How To Organize a Fundraiser

Purpose: To successfully raise more money for our charitable projects.

1. hy do some organizations! just li"e ours! raise incredible amounts of
money e#ery year! and our fundraising income is smaller$
They "now who to as" and how to as".
%. hy do people &indi#iduals' gi#e$
They belie#e in your cause.
(ach year indi#iduals gi#e nearly )*+ of all contributions made.
,ndi#idual support is the "ey to successful fundraising.
-. Our .lub fundraising is based on /0nnual 1i#ing2.
0nnual 1i#ing includes memorials! special e#ents! mailings!
grants and special projects.
1enerally! donations are unrestricted.
Our donor list is maintained through a mailing list.
3. Fundraising! where do you start$
0re you a non4profit 5 ta6 e6empt$
0re you pro#iding a beneficial ser#ice to the community$
7o you ha#e enough #olunteers to support a fundraiser$
7o people who support you ha#e sufficient discretionary funds to
pro#ide assistance$
.an you identify %8 4 8* people who will support your cause$
8. Planning:
9et your short term goals &things you can accomplish within one
year'
1oals should be specific 4 what you want to accomplish! how big
it will be and what it will cost.
1oals should be realistic! manageable and obtainable.
Objecti#es should ha#e a realistic time frame &clear
understanding of the time needed to accomplish what you want
to do'.
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:eep in mind! goals 5 objecti#es can be changed! modified or
abandoned.
;. The .ost of Fundraising:
.osts depend on what you are trying to accomplish.
,n any business! it costs less to "eep a customer &donor'! than it
does to find new ones.
9uccessful fundraising organizations will tell you a "ey to
increased contributions is culti#ating and nurturing former
donors.
<etter <usiness <ureau says it shouldn=t cost you more than >.-*
to ma"e a dollar.
9ometimes the 1
st
e#ent isn=t intended to ma"e immediate
money! but has potential for the future and was the reason for the
e#ent.
?. .hoosing a Fundraising 0cti#ity 4 9pecial (#ent:
1i#e #isibility to your organization.
Open doors to new donors and funding sources.
,n#ol#e #olunteers in a fun and e6citing acti#ity.
,f successful will raise money for your organization.
@. 9electing a 9pecial (#ent:
Aoo" closely at your organization.
7o you ha#e a group of #olunteers who are itching for a large!
fast mo#ing e#ent$
Or do you ha#e a group of indi#iduals who would rather be
in#ol#ed with a more mellow acti#ity$
9pecial e#ents can be #ery time consuming.
hat are the .lubs interests! li"es and disli"es$ 0s"
<rainstorming session and discuss areas of interest.
Aoo" at your past history of e#ents &9uccessful or if not! why
not$'
.hec" the competition &hat are other organizations doing$'
Try to come up with a new e#ent! or at least a major twist on an
old e#ent idea &ta"es time! hard wor" and imagination'.
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). 9etting a Bet 7ollar 1oal:
How much money do you need to raise$
1*. Cecruiting an O#erall .hair:
.hoosing the right chair is "ey to any successful special e#ent.
Beed leadership s"ills.
1et along well with committee members and #olunteers.
ill other people support their plans$
Cesponsibilities of o#erall .hair include o#erseeing all the
acti#ities of the other committeesDsubcommittees! printing needs
&programs! in#itations! tic"ets'.
0 written job description for the chair and the subcommittee
chairs will ma"e it easier to recruit for the positions.
11. 7raft a <udget:
0 special e#ent is a major financial in#estment.
Aoo" at e6penses and e6pected income.
0 minimum 8*+ return on your in#estment is a standard rule for
a special e#ent.
1%. Pic"ing a 7ate and Eenue:
Fou want to schedule your e#ent at a time when the least amount
of acti#ities will interfere with your attendance.
Once you select a date! then find a suitable site as early as
possible and reser#e the space. 7on=t forget to pay the deposit.
1-. Timelines:
The earlier you begin planning the special e#ent the better.
; months is generally considered a minimal amount of time
needed to plan a major e#ent.
Once you=#e selected a date and site! wor" bac"wards and
establish your timeline for the e#ent.
hen establishing your timeline! remember to include details
such as printing! mailings! recruiting #olunteers! in#itations! etc.
hen in doubt 4 as" Guestions.
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13. (stablish .ommitteesD9ubcommittees:
Finance .hair &one person' 4 "nows how to "eep financial
records 5 will present accurate and timely reports.
Facility .ommittee H responsible for ma"ing sure the site for the
e#ent is in good condition with no surprises.
7ecorations .ommittee 4 add to the festi#e spirit at the site.
Food 5 <e#erage .ommittee H if alcohol is ser#ed ma"e sure
you ha#e the proper permits.
Publicity .ommittee H if you=re planning to in#ite people through
the media &and social networ"ing'! this committee is responsible
for sending news releases and distributing other e#ent
information in a timely manner.
,n#itation .ommittee 4 if attendees will be personally in#ited
through written in#itations. .ommittee goes o#er mailing lists!
addresses en#elopes! postage and generally ma"es sure the
in#itations are sent! and record reser#ations when recei#ed.
1ame .ommittee &<unco! Aeft4Cight4.enter! Po"er' H
responsible for play! prize money! supplies needed! 5 set4up.
(ntertainment .ommittee
PrizesDCafflesD9ilent 0uction .ommittee
InderwritingD9ponsorships H Person! business or corporation
pays for all or part of an e#ent! program or publication.
Cesponsible for finding indi#iduals or companies who will reduce
or eliminate the e6penses of the e#ent. ,f you use underwriters
than" them and than" them again.
18. 1etting People to 0ttend the (#ent:
.lub members need to as" them.
There are no magic formulas. ,t ta"es hard wor" and the
dedicated efforts of the entire .lub.
.onsider your budget! don=t o#erprice or under price your tic"ets.
.ontact other organizations to compare. 1et on mailing lists of
other charity groups.
Jailing lists produce and response rate of 8+ to 1*+.
Hostess .ommittees 4 members /host2 a table and fill it with their
friends and associates.
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Publicity 4 use public ser#ice announcements! news releases! 5
social networ"ing
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1;. The (#ent ,tself:
<e fle6ible! no matter how careful you=#e been! some things are
going to go wrong.
.hances are! only you and your committee will e#er "now there
was a problem.
The "ey is to go on with the show and ma"e sure e#eryone has a
good time.
People return year after year when their attendance was
pleasant and without incident.
1?. Cecord :eeping:
<efore! during 5 after! "eep accurate records in all areas.
0ll committee chairs should "eep a folder with all the information
relating to their area.
O#erall .hair should be prepared to report on a monthly basis.
0fter the e#ent! the general chair should collect the folders to
compile for the final report.
Cecord "eeping is essential to maintain the continuity of the
e#ent o#er the years.
1@. Follow4up:
Ceturn all borrowed items
9end organizational information to indi#iduals who as"ed for it.
0dd new participants to your mailing list.
Than" all the .ommittee .hairs for their help.
1). Cecognition:
Be#er stop saying than" you.
O#erall .hair=s name should be in the program! and should be
as"ed to say a few words at the e#ent
O#erall .hair should recognize e#ent committee chairs with
names in the program and recognition at the e#ent.
,f you use underwriters! be sure to recognize them on printed
materials andDor with certificates of appreciation.
7on=t forget to say than" you to e#eryone who had a hand in
ma"ing the special e#ent a success.
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%*. .onclusion on 9pecial (#ents:
1et together to critiGue the e#ent while it is fresh in your mind.
Fou don=t need to ma"e the same mista"es or deal with the same
problems ne6t year if you ta"e time to address these items now.
.ollect ideas to twea" the e#ent or ma"e suggestions for
impro#ements for ne6t year.
0ppoint an O#erall .hair for the ne6t year.
9ource: Fundraising! the 1ood! the <ad! and the Igly &and how to tell the
difference' by <ill K. Harrison.