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What You Need to Know About Fund Raising

What You Need to Know About Fund Raising

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What You Need to Know About Fund Raising

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  1. What You Need to Know About Fund Raising Presented by Bonnie Sirower, PDG Rotary District 7490

  2. What We Will Cover Today • Are you ready to hold an event? • Event possibilities • Outlining event mechanics • Leadership responsibilities • Projecting expenses • Creating time lines • Reaching out to the public by mail, e-mail and online • Evaluating your event

  3. 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.

  4. The Cardinal Rules of Fund Raising • If you don’t ask, you don’t get… • Network with everyone –your colleagues, your vendors, your members, your community, corporations in the community

  5. 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?

  6. 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.

  7. Target Your Audience • Who 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?

  8. What Type of Fundraiser will you have? • Auctions (Tricky trays, silent auction, service auction, bid on a bachelor, traditional auctions • Contests – “Idol” contest, tournaments • Galas – not quite in vogue right now, as they require too much legwork • Beefsteaks • Athletic events such as runs, golf tournaments, athletic contests of all types, “athons” of all types • Comedy night or Las Vegas nights • Non-event events

  9. 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 work • Keep your organization on track and structure your plans • Involve as many people as possible right from the beginning in brainstorming and coming up with ideas.

  10. What Should You Expect? • Special events are very cost-intensive and labor-intensive. • Many times, special events cost 50% of what you raise • Special events are more often friend-raisers than fund-raisers • Special events do not materialize overnight like Athena from the head of Zeus – they take time to build.

  11. Rally the Troops… • Plan a job description for each volunteer piece you need to make your plan work • Set 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.

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

  13. Plan Your Work… Work Your Plan • Create 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.

  14. Event Mechanics and Timing • Preparation • 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)

  15. 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

  16. Implementation • Prepare 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

  17. Post-Event Activities • Post-Event Activity • Collect outstanding pledges • Evaluation meeting • Begin cultivation of selected event participants • Begin planning for the next event

  18. Create a Budget Things to consider • Cost of renting the facility • Cost of food • Cost of decorations, balloons, etc. • Cost of entertainment, singers • Permit costs for raffles, etc. • Cost for printing of journals, invitations, programs, and tickets • Cost for flowers, give-aways

  19. Project Your Income and Expenses • Basic 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

  20. 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

  21. Don’t Forget to Publicize… • Public service announcements on the radio (2 month lead) or TV (3-month lead) • Magazines • Rotary District 7490 website • Flyers everywhere • Blogs • Tchotchkes – magnets, pins, etc. to remind people. • Save-the-Date cards • Articles in your local newspapers

  22. Use Online Tools to your Advantage • Online invitation • Online journals • Rotary District 7490 Website • Sending event info to all Rotarians in the District • at • Use Facebook cause pages, Linked-In, Twitter •

  23. And remember…. • Your event should be fun! • Your event should be memorable! • Your event should make people say, “I can’t wait until next year • Your event should provide satisfaction to each volunteer and each attendee.