Workshop 6C: Special Events Chesapeake Bay Watershed Forum October 9-11, 2009 Workshop 6C: Special Events Fundraising & Friendraising Presenter: Pat Munoz, River Network 202 364-2550; pmunoz@rivernetwork.org

TYPES OF EVENTS Annual Meeting Auction Raffle Awards Dinner House Party Paddle-a-thon River Festival Fishing Derby Oyster Roast Canoe Trip Film Festival Community Meeting Concert Workshop Holiday Party (Valentines Day, Halloween, etc.)

Why have an event? Raise money Communicate your mission/program Get to know prospects for board, large gifts Train volunteers, board members in FR Recruit new members Recognize special contributors Create visibility in the community Have fun! Celebrate the river!

What are the “downsides” of Events? Take a lot of time and energy Usually cost some money up front for postage, invitations, etc. Can be affected by unexpected events (bad weather, fall in stock market, etc.) Money raised is usually not enormous ($500-$50,000)

Some important questions to ask before choosing an event: Is this event a fit with our mission and constituency? Is it the best way to accomplish our goal(s)? Do we have the expertise and resources we need? Will this event build our organization? Have similar events done well for others? Is it repeatable?

Steps in holding an event Find a (volunteer) leader Set goals Create a budget and timeline Form a committee & delegate Recruit, sell, publicize, etc. Hold the event Folllow up & Evaluate results

Three Sample Goal Sets Friends of Blackwater Gala & Auction Goals: raise $15,000; recognize Congressman Nick Rahall; have fun! Friends of Rock Creek Neighborhood Party Goals: raise $1,000; recruit 20 new members; increase visibility of organization Shenandoah Riverkeeper Rodeo Goals: raise $10,000; recruit 30 new members; deliver message on fishkills; celebrate the river!

Budgeting: Income Friends of Blackwater Party/Auction 20 sponsors x avg gift ($250) = $5,000 80 attendees x avg gift ($62.50)=$5,000 50 auction items x avg bid($100)=$5,000 Total Income: $15,000

Budgeting: Expenses Friends of Blackwater Party/Auction Printing (500 Postcards, Invitations, reply cards, etc.) $1,000 Postage $ 350 Music (donated) 0 Auctioneer $ 250 Food/Drink for100 people $1,300 Rented tables, chairs & tablecloths $ 500 Staff time: 30 hrs at $20/hr $ 600 Total Expenses: $4,000

Budgeting: Net Revenue Total Income: $15,000 Total Expenses: $ 4,000 Net Revenue: $11,000

Event Tips Start early; give yourself plenty of time Pick a suitable venue Don’t charge too little! Get as many people as possible engaged & keep them engaged. Keep your costs as low as possible Give people several gift amounts to choose from and the option to give even if they can’t attend

More Tips Remind people repeatedly of your event Raise the bulk of your money in advance Put the bulk of your effort where the greatest payoff is Recognize those who give at higher levels on the invitation and at the event ALWAYS make a compelling presentation about the work of the organization Thank, thank, thank!