What You Need to Know About Fund Raising

Presented by Bonnie Sirower, PDGRotary District 7490

What We Will Cover TodayAre you ready to hold an event?Event possibilitiesOutlining event mechanicsLeadership responsibilitiesProjecting expensesCreating time linesReaching out to the public by mail, e-mail

and onlineEvaluating your event

Why Have a Fund Raiser?It is the starting point for members of your

neighborhood to meet like-minded individuals, and potential new members for your club.

It takes some of the burden of financial support off of your members and gains the support of a wider audience.

It provides the opportunity for good public relations, both before and after the event.

The Cardinal Rules of Fund RaisingIf you don’t ask, you don’t get…

Network with everyone –your colleagues, your vendors, your members, your community, corporations in the community

Are you ready for an event? Are your Board/ members committed to the event? Your Board/Members should give or get or take

credit for 45% of guests.Where are the necessary sources of support – people who can

bring in new sources of money? Do you have access to potential event leadership?Do your leadership possibilities have the capacity to raise the

money necessary to meet your goal?Is your Rotary club interested in participating in an event?How will an event promote your organization?Can your Rotary Club undertake the necessary start-up costs?Do you have a stable donor base to support the event?

Are You Ready for an Event?Are your lists current and accurate?Can your organization justify the time and

effort necessary?What types of in-kind support can you

garner?Is an event the best use of staff time?Are your financial expectations realistic? You need a structure. Chairs are honoree

specific. Is it an anniversary year?The best programs sell your mission.

Target Your AudienceWho will be interested in helping you meet

your goal?

Who will be donating money?

What are the interests of the people who make up your club and your community?

What are the demographics of the people who make up your community?

What Type of Fundraiser will you have?

Auctions (Tricky trays, silent auction, service auction, bid on a bachelor, traditional auctions

Contests – “Idol” contest, tournamentsGalas – not quite in vogue right now, as they

require too much legworkBeefsteaksAthletic events such as runs, golf tournaments,

athletic contests of all types, “athons” of all typesComedy night or Las Vegas nightsNon-event events

Set a Goal First….Be clear what the money will be used for. Are you using it for a project? General

funds?Do a preliminary poll first to see what might

workKeep your organization on track and

structure your plansInvolve as many people as possible right from

the beginning in brainstorming and coming up with ideas.

What Should You Expect?Special events are very cost-intensive and

labor-intensive. Many times, special events cost 50% of what

you raiseSpecial events are more often friend-raisers

than fund-raisersSpecial events do not materialize overnight

like Athena from the head of Zeus – they take time to build.

Rally the Troops…Plan a job description for each volunteer

piece you need to make your plan workSet reasonable goals.Show proof that what you are doing works by

making sure that your event in some ways shows off what your Rotary Club has accomplished.

The rule of five fingers on a hand: Each chair for each segment of the event should recruit five more volunteers.

Your Time Frame…Don’t go into any event last-minute.Allow at least six to nine months for a large

eventRe-visit your backwards calendar each month

to gauge what still needs to be done and what has been completed.

Plan your work and work your plan.

Plan Your Work… Work Your PlanCreate a backwards time schedule.What has to be done by the night/day of the

event?What do you expect to see when you walk

into the room?How can you get to those expectations?When does each step have to be carried out?Who will carry out each step of the process.

Event Mechanics and TimingPreparation Design an event consistent with your organization's

objectives Establish goal in terms of size and net Select site and develop theme or format as

appropriate Identify and secure leadership Prepare expense budget Prepare income projection Prepare event timetable Develop lists for personalized mailing(s)

Implementation Implementation Coordinate design and printing of event materials such as

save-the-date, stationery and invitations

Arrange for mailing of event letters and/or invitations Arrange for production of other printed materials such as

the program, signage, Place cards and name tags Process and track responses; prepare regular financial

reports Communicate with leadership and volunteers - keep them

informed Follow-up as necessary with potential participants

ImplementationPrepare guest lists and seating plans Arrange catering, decoration, entertainment,

audio/visual services, equipment, photography and other professional services Coordinate any public relations activities Prepare and implement minute-by-minute

schedule for day of event Identify who will make last minute decisions

at event Prepare and mail thank you notes and tax

receipts

Post-Event ActivitiesPost-Event Activity Collect outstanding pledges Evaluation meeting Begin cultivation of selected event

participants Begin planning for the next event

Create a BudgetThings to considerCost of renting the facilityCost of foodCost of decorations, balloons, etc.Cost of entertainment, singersPermit costs for raffles, etc.Cost for printing of journals, invitations,

programs, and ticketsCost for flowers, give-aways

Project Your Income and ExpensesBasic Expenses Site rental Food and beverage per person and gratuity Personnel and equipment Printed Material Graphic design and production of save-the-date cards,

event stationery, invitations, program and/or journal, posters, banners and signage

Preparation of mailing(s) • List preparation, addressing and postage

 

Project Your Income and Expenses Supplemental Services Audio Visual Services Decor Entertainment Photographer (Include estimated number of prints that will be ordered) Publicist Consultants Video production Other Costs Office expenses (photocopy, fax, telephone, messengers, overnight mail,

etc.) Transportation and travel Gifts and Awards Any additional fees or expenses that are event related

Don’t Forget to Publicize…Public service announcements on the radio (2

month lead) or TV (3-month lead)MagazinesRotary District 7490 websiteFlyers everywhereBlogsTchotchkes – magnets, pins, etc. to remind

people.Save-the-Date cardsArticles in your local newspapers

Use Online Tools to your AdvantageOnline invitation

www.e-vite.comOnline journals

www.EventJournal.comRotary District 7490 WebsiteSending event info to all Rotarians in the DistrictConstantContact.com at

www.ConstantContact.comUse Facebook cause pages, Linked-In, Twitter www.firstgiving.com

And remember….Your event should be fun!Your event should be memorable!Your event should make people say, “I can’t

wait until next yearYour event should provide satisfaction to

each volunteer and each attendee.