check, money order, cash, VISA,
MasterCard, American Express, and
Discover are accepted. Information
required for credit card purchase
includes name, address, credit card
number, expiration
date, and 3-digit
V‑code. Complimentary tickets
may only be issued
for unique situ-
by the customer and be presented at
the event registration area. Be sure to
communicate with your field director
for updated and accurate ticket sales
counts to avoid over-selling the event.
Life Member
Tickets
All WTU life members receive a discount of $23 off the single membership ticket price. If someone inquires
about this, request their Life Member ID
number. The discount only applies to the
life member’s ticket and not any other
tickets they may be purchasing.
Ticket Buyer Records
Every ticket transaction must be recorded on a Ticket Buyer Record. All
requested information must be recorded to ensure accurate accounting,
membership and magazine processing,
and future event invitiation mailings.
Ticket Sales Update
Keeping your field director abreast of
ticket sales (cash in
Properly completed tickets hand) is very important for planning pur(including correct spelling
poses. Due to travel
and mailing address) are
and event scheduling,
your field director is
vital for membership probest reached via email
cessing and future event
or phone. Always
invitation mailings.
leave a message when
calling, and your field
director will be in contact as soon
as possible.
Event Ticket Sales
Reconciliation
ations, at the sole discretion of your
field director.
All tickets are sold on a first-come,
first-serve basis. Tickets may also be
purchased from the WTU website. Tickets purchased online must be printed
Prior to arriving at the event facility,
the volunteers must complete the
Event Ticket Sales & Contribution
Reconciliation as outlined in the
instructions. This form, along with
all Ticket Buyer Records and ticket
monies, must be provided to your
field director prior to the start of the
event. A complete on-site accounting
will take place with both parties present,
with a copy provided to the volunteeers
verifying acceptance. The original form
will be forwarded to national headquarters by your field director.
Liability Insurance
WTU national headquarters has a commercial general liability policy which protects members involved in Whitetails
Unlimited activities from liability claims such as injury to
others, property damage to others, and personal injury. Some
functions covered by this policy include banquets, meetings,
raffles, hunter education classes, and concession sales. The
coverage is very broad, but does contain some exclusions.
A partial list of exclusions would be liquor liability, pollution,
intentional acts, property owned by the insured, and actual
hunting events.
Any specific questions or requests for a certificate of insurance should be directed to Paul Stoneman, Stoneman-Schopf
Agency, at 1-800-371-6565, or pauls@stonemanschopf.com.
Federal Firearms
Regulations
Federal law requires all firearm shipments and
transfers to be executed through a Federal Firearms License (FFL) dealer. Therefore, Whitetails Unlimited national headquarters must have a current,
signed copy of the event firearm dealer’s license on
file. The license may be sent via fax or email.
Chapter Awards Program (July 1, 2016 - June 30, 2017)
At the end of Whitetails Unlimited’s
fiscal year (June 30, 2016), the top five
chapters in each award category will
be announced.
#1 CHAPTER - HIGHEST NET
PROCEEDS: Presented to the chapter
having the highest net proceeds at an
event. Net proceeds are determined
after gross expenses are deducted from
gross receipts.
#1 CHAPTER - MOST PAID EVENT
MEMBERSHIPS: Presented to the
chapter having the most paid members (annual and junior) at an event.
#1 CHAPTER - MOST PAID EVENT
JR. MEMBERSHIPS: Presented to the
dividing it by the number of people in
attendance.
#1 CHAPTER - COMBINED REVENUE: Presented to the chapter having
*MOST IMPROVED CHAPTER INCREASE IN NET PROCEEDS:
the highest amount of net proceeds
and membership revenue at ALL
events combined.
Presented to the chapter with the
greatest increase in net proceeds from
the previous year’s event.
#1 NEW CHAPTER - HIGHEST NET
PROCEEDS: Presented to the firstyear chapter having the highest net
proceeds at an event. Net proceeds are
determined after gross expenses are
deducted from gross receipts.
#1 NEW CHAPTER - HIGHEST NET
PER PERSON: Presented to the first-
#1 CHAPTER - HIGHEST NET PER
PERSON: Presented to the chapter
year chapter having the highest net per
person at an event. Net per person is
determined by taking the net proceeds
and dividing it by the number of people
in attendance.
having the highest net per person
at an event. Net per person is determined by taking net proceeds and
to the first-year chapter having the
chapter signing up the most paid junior
members at an event.
most paid members (annual and junior) at an event.
#1 NEW CHAPTER - MOST PAID
EVENT MEMBERSHIPS: Presented
*MOST IMPROVED CHAPTER INCREASE IN PAID EVENT MEMBERSHIPS: Presented to the chapter
with the greatest increase in paid memberships from the previous year’s event.
*MOST IMPROVED CHAPTER INCREASE IN NET PER PERSON:
Presented to the chapter with the greatest increase in net per person from the
previous year’s event.
*Only chapters that held an event
during Whitetails Unlimited’s 2015-2016
fiscal year are eligible for the Most
Improved categories.
2016 - 20
17
NATIONAL PACKAGE
EVENT MERCHANDISE
Commemorative Rifle
Remington model 700 200th anniversary bolt-action rifle
in .30-06 spfld. Walnut stock with fleur-de-lis checkering,
blued barrel. WTU custom engraving. Edition of 450.
Weathervane
Weathervane with standing white-tailed
deer. Functional construction, high-polish
copper with brass accent. Includes display
stand and roof mount.
Realtree Camo Luggage Set
Three-piece luggage set includes 29" vertical, 25" vertical, and
21" vertical bag. Cordura construction, heavy-duty zippers, and
multiple pockets. All bags are wheeled with pull-out handles.
Realtree AP-Xtra camouflage design and WTU logo.
Sponsor
Sculpture
The sponsor item is
an 8" high resincast WTU sculpture
of a whitetail buck.
Bronze in color.
NATIONAL PACKAGE
2016 2017
“Hold Tight”
By Michael Sieve. Fourth release in his series of five. Giclee canvas,
3" hardwood moulding, limited edition. Frame size: 42"W x 30"H.
Realtree Mini Bike
Mathews Bow
Mathews Z3 bow. New bow
for 2016. Right-handed.
By Monster Moto. Camouflage 80cc mini bike,
welded reinforced steel frame, adjustable
handlebars, super grip tires, rear disc brake,
large comfortable seat, and WTU
decal package. Maximum recommended rider weight: 150 lbs.
Custom Mirror
“Knockout Ammo” custom mirror with nostalgic
look. Exclusive to WTU. Measures: 26"W x 18"H.
EVENT MERCHANDISE
Flambeau Hard Gun Case
Interior blanketed with eggshell foam
padding. Four locking points, pianostyle hinge, WTU logo. Measures: 53 5/8"W x 121/8"H x
3¾"D. Made in USA.
Optics Set
Optics set by Hawke Optics includes 20‑60X60mm
spotter, 8X24mm binoculars, tabletop tripod, and hard
case. WTU logo on spotter and binoculars.
Game
Processing Kit
Weston 10-piece processing kit, stainless
steel blades and riveted
handles. Comes in carrying case. WTU logo.
Parker Bushwacker Crossbow
Ultra lightweight design, aggressive stock
styling, G2 trigger, anti-dry fire device, and
ambidextrous safety. Includes scope, four
arrows, and quiver.
Archery Target
By Morrell Manufacturing. Easy arrow removal,
carrying handle, and 70
layers of arrow stopping
power. Recommended
for crossbows and compound bows. WTU exclusive design. Measures:
18"W x 20"H x 16"D.
Ground Blind
Big Game Ravage blind, 300 x 500 denier black-backed
water-resistant Epic Camo outer. Numerous windows for
ease of shooting. Includes carrying case. Measures: 72"W
x 64"H x 72"D. Weight: 18 lbs.
NATIONAL PACKAGE
2016 2017
6-Piece Game Kit
Set includes caping knife, gutting knife, boning
knife, pelvic saw, and rib cage spreader. All enclosed in a hard plastic case. WTU logo on knives.
“Over My Dead Body”
By Hayden Lambson. Conservation frame package with
remarque. Limited edition. Frame size: 34"W x 26"H.
Wild Pair Knife Set
By Outdoor Edge. Lightweight hunter combo
with two great knives in Mossy Oak belt
sheath. Caping knife and deep-bellied guthook skinner. Both knives have WTU logo.
Dog Bone Gift Basket
Includes two training antlers, shed antler
training DVD, and autographed photo.
WTU gift box: 12"W x 6"H x 6"D.
“Haulin” Slateboard
Hayden Lambson image on slateboard with custom
WTU license sign. Measures: 36"W x 24"H.
EVENT MERCHANDISE
“Autumn
Traditions”
By Terry Redlin. Giclee
canvas, hardwood moulding, and brass name plate.
Frame size: 44"W x 32¼"H.
Wood Paddle
Decorative design. Length: 47". Laser engraved WTU logo.
Wall Clock
Large 21" round wall clock with “Backwater
Passage” image by Rosemary Millette and WTU
logo. Quartz movement. Requires AA battery.
“Celebrate the Hunt”
By Dave Barnhouse. Giclee canvas, hardwood moulding.
Exclusive to WTU. Frame size: 31"W x 21"H.
NATIONAL PACKAGE
2016 2017
.30-06 Outdoors Set
Three-piece set includes 29"W x 24"H
clothing storage bag, 52" scoped rifle
gun case, and padded bow case with
3500 cubic inches of storage. WTU
logo on all three pieces.
3-Piece Knife Set
Set includes fixed blade drop point,
7" fillet knife, and 2-bladed pocket
knife. Also includes two sheaths. Gift
boxed. WTU logo on two knives.
Bark Edge Panel
Wooden Deer Camp Sign
Rustic-look 3-dimensional handmade wood
WTU deer camp sign. Measures: 26"W x 26"H.
“Del Austin and Old Mossy Horns” image by
Michael Sieve with WTU logo. Panel is created
with multiple pieces of selected basswood
logs. Rustic bark edges frame the image. Measures: 22"W x 15"H. Made in the USA.
EVENT MERCHANDISE
2nd Amendment Canvas
Giclee canvas, exclusive to WTU. Frame size: 31"W x 23"H.
Giant Folding Chair
Orange cordura material, stands over 5 feet tall,
includes carrying case. Embroidered WTU logo.
WTU Tin Sign
Die cut aluminum and embossed
artwork. Measures: 32"W x 23"H.
Three Bag Set
Set includes three bags from medium to extra large. Heavy
duty construction, extra storage compartments, accent stitch
embroidery. Embroidered WTU logos.
NATIONAL PACKAGE
2016 2017
Truck Door
Nostalgic decorative truck door. Can be
hung on wall or stand alone. WTU’s first
logo design. Measures: 26"W x 23"H.
“Finder’s Keepers - Tailer”
By Larry Beckstein. Conservation frame package. Limited
edition, WTU exclusive. Frame size: 27"W x 33"H.
Welcome to
Deer Camp Sign
Solid steel construction, rustic patina with clear coat
finish. Measures: 32"W x 18"H. Made in the USA.
Rules Sign
This humorous WTU Deer Camp Rules sign will
look great in your hunting lodge or deer camp.
Images by Michael Sieve. Measures: 12"W x 30"H.
EVENT MERCHANDISE
Realtree Deer Fryer
Weston 8-cup deep fryer with Realtree wrap and WTU logo on fryer.
Adjustable temperature control,
LED light indicates when oil is to
temperature, stainless steel body.
Camo Chair Set
Camouflage Cordura material with WTU logo in black.
Two folding chairs, folding cooler, and carrying case.
ScentLok Full Season Suit
Realtree Slow Cooker
Weston 8-quart oval slow cooker with Realtree
camo outer and WTU logo. Designed to be spillfree for easy travel, thanks to its lid latch strap.
Stoneware and lid are dishwasher safe.
High Caliber Duffle
U-shaped opening to main compartment, heavy duty
zipper, adjustable removable shoulder strap. Realtree Xtra.
Measures: 30"W x 15"H x 14"D. Embroidered WTU logo.
ScentLok’s most popular system in
Realtree Xtra. The full season is lightweight, yet the micro-fleece liner
adds enough loft for later months.
Advanced carbon alloy technology.
UNDERWRITING
2016 2017
Event Name:_________________________________________________________ State:_________ Event Date:________________
Volunteer Name:______________________________________________________________________________________________
Level
Item
$25
Rules Sign
$25
Bark Edge Panel
$25
Wood Paddle
$25
Archery Target
$25
Wild Pair Knife Set
$25
Flambeau Hard Gun Case
$25
WTU Tin Sign
$50
6-Piece Game Kit
$50
Game Processing Kit
$50
High Caliber Duffle
$50
Welcome to Deer Camp Sign
$50
3-Piece Knife Set
$50
Wall Clock
$50
Wooden Deer Camp Sign
$50
Camo Chair Set
$50
Dog Bone Gift Basket
$50
Realtree Deep Fryer
$50
Realtree Slow Cooker
Underwriter’s Name
Amount
Contributor Guidelines
Whitetails Unlimited is a tax-exempt charitable organization
as described in section 501(c)(3) of the Internal Revenue Code.
WTU and its volunteers must comply with IRS regulations for
substantiation and disclosure by providing each contributor
with a properly completed WTU Donor Receipt. There are two
classifications of donations:
Quid Pro Quo – the contributor receives goods or services in exchange for a donation.
Contribution – the contributor provides a donation
without receiving goods or services.
When merchandise is donated, it is the responsibility of the
contributor, and not WTU, to state the value of each item and
to complete the total adjusted line of the WTU Donor Receipt.
WTU Donors and Sponsors are determined by the actual
cash value of the donation. Refer to the event invitation for the
sponsor level; anything under that level is considered a donor.
If you have any questions regarding levels or donations, contact your field director well in advance of the event date.
DonorS – receive a WTU Donor Decal from the volunteer
who takes possession of a donation. Record $-0- as the fulfillment gift cost on the WTU Donor Receipt.
SponsorS – receive a WTU sponsor sculpture and decal.
Record $22 as the fulfillment gift cost on the WTU donor
receipt. Note: Your field director will supply sponsor gifts
for distribution at the event. For sponsors unable to attend
the event, volunteers must deliver sponsor gifts within two
weeks of the event date.
Important: After the event, please return any remaining supply of donor decals, receipt booklets, and contributor records to your field director.
OPPORTUNITIES
Level
Item
Underwriter’s Name
$75
Giant Folding Chair
$75
Three Bag Set
$75
Custom Mirror
$100
“Haulin” Slateboard
$100
Truck Door
$100
Ground Blind
$100
.30-06 Outdoors Set
$100
2nd Amendment Canvas
$150
Realtree Camo Luggage Set
$150
Optics Set
$150
“Over My Dead Body” Framed Print
$150
“Finder’s Keepers - Tailer” Framed Print
$150
“Celebrate the Hunt” Framed Print
$200
ScentLok Full Season Suit
$200
“Hold Tight” Framed Print
$200
“Autumn Traditions” Framed Print
$250
Weathervane
$250
Parker Bushwacker Crossbow
$450
Realtree Mini Bike
$450
Mathews Bow
$650
Remington 700 Commemorative Rifle
Amount
IRS Notice of Substantiation
When donations are $250 or more, where nothing of value is
provided to the contributor, the nonprofit organization must
provide the contributor with written substantiation (donation
receipt) acknowledging the donation. The receipt must indicate the amount of cash and a description (but not value) of
any property donated. If any goods or services are provided
in exchange for the contribution, the receipt must indicate
the goods or services provided by the nonprofit organization
in exchange for the donation.
Donations of $75 or more, where something of more than
token value is provided to the contributor, is a “quid pro quo” donation with written substantiation (donation receipt) acknowledging the donation and the goods or services provided. For
quid pro quo donations, a contributor’s deduction is limited to
the difference between the donation and the fair market value
of the goods or services provided by the nonprofit organization.
There are two exceptions, however. If a gift costs the nonprofit organization less than $10 and bears the organization’s
name or logo and is given in return for a donation of more
than $52, a full-value deduction is allowed. A full deduction is
also allowed if the value of all benefits received in connection
with the donation does not exceed 2% of the gift, or less than
$104, whichever is less.
Example: If a donation of $250 is given to WTU and the
contributor receives a dinner ticket valued at $40 and a sponsor gift valued at $23, the contributor has made a quid pro
quo donation. In this example, the charitable donation portion of the payment is $187.
NATIONAL
DRAWINGS
2016 2017
All National Drawings will take place at WTU National Headquarters on July 6, 2017.
National
Drawing
Whitetails Unlimited and Monster Moto have teamed up to offer some
outdoor fun for this national drawing. At each event, the winner of a
designated item will be entered into a drawing where 10 mini bikes
and 10 go carts will be awarded!
The 20 winners drawn will receive a mini bike or go cart from
Monster Moto featuring Realtree ®camouflage and powered by
an 80cc engine with automatic transmission.
Each winner must complete a Monster Moto National Drawing entry card and return it to national headquarters. The winner
must be able to legally take possession of the vehicle and agree to
sign a Hold Harmless Agreement with Whitetails Unlimited. In addition,
each winner will be responsible for all transfer fees and taxes involved with the
delivery of a vehicle. For additional information about the line of Monster Moto
products, visit www.monstermoto.com. There is a maximum of 500 entries.
10 Each
Given A
way!
National
Drawing
20 Game
Processing
Kits Given
Away!
At each event, the winner of the framed print “Over My Dead
Body” by Hayden Lambson will be entered into this national
drawing. Winner must complete
the Weston Products National
Drawing entry card and return it
to WTU national headquarters.
The 20 winners drawn will
each receive a Weston Products
Realtree Outfitters 9-Piece
Game Processing Package
valued at over $900! For additional information about Weston
Products, visit www. westonproducts.com. There is a maximum of
500 entries.