How to Plan a Fundraising Event

All events take a great deal of planning and the fundraiser is no exception. No matter whether you are organizing a raffle, a car wash, a cookie drive, a walkathon or a major event like a concert or dinner, organization is the key to make all run smoothly.

Start early; the bigger the event the more time you will need. Six months ahead is not too early to start organizing some events. If you are raising money for a well-known cause, get in touch with them, as they will have guidelines to help make your task easier. They may also have certain rules that you will be required to follow.

Decide on the type of fundraising you will do and whether you will need help. If you will, select your team and make sure all have tasks for which they are suited. The bigger the event, the more helpers you are likely to need. You’ll need a committee and sub-committee for each facet such as marketing, advertising, catering, bookkeeping, etc. Meet frequently with your staff and volunteers so that you can check on their progress and sort out any problems.

Ask for donations from family, friends and businesses to cover your running costs and for the prizes if there are to be any. Create a budget and a timeline for when things must be done and see that everyone involved gets one. Book venues and caterers well in advance.

See if there are state rules and regulations of which you need to be aware. It won’t help your cause to be associated with breaking the law, even if you were ignorant of it, which is not considered an excuse. Find out what insurance you need. You may need to pay tax so check with an accountant about the rules in your state. Always make sure all monies are accounted for.

Make sure that your event does not clash with any other popular event, and that it is seasonally appropriate. For instance, don’t hold an outdoors concert in a season known for its storms or cold nights.

Have invitations printed and make sure there is plenty of publicity about the event well before it is to be held. Invite media representatives. Hire a photographer of your own to record the event; don’t depend on photos from the media.

After the event, make sure you thank all concerned by letter - don’t forget the volunteers as well as the sponsors. Include a brochure containing images of the event in each thank-you letter. Have one last meeting with the volunteers to see if you want to do it again next year and sort out any problems you had. You may find better ways of doing things.

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