1. Workshop 6C: Special Events
Chesapeake Bay Watershed Forum
October 9-11, 2009
Workshop 6C: Special Events
Fundraising & Friendraising
Presenter: Pat Munoz, River Network ;

2. 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.)

3. 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!

4. 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)

5. 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?

6. 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

7. 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!

8. 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

9. Budgeting: Expenses Friends of Blackwater Party/Auction
Printing (500 Postcards,
Invitations, reply cards, etc.) $1,000
Postage $ 350
Music (donated)
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

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

11. 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

12. 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!