BIRDATHON!™
Audubon Society of Northern Virginia Birdathoner Handbook

What is Birdathon? Birdathon is one of the world’s largest competitive birding and fundraising events. Each spring, thousands of participants of all ages and experience levels volunteer to count as many bird species as they can find to have fun, support their local Audubon chapter, and contribute to citizen science studies. The participants include local chapter members, volunteers, other nature enthusiasts, staff, board members and others who provide leadership to the organization by helping to raise awareness about our mission. Then they collect pledges they have secured from family, friends, barbers, grocers and anyone else they can. Some sponsors will pledge anywhere from $.25 to $10 or more per species, while others prefer to pledge a set amount of $10, $25, $50, $100 or more.

Why should I do a Birdathon?
• To celebrate the seasonal return of North America’s migratory birds and International Migratory Bird Day while having a great day outdoors!
• To raise money for local work to protect birds, wildlife and natural areas.
• To contribute valuable information as a form of citizen science when you submit your results to the eBird database. (See below for more information.)
• A chance to reach out to the community, informing them of local conservation efforts that will benefit them.
• An opportunity to share with others the wonderful world of birding and nature.
Where does the money go?

Every dollar raised through Birdathon helps fund ASNV’s mission of environmental conservation and education.

Conservation Programs:

• Northern Virginia Bird Survey
• Occoquan Bay Bird Survey
• Christmas Bird Count
• Waterfowl Count
• Virginia Important Bird Areas Program
• International Binocular Donations

Education:

• LEAPP Education Program
• Scout Merit Badge Program
• Teacher Ecology Camp Scholarships
• Student Science Fairs
• Nature Nights
• Community Events

What about the Audubon Society of Northern Virginia?

ASNV is one of the largest Audubon chapters, serving 4,000 members and the communities of Northern Virginia. The organization is committed to the Audubon mission of protecting birds, other wildlife and their habitats. The society’s conservation, education and advocacy programs provide positive experiences with the natural world and empower individual involvement in protecting, birds, other wildlife, and important local habitats:

Conservation — Our scientifically based conservation programs contribute to the knowledge of the distribution of birds and other wildlife in Northern Virginia, and the natural ecosystems upon which these species depend. We also work in partnership with other conservation organizations and land managers to provide effective stewardship of these habitats.
Education — ASNV’s education programs develop an understanding, appreciation, and enjoyment of birds and other wildlife, their habitats, and their link to people. We seek to foster a culture of conservation and environmental ethics throughout the communities of Northern Virginia.
Advocacy — As the largest wildlife conservation serving Northern Virginia, ASNV addresses issues which impact habitats and ecosystems important for birds and other wildlife. Our biological survey data often influences the public debate and we maintain an active voice with government, from securing public funds for natural area protection and management to ensuring preservation of environmental protection laws.

What is eBird.org?

In addition to returning the official tally card to ASNV by May 31, 2008, team leaders can report team’s results to eBird. eBird, a project developed by the Cornell Lab of Ornithology and the National Audubon Society, provides a simple way for citizen scientists to keep track of the birds anywhere in North America. By contributing observations to eBird, you are helping to create an historical database of observations across North America that is used by birdwatchers, scientists and conservationists who want to know more about the distributions and movement patterns of birds across the continent.

Registration and inputting results is easy. TIP: ASNV can track the collective efforts of all of its Birdathon teams if you create a user name that has the first three characters beginning with “ASNV” followed by team name (e.g., user name = ASNVHawkEyes).

www.ebird.org

Who should I ask to sponsor me, how, and then what?

“The average person has an individual ‘public’ of about 300 people — friends, acquaintances, associates, merchants, vendors, etc. …Everyone in your public is a potential donor.”

— Fundraising Institute Monthly Newsletter

Can’t think of where to begin your sponsor list?

Try your “personal public.” Ask the many people with whom you do business everyday — doctor, lawyer, past associates, local birdseed store, bakery owner, car dealership, dry cleaner, and insurance agent. Review your address book and ask, ask, ask.

How should I ask for support?

Some people prefer to ask sponsors in person or on the phone. Others like to write emails or send request letters. If you are speaking to people in person, simply use the Official Sponsor Sheet. For letter writers, see the Birdathoner Toolbox for tips on asking for support and a sample letter.

If you want to suggest a gift level, remind donors that if they contribute at least $20 and are not already current members of Audubon, they will receive a complimentary one-year membership.

The Sponsor Request Letter

• Describe what Birdathon is and explain why you are doing it (see sample letter in Birdathoner’s Toolbox).
• Mention that bird watching is hitting an all-time high in popularity and is the fastest growing outdoor activity in the United States. This good news comes at a time when Audubon studies reveal that some species are facing population declines and habitat loss. The results of our count will help to better inform studies of Northern Virginia’s migratory population and trends.
• Indicate the number of species you are likely to see and offer your sponsors the option of pledging a fixed amount (estimate 150-175 species).
• Suggest a pledge amount appropriate for each sponsor — 50 cents or a dollar per species.
• Enclose a pledge form (see Birdathoner’s Toolbox).
• Tell your potential sponsor their gift is tax-deductible.
• Ask a sponsor to join you on your Birdathon.

And then what?

Write your sponsor report letter within a week of your Birdathon while your memories are still fresh. (See tips below.) Describe your day and remind them of their commitment. Mail your report letter to your sponsors and include a reply envelope and/or personalized invoice for their convenience (see sample). Please send in your sponsorship form and checks to the ASNV office by May 31, 2008.

The Report Letter

• Give your sponsors a sense of adventure — make them feel they were with you.
• Indicate the number of species you saw.
• Describe the highlights of your day.
• Enclose an invoice (see Birdathoner’s Toolbox) detailing the total amount of the pledge, or specify in your letter the amount each sponsor owes.
• Remind your sponsors that their gifts are tax-deductible.
• Encourage sponsors to send their payments by May 31, 2008. They can send it to you or directly to ASNV.
• Thank the sponsor again.

A word of advice

By Dave Wurzbach, Tahoma Audubon Society

I have participated in the last six Birdathon events for the Tahoma Audubon Society and have achieved some successes in those pursuits. I’ve actually won prizes from the National Audubon Society every year including the grand prize for the most money solicited by an individual. I recently gave a lecture/slide presentation titled “Ospreys and Others” to the East Lake Washington Audubon Society (I also gave this presentation to the Tahoma Audubon Society at the February 13 annual banquet). They, in turn, have asked me how I was able to raise money so successfully, so that their members might also conduct a prosperous Birdathon.

(A) Start soliciting well in advance. I start talking with people a month and a half before I actually do the Birdathon. This gives people who are hesitant a chance to think over your request. I contact every donor three times: (1) to sign them up for a pledge; (2) to give them a summary report of my Birdathon with the amount total that they pledged; (3) the hardest part in some cases — actually collecting the pledge.
(B) The first Birdathon is the most difficult because many people are totally unaware of your goals and they think it is some sort of joke — give money to BIRDS? It is not as easy to raise funds for environmental concerns as it is for human causes. This is an opportunity to inform people of your interests and concerns. It is very unwise (and costly) to be preachy. You may win a debate (unlikely), but you will lose a donor (assured). If people say no, don’t push — ask them again the next year. (I’ve been working on one guy for six years — it has become an amusement for both of us).
(C) If a person sponsors you one year, and you give proof of your efforts in report form, you will almost always get that person the next year — and they usually give more. Always keep track of who you solicit and what they gave (often they will ask you what they pledged the previous year). Add new donors to your list each year (my first year I signed up 62 donors and I’m now up to about 120).
(D) Start soliciting your best friends and family first. Check their responses to your requests and get feedback about your techniques. Modify as necessary as you approach people you know less well. Co-workers are usually your best overall resource, but they have to be approached with the utmost sensitivity since you are in a work environment. Only approach people during approved breaks or lunch — don’t jeopardize your job (or theirs). This will prove to be a very enlightening endeavor. You will be disappointed be some people and be very pleasantly surprised by the generous nature of others.
(E) I find it best to always deal one on one with people. Solicit potential donors in person whenever you can. It is much easier to say no by phone.
(F) Always start with positive perspective. Don’t start the conversation with a question, such as “would you like to donate …,” but rather with a statement, such as “I’d really appreciate you helping me achieve this goal”. Make them a partner. I’ve actually had co-workers, relatives and friends solicit others for me once they understood my purpose.
(G) All of us get solicited for causes by someone. Remember all of those individuals that you have donated to for their “kids’ kauses” and others. Solicit them right back. (This will come back to roost in your lap since the more you solicit successfully, the more often you will also be solicited — but that’s OK too.)
(H) Remind all donors that their contributions are entirely TAX-DEDUCTIBLE!
This is meaningful especially to businesses that contribute. Solicit all businesses that you patronize. I get contributions from my doctors, my insurance agent, my barber, the coffee shop I visit three to five times a week, and on and on. (I’m still working on my lawyer.) Be tactful, but also be pleasant and persistent.
(I) Your suggestion about getting matching contributions from larger companies is an excellent method to try. I’ve thought about that myself, but have not implemented it — yet.
(J) The average donation is about $15, but always show gratitude for any amount no matter how small. Never make a person feel cheap — you don’t know their financial circumstances at the time. Always keep a running account of the monies received and from whom. Never turn in cash. Turn the cash into a Cashier’s check and submit that. You always want a paper trail that removes any doubts about your integrity — and one that would survive an audit.

I’m sure you can add to this list since I only got to (J) in the alphabet. Everyone will have to find methods that best fit their personalities. The ultimate reward is to make people aware of our natural heritage and to let them know they can make a difference in its preservation.

My two favorite “successes” involved getting contributions from two separate individuals born and raised in Forks, WA. Both come from logging families. Both are very wary of “environmentalists” — both gave with the promise I would never divulge their names to their families for fear of banishment!

Birdathoner’s Toolbox

Birdathon Timeline

Late March/April

• Plan your Birdathon. Invite your friends and family to share in the fun. Determine where you will go, who and how many people will join you, what you’ll need, and how you’ll get there.
• Register your Birdathon. Contact the ASNV office at (703) 256-6895 or e-mail info@audubonva.org with your plans.
• Make a list of potential sponsors and determine your strategy. (See FAQ for Dave Wurzbach’s Birdathon guru letter for advice.)

Late March/ Early April

• Begin calling, visiting, and writing request letters describing your Birdathon plans and asking for sponsorship. (See tips and sample.)
• Mail the letter to your sponsor list with a stamped pledge card or return envelope. (See sample.)

Late April/ Early May

• April 25 - May 11, 2008 – Birdathon Days — have a great time birding!
• Write your sponsor report letter within a week of your Birdathon while your memories are still fresh. (See tips and sample)
• Mail your report letter to your sponsors describing your day and remind them of their commitment. Include a reply envelope and/or personalized invoice for their convenience (See tips and invoice.)
• Return official team tally card to the ASNV office by May 31, 2008.
• Send in your sponsorship form and checks to the ASNV office by May 31.
• Submit your results to eBird.org for your contribution to Citizen Science.
• ASNV is there for YOU! Contact us if you need help at any step along
the way.

The Cardinal Rules of Birdathon

• The ASNV Birdathon 24-hour period can take place anytime between April 25 – May 11, 2008, at the discretion of the team. Teams may count for as many hours as they wish within their chosen one continuous 24-hour period.
• Count area is defined as Alexandria, Arlington, Fairfax, Loudoun, Prince William and Fauquier Counties.
• Team categories are as follows:
o Family (all team members must be from the same family)
o All Teens (age 13-19, may have an adult driver, but driver may not count birds)
o Birders-at-Large (adults, and/or any combinations of age groups.)
• Team Leaders must register their teams with ASNV to receive their Birdathon Kit.
• Team Leader is responsible for reporting team’s total species count, collecting team’s paid pledges, and returning all money received to ASNV by May 31, 2008.
• Birds must be conclusively identified by sight or sound. If in doubt, don't count it.
• Birds counted must be alive, wild, and unrestrained.
• Birds attracted to feeders may be counted. Use of tape recordings to attract birds is not allowed. “Pishing” is allowed, however, please use common sense in using this tactic and never harass the birds, many of which may be trying to stake or protect territories.
• Travel may be by any means. If by car, a non-birding designated driver is encouraged for safety sake.
• Teams must stay together during the Birdathon. All team members must be within easy voice contact (no radio contact) while actively counting birds.
• Teams consist of a minimum of two and maximum of five participants.
• A majority of all team members must agree on identification of each species seen. All members of the team should make an effort to identify every species seen by the team.
• Please be mindful of breeding birds and their habitats. Remember, this is their migration and nesting season.
• Birds observed on the Potomac can be counted as long as the team is standing on the Virginia side of the river.
• Donors who give at least $20 but are not currently members of Audubon will receive a complimentary one-year membership.
• Prizes will be awarded in each team category for:
o Most species counted
o Most sponsors
o Most money collected

In addition to these prizes, one prize will be awarded to the team finding the most Virginia Watch List species.

• A team can win in only one prize category.
• Birdathon Code of Ethics — Everyone who enjoys birds and birding must always respect wildlife, its environment and the rights of others. In any conflict of interest between birds and birders, the welfare of the birds and their environment must come first. The Birding Code of Ethics can be obtained at www.americanbirding.org/abaethics.htm.

Birdathon Sponsor Sheet

100% of all donations go directly to support ASNV’s mission of conservation, education and advocacy, and protecting birds, other wildlife and their habitats

Birder’s Name:
Est. Species Count:
Street Address:
My Goal: $____________
City:
State:
Zip:
Phone:
E-mail:

Sponsor’s Name:
Address Phone:
Pledge Per Species:
Gift:
Corp. Match:
Amt. Paid:

• Make checks payable to Audubon Society of Northern Virginia
• For more information about the Birdathon, visit the National Audubon Society Web site at www.audubon.org



Sample Sponsor Request Letter
Date:
Name:
Address
City/State/Zip

Dear _____________:
I am getting ready to set out with my team of fellow conservationists to meet a goal that I hope you will help us to reach. We are seeking to count as many birds as possible in Northern Virginia in a 24-hour period as part of The Audubon Society of Northern Virginia’s Birdathon. Through Birdathon, volunteers like me help raise funds to support their local Audubon Chapter’s conservation and education work and participate in the world’s largest annual competitive bird watching event. The event is scheduled for April 25 – May 11, 2008 to celebrate the peak period of the annual return of North America's migratory birds. As a volunteer counting for conservation, I would like to count on you to sponsor me by making a pledge for each species we see during this 24- hour period. All you have to do is to indicate the amount per species on the enclosed card and send it back. After we have completed our “big day,” we will write advising you of the results, send you a list of the birds we saw, and let you know the amount of your tax deductible contribution. We estimate that we will see between 150 and 175 species. Please pledge whatever you like. This is supposed to be fun, and we will be grateful for whatever pledge you might care to make. If you would like a target for making a flat donation, we would suggest $10 or more. You can direct your pledge to your choice of ASNV programs. Any undesignated pledge will be put to work where it is needed most. Birdathon sponsors giving $20 or more who are not already members of Audubon will receive a one-year complimentary Audubon membership. These are exciting times to be part of ASNV. The board, staff, and volunteers are doing an outstanding job in building off a strong track record over the last two decades. Birdathon is a fun and exciting way to introduce even more people to the joys of birding while making a difference in bird conservation and habitat protection right here in Northern Virginia. I hope very much that you will be with us this year. My team would like to count on your support and value it highly.

Sincerely,


Pledge Form

The Audubon Society of Northern Virginia BIRDATHON PLEDGE FORM

TEAM NAME:___________________________________________________
TEAM MEMBER NAME:_________________________________________

Sponsor Information:

Name: _________________________________________________________
Address: _______________________________________________________
_______________________________________________________________
Phone: (_______)_____________________________
E-mail: _____________________________________

I/We would like to pledge:

___10¢ per species
___20¢ per species
___50¢ per species
___$1.00 per species
___$5.00 per species
___$10 per species
___Flat donation of $___________

Birdathon donors contributing $20 or more who are not already members of Audubon will receive a one-year, complimentary Audubon membership.

Your pledge of support will fund ASNV’s conservation and advocacy initiatives and our environmental education programs.

I would like to:
___ Send payment now. My check is enclosed, payable to ASNV.
___ Send payment after the event with the calculated total amount of my pledge.
___ Anonymous — I prefer to remain anonymous.

Invoice

The Audubon Society of Northern Virginia 4022 Hummer Road Annandale, VA 22003

Sponsor Name:
Address:
City/State/Zip:

AMOUNT PLEDGED PER SPECIES: _______
TOTAL NUMBER OF SPECIES: ________
FIXED PLEDGE: ________
TOTAL AMOUNT OF PLEDGE: ________

PLEASE RETURN THIS PORTION WITH YOUR PLEDGE TO THE AUDUBON SOCIETY OF NORTHERN VIRGINIA
--------------------------------------------------------------------------------------------------------

The Audubon Society of Northern Virginia
4022 Hummer Road
Annandale, VA 22003

Name:
Address:


City/State/Zip: Thank you for your tax deductible pledge of ________ in support of The Audubon Society of Northern Virginia’s Birdathon. Your gift will make a difference to Audubon’s efforts in protection and preservation of wildlife and wildlife habitat.
Please detach and return top portion in the envelope provided, with your check made payable to ASNV.

RETAIN THIS PORTION FOR YOUR RECORDS