World record attempt
Events, functions and fundraising activities
World Record Attempt
Successful fundraising is often about thinking outside the square and your club hosting a Guinness Book of World Record attempt is about as outside the square as you can get.
On top of the potential funds raised, this type of event appeals to a wide section of the community and is sure to attract media interest.
Your club will need to find a record they think they can break, the more creative and fun the better! There are a number of ways to generate revenue from your club’s world record attempt including ticket sales, sponsors, raffles, selling club merchandise and food and drinks.
Why a World Record Attempt?
This is a very engaging fundraiser that can gain a great deal of interest in the community. It is a great opportunity for your club to make fundraising dollars from the wider community and not just your members and supporters. There are also lots of additional opportunities for your club to leverage the crowd attending to raise more funds.
When should I hold this fundraiser?
A world record attempt can be held at any time of the year. You will need to take into account whether your record is to be set indoors or outside and ensure that you have alternative arrangements should the weather (extreme heat or rain) effect your event. You will also need to work with the Guinness Book of World Record representative on their availability to attend.
Key Activities
These are the tasks you will need to consider assigning to volunteers at your club:
Before the Day
- Choose the record your club would like to set or break.
- Decide a date for the world record attempt fundraiser and if it will be part of a larger event.
- Promote the fundraiser and ensure all advertising for any larger event also includes the world record attempt.
- Organise the equipment and people required. You may like to consider an MC for the event to build excitement.
- Organise a representative of the Guinness Book of World Record to attend the day.
- Organise any food and beverages that will be for sale.
- Organise any raffles or auctions that might run at the same time.
- Sell tickets (if you are charging for entry).
On the Day
- Ensure the world record attempt and all participants are ready to go.
- Brief volunteers of their roles.
- Monitor the event.
- Ensure the smooth running of any other events happening on the day such as a raffle or auction.
- Celebrate the “record”.
- Take lots of photos and video to share online.
After the day
- Publicly thank everyone involved
- Announce the amount of money raised in club newsletters, on social media, website and around the club.
Who can help?
It is important to engage your members to help in the running of your fundraiser.
For a world record attempt you could approach them to help:
- Promote and sell the tickets (if charging for entry)
- Organise any equipment or people needed to set or break the record
- Secure any prizes needed for the day
- Help logistically on the day
You could also approach current club Sponsors for any prizes you club plans to use.
Recruiting your people
It is important to create a culture of volunteering at your club to help not only with fundraising but also across the day to day running of your club. For more on how to create this at your club, click here.
Using technology to make it easier
You may like to consider using technology to reduce the workload on your volunteers and increase your fundraising dollars.
If choosing to charge for entry, you may like to sell tickets for your world record attempt event online. An example of a website that allows clubs to do this is trybooking.com. This takes care of a great deal of the work usually left to volunteers and automates the ticket selling process. It also allows tickets to be purchased at any time of the day or night.
Selling tickets online means the event can be easily shared online by your members and supporters.
Your club may then also like to use social media, email newsletters and your club website to promote the event.
You may like to live stream some of the event on social media for anyone who can’t be there on the day.
After the event it is a great idea to post a video of the attempt online. This can grow significant interest and if popular can also mean income for your club from platforms like youtube.
Financial Considerations
The cost for this event depends entirely on the type of record your club aims to break. Obviously the more ingredients or equipment required, the higher the up front costs. However, the more spectacular the attempt, the more likely you’ll draw a crowd and hence have more fundraising opportunities.
Registering your attempt with the Guinness Book of World Records is free if you follow the remote verification process, which requires video footage as proof of a successful attempt and takes 4-6 weeks to ratify. Alternatively, to add even more atmosphere, your club should consider having a representative from Guinness Book of World Records at your attempt (for a cost) and paying $700 for an express ratification (3 days). For more information, follow this link: http://www.guinnessworldrecords.com/how-to-apply/.
Up-front entrance fees are a great way to build fundraising dollars but may discourage some from attending. You may prefer to have free entry and make fundraising dollars from other activities and events on the day for example stalls, rides, games, raffles and auctions. If your club is lucky enough to have bar and food facilities then you can expect an increase in sales too. Attempting to have prizes donated from sponsors and the community will also help your efforts.
Another way to make fundraising dollars is to get sponsors on board in return for promotion. As this event can draw a large crowd sponsors will often be willing to pay to be involved. For example you may sell the naming rights of the event by offering signage and placards around naming a local business, ie ‘Dave’s Local Building Group Proudly Sponsors…”.
Sales of a certificate recognising the effort is another great way to complete the event and is a branding opportunity for your club.
Promotion
Promoting your world record attempt is vital to its success.
It is bigger than just a club event so it is important to promote community wide, not just to club members.
It is a great idea to enlist the help of your local radio and newspaper to provide a community announcement promoting your world record event.
You can also ask someone at your club to produce a flyer that can be printed and copies left in community centres like shops and schools.
Don’t forget to promote within your club on the website, club social media pages and in the newsletter. A billboard promoting the event in a high-traffic area in the community like a busy intersection or outside a school is also a great way to get the word out to the community about your event. You can be creative with your promotion!
Communication considerations
As a world record attempt may also double as a social event at your club, you can use social media to build excitement. Use social media to sell tickets (if charging for entry) and countdown to the day.
You can also live stream the event on the day so that those in your community that can’t attend can be part of the event.
Social, Moral and Ethical Considerations
Supply of Alcohol
It is important to consider whether your club will allow the sale of alcohol at club events. Events can be alcohol free or limits or restrictions set in advance. Clubs need to consider how they will manage the risks of binge drinking as well as the Responsible Service of Alcohol.
What can go wrong? (Risk Management)
Financial Risks
There are obvious financial risks if enough tickets aren’t sold or fundraising dollars made to cover the set up costs.
Participant Safety
The health and wellbeing of those who attend your event should be a focus at all times. It is important that your club takes time to consider all possible risks and how to minimise these.
Licenses and Permits
If food and alcohol are to be served then all licences and permits need to be in place. If you are unsure then please check with your local council by explaining your event and asking for guidance. The authorities are there to help, not to avoid.
Clubs need to check with their state or territory regulatory body to make sure they have all the required permissions to run a world record attempt fundraiser.
It is also important to contact your insurance company to ensure your public liability insurance policies cover the event.
Additional Factors to consider
Master of Ceremonies
A good MC is essential to pump up the event and get everyone excited and involved.
Insurance
If there is a risk factor involved with the attempt, be sure to calculate the inherent insurance risk for participants and crowd via your insurance broker to insure all potential risks are covered.
Technology Considerations
Consider requirements for any audio, lighting, power and possibly water access required depending on your attempt.
Additional Revenue Opportunities
Clubs may look to have the world record attempt as a key activity at a larger event.
There are a number of ways to generate revenue from your club’s world record attempt including:
- Hold raffles while the event is on
- Sell club merchandise
- Food and Drink sales
- Silent Auction
This links to other pages that have fundraising ideas that can run simultaneously, should the club like to.
Suppliers/Links
Any specific suppliers or links for this particular fundraiser. Could be used for 3rd party advertising in the future.
Disclaimer
This procedure should be treated as a guide only. Your club should seek advice specific to the needs of your club and event. Seek further details from authorities and service providers; especially in regards to insurance, licences, permits, spectator and participant safety.