Fundraising events are a popular form of fundraising. While they can be great money makers for an organization, they can also be time consuming and expensive. The success of events depends on careful planning. (Yes, you should have a written event plan for every event you hold!)
To help you ensure that your fundraising event is a winner, here are ten major components that you must incorporate into your event plan:
Before doing anything else, you must decide what the purpose of your event is. Is this truly a fundraising event? Or does it have other goals? Perhaps your organization may be hoping to raise money at the event, but the main function of the event is to gain publicity, or reach out to a new network. Many charitable events have more than one goal. Figuring out the details for your event will depend on knowing what goals you are trying to achieve.
In conjunction with the event host committee, organization staff, and key fundraisers, you must decide what amount of money you plan to raise at the event. If this is truly a fundraising event, then everything in the event plan will be geared to raising this specific amount of money. The amount you choose should be what you hope to net, that is, the amount you plan to raise after expenses are deducted.
Every fundraising event plan should contain a complete budget listing all of the expenses that will be required to hold the event. Your budget should include staff, invitations, space rental, catering, entertainment, transportation, security, utilities, and anything else that will be required to make the event a success. Your budget should take into account your fundraising goal, ensuring that you raise that amount above and beyond all expenses. Be sure to leave a little extra room in your budget for unforeseen costs.
As part of your fundraising efforts, your event will most likely have a host committee and one or more host committee chairpersons. These people are responsible for contributing substantial amounts to the event and encouraging others to do the same. The host committee is generally composed of wealthy donors, business leaders, or local celebrities. The host committee and chairpersons are not responsible for actually running the event, but are integral to ensuring that you reach your fundraising goals.
Who is the target audience for your event? Is this a general fundraiser where everyone will be invited? Or is this event geared towards a specific group like business people, parents, or young professionals? In short, you must decide whom you will invite to your event.
Your event staff should plan the event set-up well in advance. The set-up includes all of the particulars of the actual event: Where will it be? Will food be served? Will there be entertainment? What kind of dress will be required? What is the itinerary for the event?
Just like a new product, your event needs to be aggressively marketed to your target audience. You need to convince your supporters that your organization and event are worthy of their time and money. Draw up an entire marketing plan for the event. Possible methods of getting the word out include: using your non-profits fundraising network, mailed invitations, direct mail, phone banks, word of mouth and the event host committee.
Once you market your event, there must be a procedure in place for making the actual ticket sales, or accepting donations for the event. You must decide whether there will be different contribution levels for the event (such as a flat ticket charge, an extra charge to be invited to a V.I.P. reception in addition to the event, etc.). You must decide who will sell the tickets, how they will be shipped or delivered, and who will be responsible for organizing the incoming information.
While you probably wont need a full run-through of your event, it is essential that everyone who is working the event know, ahead of time, what their responsibilities are, where they should be during the event, and how the event is going to flow. If you are having a large or unusual event, the key event staff may want to have a practice run to make sure that your operation is running smoothly.
One of the most oft heard complaints from contributors to charitable fundraising events is, They never even said thank-you. Ditto for your event volunteers. Make sure that the organization takes the time to send thank-you notes to everyone who is involved in your event, including contributors, volunteers, staff and vendors. Keep your donors happy youre probably going to be asking them for another donation sometime down the road.
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I love this article! I recomend it to EVERYONE! It has helped so much in all of my event planning! You cant go wrong following this easy guide!
What a time-saver! Thank you for all of your helpful tips. You did the ground work for me. Its as though weve had several meetings together muddling through the how tos, and you put it all down in writing for me. Thank you for saving me HOURS of research.
Dont you have to get a license to do a large fund raiser? We are putting one together now for a man who is very ill and they can not find out what is making him so ill. He cant work and has been in UOFM hospital for over a month. His insurance does not want to pay for him to be in for much longer. So we need to do a large fund raiser. We have a hall, food and a band, we are going to sell tickets and have local businesses donate baskets to raffle off. We are going to see if they will put posters up for us. Do we just go to the City that the found raiser event will be held and get a permit to hold it? We want to make sure we are all legal in doing the event. Any help you can give would be much appreciated. Thanks in advance for considering our request, Rebecca Willis
Thanks for your e-mail. Laws and regulations differ by state, county and municipality. Generally, the most important thing is that you either register your group as a non-profit with the IRS, or that you find a charity or church that already has non-profit status and is willing to partner with you to do the event. If you are not approved as a non-profit organization with the IRS or working with an approved charity, then donations people make to your event are NOT tax-deductible and your group will be liable for paying tax on the donations as if they were income.
If you decide to file your paperwork with the IRS (instead of working with another charity) then you will likely also have to file with your states bureau of charitable giving (or whatever it is called in your state). Generally, once you file with the IRS and with the state, you dont need any other permits or licenses to hold a fundraiser, but this differs by location so consult an attorney or knowledgeable non-profit person in your area.
Hi I am working in aid of Richard house childrens hospice, I have held many events and they have been such a success but everytime I have trouble trying to get sponsorship has anyone got any ideas or the best way to go about it please.
Thanks for your question. Check out this article that we previously ran on our site:
Enjoyed the organized steps listed above. Will definitely incorporate into my next event. Thank you for the clarity
Esther, glad you found the steps helpful. Thanks for your comment!
What are the potential pitfalls of a charity partnering with some individuals who want to stage a golf tournament for the benefit of the charity?
Ed, Thanks for your question. The pitfalls here would be (a) cost are you paying for the tournament or are they? If you are responsible for the cost or for guaranteeing the cost, and the event doesnt work out, you may have to fork out a significant amount of money, and (b) the opportunity cost if your supporters cant pull it together and the event falls through, and you have invested a serious amount of time into planning for the event, it takes you away from other fundraising activities.
My advice is to make sure that those who want to hold the golf tournament for you are committed to the event and capable of pulling off a successful event prior to agreeing to participating in the tournament.
I am putting on a fundraiser in the form of a dog wash for a local dog rescue organization. I was wondering if you had any ideas as to make this a great fundraiser.
Thanks for your question! Consider trying to find some sponsors for the event to raise some money before the first dog is washed. Also, put together an event committee that will help you get dogs in the door, find sponsors, and spread the word. You should also offer an opportunity for those who bring their dogs to donate above and beyond the cost of the dog washing.
Hello, I was wondering if you could tell me the formula you use to purchase beverages and liquor for private fundraising parties (how much to purchase exactly, the cheapest way, etc.), that are not located at a venue but most likely a donors home. I may be starting a job that entails this, and I want to have a guideline beforehand. If you can, please be as specific as possible. Your information is appreciated!
Thanks for your question. This really depends on the event. First, figure out how much your folks will likely drink and eat (1 drink per person? 2? 1/2 entree + 3 appetizers per person? 5 appetizers per person, no entree?) Come up with averages that you think will work. Then, check to see if you can get the items donated in return for promoting the donating company as a sponsor of the event. If not, try for a discount.
If an outside organization (not-for-profit) makes a donation to underwrite some of the costs of a small, educational conference (also not-for profit organization), should members of the outside organization be given free or discounted fees if they wish to attend the conference?
Thats up to you. I would say that normally, sponsors of an event get some free tickets to the event, but not an unlimited supply.
This is a good article, with a good overview of the major components to fundraising. Thank you for posting this.
I would respectfully suggest that item 9 be amended. If your event is to be held in a theater or similar, with the theaters crew running the equipment, that crew will want at least one complete run-through, two is better. Remember that whatever vision you have for your show, it is only in your head until you clearly communicate that to the people pushing the buttons for you. Telling them, I want the sound to start when Susan says, Boo. or The lights should flash when Steve walks on stage. doesnt really work. We dont know who Steve or Susan are; weve just met them while you may have been working with them for months. Plus, working the equipment sometimes takes our eyes & attention off the stage.
A tech walk-through, plus one or two rehearsals, with EVERYONE there, will get a good crew 80-90% of the way towards a successful show.
Thanks for your suggestion. I agree that if you are holding your event in a theater or larger venue that requires stage lighting, sound systems, etc., you may need a full tech run through.
Very clear outline! On the run-through I cannot emphasize how important that is especially when it comes to the appeal or ask part of the evening. You absolutely have to rehearse your person giving the emotional appeal to be sure they are on target and concise. I saw a train wreck where the speaker said we are here raise funds for (this group) but I want to talk about (that group) Having a timeline for the night helps everyone from the person in charge to the volunteers.
Im planning to raise money for a little boy & just need a little information we are looking in to venues we are hoping to do it outside & an all day thing family day to start have fair ride some stalls BBQ a bar etc we have DJs etc then at the night turn it in to a more adult rave type of thing just wondering if Id need anything to do all this & how can I go about getting permission from the council to do this ie in a field??
Thanks for your question. The rules and regulations around fundraising vary by country, state, province and municipality. Because you are in the UK, I would suggest you check out this guidance from the Institute of Fundraising:
Hi, I need some advice please. We organised a fashion show for charity with all proceeds from everything (apart from the clothes sales) going to a local animal charity. At the end of the evening there was still a good bit of stuff left including wine and beer. Am I correct that this actually belongs to the charity and if the fashion people want to use it, they must either buy it or use it for another event for the same charity. Thanks in advance for any advice. Izzy
Thanks for your e-mail. My guess is that it would depend on where the wine, beer, and other stuff came from was it donated to the event? If so, then it would probably need to remain with the charity for future use. That being said, many items that might have been donated (such as perishable food, or used items, etc.) probably have limited market value outside of the event, and thus could be purchased relatively cheaply by the hosting organization. Check with your non-profits treasurer or accountant for specific rules.
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