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
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