7 Steps to a Successful Fundraising Event

Transcription

1 The Grable Group 7 Steps to a Successful Fundraising Event There is no universal recipe for success but there are definitely some key ingredients" you can rely on. made with

2 Table of Contents 1. How to Organize the Perfect Fundraising Gala 2. 3 Fundraising Pitfalls and How to Avoid Them 3. 6 Golden Rules for a Successful Fundraising Event 4. 3 Annoying Fundraising Tactics You Shouldn't Use 5. What's the Secret to Effectively Attracting Donors? 6. 3 Ideas for Your Charity Event Entertainment 7. 4 Ways to Market Your Charity Events 8. Next Step

3 How to Organize the Perfect Fundraising Gala Hosting a fundraising gala gives you the perfect opportunity to spread the word about your organization's goals and mission in a more formal setting. It goes without saying that planning this type of a charity event is different from putting together a casual small group event for your donors. The level of elegance and sophistication that comes with hosting a gala often makes it more of a challenge for those in charge of the planning. Even though a large guest list might look intimidating at first, keep in mind that organizing more elaborate events can help you raise substantially more money for your chosen cause. Photo Credit: Lowertown Event Center Planning a successful gala is not easy, so we decided to share a few pointers for you that will help you organize a memorable event. All you need to do is keep on reading. Costs should not exceed potential earnings

4 Establishing a clear budget for the night of the event is the first thing you should do. Before you start thinking about anything else, you need to know how much money you can invest to help your charity meet its goals. Begin with the biggest expenses, like location, food and beverages, services, but also, keep an eye out for hidden costs. You might not look at time as an expense, but all the time you and your organization put into organizing the event is the time you could have spent doing something else. Remember that hosting a fundraising gala is more expensive, so it is best to determine if the event is likely to be successful before you start scouting for locations. Sure, there's no way of knowing exactly how much money you'll raise on the night of the big event, especially if you are new to planning charity galas. In this case, it is a good idea to turn to someone more experienced with running more elaborate charity events for advice. Asking the right people to do the right jobs When it comes to planning a successful fundraising gala, you need all hands on deck. That might include volunteers, consultants, staff members, and anybody else who is willing to pitch in. For things to go as smoothly as possible, everyone needs to do their part well. It is up to you to delegate tasks so that things do not get mixed up. The last thing you want is somebody doing a job he or she are not prepared to do. Volunteers usually do an excellent job selling raffle tickets, handing gift bags or helping guests check in while staff members are best suited for tasks that require more involvement and responsibility. A fundraising gala needs quality entertainment to be successful Let's put it this way: A fundraising event without entertainment is like a charity without donors: Slowly dying. All guests who have purchased a ticket to be at your gala want more than just learning new things about your fundraiser and your mission. They wish to have fun, interact with like-minded people and be entertained. Moreover, for that, you need the best performers working for you.

5 We think somebody like Ross Bennett would be a great addition to any fundraising gala. His 100% clean, professional humor will be a hit with your guests, and you will not have to worry about anybody in the room getting offended. All laughs, no drama. He is just one of the many great artists and performers we represent who can help you create an enjoyable experience for your guests. If you are interested in other options or have any questions you want to ask, you should get in touch with us right away.

6 3 Fundraising Pitfalls and How to Avoid Them Fundraisers are a great opportunity for nonprofit organizations to raise awareness and get resources for their cause. That being said, it is not an easy thing to pull off, as there are many fundraising pitfalls organizers are not aware of. We are going to tackle three of those and see how they can be avoided. 1. Doing illegal or dangerous activities Some of the best ways to raise a large sum of money are to organize a raffle or set up casino games. They are in good fun and encourage people to donate. However, the problem is that they are also similar to gambling, so make sure that you know the state laws before organizing something like this. If you do not avoid this pitfall, you can expect heavy fines and penalties. There are also certain activities that may result in a tax liability. That is why it is vital to know what you can and cannot do. Otherwise, you might end up on the wrong side of the law. Another possible problem is the chance of injury. Sporting events have the highest chances of participants getting injured, but, in the end, it can happen in any situation. It is in your best interest to make sure that the whole event is covered by insurance. The best way to avoid these fundraising pitfalls is to be informed, to get a special event policy, and to register with a state agency to solicit donations. 2. Going over budget Generating excitement for your cause is always great, but remember that your fundraiser has to generate money as well.

7 Think about your expenses and how much revenue you expect to get. You have to ask then yourself if the costs are justifiable. Remember that a large amount of time goes into planning the fundraisers and executing the strategies as well. If the net proceeds are small, you might have to change something. Remember that you do not have to get the fanciest venue or the best catering you can. You are organizing a fundraiser for a noble cause, and people are coming to donate to that cause. Attendee satisfaction is important, but not as important as raising funds. Create a realistic budget and make sure that you stick to it. If money is tight, you should ask local businesses for donations or discounts on catering or event spaces. There's an excellent chance that they'll be interested as you'll be doing publicity services for them this way. 3. Having unorganized or untrained volunteers Depending on the size of the event and the activities that will take place, you might need a large number of volunteers. The hard part is not usually getting enough people willing to help, but rather making sure they can

8 help. In our opinion, this is the most insidious of the three fundraising pitfalls because you might not even realize how much you are losing since the volunteers are not doing what they are supposed to. It is crucial to have some training program set in place for the volunteers before the fundraiser. Even if they have experience in the field, going over their responsibilities and roles will make the whole event go much smoother. Keep a clear log of the money you get and help the volunteers do their best during the fundraiser itself. Are there any ways of making sure you avoid all fundraising pitfalls? It is not an easy question to answer. The thing that matters the most in these cases is an experience. As you organize more and more events, you will instinctively avoid any possible problems. Just make sure you learn a lesson from every mistake you make. There is also another option is you want to make sure you avoid any problems: Get help from people who already have the experience needed to plan and manage a successful event. Get in touch with us and together we'll create an excellent fundraiser with awesome entertainment and activities. Be sure to read our other articles as well for more insightful tips.

9 6 Golden Rules for a Successful Fundraising Event If you are about to organize a fundraising event, you already know that there are plenty of things to consider and be aware of. The key to a successful event relies on accurate planning. Here are 6 essential rules that will help you organize a great non profit fundraising event. 1. Set your goals carefully Every practical project starts with a written plan, and every program begins by setting the right objectives. Make sure you know where you are headed before actually embarking on this trip. Here are two questions that will help you define the goals of your fundraising event: a. What is the purpose of your event? Figure out which is the expected outcome of your efforts and the causes you are raising money for. b. How much money does your nonprofit plan on raising? Every charity event aims to gather funds for a particular purpose. You need to have a clear idea when it comes to the exact amount of money you want to collect from your donors. 2. Make sure the chairperson has all the skills needed If you wish to organize a memorable fundraising event, you should consider having a responsible management committee. Most event planners are drawn to familiar figures, big business owners, or prominent donors who have made significant donations in the past.

10 Before you make that choice, keep in mind that this person will play a key role throughout your fundraising event. This individual's primary purpose will be to convince the audience to donate money. They are more likely to be successful in accomplishing this task if they have donated themselves, and can offer a personal example. It is important you make sure the person representing your nonprofit is as passionate and involved in your cause as you are. 3. Allocate the right budget If you want to avoid unpleasant surprises while organizing a fundraising event, calculate your budget as accurately as possible. Take into account all necessary expenses your event requires, such as room rental, staff, transportation, and so on. Then make sure also to put something aside for variable costs. 4. Promote your fundraising event Every project requires marketing, and the best fundraising events are mainly influenced by the marketing strategy you choose to implement. If your endeavor fails, you risk hosting an event that won't gather enough donors and funds. Use whatever means seem suitable for your target audience: call them, them, use social media, or send out written invitations, just make sure you spread the word, and that people will be willing to spend their time and money attending your event.

11 5. Get to know your audience Based on your previous experience or predictions, try to distinguish who your target audience is. Most fundraising events are aimed at almost anyone who is willing to donate, but according to your cause, you might need to target a very specific audience, such as business people and professionals who have a high income. Define your target audience before sending out your invitations, because they also need to be crafted accordingly. 6. Entertain your audience Extreme seriousness is no longer a must for this kind of events. People expect to be entertained at a fundraising event since it makes them feel less formal. Also, donating becomes more pleasant. If you want to make sure your donors will remember your event, hire professional entertainers. If you need some suggestions, I would personally recommend Bob Nelson for his unique and ingenious ways to keep the audience engaged throughout an entire evening. The essence of any fundraising event is people's desire to give. No matter how much or often they donate, every effort counts, so don't forget to make them feel that they've made a difference, and thank them. I would be more than glad to find out if these 6 golden rules have helped you so far. Remember that we can also help you book high-quality entertainment, so don't hesitate to call us as soon as you can.

12 3 Annoying Fundraising Tactics You Shouldn't Use There are many causes worth donating to. It is completely understandable for non-profit organizations to be invested and try anything to raise money for something they believe in. The problems are the annoying fundraising tactics that end up driving donors away. It is detrimental to everybody because the donors get angry, and the organization loses donations. Here are three tactics you have to stay away from: 1. Endlessly pestering donors A very common tactic that charities use is to send constantly their donors s, letters, and phone calls. The idea itself sounds good: You do not let the donor forget about the cause so they'll donate in the future. The problem is that, more often than not, donors get so annoyed that they decide to stop donating just to get away.

13 Since it is also one of the most common fundraising tactics, many people know about it before donating, and the moment they are asked to give their or phone number, they start having second thoughts. It is completely normal to want to keep in touch with your donors, but remember that they are busy, too, so don't go overboard when reaching out to them. Be upfront about how often you'll call and send s, and don't force them to give out personal information. It is better to get a donation with no way of contacting the donor than not to get anything at all. 2. Showering donors with gifts Again, it is understandable to want to keep donors invested, but you have to be careful not to go overboard when offering them gifts. Sending a small present like a sticker or a calendar may be a simple way to of reminding donors about the organization and it does not cost much, but you should not go further than that. You do not want to give donors the impression that their donation goes into the gifts you later send them. Keep the presents straightforward and inexpensive and don't send out too many. These gifts are not very useful for donors either. If they need something, they get it themselves. A better alternative to generic gifts with the charity

14 logo are personal things. Write a letter thanking the donor and telling them how much they have helped, and they will be more likely to donate again. There's nothing wrong with sending one small gift to a donor, but don't expect them to donate more just because you send more presents. 3. Using emotional blackmail Out of the three fundraising tactics, this one is the most unpleasant. There aren't worse ways of thanking donors for their help than guilt tripping them into contributing more. It is not uncommon for non-profit organizations to use shocking imagery to pressure people into donating more, but this way of thinking is completely backward. Put yourself in their shoes; they wanted to help, so they donated, and your response was to try and manipulate them into giving more money. The result is that they'll just feel worse, and you'll most likely never see a donation from them again. Adopting a "the end justifies the means" mentality will only alienate donors and make them regret helping in the first place. What to do instead of using these fundraising tactics The basic idea you have to start with is that donors are people who want to help. They do not like being treated like piggy banks or children. Actual human interaction is the key to actually attracting donors, not constant reminders, gifts, and shock tactics. Here's another great idea: Offer your donors an excellent experience by holding a fundraising event. Get in touch with us to get the best entertainment possible and make a long-lasting impression on your donors.

15 What's the Secret to Effectively Attracting Donors? When it comes to effectively attracting donors, many nonprofits usually make the mistake of relying on marketing alone. While that is important, the basics should never be overlooked. An ad will never have the same impact as a firm handshake and an honest smile. That is what we'll be talking about today. Let's go through the process of getting a donation, step-by-step. Step 1: Identify possible donors There are three important traits that donors usually have: You know them personally - In this case, they are more likely actually to listen to an acquaintance than a stranger. They care about your cause - If they do not, don't force them. You'll only further drive them away. They have money to donate - Sometimes people would like to donate, but they just can't. A surprisingly large number of nonprofit organizations look for donors in the wrong places. You will not be effectively attracting donors just by getting in touch with some rich strangers. In the US, the middle and lower classes are the one that gives the most to charity, not the wealthy. The lesson here is to reach out to those close to you: Your friends, your neighbors, and co-workers. Step 2: Inform them about your cause You are probably familiar with the classic "cultivation visit". It is a good way

16 to attract donors effectively, but it is by no means the only one. We encourage you to get creative. The one defining feature of your efforts should be to familiarize the possible donor with your work and cause. Maybe invite them to meet some of the people you are helping or personally show up to help the cause. It mostly depends on what you do. After they have firsthand experience, they will truly understand the importance of their donation. Step 3: Ask for support This is the point where you ask for a donation. If you are effectively attracting donors, they'll most likely accept at this point. The best way to ask is face-to-face. It is personal; it shows that you care about them, and it also conveys the message that their help is needed the most. We know this is not always possible, so do as you see fit. An important aspect is not to talk their ears off because it will start sounding like a sales pitch. Instead, ask them questions and let them do the speaking. This way, they will feel more involved and that they are really making a difference. Step 4: Show gratitude The obvious "Thank you" that you'll give them when they tell you they'll donate isn't enough. If you never talk to them again or just ask for a donation again later, they'll think that you only see them as a piggy bank. Think about how you'd show gratitude to a friend after they do you a favor. That is how you should treat your donors as well.

17 You could send them a gift or a personal letter done by you or one of the people whom you are helping. Maybe invite them out to show them how thankful you are. These are some personal, one-on-one examples, but you can dream bigger too. You could organize an event to celebrate and thank all your donors. Step 5: Ask them to become a bigger part of the organization You are looking for anything helpful to the cause, and they've already proven that they want to help. The next logical step is to get them more involved in your work. Invite them to do some volunteer work with you or tell their friends about the cause and how they can help too. There's obviously the chance that they'll refuse, but if they do not, they will become more and more invested. The conclusion about effectively attracting donors As you can see, asking for donations is only a small part of the process. The

18 secret is to build a strong relationship with your donors, to get them to become emotionally invested in the cause, and to encourage them to become a part of the organization. You'll get many more donations by following these steps, but here's another piece of advice for you: A great way to wow your possible donors and get them onboard is to hold compelling events with the right entertainers. We happen to be experts in planning events and providing entertainment, so contact us right now and let's start wowing your donors. Make sure to also check out the rest of our articles and learn more about how to attract people in awesome ways.

19 3 Ideas for Your Charity Event Entertainment Fundraising events are one of the best ways charities get donations. The two things a nonprofit organization must think about the most are how to raise more funds and how to create a pleasant experience for the attendees. We will be talking about the latter today, specifically about three great charity event entertainment ideas. The goal of charity event entertainment It is important that the attendees have fun at your fundraiser, but to maximize the efficiency of your event, you have to take more aspects into consideration. The entertainment you provide should represent your organization and the cause you are raising funds for. Choose the entertainment in a way that complements the goal of the fundraiser itself. This will ensure the clarity of the message you are trying to convey. 1. Unique raffles Many charity events hold raffles because they are both fun and profitable. Because of how common this practice has become, people are no longer so attracted to the notion. The solution is to come up with new and unique raffle ideas. Outdoors fundraisers have the most potential for such activities because of the extra space they have. An example of a unique raffle is a rubber duck race. If the event is held somewhere close to a river, get a large number of rubber ducks, write a number on each one, and sell tickets for each number.

20 You will then release the ducks at the same time into the river, and the first duck to reach the finish line wins. The person who got the winning number gets the prize. If you are raising money for the environment, a rubber duck race will also show people how the river looked like before releasing the duck race and after. By cleaning up after the event, you convey the importance of keeping the environment clean. 2. A theatrical production Because of TV and the Internet, people do not go to the theater as much as they used to. However, that does not mean people do not like seeing live plays. The fact that theater is not such a big thing anymore is beneficial for you, since it will make your charity event entertainment more unique and interesting. The downside of organizing a play is that you will have to invest a considerable amount of time into it. You will need to plan many details, get the necessary props, and the actors need to rehearse. Despite all this, a well put together play could turn a fundraiser into a resounding success.

21 Besides being a great selling point, a theatrical production is a great way of raising awareness about education and its importance. It shows people how beautiful literature is, and you can focus on the fact that many children do not get the chance to experience it. 3. Book a speaker A great way of providing quality entertainment and raising awareness about your cause is to get a speaker. Whether it is through comedy or motivational speeches, a great entertainer can show the people why it is important to donate while still being entertaining. A speaker is not necessarily just a person who speaks into a microphone either. Many entertainers incorporate live music, painting, and other storytelling methods into their act, thus creating an unforgettable experience for the people attending. The charity event entertainment will wildly differ depending on whom you get. Each speaker has their style and way of engaging with the audience. You can surely find an entertainer whose style complements the goals and culture of your organization. Discuss your goal with the speaker you are booking and together you can decide the topics they will approach. This way, the people attending will not only have fun but also get more invested in helping your cause. You might think that finding the right speaker would take too much, but that is completely untrue. Get in touch with us and we will help you find the right entertainer to help you make a difference.

22 4 Ways to Market Your Charity Events When it comes to charity events, many event planners encounter significant challenges when dealing with the marketing process. After all, you have to market your event if you want to raise as many funds as possible and attract a large audience of donors. However, it is easier said than done. While you could rely on marketing services, they would typically cost you a lot. Fortunately, you can always save money by handling the process yourself. Still, it might seem like an impossible task if you have not really done this until now. There's no need to worry, though since we are here to help you out. Check out these 4 methods you can use to market your charity events to ensure that a high number of donors will attend: 1. Make sure you target the right people first Contrary to popular belief, you cannot just market your fundraising events to everybody and expect people to show up. There's a golden rule in marketing that states that if you try to please everybody, you'll please nobody. So, if you want to market your charity events the right way, be sure first to target the right donors. This means taking people who would be specifically interested in your cause into account and building up various personas associated with them to pinpoint some details about their age, preferences, budgets and daily habits. They'll mostly be speculations, but they'll be speculations you can build your marketing messages on. 2. Use the power of your website or social

23 media page You most likely already know how important social media and the Internet are when it comes to getting the attention of donors. This is why it is important you do everything you can to leverage the power these platforms offer. So, the first thing you need to do is clear, catchy announcements on both your website and social media page about the charity events you plan to organize. Use a friendly tone, eye-catching photographs and welcoming slogans. Just remember to make it clear that the primary purpose of the event is to raise funds for your cause. Describe it in detail, and make that the core of your message.

24 3. You can always rely on more traditional methods This would normally work better if the event you want to organize is in a small town, but it can work equally well in larger cities as well. It will just take longer. What are we talking about? Mainly posters and flyers. You can print them out and place them around town. Make sure to post said flyers and posters in areas where you know your target audience that is the perfect donors whom you want to attract, are known to spend their time. 4. Associate your charity events with a suitable name in the entertainment industry when marketing them Since you'll end up saving some money by not having to choose costly marketing services, you can instead invest all those financial resources into hiring a quality speaker or entertainer for your event. Don't forget that it is vital to keep your donors entertained and show them that they stand to gain something by contributing with funds to your campaign. Just remember to mention the entertainer in all your marketing messages. This way said messages will have a higher chance of getting people's attention since they'll stand out from the crowd. We would recommend choosing somebody like Bob Nelson or John Heffron since their comedic geniuses do a great job sparking interest for charity events. Plus, they also deliver on their promises and keep the audience entertained for the duration of the event. If you would like other recommendations, or would just like to ask us some questions, you can reach out to us today, and we will get back to you in no time.

25 Next Step With over 25 years experience in helping nonprofit organization raise money, we can help you make your event a success. Contact Us made with