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Special Event Fundraising (2008)

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2008 presentation on special event fundraising

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Special Event Fundraising (2008)

  1. 1. Special Event Fundraising Part I
  2. 2. 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
  3. 3. 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.
  4. 4. 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
  5. 5. Taxes  You can give a donor a receipt for goods, but not for services
  6. 6. 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
  7. 7. 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
  8. 8. 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.
  9. 9. 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)
  10. 10. 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
  11. 11. 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
  12. 12. Multi-Level Sponsorship  Each level gets a little more recognition for their investment  ALL get good value for their money
  13. 13. 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
  14. 14. 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
  15. 15. 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
  16. 16. 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
  17. 17. 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
  18. 18. 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
  19. 19. 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
  20. 20. 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
  21. 21. 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