Community Fundraising Ukraine

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Community FundraisingUkraine

• How do I do it?

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Fundraising Events

• What is a Fundraising Event?
• Why is Ukraine ready?

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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?
  

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Basics of a Community FundraiserHOW 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

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Every Event Has Similar NeedsHOW 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

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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?

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Every Event Has Similar NeedsHOW 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

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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.

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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!

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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

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Every Event Has Similar NeedsHOW 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

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Decide What Type of Event

• Galas
• Run/Walk/Sporting Event
• Many more

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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
  

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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

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Every Event Has Similar NeedsHOW 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

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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

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Letter/E-mail writing requests

• How to conduct a letter/e-mail request
• 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.
• Send your letter with an Return addressed
  envelope to everyone the organization deems
  appropriate.
  
• Include anyone Remember, do not underestimate
  anyones generosity! Ask big.
  
• Follow-Up Two weeks after letters are mailed,
  follow up with a phone call to everyone who has
  not yet donated.
  
• Thank all Do not forget to send thank you notes
  to donors!

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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

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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

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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.
  

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Selling Ads in a Program or Journal

• You can sell ads for two reasons
• For the community to acknowledge your honoree(s),
  speaker(s), or a something about your
  organization that has helped change their life.
  
• 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

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Every Event Has Similar NeedsHOW 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

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Set a Date and Pick a Venue
The date and venue can make all the difference
for your audience. So pick carefully.
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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.

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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
• 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.
• Catering requirements
• Are there any additional vendors you will have to
  hire that the venue does not cover?
  
• Who will be your contacts for everything? Make a
  contact list.

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Every Event Has Similar NeedsHOW 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

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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
  

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Every Event Has Similar NeedsHOW 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

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Set a Budget

• Your Budget Should Include
• Costs
• All Profit Centers
• Set a revenue goal based on your total costs and
  net income needed from the event for your
  community.

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Potential Costs

• 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.

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

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

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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.
  

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Every Event Has Similar NeedsHOW 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

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SPONSORSHIP

• TWO TYPES OF SPONSORSHIP
• Monetary Straight Money
• In-kind Large amount of Product Donation
• How to request sponsorship
• Create sponsorship packet
• 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
  businesss past giving history, and then decide
  what you want to ask for.
• 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.
• Follow-up This is a must for any sponsorship or
  money donation. Follow up within 1-2 weeks of
  the request.
  

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Every Event Has Similar NeedsHOW 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

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Legalities

• Contact local law enforcement/administration and
  ask about any procedures/permits you may need.
  
• Determine the need for security, etc.

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Every Event Has Similar NeedsHOW 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

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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.
  
• Sponsor List
• Save the Date/Invitation List
• Solicitation List

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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

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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 didnt 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.

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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.

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Every Event Has Similar NeedsHOW 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

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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.

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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.

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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.

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Every Event Has Similar NeedsHOW 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

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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 Organizations Mission
• Honoree, Highlighted information
• Sponsors
• Thank you to all donors
• Committee
• Contact Information (Phone, Fax, Website, etc.)

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Every Event Has Similar NeedsHOW 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

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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 years event

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Questions/Contact
E-mail anbanan_13_at_yahoo.com Phone [phone]
43400 Mobile [phone]