It is not intended to.
You do, however, need to commit yourself to following through with it and completing all of these tasks if you take on the responsibility of having your fundraiser.
I promise you it can be done. Sometimes your biggest obstacle is yourself. Turn your “I Can’t” into “I most certainly can!”
KEEPING IT ALL TOGETHER:
If you have made it this far and still think you are interested in hosting and organizing a fundraising event, pay attention to what I am about to say:
KEEP NOTES!
LIST MAKING
I am a list maker who has lists of my lists, so it is very important to me to have everything I need at my fingertips.
As a person in charge, every question will be diverted to you for answers.
Having all of the answers will do wonders for your stress level and allow you to have everything you need for your fundraiser.
SHARE YOUR WORKLOAD:
• A great way to keep your list together is by using googledocs. If you are not familiar with it, it is a place that you can download an excel spreadsheet and invite people to view it and make changes. This comes in handy when you have several people completing tasks for this project. Create your document and upload it through your google email account. It will be useful in many ways.
YOU CAN’T DO IT ALL BY YOURSELF!
Hosting a successful benefit fundraiser is such a detail oriented project that you just can’t do all by yourself.
So many people have different talents, it would be a shame to waste any of them.
Be open to suggestion. Recognize that while you have taken on a great deal of responsibility, it doesn’t have to be entirely your way. Suggestions for the good of the order should be taken graciously and pondered for merit. Sometimes we tend to make more of things than we need to and an “easy way” should be welcomed.
TIMELINE FOR THE EVENT
• It is very important to create a timeline for the length of your event and stay on schedule.
• As the DJ is your commentator, make sure that he/she has a copy of the timeline and keeps the pace.
• Constant announcements are necessary to execute you activities.
• I have included a sample timeline:
SAMPLE TIMELINE
• List of contact numbers: Your event will become pretty crazy, so you should give the DJ and all of your key people a copy of the timeline with cell numbers to reach other committee members.
• Time of event: 6 pm – 11 pm
• Dinner: List menu along with drinks for the DJ to announce. Let them know that dinner will be served between the hours of 5 and 8. Also announce what beverages you offer with their meal and there is also a cash bar.
• You will want to have a minister present to say grace before the start of the meal.
Dinner music as determined by the DJ
- Constant announcements on upcoming raffles, silent auction, etc.
- Announce Auction table closing times and final bids being due
- Announcements of when and what you will be selling on the tip boards, 50/50, etc.
- Usually about midpoint and before the live auction, have the person or spokesperson for the benefit give a small speech.
- End your event itinerary with the live auction. You will need the extra time to announce winners on raffle baskets and let people pay for the items they have purchased.
- It also will give people the opportunity to mingle and continue having a great time.
- Be sure that your DJ recognizes all of the donation contributors throughout the evening.
DONATION SHEETS:
I find it easier and more appropriate to compile a very nice newsletter listing all of individuals and businesses that have supported this cause. These sheets can be placed on each table for people to view and take with them if they like. Most people do not want them, so it is not necessary to make one for everyone in attendance, but make plenty. Be sure to send a copy of this when you are sending your appreciation letters to those who donated.
WHERE DO WE GET OUR DONATIONS?
• It’s simple. LOCAL! Many corporate companies are completely exhausted by donation solicitations and are reluctant to give without it being a nationally recognized cause.
• There are plenty of individuals and businesses within your own community that will offer you more than a chain company would.
• Now I’m not saying not to ask, but don’t be surprised if you get turned down.
• Sporting Events: Most sports teams are over extended in donations, so think outside the box. Do you know anyone willing to donate any of their season tickets to your cause?
• Blimp Rides: Being close to Akron, OH we are able to get complimentary Blimp rides to auction.
• Vacations / Rentals: Know anyone that would be willing to donate a timeshare or rental, bed and breakfast, etc? These are very nice to offer for bid.
• You don’t know unless you ask. Just about everyone has a core group of at least 5 people that they could solicit donations from. Whether it is a good or service, big or small, it’s something. Small items can be combined with larger items to make a very decent basket for raffle.
• Golf Packages: For a community smack dab in the middle of EVERY weather condition I am amazed at the number of golf courses we have locally and the fact that there are enough golfers to support them, regardless of the conditions. We collect packages and Pro Shop items from them and make a collective Golf Basket which usually does pretty well.
• Alcohol and wine baskets are a huge success on tip boards. 5ths of Jim Beam, Johnny Walker and Jack Daniels along with a shot glass and recipe for “The Three Wisem*n” will sell for $3 per tip. Sell 50 tips and you’ve got $150.
• Get local wineries to donate bottles of wine and you have nothing invested. Add cheese and crackers and you’ve got a great looking basket!
• Do you have a friend who frequents thrift and consignment shops? Use it to your advantage. Many items are in brand new condition and can be used to make a very nice basket for auction. Wine and drink glasses can be purchased to add to your drink baskets.
• Give your friend a list and see what they come up with. You’ll be surprised and you won’t be disappointed.
• Do you always eat at certain restaurants? Ask them to donate a gift certificate. If they are reluctant, ask them if they would match one if you would buy one as well. You’re going to eat there anyway, right?
• AWESOME IDEA: We compiled gift cards and restaurant certificates totaling over $500 and sold 100 - $5 tip chances to win. We made the $500 value, and the person who won was very happy.
WHO WILL GET OUR DONATIONS?
• Everyone. Leave no stone unturned. Again, everyone knows someone they can solicit. If everyone involved picked up 5 items for auction, imagine how many items you could have. Even if they are not on your committee and have networking connections, ask them to get you some donations.
• While I am forceful and have no problem soliciting everyone I know for support, I’m not good at asking someone I do not know for support. Be sure to have someone who is comfortable cold calling on your team and watch the donations roll in!
KICK IT UP A NOTCH!
If the person receiving the benefit is a co-worker, challenge your company by department to donate a basket. Tell them it doesn’t matter if it is solicited or bought by them, you’d just like to have a basket representing their division. We got some really nice donations that otherwise would not have happened. Many of them picked a theme and went with it.
THE POSSIBILITIES ARE ENDLESS! IF YOU CAN IMAGINE IT, IT CAN HAPPEN!
MY FIRST LEARNING EXPERIENCE:
Here is the reason you do not sell tickets at the door:
Our first fundraiser was for a friend who was burned badly and unable to work. He had his own remodeling company and of course no other compensation while he was off of work. He was hospitalized for some time and underwent many skin grafts and is still not completely well, but at least he is back to work with restrictions. A committee was formed with about 20 people who had no idea what to do, but we knew it had to be something.
BIG SUCCESS FACTOR:
Danny was so liked in the community and everyone wanted to help. We made up Danny Dollars (Copied dollar bill template with his photo on them) and sold them for $1 each at three local taverns that he frequented. When you bought them your name was put on them and they were hung in the bar. Not only did his friends buy them, complete strangers did too!
We rented a facility that held 300 and did our best to contain this party. Amongst other things, there were so many items to raffle that we lost space that would have been normally used for seating.
YOU KNOW WHERE THIS IS GOING, RIGHT?
OVER 500 PEOPLE SHOWED UP FOR THIS EVENT!
Thankfully they were mostly all contractors who didn’t mind standing outside by a bonfire on a cold March Ohio night. $24,000 later, we appreciated their understanding and vowed to never do it again.
SHOW ME THE MONEY
If you have friends with banking experience you will most definitely want them involved in your benefit. You will be dealing with a lot of cash and you will want a reliable source handling it.
One of the main reasons is that your recipient is obligated to claim / pay taxes on the money received and you want someone who is going to keep adequate records so that they can do so.
This person should be selected before you start your benefit and all monies collected before the event should be turned over to that person.
They will also be responsible for keeping all financial records for this event to include expenses, donations, etc.
This person may also want to open an account at a local bank for deposit of the proceeds from this event. Be sure to include more than one name on this account so that it can be accessed if there are any unforeseen circ*mstances and someone else will be taking over their duties.
Your money person should will be responsible for arranging the start up money for your event (change, money pouches for tip board and raffle sales, etc) and also will work at your event collecting payment for items purchased.
This person is familiar with banking and will have knowledge of all that is needed to conduct the event and activities you have planned.
WHAT PAYMENT WILL WE ACCEPT?
• Cash
• Personal Check
• Charge Payments
• Paypal Payments
Obviously you want to offer as many options as you can. If it is in your best interest to accept credit cards, look into renting a credit card machine or methods of accepting payment via a laptop computer. There are fees involved with this, however, it may be worth your while to pay them.
Be sure to advertise your payment methods accepted at your event.
THINGS YOU SHOULDN’T FORGET:
• Tools of the trade such as pens for all of the silent auction item, money boxes, money pouches, etc.
• You will also want nametags or some other indicator for your workers in case someone wants assistance.
• Bid sheets with descriptions of your items along with the name of the person who donated it.
• THANK YOU postings / newsletter to acknowledge all of the people who made the event possible.
• A digital photographer who is willing to take pictures of your event. This is a nice keepsake for the recipient and the pictures can also be uploaded online and offered to the patrons.
• A prepared speech from one of the committee members stating facts about the person along with reasons you decided to have this benefit. This should include thanking your sponsors, your venue, the patrons and the clergy that has joined you for this event.
