Team Captain Toolkit
You’ve nailed down your cause and how you want to sweat for good, but leading the charge can feel like a lot. Don’t sweat it—we’re here to help you break it down and turn your ideas into reality!
Event Roles
TEAM CAPTAIN: The creator and leader of the event – often this role is shared with a Co-Captain.
TEAM MEMBER: (aka Committee Members): These are the friends and family that a team captain recruits to help execute the event and meet goals. They understand the cause and can help you spread the word about the event.
PARTICIPANTS: These are the friends, family and community members that join your event to learn about your cause and also help you fundraise, if that’s a goal.
VOLUNTEERS: These are the friends, family and community members who provide support at your event and help make it happen.
DONORS: People who give dollars to support your effort, but do not participate in your event.
Team Captain Responsibilities
- Come up with a fun, active idea for your event.
- Make plan of action for your event.
- Set goals related to number of team members, advocacy and/or fundraising totals.
- Set up your individual and team fundraising page, if you’re using one.
- If possible, make a small personal donation on your fundraising page, if you’re fundraising.
- Use the Positive Tracks Event Planner as an organization tool.
- Recruit a team of friends, classmates to help you execute your event – adults can help, too.
- Encourage and mobilize your team & participants with enthusiasm and regular communication.
- Give your team tools and language to help them advocate for your cause and raise dollars.
- Figure out an action steps for participants to support and advocate for your cause.
- Recognize team members when they reach goals.
- Thank everyone for their time and commitment, including adults and partners.
- Remember that Positive Tracks can help you with all of the above!
Words of Wisdom from other Captains
- Start early and think about building momentum as often as you can.
- Create an active event doing something that you and others love to do.
- Engage and motivate team members in the cause so they understand why to get involved.
- Delegate wisely: You can’t do it all! Be clear about what needs to get done. Follow up diligently.
- Hold fun, enthusiastic, and informational team meetings: Have a plan before team arrives. Make time to brainstorm, hear about team successes, and thank team members and volunteers.
- Consider the advantages of using a digital platform. If you’re fundraising, we can show you how to do this.
- Create team spirit by allowing team members to name, brand and build your team/effort together.
- Be inclusive.
- Communicate: Learn how team likes to connect (text, social media, email, phone).
- Show visible appreciation and gratitude to team members, helpers and donors if you have them.
Recruiting Team Members
- Ask people who you can depend on, have time to help and are excited to be involved.
- Make a list of potential team members and then just ask, in person if possible. The most successful teams have more than 10 members.
- Include in your outreach:
- details about your event
- description of your cause
- brief description of why you’re doing it
- how they can help
Team Member Responsibilities
- Be active members in planning, executing & fundraising for the event
- Set up, customize and share their own fundraising pages (if you’re using them)
- Help recruit participants to join your event – your network is larger together
- Engage participants in your cause
- Help reach the team’s fundraising goal
Engaging Team Members in Your Cause
As team captain, you have the job of motivating your team to fundraise and raise awareness for your cause.
- Create a fun event. When you’re doing something you love to do, it’s much easier to ask people to join you.
- Tell your story. You believe in your cause, right? So clearly communicate it, and let your passion lead the way in convincing your supporters of its worthiness. If you raise funds or awareness in memory or in honor of someone, say so—telling a personal story about your cause is a way for people to relate to you and your cause.
- Share how you learned about your organization and/or why are you’re supporting it now
- Share why you’re passionate about making change for the issue you care about
- Send team members language so they can easily talk about what your event and cause
- If you’re fundraising, have them join your fundraising team. Encourage team members to set up, customize and share their fundraising pages.
- Get them involved as volunteers. Not everyone has time to join in your event, but could help out as a volunteer. Here’s a list of potential volunteer roles.
- Encourage your team to invite friends and family
Engaging Participants in Your Cause
This can be one of the most challenging parts of holding an event and you’re not alone if this feels like a huge hurdle. Here are some suggestions to help. Reach out to your coach if you want help.
Lead With your Event
- When you create a fun event doing something you love to do for something you really care about, it’s much easier to ask people to join you. Remember that they’re getting something out of it!
- Ask those who you feel most comfortable with first.
- Use our Promote & Share ideas to help get people to your event.
- Ask your community to join your event if you want to include people outside your network. Your co-captain and team members can help with this too.
Bring Them In With Your Cause
- Share stories about individuals impacted by your cause.
- Share why your cause is worthy of support
- Photos and/or videos highlighting work on the ground.
- Snippets of blog stories that link back to your fundraising page for the full story.
Maximize With Your Story
- You believe in your cause and want to make change, right? So clearly communicate it, and let your passion lead the way in convincing your supporters of its worthiness. If you raise funds or awareness in memory or in honor of someone, say so—telling a personal story about your cause is a way for people to relate to you and your cause.