Community Fundraising Ukraine How do I do it?

Fundraising Events What is a Fundraising Event? Why is Ukraine ready?

Types of Fundraising Events Walk/Run/Sporting Event Gala Other – There are thousands of ideas the question you need to ask is: What is best for your community/organization?

Basics of a Community Fundraiser: HOW TO: Plan a Fundraising Event Define your cause Build a Fundraising Committee Decide What Type of Event Choose Your Profit Centers for the Event Set a Date and Pick a Venue Get a Speaker or Honoree Set a Budget Request Sponsorship Check Legalities Create Mailing Lists Create Save the Dates/Invitations Create the Program Follow-up

Every Event Has Similar Needs: HOW TO: Plan a Fundraising Event Define your cause Build a Fundraising Committee Decide What Type of Event Choose Your Profit Centers for the Event Set a Date and Pick a Venue Get a Speaker or Honoree Set a Budget Request Sponsorship Check Legalities Create Mailing Lists Create Save the Dates/Invitations Create the Program Follow-up

Define your cause Answer the following questions: What is the mission statement/key message of your organization? Who does your organization help/work with? What are the milestones of your organization? What have they accomplished?

Every Event Has Similar Needs: HOW TO: Plan a Fundraising Event Define your cause Build a Fundraising Committee Decide What Type of Event Choose Your Profit Centers for the Event Set a Date and Pick a Venue Get a Speaker or Honoree Set a Budget Request Sponsorship Check Legalities Create Mailing Lists Create Save the Dates/Invitations Create the Program Follow-up

Build a Fundraising Committee Put out a call for volunteers. Ask not only for a volunteer's time, but also for any talents he or she may have, as well as important connections, donations or gifts in-kind. Delegate carefully. Create committees and subcommittees. Hold periodic meetings to monitor the progress of your preparations. Make sure all volunteers are clear about their responsibilities. Ask each volunteer for a list of contacts to tap for sponsorships, contributions and to add to the invite list.

How To Build a Committee Establish a list of potential committee members Set a date for a committee-building meeting and invite everyone on your list of potentials Prepare an efficient and casual meeting Discuss accomplishments and needs Discuss event Discuss jobs that need to be filled on the committee (Use Job Descriptions) Ask everyone who has attended to participate in a discussion of their interests Have all attendee fill out interest form Follow up Repeat very soon after if all positions are not filled Additionally you can call anyone you know and ask them to be on a committee or meet one on one with potential committee members. It is an open season recruitment task. THE KEY TO A STRONG COMMITTEE IS TO KEEP IN CONTACT!

Committee Job Descriptions CHAIRS – Revenue Co-chair – Planning Co-Chair Sub Committee Chairs – Sponsorship Chair – Ticket/Team Chair – Auction/Raffle Chair – Media Chair Sub Committee Members

Every Event Has Similar Needs: HOW TO: Plan a Fundraising Event Define your cause Build a Fundraising Committee Decide What Type of Event Choose Your Profit Centers for the Event Set a Date and Pick a Venue Get a Speaker or Honoree Set a Budget Request Sponsorship Check Legalities Create Mailing Lists Create Save the Dates/Invitations Create the Program Follow-up

Decide What Type of Event Galas Run/Walk/Sporting Event Many more

PLUS AND MINUS OF A WALK/SPORTING EVENT PLUS Walks are for everyone Low overhead Easy to set up and break down Easy to get in-kind donations for MINUS Need a lot of people who are raising little bit by little bit Less likely to get major sponsors –less to offer in return Have less opportunity for additional profit centers

PLUS AND MINUS OF A GALA PLUS Great ability to make a large amount of money Sponsors love innovative galas Large ability to grow Can include many profit centers in a gala i.e. auction, raffle, ad journal, etc. FUN! MINUS Can cost a lot and require a larger level of commitment Take a larger commitment of time to set up Not everyone can afford a gala Hard to include children

Every Event Has Similar Needs: HOW TO: Plan a Fundraising Event Define your cause Build a Fundraising Committee Decide What Type of Event Choose Your Profit Centers for the Event Set a Date and Pick a Venue Get a Speaker or Honoree Set a Budget Request Sponsorship Check Legalities Create Mailing Lists Create Save the Dates/Invitations Create the Program Follow-up

Choose Your Additional Profit Centers for the Event In addition to ticket sales and sponsorships there are several ways you can make more money on your event. These include: Letter writing requests /Mail Requests Auctions (Silent and Live) Bid from the Heart Raffle called Lotto Casino Honoree Journal Event Program with Ads

Letter/ writing requests How to conduct a letter/ request: 1. Create Template: Create a letter that defines your organization and why the organization needs money. Take this letter template and have those who will be sending it out personalize it. 2. Send your letter with an Return addressed envelope to everyone the organization deems appropriate. 3. Include anyone Remember, do not underestimate anyone’s generosity! Ask big. 4. Follow-Up: Two weeks after letters are mailed, follow up with a phone call to everyone who has not yet donated. 5. Thank all: Do not forget to send thank you notes to donors!

Raffles/Lotto Pick your raffle/lotto prize(s) Pick your selling price Sell tickets at your event or before if that works for your event Call out winners at appropriate time

Silent / Live Auction Create Solicitation List Do a solicitation mailing/personalized hand-out effort For Live Auction Items - Make a personal ask. This is like asking for a sponsorship Follow-up, Follow-up Get Items Ready for the auction (Display them beautifully. They sell at a higher price when they look good.) Day of Auction

“Bid from the Heart” Bid from the Heart is just like a Live Auction except it is asking donors to commit money for no items.

Selling Ads in a Program or Journal You can sell ads for two reasons: 1) For the community to acknowledge your honoree(s), speaker(s), or a something about your organization that has helped change their life. 2) For local companies to promote to your attendee audience How to sell ads: Include in your sponsorship request or the invitation as an option. Hand ask any and all local companies. Make sure you collect all ad materials you need from those who have purchased an ad enough in advance to create the program. It is a great incentive for sponsors as well and a nice acknowledgement for major donors

Every Event Has Similar Needs: HOW TO: Plan a Fundraising Event Define your cause Build a Fundraising Committee Decide What Type of Event Choose Your Profit Centers for the Event Set a Date and Pick a Venue Get a Speaker or Honoree Set a Budget Request Sponsorship Check Legalities Create Mailing Lists Create Save the Dates/Invitations Create the Program Follow-up

Set a Date and Pick a Venue The date and venue can make all the difference for your audience. So pick carefully.

Choose a Date Choose a date in advance to allow ample time to prepare. Big events take 10 months to 1 year to prepare properly. Create a timeline and event checklist. Be aware of conflicting local and/or national events, as well as holidays. Coordinate your event with a significant date or time of year.

Pick a Venue Choose a Venue What works for your event? What are your options: Parks, the town hall, the House of Culture, landmarks, museums, galleries, schools and churches. Check out restaurants and cafes, too. Book the venue as far in advance as possible. Confirm your reservation with the venue as the event nears. Key things to look for in a venue: 1. Cost – Can they give you a charitable discount or the venue for free. Ask for a nonprofit discount. Seek the lowest minimum guarantee number with the venue and continue to low-ball the attendee number until the last minute. Remember, it is easy to increase the number, but after a certain date, you will be charged for your guaranteed number, even if you have fewer attendees. 2. Catering requirements 3. Are there any additional vendors you will have to hire that the venue does not cover? 4. Who will be your contacts for everything? Make a contact list.

Every Event Has Similar Needs: HOW TO: Plan a Fundraising Event Define your cause Build a Fundraising Committee Decide What Type of Event Choose Your Profit Centers for the Event Set a Date and Pick a Venue Get a Speaker or Honoree Set a Budget Request Sponsorship Check Legalities Create Mailing Lists Create Save the Dates/Invitations Create the Program Follow-up

Get a Speaker or Honoree How to pick a speaker/honoree: Choose someone who has a relationship with your organization or cause Choose someone who will add an element of glamour or urgency for the cause Consider a high-profile business person or celebrity

Every Event Has Similar Needs: HOW TO: Plan a Fundraising Event Define your cause Build a Fundraising Committee Decide What Type of Event Choose Your Profit Centers for the Event Set a Date and Pick a Venue Get a Speaker or Honoree Set a Budget Request Sponsorship Check Legalities Create Mailing Lists Create Save the Dates/Invitations Create the Program Follow-up

Set a Budget Your Budget Should Include: 1) Costs 2) All Profit Centers Set a revenue goal based on your total costs and net income needed from the event for your community.

Potential Costs Potential Event Costs: Venue Food/Beverage Rentals Toilets Cleaning Decorations Printing Entertainment Mailing Awards Permits Audio Visual Support Parking Labor (Bartender, etc.) Auctioneer Photography To keep your Costs Low: Keep operating costs at a minimum by asking at least three different vendors for a quote for comparable costs. For each cost item, seek donated product, services or cash.

Event Profit Centers Sponsorships Ticket Sales Donations Auction Letter writing requests Bid from the Heart Raffle Casino Event Program with Ads Note: Set a ticket price that will cover all your costs based on a conservative estimate of attendance.

Every Event Has Similar Needs: HOW TO: Plan a Fundraising Event Define your cause Build a Fundraising Committee Decide What Type of Event Choose Your Profit Centers for the Event Set a Date and Pick a Venue Get a Speaker or Honoree Set a Budget Request Sponsorship Check Legalities Create Mailing Lists Create Save the Dates/Invitations Create the Program Follow-up

SPONSORSHIP TWO TYPES OF SPONSORSHIP: 1. Monetary – Straight Money 2. In-kind – Large amount of Product Donation How to request sponsorship: 1. Create sponsorship packet 2. Create List of Names and Contacts for Potential Sponsors: Make a list of local businesses, banks and major companies in your area, especially those that your organization has a connection with. Determine who can help get your proposal to top management. If possible, learn about the business’s past giving history, and then decide what you want to ask for. 3. Send Out Sponsorship Request/Set up Meetings will Potential Sponsors First: You will want to make sure that you sponsorship requests are the first priority. Get them out as soon as possible or set up a meeting with the potential sponsor as soon as you can. 4. Follow-up: This is a must for any sponsorship or money donation. Follow up within 1-2 weeks of the request.

Every Event Has Similar Needs: HOW TO: Plan a Fundraising Event Define your cause Build a Fundraising Committee Decide What Type of Event Choose Your Profit Centers for the Event Set a Date and Pick a Venue Get a Speaker or Honoree Set a Budget Request Sponsorship Check Legalities Create Mailing Lists Create Save the Dates/Invitations Create the Program Follow-up

Legalities Contact local law enforcement/administration and ask about any procedures/permits you may need. Determine the need for security, etc.

Every Event Has Similar Needs: HOW TO: Plan a Fundraising Event Define your cause Build a Fundraising Committee Decide What Type of Event Choose Your Profit Centers for the Event Set a Date and Pick a Venue Get a Speaker or Honoree Set a Budget Request Sponsorship Check Legalities Create Mailing Lists Create Save the Dates/Invitations Create the Program Follow-up

Create Mailing Lists There are three types of lists that you will want to create and update regularly and are essential for any fundraising event. 1. Sponsor List 2. Save the Date/Invitation List 3. Solicitation List

Sponsor List This is a list that the committee develops with any key contacts they have to request sponsorship. The Sub-Committee Sponsorship chair should be in charge of this list Everyone on the sponsorship list should be mailed

Save the Date/Invitation List This list should have anyone and everyone. Start developing this list and update it regularly. All committee members should add at least names and contact. In addition, if there is anyone you know who didn’t have the time to be on the event committee but was interested in helping ask them to give you their mailing list. The ideal invitation list is one that has quadruple the number of participants anticipated for an event. Make sure this also include all your potential sponsors.

Solicitation List This is your donation request list. If you are requesting for donated goods for any reason add all the contact information for each company or individual you are asking and you can track donations using this list. To develop this list, all committee members should start collecting cards from every business you go to and get the name of the manager.

Every Event Has Similar Needs: HOW TO: Plan a Fundraising Event Define your cause Build a Fundraising Committee Decide What Type of Event Choose Your Profit Centers for the Event Set a Date and Pick a Venue Get a Speaker or Honoree Set a Budget Request Sponsorship Check Legalities Create Mailing Lists Create Save the Dates/Invitations Create the Program Follow-up

Create Save the Dates/Invitations Gather lists of people to invite from you newly developed committee members. For an event that has 150 people in attendance you should have at least 300 good names and addresses/contact info.

Save the Date On the Save the Date Make Sure to Have: The event date and time The event place The honoree/speaker name if included Contact information if anyone would like to pre-order or sign up for the event NOTE: Save the dates should be sent out approximately 6 months in advance of an event.

Invitation On the Invitation Make Sure to Have: Who, what, when, where, why All the names of your committee members --invitation recipients will be looking for people they know. Prominent listing of the honoree's name A description of the organization Sponsors and donors. (Logos and/or Names) NOTE: Invitations should go out 5-8 weeks before the event.

Every Event Has Similar Needs: HOW TO: Plan a Fundraising Event Define your cause Build a Fundraising Committee Decide What Type of Event Choose Your Profit Centers for the Event Set a Date and Pick a Venue Get a Speaker or Honoree Set a Budget Request Sponsorship Check Legalities Create Mailing Lists Create Save the Dates/Invitations Create the Program Follow-up

Create the Program This booklet offers the opportunity to sell ads and thank sponsors and donors, and can be printed shortly before the event. A program should Include: Title, Date and Time of Event The Organization’s Mission Honoree, Highlighted information Sponsors Thank you to all donors Committee Contact Information (Phone, Fax, Website, etc.)

Every Event Has Similar Needs: HOW TO: Plan a Fundraising Event Define your cause Build a Fundraising Committee Decide What Type of Event Choose Your Profit Centers for the Event Set a Date and Pick a Venue Get a Speaker or Honoree Set a Budget Request Sponsorship Check Legalities Create Mailing Lists Create Save the Dates/Invitations Create the Program Follow-up

Follow-Up It is important to Follow-up your event. This is the only way that events grow. Musts for Follow up Are: Add new contacts to appropriate mailing list Mail thank-you letters. Do not forget your volunteers. Calculate your net and gross income. Do a postmortem debriefing meeting with your committee and make notes for next year Try to get committee members to sign on for the next year’s event

Questions/Contact Phone: +38 (065) Mobile: +38 (067)