Special Event Fundraising (2008)

Special Event Fundraising

Part I

Getting (Almost) Everything Donated

In many special events, the charity barely breaks even on ticket sales.

The income results from savings when donors provide free goods and services

The BEST way to increase income is to lower cost by getting in-kind donations

Examples

Wine: A hall or hotel may charge a “corkage fee” for opening the bottles. That may make it cheaper to buy from them.

Food: Several restaurants may give one dish each to a gourmet fair. Look for restaurants that are about to open, or are new. Make sure the hall isn’t contracted to a caterer

Printing: Look for businesses that own a printing plant of their own. Chain stores, major corporations, newspapers, and classes in schools may donate printing.

Other free items to pursue

Raffle and door prizes Services of advertising agencies Hotel rooms (especially on weekends) Restaurant dinners Books, especially last year’s coffee table

art books, make popular prizes and are easy to get donated

Businesses will often donate goods, department stores have reputation for extraordinary generosity

Taxes

You can give a donor a receipt for goods, but not for services

How to Guarantee Income

Try to pay for expenses with someone else’s cash!

Find a partner who can make it easier to produce a successful event

Sponsors can: Pay some or all the bills Add experience and expertise Provide labor power Strengthen your credibility Offer publicity Donate goods and services for the event

Types of Sponsors

Another non-profit that will split the expenses and revenue with you

Radio stations: They gain in public goodwill, and you gain in promotional services (many have community relation programs), be wise in your choice

NOTE: TV and newspapers are much less involved in this, unless for TV it’s a PSA

Types of Sponsors

Service clubs: They can provide an army of talented volunteers ready to take on good work

**Some service clubs want part of the proceeds from events that they sponsor for their own charitable projects. Get the details beforehand

Firefighters are often willing to collect public donations of goods at their fire hall.

Types of Sponsors

Some companies will donate samples of their products or services for your event. One or two larger prizes for door prizes, or for

an auction Smaller items that each guest can receive as a

party favor Some may allow you to show off unusual

or luxurious houses or apartments People will pay for a tour, or to attend a dinner

party there (just so they can see the interior of the home)

Multi-Level Sponsorship

Call the largest sponsor a benefactor They may get their name attached with

your event Their logo will appear on a large banner

in a prominent place They might also receive 3 seats at the

head table, passes for 10 people, and a full-page ad in the program

Multi-Level Sponsorship

Sustainers might be the next level They may get smaller signs 2 seats at the head table, passes for 8 2/3-page ad in the program

Three companies might share the honor of guarantors They could sponsor one of three meals at the

event Sponsor one performer

Multi-Level Sponsorship

Each level gets a little more recognition for their investment

ALL get good value for their money

Using Your Event Program to Find $$$

Include educational material about the organizations, as well as contact information

Tuck a donation request inside the cover Tuck a form that recruits volunteers Offer a form/coupon that allows you to

contact anyone interested Ask for anonymous comments to evaluate

the event Sell the program if it is high quality Sell advertisements

Challenge Grants Can Be Fun

Challenges can build spirit and loyalty to a group, community, or school

A person/organization donates money (or goods) to your cause and challenges others to match it

Extra Income: After Events & Raffles

The names and address of the people who attend your event are GOLD, they supported you once, and likely will again

Door Prizes are most effective to get names

Petitions Guest-books Fish-Bowl Draw

Auctions

Best items have emotion and psychological value

With items that fulfill a fantasy, a market price can’t be clearly established so bids run much higher Autographed items Used items by someone famous

Auctions

Consider asking a company that owns a hot air balloon

Media stars and politicians to donate ties or other memorabilia

Radio stations allow top bidder to host on air

Sport reporters can take top bidders into the press box

Local, amateur cook can cook dinner Teenagers can mow the lawn all summer

Auctions

Celebrity and fantasy items do not provide something for everyone, a good mix of items is essential

The choice should be so wide that everyone should get excited about something Air fare anywhere Use of a billboard for a month Season tickets Landscaping Service Gourmet Dinner for 2-12 Condos in Vail or the islands Diamond ring

Auctions

Live auction More expensive Easy to understand Popular with most people

Silent auction Less expensive Requires thought Provide less distraction that allows for other events

to occur simultaneously Normal range 200-650 people To many distractions can reduce income at an

auction Normal “social season”: September to May

How to Get Celebrity/Musician To Give Their Time for FREE

Usually easier to get a celebrity, than musician

Look for celebrity who is in the area (filming a movie, playing a tournament)

Be reasonable with your expectations (If they are to perform will they need costumes, equipment)

Have the person at a smaller reception, rather than having them just in the audience—people will have more of an opportunity to actually meet the individual

How to Get Celebrity/Musician To Give Their Time for FREE

Reception before or after their performance, invite the star to the reception

Look for someone with a connection to your cause

Offer the star a gift that they will enjoy

Avoid going through an agent, if at all possible