community fundraising ukraine how do i do it?. fundraising events what is a fundraising event? why...

Community FundraisingUkraine

How do I do it?

Fundraising Events

What is a Fundraising Event?

Why is Ukraine ready?

Types of Fundraising Events

Walk/Run/Sporting Event Gala Other – There are thousands of ideas the question you

need to ask is: What is best for your community/organization?

Basics of a Community Fundraiser:HOW TO: Plan a Fundraising Event

Define your cause Build a Fundraising Committee Decide What Type of Event Choose Your Profit Centers for the Event Set a Date and Pick a Venue Get a Speaker or Honoree Set a Budget Request Sponsorship Check Legalities Create Mailing Lists Create Save the Dates/Invitations Create the Program Follow-up

Every Event Has Similar Needs:HOW TO: Plan a Fundraising Event


Define your cause

Answer the following questions: What is the mission statement/key message

of your organization? Who does your organization help/work with? What are the milestones of your

organization? What have they accomplished?

Build a Fundraising Committee

Put out a call for volunteers. Ask not only for a volunteer's time, but also for any talents he or she may have, as well as important connections, donations or gifts in-kind.

Delegate carefully. Create committees and subcommittees. Hold periodic meetings to monitor the progress of

your preparations. Make sure all volunteers are clear about their

responsibilities. Ask each volunteer for a list of contacts to tap for

sponsorships, contributions and to add to the invite list.

How To Build a Committee

Establish a list of potential committee members Set a date for a committee-building meeting and invite everyone on your list of

potentials Prepare an efficient and casual meeting Discuss accomplishments and needs Discuss event Discuss jobs that need to be filled on the committee (Use Job Descriptions) Ask everyone who has attended to participate in a discussion of their interests Have all attendee fill out interest form Follow up Repeat very soon after if all positions are not filled

Additionally you can call anyone you know and ask them to be on a committee or meet one on one with potential committee members. It is an open season recruitment task.

THE KEY TO A STRONG COMMITTEE IS TO KEEP IN CONTACT!

Committee Job Descriptions

CHAIRS– Revenue Co-chair– Planning Co-Chair

Sub Committee Chairs– Sponsorship Chair – Ticket/Team Chair– Auction/Raffle Chair– Media Chair

Sub Committee Members

Decide What Type of Event

Galas Run/Walk/Sporting Event Many more

PLUS AND MINUS OF A WALK/SPORTING EVENT

PLUS Walks are for everyone Low overhead Easy to set up and

break down Easy to get in-kind

donations for

MINUS Need a lot of people

who are raising little bit by little bit

Less likely to get major sponsors –less to offer in return

Have less opportunity for additional profit centers

PLUS AND MINUS OF A GALA

PLUS Great ability to make a large

amount of money Sponsors love innovative

galas Large ability to grow Can include many profit

centers in a gala i.e. auction, raffle, ad journal, etc.

FUN!

MINUS Can cost a lot and require a

larger level of commitment Take a larger commitment of

time to set up Not everyone can afford a

gala Hard to include children

Choose Your Additional Profit Centers for the Event

In addition to ticket sales and sponsorships there are several ways you can make more money on your event.

These include: Letter writing requests E-mail/Mail Requests Auctions (Silent and Live) Bid from the Heart Raffle called Lotto Casino Honoree Journal Event Program with Ads

Letter/E-mail writing requests

How to conduct a letter/e-mail request:1. Create Template: Create a letter that defines your organization and

why the organization needs money. Take this letter template and have those who will be sending it out personalize it.

2. Send your letter with an Return addressed envelope to everyone the organization deems appropriate.

3. Include anyone Remember, do not underestimate anyone’s generosity! Ask big.

4. Follow-Up: Two weeks after letters are mailed, follow up with a phone call to everyone who has not yet donated.

5. Thank all: Do not forget to send thank you notes to donors!

Raffles/Lotto

Pick your raffle/lotto prize(s) Pick your selling price Sell tickets at your event or before if that

works for your event Call out winners at appropriate time

Silent / Live Auction

Create Solicitation List Do a solicitation mailing/personalized hand-out effort For Live Auction Items - Make a personal ask. This

is like asking for a sponsorship Follow-up, Follow-up Get Items Ready for the auction (Display them

beautifully. They sell at a higher price when they look good.)

Day of Auction

“Bid from the Heart”

Bid from the Heart is just like a Live Auction except it is asking donors to commit money

for no items.

Selling Ads in a Program or Journal

You can sell ads for two reasons:

1) For the community to acknowledge your honoree(s), speaker(s), or a something about your organization that has helped change their life.

2) For local companies to promote to your attendee audience

How to sell ads: Include in your sponsorship request or the invitation as an option. Hand ask any and all local companies. Make sure you collect all ad materials you need from those who have

purchased an ad enough in advance to create the program.

It is a great incentive for sponsors as well and a nice acknowledgement for major donors

Set a Date and Pick a Venue

The date and venue can make all the difference for your audience. So pick

carefully.

Choose a Date

Choose a Date Choose a date in advance to allow ample time to

prepare. Big events take 10 months to 1 year to prepare properly.

Create a timeline and event checklist. Be aware of conflicting local and/or national events,

as well as holidays. Coordinate your event with a significant date or time

of year.

Pick a Venue

Choose a Venue What works for your event? What are your options: Parks, the town hall, the House of Culture, landmarks,

museums, galleries, schools and churches. Check out restaurants and cafes, too.

Book the venue as far in advance as possible. Confirm your reservation with the venue as the event nears.Key things to look for in a venue: 1. Cost – Can they give you a charitable discount or the venue for free. Ask for a

nonprofit discount. Seek the lowest minimum guarantee number with the venue and continue to low-ball the attendee number until the last minute. Remember, it is easy to increase the number, but after a certain date, you will be charged for your guaranteed number, even if you have fewer attendees.

2. Catering requirements 3. Are there any additional vendors you will have to hire that the venue does not

cover?4. Who will be your contacts for everything? Make a contact list.

Get a Speaker or Honoree

How to pick a speaker/honoree: Choose someone who has a relationship with your

organization or cause Choose someone who will add an element of glamour

or urgency for the cause Consider a high-profile business person or celebrity

Set a Budget

Your Budget Should Include:

1) Costs

2) All Profit CentersSet a revenue goal based on your total costs and net income needed

from the event for your community.

Potential Costs

Potential Event Costs: Venue Food/Beverage Rentals Toilets Cleaning Decorations Printing Entertainment Mailing

Awards Permits Audio Visual Support Parking Labor (Bartender, etc.) Auctioneer Photography

To keep your Costs Low:•Keep operating costs at a minimum by asking at least three different vendors for a quote for comparable costs. •For each cost item, seek donated product, services or cash.

Event Profit Centers

Sponsorships Ticket Sales Donations Auction Letter writing requests Bid from the Heart Raffle Casino Event Program with Ads

Note: Set a ticket price that will cover all your costs based on a conservative estimate of attendance.

SPONSORSHIP

TWO TYPES OF SPONSORSHIP:1. Monetary – Straight Money2. In-kind – Large amount of Product Donation

How to request sponsorship:1. Create sponsorship packet

2. Create List of Names and Contacts for Potential Sponsors: Make a list of local businesses, banks and major companies in your area, especially those that your organization has a connection with. Determine who can help get your proposal to top management. If possible, learn about the business’s past giving history, and then decide what you want to ask for.

3. Send Out Sponsorship Request/Set up Meetings will Potential Sponsors First: You will want to make sure that you sponsorship requests are the first priority. Get them out as soon as possible or set up a meeting with the potential sponsor as soon as you can.

4. Follow-up: This is a must for any sponsorship or money donation. Follow up within 1-2 weeks of the request.

Legalities

Contact local law enforcement/administration and ask about any procedures/permits you may need.

Determine the need for security, etc.

Create Mailing Lists

There are three types of lists that you will want to create and update regularly

and are essential for any fundraising event.

1. Sponsor List

2. Save the Date/Invitation List

3. Solicitation List

Sponsor List

This is a list that the committee develops with any key contacts they have to request sponsorship. The Sub-Committee Sponsorship chair should be in charge of this list Everyone on the sponsorship list should be mailed

Save the Date/Invitation List

This list should have anyone and everyone. Start developing this list and update it regularly. All committee members should add at least 30-100 names and contact. In addition, if there is anyone you know who didn’t have the time to be on the event committee but was interested in helping ask them to give you their mailing list. The ideal invitation list is one that has quadruple the number of participants anticipated for an event. Make sure this also include all your potential sponsors.

Solicitation List

This is your donation request list. If you are requesting for donated goods for any reason add all the contact information for each company or individual you are asking and you can track donations using this list. To develop this list, all committee members should start collecting cards from every business you go to and get the name of the manager.

Create Save the Dates/Invitations

Gather lists of people to invite from you newly developed committee members. For an event that has 150 people in attendance you should have at least 300 good names and addresses/contact info.

Save the Date

On the Save the Date Make Sure to Have: The event date and time The event place The honoree/speaker name if included Contact information if anyone would like to pre-order

or sign up for the event

NOTE: Save the dates should be sent out approximately 6 months in advance of an event.

Invitation

On the Invitation Make Sure to Have: Who, what, when, where, why All the names of your committee members --invitation

recipients will be looking for people they know. Prominent listing of the honoree's name A description of the organization Sponsors and donors. (Logos and/or Names)NOTE: Invitations should go out 5-8 weeks before the event.

Create the Program

This booklet offers the opportunity to sell ads and thank sponsors and donors, and can be printed shortly before the

event.

A program should Include: Title, Date and Time of Event The Organization’s Mission Honoree, Highlighted information Sponsors Thank you to all donors Committee Contact Information (Phone, Fax, Website, etc.)

Follow-Up

It is important to Follow-up your event. This is the only way that events grow.

Musts for Follow up Are: Add new contacts to appropriate mailing list Mail thank-you letters. Do not forget your volunteers. Calculate your net and gross income. Do a postmortem debriefing meeting with your

committee and make notes for next year Try to get committee members to sign on for the next

year’s event

Questions/Contact

E-mail: [email protected]

Phone: +38 (065) 54 43400 Mobile: +38 (067) 85 13515

community fundraising ukraine how do i do it?. fundraising events what is a fundraising event? why...

Documents

fundraising committee

type of event

strong committee

program followup slide

community fundraising

similar needs

mailing lists

profit centers